Why can’t I edit or delete this expense?

An expense goes through review: someone submits it, someone else approves or rejects it (or asks for changes). Only approval actually posts the expense to the books. That path is deliberately one-way in two places, and VegaERP says so with one of the messages below instead of silently refusing to save.

What the screen says

The expense is approved

Pri odobrenem strošku ni mogoče spremeniti zneska, valute, datuma ali vrste dejavnosti. Njegov temeljni vpis je že knjižen. Ta polja so zaklenjena, ko je strošek odobren. (“Cannot change the amount, currency, date, or activity type of an approved expense. Its journal entry is already booked. These fields are locked once the expense is approved.”)

Odobrenega stroška ni mogoče izbrisati. Njegov temeljni vpis je že knjižen. Odobreni stroški so zaklenjeni. (“Cannot delete an approved expense. Its journal entry is already booked. Approved expenses are locked.”)

Someone already finished the review

Ta strošek je že odobren. (“This expense has already been approved.”)

V popravek je mogoče vrniti le stroške, ki čakajo na pregled. (“Only expenses awaiting review can be sent back for changes.”)

Zavrniti je mogoče le stroške, ki čakajo na pregled ali potrebujejo spremembe. (“Only expenses awaiting review or needing changes can be rejected.”)

The document is already attached to another expense

Ta dokument je že pripet drugemu strošku. Najprej ga odpnite tam ali izberite drug dokument. (“This document is already attached to another expense. Detach it there first, or pick a different document.”)

The category name is already taken

Kategorija s tem imenom že obstaja. (“A category with this name already exists.”)

A record you referenced has disappeared

Strošek ni najden. (“Expense not found.”)

Izbrane kategorije stroška ni bilo mogoče najti. (“The selected expense category could not be found.”)

Izbranega dobavitelja ni bilo mogoče najti. (“The selected vendor could not be found.”)

Izbranega sodelavca ni bilo mogoče najti ali ni aktiven. (“The selected coworker could not be found or is not active.”)

Povezanega računa ni bilo mogoče najti. (“The linked invoice could not be found.”)

Povezanega dokumenta ni bilo mogoče najti. (“The linked document could not be found.”)

Why this happens

The expense is approved

Once an expense is approved, its journal entry is already booked. The edit form doesn’t stop you at that point: the amount, currency, date, and (for non-profits) activity-type fields still look editable, but saving the change is refused, because those fields would silently diverge the booked entry from what the expense record says. Deleting an approved expense is refused for the same reason: deleting it would leave an orphaned journal entry behind. The description, notes, vendor, document, category, and the reimbursable/billable flags stay freely editable, because none of those drive the booked amount.

Someone already finished the review

The Odobri (“Approve”), Zavrni (“Reject”), and Zahtevaj spremembe (“Request changes”) buttons are visible only while an expense is “awaiting review”. If two reviewers open the same expense at once, or you click the same button twice, the first click moves it to a new state and the second one hits this message, because the action you’re attempting is no longer available on this expense.

The document is already attached to another expense

One document (a scanned receipt or invoice) can be the source document of only one expense. This message appears when the app tries to attach that same document to this expense while it’s already attached elsewhere, for example if the same received document was already linked, manually or automatically, to a different, possibly duplicate, expense.

The category name is already taken

Expense category names are unique within a company. This appears when you try to create a new category with a name that already exists (case doesn’t matter).

A record you referenced has disappeared

All six of these messages mean the same thing: a record the expense refers to (the expense itself, its category, vendor, coworker, linked invoice, or linked document) is no longer what it was when you picked it. Most often someone else deleted or renamed it; for a coworker it can also mean they were deactivated in the meantime (for example they left the company), so they can no longer be picked for new expenses even though past expenses stay linked to them. Same pattern as on other documents, see Why does it say something changed while I was working on it?

What to do

The expense is approved

1. The description, notes, vendor, document, category, and reimbursable/billable flags are still editable. Saving those will not be refused.
2. A wrong amount, currency, date, or activity type cannot be fixed from the edit form. Contact your accountant or administrator to correct it directly in the general ledger (for example with a correcting journal entry), rather than trying to change the expense itself.

Someone already finished the review

1. Refresh the page to see the current review state.
2. If it’s already approved, no further action is needed. If it was rejected or sent back for changes, use Uredi in ponovno oddaj (“Edit and resubmit”).

The document is already attached to another expense

1. Find the other expense that has this document attached (search by vendor, amount, or date).
2. Detach it there, or select/upload a different document for this expense.

The category name is already taken

1. Look for an existing category with the same name in the category dropdown and use that one instead of creating a new one.
2. If you genuinely need a separate category, give it a different, distinguishing name.

A record you referenced has disappeared

1. Refresh the page or the list to see the current state.
2. If a coworker is missing, check whether they were deactivated under Upravljaj sodelavce (“Manage coworkers”); if so, pick someone else or reactivate them if needed.
3. If a category, vendor, invoice, or document is missing, pick it again from the refreshed list, or create it first if needed.

If you can’t fix this yourself

If you need a correction to the amount, currency, date, or activity type on an approved expense and you don’t have access to the general ledger, contact support or your accountant and give the expense’s number or description together with the correct amount.