What this page is for
This page shows one expense in full, and carries whatever action it is waiting for: approval, if it is still pending, or a reversal, if it has already reached the books and needs undoing.
Everyone whose role can view expenses sees this page. Approving or rejecting needs a role that can approve expenses; editing or withdrawing a pending expense, and reversing an approved one, each need their own role as described below.
An expense moves through one of these paths:
- Awaiting approval → Approved: posts to the books the moment it is approved.
- Awaiting approval → Rejected: stays on record with the reason; nothing reaches the books.
- Awaiting approval → Withdrawn: the number and history stay, but it will never be approved.
- Approved → Reversed: a reversing entry takes it back out of the books; who approved it stays on record.
How to…
How to approve or reject an expense
Only while it is awaiting approval, and only for someone other than whoever recorded it.
Press Approve expense to post it to the books, or Reject with a reason to leave it unposted.
How to withdraw a pending expense
Press Withdraw expense, give a reason, and confirm. It keeps its number and history but will never be approved.
How to change a pending expense
Press Edit. See New expense.
How to reverse an approved expense
Press Reverse expense, give a reason, and confirm. A reversing entry takes it back out of the books, and who approved it originally stays on record.
How to open an attached receipt
The Open receipt button appears only on an expense that already carries a receipt file. The expense form in this version of Tulindo has no way to attach one, so most expenses will not show it.
How to see where it was generated from
Where it came from a recurring expense, a notice names the schedule; press Open the schedule to see it.
Worked examples
Supermarket
Tumaini Supermarket's branch manager records a utility bill. The branch's owner, who did not record it, opens the expense and presses Approve expense; the posting reaches the books at once, and the manager cannot approve her own expense.
Restaurant and bar
The Acacia Grill & Bar's bookkeeper finds an approved expense booked to the wrong category. She presses Reverse expense, gives the reason Wrong category — rebooking, and confirms; a reversing entry takes it out of the books, and she records a fresh expense in the right category.