[No QA] Update Managing-Expenses-in-a-Report.md

docs/articles/new-expensify/reports-and-expenses/Attach-and-edit-receipts-on-expenses.md

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+---
+title: Attach and edit receipts on expenses
+description: Learn how to properly attach, verify, and troubleshoot receipts on expenses in New Expensify for audits and accounting.
+keywords: [attach receipt, verify receipt, missing receipt, expense attachments, audit trail, New Expensify, receipt not showing]
+---
+
+<div id="new-expensify" markdown="1">
+
+Make sure your receipts are attached correctly to individual expenses for audit and accounting compliance. This guide explains how to attach, verify, and troubleshoot receipts in New Expensify — and when to use report comments for additional documentation.
+
+# How to Attach and Verify Receipts on Expenses
+
+## Who can attach receipts to an expense
+- **Attach or replace a receipt**: The member who created the expense, or a Workspace Admin.
+- **Edit a receipt in an Approved or Paid report**: Requires the report to be unapproved first (see below).
+
+---
+
+## Where to Attach Receipts for Audits and Exports
+
+Receipts must be attached **directly to the expense** to be visible in:
+- Audit trails
+- Accounting exports
+- PDF reports
+
+Attaching receipts in the report comment thread does **not** link them to any expense and will not meet audit or export requirements.
+
+---
+
+## How to Attach a Receipt to an Expense
+
+**On web:**
+1. Open the expense. 
+2. Click the green **+** on the receipt icon.
+3. Click **Choose file** to add the receipt image file. 
+
+**On mobile:**
+1. Open the expense. 
+2. Click the green **+** on the receipt icon.
+3. Take a photo or upload a file from your device image gallery.
+
+## How to replace an existing receipt
+
+**On web:**
+1. Open the expense and click on the receipt image. 
+2. Click the three dots > **Replace**.
+3. Click **Choose file** to add the receipt image file. 
+
+**On mobile:**
+1. Open the expense and tap the receipt image.
+2. Tap the three dots > **Replace**.
+3. Take a photo or upload a file from your device image gallery.
+
+---
+
+## When to Use Report Comments for Supporting Documentation
+
+Each expense can only have **one receipt** attached. If you have **additional documents**, like an itemized breakdown or supporting files, you can add those in the report comments.
+
+### Examples:
+- Attach the **credit card receipt** to the expense (shows the total, tip and payment method).
+- Add the **itemized receipt** in the report comments (shows specific items ordered).
+- Upload contracts, invoices, or confirmations that support reimbursed expenses.
+
+**Reminder:** Only receipts attached to the expense count for audits, exports, and compliance.
+
+---
+
+## How to Fix a Missing or Misplaced Receipt
+
+If a receipt was added to the report comments instead of the expense:
+
+1. Download the file from the comment.
+2. Open the relevant expense. 
+3. Click the green **+** on the receipt icon.
+4. Click **Choose file** to add the receipt image file. 
+
+---
+
+## How to Edit Receipts in Approved or Paid Reports
+
+Approved and Paid reports are locked for editing. To make changes:
+
+1. (Admins only) Open the report.
+2. Click **More > Cancel Payment** (if Paid).
+3. Then click **More > Unapprove**.
+4. The member can then click **More > Undo Submit**.
+5. Now the expense and receipt can be updated.
+
+**Note:** If the report was exported to accounting, delete the export before resubmitting.
+
+---
+
+# FAQ
+
+## Why isn’t my receipt showing on the expense?
+It was likely uploaded in the report comments. Receipts must be attached directly to the expense to appear properly.
+
+## Can I attach one receipt to multiple expenses?
+No. Each expense must have its own receipt. You can upload the same file more than once if needed.
+
+## Can someone else upload a receipt to my expense?
+Only the expense creator or a Workspace Admin can attach a receipt an expense.
+
+## Will auditors see receipts added in report comments?
+No. Receipts in the comments section are considered supplemental and are not included in audits, exports, or downloadable reports.
+
+## Can I attach both the card and itemized restaurant receipts?
+Yes. Attach the **card receipt** to the expense itself, and upload the **itemized receipt** in the report comments as supporting documentation.

