You can view the recording on the Office Hours page. Just to talk about some of the things that we covered in that talk are… include the benefits of integrating your credit card program with TravelBank, connecting your corporate card with TravelBank, managing your cards in TravelBank, and understanding those credit card transactions within the TravelBank site. So today is really focusing on the data piece. So, we’re going to review ways to manage credit card transactions on the transactions dashboard and using those exports within the system. We’re going to talk through the benefits and differences between the transactions and the expense export tools. And then, last, we’re going to explore key reports to manage card transactions.

I’m going to speak to one report within Core Insights, and then I have several within Premium Insights reporting that I will show you at a glance as well just to talk about those benefits here. All right, with that focus really on managing your transaction data in TravelBank. So, I prepared a few slides to have a high-level overview to talk about the benefits and differences, and then, from there, we’ll get into our demonstration today. So, here are the top key resources to manage transactions. We have the transactions dashboard, transactions export, and expenses export. These are all available in app and are export tools for you to proactively manage your spend within TravelBank.

Other pieces are around reporting, so either you have Core Insights reporting or you’ve signed on for our Premium Insights reporting. So, we’ll talk about key reports that we use in order to reconcile or manage that credit card spend. All right. So, to start, I’m going to talk about the transactions export. There is an export available for that transactions dashboard, and this actually helps you proactively manage transactions of all statuses. So, to call this out at a high level, for those of you who don’t use the transactions export and only use the expenses export, it includes merchant category codes and merchant category code descriptions. When we do the demo, I’m going to dive into why this is important as well.

You have additional filters to pull by report status, spend by department, managing account. You can isolate spending by cardholder as well as that expense assignee, so individuals, expense categories. So, for those of you that want to know and control spend overall, being able to isolate by category may be really helpful to you. Receipt status. So, for those of you that have a policy in place requiring receipts tied to all expenses, that is a really helpful filter. And then the one thing to call out also that is different from that of the expenses export is it pulls transactions based upon posting dates. So, this is going to be your direct tie to your statement. And the key use of it is really reconciling those credit card transactions.

So, things to look for when using the transactions export. So, you can cross-reference MCC with the chosen expense category to verify proper coding. So, if you run into challenges with your end users, really not being able to categorize those expenses or put them in the proper bucket, you can reference that MCC to make that a little easier. Also, for those of you that are running into challenges in reconciling your statement, you can use the date which we include both posting date as well as the transaction date, the expense amount, merchant category code description, and the transaction reference ID to match transactions in your statement utilizing the VLOOKUP functionality in Excel.

Or you can also track expenses without receipts using the receipt filter, as I had mentioned before. So, those are big key takeaways and uses when it comes to the transactions export. Ways that people can improve their processes, and this is just a recommendation from the CSM team, is you can track down unassigned and uncoded transactions proactively by utilizing the report status filter and then reaching out to those frequent offenders and reminding them of the statement period and the fact that they need to code those transactions and submit them in a timely fashion based upon those statement periods.

So really enables you to proactively manage that… those transactions within the system. Again, I’m going to demo this here shortly, but at a glance, these are the key takeaways when it comes to the transactions export. Expenses export is a little bit different, and the use case generally is the ability to essentially create an output file that’s customized to manage reimbursable expenses as well as credit card transactions so you can upload that file into your ERP system. So, at a glance what’s different between the two exports and how they’re used? The big key takeaway, as you can see this toggle right here, you have the ability to isolate reimbursable expenses only.

So essentially, you could create two different files and be able to export the expenses export. It’s also available only to site administrators because it’s under company settings, and that is something that only admins have access to. And then the way that the export range functions is that the date range is actually pulls based upon the statuses. So, to clarify, if you are selecting submitted expenses within the date range of May 1st and May 15th, it’s going to pull expenses based upon the submitted date of May 1st and May 15th, whereas the transactions export pulls all transactions hosted within a specific date range.

