Expense amendments

Request changes to expenses that have already been approved. Amendments preserve a full audit trail while allowing necessary corrections.

Why amendments exist

Once an expense is approved, it cannot be edited directly. This protects the integrity of your organization's financial records. When you need to fix an error or make an adjustment to an approved expense, you submit an amendment request instead.

Amendment types

Eloope supports four types of amendments:

Type	Purpose
Correction	Fix incorrect details such as the merchant name, date, category, or description. The amount stays the same.
Adjustment	Change the expense amount. Use this when the original amount was wrong.
Void	Cancel the expense entirely. The expense remains in the system for record-keeping but is marked as voided.
Split	Divide an approved expense into multiple separate expenses. Useful when one receipt covers items that belong to different categories or cost centers.

How to request an amendment

1. Navigate to Expenses and find the approved expense you need to change.
2. Open the expense.
3. Click Request Amendment.
4. Select the amendment type: Correction, Adjustment, Void, or Split.
5. Describe the change you are requesting and provide a reason.
6. If adjusting the amount, enter the new amount.
7. Click Submit.

Note: Include a clear reason for the amendment. This helps your admin or finance team review and approve it faster.

What happens next

After you submit an amendment request:

1. Your admin or finance team receives a notification.
2. They review the request and either approve or reject it.
3. If approved, the expense is updated with the new details.
4. If rejected, you receive a notification with the reason.

You can check the status of your amendment request by opening the expense and looking at the Amendment Status field.

Amendment history

Every amendment, whether approved or rejected, is recorded in the expense's audit log. To view the history:

1. Open the expense.
2. Click the Activity tab.
3. Review the timeline of all changes, including who made each request and when it was processed.

This audit trail ensures full transparency and accountability for every change made to an approved expense.

Warning: Amendment requests for voided expenses cannot be reversed once approved. Make sure you intend to cancel the expense before submitting a void request.