Expenses Actions

In this help document, you’ll learn all the actions you can perform on expenses in your organization. The actions you can perform on expenses are classified into:

Management Actions List View Actions Share Actions

Management Actions

The management actions let you manage the lifecycle of an expense after it is created, helping you maintain accurate and up-to-date records.

Edit an Expense

If you want to make changes to an expense, you can edit it. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Click Expense.
• If you’re in the Unreported Expenses tab, click the expense you want to edit, and the Edit Expense page will open.
• If you’re in the All Expenses tab, click the expense you want to edit and click the Edit icon in the top right corner of the page.
• Make the necessary changes on the Edit Expense page.
• Click Save and Close.

Inline Editing

You can update the expenses you’ve recorded directly from the Expense Details page, without going to the Edit Expense page.

Here’s the list of expense types and the fields you can edit:

• Expense Records/Expenses in Reports: Expense category, date, amount, merchant name, currency, and description.
• Mileage Expense: Description.
• Itemized Expenses: Expense date and merchant name.
• Per Diem Expense: Description.
• Manually Created Card Expense: Expense date, category, and merchant name. To edit an expense record using Inline Editing:
• Go to Travel and Expense on the left sidebar.
• Click Expense.
• Go to the All Expenses tab and click the expense you want to edit.
• Hover over the field you want to edit and click the Edit icon that appears next to it.

• After making the necessary changes, click the Tick icon next to the field to save your changes. You can follow the same steps to edit your other expenses, including mileage, per diem, and itemised expenses, by navigating to the Expense Details page of the respective expense.

Bulk Update Expenses

You can update multiple expenses at once. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Click Expense.
• Click the All Expenses tab.
• Click the checkbox towards the left of the expenses you want to update.
• Click Bulk Update at the top of the page.
• Fill in the fields you want to update and click Save.

Delete an Expense

If you no longer require an expense or you’ve created an expense by mistake, you can delete it.

To delete an expense:

• Go to Travel and Expense on the left sidebar.
• Click Expense.
• If you’re in the Unreported tab, click the More icon next to the expense you want to delete and select Delete.
• If you’re in the All Expenses tab, select the expense you want to delete, click the More icon next in the top right corner of the expense, and select Delete.
• If you want to delete multiple expenses, click the checkbox towards the expenses you want to delete, click the More icon at the top of the page, and select Delete.
• Click Delete again in the pop-up that appears to confirm your action.

Clone an Expense

You can clone an expense to duplicate all the essential details of the expense. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Click Expenses.
• Go to the All Expenses tab and click the expense you want to clone.
• Click the More icon in the top right corner and select Clone.
• Make changes if necessary.
• Click Save and Close to create a new expense.

List View Actions

The list view actions let you organize and customize how expenses are displayed, making it easier to find and review the information you need.

Search for an Expense

If you want to find a specific expense from a group of expenses, you can search for it. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Click Expenses.
• Click the Search icon in the right corner.
• Enter values in the fields that you want to use to filter the expense.
• Click Search.

Filter Expenses

You can filter expenses to view specific expenses using statuses or available custom views. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Click Expenses.
• Click the filter dropdown at the top and select the required filter.

The following are the statuses of an expense:

• Unreported: Expenses not added to a report will be in the Unreported status.
• Unsubmitted: If the report to which an expense has been added has not been submitted for approval, the expense will be in the Unsubmitted status.
• Expired: Expenses that aren’t approved before the expiration date that was configured by the admin will be in the Expired status.

Sort Expenses

You can sort expenses to change the order in which they appear in the list view. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Click Expenses.
• Click the More icon in the top right corner.
• Choose the option based on which you want to sort.

Refresh list

Sometimes, other users of your organization may create new expenses or modify existing ones. As a result, you may not have the latest list of expenses. You can refresh the expenses to get the most up-to-date list. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Click Expenses.
• Click the More icon in the top right corner and select Refresh List from the dropdown.

Share Actions

The share actions let you use expense information outside Zoho ERP or share it when required.

Export Expenses

You can export the expenses you created. You can export them in the CSV, XLS, and XLSX file formats. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Click Expenses.
• Click the More icon in the top right corner and select Export Expenses.
• Select the format in which you want to export the expenses.
• You can also protect the export file with a password. Check I want to protect this file with a password and provide a Password.
• Click Export and your export file will be downloaded.

Download Expense Receipts

If you’ve attached receipts to expenses, you can download them into your device. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Click Expenses.
• Click the All Expenses tab.
• Click the checkbox towards the left of the expenses containing receipts that you want to download.
• Click Download Receipts at the top of the page.