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Validate and approve a logistics expense
When to use it
Use this guide when you need to validate and approve a logistics expense.
Before you start
- Open Logistics Expense from the module menu. Your account must have access to this screen and permission for the action you want to complete.
What this changes
Validation and approval decisions are recorded for the selected logistics expense.
Logistics expenses record fuel, lease or other route/vehicle costs. Automation can generate or recalculate records for the selected types and dates.
Steps
- Open the relevant Overview, Lease, or On Demand list and inspect the expense and attachments.
- Use Validate when the record and supporting figures have been checked.
- Use Approve when the approval decision is due and available to your account.
- Check the status, reviewer information, payment information, and any later sync result separately.
Screenshot to add: Logistics Expense: validate and approve a logistics expense. Capture filename: images/validate-and-approve-a-logistics-expense.png.
Restrictions
Validation and approval use separate permissions and eligible record states. Approval is not proof that the payment has completed.
If something went wrong
After an unclear Validate or Approve, refresh the expense and check the saved validation/approval stage before repeating it.
If the wrong expense or amount was validated or approved, give Finance the expense reference, vehicle/route, original evidence and payment state. Ordinary changes can be restricted after approval; do not rerun automation or enter a duplicate to undo the decision. For a wrong attachment, follow Attach an invoice and have the reviewer check it again.
Check the correction
Check validation, approval and actual payment separately. Confirm any agreed correction matches the source expense and has not created a second payment.