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Edit expenses during approval

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Posted on by Jamie Robinson

Hi All,

Is it possible to configure expense reports to be editable by the approver?

Reason for this is so the users within the business can enter and submit their expenses quickly and the first approver will make corrections or breakdown the expenses via itemisation.

Thanks,

Jamie

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André Arnaud de Cal... 300,911 Super User 2025 Season 2 on at

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Hi Jamie,

It doesn't make sense if an approver can edit something he needs to approve. Instead, you would need a reviewer as intermediate person? There is no configuration to let the approver edit the expense report.

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Khushhal Garg 1,514 on at

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No, it is not available out of the box. Approver has to reject the expense and ask submitter to edit the information based on approver's comment. I don't think business should be like that approver can adjust the expense report. However, on timesheet, it is possible to edit certain fields before approving time by approver.

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Ludwig Reinhard Microsoft Employee on at

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Hi Jamie,

If an approver can modify things then this person is not really an approver.

To me it sounds more like the delegate functionality that you are looking out for where other people can record expenses / timesheets for you.

Have you investigated this delegate feature already as an alternative?

Best regards,

Ludwig

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Jamie Robinson 32 on at

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Hi Ludwig,

The flow of the expense report will go like this:

1. User enters and submits report

2. Report assign to a reviewer to ensure all information is recorded and itemised - if not, ideally the reviewer would be able to make these small amendments, if there are a lot of problems it will be rejected.

3. It then goes to a final approver

4. Payment is made

The delegate functionality is my current route forward if it is not possible to achieve step 2

Thanks,

Jamie

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Eugen Glasow 6,359 on at

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There are just a few things the reviewer e.g. the accountant may edit:

- Project ID

- VAT groups

- VAT amount

- probably the accounting distribution (I am not sure if they have fixed this)

If I recall correctly, this works if the approver is given a task or a queue in the workflow, i.e. if they assume the responsibility for the expense report processing.

Other fields remain not editable and need the expense report to be returned to the submitter.

A few years ago I had a long discussion over several days with a stubborn and rude lady from the Microsoft Support to at least achieve the above. As for the remaining fields - this is the way it is, and remains this way.

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Community member 2 on at

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Hi Jamie! I have the same issue. Did you found a way to work around this issue?

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