Financial Integration Use Cases Extract Information

Note: The extract file excerpts in this document are a reference point for those developers who have used those files for prior financial integrations. This excerpt is intended to help those developers transition from an extract file to the Financial Integration Service. This allows you to identify what you have been using from the extract file and to locate the same data in the new JSON response. If you have not used the extract file previously, the extract file excerpts can be skipped.

Simple Expense Posting Without Tax

Simple Out-of-Pocket Cash Expense

The Payer in this instance is the company; the Payee is the employee. Since it is not an itemized expense the Entry Transaction Type is REG. Because it is a legitimate business expense the ‘Is Personal’ flag is set to ‘N’. The employee will be reimbursed for this transaction.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
8337 03/05/2016 - Taxi N REG COMPANY EMPLOYEE USD 10 DR 474230 - -

Simple Out-of-Pocket Cash Credit

The Payer in this instance is the employee; the Payee is the company. Since it is not an itemized expense the Entry Transaction Type is REG. Because it is a legitimate business expense the ‘Is Personal’ flag is set to ‘N’. The company will be reimbursed for this transaction.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
4178 5/28/2019 Ritz Carlton Booking Fees (Hotel) N REG EMPLOYEE COMPANY USD -50 CR 5 - -

Simple Personal Car Mileage Expense

The Payer in this instance is the company; the Payee is the employee. Since it is not an itemized expense the Entry Transaction Type is REG. Because it is a legitimate business expense the ‘Is Personal’ flag is set to ‘N’. The employee will be reimbursed for this transaction.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
4173 5/23/2019 - Mileage N REG COMPANY EMPLOYEE USD 24.30 DR 54 - -

Travel Allowances: Company Specific Rate Greater Than Government Rate

The Payer in this instance is the company; the Payee is the employee. Since it is not an itemized expense the Entry Transaction Type is REG. Because it is a legitimate business expense the ‘Is Personal’ flag is set to ‘N’. The employee will be reimbursed for this transaction.

The report entry item will be split into 2 journal entry items: 1st item: amount up to the legal limit, 2nd item: amount above the legal limit.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
4196 5/28/2019 - Fixed Meals N REG COMPANY EMPLOYEE 24 EUR DR 474230 - -
4197 5/28/2019 - Fixed Meals N REG COMPANY EMPLOYEE 26 EUR DR 474230 - -

VAT Handling

Expense Posting With Single Tax Item

For the expense line: The Payer in this instance is the company; the Payee is the employee. Since it is not an itemized expense the Entry Transaction Type is REG. Because it is a legitimate business expense the ‘Is Personal’ flag is set to ‘N’. The employee will be reimbursed for this transaction. The Tax Code will also appear on this detail line along with the Tax Authority details (label and name).

Tax data: The appearance of the tax data in the extract is governed by the extract options to either include tax information in the same detail line as the entry on which tax is calculated, or to include it as a separate journal line. In this example tax is set to appear as a journal line. The payer is the notional tax authority with the payee as the company (as the reclaimed tax will eventually be paid by the tax authority to the company).

The Journal Amount on the tax detail line can be set to either list the amount eligible to reclaim on either the posted or adjusted (reclaim_posted_amount or reclaim_adjusted_amount). If ‘Adjusted’ the tax reclaim will be calculated on the approved amount (the approved amount may be lower than the claimed (posted) amount). The Tax Source identifies the source of the tax calculation.

The Tax Code can also be set to appear in the Account Code field on the tax detail line (instead of the account code), as shown in this example. The difference between the ‘reclaim’ fields (reclaim_tax_amount, reclaim_posted_amount, reclaim_adjusted_amount) and other tax amount fields (tax_amount, tax_posted_amount, etc.) is that ‘Reclaim’ indicates that these figures are subject to the reclaim percentage specified in the tax configuration.

[61] entry_id [64] Entry Transaction Date [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [226] Tax Auth Label [227] Tax Amount [228] Tax Posted Amount [229] Tax Source [230] reclaim_tax_amount [231] reclaim_posted_amount [232] Tax Code [233] reclaim_domestic
4282 6/5/2019 Laundry N REG EMPLOYEE COMPANY 8.40 EUR DR 37 ILR 0 0 - 0 0 V1 -
4282 6/5/2019 Laundry N REG ILR COMPANY 1.60 EUR CR V1 ILR 1.60 1.60 SYST 1.60 1.60 V1 Y