docs/articles/new-expensify/reports-and-expenses/Managing-Expenses-in-a-Report.md

@@ -1,157 +1,117 @@
 ---
 title: Managing Expenses in a Report
 description: Learn how to add, remove, and move expenses in a report in New Expensify, including how comments and system messages interact with them.
-keywords: [New Expensify, manage expenses, add expense, delete expense, move expense, expense table, expense comments, report audit history, report troubleshooting]
+keywords: [New Expensify, manage expenses, add expense, delete expense, move expense, expense table, edit report, report approval]
 ---
 
-Easily manage expenses inside reports in New Expensify. This guide covers how to add, delete, or move expenses, and how they interact with comments, system messages, and audit trails.
+Easily add, delete, or move expenses within reports in New Expensify. This guide covers how to manage expenses using the expense table on both web and mobile.
 
 # Managing Expenses in a Report
 
-## Add Expenses to a Report
+## Who can edit or modify expenses in a report
+- **Edit expenses on a report**: The member who created the report, and Workspace Admins.
+- **Add expenses to a report**: Only the member who created the report.
+- **Remove expenses from a report**: Only the member who created the report.
+- **Delete an expense**: Only the member who created that specific expense.
 
-You can add expenses to a report in two ways:
+To edit expenses in Approved or Paid reports, a workspace admin will need to unapprove the report first. 
 
-### Create a new expense
-1. Open the draft report.
-2. Select **Add expense** > **Create expense**.
-3. Enter the expense details and click **Save**.
-4. The new expense appears instantly in the report.
+## How to Add Expenses to a Report
 
-### Add existing unreported expenses
-1. Select **Add expense** > **Add unreported expenses**.
-2. Select one or more expenses.
-3. Click **Add to report**.
+**Option 1: Create a new expense**
 
-**Tip:** To add additional expenses later, go to **More > Add expense**.
+1. Open the draft report.
+2. Click **More** > **Add expense** > **Create expense**
+3. Enter the details and click **Create expense**.
+
+**Option 2: Add existing unreported expenses**
+1. Open the draft report.
+2. Click **More** > **Add expense** > **Add unreported expense**.
+3. Click one or more expenses.
+4. Click **Add to report**.
 
 ---
 
-## Delete Expenses From a Report
+## How to Move or Remove Expenses from a Report
 
-You can delete one or more expenses from a report:
+You can move expenses to a different report or remove them entirely.
 
-### Delete a single expense
-1. Open the report.
-2. Check the box next to the expense.
-3. Select the **green** selection button > **Delete**.
+**To move or remove a single expense from a report:**
 
-### Delete multiple expenses
-1. Check the boxes for all expenses you want to delete.
-2. Select the **green** selection button > **Delete**.
+1. Open the draft report. 
+2. Click the checkbox next to the expense(s) you want to move. 
+3. Choose the green **selected** button > **Move expense(s)**.
+4. Choose a destination report or select **Remove from report**.
 
----
+**To move or remove all expenses from a report**
 
-## Move or Remove Expenses
+1. In the left side tabs, choose **Reports** > **Reports**
+2. Click the report with the expense(s) you want to move. 
+3. Choose the green **selected** button > **Move expense(s)**.
+4. Choose a destination report or select **Remove from report**.
 
-### Move expenses to another report
-1. Check the boxes next to the expenses.
-2. Select the **green** selection button > **Move expense(s)**.
-3. Choose the destination report from the panel.
+## How to Delete Expenses on a Report
 
-### Remove expenses from a report
-1. Check the boxes next to the expenses.
-2. Select the **green** selection button > **Move expense(s)**.
-3. Choose **Remove from report**.
+**Delete a single expense**
 
----
+1. Open the draft report.
+2. Check the box next to the expense.
+3. Click the green **selected** button > **Delete**.
 
-## Edit Expenses in Approved or Paid Reports
+**Delete multiple expenses**
 
-Approved and Paid reports are locked for editing. To make changes:
+1. Check the boxes for all expenses you want to delete.
+2. Click the green **selected** button > **Delete**.
 
