At a glance

As an accountant, you can view, edit, and control your employees' submitted expenses.
If you reject an expense, you can add a reason for rejection.

Users who have the role of accountant can view, edit, control, or reject expenses submitted by employees in their expense group.

Note

Users who only have the accountant role can find their employees' expenses in the “To-Do's” tab under “Approve & Control”.
Users with the accountant and supervisor roles can find their employees' expenses in the “Pending controlling” tab under “Approve & Control”.

The structure of an expense

To open the details of the expense, simply click on the desired expense. In the detailed view, you will find the following information:

Detailed view of an expense in the "Pending Controlling" tab.

1. Expense

Here you will find all the data entered by the submitting employees, as well as additional input fields for details relevant to the booking process (see section “How can I edit and control expenses as an accountant”). All information can be edited.

Mark as controlled: When you mark an expense as controlled, your work on it is done. Note that changes to the submitted expense before selecting this option will be applied.
Rejecting: If there’s anything that requires the submitters input before you can proceed with the controlling, you can send the expense back by rejecting it. You can add a specific reason to the rejection. The submitter will be able to make changes and re-submit the expense. In case you don’t want the expense to be re-submitted, you can make use of the delete option.
Save changes: Save changes made to the expense without marking it as controlled. Useful if your company has a four eye policy.
Delete expense: If you delete an expense, it will be removed from all of your lists. Users are informed in case one of their submitted expenses got deleted. Same as with rejection, you also have the option to add a deletion reason for the employee.

The actions bar is where you decide what to do next with the expense being controlled.

Navigate to the “Pending controlling" tab (if you have the roles of accountant and approver) or “To-Do's” tab (if you only have the role of accountant) under the “Approve & Control” menu item.

Expenses that need to be controlled
Click on the expense you want to edit or control.

Choosing the relevant expense
You are now in the detailed view of the expense. Here you can edit the expense. All details (currency, category, cost center, etc.) can be edited. You also have the option to split the amount. After editing or checking, you can control the expense by clicking on the green check mark, or reject the expense by clicking on the red X.

Controlling or rejecting the expense
If you control the expense, it can be further processed by the supervisors on Circula or exported if necessary. If you reject the expense, it will be sent back to the user for correction.

Tip

Accountants have the option of moving expenses that are ready for export back to “Pending Controlling” if they have not yet been exported. To do this, open the desired expense either in the “Expense export” tab or in the "All" tab and click on the expense. In the detailed view of the expense, you have the option to click on “Revert to control”.

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