Editing, Archiving and Deleting Time Entries and Expenses

Overview

EVX Software allows users to edit, archive, or delete different project records:

  • Time Entries
  • Budgeted Expenses
  • Actual Expenses

The actions available to each user depend on:

  • User role
  • Workspace permissions
  • Record type
  • Invoicing status

This document explains how these actions work today and what users should expect.

1. User Roles and General Rules

Super Administrator

A Super Administrator has full control over all records in the system.

They can:

  • View all Time Entries, regardless of approval status
  • Edit any Time Entry
  • Archive Time Entries
  • Delete Time Entries (only if not invoiced)
  • Edit, archive, and delete Budgeted Expenses
  • Edit and delete Actual Expenses (only if not invoiced)

Administrator, Manager and Executive

These roles have limited control, based on workspace permissions.

They can:

  • Edit Time Entries only if they have permission to the related workspace

With their default permission they cannot:

  • Archive/delete Time Entries that they do not see

2. Time Entries

Viewing Time Entries

  • Super Administrators can view all Time Entries
  • Administrators, Managers and Executives:
    • Can see and edit Time Entries once Approval Status is set and workspace access is granted

Editing Time Entries

  • Super Administrator: can edit any Time Entry
  • Other roles: can edit Time Entries only if they have access to the workspace

Archiving Time Entries

  • Only Super Administrators can archive Time Entries
  • Archiving works correctly for:
    • Small selections (1–5 entries)
    • Large selections (e.g. full page)
  • Archived entries appear in the Archive folder

Deleting Time Entries

  • Only Super Administrators can delete all Time Entries
  • Other roles can delete only Time Entries where they have access
  • Only non-invoiced Time Entries can be deleted
  • Invoiced Time Entries are protected

3. Budgeted Expenses

Editing Budgeted Expenses

  • All roles can edit Budgeted Expenses

Archiving Budgeted Expenses

  • Super Administrators can archive Budgeted Expenses
  • Archived items appear in the Archive folder

Deleting Budgeted Expenses

  • All roles can delete Budgeted Expenses
  • No invoicing restriction applies

4. Actual Expenses

Editing Actual Expenses

  • All roles can edit Actual Expenses

Deleting Actual Expenses

  • All roles can delete Actual Expenses
  • Only non-invoiced Actual Expenses can be deleted
  • Invoiced Actual Expenses cannot be deleted