At a glance
Folders are used by users to group relevant expenses and mileages and submit them in a bundle.
This function gives supervisors and accountants a better overview of the bundled expenses.
Like expenses, folders can also be approved, controlled or rejected.
This article guides you through the control and approval process for folders.
What are folders?
Folders are structuring elements that allow users to submit expenses and mileages that are relevant to each other in a bundle. They help to organize the submissions clearly. This also gives supervisors and accountants a better overview of the grouped expenses and travel costs.
Tip
To find out more about submitting folders, read this article.
For supervisors: Approving and rejecting a folder
Navigate to the "Pending approval" or "To-dos" tab under "Approve & Control".
"Pending approval" or "To-dos" tab in the web app
Click on the folder that you would like to process to open the detailed view.
Detailed view of a folder
Click on the respective expense or mileage. Here, you can either approve or reject them by clicking on the green check mark or the red X.
Detailed view of an expense within a folder
After you have processed all expenses and mileages in the respective folder, you will be able to see in the folder in the list view which expenses and mileages have been approved and which have been rejected.
List of expenses and mileages within the folder
Folders can also be approved or rejected as a whole.
Approving or rejecting a folder
Rejecting individual expenses or mileages within a folder
This feature allows you to reject a single expense or mileage item within a folder without rejecting the entire folder. You can remove the specific item from the folder and reject it individually. The rejected expense or mileage will then be returned to the submitter.
Navigate to the "Pending approval" or "To-dos" tab under "Approve & Control" and choose the folder you want to work on.
Choosing the folder
Reject the individual expense or mileage. The button "Remove rejected expense" will be enabled to click.
If only the individual expense or mileage should be rejected, click on "Remove rejected expense". This will remove the expense from the folder.
You can also choose to reject the entire folder by clicking on the red X.
Rejecting one of the expenses within the folder
Removing the rejected expense from the folder
After removal, the folder can be worked on as usual
Once the expense is removed from the folder, it will be sent back to the user with the rejection reason, the rest of the folder will continue forward in the process.
Important
Once an expense or mileage is removed from the folder, the relationship between the expense and the folder is lost. There’s no direct way to add the expense again to the original trip or folder, but to reject the whole trip or folder and ask the submitter to add the expense once again to it.
For accountants: Controlling or rejecting a folder
Navigate to the "Pending controlling" or "To-dos" tab under "Approve & Control".
"Pending controlling" or "To-dos" tab in the web app
Click on the folder that you would like to process to open the detailed view.
Detailed view of a folder
Click on the respective expense or mileage. Here you can edit them and then either confirm or reject the controlling process by clicking on the green check mark or the red X.
Detailed view of an expense within a folder
After you have processed all expenses and mileages in the respective folder, you will be able to see in the folder in the list view which expenses and mileages have been approved and which have been rejected.
List of expenses and mileages within the folder
Folders can also be controlled or rejected as a whole.
Controlling or rejecting a folder
Rejecting individual expenses or mileages within a folder
This feature allows you to reject a single expense or mileage item within a folder without rejecting the entire folder. You can remove the specific item from the folder and reject it individually. The rejected expense or mileage will then be returned to the submitter.
Navigate to the "Pending controlling" or "To-dos" tab under "Approve & Control" and choose the folder you want to work on.
Choosing the folder
Reject the individual expense or mileage. The button "Remove rejected expense" will be enabled to click.
If only the individual expense or mileage should be rejected, click on "Remove rejected expense". This will remove the expense from the folder.
You can also choose to reject the entire folder by clicking on the red X.
Rejecting one of the expenses within the folder
Removing the rejected expense from the folder
After removal, the folder can be worked on as usual
Once the expense is removed from the folder, it will be sent back to the user with the rejection reason, the rest of the folder will continue forward in the process.
Important
Once an expense or mileage is removed from the folder, the relationship between the expense and the folder is lost. There’s no direct way to add the expense again to the original trip or folder, but to reject the whole trip or folder and ask the submitter to add the expense once again to it.
Important Information
A folder can only be prepared for export once it has been approved as a whole. When the entire folder is approved, all expenses contained therein are also approved.
If an entire folder has been rejected, it is sent back to the employee. The expenses that need to be reviewed are highlighted. We recommend selecting the individual expenses that need to be reviewed and adding a rejection reason before rejecting the entire folder. The status of all other expenses within a folder will not be changed.
Do you still have questions?
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