Corporate Card with Personal Payment Responsibility - Managing Receipts and Transactions

Here is a guide to effectively handle your receipts and reports.

If you have a corporate card with personal payment responsibility linked to Expense, you can easily create expenses and manage transactions. Here is a guide to effectively handle your receipts and reports.

Creating an Expense for Corporate Card with Personal Payment Responsibility

1. Open the Expense App
   Click on the plus icon and select Create Purchase.

2. Capture Receipt or Select Image
   Take a picture of the receipt or choose an existing image from your photo library by pressing your phone’s back button.

3. Automatic Receipt Scanning
   Expense will automatically scan the receipt and retrieve details such as date, amount, VAT, location, and vendor.

4. Select Corporate Card
   Mark the corporate card as the payment method and add a comment about the purchase.

5. Review and Save
   Ensure that the amount and other details are correct, then click Save.

6. Receipt Management Tip
   Capture receipts continuously throughout the month, as close to the purchase time as possible. Expense will notify you when the transaction is delivered and ready for the next step.

Posting Corporate Card Transactions with Personal Payment Responsibility

1. Go to “To Report”
   Open the Expense app and click To Report.

2. Review Current Card Report
   Select the current report and review the transactions.

3. Mark Private Transactions
   For transactions you don’t wish to get reimbursed for, select Private Marking through the three dots menu. These transactions will not be visible to your manager or administrator once you submit the report.

4. Post Transactions
   Choose a transaction and click Post. Select the applicable account or click Purchase for quick selection options. Follow your company’s internal posting guidelines and verify the VAT amount before saving.

5. Post Representation Expenses
   If the transaction involves representation, select this option at the posting stage and complete the following fields:

   • Number of attendees
   • Names of attendees
   • Purpose
   • For external representation, include the company name

6. Post and Submit
   Post all transactions and submit the report. When capturing receipts, write detailed comments to easily copy this information into the representation fields later.

Adding a Receipt to an Existing Transaction

1. Capture Receipt for Corporate Card Transaction
   If a corporate card transaction is already in Expense, go to To Report, select the current report, and then the transaction.

2. Add Receipt
   Click on the camera icon and capture the receipt or select an image from the photo library.

3. Save
   Expense will automatically link the receipt to the selected transaction. Click Save.

Submitting Without Posting

If your company does not require you to handle the posting step as a user, follow these steps:

1. Open the Expense App
   Go to To Report and click Current Report.

2. Review the Report
   Verify that the receipt is attached and that the comment is clear and informative.

3. Submit
   Once all details have been reviewed, click Submit to complete the process.