📱Mobile 🌐 Web | 👤 Finance, Manager
When you review an expense, you can either:
Send back: this is a temporary state that allows employees to make changes in the expenses and resubmit the expense for approval and review.
Reject permanently: this is a permanent state where employees cannot make any changes to the expense and resubmit it.
If the employee tries to upload the same receipt again, it will be flagged as a duplicate of the rejected expense.
Expenses that have been sent back as permanently rejected cannot be deleted, only archived. This means that the expense no longer appears as part of the My tasks view for the employee. Since archived expenses are no longer considered part of the employee’s tasks, they will not be reminded about it. If employees do not actively archive the task, Yokoy sends reminders to employees to action the rejected expense, if enabled.
Expenses paid with company card and that are matched to a card transaction cannot be rejected. If you want to reject the expense permanently, you must sent it back and get the employee to mark the transaction as private.
Matched rejected expenses cannot be archived. Employees must unmatch the card transaction from the expense before archiving it.
Archived expenses still can be found in Submitter > Single expenses and Submitter > Trip views with the Rejected status. There is no change to the expense itself, you can still view the original receipt captured and all details of the original expense, including the expense history, which shows the person who rejected the expense and when it was archived by the submitter. You can also search for them using the Rejected status.
Rejecting an expense in mobile
To reject an expense in the mobile app, go to Approvals. Tap the corresponding expense and then tap Send back.
Enter a reason for sending back the expense. To permanently reject the expense, select Reject permanently. This means that the submitter can't resubmit the expense.
Rejecting an expense in web
To reject an expense in the web app, you can either access My tasks and select the Approvals tab or go to the Manager > Approval page.
Click on any item to open the full expense report.
Click Send back if you want to send back the report for clarification. A reason for sending back expense reports is always required.
If you want to reject the expense report permanently, select the checkbox Reject this expense permanently.
✏️ Note
Depending on the company settings, this option may not be available to you.
🚧 Caution
Rejected expenses cannot be resubmitted again!