With recurring charges, you will be able to Automate Expense Report Creation of recurring charges credit card charges based on specific matching rules to locate the charge and auto create the report and 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 or recurring out of pocket transactions, like monthly cell phone or data plans, or a car allowance. These reports are automatically created and submitted for approval per your client's requirements. It's the most hands off expense report ever. And it 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 such as 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*
and then when the recurring profile runs it will create an expense report for each user and auto apply the credit cards that match the above conditions 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 plus sign.
Expand Credit Card Mapping
Click on Recurring Charges
Click on Add
5. In the New Recurring Charges window provide the following:
Name*: Rule Name
Description: Just for information if needed.
Report Type*: select the report type you want to the report to be created.
Report Title: The default report name.
Report Status: Select the report status when the reports created such as Draft, and Release.
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.
Once you complete this form click on Next
6. 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*
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
For subscription expense type
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
