Follow the Recommended Expense and Voucher Workflow
Follow the Recommended Expense and Voucher Workflow
Overview
This guide will help you process an expense or voucher from setup through entry, approval, payment, verification, and correction.
Each transaction has a traceable lifecycle from detailed record to ledger and settlement.
Who can do this
You need access to Permissions appropriate to each separated role: setup, entry, approval, payment, review, and correction.
Before you start
Establish expense heads, accounts, payment methods, approval limits, document evidence, period controls, and role separation.
Before saving, check that the correct company is open and that you have permission to complete this task.
Where to find it
Back Office → Expenses & Vouchers.
Follow the Recommended Expense and Voucher Workflow
Step 1: Maintain expense heads and reusable descriptions under controlled setup
Step 2: Enter the expense or voucher from approved evidence
Step 3: Review classification, amount, tax, date, counterparty, and account
Step 4: Obtain approval before payment where policy requires it
Step 5: Record payment or receipt using the matching workflow
Step 6: Verify document, ledger, and cash/bank reconciliation
Step 7: Correct errors through authorized update or reversal actions
Check your work
Sample transactions and confirm evidence, authorization, document chain, balances, and checking.
Take a moment to check your work before closing the window. This small check can save time later.
If something goes wrong
- Do not combine approval and payment privileges without business authorization.
- Never delete or overwrite evidence to conceal a correction.
Related guides
- Understand Expense Entries and Vouchers
- Review an Expense and Its Payment History
- Review, Update, or Correct a Voucher