Correcting expense records

Workers and suppliers can initiate corrections in the Talent Experience and Supplier Network apps respectively. However, as a program office user, you might want to correct an expense record in the Beeline Professional app if an expense was categorized incorrectly, or an amount needs to be updated.

You can correct multiple expenses using the Import Data tool. Create your own template to include the expense records you want to correct and import the data into Professional. After the import process successfully completes, you can view the updated expenses in the Expenses tab of the Time & Expenses hub.

Imported expense correction records will automatically be marked as Approved and won’t require additional approval steps.

Before you begin

  • You must have program office user access to Professional and permissions to import expenses.

Steps

To correct expense records, complete these steps from any supported browser.

  1. Create a template that you can use with the Import Data tool.

    1. Open a new Microsoft Excel© file.

  2. Add these required columns to your template:

    • Expense ID

    • Cost Center Reference Id

      1. Add any these optional columns to your template:

    • Expense Category Reference Id – if you want to modify the category

    • Currency – if you want to modify the currency

    • Amount – if you want to modify the amount

    • Spent Date – if you want to modify the date

      1. To populate the template, add your values as a separate entry, for example, one row for each expense that you want to correct.

      2. Save the populated template.

  3. Log in to Professional.

  4. From the left navigation, go to Home and select Import Data from the Quick Actions area.

  5. In the Data object field, select Expenses.

  6. In the Note field, enter a description of your import to help you find it faster in the import monitoring logs.

  7. Select Continue and upload the business site template.

  8. Follow the instructions in the Bulk add EXPENSES page to confirm the column headers row and mapping of the fields.

  9. Optional: To review any potential errors, turn on the Only show rows with problems toggle in the review section. If errors exist, you can hover over each error to view advice on resolving it.

  10. After you resolve the errors, select Continue.

  11. Optional: You can verify your changes by reviewing the details of any expenses you have modified. Select Time & Expenses from the left navigation and then, select the Expenses tab. All imported expenses will automatically be marked as Approved.