1. Recategorize a receipt or expense as a bill or purchase order
To recategorize from the detail view:
Go to Expenses and open the receipt or expense.
Click the Actions menu, shown as the ... button.
Select Re-categorize as a bill or Re-categorize as a purchase order.
Adaptive saves the change and opens the new bill or purchase order.
Note: Re-categorization is available from Draft or For review. You need permission to edit receipts or expenses. To recategorize as a bill, you also need permission to add bills. To recategorize as a purchase order, you need permission to add or manage purchase orders.
2. If a receipt or expense cannot be recategorized
If you do not see a re-categorization option, the transaction may be in a status where it cannot be recategorized directly.
Move a receipt back to draft
If the receipt is in For review or For approval:
Open the receipt or expense.
Click the Actions menu.
Select Revert to draft.
Open Actions again and choose the re-categorization option you need.
Remove a published receipt from QuickBooks
If the receipt has already been synced to QuickBooks:
Go to Expenses.
Open the receipt, or select it from the list.
Click Actions.
Select Remove from QuickBooks.
After the receipt is back in Draft, use the re-categorization option you need.
If the receipt is linked to a draw, Adaptive may ask whether to Delete line on draw or Keep line on draw before moving it back to draft.
Important: Locked receipts must be unlocked before you can recategorize them. If a receipt was exported, unlock it first, then run the re-categorization action.
3. Re-categorize receipts or expenses in bulk
You can re-categorize multiple transactions from the list view.
Go to Expenses.
Open the Draft or For review tab.
Select one or more receipts or expenses.
Click Actions.
Choose Re-categorize as a bill or Re-categorize as a purchase order.
Some bulk actions may be disabled if a selected transaction is still processing, locked, archived, synced to QuickBooks, in the wrong status, or missing the required permissions.
4. Re-categorize a bill as a receipt or purchase order
To re-categorize a bill:
Go to Bills and open the bill.
Click the Actions menu, shown as the ... button.
Select Re-categorize as a receipt or Re-categorize as a purchase order.
Adaptive saves the change and opens the new receipt or purchase order.
Note: Re-categorization is available from Draft, Approval, and Payment approval. You need permission to edit the bill. To recategorize as a receipt, you also need permission to add or edit receipts. To recategorize as a purchase order, you need permission to add or manage purchase orders.
5. If a bill cannot be recategorized
If you do not see a re-categorization option, the bill may be in a status where it cannot be recategorized directly.
To move a bill back to draft:
Open the bill.
Click the Actions menu.
Select Revert to draft.
In the confirmation window, click Revert to draft.
Open Actions again and choose the re-categorization option you need.
If the bill is linked to a draw, Adaptive may ask whether to Delete line on draw or Keep line on draw before moving the bill back to draft.
Important: Bills that are paid, partially paid, or have payment activity in progress cannot be recategorized directly. You may need to cancel or delete the associated payment before recategorizing the bill.
Important: Bills linked to a purchase order cannot be recategorized. Remove the purchase order link first, or contact support if you are unsure how to proceed.
6. Re-categorize bills in bulk
You can re-categorize multiple bills from the list view.
Go to the Bills page.
Select one or more bills in Draft, Approval, or Payment approval.
Click Actions.
Choose Re-categorize as a receipt or Re-categorize as a purchase order.
Some bulk actions may be disabled if a selected bill is still processing, locked, archived, in the wrong status, linked to a purchase order, or missing the required permissions.
7. Limitations
Keep these limitations in mind:
Purchase orders cannot be recategorized back into bills or receipts from the same Actions menu.
Pending bills and receipts may not be available for re-categorization until Adaptive finishes processing them.
Bills that are paid, partially paid, have payment activity in progress, or are linked to a purchase order cannot be recategorized directly.
Published receipts must be removed from QuickBooks before they can be recategorized.
Credit card placeholder transactions cannot be recategorized as purchase orders.
Locked receipts must be unlocked before you can run other actions, including re-categorization.
If you have any questions or want to share feedback, feel free to reach out at [email protected].