Understanding the adjusted by system expense type

What the adjustment expense type is, how its expense panel differs from reports and purchases, and when these rows appear in the queue.

Alongside uploaded expense reports and Benefit Store purchases, your queue can contain a third kind of row, shown as Adjustment in the Type column. Open one and the panel shows its type as Adjusted by System. This row is a direct adjustment to an employee's benefit balance for the year, not a receipt someone uploaded or a store order, so it looks and behaves a little differently from the other two types.

Where it appears

In the expense queue, the Type column tells the three apart:

• Expense report, a receipt the employee uploaded and paid out of pocket.
• Purchase, a Benefit Store order.
• Adjustment, a balance adjustment recorded against the employee's benefit balance.

The Type row filter offers these same options, so you can narrow the queue to just adjustments.

What the panel shows

Open an adjustment and the expense panel shows the amount, date and category like any other expense, with the note under the category when one was added. At the bottom, a Manual Expense Details card shows:

• the Date of the adjustment,
• the Total cost (the amount it counts toward the employee's balance), and
• a Note, when one was added to explain it.

Like an approved expense, the amount counts toward the employee's used benefit balance for the year.

How it differs from a report or purchase

An adjustment is lighter than the other two types, because there is nothing to verify against a receipt:

• There is no receipt beside the details, and no receipt or VAT check. Only the allowance check applies.
• There is no Approval card, so there are no approvers to add or remove.
• Request changes is not offered. That action exists only for uploaded expense reports, where the employee can correct and resubmit.

Can I still record a decision?

If an adjustment is still pending with no approvers, the decision footer shows at the bottom of the panel with Decline and Approve, the same as any expense nobody is assigned to. Once it is approved or declined, the footer no longer shows, because it is already settled. Most adjustments are already Approved when you see them.

Troubleshooting

• There is no receipt. That is expected. An adjustment is never created from an upload, so it has no receipt and no VAT.
• I cannot request changes on it. Request changes is only for uploaded expense reports. An adjustment has no employee submission to send back.
• I want to know why it was added. Open the row and read the Note. The note is where the reason for the adjustment is recorded.