When Expenses Can Be Deleted
Expenses can only be deleted BEFORE they are transferred to accounting. Once an expense has status "Accounted", it cannot be deleted.
Deletable statuses: Draft, Submitted, Waiting for Approval, Approved, Ready for Accounting
Non-deletable statuses: Accounted, Reimbursed
How to Delete an Expense
Open the expense you want to delete
Click the red "trash icon" in the form header (located to the left of the settings cogwheel)
Confirm the deletion when prompted
Who Can Delete?
Users: can delete their own expenses (before accounting transfer)
Secretaries can only delete own expenses, not expenses they created for others.
Managers: can delete their own expense claims, and the expense claims they are approvers for (before accounting transfer).
Accountants: can delete any expense claim (before accounting transfer).
Important: Approvers (assigned through approval cycles) cannot delete, but they can reject expense claims sent for their approval. Approvers have to write the reason(s) for the rejection, e.g. “missing/incorrect receipt”.
Expense Statuses Reference
Status | Can Delete | Can Edit |
Draft | Yes | Yes |
Submitted | Yes | Limited |
Waiting for Approval | Yes | No |
Approved | Yes | No |
Ready for Accounting | Yes | No |
Accounted | No | No |
Reimbursed | No | No |
What Happens to Linked Card Transactions
When deleting an expense linked to a credit card transaction:
The card transaction (bill line) remains in the system
The bill line becomes unmatched and available for linking to another expense
The green card icon disappears from the bill line
Deleting vs Reversing (After Accounting Transfer)
For expenses already transferred to accounting:
Cannot be deleted from Bezala
Must use "Reverse Transaction" feature instead
Reverse transaction creates a cancellation voucher in the accounting system
Original expense remains visible in archive with "Reversed" status
Go to Archive
Find the accounted expense
Select "Reverse Transaction" option
A reversal entry will be created and sent to accounting in the next batch
Impact of Deleting Expense Claim on Reports and Budgets
Deleting an expense:
Removes it from all reports and exports
Removes any budget connections
Does not appear in archive after deletion
Cannot be recovered once deleted
Troubleshooting
Cannot see delete option:
Check if expense is already accounted (status: Accounted or Reimbursed)
Verify you have permission to delete (own expense or view above Who can delete)
Need to correct accounted expense:
Use Reverse Transaction feature instead of delete
Create a new correct expense after reversal
Accidentally deleted expense:
Deleted expenses cannot be recovered
Create a new expense with the same information
Re-upload receipt if needed