Coding transactions in the Visa Spend Clarity App

Coding expenses

 

Your expenses will come through over night/within a day or so of your purchase. They won’t show up right away.  From the mobile app Hamburger menu, choose Expenses. 

Expense will be shown similar to this

Click on the expense line to get started and the expense will open up.

1. Attach your receipt

For more in-depth information on receipts please refer to the Receipt Management Guide.

 

If you have uploaded your receipt when you completed the purchase, the receipt may be auto linked. If not, click add receipt and upload from camera, photos, or receipt library.

If you need to change the linked receipt, click the wand icon.  From there you can unlink the existing receipt, upload a new one or link from the receipts library. 

2. Description of the spend

This is automatically populated.  You can leave this description as it is. 

 

3. Code

You need to code the receipt to an account. The mandatory fields are:

• Cost centre
• Natural account

Click on edit to open the coding.

The fields you still need to fill in will have red text to prompt you.

Click on the code you need to select. A search box will pop up, along with any favourite codes you have saved.

You can search either by name or account code. You can also save commonly used codes as favourites from here by selecting the star on the right.

There are special rules for coding purchase orders (Pathways), Property expenses (Link People) and recharges (charges to other entities). 

If there is no GST on a transaction, for example; an international transaction, an Uber transaction (including Uber Eats) or the purchase of gift vouchers, change the GST to GST Excl. 

For more information on GST rules please refer to the GST guide on Wise Up!

 

4 Reason for expense

Finally you need to add in the reason for the expense.  It’s important we know what the business purpose was of the spend, not just what it is.  The auditors will be checking this information, so please be clear but concise (this field is limited to 40 characters)

Once you have filled in all the mandatory fields , click save.

 

 

Once you have done all these steps, the expense will be sent for the approvers to action.

If you need to edit a transaction after you have finished coding, just change the filter on the expense menu to pending approval or completed. The expenses will be listed again, you can go into the expense, hit reset and start again.