diff --git a/docs/articles/new-expensify/reports-and-expenses/Delete-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/Delete-Expenses.md deleted file mode 100644 index cf0d07a60e9b..000000000000 --- a/docs/articles/new-expensify/reports-and-expenses/Delete-Expenses.md +++ /dev/null @@ -1,77 +0,0 @@ ---- -title: Delete Expenses -description: Learn how to delete personal or company card expenses in New Expensify, including rules for submitted reports, admin-only cases, and account-level deletion limits. -keywords: [New Expensify, delete expenses, remove expense, company card, retract, draft expense, report expense, expense deletion] ---- - -
- -Need to delete an expense in New Expensify? Whether it’s a personal expense, a company card transaction, or one on a submitted report, this guide walks through your options. - -# Delete an individual expense - -1. In the left-hand menu, select **Reports > Expenses**. -2. Check the box next to the expense(s). -3. Click the green **Selected** button and choose **Delete**. - -# Delete an expense on an open expense report - -You can delete any personal (out-of-pocket) expense that hasn’t been submitted yet: - -1. In the left-hand menu, select **Reports > Expense Reports**. -2. Open the report containing the expense. -3. Check the box next to the expense you want to remove. -4. Click the green **Selected** button and choose **Delete**. - -# The report is submitted or marked as "Done" - -To delete an expense on a submitted report, you'll need to retract it first: - -1. Click **Retract**. -2. Then follow the deletion steps above. - -**Note:** You can only retract reports that are **Done** or **Outstanding**. Reports that are **Approved** or **Paid** cannot be retracted. - -# Deleting company card expenses - -Some company card expenses can’t be deleted if the card settings don’t allow it. This typically happens if the card was imported without the **Allow deleting transactions** setting enabled. - -To delete future expenses: -- Ask your Domain Admin to enable **Allow deleting transactions** in the company card settings. - -To delete **existing draft** company card expenses: - -1. From the left-hand menu, select **Workspaces > [Workspace Name] > Company cards**. -2. Unassign the card connected to the expenses you want to delete. -3. All **draft expenses** from that card will be removed automatically. - -**Note:** Expenses that are already submitted will stay attached to reports and cannot be deleted through unassignment. - -⚠️ **Warning:** Unassigning a company card will permanently delete **all draft expenses** from that card. Submitted expenses are not affected. - -# FAQ - -## Why can't I delete certain expenses? - -Company card expenses can’t be deleted if **Allow deleting transactions** is turned off for that card. In that case, only a Domain Admin can enable this setting—or unassign the card to remove draft expenses. - -Expense actions like deleting, editing, or retracting can only be done in your own account. Even Workspace Admins can’t delete another member’s expenses. If you need to help a teammate, ask them to add you as a [Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access) so you can assist from their account. - -## Can I retract a report after it’s been approved or paid? - -No, reports in **Approved** or **Paid** status can’t be retracted. Only reports that are **Done** or **Outstanding** can be retracted to allow expense deletion. - -## Can Expensify permanently delete expenses for me? - -In rare cases where you can't delete expenses yourself—like locked company card transactions on restricted domains—or if there are too many to remove individually, Expensify can help. Here's how it works: - -- Only **Workspace Admins** or **Domain Admins** can request manual deletion. -- Expenses must be **unreported** or on a **draft report**. -- The request must include the **report IDs**. -- If possible, add all expenses you want deleted to a single report, or mark them clearly in the **expense description** (e.g. “Delete this expense”). -- If eligible, Expensify Support will use a secure internal tool to delete them. - -If you're an Admin and need help deleting unwanted expenses, reach out to Concierge with the relevant expense and report details. Once deleted, expenses can't be recovered. - - -
