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With recurring charges, you will be able to Automate Expense Report Creation of recurring credit card charges based on specific matching rules to identify the transaction, auto create the report, assign the expense type and then submit expense reports without any user intervention!
How does it work? You can designate recurring charges for automatic expense report creation. These could be subscription-based expenses charged on company credit card transactions, like monthly cell phone or data plans, or a car allowance. These reports are automatically created and submitted for approval. It's the most hands off expense report ever. It also works with credit card charges & P-Card transactions.
Each matching rule will be mapped to a specific expense type and report type and it will create a new report for that specific rule. For example, if you have recurring software subscriptions for Adobe, Microsoft, DATABASICS etc, then you will setup a matching rule called Subscriptions and then select the report type and expense type for software subscriptions and then set the matching conditions such as the following:
Match CC Description Like DATABASICS*
or
Match CC Description Like Microsoft*
or
Match CC Description Like Adobe*
When the expense recurring profile runs it will create an expense report for each user who has credit card charges that match the credit card description and auto apply the credit cards and assign the expense type based on the rule and then submit the report.
How to setup a Recurring Charge Matching Rule?
Expand Expense by clicking on the arrow
.Expand Credit Card Mapping
Click on Recurring Charges
Click on Add
In the New Recurring Charges window provide the following:
Name*: Rule Name
Description: Just for information if needed.
Report Type*: select the report type to be created.
Report Title*: The default report name.
Expense Type*: All transactions based on this recurring rule on this report will be applied as the expense type selected, or select Based on Assigned Default Expense Type, for the system to insert an expense type assigned to the Industry Code as a default in the Industrial Code expense type mapping screen.
Report Status*: Select the report status when the report is created such as Draft or Released (submit for approval).
Email Options*: Select one of the options: Email the user, Email the user with PDF report and No Email.
Email Subject: only required if the email option is enabled.
Email Message: Only required if the email option is enabled. The email keywords
{ReportId} Report Number
{TotalAmount} Total Amount
Once you complete this form click on Next
In this step you would need to set the match rules in the Match Condition window for example
Match CC Description Like DATABASICS*
or
Match CC Description Like Microsoft*
or
Match CC Description Like Adobe*
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Main Condition is required and other sub Conditions 1 and 2 are optional if needed. An example how Sub Conditions will be used, Google charges could be both Marketing and Subscription in that case we will set the matching rule as the following:
for Marketing Expense type
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For subscription expense type
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You could have as many matching conditions in a single rule for a specific expense type and all the rules will be OR Connection while all the columns are AND connection. For Example, look at this Subscription match rule
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Setup the query queries to determine what attributes of this rule will trigger the matching . These attributes can be based on the Organization Structure, Employee Profile or Expense Attributes.
To add a query, click the Add button.
In the Query Field, select which attribute you would like to query against.
Select the Condition of the query. These conditions may vary or even be removed depending on the Query Field selected.
In: Select from a group and include in the rule
Not In: Select from a group and exclude from the rule
=: Query against an individual ID.
<>: Query against all except an individual ID.
Like: Query against a portion of an ID
Not Like: query against all IDs that do not satisfy the portion of of the ID
Enter the Value of the query.
In or Not In: Click on the browse icon to bring up a list of available values. Select from the list and click OK.
= or <>: Enter the specific ID
Like or Not Like: Enter a portion of the ID using the '*' as a wild card.
Click the Save button.
Repeat until all applicable queries are added.
If the rule is modified in anyway, you must Publish the matching rule again by clicking the corresponding Publishlink. This verifies that the query is valid. If a policy is not published, it will not be used in the validation process, even if it is active. |
To execute or schedule the creation of expense reports you would need to run the Recurring Profile in Data Piping.