Updating Credit Card Expenses

Access the Review Credit Card Expenses form.

Note: When you review credit card transactions, you can revise only two fields: Transaction Status and Expense Category. No other information can be revised until you apply the expense to the expense report. You can revise only credit card transactions that have not been applied.

To review and revise credit card expenses:

1. On Review Credit Card Expenses, complete the fields in the header portion of the form to locate the credit card transactions that have not been applied.

2. To change the status of the credit card transaction or assign an expense category, select the transaction in the detail area, and then click the link in the Credit Card Trans Number field.

3. On Edit Credit Card Expense, change the value of the Transaction Status, if necessary.

   Note: If you change the transaction status to In Dispute, you can still apply it to the expense report.

4. Assign the value of the Expense Category field, if desired.

   If you do not assign an expense category at this time, you can assign it when you apply the expense to the expense report.

5. Click Save.

   Depending on the setting of a processing option and the value of the Transaction Status field, the system might return an error message or require additional information.

6. Perform one of these actions:

   • If no errors occurred, click Close.

   • If the system returns an error message, the transaction status is either Obsolete or Non-Reimbursable, and the amount is a credit (negative), an auditor must change the transaction status. Click Close.

   • If the transaction status is Applied to Expense Report, the system displays a message to notify you that you must match the credit card transaction to the expense entered on the expense report. Proceed to the next step.

7. In the Message window, click OK.

8. On the Find Matching Expense Entry Record form, to limit the number of records that display, revise the Beginning Expense Date, and then click Find.

   The system displays only the expense detail records that have not been applied to an expense report and that exactly match the values in the Payment Method, Expense Category, and Employee ID fields that appear in the header area of the form.

9. Select the expense to match by clicking the first field to the left of the expense.

   The system updates the field with a check mark when the record is selected. To deselect the expense, double-click the same field to remove the check mark.

10. Click the Update Matching Record button.

    The system displays the credit card transaction next to the record that you selected so that you can confirm that you have selected the correct transaction.

11. On Confirm Matching Expense, if the information is correct, click OK. Otherwise, click Cancel and select another expense.

    If the amounts do not match exactly, the system returns a warning message to notify you of a discrepancy, but does not require you to change the amount on the expense report. Depending on the company's policy, you might be required to change the amount on the expense report to maintain the integrity between the two tables (F09E150 and F20112).