So, the driver really on this expenses export is based upon that status. Key things to look for. So, you can review card spending on a department level using this select department filter to better track budgets. And then also, in this export, you also can identify which card charges that aren’t actively assigned. So, unassigned transactions, they’re not actively assigned to an expense report. And then, again, chasing down those frequent offenders and ensure the fact that they submit in a timely fashion. Also, ways that you can use this for process improvement.

You can schedule the delivery of your export in the integrations area of company settings, and you can automate your expense management process. I’m going to show this within the demo as well. All right, so then diving into reporting. So, for those of you that have Core Insights, here is a little screenshot of the Core Insights report. As I said before, because I have a demo site, this information needs a little bit of refresh, but you get the idea here. You have the ability to isolate and view credit card charges for managing your expenses through the card sync. It will help you in just faster reconciliation, being able to manage itemized expenses.

And also there is a link for the receipts as well, so you can closely review those. So, things to look for. You can identify mismanage… mismatched data points within your reconciliation process. So, if certain things aren’t lining up, like the dates, the amount category, this is a good report at a glance to use for managing that. You also can identify which card charges haven’t been added to the expense report. Again, just chasing those down that’s a common theme that I hear as the CSM quite frequently. And then, so ways to improve. So, this is, again, in terms of compliance. You can follow up with card users that may not submit timely, that may not code expenses properly, being armed with this data here.

For those of you with Premium Insights, it’s a more robust reporting tool, and something that I hear frequently is, “Lindsay, I don’t really know where to start in terms of reporting in PI.” So, here, I’ve isolated a key list of reports that I direct clients to when managing card programs. The first one is actually we have a Core Insights folder within Premium Insights. So, the easy first one to start with is the Credit Card Reconciliation Report. Others are… include the Credit Card Reconciliation Report with Allocations. So, this includes splits.

So when you’re splitting expenses between departments or custom fields, this report contains the percentages and the breakdown of how that expense has been split. Another one to easily manage refunds is the refund credit corporate card transactions. Say that three times fast. That’s a mouthful. And then the Expenses Accrual Report contains both reimbursable as well as corporate card transactions. However, I will show you, when I do the demo, there is a filter to be able to isolate the corporate card transactions. This is a helpful one in the fact that this report actually includes the manager’s email as well as the end user’s email.

So, if you have items that are unsubmitted or actively tied to an expense report that just need to get across the finish line and submitted for approval, or if you have a manager that sits with expense reports to be able to reach out to them and say, “This expense report is pending approval, please review and approve so we can fully process it.” And then this is… so, there is not an easy way within the system to get a full export of credit card users and the cards they’re tied to, as well as card details. So, this is the key report associated with that. So, with that in mind, I’m going to jump in to sharing within my site.

Just one second, I’m going to get myself set up here. All right. So with that, I am going to start off with the transactions export and the transactions dashboard. So, let me get to the dashboard right here. And at a glance, this Transactions dashboard is to be able to gain greater insight into credit card spending and overall status of expenses at a glance. So, there are filters here just for easy viewing, including transaction status. The Date Range. This date range is based upon the posting date. Cardholder. And at times, just to call this out, the cardholder is not always the same as the expense assignee, but the cardholder is the name specifically on the card. Expense Category. Expense Report Status.

So, for example, if I just to review the statuses, because sometimes I get a lot of questions about this. Report Approved means fully approved and closed. So, if you want visibility into fully approved and closed credit card expenses, you can put it in a specific date range and pull that. Report Submitted. Submitted for approval but not fully approved. Report Active meaning that these transactions are actively tied to an expense report, but they have yet to be submitted for approval. And Report Unassigned. So, this one is for everyone that had said that they’re having challenges with tracking down those transactions that haven’t been submitted.

