Manage card transactions

Financial reviewers can perform this task.

As a finance reviewer, there are three tasks you may need to perform to manage card transactions:

Review automatic matching

To ensure all card transactions are properly processed in your Perk tool, you need to make sure all transactions are, firstly, matched, and secondly, matched correctly. Once expenses have been reviewed, you can begin checking the matching, which was done automatically by the system.

To do this, go to Finance > Review > Card transactions, Card transactions tab, where you’ll see matched as well as unmatched transactions. To look at specific expense reports matched to transactions, select the transaction, and then the expense in the newly opened window. Make sure to check if the correct transaction and expense report have been matched.

To look at company card expenses that have not yet been matched to a transaction, go to the Card expenses tab and filter for Not matched in the Matched status filter.

Note: For an expense to be classified as a company card expense in Perk, the expense report must be submitted with the payment method Company card. Otherwise, they aren’t visible. A financial reviewer can correct the payment method in an expense report, so that the automatic matching can be carried out.

Perform manual matching

Generally, card transactions are automatically matched to expense reports. However, there are cases in which the automatic matching fails. In these instances, the transaction and expense must be matched manually.

For all transactions within Finance > Review > Card transactions, Card transactions tab indicating the status Not matched, one of two cases has occurred:

  1. The corresponding expense report has not been submitted by the submitter yet or the transaction has not been imported yet, so that the automatic matching hasn’t taken place yet
  2. The corresponding expense report has been submitted by the submitter; however, the automatic matching failed. In this case, it needs to be manually matched either by the respective submitter or by you as the financial reviewer.

Tip: You can manually match transactions with the Expense Matcher in the Finance > Review > Card transactions, Transactions tab.

If the status of the corresponding expense is displayed as Not reviewed following the matching, make sure to review the corresponding expense report in the Finance > Review > Expenses and invoices so you can export and book the transaction.

Note: If an expense report is displayed as Not reviewed but doesn’t appear in the Finance > Review > Expenses and invoices, the approver needs to approve the expense first before it appears in Review.

If an expense is unmatched within the Finance > Review > Card transactions, Card expenses tab, but there is no transaction to match it with, you have to wait until the transaction is imported to be able to match it.

Clear erroneously matched transactions

If a transaction is erroneously matched with an expense, you can clear the match and manually assign the correct expense report to the transaction. To do so:

  • Go to Finance > Review > Card transactions, Card transactions tab.
  • Click on the transaction.
  • Select Clear match.

The transaction is unmatched from the expense report, and you can manually match it to the correct expense report.

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