Refund in separate statement date

[APM]

Hello,

My card was charged accidentally. I noticed the mistake a week later and called to get a refund. The refund became a part of a separate statement. I do not have an invoice/receipt for the initial charge and cannot combine the two expenses to make them go away. How do I resolve this issue? TIA

[KevinD]

@APM Okay, I can see the two expenses. Create a new expense report and add both items to the report. The amount of the report should show zero. Since you do not have a receipt for the incorrect charge (not the refund), select that item on your report by clicking the little checkbox to the left. Once selected, click Manage Receipts. There should be an option to add a Missing Receipt Declaration. Use this option. You could also drill into the expense after attaching the Missing Receipt Declaration and enter a comment that explains the situation. Once done, you can submit the report. 

[APM]

Hi Kevin,

Thank you for the quick response. I am getting an alert when I try to add the two expenses to the report I created.

"One or more of the selected expenses are from a purchase card that is assigned to a company billed statement program. These expenses can only be added to statement reports."

I went with using the Missing Receipt Declaration and adding a comment. Thank you for the help!

[KevinD]

@APM Okay, I see what happened. With the dates being two weeks apart, these transactions span two different statement periods, that is why you received the message you did. What you need to do is after the External Validation occurs for your report shown below, recall the report and once recalled, add the refund item that is still sitting in your Available Expenses. Then re-submit that report.

I believe after the External Validation, the report will go to your assigned manager. Someone with the initial CP. Not putting their full name for privacy purposes. I would reach out to this person and let them know when the report gets into their queue, they can either send it back to you or wait for you to recall it. 

The way the system is configured, you can only submit a transaction on the statement report that the date of the transaction falls into.