So, for example, if I want unassigned transactions, I would use this filter here. But really digging into the export here. This has a lot of value in terms of reconciling your credit card expenses but also kind of serving as a babysitting report when it comes to managing those transactions. So you can filter by transaction status, both posted and declined or available, putting the posting date range, report status. Again, so for those of you trying to track down uncoded and unsubmitted expenses, the unassigned ones are key here. You can filter by department. So, managing those budgets, managing account, the cardholder, category, the receipt status.

So, again, if your policy requires a receipt and you have some expenses that may be outside of policy, this is a great one for you to review. Also, if you do put it in these filters and then select export, you do have the ability to do that as well. And I apologize, and I just outlined all the filters here. And then, with that, other things I did want to call out are the column configurations. So, for those of you that actually use this to upload into your ERP or into another system, you do have the ability to not only move these, but you can change them, and then they also save based upon the last way that you used them.

What makes this unique from the expenses export is merchant category code and MCC description. For those of you that aren’t really familiar with these, I did want to call them out because I have clients that use them pretty proactively in mapping them to specific categories. While merchant category code mapping is not available today within the site, but you can also be able to draw a direct link between the merchant category code and expense categories. So, for example, Delta may always be travel. This is a good way to look at unquoted expenses to anticipate the coding of the category but also be able to identify policy violations.

So, for example, if you have a merchant category code and merchant category description that is tied to alcohol or gambling, you can proactively manage your company policy based upon what’s come in through the credit card feed. As we know, this is coming through your corporate card program from your card-issuing bank. So it’s something that they don’t have the ability to manipulate so you can proactively manage this piece here. All right. In addition to that, it includes merchant city, state, as well as key details pertaining to your credit card program. So, I encourage you all to test this out as well and export this.

Another thing to call out pertaining to the export transactions functionality is that if you do have splits enabled within your configuration, this is something that is reflected within export transactions area as well. All right, with that, I am going to go ahead and navigate over to the expenses export, and that can be found under company settings, expenses, expense export. So, as I mentioned before, this is helpful in terms of creating a file that you can upload into your ERP, but we also do have the ability to manage accruals as well from here. It just doesn’t contain a lot of the key data associated with your file feed, such as merchant category code, merchant category description, merchant city, and so on.

But it is really helpful in isolating reimbursable expenses from credit card transactions. So, you can select the date range. To call this out again because it’s an important thing to consider when using this is this date range is driven by the expense report status. So, for those that are submitted, it’s based upon the submitted date. Approved date is the date that your manager or finance approved it. Unassigned. This is based upon the expense date as well as active. So, things to call out here. If you toggle this on, it will export only expenses that are tied to reimbursable expenses off. It can isolate… It can contain both.

So again, this is helpful in the fact that if you click these columns, this will include in the export it does save based upon the last way you used it. You also do have the ability to move these around as well and export directly from the system so you can proactively manage your spend in this way. And I definitely encourage those of you that utilize the expenses export to also automate that process. So, this can be achieved through the integrations area of company settings, and you just select scheduled expense export, and you can configure this. So, when it’s enabled, this means this process is turned on. You can actually select the frequency of this.

You could have this delivered to you daily, weekly, bi-weekly, semi-monthly, or monthly. The delivery method could be by email or SFTP. In terms of just simplicity, if you don’t have an IT team, I’d encourage you to use the email export, and this would be sent directly to your inbox. SFTP, this is something that you can work with your IT team to configure. In addition to that, if you do have questions, please feel free to email this Customer Success inbox because we’d be happy to connect you with our technical implementations person if there is a desire to schedule that. And then, you can choose how you would like to have this exported in terms of different statuses.

So, for example, if you only want approved expenses, which is generally the best practice recommendation, and the fact that you don’t want to be uploading unassigned or submitted or active expenses but fully closed and approved expenses, you can save that and then have that fully set up there. So, those are ways that in which you can automation to your process and proactively managing your spend there. For those of you that have Core Insights, you could navigate down to Core Insights and click there and find the Credit Card Reconciliation Report. What I’m going to do here is actually go into Premium Insights, and I pre-pulled these reports just for the sake of our time together here and wanted to call out some key details.

