In Tallie, you are able to track both corporate card (non-reimbursable) and reimbursable expenses. On the Credit Cards page, each credit card profile has a "Non-reimbursable (company pays this card)" box. Checking this box will make all transactions imported from the card non-reimbursable. In addition, users can also map corporate credit card expenses manually to make them non-reimbursable.
On the Purchases page, credit card transactions are differentiated by color on the expense tiles.
Editing Corporate Card Transactions
Credit card transactions can sometimes take a few days to populate into the system. This is because the bank will not send Tallie the credit card data until the transaction has actually posted on the bank site. More often than not, you will have the receipt on hand for a corporate card expense and you do not want to lose the receipt between the time of purchase and transaction posting into Tallie. What you can do is take picture of the receipt on the mobile app, upload the receipt directly to the website, or forward an emailed receipt to Tallie. This will ensure that your receipt is stored in Tallie. Once the credit card transaction has imported to Tallie, you should expect 1 of 3 things to occur:
- If the receipt details (merchant, date, & amount) match the imported credit card transaction identically, Tallie will auto-merge the receipt with the credit card charge.
- If there is a slight variance in information around merchant, date, & amount, but Tallie is somewhat confident that both the receipt and the charge belong together, the system will return with a "possible duplicate" flag. The "possible duplicate" flag will prompt you to merge the receipt with the credit card charge.
- If Tallie does not auto-merge the receipt to the transaction or generate the "possible duplicate" flag, then the user is able to manually merge the receipt to the imported credit card expense.
Automatic Reports and Submission
When new transactions are added to Tallie, they are automatically bundled into an expense report titled New Expenses. The New Expenses report will always contain data that is reimbursable unless the user moves transactions from other reports into it. On the other hand, when corporate card transactions are imported, Tallie uses the [statement end date] – [last 4-digits of the card number][bank][subaccount][(CORP)], for example, “9/30/17 – 1234 Expense Wells Fargo Credit Card (CORP)”. By default, only the corporate card transactions for the statement cycle will appear in these reports, however, users are able to move transactions in and out of this report and the report name can be changed.
To access the list of unsubmitted expense reports, including New Expenses, click on Expense Reports in the navigation bar. Unsubmitted expense reports will be listed on the left - select a report to view, edit, print, or submit it.
When working on your corporate card reports, there are a few items to keep an eye on prior to submitting:
- The automatic report will contain a credit card icon.
- The auto-generated corporate card report naming convention will be applied to the report header.
- The statement cycle date range will be noted below the report header. This is because the system is expecting to import all of the transaction data
- Reports containing only corporate card data will indicate this on the top right of the report. If you submit a report with a mix of corporate and reimbursable transactions, Tallie will split this out into 2 subtotals.
- If your admin is expecting to see a full report with only corporate card data, please ensure that all transactions contain the credit card icon next to the amount.
When you have reached the end of the credit card statement cycle and you have coded all of your data, simply click the green "Submit Report" button to send it off to your approver.