1 Review of automatic matching
To ensure all card transactions are properly processed in your Yokoy tool, you need to make sure all transactions are, firstly, matched, and secondly, matched correctly. Once expenses have been reviewed, you can begin checking the matching, which was done automatically by the system.
To do this, go to Finance > Card transactions > Transactions, where you'll see matched as well as unmatched transactions. To look at specific expense reports matched to transactions, select the transaction, and then the expense in the newly opened window. Please make sure to check if the correct transaction and expense report have been matched.
To look at company card expenses that have not yet been matched to a transaction, go to Finance > Card transactions > Company card expenses and filter for Not matched in the Matched status drop-down list.
✏️ Note
For an expense to be classified as a company card expense in Yokoy, the expense report must be submitted with the payment method Company card. Otherwise, they will not be visible in the menu above. A Finance user can correct the payment method in an expense report, so that the automatic matching can be carried out.
2 Manual matching
Generally, card transactions are automatically matched to expense reports. However, there are cases in which the automatic matching fails. In these instances, the transaction and expense must be matched manually.
For all transactions within the Finance > Card transactions > Transactions tab indicating the status Not matched, one of two cases has occurred:
The corresponding expense report has not been submitted by the Submitter yet or the transaction has not been imported yet, so that the automatic matching has not taken place yet
The corresponding expense report has been submitted by the Submitter, however, the automatic matching failed. In this case it needs to be manually matched either by the respective Submitter or by you as the Finance user.
💡 Tip
You can manually match transactions with the Expense Matcher in the Finance > Card transactions > Transactions tab.
If the status of the corresponding expense is displayed as Not reviewed following the matching, make sure to review the corresponding expense report in the Finance > Review tab so you can export and book the transaction.
✏️ Note
If an expense report is displayed as Not reviewed but doesn’t appear in the Finance > Review tab, the Manager will need to approve the expense first before it appears in the Finance menu.
If an expense is unmatched within the Finance > Card transactions > Company card expenses tab, but there is no transaction to match it with, you will have to wait until the transaction is imported to be able to match it.
3 Clear matching of erroneously matched transactions
If a transaction is erroneously matched with an expense, you can clear the match and manually assign the correct expense report to the transaction. To do so:
Go in the Finance > Card transactions > Transactions tab.
Click on the transaction.
Select Clear Match.
The transaction will be unmatched with the expense report, and you will be able to manually match it to the correct expense report.