Itemization

Itemized Expense Items

The Payer in this instance is the company; the Payee is the corporate card vendor. Since it is an itemized expense the Entry Transaction Type is CHD. Because it is a legitimate business expense the ‘Is Personal’ flag is set to ‘N’. Because this is an IBCP transaction and the payment will be made to the card vendor on behalf of the employee the employee will not receive reimbursement.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
4199 05/27/2019 All Suites International Hotel Room Rate N CHD COMPANY IBCP CORP USD 250 DR 474230 - -
4200 05/27/2019 All Suites International Hotel Tax N CHD COMPANY IBCP CORP USD 50 DR 474230 - -
4201 05/28/2019 All Suites International Breakfast N CHD COMPANY IBCP CORP USD 25 DR 474230 - -

Cash Advances

Issuance Extract (For reference only. Issuance is not included in the Expense Report FI Document)

There will be one issuance record for each cash advance issued. The issuance record can be identified by the Cash Advance Transaction Type which will always be a ‘1’. The Payer is the Company and the Payee is the Employee. The Journal Amount is a DR transaction in the reimbursement currency. The Cash Advance Amount is the amount of the cash advance in the currency of issuance. The Account Code is the employee cash advance account code, which is an element of the employee profile.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
- 3/7/2019 - - N - COMPANY EMPLOYEE USD 7000 DR 1009990 USD 7000 1

Cash Advance Is Lower Than the Payout Amount

Issuance Extract (For reference only. Issuance is not included in the Expense Report FI Document)

There will be one issuance record for each cash advance issued. The issuance record can be identified by the Cash Advance Transaction Type which will always be a ‘1’. The Payer is the Company and the Payee is the Employee. The Journal Amount is a DR transaction in the reimbursement currency. The Cash Advance Amount is the amount of the cash advance in the currency of issuance. The Account Code is the employee cash advance account code, which is an element of the employee profile.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
- 6/22/2019 - - N - COMPANY EMPLOYEE GBP 300 DR - GBP 300 1

The application of the CA issuance:

The application phase of this case will spawn five records in the standard extract file. Three of the records will cover the three cash out-of-pocket transactions. These three transactions are handled in the same way all cash, out-of-pocket transactions are handled (See the posting record above).

The two additional records are unique to an expense report containing a cash advance. The system will attempt to recover the cash advance amount from the employee by creating credit records against the cash transactions until the total of the cash advance is recovered. In this example, the first cash advance record (entry_id 61) credits the entire GBP 245 of its companion record (entry_id 58). That still leaves GBP 55 of the cash advance unrecovered. So another credit record (entry_id 62) in the amount of GBP 55 will be created against the next companion cash expense record (entry_id 59 and 60). At this point the GBP 300 cash advance has been recovered. The credit journal amounts have the effect of offsetting the total amount due the employee by the amount of the cash advance.

These offset records will have the following characteristics: the Payer is the employee; the Payee is the company. The debit/credit indicator will always be ‘CR’. The Cash Advance Amount field will always contain the total of the cash advances applied to the expense report. The Cash Advance Transaction Type will be a ‘2’. The employee will receive the net of the total cash expenses less the cash advance amount; in this example, GBP 15.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
58 6/21/2019 null Rental Car N REG COMPANY EMPLOYEE GBP 245 DR 109 - -
59 6/21/2019 Qdoba Dinner N REG COMPANY EMPLOYEE GBP 60 DR 105 - -
60 6/21/2019 Republic Parking Parking N REG COMPANY EMPLOYEE GBP 10 DR 130 - -
61 6/21/2019 - Rental Car N REG EMPLOYEE COMPANY GBP -245 CR 1009990 GBP 300 2
62 6/21/2019 - Dinner & Parking N REG EMPLOYEE COMPANY GBP -55 CR 1009990 GBP 300 2

Cash Advance Is Higher Than the Payout Amount

Issuance Extract (For reference only. Issuance is not included in the Expense Report FI Document)

There will be one issuance record for each cash advance issued. The issuance record can be identified by the Cash Advance Transaction Type which will always be a ‘1’. The Payer is the company and the Payee is the employee. The Journal Amount is a DR transaction in the reimbursement currency. The Cash Advance Amount is the amount of the cash advance in the currency of issuance. The Account Code is the employee cash advance account code, which is an element of the employee profile.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
- 6/22/2019 - - N - COMPANY EMPLOYEE GBP 400 DR - GBP 300 1

The application of the CA issuance:

The application phase of this case will spawn seven records in the standard extract file. Three of the records will cover the three cash out-of-pocket transactions. These three transactions are handled in the same way all cash, out-of-pocket transactions are handled (See the posting record above).

