Helpsite refractor fixing duplicates#83294
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| - Attendees | ||
| - Tags | ||
| - Report assignment | ||
| - Receipt images |
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Readability violation -- Duplicate and inconsistent list items: Lines 29-37 contain duplicate entries. "Receipt images" appears twice (lines 34 and 37), and "Category" appears both as a standalone item (line 29) and again combined with tags/billable status (line 35). The indented "Receipt images" on line 34 also breaks the flat list structure.
Suggested fix: Remove the duplicate "Receipt images" and the duplicate "Category, tags, reimbursable and billable status" entry. Consolidate into a single clean list, for example:
- Category
- Description
- Attendees
- Tags
- Report assignment
- Receipt images
- Reimbursable and billable status (if the report is Draft or Outstanding)
- Amount (if not a company card expense)
| **Note:** Expenses with violation can be submitted manually, they cannot be submitted automatically. The violation will still appear but will not block submission if a comment or explanation is provided. | ||
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Readability violation -- Grammar error: "Expenses with violation can be submitted manually" is missing an article. Should read "Expenses with a violation can be submitted manually." Additionally, this is a comma splice -- two independent clauses joined only by a comma. Consider splitting into two sentences or joining with a semicolon.
| **Note:** Expenses with a violation can be submitted manually; they cannot be submitted automatically. The violation will still appear but will not block submission if a comment or explanation is provided. |
| 6. Once complete, tap **Save** again. | ||
| Violations appear with a note explaining which rule has been broken. You can resolve a violation by: | ||
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| - Editing the expense to resolve the violation so it complies with the Workspace rules, or |
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Readability violation -- Confusing sentence: "Violations should be resolved before reports are submitted and can be approved" reads ambiguously -- it is unclear whether "can be approved" is a parallel action or a consequence. Consider rephrasing for clarity.
| - Editing the expense to resolve the violation so it complies with the Workspace rules, or | |
| A violation is a flag applied to expenses that break Workspace rules, such as missing required Categories or Tags, or exceeding the allowed amount. Violations should be resolved before reports are submitted for approval. |
| **On Mobile:** | ||
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| **Note:** If the two expenses are on different reports, you'll be asked to choose which report the new expense should be added. | ||
| 1. Tap the **Expenses** tab. |
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Style compliance violation -- Inconsistent platform instruction: In the Mobile section for splitting, step 5 says "Click Save" instead of "Tap Save". Mobile instructions should consistently use "Tap" rather than "Click."
| 1. Tap the **Expenses** tab. | |
| 5. Tap **Save**. |
| SmartScanned receipts are designed to merge with matching card feed transactions. A failed merge creates two expenses for one purchase: | ||
| - A SmartScan-only expense (marked as "SmartScanned") | ||
| - A card feed-only expense (marked as "Imported") | ||
| If duplicate expenses are detected, tap **Resolve now**, then tap **Merge expense**. |
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Readability violation -- Missing period at end of step: Step 3 is missing a period at the end of the sentence ("Click the red Trash icon").
| If duplicate expenses are detected, tap **Resolve now**, then tap **Merge expense**. | |
| 3. Click the red **Trash icon**. |
| Resolving duplicates helps keep your reports clean and accurate. | ||
| 1. Tap **Expenses**. | ||
| 2. Select the expense you want to delete. | ||
| 3. Tap **More Options**. |
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Readability violation -- Grammar error: "ask approver or Workspace Admin" is missing an article. Should be "ask an approver or Workspace Admin."
| 3. Tap **More Options**. | |
| If you need to edit an expense on a submitted report, ask an approver or Workspace Admin to Unapprove the report. |
HelpDot Documentation ReviewOverall AssessmentThis PR restructures duplicate-expense guidance by deleting an unlisted catch-all article ( Scores Summary
Key FindingsCritical Issues
Moderate Issues
Positive Aspects
RecommendationsMust fix before merge:
Should fix:
Nice to have:
Files Reviewed
Note: Detailed line-by-line feedback has been provided as inline comments. |
| ## How to resolve an expense violation | ||
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| Each split becomes its own expense, and the image of the same receipt is attached. You can assign different categories, tags, or details to each one. | ||
| A violation is a flag applied to expenses that break Workspace rules, such as missing required Categories or Tags, or exceeding the allowed amount. Violations should be resolved before reports are submitted and can be approved. |
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AI Readiness violation -- Heading hierarchy issue: "How to resolve an expense violation" is a ## subheading under "# How to edit an expense", but resolving violations is a distinct task from editing expenses. This could confuse AI retrieval since the heading implies it is a sub-task of editing. Consider promoting this to a # level heading, or restructuring so it is clearly a separate section.
| internalScope: Audience is members and approvers managing expenses. Covers why duplicate expenses occur and how to prevent SmartScan and card feed merge failures. Does not cover how to edit, merge, split, or delete expenses step-by-step. | ||
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| Duplicate expenses typically occur when a SmartScanned receipt does not merge with its matching imported card transaction. This guide explains why duplicates happen and how to prevent them. |
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Readability violation -- Redundant intro paragraph: The intro text on line 8 ("Duplicate expenses typically occur when a SmartScanned receipt does not merge with its matching imported card transaction. This guide explains why duplicates happen and how to prevent them.") is nearly identical to the H1 + H2 section that immediately follows on lines 10-13. The "Why duplicate expenses happen" section restates: "Duplicate expenses most commonly occur when a SmartScanned receipt doesn't merge with a matching card transaction as expected." Consider making the intro distinct or removing the redundancy from the H2 body.
| If expenses are duplicated because they failed to merge automatically, you can manually merge or delete the duplicate as needed. | ||
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| For step-by-step instructions, see: | ||
| - [Merge Expenses](https://help.expensify.com/articles/expensify-classic/expenses/Edit-expenses#merge-expenses) |
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Readability violation -- Potentially broken anchor link: The link Edit-expenses#delete-an-expense uses the anchor #delete-an-expense, but the corresponding heading in the updated Edit-expenses.md is "# How to delete expenses". The generated anchor would be #how-to-delete-expenses, not #delete-an-expense. Please verify and update the anchor to match the actual heading.