diff --git a/docs/articles/new-expensify/reports-and-expenses/Duplicate-Detection.md b/docs/articles/new-expensify/reports-and-expenses/Duplicate-Detection.md deleted file mode 100644 index 915aa29646a0..000000000000 --- a/docs/articles/new-expensify/reports-and-expenses/Duplicate-Detection.md +++ /dev/null @@ -1,41 +0,0 @@ ---- -title: Manage Duplicate Expenses -description: Learn how to identify and resolve potential duplicate expenses in New Expensify using the built-in Duplicate Detection tool. -keywords: [New Expensify, duplicate expense, review duplicate, expense on hold, resolve duplicates, flagged request, Collect plan, Control plan, merge expenses, avoiding duplicates, duplicate detection] ---- - -Duplicate Detection helps prevent accidental double-submission of expenses by flagging entries within a member's account that have the same **date** and **amount**. When a potential duplicate is found, a red dot appears in the navigation tabs (on the left on web, and at the bottom on mobile) or next to the chat where the expense lives, and the expense is placed on **hold**. - -🔒 **Note:** Duplicate Detection is available on Collect and Control plans only. - ---- - -# Manage and Resolve Duplicate Expenses - -1. From the navigation tabs (on the left on web, and at the bottom on mobile), click the red dot or open the chat containing the flagged expense. -2. Click the green **Review duplicates** button at the top of the expense. -3. Review the list of matched expenses flagged as duplicates. -4. Choose how to proceed: - - **Keep all**: Retains all matched expenses and removes the hold. - - **Keep this one**: Keeps the current expense and discards the duplicates. -5. If there are differences between the expenses (like categories or tags), choose which values to keep. -6. Confirm your selection. - -The hold is removed, and the expenses are either merged or kept separately, depending on your choice. - ---- - -# FAQ - -## Can I review a discarded duplicate later? -Yes, approvers can review previously discarded duplicates to ensure accuracy and detect potential fraud. - -## Can I edit a duplicate expense after resolving it? -Yes, you can edit a duplicate expense once it has been resolved, but only after the hold is removed. - -## Will two SmartScanned receipts from the same day with the same amount be flagged? -Yes, unless: -- The expenses were split from a single expense. -- They were imported from a credit card. -- They came from matching email receipts with different timestamps. - diff --git a/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md new file mode 100644 index 000000000000..11718f257d0d --- /dev/null +++ b/docs/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses.md @@ -0,0 +1,99 @@ +--- +title: How to Delete Expenses +description: Learn how to delete expenses in New Expensify, including how to remove expenses from reports, when you need to retract a report, and why some expenses can’t be deleted. +keywords: [New Expensify, delete expenses, remove expense, delete expense report, company card expense delete, retract report delete expense, cannot delete expense Expensify] +internalScope: Audience includes all members. Covers deleting individual expenses, deleting expenses from reports, retracting reports to enable deletion, company card deletion rules. Does not cover editing expenses, reimbursement workflows, expense approvals beyond deletion requirements. +--- + +# How to delete expenses + +Deleting an expense depends on the expense type and the report status. + +Most expenses can be deleted directly. If an expense is on a submitted report or comes from a company card, you may need to take additional steps first. + +--- + +## How to delete a single expense + +1. Open the expense you want to delete. +2. From the expense, choose **More**. +3. Choose **Delete**. + +--- + +## How to delete multiple expenses + +1. In the navigation tabs (on the left on web, on the bottom on mobile) select **Reports** > **Expenses**. +2. Select the expenses you want to delete. +3. Choose **Selected**, then **Delete**. + +**Note:** You can only delete your own Unreported, Draft, and Outstanding expenses. You can’t delete expenses created by other members. + +--- + +## How to delete an expense from a report + +1. In the navigation tabs (on the left on web, on the bottom on mobile) select **Reports** > **Expenses**. +2. Open the report that contains the expense. +3. Select the expense you want to delete. +4. Choose **Selected**, then **Delete**. + +**Note:** You can only delete expenses from your own Unreported, Draft, and Outstanding reports. If the report is Approved, Done or Paid, it will need to be retracted first before deleting the expense. [Learn how to retract a report](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Edit-Expense-Reports). + +--- + +## Why you can’t delete an expense + +Expenses can only be deleted when certain conditions are met. + + + +**Cash expenses can be deleted when:** + + - The expense was created by you. + - The expense is a manual cash expense, distance expense, or SmartScanned receipt. + - The expense is Unreported or on a Draft or Outstanding