Understand Spendesk processing fo receipts.
Once a receipt, invoice, or ticket in Spendesk reaches specific statuses such as being approved, validated, or exported, strict deletion restrictions are applied. Below is an overview of these deletion policies, reasons for the restrictions, and alternatives to address errors.
Overview of Deletion Restrictions
Approved Transactions: Once a payment has been approved and marked as paid, it is no longer possible to delete the associated receipts, tickets, or invoices as they are locked for record-keeping purposes.
Validated Invoices: Deleting a validated invoice is not allowed to maintain integrity in the financial records. This ensures that only compliant and reviewed transactions are retained in the system.
Exported or Validated Receipts: Receipts cannot be deleted when already validated or after the payment has been exported. These actions finalize the transaction in Spendesk, making subsequent modifications impossible.
Why Deletion is Restricted
Spendesk takes stringent measures to ensure the accuracy and compliance of financial documentation. Key reasons include:
Audit and Compliance Requirements: Once transactions are approved, validated, or exported, they become part of the permanent financial records. Allowing deletion could violate audit and regulation standards.
Data Integrity: Deletion restrictions uphold data accuracy and prevent tampering with critical financial information.
System Consistency: Ensuring that exported or validated records remain intact strengthens the credibility and reliability of the system.
Alternatives to Deleting Receipts or Transactions
If you cannot delete a receipt, ticket, or invoice due to these restrictions, you can upload a new receipt to replace the existing one. This allows corrections without violating system rules.
Strict deletion practices in Spendesk are necessary to ensure reliable financial management and compliance. Understanding the reasons for these limitations and following appropriate alternatives can help resolve errors effectively.