Similarly, the "Merge Expenses" link on line 62 points to #merge-expenses, but the heading in the updated file is "## How to merge expenses", which would generate #how-to-merge-expenses.
| - Avoid uploading the same receipt multiple times | ||
| - Do not edit key fields (amount, date, currency) while SmartScan is processing | ||
| - Wait for the card transaction to post before manually resolving duplicates | ||
| - Review duplicate warnings before submitting or approving a report |
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Readability violation -- Missing horizontal rule separator: There is no --- separator between "How to prevent duplicate expenses" (line 48) and "How to fix duplicate expenses" (line 56), whereas all other sections in this article use horizontal rule separators. Add a --- before this section for consistency.
| internalScope: Audience is members and approvers managing expenses. Covers why duplicate expenses occur and how to prevent SmartScan and card feed merge failures. Does not cover how to edit, merge, split, or delete expenses step-by-step. | ||
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| Duplicate expenses typically occur when a SmartScanned receipt does not merge with its matching imported card transaction. This guide explains why duplicates happen and how to prevent them. |
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Readability violation -- Redundant intro paragraph: Same issue as the Classic version. The intro text restates what the "Why duplicate expenses happen" section says almost verbatim. Consider differentiating the intro or trimming the repetition from the body section.
| - Review duplicate warnings before submitting or approving a report | ||
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| ## How to fix duplicate expenses | ||
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Readability violation -- Missing horizontal rule separator: There is no --- separator between "How to prevent duplicate expenses" (line 51) and "How to fix duplicate expenses" (line 59), unlike every other section in this article. Add a --- before this heading for visual and structural consistency.
| If the foreign exchange difference exceeds five percent, the expenses will not merge automatically. | ||
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| ## Can SmartScan merge expenses after a report is submitted? | ||
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AI Readiness / Content accuracy concern: This FAQ answer references report states "Outstanding, Approved, Paid, or Done" which are Expensify Classic report states. New Expensify may use different report state terminology. Since this article is in the new-expensify path, verify that these statuses are accurate for New Expensify, or update them to match the New Expensify terminology.
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| Duplicate expenses typically occur when a SmartScanned receipt does not merge with its matching imported card transaction. This guide explains why duplicates happen and how to prevent them. | ||
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| # How to prevent duplicate expenses in Expensify |
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AI Readiness / Duplicate content concern: This article's body content (lines 10-89) is nearly identical to docs/articles/expensify-classic/expenses/How-to-prevent-duplicate-expenses.md. The only differences are two cross-reference links. For AI retrieval accuracy, New Expensify and Expensify Classic articles should reflect platform-specific behavior, terminology, and UI flows. Consider tailoring the New Expensify version to describe the duplicate detection and resolution experience specific to New Expensify (e.g., how duplicates surface in the chat-based expense flow, New Expensify-specific UI elements).
| keywords: edit expenses, split expenses, merge expenses, delete expenses, Expensify Classic, expense permissions, company card, SmartScan, Workspace Admin | ||
| title: Edit expenses | ||
| description: Learn how to edit, split, merge, or delete expenses in Expensify, including permissions and limitations. | ||
| keywords: edit expenses, split expenses, merge expenses, delete expenses, expense permissions, company card expense, Workspace Admin |
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AI Readiness violation -- Keywords format inconsistency: The keywords field here uses a bare comma-separated list, while the new How-to-prevent-duplicate-expenses.md articles use bracket notation [keyword1, keyword2, ...]. For consistency across HelpDot articles and proper YAML parsing, consider using the same bracket format:
| keywords: edit expenses, split expenses, merge expenses, delete expenses, expense permissions, company card expense, Workspace Admin | |
| keywords: [edit expenses, split expenses, merge expenses, delete expenses, expense permissions, company card expense, Workspace Admin] |
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| - [Merge Expenses](https://help.expensify.com/articles/expensify-classic/expenses/Edit-expenses#merge-expenses) | ||
| - [Delete Expenses](https://help.expensify.com/articles/expensify-classic/expenses/Edit-expenses#delete-an-expense) |
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The two help links here still point to old Edit-expenses fragment IDs (#merge-expenses and #delete-an-expense), but this commit also renamed those target headings in docs/articles/expensify-classic/expenses/Edit-expenses.md to “How to merge expenses” and “How to delete expenses.” With mismatched anchors, readers are sent to the page without jumping to the relevant section, which breaks the remediation flow described in this article.
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Moved
Understanding Duplicatesinto help site nav and renamed to more accurately reflect scope. Also edited peripheral articles to reduce overlap for better AI retrieval.