So, the Credit Card Reconciliation Report in Premium Insights can be found in the Core Insights folder. And in terms of Premium Insights, a differentiator or way to make things a little bit more dynamic is the fact that you have the ability to edit your columns. So, just a quick little call out for those of you who have PI, we’ve recently added enhancements, so you have the ability to move these columns here. You can hide them, or also you have the ability to add or remove additional columns in your report if you want greater insight into specific data points. And this is pretty easy to manage in terms of just clicking these and then selecting done. So, here is our credit card reconciliation report.

As you can see, this one specifically does not contain the breakdown of splits, but it does contain all the key data in terms of reconciling your credit card statement on the expense level, including custom fields, expense categories. As you can see, it’s pretty significant. You do have the ability to not only download it, but if you do get alerts, you can send this to yourself within a certain cadence, or if you wish to share this with others, you can add it to a dashboard and create your distribution list. So, there are a few ways in which to correctively manage that. Again, this is within the Core Insights folder. This is quite similar to that of what’s in Core Insights.

A differentiator with PI is you have the ability to build your own reports but also configure those columns a little bit more as well. So, with that, for those of you that are reconciling and want to include allocations in your report, I would direct you to the credit card reconciliation with allocations. This can be found within the expenses folder of PI, so just directing to that same area. This report mimics that of the Reconciliation Report that I just shared. However, it does show the breakdown of allocations. Because this is a demo site, it won’t show exactly what the breakdowns are, and it looks like some of my colleagues don’t have a lot of examples of splits.

But for those of you that are using splits, this will be… show the breakdown of how those were split as well. We also get a lot of questions about refunds and being able to better track those with your corporate card program. So, this is another one that I would recommend, which is called the Refund Corporate Card Transactions report. This also can be found within the expenses folder of Premium Insights, and you can better track those refunds. Again, it includes the refund but also cardholder data as well, which is key in terms of the reconciliation process and just proactively managing your spend.

So, another one that is actually newly updated and I think is tremendously helpful, not just in terms of managing card data, but also managing all of those unsubmitted, uncoded, or active expenses or those that are submitted and sitting. So, this is your Master Report for all things that are not a fully approved and closed. There is a column here for non-reimbursable, and this is the reason why I wanted to call it out on this demo here is that it’s really helpful to track down those users that may be frequent offenders in terms of submitting in a timely fashion. So, right now, it looks like Kate could be in a lot of trouble here in terms of being able to submit in a timely fashion.

The other thing is it includes their email, so you could download this report, email Kate and say, “Kate, you need to go ahead and code those transactions and submit them based upon our statement period.” Also, it has the manager here. So managers I coach are the keepers of policy, right. So, with that, you can reach out to your managers and say, “You know what? Kate has a lot of expenses sitting, or conversely, it seems as though you’re sitting on a lot of expense reports. Please go ahead, review, and process.” So, there are a lot of great uses for this report.

Also, again, if policy is a major piece of why you want to use reporting and if you have a receipt policy, you do have the ability to download receipts right from this report. So, this is a pretty basic report, but I think it’s a great way to proactively manage that spend. So, wanted to take the time to call this one out. And then the last but not least, corporate cards by user. So, this is housed under Finance Reports within Premium Insights with… There is a comprehensive list under the corporate card management area of TravelBank.

We chatted about this in Corporate Card Management Part One, so definitely feel free to check that out if you’re curious about it. But this is an exportable list that includes key credit card data as well. So, if you’re looking for a comprehensive list of all your cardholders, look no further than this report housed under Finance Reports.

All right, perfect. And then, with that, I’m going to go back into my slide deck. All right, and here we go. Feel free to reach out to the Success Inbox with any questions, and I hope you all have a wonderful day. Thank you so much.