How to Edit an Expense Report

After you’ve created an Expense Report, it will be available to view, edit and publish from the ‘Expense Reports’ tab.


How to Edit Expense Reports

  1. Go to Expense Reports in the sidebar to view all of the reports you’ve previously created.

From the Expense Reports page you can set a default supplier for each user (to be automatically applied to each expense report for that user) by clicking the User default supplier button at the top of the page.

  1. Click on the row of any single Expense Report to view it in more detail. Here, you can view each of the transactions that make up the report, and edit the report as a whole.
  • Click any listed item to view and edit the original transaction. Ensure you categorise each transaction to be able to publish the Expense Report to an Integrated Accounting Software.
  • The area on the right-hand side of the page are the Report Details for the expense report and you are able to edit all the fields to meet your requirements. There is also the Audit Trail to view who has created, processed or viewed the expense report.

When an Expense Report is created for a user for the first time a supplier will automatically be created. You can adjust an Expense Report’s supplier on the Report Details page by selecting the desired supplier from the Report Supplier drop down. You can also set a default supplier for each user from the Expense Reports page by clicking the User default supplier button at the top of the page.

When you’ve completed an Expense Report, you can:

  1. Publish it to an Integrated Accounting Software
  2. Download it as a PDF or CSV file using the ‘Download’ button on the top toolbar
  3. Email it to someone using the ‘Send via e-mail’ option after clicking the ‘Download’ button on the top toolbar.


How to enable image sharing on your Expense Report

Enabling the image sharing function allows you to embed a link to an image of the original item that you can click on and view. This also allows you to share a PDF of the expense report with anyone and they do not need to have access to Dext Prepare in order to view the original images.

To enable image sharing:

  1. Navigate to the Manage menu then click on Profile and then Account Details.
  2. Scroll down to Image Sharing and switch the Image Sharing toggle to on.

How to export an Expense Report as a PDF or CSV

To export an Expense Report as a PDF:

  1. Go to the Expense Reports area and tick the checkbox next to the report you wish to export.
  1. Go to Tools at the top of the page and click Export from the dropdown list.
  1. Select CSV or PDF, then click Export.

How to add and remove items from Expense Report

Add and remove items from Expense Reports to ensure that reimbursable payments are assigned to the correct person.

Add an item to an expense report:

  1. From your Costs Inbox, click on the item you’d like to add to the expense report
  2. Then click the Add to Expense Report button
  1. Select an existing Expense Report and click Add

After adding an item to an Expense Report, it’ll be moved out of the Inbox and into the Archive.

Remove an item from an expense report:

  1. Navigate to the ‘Inbox’ in the Expense Reports section of the menu
  2. Click into the Expense Report you’d like to edit
  1. And then click the red cross next to the item(s) you’d like to remove

After you remove an item from an Expense Report, it’ll move back to the Inbox.


How to review and submit Expense Reports for approval using the Mobile App

You can review and submit your expense report for approval in the app by: 

  1. Clicking the Expense Report button
  2. Clicking into the expense report you’d like to review
  3. (Optional) Click into the Summary section to edit the report details and add a description 
  4. (Optional) Click into an item listed on the expense report to edit the item details
  5. Click the three dots in the top right corner to make changes to the report
  6. Select Submit for Approval

Note: You can also submit your expense reports for approval from the Expense Reports page by pressing and sliding the expense report right and selecting the Submit for Approval button. 


How to add items to an Existing Expense Report using the Mobile App

To add items to an existing expense report: 

  1. Select the items you’d like to add to the report by:
  • Pressing and holding on an item to see check boxes
  • Clicking the Checkmark button in the top right corner
  1. Click the three dots in the bottom corner and select Add to expense report
  2. Select the expense report you’d like to add the item(s) to and click Confirm

How to add items to an Expense Report while in an Expense Report on the Mobile App

You can now add items to an existing expense report whilst you’re viewing the expense report in the mobile app! 

You can do this by:

  1. Logging into the mobile app.
  2. Navigating to the Expense Reports section.
  3. Clicking into the relevant expense report.
  4. Clicking the three dots in the top right corner and selecting Add items. 
  5. Select the items you’d like to add and then click Confirm. 

How to add an item you’re viewing to an Expense Report in the Mobile App

When viewing an item in the mobile app, you can now add this into an expense report! 

To do this: 

  1. Log into the mobile app.
  2. Click into the item you’d like to add to an expense report. 
  3. Click the three dots in the top right corner and then select Add to expense report.
  4. Select which expense report you’d like to add the item to and then click Confirm.