Approval desk

Expense Reviewer opens a Submitted report and checks the supplier, organization, total and coded lines. The configured approval action guards the report status change, moves the report to Approved and creates a review decisions record plus an operation receipts record. That pairing matters: the status states the current position while the decision identifies the reviewer and the operation receipt shows whether the action ran.

• Record owner. Keep the responsible organization and source identity clear before the next person acts.
• Decision point. Use the current status and the underlying lines or linked records to decide the next step.
• Evidence trail. Keep the reviewer, amount and operation outcome traceable from the business record.

A reviewer can use the decision record to explain what was approved, rejected or returned, with conditions and notes. For a disputed hotel charge, record the reason on the decision and leave a correction route that the preparer can follow. Do not make a new approval look like a continuation of an earlier decision after material line or total changes. The Controller reviews authority and exceptions.

Agree the reviewer assignment, approval limits held on team members and the circumstances in which Controller decides. Decide what a returned report needs before resubmission, and how a reviewer recognizes the same source reference in another report. An approval action should be available only to the right reviewer role in the finished setup.

The team should decide who handles corrections before the first live cycle. Give each handoff an owner and confirm that a failed action remains visible to that owner. Use one representative supplier and one exception during setup, so permissions and reports reflect the work people will actually do.

Submit a report with two expense lines and a known supplier. Expense Reviewer checks both lines, uses the approval action and confirms that the report is Approved, a decision names the reviewer and the operation receipt succeeded. Then rehearse a report whose supplier or coding is wrong: return it with notes and confirm that no reimbursement is released as a side effect.

Ask the next role to find the same case from their own screen without help from the preparer. They should be able to identify the supplier or partner, the relevant amount, the current status and the supporting decision. If a correction is needed, keep the prior result available and repeat the handoff with the corrected record.

• Expense Reports Pending Approval — Submitted reports waiting for a person to decide.
• Review Decision Register — Recorded decisions with their reviewers and conditions.

Read Expense approval and reimbursement for the stages and rehearsal, then use implementation to assign owners and check access.