-1. Open the report (as an Admin).
-2. Select **More > Cancel Payment** (if Paid).
-3. Then select **More > Unapprove**.
+---
 
-After it's unapproved:
-- The member can select **More > Undo Submit**.
-- They can now edit or remove expenses before resubmitting.
+## How to Edit Expenses in Approved or Paid Reports
 
-**Important:** If the report was exported to an accounting system, delete the exported data from that system before exporting again. Unapproving a report doesn’t retract the export.
+Approved and Paid reports are locked for editing. To make changes:
 
-### Example
+1. (Admins only) Open the report.
+2. Click **More > Cancel Payment** if Paid.
+3. Then select **More > Unapprove**.
+4. The member can then select **More > Undo Submit**.
+5. Once reopened, expenses can be edited or removed.
 
-Taylor submits a report to Jordan. Jordan approves, pays, and exports it to NetSuite, then notices the report includes an unpaid invoice meant for the AP team. Jordan cancels the payment, unapproves the report, and Taylor undoes the submission to remove the invoice. Meanwhile, Jordan deletes the exported report from NetSuite, preparing it for fresh export.
+**Note:** If the report was exported to accounting, delete it from that system before re-exporting.
 
 ---
 
-## View the Expense Table in a Report
+## How to View and Use the Expense Table
 
-Every report includes an expense table. Each row shows:
+Each report includes a table showing all attached expenses.
 
+The table displays: 
 - Date
 - Merchant
 - Category
 - Amount
 - Workspace violations (if applicable)
 
-Clicking a row opens the full expense details in the side panel.
-
----
-
-## Comments and Collaboration
-
-Each report includes a comment thread to help track conversations and share documents.
-
-### Key features:
-- Add comments below the expense table or on individual expenses.
-- Use **@mentions** to notify teammates.
-- Upload documents to support conversations.
-- Comments update live for everyone with access to the report.
+Clicking a row opens the full expense in a side panel (web) or details screen (mobile).
 
 ---
 
-## System Messages and Audit History
+# FAQ
 
-Reports include a complete audit trail of every action—submit, approve, pay, export, etc. -in the comment thread. Expenses also log a history of edits, making it easy to follow changes for compliance or troubleshooting.
+## Why can’t I delete an expense from a report?
 
----
+Only the member who originally created the expense can delete it. If you didn’t create the expense, ask the creator or a Workspace Admin for help.
 
-# Troubleshooting the Reports Page
+## Why don’t I see the option to move or remove expenses?
 
-## Why can’t I find a report I just created?
-
-**Possible causes:**
-- You're filtered into a different workspace.
-- Your search term doesn't match the report name.
-
-**Solutions:**
-- Clear any filters and search again.
-- Use a broader or partial search term.
-
----
+You’ll only see the Move or Remove options if you created the report. Workspace Admins can also help with this if needed.
 
-## Why is the **Create report** button missing?
+## Why can’t I edit anything in the report?
 
-You’re not a member of a workspace.
-
-**Solutions:**
-- Go to **Workspaces > New Workspace** to create one.
-- Or ask your workspace admin to invite you to the company’s workspace.
-
----
-
-## Why can’t I submit a report?
-
-**Possible causes:**
-- The report has no expenses.
-- The report is already submitted.
-- All expenses are still SmartScanning or pending Expensify Card transactions.
-
-**Solutions:**
-- Add at least one complete expense.
-- Wait for SmartScan to finish or card transactions to post.
-
----
+If the report is Approved or Paid, it’s locked. A Workspace Admin needs to unapprove it first before making changes.
 
-## Why can’t I move or delete expenses from a report?
+## Can someone else add expenses to my report?
 
-**Possible causes:**
-- You don’t have permission to edit the report.
-- The report is approved or paid.
+No. Only the member who created the report can add expenses to it.
 
-**Solutions:**
-- Ask a workspace admin to unapprove the report.
-- Retract the report if you submitted it.
+## What happens if I delete an expense from a report?
 
+The expense is removed from the report and deleted entirely.