The four additional records are unique to an expense report containing a cash advance. The system will attempt to recover the cash advance amount from the employee by creating credit records against the cash transactions until the total of the cash advance is recovered. In this example, since the total of all expenses does not equal or exceed the cash advance amount, all three expense records have a corresponding offset credit. That still leaves the user GBP 85 short. The cash advance return record in the amount of a GBP 85 credit nets the cash advance amount to zero.

These offset records will have the following characteristics: the Payer is the employee; the Payee is the company. The debit/credit indicator will always be ‘CR’. The Cash Advance Amount field will always contain the total of the cash advances applied to the expense report. The Cash Advance Transaction Type will be a ‘2’. The employee will receive the net of the total cash expenses less the cash advance amount and in the case of a net due to company the employee will be required to submit a cash advance return to retire the balance owed; in this example, GBP 85.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
61 6/21/2019 AVIS Rental Car N REG COMPANY EMPLOYEE GBP 245 DR 109 - -
62 6/21/2019 MORTONS Business Meal N REG COMPANY EMPLOYEE GBP 60 DR 105 - -
63 6/21/2019 Republic Parking Parking N REG COMPANY EMPLOYEE GBP 10 DR 130 - -
- 6/21/2019 AVIS Rental Car N REG EMPLOYEE COMPANY GBP -245 CR 1009990 GBP 400 2
- 6/21/2019 MORTONS Business Meal N REG EMPLOYEE COMPANY GBP -60 CR 1009990 GBP 400 2
- 6/21/2019 Republic Parking Parking N REG EMPLOYEE COMPANY GBP -10 CR 1009990 GBP 400 2
- 6/21/2019 - Cash Advance Return N REG EMPLOYEE COMPANY GBP -85 CR 1009990 GBP 400 2

Credit Card Types

Payment via Employee Vendor Account

The Payer in this instance is the company; the Payee is the employee. Since it is not an itemized expense the Entry Transaction Type is REG. Because it is a legitimate business expense the ‘Is Personal’ flag is set to ‘N’. The employee will be reimbursed for this transaction.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
8337 03/05/2016 - Taxi N REG COMPANY EMPLOYEE USD 10 DR 474230 - -

Payment via Credit Card Vendor Account (Split Payment)

The Payer in this instance is the company; the Payee is the corporate card vendor. Since it is not an itemized expense the Entry Transaction Type is REG. Because it is a legitimate business expense the ‘Is Personal’ flag is set to ‘N’. Because this is an IBCP transaction and the payment will be made to the card vendor on behalf of the employee the employee will not receive reimbursement.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
36 4/7/2008 DOLLAR Rental Car N REG COMPANY IBCP CORP USD 56.10 DR 11 - -

Credit Transaction via Credit Card Vendor Account (Split Payment)

The Payer in this instance is the corporate card vendor; the Payee is the company. Since it is not an itemized expense the Entry Transaction Type is REG. Because it is a legitimate business expense the ‘Is Personal’ flag is set to ‘N’. Because this is an IBCP transaction and the payment/credit will be made to the card vendor on behalf of the employee the employee will not receive reimbursement (or be required to pay the balance).

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
4225 5/27/2019 ALASKA AIRLINE Airfare N REG COPD COMPANY USD -349 CR 474230 - -

Simple IBCP Corporate Card Charge With Itemization

The Payer in this instance is the company; the Payee is the corporate card vendor. Since it is an itemized expense the Entry Transaction Type is ‘CHD’. Because it is a legitimate business expense the ‘Is Personal’ flag is set to ‘N’. Because this is an IBCP transaction and the payment will be made to the card vendor on behalf of the employee the employee will not receive reimbursement.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
4199 05/27/2019 All Suites International Hotel Room Rate N CHD COMPANY IBCP CORP USD 250 DR 474230 - -
4200 05/27/2019 All Suites International Hotel Tax N CHD COMPANY IBCP CORP USD 50 DR 474230 - -
4201 05/28/2019 All Suites International Breakfast N CHD COMPANY IBCP CORP USD 25 DR 474230 - -

IBCP With Personal Expense: No Out-of-Pocket

The Payer in this instance is the company; the Payee is the corporate card vendor. Since it is an itemized expense the Entry Transaction Type is CHD. Because this is an IBCP transaction and the payment will be made to the card vendor on behalf of the employee the employee will not receive reimbursement. Because the entry marked as personal is not a legitimate/approved business expense, payment to the card vendor is the responsibility of the employee. The amount is not reimbursable to the employee and the expense amount should not be posted with other business transactions. Therefore, the personal amount is not included in the financial posting JSON.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
4220 05/29/2019 All Suites International Hotel Room Rate N CHD COMPANY IBCP USD 250 DR 474230 - -
4221 05/29/2019 All Suites International Hotel Tax N CHD COMPANY IBCP USD 50 DR 474230 - -
4222 05/30/2019 All Suites International Breakfast Y REG EMPL COMPANY USD 25 DR 199999 - -

