When your Finance team import your company card statement, ExpenseIn system will look to see if it can match the imported expenses to any receipts from your unattached receipts area, or any draft company card expenses already created.
For more information on the matching process, please see our Help Article on Matching Rules for Imported Expenses.
Imported expenses are highlighted in the Draft area by an adjacent credit card icon.
Your company will likely have a policy rule in place that stops you from submitting any company card expenses that have not been imported.
This means, if you have manually created a card expense that has not matched to the imported transaction from the statement, you will have two draft expenses for the same thing, but can only submit the imported expense.
You may be able to able to use the Merge feature to merge Incomplete imported company card expenses with manually created company card expenses.
If you are unable to merge an expense, and to allow you to submit your expenses, you will need to attach the correct receipt to the imported expense. You will also need to complete the expense by adding any additional information like a category or description.
Completing an imported expense
1. Click on the imported company card expense (with the card icon next to it) that you want to complete.
2. Once the expense is expanded, click on the Edit button that appears.
3. Fill in the expense form, ensuring the correct category is selected.
4. Click the Choose a Receipt icon.
5. Click Choose an Existing Receipt to select from a receipt you have already uploaded to your ExpenseIn account; if your receipt is attached to an expense you already created, click the Attached tab.
Alternatively, click Browse Computer to select a receipt file saved on your computer.
6. Click the receipt to add it to the expense.
7. Click Update to save the expense to your Drafts.
You can now delete any manually created expenses in the Draft area. To do this, click the expense to expand it, then click the Delete button.
Follow the same process for any expenses where the system has not matched the imported expense to the expense you manually created. Only the imported expenses with the card symbol should remain in your draft area, with the correct receipts attached to them.