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Matching new card payments to expenses

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Matching new card payments to expenses

Relevant to the hmtoggle_arrow0Submitter role.


Overview

If you use a corporate payment card to pay for expenses, the card statement will be periodically uploaded by your Finance team. This process is typically performed at the end of each month.

After your Finance team have uploaded the card statement, you will see the number of New card payments shown in the top left corner of the credit_card1 Edit Payment tile on your home1 Home page.

You will be required to justify your card payments by matching each payment to a new expense, or matching it to an existing expense that you previously created.


When to match new card payments to expenses

Why

You have purchased a business or fuel expense using a corporate payment card.

You need to justify the card payment by matching it to an expense.

When NOT to match card payments to expenses

Why

You have purchased a business expense or fuel expense using a personal payment card or your own cash.

You need to be reimbursed for the expense costs incurred - refer to Capturing Payment Expenses

 

Match a card payment to a new expense

note_image Note: This process is common for Submitters who have not created expenses prior to the card statement being issued and the payments being made visible within the application.

If you've already created an expense for a card payment please refer to Match a card payment to an existing expense.

1.Sign in to the Zetadocs Expenses app on your mobile device, or Zetadocs Expenses website using your Microsoft or Zetadocs account details.

2.From the home1 HOME page, choose the credit_card1 Edit Payment tile - This will display a list of the new payment card transactions that you may match to a new expense.

3.Choose a card payment that you want to create a new expense for.

4.Choose the Edit button.

5.Populate the expense with any relevant information that is missing from the expense e.g. Description.

6.Choose the paper_clip1 paper clip icon or Add Receipt to take a photo of your receipt and attach the image – the receipt image will then be uploaded and attached to the expense so its available during the approval process. Repeat this step if you want to add additional evidence for the expense.

Please ensure you have attached the correct type of receipt to satisfy the tax authorities in your region e.g. a VAT receipt detailing the VAT amount and the vendors VAT number.

7.Choose Save to match the new 'Draft' expense to the card payment.

note_image Note: After doing the above, the payment will no longer be shown in the 'New card payments to match to expenses' list. It will now be visible in the "Draft expenses to submit for approval' list instead.

8.Repeat this process for all other unmatched card payments, for which you have not previously created an expense.

9.You can now create any additional (reimbursable) expenses you've incurred and submit an Expense Report for approval as normal.

tip_imageTip: If you have matched a card payment to the wrong expense, you can easily un-match it by editing the expense and choosing Unmatch Payment.

This de-couples the card payment from the expense.

You can then match the expense to the correct card payment by choosing Match to Payment.

 

Match a card payment to an existing expense

note_image Note: This section is applicable to Submitters who have already created an expense without matching it to a card payment.

This process is common for all submitters who create expenses as they are incurred; before the card statement has been issued and the payments are visible within the application.

1.Sign in to the Zetadocs Expenses app on your mobile device, or Zetadocs Expenses website using your Microsoft or Zetadocs account details.

2.From the home1 HOME page, choose the credit_card1 Edit Payment tile - This will display a list of the new payment card transactions that you may match to an existing expense.

3.Choose the card payment that you want to match to an existing expense.

4.Choose the Match button.

5.A list of any existing expenses (that are dated within one month of the payment date) will be shown - select the expense that you would like to match the payment too.

6.Choose the Match button to match the card payment to the existing 'Draft' expense.

note_image Note: After doing the above, the payment will no longer be shown in the 'New card payments to match to expenses' list.

7.Repeat this process for all other unmatched card payments.

8.You can now create any additional (reimbursable) expenses you've incurred and submit an Expense Report for approval as normal.

tip_imageTip: If you have matched a card payment to the wrong expense, you can easily un-match it by editing the expense and choosing Unmatch Payment.

This de-couples the card payment from the expense.

You can then match the expense to the correct card payment by choosing Match to Payment.