Breadcrumbs

How and why is an expense report sent back to Draft

Important Notes

  1. The expense workflow in Mobilexpense takes place at a transaction level. This means that each transaction within an expense report can have a different workflow history (one transaction submitted, approved and controlled immediately, another re-submitted after it was rejected by the approver etc.). 

  2. The status of a report comes from the lowest status of a transaction in the report. In this case, two transactions are submitted and one is in draft, so the lowest status of any transaction is Draft. Therefore, the status of the report is Draft as well.

 To exemplify, we will use the test report below: 105-1, which has 3 transactions and was Submitted.

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From user prospective:

  • If the user is editing an existing transaction from an existing report that was Submitted, once the transaction is saved, the report is moved back in Draft. This scenario is possible when user wants to correct a transaction, or when the transaction was rejected, either by the approver or the controller, and the user wants to update it and resend it for approval and control.

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  • For the above, the transaction approval status changes to Draft, but the status of the other two transactions remains unchanged. 

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  • As mentioned at the beginning, the status of a report is the minimum status of a transaction in the report. In this case, two transactions are Submitted and one is in Draft, so the minimum status is Draft, which means that the whole report is displayed in section 2 with the status Draft. 

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  • Once the user press Confirm and Print (this text may be different on each setup based on what was requested), the report is moved back to section 3, being Submitted.

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  • Another scenario of when the report can be moved back in Draft is when, the report is edited, for example, to select a different Cost Center.

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From controller perspective:

  • When logged in as Controller you can edit a transaction within an expense report and then Save it. You can choose between saving and resubmitting, or saving and not resubmitting. 

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Notes:

  1. It is not always the report owner who resubmits the report. The same action can be done by a Deputy Reporter or by a user who has the Support role enabled, on behalf of the user.

  2. For the users, we can not disable their right to amend their own expenses and re-submit them. 

  3. For controller view, we can disable the button Save and submit again.