Merge pull request #61091 from Expensify/maddylewis-patch-1

[No QA] Create Delete-Expenses.md

Author: carlosmiceli

docs/articles/new-expensify/reports-and-expenses/Delete-Expenses.md

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+---
+title: Delete Expenses
+description: Learn how to delete expenses from reports in New Expensify, including rules for personal and company card expenses.
+keywords: [New Expensify, delete expenses, remove expense, company card, undo submit, draft expense, report expense, expense deletion]
+---
+
+<div id="new-expensify" markdown="1">
+
+Need to remove an expense in New Expensify? The steps differ depending on whether the report is still open or already submitted. This guide covers both personal and company card expenses.
+
+# Delete Expenses
+
+## If the Expense Report is Open
+
+You can delete any out-of-pocket expense that hasn’t been submitted yet:
+
+1. Go to the **Reports** tab.
+2. Open the report containing the expense.
+3. Select the checkbox next to the expense you want to delete.
+4. Choose **Delete** from the drop-down menu.
+
+---
+
+## If the Expense Report is Submitted or Marked as `Done`
+
+You’ll need to reopen the report first:
+
+1. Tap **Undo submit** or **Undo close**.
+2. Once reopened, follow the steps above to delete any eligible expenses.
+
+**Note:** You can only undo reports that are in the **Closed** or **Processing** state. Reports that are **Approved** or **Paid** cannot be reopened.
+
+---
+
+## Deleting Company Card Expenses
+
+Some company card expenses can’t be deleted if the card settings don’t allow it. This usually happens when the card was imported without the **Allow Deleting Transactions** setting enabled. Once **Allow Deleting Transactions** is enabled, any future imported expenses can be deleted normally.
+
+To delete existing company card draft expenses:
+1. Go to **Settings > Workspaces > Workspace Name > Company cards**.
+2. Unassign the card connected to the expenses you want to delete.
+3. All **draft expenses** from that card will be removed automatically.
+
+**Note:** Submitted expenses will stay attached to reports and cannot be deleted by unassigning the card.
+
+⚠️ **Warning:** Unassigning a company card will permanently delete **all draft expenses** imported from that card. Submitted expenses will not be affected.
+
+---
+
+# FAQ
+
+## Why can't I delete some expenses?
+
+Expenses tied to company cards without the **Allow Deleting Transactions** setting enabled cannot be deleted unless the card is unassigned.
+
+## Can I undo a report after it’s been approved or paid?
+
+No, once a report is approved or paid, it cannot be reopened. Only reports in a **Closed** or **Processing** state can be undone.
+
+</div>

docs/articles/new-expensify/reports-and-expenses/Edit-Expense-Reports.md

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+---
+title: Edit Expense Reports
+description: Learn how to retract, edit, and manage expense reports in New Expensify.
+keywords: [New Expensify, retract report, undo submit, undo close, edit submitted report, reopen report, resubmit report, accounting export]
+---
+
+<div id="new-expensify" markdown="1">
+
+If you submitted a report too early or need to make changes, you can easily update it by retracting the report using **Undo submit** or **Undo close**. This returns the report to an editable state.
+
+# When to Retract a Report
+
+This option is helpful when:
+- You submitted a report too early.
+- Expenses were added by mistake.
+- Additional receipts or notes are needed.
+- You want to move expenses to a different report.
+
+You can retract reports with the following statuses:
+- **Processing reports**: Only the submitter (or a Workspace Admin submitting their own report) can use **Undo submit**.
+- **Closed reports**: Only **Workspace Admins** can use **Undo close**.
+
+**Note:** Held expenses or violations won’t stop you from retracting a report.
+
+---
+
+# Retract a Processing Report
+
+1. Open the report.
+2. Tap the **More** menu (three dots in the top-right corner).
+3. Tap **Undo submit**.
+4. The report will change to **Open** and display a **Retracted** system message.
+
+**Note:** Submitters won’t receive a notification when retracting their own report.
+
+---
+
+# Retract a Closed Report
+
+1. Open the closed report.
+2. Tap **More** > **Undo close**.
+3. A system message confirms the report is reopened and editable.
+
+**Note:** Only Workspace Admins can retract closed reports.
+
+---
+
+# Editing Expense Reports After Exporting to an Accounting System
+
+Admins can still retract closed reports even if they’ve already been exported to an accounting system such as QuickBooks or NetSuite.
+
+When you click **Undo close**, a warning modal will appear to let you know:
+- Reopening the report may cause **data mismatches** between Expensify and the accounting software.
+- Any edits made to the expense report **won’t sync** with the report that’s already been exported.
+
+From there, you can choose:
+- **Reopen report**: Confirms and returns the report to an editable state.
+- **Cancel**: Dismisses the warning message without making changes to the expense report.
+
+Once reopened, a Workspace Admin can fully edit the report—adding or deleting expenses, changing categories, and more.
+
+---
+
+# FAQ
+
+## Can I remove an expense from a submitted report?
+
+Yes. Retract the report, remove the expense, and then resubmit the updated report.
+
+## Why can't I retract a report?
+
+You can't retract a report that’s already been **approved** or **paid**.
+
+## What happens if I retract and edit a report after it’s exported to our accounting system?
+
+You’ll see a warning modal before reopening. Any edits won’t sync to the external system. If you make changes to the report, those will need to be manually reconciled in the accounting system.
+
+
+</div>