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Copy Expense

If you have recurring or similar expenses, it may be easier to copy an existing expense and make minor updates rather than creating new expenses.

Note: Expenses can only be copied within an Expense Report. 

 

Steps to Copy an Expense

  1. Select the desired expense report from the Expense Report section.

  2. In the Expenses section, select the expense you want to copy.

  3. Click the Copy Expense option from the left side navigation menu. 

    Copy Expense option selected after selecting the report and the expense in the Expense Manager

  4. A confirmation window will appear asking you to confirm the copy action.

    Copy Expense confirmation window asking "Are you sure you want to continue with this action?"

  5. If you wish to proceed with the copying of the expense, click Yes; if not, close the window or click No.

  6. If the expense is copied, the copy will appear in the Expenses section along with the Review Duplicates button on the left side.

    Copied expense appearing in the Expenses section in the Expense Manager
    Review Duplicates menu option selected in the View Tasks navigation menu


Reviewing Duplicates

The ExpensePoint system will flag duplicate expenses by highlighting them in orange. It detects duplicates based on three main criteria: matching total amounts, dates, and vendors.  

Note: If duplicates are submitted, approvers or the accounting team can investigate further by reviewing comments, or they can decline the expense/report. 

Clicking Review Duplicates will display both expenses that have the same information in the same window for easy review.  

Review Duplicates window with View Expense button

The first entry will be the one that was just created, and the second one will be the one that was used for duplication.

 

The window will display duplication conflicts in a tabular view with a section for each: 

  • Current Expense 

  • Possible Duplicate expense(s) 

Both sections show a table with the following details:

  • Report Title 

  • Tracking Number 

  • Vendor 

  • Total 

  • Date 

  • Description 

 

You can leave a comment on the duplicates for your approver’s reference, or you can click View Expense to go back to the expenses list. To add a comment, click the Add Comment button in the bottom-right of the expense.

Add Comment button in the Duplicate Expenses window

Save your comment by clicking the Add button.

Add button in the Expense Comments window

Comments are useful for making notes for future reference and explaining the reason for the duplication or any conflicts. 

 

Editing the Copied Expense

To view or modify the details of the copied expense, click on it in the Expenses section and make the necessary edits. 

Expense Details window with editable fields

In some cases, expenses may be identical except for one detail (date, amount, or vendor). Updating this detail will resolve the duplication conflict, and once saved, the expense items will no longer be flagged.

 

For mobile instructions, please refer to this article.