report. + +**Imported company card expenses can be deleted when:** + + - The workspace setting **Allow deleting transactions** was enabled at the time the expense was imported + - The expense is Unreported or on a Draft or Outstanding report + +If an expense can't be deleted, you can [remove the expense from the report](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Managing-Expenses-in-a-Report#how-to-move-or-remove-expenses-from-a-report) and move it to your personal space instead. + +--- + +# FAQ + +## How can I delete another member's expenses? + +You can only delete expenses in your own account. + +If you need access to another member’s expenses, ask them to [add you as a Copilot](https://help.expensify.com/articles/new-expensify/settings/Copilot-Access). This allows you to manage expenses on their behalf. + +## How can a Workspace Admin allow members to delete company card expenses? + +Workspace Admins can allow deletion of future imported company card expenses by enabling **Allow deleting transactions**. + +To enable this setting on a Workspace feed: + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Workspaces > [Workspace Name] > Company cards**. +2. Click **Settings**. +3. Enable **Allow deleting transactions**. + +**Note:** This setting only applies to expenses imported after it’s enabled. + +## How can a Workspace Admin delete company card expenses imported after a certain date? + +Workspace Admins can remove certain imported expenses by unassigning a card. + +To unassign a company card on a workspace feed: + +1. In the navigation tabs (on the left on web, on the bottom on mobile) select **Workspaces > [Workspace Name] > Company cards**. +2. Select the card. +3. Click **Unassign Card**. + +**Note:** This permanently deletes all Unreported and Draft expenses on that card. Expenses on Outstanding, Approved, Done, or Paid reports aren’t deleted. diff --git a/docs/articles/new-expensify/reports-and-expenses/How-to-Find-and-Resolve-Flagged-Duplicate-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/How-to-Find-and-Resolve-Flagged-Duplicate-Expenses.md new file mode 100644 index 000000000000..7ff96232d8c6 --- /dev/null +++ b/docs/articles/new-expensify/reports-and-expenses/How-to-Find-and-Resolve-Flagged-Duplicate-Expenses.md @@ -0,0 +1,83 @@ +--- +title: How to Find and Resolve Flagged Duplicate Expenses +description: Learn how Expensify detects duplicate expenses and how to resolve them when they are flagged and placed on hold. +keywords: [New Expensify, duplicate expense, review duplicates, expense on hold, resolve duplicate, flagged expense, red dot, duplicate detection, keep all, keep this one, held expense, Inbox red dot, find duplicate expenses, where to find duplicates] +internalScope: Audience is members and approvers on Collect or Control plans. Covers how to locate reports with duplicate expense violations and resolve flagged duplicates. Does not cover manually merging expenses or preventing duplicates. +--- + +# How to find and resolve flagged duplicate expenses + +Expensify automatically detects potential duplicate expenses by flagging entries that share the same date and amount. When a duplicate is detected, the expense is placed on hold and marked with a red dot. + +You can locate and resolve these duplicates directly from the report or chat where the expense lives. + +**Note:** Duplicate detection is available on Collect and Control plans only. + +If you have two expenses that were not automatically flagged but should be combined, you can [learn how to merge them manually](/articles/new-expensify/reports-and-expenses/How-to-merge-expenses). + +--- + +## Who Can Use Duplicate Detection + +Duplicate detection is available to all members on Collect and Control plans. Both submitters and approvers can resolve flagged duplicates on Draft and Outstanding reports. + +--- + +## How to find duplicate expenses using the red dot indicator + +1. In the navigation tabs (on the left on web, at the bottom on mobile), select **Inbox**. +2. Look for chats with a red dot. +3. Click the chat to open it and review the flagged expense. + +A red dot means the report or chat contains a violation. + +Within the report, duplicate expenses will show the label **Potential duplicate**. This indicates the expense has been flagged as a possible duplicate. + +--- + + + +--- + +## How to resolve a flagged duplicate expense + +1. Open the report or chat with the red dot. +2. Click the expense labeled **Potential duplicate**. +3. Click **Review duplicates**. +4. Review the list of matched expenses flagged as duplicates. +5. Choose how to proceed: + - **Keep all** retains all matched expenses and removes the hold. + - **Keep this one** keeps the current