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Verifying Transactions When a Matching Expense Exists

Verifying a transaction involves selecting a transaction and matching the corresponding expense to it.

To verify a transaction when a matching expense exists:

1. From the Transaction Search page, click Search;

2. Click on the associated Match Transaction to existing Expense icon;

The Match Transaction page appears.

3. From the Unattached Expenses list, select the expense to be matched with the transaction to be approved/verified;

4. Click Match to Transaction;

The Verify Expense page appears.

5. Change the Expense Group from the search list on the right, if required;

6. Activate/deactivate the Tax Receipt? flag if one, if required;

7. Modify the Purpose for the expense, if required;

8. Add Note to Expense, if required;

9. If available, Add Gazettal Details for Transaction;

It may be the case that the transaction exceeds a stipulated Gazettals threshold and you are required to enter further Gazettals information (optional) (see Gazettals (Optional)).

10. Click on the Attaching Transaction icon to view the details of the transaction you are matching the expense to;

11. If required, carry out any of the following for each expense item:

· modify the Description;

· change the Expense Type from the selection pane on the right;

· change the Currency, Rate, Quantity, Price, and Tax Code;

· change the appropriate GL information by selecting segment codes from the GL Search tool in the right pane after clicking the segment field;

12. To part-supply line items when matching a transaction to an existing expense:

· Activate the Full Supply? flag for the line items to be matched, and de-activate the rest;

The sum total of these items must equal the transaction amount.

· For the rest of the items, de-activate the Full Supply? flag and either change the Quantity or Price to "0".

13. If required, add any additional expense items and their associated information by clicking Add Item;

The Add Item button will create a new expense item for the expense. Repeat steps 10 to 13 for each item.

14. Click Submit to process the expense items.

The expense items that were flagged as Full Supply? will be removed from the expense where they are matched to the transaction and processed to the next stage in the workflow.

Click Save to save the expense without processing any items.

Tips:

· A list of valid Tax Codes will be displayed on the right side of the page. Simply click on the appropriate one to select.

· Use the GL Search tool. It is a simple way to enter valid GL information.

· To delete an expense item, activate the Delete? flag to the right of the item line that you wish to delete. The deletion(s) will occur when Save or Submit is clicked.

Note:

When you unattach a transaction from an expense, the transaction line re-created will get the Expense Type, Tax Code and General Ledger Codes set according to the following scenarios:

Scenario	Expense Type	Tax Code	GL Codes
Multi-line expense first line relating to a non-breakdown expense type	Blank	Domestic default	From first line of expense
Single-line expense first line relating to a non-breakdown expense type	From Expense	From expense	From expense
Multi-line expense first line relating to a breakdown expense type	Blank	Domestic default	From first line of breakdown GL
Single-line expense first line relating to a breakdown expense type	Blank	Domestic default	From first line of breakdown GL

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