Contents

• What Is Voiding an Expense?
• ⚠️Important Notes
• Step-By-Step Instructions
  • View Expenses
  • Void an Expense
• What Happens After Voiding an Expense
  • Awardee Experience
• Related Articles

Overview

This guide shows Program Admins how to void an awardee’s submitted expense in Next, individually or in bulk. 

What Is Voiding an Expense?

An expense here refers to a line item within a reimbursement request.

Voiding removes an expense from an awardee's budget without deleting it. The expense stays visible with a “Voided” status, but the amount is freed for use and no longer counted against the budget.

• Who can void an expense?
  • Organization Owners 
  • Client Admins (in partner-managed accounts) 
  • Program Owners
  • Program Managers

⚠️Important Notes

Whether you can void an expense depends on its current status.

• You can void an expense if it is in any of the following statuses: “Submitted,” “Pending Approval,” “Approval Rejected,” “Revision Requested,” “Revised,” or “Refused” status.

For "Approved" Expenses:

• If your organization does NOT have Payments enabled: “Approved” is the final status for an expense, and it cannot be voided. Recovering funds requires a clawback (if enabled for your organization).
   
• If your organization has Payments enabled: You can void an“Approved” expense, since the funds haven't been disbursed yet. Once that expense reaches “Paid,” voiding is no longer available, and recovering funds at that point requires a clawback (if enabled for your organization).
  
  📌Note: Payments is an add-on feature for ERP integrations only and is not included in all plans. If you'd like to add it, please contact Customer Success.

Step-By-Step Instructions 

View Expenses

1. In the program, click the cycle name to open the cycle. 
   
    
    
2. Click Post Award > Expenses in the left-hand menu. 
   
   

➜ A table showing all expenses for every awardee in the cycle opens. 

💡 Tips: Use the scroll bar at the bottom of the table to see all columns. Use the search bar at the top of the table, and the column filters next to headers to quickly find the expenses you need before taking action. 

📌 Note: You can also void expenses from an individual awardee’s Expenses tab. There, you can void one expense at a time, or select multiple expenses to void together — but only within one reimbursement request, for one award at a time. See ➡️Expenses Overview: Individual Awardee's Expenses Tab for how to get there. 

Void an Expense 

1. Locate the expense you want to void, then click the Actions dropdown in the far-right column. 
   
   
    
2. Select Void from the dropdown menu. 
   
   
   💡Tip: If Void doesn't appear as an option, check the expense's status against the Important Notes above — the expense may have already reached its final status for your program. 
    
3. In the pop-up, enter a comment explaining the void (required), then click Void. 
   
   
   
   📌Note: This comment will be visible in the expense activity history and to the awardee. 

• A confirmation message appears in the bottom-left corner of the screen. 

What Happens After Voiding an Expense

• Status Updates: The expense status updates to “Voided.”
  
  
  
  📌Note:  If your organization has approvals set up, approvers also see the expense's status as “Voided.” They can't take any further action on it. 
   
• Amount Released: The blocked amount is released. The awardee can use the freed amount to log a new expense, or apply it toward revising another expense. 
   
• Activity History Recorded: The void is recorded in the expense’s activity history. Click the clock icon next to an expense's status to see a full timeline of activity.
  
  

Awardee Experience

• Email Notification: The awardee may receive an email, depending on your Communications Setup.
  
  
  📌 Note: This email is set up by default, under the trigger "Expense Void” in the Post-Award stage. To remove this email or edit the template, see  ➡️ How to Manage Your Email Communications Setup + How to Manage Your Email Communications Template Library.
   
   
• Void Comment Visible: The awardee can see your void comment when they click the comment icon in the Actions column on the line item. 
  
  
   
   
• Read-Only: The voided expense stays visible in the awardee’s portal as read-only. The awardee can't edit or resubmit it.

Related Articles

➡️ Expenses Overview







 

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