For corporate credit card expenses, Fyle automatically matches/merges the corresponding receipts that are already present with the corporate card expenses/transactions/charges.
If you're a Fyler, you can work on your expenses. You can work on your reporter's expenses if you're an approver. You can work on your employees' expenses if you're an admin.
Here, we will explain how you can do two things to ensure all expenses are filled with correct details and have correct card expenses/transactions:
Removing the card expense resulting from the wrong merge
Merging the duplicates from the expense form.
1. Removing the card expense resulting from the wrong merge
There might be transactions with the same amount that happened on the same date, and there is a possibility that the bot sometimes fails to merge the correct card expense on the expense created by you (Receipt).
For the cases where the bot mistakenly merges the incorrect card expense on the expenses created by you, you can remove the card expense from the expense form by following the steps below:
From the list of Expenses, open the expense on which the incorrect merge happened.
Click Options at the bottom part of the expense form.
From the options in the pop-up, select Remove Card Expense.
Click on Confirm to remove the card expense from the wrong merge.
You can follow the above steps on your mobile app from the expense form. There it will be called Unlink Card Details instead of Remove Card Expense.
What happens after Removing the Card expense?
Let's call the expense created by you (E1) matched/merged to a transaction (T1).
After removing, Fyle creates an expense automatically from the card expense (T1). Let's call it E2.
The auto-created expense (E2) from the card details will contain the masked card number, spend date, and amount.
You can find this expense (E2) in the Expenses section either under the Incomplete state or Ready to Report based on the mandatory fields set on your organization.
Case-1: Expense is not reported
After you remove the card expense, you can find both expenses on the Expenses page, either under the Incomplete or Ready to Report section, based on the mandatory fields set by your organization.
Case-2: Expense is in a Report (Reported or above state)
After you remove the card expense, you will find the expense created by you (E1) inside the Expense report and the auto-created expense (E2) from the card transaction under the Incomplete or Ready to Report section on the Expenses page based on the mandatory fields set by your organization.
2. How can I merge the correct card expense to the receipt after removing the wrong merge?
Removing the wrong card expense due to an incorrect merge is one thing. But we need to ensure the right duplicate expenses are merged to ensure correct accounting.
Hence, Fyle shows the potential duplicates on the expense you've opened so that you can merge them directly while being on the expense. Follow the steps below:
As soon as the card expense is removed, you'll see the potential duplicates screen
Alternatively, you can click on Options on the expense form and click on Merge Duplicates
You can check the potential duplicates. You can also see the expense you've started with so that you're not lost with multiple expenses. If the expenses are correct duplicates, click on Merge.
On the Merge Duplicate Expenses screen, select the expense you want to keep and the receipt to be present in the final expense and click on Save.
You can see the two expenses merged successfully.
Can the users remove expenses from manual merge too?
Yes. Irrespective of who merged it (Fyle/user), they can remove the wrong expense merged.
What are the expense states until which each role can un-merge the expenses?
Admin - Approved state
Approver - Reported state
Spender - Reported state
Can the admins/approvers/fylers merge other duplicate expenses too?
Yes. You can find Merge Duplicates under Options for all expenses that have unresolved duplicates.
What are the expense states until which the users can merge the expenses? Since merging the expense involves two or more expenses, we have placed restrictions to not alter the reported amount. Hence, we have a couple of conditions for the two expenses to merge:
If one expense (E1) is Approved and another one (E2) is Incomplete/Unreported, then we merge the Incomplete/Unreported expense (E1) into the Approved expense (E2), giving preference to the Approved expense.
If one expense is Reported (E1) and another one is Incomplete/Unreported (E2), then we merge the Incomplete/Unreported expense (E2) into the Reported (E1) expense, giving preference to the Reported expense.
If the two duplicate expenses are not in a report (neither Reported nor in a Draft Report), the users can merge the expenses by keeping either of the expenses.
If one expense is Incomplete/Unreported (E1), and another expense (E2) is in higher expense states (Reported/Approved/Payment Pending/Paid), the users can merge the Incomplete/Unreported expense (E1) into the expense in higher expense states (E2)
If the two duplicate expenses are in the Draft Report or Reported or Approved, we don't show the duplicate warning since taking action on them will change the report values, which affects the Settlements. Hence we don't allow the users to merge those duplicate expenses.
Note: If there is a split expense on which a wrong match/merge happened, removal of the card expense will remove the card details from all those split expenses.
You can remove the card expense until the expense state is Approved. If the expense is in Payments Queue, you can't remove the card expense due to the wrong merge.
Feel free to contact our support team at [email protected] for any further information.