IBCP with Personal Expense Where Out-of-Pocket Exceeds the Personal Expense

The Payer for both transactions is the company. The Payee is the corporate card vendor for the legitimate business expenses on the hotel transaction (the hotel expenses and the dinner expense). Because the reimbursement method is IBCP w/offsets, the card vendor will also be the payee for the personal expenses on the hotel transaction up to the total amount of out-of-pocket cash expense submitted on this expense report. Since the non-reimbursable in-room movie expense (USD 14) is less than the total out-of-pocket cash expenses (USD 35) owed to the employee, the company will pay the USD 14 personal expense to the card vendor and offset that amount against the USD 35 owed to the employee. Thus the employee will only receive USD 21 of the USD 35 taxi expense. In this case there were enough out-of-pocket cash expenses to offset the non-reimbursable expenses so there is a net due to the employee for this expense report.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
89 7/15/2019 MARRIOTT Hotel N CHD COMPANY IBCP CORP USD 125 DR 99999 - -
90 7/16/2019 MARRIOTT Hotel N CHD COMPANY IBCP CORP USD 125 DR 99999 - -
91 7/15/2019 MARRIOTT Dinner N CHD COMPANY IBCP CORP USD 20 DR 600 - -
93 7/16/2019 Taxi Local Trans N REG COMPANY EMPLOYEE USD 21 DR 88888 - -
93 7/16/2019 Taxi Local Trans N REG COMPANY IBCP CORP USD 14 DR 88888 - -

IBCP With Personal Expense Where Out-of-Pocket Is Less Than Personal Expense

The Payer for both transactions is the company. The Payee is the corporate card vendor for the legitimate business expenses on the Hotel transaction (the Hotel expenses and the Dinner expense). Because the reimbursement method is IBCP w/offsets, the card vendor will also be the payee for the personal expenses on the Hotel transaction up to the total amount of out-of-pocket cash expense submitted on this expense report. Since the non-reimbursable in-room movie expense (USD 14) is greater than the total out-of-pocket cash expenses (USD 5) owed to the employee, the company will pay only USD 5 of the USD 14 personal expense to the card vendor and offset that amount against the USD 5 owed to the employee. Thus the employee will not receive any reimbursement and will personally owe the card vendor for the difference between the USD 5 paid by the company on his behalf and the USD 14 charge, or USD 9. In this case there were not enough out-of-pocket cash expenses to offset the non-reimbursable expenses so the employee is responsible to make up the difference with the card vendor.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
95 7/15/2019 MARRIOTT Hotel N CHD COMPANY IBCP CORP USD 125 DR 99999 - -
98 7/16/2019 MARRIOTT Hotel N CHD COMPANY IBCP CORP USD 125 DR 99999 - -
96 7/16/2019 MARRIOTT Dinner N CHD COMPANY IBCP CORP USD 20 DR 600 - -
99 7/16/2019 PARKING Parking N REG COMPANY IBCP CORP USD 5 DR 40 - -

CBCP Corporate Card Charge for Entirely Personal Expense (Net Due Company With Consolidated or Verbose Extract)

The extract produces two records for this single transaction. One record addresses payment that must be made to the card vendor by the company. The Payer is the company. The Payee is the corporate card vendor. The amount is a debit of USD 49 to the clearing account. Since there are no employee out-of-pocket expenses on this expense report there is nothing to offset the amount that the employee owes the company. Therefore, a separate record is created to address the net due company condition. In this record the Payer is the employee and the Payee is the company. The amount is a credit of USD 49 to the clearing account. The company’s financial system must have a process for dealing with this employee receivable condition. The CT&E system will not “carry over” this net due company amount to subsequent expense reports.

