Admins can edit multiple employee expenses at once from the Business expenses page or inside an expense report. This helps reduce repetitive work when several expenses need similar updates such as category corrections, project updates, cost center changes, merchant updates, or more.
Where can admins edit multiple expenses at once?
Admins can edit multiple expenses from:
Business expenses page
Inside an expense report
Which expenses can admins edit together?
From the Business expenses page
Admins can edit:
Incomplete expenses
Complete expenses
Blocked expenses
Admins cannot edit:
Submitted expenses
Approved expenses
Sent back expenses
Processing expenses
Closed expenses
Mileage expenses
Per diem expenses
Expenses inside draft reports
Why are Processing and Closed expenses excluded?
Processing and Closed expenses are usually already exported, reimbursed, or in the process of being accounted for. Editing multiple expenses in these states can create accounting inconsistencies if changes are made accidentally.
Admins can still edit these expenses individually if needed.
From inside an expense report
Admins can edit:
Submitted expenses
Approved expenses
Sent back expenses
Admins cannot edit:
Mileage expenses
Per diem expenses
Which fields can admins edit together?
Admins can edit the following fields across multiple expenses:
Category / GL code
Cost center / Department
Project / Job
Custom fields
Billable / Non-billable
Purpose / Description
Merchant name
Admins can also edit certain travel-related fields.
Travel expenses
From
To
Travel class
Onward date
Return date
Lodging expenses
Check-in date
Check-out date
City
Taxi expenses
Distance
Unit
Which fields cannot be edited together?
The following fields are not supported when editing multiple expenses:
Amount
Receipt
Currency
Expense date
Split structure
Tax
How to edit multiple expenses at once
From the Business Expenses page
Go to Business Expenses
Select multiple eligible expenses
Click Edit
Update the required fields
Click Save
After saving, you’ll see a summary showing:
Number of expenses edited
Number of expenses completed
Number of expenses moved to blocked
Number of expenses violating policies
Number of expenses moved to incomplete
You can then:
Skip review
Review edited expenses
From inside an expense report
Open an expense report
Select multiple eligible expenses
Click Edit
Update the required fields
Click Save
After saving, you’ll see a summary showing:
Number of expenses successfully edited
Number of expenses that could not be edited
Policy violations
You can then:
Skip review
Review all expenses
Review expenses that were not edited
What happens if edits cause missing mandatory fields?
Some fields in Sage Expense Management are dependent on other fields.
Example:
Selecting a different cost center may introduce new mandatory fields
Changing a category may remove previously selected dependent field values
In these cases:
Some expenses may move to an incomplete state if edited from Business expenses page
Edits will not be applied if edited from inside an expense report
What happens if an expense becomes incomplete?
From the Business Expenses page
Expenses can move back to an incomplete state if:
Mandatory values become missing after edits
New dependent fields are introduced
Existing dependent field values are removed
When this happens:
The expense remains saved
The expense moves to incomplete
The spender may need to complete missing information before resubmitting
The system will inform you after the edits are completed.
From inside an expense report
Expenses inside an expense report never change state while editing multiple expenses.
If an edit would cause:
Missing mandatory values
Invalid dependent field combinations
Critical policy violations
Then:
The edit is skipped for that expense
The expense remains unchanged
You can review and edit those expenses manually afterward
How policy violations are handled
Standard policy violations
Edits are still applied.
You’ll see the number of affected expenses after saving.
Critical policy violations
From the Business Expenses page
Expenses move to the blocked state.
From inside an expense report
The edit is skipped entirely for that expense.
The expense remains unchanged.
Expense selection limit
Admins can edit up to 50 expenses at once.