The different statuses of a report

Selim Ounis Updated by Selim Ounis

On Expensya, a report goes through different stages, it changes state from its creation to its finalization, this is called the flow of a report (validation flow), which goes from state of "Draft" to the "Archived".

The different stages of a report:

When you create a report, it is in the "Draft" state, you can add, modify or delete the invoices assigned to it. This report will only be visible to the owner.

Employee role:

When a report is created, it is automatically set as "Draft".

When the report is sent to the level 1 validator, its status will change from “Draft” to “Submitted” depending on the validation flow set by your company.

Manager :

The manager can either: 

" Approve All": to validate this report, it will pass on to the additional reviewer or accountant (depending on the validation flow set up by the company). The report status will change to 'Exported'.

"Reject all": to reject the entire report, it will be sent back to the employee for modifcation.

 "Approve 1/2": the report is partially approved by the manager approves. The rejected invoice will be sent back to the employee and the approved ones will either go to the additional reviewer or the accountant (depending on the validation flow set up by the company).

When the Report is rejected, it will be visible to the manager, the administrator, the employee who submitted it and the accountant (if applicable).

Accountant role:

Once the accountant receives a report, they can either:

 "Archive All" : the report is ready to be integrated into the accounting system and reimburse the employee. The report's status is now 'Archived'.

"Reject All" : a rejection message will be displayed to the employee and the manager

"Reject 1/2" : reject some invoices and send back to employee for modification

When the Report is rejected, it will be visible to the accountant, additional validator (if set up), administrator and the employee.

How did we do?

How to create an Expensya account?

How to create a report?

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