The reconciliation process is necessary when a user reporting expenses generates a new expense report, including in this report expenses paid with a corporate card.
Once on the main screen of the report, the user should scroll to the Non-refundable Expenses section. In this section, the expenses paid with a company card will be shown, and for each expense, it will be indicated, in the Reconciled column, whether it is reconciled or not.
Meaning of Icons:
means that it has been automatically reconciled
means that it has been reconciled manually
An expense is not reconciled automatically if its date and amount do not coincide with a transaction uploaded to Captio. For example, the amount may be the same, but the date of the expense and the date of the transaction do not coincide, as the corresponding transaction was registered one day later then the expense.
You must scroll to the Reconciliation section of the report, where you will find a summary of the reconciliation status of the report's expenses. In the event of unreconciled tickets, they must be reconciled manually. For this, you have a Reconciliation Manager feature.
IMPORTANT: If the system finds several "candidate" payments to reconcile automatically with the same expense, it will not carry out any automatic reconciliation, to avoid mistakes.
When selecting the Reconciliation Manager, a pop-up screen will be displayed that allows you to manually reconcile all those tickets appearing as pending reconciliation in Captio for the report in question.
This pop-up screen is organised into two panels:
On the left panel of Non-refundable Expenses, the reported expenses are shown. The upper part shows the expenses whose reconciliation is pending, while below expenses are shown that have already been reconciled, whether manually or automatically.
In the right panel of Reconciled Payments and Non-reconciled Payments, the transactions uploaded to Captio are displayed. In the upper part, you will see the reconciled payments, with the receipt that is selected from the left side. In the lower part, Captio proposes the "candidate" payments to be reconciled, organised according to those most likely to be correct.
You will need to select an unreconciled expense in the upper part of the left panel. Then, the lower part of the right panel, of Non-reconciled Payments, will indicate the non-reconciled transactions, organised by the same payment method, and based on whether they are more or less likely to be the right one. Once this has been selected, you will be able to reconcile the expense using the Reconcile option appearing to the right of the amount.
After manual reconciliation, the expense will appear in the Reconciled Tickets section, and the corresponding payment will appear in Reconciled Payments.
When all the payments are reconciled with their corresponding expense, you can save the changes with the green Reconcile button; the reconciliation manager will close, and the report will automatically recalculate the figures of the expenses and the report based on the bank payments.