🌐 Web app | 👤 Finance
Generally, company card transactions are automatically matched to expense reports. However, for several reasons, you may want to gain your own overview of all transactions and company card expenses. You can do this using the Finance > Card transactions menu.
Within this menu, you can apply filter functions to refine the transactions you want to review, as well as to gain an overview of the associated company card expenses.
Transactions
To filter company card transaction data, select the Company you would like to review transactions for. Then, select Transactions to apply the filters to your company's transaction data.
You can then filter the transactions along several dimensions. They are:
Company card: Select whether you'd like to filter all company card data or only that of a specific card.
Statement: Select whether you'd like to filter the data by all card statements or by a specific statement.
Status: Select whether you'd like to filter the data by all statuses or by a specific status. The statuses mean:
Missing expense: The transaction has yet to be matched to an expense report. This option is the one you need to apply for manual reconciliation.
Pending approval/review: The transaction has been matched to an expense report, but the expense report has not finished its flow through the approval process yet.
Ready for export: The transaction has been matched with an expense report which has been approved for export to your booking system.
To filter by time period, input the beginning of the time period you'd like to sort by in the From field, and the end in the Until field. By pressing on the calendar icon, you can select dates directly from a calendar.
✏️ Note
Since the import date of the card transactions captured in Yokoy may slightly vary from the dates of the card transactions, please make sure to extend the time period by a couple of days.
Now, you can filter your data to have an overview of which transactions may need manual matching on your part. Matching can be done by clicking on the transaction and selecting the applicable matching strategy.
Company card expenses
To filter your company card expense data, select Company card expenses below the Company.
The expense reports included in this menu are all those that have been marked as paid with company card. You can then filter these expense reports along several dimensions. They are:
Matched status: Select whether you'd like to filter expenses according to whether they've been matched or not, or clear the selection to see all company card expenses. By default, this option is set to Not matched.
Employee: Select whether you'd like to filter the expenses by all employees or by a specific employee.
Status: Select whether you'd like to filter the expenses by all statuses or by a specific status. The statuses mean:
Draft: An expense report has been created, but either not yet submitted or recalled after submission.
Needs revision: The expense report has been sent back to the employee during the approval process to correct.
In approval: The expense report has been submitted and forwarded to the approver.
In review: The expense report has been approved and has been forwarded to the finance team for review.
Ready for Export (company card expense): The expense report has been fully reviewed, but may not yet be matched to a transaction.
Exported (company card expense): The expense report has been reviewed, matched and exported.
Company Card: Select whether you'd like to filter all company card data or only that of a specific card.
Now, you can filter your data to have a targeted overview of all past company card expenses.
💡 Tip
You can also create an in-depth report of this company card data using the Analytics feature of the Finance menu. For more information there, check out this article.