ExpenseIT Transactions as Pending Card Transactions

[svaidya]

Is there a way to automatically have Concur select "Pending Card Transaction" for ExpenseIT charges sitting in available expenses? I have made it as default payment type at Global level, which also copied down to the groups. Yet, the ExpenseIT charges sit as Cash/Out-of-pocket charges in Available Expenses. The challenge is with reconciliation since users are submitting the same charge with as cash and then as card.

The duplicate charge audit rule is not of much help here.

Kind Regards,

Shreyas

[travelexpexpert]

Hello @svaidya 

When ExpenseIt is enabled, the scanning will look for credit card information on the receipt. If it recognises CC data (e.g. Master Card XXXXXXXXXXXX0007), it will automatically register the expense as a Pending Credit Card transaction. 

I guess the question to you is:

Have you checked that the receipts included CC data? 

[travelexpexpert]

Forgot to tick to get an email when someone replies.

[KevinD]

@svaidya ExpenseIt will only mark receipts paid for on the company card as Pending. If the user paid for the expense with their personal card, ExpenseIt would categorize it as Cash or Out of Pocket. 

Are these users possibly using their personal cards for some expenses?

[mariya-slavova]

Hi Kevin, 
Our company has the same issue, some expenses made with the company credit card are not flagged as Pending , but instead Expense it marks them as Cash/ Out of pocket and that results in duplicate lines.
Is this more of a technical issue and how can this be avoided?

Thanks, 
Mariya

[travelexpexpert]

Hello,

Could you share a receipt example from an expense that was added as cash?

I assume that the pending credit card payment type is enabled on your system. 

[mariya-slavova]

Hello,

Here is an example from TFL. The 4 digits of the Mastercard match the company credit card of the user.  This appears twice in their report, both cash and credit card transaction.

Regards,
Mariya

[KevinD]

@mariya-slavova if the user sees a cash and a credit card charge entry that are duplicates, they can select both items, then use the combine button. That will merge them into one and it will use the company card as the payment type.

[mariya-slavova]

Hi Kevin,
What about when the users directly has moved the created cash line with image into a report?  The credit card transaction appears a little bit later and it creates confusion I imagine. 

Thanks!

[avacarni]

Hello All, 
This issue is negatively affecting us for quite some time. No matter how much user training we'll do, some users will submit the "Cash" created by ExpenseIT as soon as possible (before the card transaction is loaded) to avoid late fees/ get on track with their reimbursement. Sometimes I can imagine the expense is sitting in as "Cash" even after the card transaction is already submitted, I've seen every possible scenario here. 
Here's some tips how I tried/try to resolve: 

1. Change default payment type to "Pending card transaction" - I do not recommend this option at all. When you set this up, the "pending card transaction" will be the default also when manually creating expenses in web version, therefore everyone will need to change the payment type everytime they create a new transactions. Nobody wants to deal with that. 
2. Focus part of user training to explaining the different payment types. Accentuate by sending regular reminders by email. 

3. Use reporting to find specific employees that are facing this issue and have submitted the same expense twice. Then follow up with training/communication. 

And something we are just exploring and think will help us the most:

RENAME the payment type. We are currently brainstorming names that would make the users think twice before submitting and also would make it more obvious that these are for all employee payments, not just by cash. Options we are considering: 
 

1. Employee Paid - to be reimbursed
2. Cash/ out of pocket to be reimbursed
3. Company Card not used - Employee to be reimbursed

   What do you think? I am trying to think of any issues that might arise from the change, but honestly can not think of any. If you also think it's a good idea to just make the payment type name different - do you have any suggestions on the name, that would make it easier on the employees? 
   
   Appreciate everyone's inputs on this thread, I can see this is a continuous theme in the forums from 2019. 
    

[KevinD]

@avacarni Does your company also use Concur Travel? If so, there is an option to map Travel itinerary items to the Pending Card Transaction payment type. What this does is for all Concur Travel items, they will come in as Pending, but anything manually added to the report will show as Cash. That will alleviate the default payment type issue you mentioned. 

If you aren't using Concur Travel, then you might consider adding a custom field to either the report header form or all entry forms. Make the field required and have it ask the user "Was this expense paid on a company card"? The field could be a simple drop down with Yes or No. If they choose Yes and also have a payment type of Cash, you can have an audit rule that blocks them from submitting. This would force them to wait for the card transaction to come in. 

Just a thought. 🙂

[avacarni]

Hi @KevinD 

We do not, our provider is Egencia as of this moment. In the past company I worked for we used Concur travel and I do not remember the cash vs. pending card transaction being such an issue (actually I do not think it was issue at all). The field is a great idea, but I always revert back to my Concur configuration training, where we were told "Every click the user needs to do on top of minimum requirement is a one click too many".

I myself do not hold this advice too close to my heart, as sometimes the additional click can save us a lot of trouble, but in this case I can imagine there would be a huge backlash from our frequent travelers. But it's a great idea for prevention!