Delete a receipt added to a payment
You can replace a wrong receipt on a payment by uploading the correct one, then deleting the incorrect file. This is only possible for card payments before they are exported.
For: Requesters, Approvers, Controllers, and Admins viewing a payment in the All Payments tab.
Before you start
Payment type: Receipt deletion is only available for card payments (single purchase, subscription, subscription increase, card load, and purchase order).
Not available for: Expense claims and invoices. You cannot delete a receipt on these payment types, even after uploading a new one.
Payment status: The payment must not yet be exported or prepared for accounting. Once exported, no receipt can be deleted or replaced.
Prerequisite: You must upload a new receipt before you can delete the incorrect one. Spendesk never allows a payment to have zero receipts.
Add the correct receipt
Navigate to Payments > All Payments.
Select the payment with the incorrect receipt.
Click Upload another receipt, or drag and drop the correct file into the right sidebar.
Delete the incorrect receipt
On the same payment, select the incorrect receipt to open it.
Click the bin icon in the top-left corner of the receipt pop-up window.
Expected results
The incorrect receipt is removed from the payment, and only the correct receipt remains attached.
Troubleshooting
Symptom: No bin icon appears on the receipt pop-up window.
Cause: The payment is an expense claim or an invoice. Receipt deletion isn't supported for these payment types.
Resolution: You cannot delete this receipt yourself. Contact your Controller or Finance team, who can request help through internal support if the receipt must be removed.
Symptom: The bin icon is missing on a card payment.
Cause: The payment has already been exported or prepared for accounting.
Resolution: Contact your Finance or accounting team. Receipts can't be changed once a payment is exported.
Symptom: There's no option to delete the only receipt on the payment.
Cause: Spendesk requires at least one receipt per payment at all times.
Resolution: Upload a new (correct) receipt first. The delete option then appears on the previous receipt.
🔒 Access: Receipt deletion only applies to card payments. Expense claims and invoices don't support this action, regardless of payment status.
⚠️ Warning: Deleting a receipt is permanent and cannot be undone. It's also impossible once the payment has been exported or prepared for accounting. This is only for Card Payments; it will not work for expense claims.
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