Manually Add Transaction Details and Submit for Approval

From the Credit card activity page, review all downloaded credit card transactions associated with one credit card. For each transaction, view, add, and save additional details including a quick preview. To toggle on or off, select Show image previews. When ready, submit the transaction for approval.

Tip: For a more targeted view, filter the list of transactions or select Only show unsubmitted.

Tip: For customers in our Early Adopter Program (EAP)! To upload a charge receipt that you've already scanned or downloaded, select Upload receipt. Using Microsoft's Azure AI Document Intelligence and Blackbaud AI, key data points are extracted and added to the charge transaction including vendor, description, and expense detail and purpose. Uploaded receipts are attached for a quick preview.

1. From the Credit card activity page, select a transaction to submit for approval.

2. If the expense is personal, select Personal expense and enter the reason (no need to enter vendor or invoice info).

   Tip: To ensure you debit the correct account in your general ledger distribution, create an adjustment category for personal expenses.

3. Search for and select the vendor associated with the transaction (or add a new one), then enter a description.

   For customers in our Early Adopter Program (EAP), upload a charge receipt that you've already scanned or downloaded.

   Tip: If you've submitted charges for existing vendors, save time by copying a previous charge!

4. Select the default approval rule to use.

   Approval rules route requests to selected reviewers. For example, you might have one set of reviewers for travel charges, and a different set of reviewers for requests over a specific dollar amount.

5. Under Expense detail and purpose, enter any additional info about the transaction.

6. Under Distribution, enter the expense category, description, and debit amount for the distribution. To enter multiple expense categories for a single credit card transaction, select Add expense category.

   To select or search for an expense category from existing ones, select the arrow in the Expense category field.

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

   Enter distributions to determine amounts to allocate. Specify debit and credit accounts, classifications using grants or transaction codes, and custom fields for reporting purposes. You can also distribute evenly or by percent.

   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: With account distribution sets, you can split an amount you've assigned to an account over several projects and transaction codes.

7. Under Receipts, select a receipt to attach (browse, drag and drop, or link).

8. To submit for approval, select Submit (you can't edit the transaction after submitting).

   Tip: To finish adding transaction details at a later time, save as a draft and return when it's convenient for you.

   You can recall a submitted charge if you need to update or add info, but you can't recall a charge if it's already approved or rejected.

Copy Previous Charge

Copying previous charges is helpful if you submit numerous, similar charges for a vendor. This saves time and promotes a more efficient workflow.

When you submit a charge for an existing vendor, the last three charges submitted for that vendor appear. If you don't see the charge you want to copy, you can quickly search. For convenience, search the description, amount, or date.

If you choose to copy, a message informs you that specific field values will be overwritten.