Processing Credit Card Transactions in Travel Expense Report

Credit card invoice transactions are handled in the Travel section by creating a link from the credit card invoice received in accounts payable. This procedure allows employees to see their own credit card transactions, select the cost type, and attach a receipt to the transaction row. Transactions are posted to bookkeeping on the credit card invoice. Recorded travel expense report rows are not paid to the employee but are directly allocated to the credit card invoice in accounts payable. The credit card invoice must be unprocessed to make the link. Invoices that have been reviewed or approved cannot be allocated.

Linking a credit card invoice to travel management

1. Select Purchases > Purchase invoices > Open purchase invoices.
2. Open the credit card invoice from accounts payable.
3. Select Purchase invoice actions > Select purchase invoice rows to be displayed in travel management.
4. Select from the dropdown menu in the opened view Employee you want to handle the specific credit card transaction row.
5. Select "No travel expense report handling" if you want to leave the row unallocated to an individual employee (for example, penalty interest).
6. Select Save allocations.

Handling a credit card transaction in travel management

Linked credit card invoice rows are visible to the employee as Open purchase invoice transactions.

1. Select Travel > Allocate purchase invoice rows to travel expense report.
2. Select from Travel title whether to create a new travel expense report from the transactions or allocate the rows to an existing travel expense report (image, point 1).
3. Select the correct cost type for the transaction row from the Record type menu (image, point 2).
4. Select the desired transaction rows by checking the checkbox once the cost types are selected (image, point 3).
5. Select Create travel expense report rows (image, point 4).
   
6. Handle the opened travel expense report in the usual way (for example, add attachments or edit Calculation targets).
7. Add normal transaction rows to the travel expense report that are to be paid to the employee if necessary (for example, daily allowances related to the same trip).
8. Select Confirm selected when the travel expense report is ready. The travel expense report will move to be reviewed and approved depending on the status.

Approving and paying the travel expense report

Approve the travel expense report row linked to the purchase invoice. Linked transactions move directly to paid status. Only the ordinary transaction rows possibly added to the same travel expense report are approved, after which they can be transferred to payment or included in the next payslip to be generated.

Review travel expense reports linked to the purchase invoice as follows:

1. Open the purchase invoice.
2. Select Purchase invoice actions > Linked travel expense reports.

Frequently asked questions

Why can't I link the credit card invoice to the travel expense report?
The credit card invoice must be in the "unprocessed" status. If the invoice has already been reviewed or approved, it can no longer be allocated.

Are linked rows paid to the employee?
No. Linked rows move directly to "paid" status after approval, as they are allocated to the credit card invoice in accounts payable. Only separately added ordinary rows (e.g., daily allowances) are paid to the employee.

How do I handle interest or other costs that do not belong to the employee?
Select "No travel expense report handling" as the employee during the linking phase. This way, the row is not allocated to an individual person.

Keywords: Credit card invoice, Travel expense report, Accounts payable, Linking, Cost type, Posting

Did you find it helpful? Yes No