Yokoy lets you determine how finance users can review expenses and invoices in Admin > Company settings, Compliance.

By default, finance users only edit a specific set of fields associated with expense/invoice posting date, cost object and category assignment, VAT/tax information, etc. when they perform a finance review.

When reviewing expenses, by default finance users can change values in these fields:

Other fields are grayed out and cannot be edited.

However, Yokoy admins can enable Finance roles to perform additional actions on expenses and invoices as appropriate. For example, Finance users may be able to change the amounts and currency of an expense (by default, this can only be done by the expense submitter) or add additional documents to the expense.

These options provide the Finance role with privileges to perform additional actions, either during review or export of expenses and invoices.

This allows Finance users to change the expense amount, additional charges, and currency in an expense, unmatch any transactions from the expense, and add supporting documents, if required.

If this option is not selected, finance users can only edit a restricted set of fields and need to send the expense back to the submitter so they can perform changes in other fields such as amount and currency, or add additional documents, etc.

This applies to single expenses and expenses already included within a trip. Finance users cannot edit the trip itself, but can adjust those expenses included in that trip.

In addition, this option allows finance users to add supporting documents to mileage expenses and per diems.

By default, Finance users can‘t add or remove expenses from within a trip. Only submitters can adjust the expenses included as part of a trip.

If this option is enabled, finance users can add complete expenses (i.e. with all mandatory data) is added by a finance user, the expense is assigned the In review status.

Finance users can delete any expenses they added to the trip. They cannot delete expenses they did not create.

This allows finance users to adjust the per diem rate and add/remove any per diem modifications in a per diem in both manually created and automatically created per diems, and add comments.

By default, finance users cannot edit the trip itinerary dates since these fields affect the calculation of automatically generated expenses (e.g. mileage and per diems).

However, if enabled, this will allow finance users to edit all trip fields, including the itinerary, to the current or past date. When a change is made to a trip, Yokoy automatically recalculates any automatically generated expenses. The newly generated expenses are automatically moved to the In review status. All the manually added expenses stay as is and do not change status.

If the trip contains an exported expense, finance users cannot edit the trip.

This allows finance users to edit mileage expenses, whether they are single expenses or calculated as part of a trip.

If enabled, finance users can change:

Finance users can view the Calculate distance button to automatically re-calculate the distance based on the locations entered.

This allows finance users to revert an expense or an invoice, as appropriate. It only allows finance users to perform the action a single action, not on an entire export job. Reverting the expense or invoice means that it changes the status in Yokoy. It has no impact on the data that may have been exported already to the third-party system.

This allows finance users to cancel an export job that is in progress.