expense and discards the duplicates. +6. If there are differences between the expenses (such as categories or tags), choose which values to keep. +7. Click **Confirm** to save your selection and remove the hold on your expense. + +--- + + + +## What happens after you resolve a flagged duplicate + +The hold is removed from the expense. Depending on your choice: + +- If you selected **Keep all**, all matched expenses remain on the report as separate entries. +- If you selected **Keep this one**, the current expense is kept and the duplicates are discarded. + +--- + +# FAQ + +## Can I edit a duplicate expense after resolving it? +Yes, you can edit a duplicate expense as long as it is in the Unreported, Draft or Outstanding state. + +## Will two SmartScanned receipts from the same day with the same amount be flagged? +Yes, unless: +- The expenses were split from a single expense. +- They were imported from a credit card. +- They came from matching email receipts with different timestamps. + diff --git a/docs/articles/new-expensify/reports-and-expenses/How-to-Merge-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/How-to-Merge-Expenses.md new file mode 100644 index 000000000000..f4a445529ae2 --- /dev/null +++ b/docs/articles/new-expensify/reports-and-expenses/How-to-Merge-Expenses.md @@ -0,0 +1,141 @@ +--- +title: How to Merge Duplicate Expenses +description: Learn how to manually merge duplicate expenses in Expensify, including eligibility rules, supported expense types, and what happens after the merge. +keywords: [New Expensify, merge expenses, combine expenses, merge duplicate expenses, merge receipts, fix duplicate expense, merge transactions, combine transactions, deduplicate expenses, merge button missing] +internalScope: Audience is all members. Covers manually merging duplicate expenses and eligibility rules. Does not cover automatic duplicate detection, resolving flagged duplicates, or SmartScan merge logic. +--- + +# How to merge duplicate expenses + +You can manually merge duplicate expenses when two expenses represent the same purchase. This is useful when a receipt and its matching card transaction were not automatically combined. + +There are several ways to merge duplicate expenses: + +- From the Expenses page +- From within a report +- From inside an individual expense + +If Expensify already flagged an expense as a duplicate and shows a red dot with **Review duplicates**, follow How to [Resolve Flagged Duplicate Expenses](https://help.expensify.com/articles/new-expensify/How-to-Find-and-Resolve-Flagged-Duplicate-Expenses) instead. + + +If you want to learn why duplicate expenses happen, see [Why Expenses Duplicate](https://help.expensify.com/articles/new-expensify/Why-Expenses-Duplicate). + +--- + +## Who can merge duplicate expenses + +You can merge duplicate expenses if you can edit both expenses. + +- Submitters can merge their own unreported expenses, expenses on Draft reports, and expenses on Outstanding reports. +- Approvers and Workspace Admins can merge expenses on the same Draft or Outstanding report. + +You can't merge expenses that are Approved or Paid. Learn more about [expense statuses](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Understanding-Report-Statuses-and-Actions). + +--- + +## What types of expenses can be merged + +You can merge: + +- Two cash expenses +- One cash expense and one imported card expense + +You cannot merge two imported card expenses. + +--- + + + +--- + +## How to merge duplicate expenses from the Expenses page + +Use this method when you already see both duplicate expenses on the Expenses page. + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Reports > Expenses**. +2. Select two expenses to merge. +3. Choose **Selected**, then select **Merge**. +4. If both expenses have receipts, select the one you want to keep. +5. Choose which expense details to apply to the final expense. +6. Select **Merge expenses**. + +--- + +## How to merge duplicate expenses from a report + +Use this method when both expenses are inside the same report. + +1. In the navigation tabs (on the left on web, on the bottom on mobile), select **Reports** +2. Click the report to open it. +3. Select the two expenses you want to merge +4. Choose **Selected**, then select **Merge**. +5. If both expenses have receipts, choose which receipt to keep +6. Choose which expense details to apply to the final expense. +7. Select **Merge expenses**. + +--- + + + +## How to merge duplicate expenses from an individual expense + +1. In the navigation tabs (on the left on web, and at the bottom on mobile), select **Reports > Expenses** +2. Click on the expense you want to merge to open it. +3. Choose **More**, then select **Merge**. +4. Choose one eligible expense to merge with, then select **Continue**. +5. If both expenses have receipts, select which receipt to keep. +6. Choose which expense details to apply to the final expense. +7. Select **Merge expenses**. + +--- + + + +--- + +## What happens after you merge duplicate expenses + +After you merge duplicate expenses: + +- One expense becomes the final expense. +- The other expense is merged into it and no longer appears separately. +- The details you selected are saved on the final expense. +- If one expense is an imported card expense, that expense is kept as the final expense. +- If both expenses are cash expenses, the expense you started from is kept. + +--- + +# FAQ + +## Can I merge two imported card expenses? + +No. You can only merge two cash expenses or one cash expense and one imported card expense. + +## What happens to the other expense after I merge duplicate expenses? + +The second expense is merged into the final expense and no longer appears separately. The final expense reflects the expense details you selected during the merge process. + +## Why was I not asked to choose which expense details to apply to the final expense? + +If both expenses already have the same details, the final expense keeps those values automatically. + +## Why is the Merge option missing on my expenses? + +You won’t see **Merge** if: + +- You don’t have permission to edit both expenses. +- Both expenses are imported card transactions. +- One or both expenses are Approved or Paid. +- One or both expenses are no longer editable. + +## Can I undo a merged expense? + +No. Merging expenses can't be undone, so review the details before confirming. diff --git a/docs/articles/new-expensify/reports-and-expenses/How-to-prevent-duplicate-expenses.md b/docs/articles/new-expensify/reports-and-expenses/How-to-prevent-duplicate-expenses.md deleted file mode 100644 index 55c3c7a509f4..000000000000 --- a/docs/articles/new-expensify/reports-and-expenses/How-to-prevent-duplicate-expenses.md +++ /dev/null @@ -1,74 +0,0 @@ ---- -title: How to Prevent Duplicate Expenses -description: Learn why duplicate expenses happen in Expensify and how to prevent SmartScan merge failures. -keywords: [New Expensify, duplicate expenses, SmartScan merge failed, receipt didn’t merge, why didn’t my expenses merge, receipt matching, SmartScan duplicate, expense duplicate warning, card transaction not merging, foreign exchange merge failure, review duplicates, how to prevent duplicate expenses] -internalScope: Audience is members and approvers managing expenses. Covers why duplicate expenses occur and how to prevent SmartScan and card feed merge failures. ---- -# How to Prevent Duplicate Expenses - -Duplicate expenses most commonly occur when a SmartScanned receipt doesn’t merge with a matching card transaction as expected. This results in two separate expenses for the same purchase. You can reduce the chance of duplicate expenses by ensuring expenses meet the conditions to merge automatically, and manually merging or deleting duplicates as needed. - ---- - -## How SmartScan automatic expense merge works - -Expensify automatically merges SmartScanned receipts with their matching imported card transaction when specific conditions are met. - -Expenses can merge automatically when: - -- The amounts match exactly (or fall within the allowed tolerance) -- The transaction dates match -- The currencies match or fall within the allowed foreign exchange tolerance -- Only one matching pair exists -- The card transaction posts within seven days of the receipt being SmartScanned - -If any of these conditions are not met, SmartScan will not merge the expenses automatically. - ---- - -## Conditions that prevent SmartScan from merging expenses - -SmartScan will not merge expenses automatically if: - -- The receipt was not SmartScanned, SmartScan did not complete, or key details were manually edited -- The receipt and card transaction differ in amount, date, or currency -- The card transaction has not posted within seven days of the receipt being SmartScanned -- The foreign exchange difference exceeds five percent -- The receipt was already matched to another expense -- Both expenses are card expenses — card-to-card merges are not allowed -- The expenses exist in different Expensify accounts - ---- - -## How to fix duplicate expenses - -If expenses are duplicated because they failed to merge automatically, you can manually merge or delete the duplicate as needed. - -For step-by-step instructions, see: -- [Merge Expenses] (https://help.expensify.com/articles/new-expensify/reports-and-expenses/Merging-expenses) -- [Delete Expenses](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Delete-Expenses) - -**Note:** When