Manage Credit Card Expenses

Use the Submit Expense page to code and submit credit card transactions.

Locate unreconciled credit card transactions

The Expense Admin imports credit card transactions into the system. Following the import, transactions linked to the last four digits of a user's credit card display on that user's Submit Expense page (Employee Tools > Expenses) in the Unreconciled Credit Card Transactions grid.

Add uncreconciled transactions to an expense receipt

If you have not already coded a credit card purchase to an expense receipt, select the Add button for that expense in the Unreconciled Credit Card Transactions grid.

  • This moves the transaction to the Receipts Pending Submission section of the Submit Expense page and automatically creates a new expense receipt with a single credit card expense item on it.

  • In the Receipts Pending Submission grid, select Edit for the credit card expense receipt and code the credit card expense item to the appropriate Charge To account.

Match expense receipts to credit card transactions

You can create expense receipts for your credit card transactions as they happen and later match those receipts to credit card transactions after they are imported.

  • When the matching credit card transaction is imported (matched by date and amount), a green Match button displays for that credit card transaction in the Unreconciled Credit Card Transactions grid.

  • When you select Match, the credit card transaction is moved to the Receipts Pending Submission grid and linked to the matching expense receipt.

  • If multiple expense receipts match a credit card transaction, a pop-up window displays when you select the Match button. You can select the applicable transaction from the dropdown in this window.

Note: If the Expense Admin adds an item description or notes when importing the credit card transaction, that information is added to the description and notes on the expense receipt.

Unlink an expense receipt from a credit card transaction

If you have linked an expense receipt to a credit card transaction by accident, you can unlink the two by selecting Unlink in the upper right of the Edit Expense Receipt page.

Charge a credit card transaction to multiple expense items

To charge a credit card transaction to multiple expense items, link the credit card transaction as described above. The full transaction amount is allocated to the linked expense receipt. You can then add multiple expense items to the receipt and code them to different jobs, GL accounts, or other line types to split the credit card transaction amount as needed.

When the total for the credit card expense items is in balance with the Total Amount on the expense receipt, you can submit the receipt for approval.

See Edit an Expense Receipt for additional help.