> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/project/envelopes.md).
# Manage envelopes
See a production's envelopes, rename and number them, export them, mark them posted, delete them and review fully approved ones.
Use the Envelopes page to see the envelopes on a production and to rename, export, post and delete them. Open it from **Project > Envelopes** in the sidebar, which shows it to Owners, Super Admins, Managers and Department Heads.
{% hint style="info" %}
If your company uses envelope transaction numbers or PCP posting, you also see the **Transaction #** column, or the **Posted** tab and PCP files. If your company sends transactions to ProBooks, you can't rename or delete envelopes.
{% endhint %}
You make envelopes from receipts with **Create Envelope** on the Transactions page. See [Create envelopes from transactions](/transactions/transactions/envelopes.md). To approve an envelope's receipts, see [Review an envelope](/approvals/review/review-envelopes.md).
Owners, Super Admins and Managers see every envelope. Department Heads see envelopes made for them or for people whose transactions they can see, and envelopes holding a receipt they can see or have acted on, or need to act on, in approval.
## Find an envelope
When receipts on your production have approvers, the list is split into tabs, each with a count:
* **In progress**: envelopes with receipts still going through approval.
* **Fully approved**: envelopes where every receipt you can see that has approvers is approved. An envelope whose receipts have no approvers counts as fully approved.
* **Posted**: if your company posts envelopes from a PCP file, envelopes that were "Downloaded in a PCP file or marked as posted. Select envelopes here to export them again."
When receipts have no approvers, there are no tabs, and every envelope is in one list. Receipt approvers are set on [Approvals > Configure](/approvals/configure.md).
| Column | What it shows |
| --------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Envelope Name** | The envelope's name. You can rename it here. |
| **Transaction #** | If your company tracks transaction numbers on envelopes, a number you type in. |
| **Created By** | Who made the envelope. |
| **Total Amount** | The total of the envelope's receipts that you can see, in US dollars. |
| **Next Approval Step** or **Approval Status** | Where the envelope is in approval. Shown only when receipts have approvers. |
| **Created** | The date the envelope was made. |
| **Posted** and **Posted By** | If your company posts envelopes from a PCP file, the date the envelope was first posted and who posted it. Shown on the **Posted** tab, or in the one list when there are no tabs. |
Depending on how your company's approvals are set up, the approval column is one of these:
* **Next Approval Step** shows the most urgent step any receipt you can see is at, in this order: **Rejected, needs resubmit**, **Rejected, needs re-escalation**, **Submit for approval**, **Needs approval**, **Send for approval**, **Needs escalated approval**. It reads **Fully approved** once every receipt with approvers is. Point at it to see how many receipts are at each step and the date the oldest open one started waiting.
* **Approval Status** reads **Needs Approval** while any receipt is waiting, then **Approved**.
## Rename an envelope
1. Select the envelope's **Envelope Name** cell.
2. Type the new name.
3. Press Enter, or select anywhere outside the cell.
You see "Updated envelope name". The name can't be empty, and it can't be the name of another envelope you can see, on any tab. If it is, you see "Envelope name is already in use" and the name doesn't change. If your company sends transactions to ProBooks, the name can't be edited.
## Add a transaction number
If your company tracks transaction numbers on envelopes:
1. Select the envelope's **Transaction #** cell.
2. Type the number, up to 50 characters. To remove it, clear the cell.
3. Press Enter, or select anywhere outside the cell.
You see "Updated transaction #". The envelope's zip file name then ends in " - Tx #" and the number.
## Export envelopes
1. To export particular envelopes, tick their boxes. The box at the top selects every row the current filters show. Switching tabs clears the selection.
2. Select **Export** above the table.
3. Choose an option. Each one shows what it will include.
* **Transactions (Excel)**: one Excel file with the transactions in the selected envelopes. With none ticked, it covers the envelopes on the current tab, and a second option covers every envelope. Without tabs, it covers every envelope. Owners, Super Admins and Managers only.
* **PCP file**: see "Post envelopes" below.
* **Envelope zips with receipts**: one zip file per selected envelope. It's greyed out until you tick envelopes, and the selection clears when the zips start.
* **Envelope list (Excel) ยท rows shown**: the table itself, with the rows your filters show.
To export one envelope, select the **...** menu at the end of its row, then **Export Envelope**.
An envelope's zip is named after the envelope. It holds Excel files of its transactions and a **files** folder with each transaction's documents, named by vendor and date. The zip also has a PDF of the transactions.
Up to three zips are made at a time. While they're being made, a panel above the table says "Exporting N envelopes" and lists them under "Generating:" and "Queued (N):". Each zip downloads when it's ready.
## Post envelopes
{% hint style="info" %}
If your company posts envelopes from a PCP file, Owners, Super Admins and Managers can post envelopes here. Only fully approved envelopes can be posted.
{% endhint %}
### Download a PCP file
1. Tick the envelopes to post, or leave all unticked. With tabs, they're on the **Fully approved** tab.
2. Select **Export**, then the **PCP file** option.
With nothing ticked, the file holds every fully approved envelope that isn't posted yet. With envelopes ticked, it holds only the fully approved ones among them. The option shows how many qualify, and when some don't, a message names the envelopes left out. If none of the ticked envelopes qualify, the option is greyed out.
Only card charges go into a PCP file. Each envelope with charges in the file is marked posted, with today's date and your name, and with tabs it moves to the **Posted** tab. If there are no fully approved card charges, you see "No fully approved card charges to export".
To download a PCP file for posted envelopes again, tick them on the **Posted** tab. They keep the date they were first posted.
### Mark an envelope as posted
To post a fully approved envelope without a PCP file, select the **...** menu on its row, then **Mark as posted**. With tabs, it moves to the **Posted** tab.
### Take an envelope out of Posted
Select the **...** menu on the envelope's row, then **Move back to Fully approved** or **Move back to In progress**, depending on its approval. Without tabs, the option is **Unmark as posted**. Its **Posted** date and **Posted By** are cleared.
## Delete an envelope
1. Select the **...** menu at the end of the envelope's row.
2. Select **Delete Envelope**.
3. The "Delete Envelope" window says the transactions in the envelope won't be deleted, only removed from it. Select **Confirm**.
You see "Envelope deleted successfully". If your company sends transactions to ProBooks, **Delete Envelope** is greyed out.
{% hint style="danger" %}
Deleting an envelope can't be undone. Its receipts stay on the production, out of any envelope.
{% endhint %}
## Review a fully approved envelope
You can read through a fully approved envelope's receipts in one scroll. This view is read-only.
1. On the **Fully approved** or **Posted** tab, select the eye button (**Review envelope**) on the envelope's row.
2. Scroll through the receipts. Each one shows its document on the left, and on the right its place in the envelope (such as "2 of 9"), status, vendor, total, line items and details. Select **History** to see its approval history.
3. To work on a receipt, select **Open**. The transaction opens on the Transactions page in a new tab.
4. "End of receipts" marks the bottom. Select **Envelopes** at the top to go back to the list, on the same tab, with the same filters and selection.
Instead of the receipts, you may see one of these messages, with **Back to Envelopes**:
* "Envelope review needs a screen at least 768px wide." On a phone, use a computer instead.
* "This envelope isn't fully approved yet."
* "None of this envelope's receipts are visible to you."
* "This envelope isn't available." The envelope was deleted, or you can't see it.
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