in doubt, keep the imported card expense. It provides more accurate reconciliation with your accounting system. - ---- - -# FAQ - -## Why didn’t my receipt merge with my card transaction? -SmartScan requires a close match in amount, date, and currency. If those details differ, or if the card transaction has not posted within seven days, the expenses will not merge automatically. - -## Can expenses merge if they are different currencies? - -Yes. SmartScan can merge expenses in different currencies as long as the foreign exchange difference is five percent or less. - -If the foreign exchange difference exceeds five percent, the expenses will not merge automatically. - -## Can SmartScan merge expenses after a report is submitted? - -Yes. Imported card expenses can still merge with eligible SmartScanned receipts even if the report is Outstanding, Approved, Paid, or Done, as long as the report has not been exported to an accounting integration and the merge does not change the reimbursable total. - -## Will Expensify warn me about duplicate expenses? - -Yes. Expensify may display a duplicate warning when two expenses appear to represent the same purchase. Review these warnings before submitting or approving a report. - ---- diff --git a/docs/articles/new-expensify/reports-and-expenses/Merging-expenses.md b/docs/articles/new-expensify/reports-and-expenses/Merging-expenses.md deleted file mode 100644 index 716cc5bce19b..000000000000 --- a/docs/articles/new-expensify/reports-and-expenses/Merging-expenses.md +++ /dev/null @@ -1,124 +0,0 @@ ---- -title: Merge Expenses -description: Learn how to merge duplicate expenses in Expensify, including cash and card transactions, eligibility rules, and step-by-step instructions for web and mobile. -keywords: [merge expenses, duplicate expenses, combine expenses, merge duplicate expenses, merge receipts, SmartScan duplicate, cash expense, card expense, expense matching, fix duplicate expense, merging expenses, merge transactions, combine transactions, deduplicate expenses] -internalScope: Audience is all members. Covers manually merging duplicate expenses and eligibility rules. Does not cover SmartScan automation logic or expense deletion workflows. ---- - - -Use merging to resolve duplicates when SmartScan doesn’t catch them. This guide walks you through manually merging two expenses from the expense view or Reports page. - -# Merge expenses - -If you have duplicate expenses that SmartScan didn’t automatically match, you can manually merge them. Merging helps clean up duplicates and keeps your reports accurate. - -You can merge: -- Two cash expenses -- One cash expense and one card expense - -You cannot merge two card expenses. - ---- - -## Who can merge expenses - -You can merge expenses if you have permission to edit both expenses. - -- **Submitters** can merge their own: - - Unreported expenses - - Expenses on Draft reports - - Expenses on Outstanding reports - -- **Approvers and Workspace Admins** can merge expenses on the same Draft or Outstanding report. - -You cannot merge expenses that are fully approved or paid. - ---- - -## What types of expenses can be merged - -To merge two expenses, one of the following must be true: - -- Both expenses are cash expenses -- One expense is a cash expense and the other is an imported card expense - -You cannot merge two imported card expenses. - -Note: Merging does not convert expense types. - ---- - -## How to merge duplicate expenses from an individual expense - -1. In the navigation tabs (on the left on web, and at the bottom on mobile), select **Reports > Expenses** -2. Click on the expense you want to merge to open it. -3. Choose **More**, then select **Merge**. -4. Choose one eligible expense to merge with. -5. If both expenses have receipts, select which receipt to keep. -6. Choose the details to keep from each expense such as merchant name, date or report. -7. Select **Continue**, then **Merge expenses**. - ---- - -## How to merge duplicate expenses from the Expenses page - -Use this method when you already see both duplicate expenses in a list. - -1. In the navigation tabs (on the left on web, and at the bottom on mobile), select **Reports > Expenses** -2. Select two expenses to merge. -3. Choose **Selected**, then select **Merge**. -4. If both expenses have receipts, select the one you want to keep. -5. Choose the details to keep from each expense such as merchant name, date or report. -6. Select **Continue**, then **Merge expenses**. - ---- - -## What happens when expenses are merged - -When you merge expenses: - -- One expense becomes the final expense. -- The other expense is merged into it and no longer appears separately. -- The details you