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Manage expenses

Once expenses are loaded, you can edit or delete supported records directly from the expense list.

Before making changes, confirm that you are working in the correct model, year, and month. Expense changes can affect downstream allocation and reporting.

Edit expenses

You can edit uploaded GL line items directly in the application when corrections or refinements are required.

Editing is useful when you need to update values such as spend, SKU, Tower, or other supported attributes without re-uploading the full file.

What can be edited

You can only edit GL spend line items.

What cannot be edited

You cannot edit:

  • Published Budget items

  • Published Forecast items

  • Published Cloud items

  • Auto-created Cost Pool/Tower rules using the budget or forecast files

  • Records in locked months

These records are protected to preserve data consistency across planning, cloud, and published reporting outputs.

Procedure

  1. On the required month tile, click the ellipsis (… ) menu.

  2. Select View or Add Expenses.

  3. Locate the expense record.

  4. Click the Edit (pencil) icon.

  5. Update the supported fields.

  6. Click Save.

Edit behavior

When a GL line item is edited:

  • The edited record is de-linked from the original uploaded file.

  • If the original file is later reloaded or deleted, the modified record remains unaffected.

  • Downstream allocation rules may be triggered again for the affected record.

  • Locked months are respected.

Note: After editing an expense record, review Cost Pool and downstream allocations to confirm the change is reflected as expected.

Delete expenses

You can delete GL line items when a record was added in error or should no longer be included in the selected month.

What can be deleted

You can delete:

  • GL spend line items

What cannot be deleted

You cannot delete:

  • Published Budget items

  • Published Forecast items

  • Published Cloud items

  • Records in locked months.

These records cannot be removed from the expense grid once they are published.

Delete an individual expense

  1. On the required month tile, click the ellipsis (… ) menu.

  2. Select View or Add Expenses.

  3. Locate the GL line item you want to remove.

  4. Click the Delete icon.

  5. Confirm the deletion.

Only the selected GL line item is removed.

Delete expenses for a month

Use this option only when all eligible GL expenses for the selected month should be removed.

  1. On the required month tile, click the ellipsis (… ) menu.

  2. Select Delete Expenses.

  3. Confirm the deletion.

Delete behavior

  • Deleted GL records are removed from the selected month.

  • Published Budget, Forecast, and Cloud items are not deleted.

  • Locked periods and restricted records are respected.

  • If deleted records were already used in allocation, downstream results should be reviewed.

  • Deleting uploaded Budget or Forecast entries in Expenses also removes the related auto-created Cost Pool and Tower rules.

  • Deleting GL expenses reduces the spend available for Cost Pool allocation. If the data has already flowed through Cost Pools, Towers, Solutions, or Consumers, validate downstream reporting after deletion.

Related content

Expenses