How to Confirm Expense Actions
Use this when an expense action asks for confirmation before it changes the expense or its accounting. Steps Go to Accounting > Expenses . Open the expense, or use the expense row action menu. Choose...
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Use this when an expense action asks for confirmation before it changes the expense or its accounting.
Steps
- Go to Accounting > Expenses.
- Open the expense, or use the expense row action menu.
- Choose the action you need.
Expense actions
| Draft | Delete draft |
| Pending approval | Withdraw |
| Pending board | Cancel submission |
| Approved | Void expense |
| Paid | Refund expense |
| Matched bank line | Undo reconciliation |
- Read the confirmation text. URBI now names the records that will change before you confirm.
- Enter a reason when the dialog requires one.
- Confirm the action.
Void expense
This expense and its journal entries will be voided and removed from the ledger. They stay viewable under the Void filter and in the audit log. Original journal entry rows are preserved, and the full trail stays clickable from the ledger afterward.
Reason for voiding, Required
| Cancel | Void expense |
- Wait for the result. If you click the action again while the first request is still processing, URBI tells you it is already processing instead of showing an error.
- If the action is refused, read the message. The expense and its accounting stay unchanged.
Dialog wording by action
Delete a draft
Available only while the expense is in Draft status, before anything else references it.
Delete draft expense
This permanently deletes the draft and everything attached to it: line items, uploaded documents, and their embeddings. It's only available because nothing else references this expense yet. If any approval, board, or journal history exists, the delete is refused and the specific blocking record is named instead.
No reason required for an untouched draft. The system records this action as "Delete draft" automatically.
| Cancel | Delete draft |
Withdraw from approval
Available only while the expense is in Pending Approval status.
Withdraw from approval
This expense returns to draft. Approval history from earlier rounds is kept, and no journal entries are touched. Pending approvers will be notified it's no longer waiting on them.
Reason for withdrawing, Optional
| Cancel | Withdraw |
Cancel a board submission
Available only while the expense is in Pending Board status.
Cancel submission to the board
This voids the expense and its journal entries, and permanently closes the open board decision. Votes already cast are kept as a record, but the decision itself cannot reopen or resume.
Reason for cancelling, Required
| Cancel | Cancel submission |
Refund an expense
Available only while the expense is Paid or Partially Refunded.
Refund expense
This refunds the amount below. Any linked reimbursement or chargeback must also resolve safely, or the whole refund is stopped and the specific blocking record is named instead. This action never partially completes.
| Refund amount | $1,200.00 |
| Refund type | Partial refund |
Reason for refund, Optional
| Cancel | Refund expense |
Undo a reconciliation match
Available only from the exact matched bank line and expense pair.
Undo bank reconciliation match
This unwinds the match between BMO Operating ****4421, Aug 3, 2026 and Apex Roofing Co, $2,450.00. Journal entry JE-0104 will be voided, which reopens $2,450.00 as unreconciled. No open approval or board decision is affected. This operation is destructive and cannot be undone.
Reason for undoing this match, Required
I understand this cannot be undone and will void the linked journal entries.
| Cancel | Undo reconciliation |