# Post expenses

Once an expense report is {doc}`approved <../expenses/approve_expenses>`, the next step is to post
the expense report to the proper accounting journal.

:::{important}
To post expense reports to an accounting journal, the user **must** have the following
{doc}`access rights <../../general/users/access_rights>`:

- Accounting: *Accountant* or *Adviser*
- Expenses: *Manager*
:::

Only expense reports with an *Approved* status can post the expenses to a journal. To view all
expense reports, navigate to {menuselection}`Expenses app --> Expense Reports`. Next, to view
**only** approved expense reports that need to be posted, adjust the filters on the left side, so
only the {guilabel}`Approved` checkbox is ticked.

```{image} post_expenses/post-reports.png
:align: center
:alt: View reports to post by clicking on expense reports, then reports to post.
```

:::{note}
The default {guilabel}`All Reports` dashboard displays all expense reports, except reports with a
status of {guilabel}`Refused`.
:::

Expense reports can be posted to accounting journals in two ways: {ref}`individually
<expenses/post-individual>` or {ref}`in bulk <expenses/post-multiple>`.

(expenses-post-individual)=

## Post individual reports

To post an individual report, navigate to {menuselection}`Expenses app --> Expense Reports`, and
click on an individual report with a {guilabel}`Status` of {guilabel}`Approved`, to view the report
form. In this view, several options are presented: {guilabel}`Post Journal Entries`,
{guilabel}`Report In Next Payslip`, {guilabel}`Refuse`, or {guilabel}`Reset to Draft`.

Click {guilabel}`Post Journal Entries` to post the report.

The accounting journal the expenses are posted to is listed in the {guilabel}`Journal` field of the
expense report.

After posting the expenses to an accounting journal, a {guilabel}`Journal Entry` smart button
appears at the top of the screen. Click the {guilabel}`Journal Entry` smart button, and the details
for the journal entry appear, with a status of {guilabel}`Posted`.

(expenses-post-multiple)=

## Post multiple reports

To post multiple expense reports at once, navigate to {menuselection}`Expenses app --> Expense
Reports` to view a list of expense reports. Next, select the reports to approve by ticking the
checkbox next to each report being approved.

:::{note}
Only expense reports with a status of {guilabel}`Approved` are able to post the expenses to an
accounting journal. If an expense report is selected that **cannot** be posted, such as an
unapproved report, or the report has already been posted to a journal, the {guilabel}`Post
Entries` button is **not** visible.
:::

:::{tip}
To select **only** approved expense reports, adjust the filters on the left side, so that only
the {guilabel}`Approved` checkbox is ticked. Next, tick the checkbox next to the
{guilabel}`Employee` column title to select **all** the {guilabel}`Approved` reports in the list
at once.
:::

Next, click the {guilabel}`Post Entries` button.

```{image} post_expenses/post-entries.png
:align: center
:alt: Post multiple reports at a time from the Expense Reports view, with the Approved
:  filter.
```