This guide explains how to add and edit expense entries. In Severa, you can record various expenses such as per diems (half per diem, per diem, and foreign per diem), mileage, and other expenses. Add new expenses by navigating to the Hours view through the right-hand side page navigation in Severa.
Add new expense
Add a new expense entry by clicking the Add new button in the upper right corner of the main view or the Add cost button in the day view:
Select the type of expense you want to record.
Fill in the required information. Mandatory fields are marked with a red asterisk.
Add attachments if necessary from the Attachments section.
If the expense is not intended to be reimbursed to you, select No claim needed.
Add the expense by clicking Save.
If you want to continue making similar entries, select Save and add another. The system will save the current entry and immediately open a new entry to be filled.
Edit expense
Open the expense entry for editing by navigating to the day where the expense is logged and clicking the pencil icon visible on the right side of the entry:
Edit the necessary and fields you can edit in the pop-up side window.
Remember to save the changes by clicking Save.
Editing the expense is not possible if the entry is Approved or Billed to the customer. These details are displayed as separate identifiers next to the entry, and the pencil icon is grayed out.
Tip! If expense approval is enabled in your company, release the expense for editing by updating its approval status through the approval report. Approval status can be changed by a user with sufficient permissions to edit and approve expenses.
Delete expense
Delete the expense entry through the three-dot menu visible next to the entry:
Click the three-dot menu on the right side of the entry.
Select Delete.
Finally, confirm delete when the system asks for confirmation by clicking Delete.
Deletion is also possible when the expense is opened for editing: click the red trash can icon at the bottom of the side window. Deleting the expense is not possible if the entry is Approved or Billed. Deleting the expense is a permanent action and cannot be undone.
Frequently asked questions
Q: I'm trying to add a travel expense, but it's not possible. Why?
A: Check if there is a notice for the day stating This day is closed for expenses. or No work contract found for this day. These prevent entry. If the issue persists, contact your supervisor.
Q: I entered an expense, but I don't want reimbursement (e.g., I paid with the company card). What should I do?
A: During the addition or editing of the expense, enable the No claim needed option. This way, the expense will not be transferred for reimbursement.
Q: The travel expense cannot be edited. Why?
A: The expense may be Approved or Billed. Check the entry's identifier. Change it yourself, or ask another user with the right to edit expenses to update the approval status to unchecked through the approval report. If the entry is already billed, we strongly recommend carefully considering making changes.
Possible error situations
Error message | Solution |
This day is closed for expenses. | You cannot record an expense for a closed period. Contact the administrator to open the travel expense period. |
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*This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.
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