> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Expense Report

> View, create, and edit expense reports with line items, approval history, GL posting, and submit or draft workflows in Finance & Revenue.

Expense Report displays the full detail view for a single expense report, including a summary card, expense lines, approval history timeline, and action buttons for submitting, approving, posting to GL, or deleting. Route: `/fa/expenses/:id`.

## Overview

The Expense Report detail page is accessible at `/fa/expenses/:id` and requires permission `fa.expenses.view`. The component (`ExpenseReportDetailPage`) fetches the report via `useExpenseReport`, its lines via `useExpenseLinesByReport`, pending approvals via `usePendingApprovals`, and approval history via `useExpenseApprovalHistory`. It renders:

* `ExpenseReportSummaryCard` — header summary with status badge (`ExpenseReportStatusBadge`)
* `ExpenseLinesTable` — tabular view of expense line items
* `ApprovalHistoryTimeline` — chronological approval events
* Action buttons: submit (`useSubmitExpenseReport`), approve (`ExpenseApprovalDialog`), post to GL (`PostToGLDialog`), edit (navigates to `/fa/expenses/:id/edit`), delete (`useSoftDeleteExpenseReport`)
* An `AlertDialog` confirms destructive actions

## Who it's for

Requires permission `fa.expenses.view`. To approve or post to GL, additional permissions may be required (SME: confirm). Creating expense reports requires `fa.expenses.create`. Editing requires `fa.expenses.edit`.

## Before you start

* You must have `fa.expenses.view` permission to view.
* The creator must be linked to an employee record via `useMyEmployee` when creating.

## Steps

1. Navigate to the expense report list and click a report, or go to `/fa/expenses/:id`.
2. Review `ExpenseReportSummaryCard` for report totals and current status.
3. Review individual lines in `ExpenseLinesTable`.
4. Review `ApprovalHistoryTimeline` for prior approval events.
5. Use available action buttons based on the report's current status and your permissions.

## Key concepts

| Concept                      | Description                                      |
| ---------------------------- | ------------------------------------------------ |
| `ExpenseReportSummaryCard`   | Header card with report metadata and status      |
| `ExpenseLinesTable`          | Table of individual expense line items           |
| `ApprovalHistoryTimeline`    | Chronological record of approval events          |
| `PostToGLDialog`             | Dialog confirming and executing GL posting       |
| `useSoftDeleteExpenseReport` | Soft-delete mutation; SME: confirm reversibility |

## Creating an expense report

The New Expense Report page (`/fa/expenses/new`) creates an expense report for reimbursement. The page requires the current user to have an associated employee record (`useMyEmployee`). If no employee record is found, an error state is shown.

**Report header** (`ReportPayload`): `report_name` (required), `description` (optional), `start_date` / `end_date` (required), `site_id` (optional), `default_gl_account_id` (optional). The `report_number` is auto-generated via `useGenerateExpenseReportNumber`.

**Expense lines** (`ExpenseLine`): each line includes `expense_date`, `expense_category`, `description`, `amount`, and optional `account_id`, `fund_id`, `department_id`, per-diem fields (`per_diem_days`, `per_diem_rate`), mileage fields (`miles`, `mileage_rate`), and `receipt_storage_path`.

**Save as Draft:** Creates the report with `status: "draft"` and all lines, then navigates to the report detail. **Submit for Approval:** Creates the report and lines as draft, then calls `useSubmitExpenseReport`, then navigates to the report detail.

Key concepts:

* **Employee record requirement:** The creator must be linked to an employee record via `useMyEmployee`.
* **Report number:** Auto-generated — not user-entered.
* **Total amount:** Calculated as the sum of all line item amounts.

1. Navigate to `/fa/expenses/new`.
2. Complete the `ExpenseReportForm` header section (report name, dates, optional site/account).
3. Add expense lines with date, category, description, and amount for each expense.
4. Click **Save as Draft** to save without submitting, or **Submit for Approval** to immediately submit.
5. On success, you are redirected to the new expense report's detail page.

## Editing an expense report

The Edit Expense Report page (`/fa/expenses/:id/edit`) allows updates to an existing expense report's header information and management of individual expense line items. Requires permission `fa.expenses.edit`. The component (`ExpenseReportEditPage`) fetches the report via `useExpenseReport` and its lines via `useExpenseLinesByReport`. It renders `ExpenseReportForm` for header fields (`report_name`, `description`, `start_date`, `end_date`, `site_id`, `default_gl_account_id`) and manages expense lines through `useCreateExpenseLine`, `useUpdateExpenseLine`, and `useSoftDeleteExpenseLine`. On success, the component calls `useSubmitExpenseReport` if the report is ready for submission. Account options come from `useAccounts`; fund options from `useFunds`; site options from `useSiteList`.

Before you start: the expense report must be in an editable status.

Key concepts:

| Concept                    | Description                                            |
| -------------------------- | ------------------------------------------------------ |
| `ExpenseReportForm`        | Shared form component for expense report header fields |
| `useExpenseLinesByReport`  | Hook fetching expense lines for the report             |
| `useSoftDeleteExpenseLine` | Soft-deletes a line item without permanent removal     |
| `default_gl_account_id`    | Optional default GL account applied to new lines       |

1. Open the expense report at `/fa/expenses/:id` and click **Edit**.
2. Update header fields (report name, date range, site, default GL account) in `ExpenseReportForm`.
3. Add, update, or remove individual expense lines using the line item editor.
4. Save changes via the form submit action.
5. On success, the page navigates back to the expense report detail.

## Related

<Columns cols={2}>
  <Card title="Finance & Revenue" icon="building-columns" href="/fa/overview">
    Finance & Revenue core overview.
  </Card>

  <Card title="Governance & parity" icon="scale-balanced" href="/governance/index" />
</Columns>

<Note>
  This page documents shipped product behavior. It is not medical, legal, or
  billing advice. Verify against your organization's policies and applicable
  regulations before using it for clinical, compliance, or billing decisions.
  Protected health information (PHI) shown in the product is governed by your
  tenant's access controls and is never exposed in this documentation.
</Note>

<Accordion title="Documentation sources">
  * src/routes/fa.tsx
  * src/cores/fa/pages/ExpenseReportDetailPage.tsx
  * src/cores/fa/pages/ExpenseReportNewPage.tsx
  * src/cores/fa/pages/ExpenseReportEditPage.tsx
  * src/cores/fa/hooks/useExpenseReports.ts
  * src/cores/fa/hooks/useExpenseLines.ts
  * src/cores/fa/components/ExpenseReportForm.tsx
  * src/platform/workforce/hooks/useMyEmployee.ts
</Accordion>