selected are applied to the final expense. - -**Additional rules:** - -- If one expense is a card transaction, the card expense is always kept. -- If both expenses are cash expenses, the one you started the merge from is kept. - ---- - -## Can expenses be converted from cash to card? - -You can’t change an expense from cash to card, or card to cash. - -- Expenses imported directly from a connected credit card are always **card expenses**. -- Expenses you create manually or from uploaded receipts are always **cash expenses**. - ---- - -# FAQ - -## Can I merge two card expenses? - -No. Only one card expense can be part of a merge. You can merge: -- Two cash expenses -- One cash and one card expense - -## What happens to the other expense after merging? - -The second expense is merged into the final expense and no longer appears separately. The final expense reflects the details you selected during the merge process. - -## What if the expenses have the same details? - -If there are no differences between the two expenses, Expensify automatically keeps the shared values without prompting you to choose. - -## Why is the Merge option not showing? - -You won’t see **Merge** if: - -- You don’t have permission to edit both expenses. -- Both expenses are card transactions. -- One or both expenses are fully approved or paid. -- The expenses are no longer editable. - diff --git a/docs/articles/new-expensify/reports-and-expenses/Why-Expenses-Duplicate.md b/docs/articles/new-expensify/reports-and-expenses/Why-Expenses-Duplicate.md new file mode 100644 index 000000000000..c0d812d57bd7 --- /dev/null +++ b/docs/articles/new-expensify/reports-and-expenses/Why-Expenses-Duplicate.md @@ -0,0 +1,113 @@ +--- +title: Why Expenses Duplicate +description: Learn the most common reasons duplicate expenses happen in Expensify and how to prevent them, including SmartScan merge issues and duplicate uploads. +keywords: [New Expensify, duplicate expenses, SmartScan merge failed, receipt didn't merge, why didn't my expenses merge, receipt matching, SmartScan duplicate, card transaction not merging, foreign exchange merge failure, prevent duplicate expenses, why do I have duplicates] +internalScope: Audience is members and approvers managing expenses. Covers all common causes of duplicate expenses, including SmartScan merge failures, duplicate receipt uploads, and duplicate card imports. Does not cover step by step instructions for resolving, merging, or deleting duplicate expenses and instead links out to how-to articles. +--- + +# Why expenses duplicate + +Duplicate expenses happen when the same purchase is recorded more than once in Expensify. In most cases, duplicates are caused by one of a few common scenarios. + +Understanding these scenarios will help you quickly identify why duplicates happen and how to prevent them. + +--- + +## What causes duplicate expenses + +Duplicate expenses usually happen for one of three reasons: + +- A receipt and imported credit card transaction for the same purchase did not merge automatically +- The same receipt was uploaded more than once +- A card transaction was imported more than once + +Each of these scenarios can result in duplicate expenses for the same purchase. + +--- + +## Why your expenses did not merge + +Expensify automatically merges a SmartScanned receipt with a matching card transaction when key details align. If any of these conditions are not met, the receipt and card transaction will remain as separate expenses. + +**Expenses can merge automatically when:** + +- The amounts match exactly (or fall within the allowed tolerance) +- The transaction dates match +- The currencies match or fall within the allowed foreign exchange tolerance +- Only one possible match exists +- The card transaction posts within seven days of the receipt being SmartScanned + +**Expenses will not automatically merge if:** + +- The receipt was not SmartScanned or SmartScan did not complete +- Expense details were edited before the card transaction posted +- The amount, date, or currency differs beyond tolerance +- The card transaction posts after seven days +- The foreign exchange difference exceeds five percent +- The receipt is already matched to another expense +- Both expenses are card transactions +- The expenses are in different Expensify accounts + +If expenses do not merge automatically, they will remain separate unless you merge them manually. Learn [how to merge expenses](https://help.expensify.com/articles/new-expensify/reports-and-expenses/How-to-merge-expenses). + +--- + +## Why the same receipt was uploaded more than once + +Duplicate expenses can also happen when the same receipt is added multiple times. + +This may occur when: + +- You upload the