Reconciling Transactions

Once a card purchase has been authorized at the point of sale, users will be notified in real time to complete certain tasks dictated by the configurations of the company’s accounting rules.

Function of your card issuer the messages may vary but typically include adding a receipt, a memo, a GL account and or a cost object. 

Receipts prompts happen right at the point of sale either through the extension or via push notification. 

To capture a receipt with the extension simply click on “Add screen capture” or “Upload a receipt” and submit when done. 

On your mobile app, click the notification and simply upload or take a picture of the receipt.

Any of these actions as well as the review of your transactions can be done in the “Transactions” menu on your extension, mobile app or web application.

There you can see all transactions by status.

“Pending” transactions are all transactions that have been authorized. You can click on the transaction and make sure you have all information needed completed. Note that function of your issuer the G/L account will auto-populate once the transaction is settled. Shall you decide to fill a G/L account prior to this, the account will be automatically updated based on the accounting automation rules set here.

“Flagged” transactions are all transactions that require the user’s attention. Clicking on them, the system will indicate what information is missing or what action may be needed. Once the work is done the transaction will turn “Ready”

To enter a G/L account simply click on the G/L account field and search for the available accounts you can choose from. The same approach works for Cost objects.

To itemize a transaction click on the G/L account or cost object field and click add as many times as you need to split the transaction. Then enter the G/L accounts and or Cost Objects you need to reflect the itemization.

By clicking on “Client charge” on an item you are indicating that this specific charge is chargeable to a third party. This will indicate the client charge on the report and function of the accounting configuration (see here) will trigger the usage of an alternative account. While the alternative account is not visible for the user, it will be available in the accounting files for integration.

To add a description of your transaction use the memo field as indicated by your company.

Once all transactions are ready, they will turn “Ready” in green and will be ready to be synced with your company’s account system. Once done, transactions will disappear from the accounting menu.