The company will pay the credit card vendor for the full amount due the card and retain a corresponding employee receivable (most likely represented as a debit in the employee’s vendor account. This allows natural offsetting to occur if there are subsequent amounts due the employee posted to their vendor record in the future.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
- 6/1/2016 - Dues Y REG EMPLOYEE COMPANY USD -49 CR cbcp180 - -
- 6/1/2016 - Dues Y REG COMPANY CBCP CORP USD 49 DR cbcp180 - -
- 6/1/2016 - Tolls Y REG EMPLOYEE COMPANY USD -32 CR compaid374 - -
- 6/1/2016 - Tolls Y REG COMPANY CBCP CORP USD 32 DR compaid374 - -

CBCP Corporate Card Charge with Itemization and Personal Expense (Net Due Employee With Consolidation)

The Payer for both transactions is the company. The Payee is the corporate card vendor for the full amount of the hotel transaction (the company owes the card vendor for the entire amount of the transaction, including the non-reimbursable in-room movie) and the employee for the balance of the taxi expense after the offset is taken for the in-room movie portion of the corporate card transaction. The employee would normally be reimbursed for the full USD 35 out-of-pocket taxi expense but, because a portion of the company paid corporate card transaction was not a legitimate business expense, the system reduces the amount due to the employee by the amount of the non-reimbursable expense. In this case there was enough out-of-pocket cash expenses to offset the non-reimbursable expenses so there is a net due to the employee for this expense report.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
4252 6/4/2019 MARRIOTT Hotel N CHD COMPANY CBCP CORP USD 125 DR 474230 - -
4253 6/3/2019 MARRIOTT Hotel N CHD COMPANY CBCP CORP USD 125 DR 7271001 - -
4254 6/3/2019 MARRIOTT Dinner N CHD COMPANY CBCP CORP USD 20 DR 474230 - -
4291 5/29/2019 Taxi Local Trans N REG COMPANY EMPLOYEE USD 35 DR 474230 - -
4255 6/5/2019 MARRIOTT In-room movie Y REG COMPANY CBCP CORP USD 14 DR 199999 - -

CBCP Corporate Card Charge for Entirely Personal Expense (Net Due Company With Verbose Extract)

The extract produces two records for this single transaction. One record addresses payment that must be made to the card vendor by the company. The Payer is the company. The Payee is the corporate card vendor. The amount is a debit of USD 300 to the clearing account. The second record is created to address the net due company condition. In this record the Payer is the employee and the Payee is the company. The amount is a credit of USD 300 to the clearing account. The company’s financial system must have a process for dealing with this employee receivable condition. The CT&E system will not “carry over” this net due company amount to subsequent expense reports.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type
- 9/1/2016 Cheesecake Factory Dinner Y REG EMPLOYEE COMPANY USD -300 CR - - -
- 9/1/2016 Cheesecake Factory Dinner Y REG COMPANY CBCP CORP USD 300 DR - - -

CBCP Corporate Card Charge with Itemization and Personal Expense (Net Due Employee With No Offsets)

The records are slightly different from the previous example where offsets are built into the extract. In this case, where there are no built-in offsets, each record is distinct and the offset will need to be calculated in the client’s bridge program. The Payer for both transactions is the company except for the personal portion of the Hotel expense. The personal amount of USD 14 is represented with two distinct records. One record addresses the amount due to the corporate card vendor to ensure that the full amount of the otel transaction (including the personal amount) is paid to the card vendor. A second offsetting record addresses the same personal amount that the employee owes back to the company. In the first record, the company is the Payer and the Payee is the corporate card vendor for the USD 14 non-reimbursable in-room movie). In the second record the employee is the Payer and the Payee is the company for the credit amount of the USD 14 non-reimbursable in-room movie. The full USD 35 out-of-pocket taxi expense is handled as a normal out-of-pocket cash expense with the company being the Payer and the employee being the Payee. The client’s bridge program will need to summarize the two records (+USD 35 taxi and -USD 14 in-room movie) to arrive at the USD 21 due to the employee.

[61] entry_id [64] Entry Transaction Date [70] Vendor Name [63] Expense Type [68] Is Personal [62] Entry Transaction Type [163] Payer Payment Type [165] Payee Payment Type [169] Journal Amount [168] Debit Credit [167] Account Code [177] Cash Advance Amount [185] Cash Advance Transaction Type  
4336 6/6/2019 MARRIOTT Hotel N CHD COMPANY CBCP CORP USD 125 DR 474230 - -  
4337 6/7/2019 MARRIOTT Hotel N CHD COMPANY CBCP CORP USD 125 DR 474230 - -  
4338 6/8/2019 MARRIOTT Dinner N CHD COMPANY CBCP CORP USD 20 DR 474230 - -  
4339 6/8/2019 MARRIOTT In-Room Movie Y CHD COMPANY CBCP CORP USD 14 DR 199999 - -  
4339 6/8/2019 MARRIOTT In-Room Movie Y CHD EMPLOYEE COMPANY USD 14 CR 199999 - -  
  4340 6/8/2019 Taxi Local Trans N REG COMPANY EMPLOYEE USD 35 DR 474230 - -