Submit Transaction for Approval

The Credit card activity page displays all the downloaded credit card transactions associated with one credit card. When you select a transaction in the list, additional details appear in the right hand panel. From here you can add more detail to your transactions and save them until you are ready to submit them for approval.

Tip: You can filter the transactions list on the left to show or hide these submitted transactions. To view only transactions that have not been submitted, select Only show unsubmitted above the list.

Submit a transaction for approval

Tip: If you begin entering transaction information but need to finish at a later time, select Save Draft. You can access and complete the saved information at a later time under My credit card transactions.

From the Credit card activity page, select the transaction you want to submit for approval from the list.
If the transaction is a personal expense, select Personal expense. For personal expenses, you can simply enter the reason for the expense. You don't need to enter any vendor or invoice information.

Tip: We recommend you create an adjustment category for personal expenses. This ensures you debit the correct account in your general ledger distribution.
Select the vendor associated with the transaction. You can search for a vendor, or add a new one.

Note: When you submit charges for existing vendors, we recommend you take advantage of the Copy previous charge functionally to save time.
Enter a description for the transaction.
Select the default approval rule you want to use. Approval rules route invoice requests to selected reviewers. You can select to self approve, or one of the existing approval rules created in the database view. For more information about approval rules, see Approval Rules.
Under Expense detail/purpose, enter additional information about the expenses for the credit card transaction.
Under Distribution, enter the expense category, description, and debit amount for the distribution. If you need to enter multiple expense categories for a single credit card transaction, select Add expense category. You can view and add distribution information for each expense category.

To select or search for an expense category from a list of your existing expense categories, click the arrow in the Expense category field.

Tip: To help locate the expense category, you can search using the account number or account code.

Enter distributions to determine the amounts to allocate. You can specify debit and credit accounts, classifications using grants or transaction codes, and custom fields for reporting purposes. You can also select to distribute the information evenly or by percent. For more information, see Distributions.

Tip: To save time entering distributions, select More, Apply account distribution set. Distribution sets default the information you need in the line instead of selecting data in each column. If you split the distribution, select the icon in the Split column and then select More, Apply project distribution set to also save time entering splits.

Note: Account distribution sets allow you to split an amount you have assigned to an account over several projects and transaction codes.
Under Receipts, you can attach receipts by moving a file into the Drag a file here box or by browsing to the file. You can also link to a file online. For more information, see Attachments.
Under History of changes, you can view all the changes made to the submitted transaction, including date, what changed, who made the change, rejection reason, and any rejection notes.
Select Submit to submit the credit card transaction for approval. You can no longer edit the transaction once it is submitted.

Note: You can recall a charge submitted for approval if you need to update or add information, however, you cannot recall a charge if it has already been approved or rejected.