same receipt more than once +- You SmartScan a receipt and also upload it manually +- A Copilot uploads an expense that had already been uploaded by the member + +Each upload creates a separate expense, even if the receipt details are identical. + +--- + +## Why card transactions import more than once + +In some cases, duplicate expenses occur when the same card transaction is imported more than once. + +This most often happens when a card connection is reconnected using a Transaction Start Date that is earlier than the last imported transaction. When this happens, Expensify imports older transactions again, even if they were already imported. + +As a result, the same transaction appears multiple times as separate expenses. + +--- + +## What to do if you have duplicate expenses + +If you have duplicate expenses, you can use Review Duplicates to resolve them, or merge them manually: + +- [How to Find and Resolve Flagged Duplicate Expenses](https://help.expensify.com/articles/new-expensify/reports-and-expenses/How-to-Find-and-Resolve-Flagged-Duplicate-Expenses) +- [How to Merge Duplicate Expenses](https://help.expensify.com/articles/new-expensify/reports-and-expenses/How-to-Merge-Duplicate-Expenses) + +If both expenses are card transactions, they cannot be merged. Instead, [delete the duplicate expense](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Delete-Expenses) or [move the duplicate to your personal space](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Delete-Expenses#deleting-company-card-expenses). + +--- + +# FAQ + +## Why do I have both a receipt and a card transaction for the same expense? + +This happens when the receipt and card transaction did not merge into a single expense. This is usually due to differences in amount, date, currency, or timing. + +## Why didn’t my receipt merge with my card transaction? +SmartScan requires a close match in amount, date, and currency. If those details differ, or if the card transaction has not posted within seven days, the expenses will not merge automatically. + +## Can uploading the same receipt twice create duplicates? + +Yes. Each time a receipt is uploaded, Expensify creates a new expense, even if the receipt is identical. + +## Can expenses merge if they are different currencies? + +Yes. SmartScan can merge expenses in different currencies as long as the foreign exchange difference is five percent or less. If the foreign exchange difference exceeds five percent, the expenses will not merge automatically. + +## Can SmartScan merge expenses after a report is submitted? + +Yes. Imported card expenses can still merge with eligible SmartScanned receipts even if the report is Outstanding, Approved, Paid, or Done, as long as the report has not been exported to an accounting integration and the merge does not change the reimbursable total. + +## Will Expensify warn me about duplicate expenses? + +Yes. When two expenses appear to represent the same purchase, a red **Potential duplicate** warning will appear on both expenses. Review these warnings before submitting or approving a report. diff --git a/docs/redirects.csv b/docs/redirects.csv index bd0c9a580b13..a7dad86835f9 100644 --- a/docs/redirects.csv +++ b/docs/redirects.csv @@ -960,3 +960,7 @@ https://help.expensify.com/articles/new-expensify/connections/xero/Xero-Troubles https://help.expensify.com/articles/new-expensify/connections/quickbooks-desktop/QuickBooks-Desktop-Troubleshooting,https://help.expensify.com/new-expensify/hubs/connections/quickbooks-desktop/Troubleshooting https://help.expensify.com/articles/expensify-classic/connections/certinia/Troubleshooting/Connection-errors,https://help.expensify.com/expensify-classic/hubs/connections/certinia/Troubleshooting https://help.expensify.com/articles/expensify-classic/connections/quickbooks-online/Troubleshooting/Export-Errors/Overview,https://help.expensify.com/expensify-classic/hubs/connections/quickbooks-online/Troubleshooting +https://help.expensify.com/articles/new-expensify/reports-and-expenses/Delete-Expenses,https://help.expensify.com/articles/new-expensify/reports-and-expenses/How-to-Delete-Expenses +https://help.expensify.com/articles/new-expensify/reports-and-expenses/Duplicate-Detection,https://help.expensify.com/articles/new-expensify/reports-and-expenses/How-to-Find-and-Resolve-Flagged-Duplicate-Expenses +https://help.expensify.com/articles/new-expensify/reports-and-expenses/Merging-expenses,https://help.expensify.com/articles/new-expensify/reports-and-expenses/How-to-Merge-Expenses +https://help.expensify.com/articles/new-expensify/reports-and-expenses/How-to-prevent-duplicate-expenses,https://help.expensify.com/articles/new-expensify/reports-and-expenses/Why-Expenses-Duplicate