Overview
This instructions document will help AP or Gorilla Expense Administrators to identify the total amount spent by end user on their corporate credit card AND also, reported in Gorilla Expense. This information can be then compared with the credit card statement for reconciliation to identify any expenses that were not reported by the end user.
This document is relevant for users who have or are using the automated credit card import feature.
If you prefer to consume this information in a video format click on the link below -
Instructions (Admin)
Part 1 – Identifying Submitted Bank Transactions
Gorilla Expense does provide a report that breaks down all expenses that were submitted by end users grouped by each end user. In order to run this report, follow the instructions below.
1. Go to Menu -> Analytics -> Reports
2. In ‘Standard Report’ section, Open report ‘Report By Employee’
3. Enter the Date Range for which you want to verify the transactions.
4. Select Pay-Method associated with the Corporate Credit Card. (You can find the pay-methods in Menu -> Masters -> Pay Method)
5. Click on ‘Execute’
6. The report will generate the list of transactions per users who have used (attached) the transactions against Corporate Credit Card in their expense reports which may have a report status of submitted, saved not submitted or rejected. (Refer to screenshot below)
7. Optionally if you want to see only approved and paid expenses select Manager Approved - All Levels and AP Approved and AP Paid statuses - This selection will exclude any "In Progress" expenses reports the user is working on or are awaiting manager's approval. AP Approved or AP Paid expenses are the ones that are already posted to your accounting system.
Comparing report with the Credit Card Statement
You can compare the ‘Grand Total’ value (can be found at the bottom of the report – see screenshot below) with the total amount mentioned on the ‘Credit Card Statement’ that you have received from your bank to see if you have a match. In an ideal world you should have these amounts match. If the ‘Grand Total’ on the report and total amount mentioned on the ‘Credit Card Statement’ match, then it means all of the users have submitted the expenses made using their Corporate Credit Card for that period of time and no action is required.
If the ‘Grand Total’ do not match with the total amount spent as per the credit card statement, it means few of the users have not submitted their corporate credit card expenses yet. Next section will guide you finding out the un-submitted bank transactions.
Part 2 – Identifying Un-Submitted Bank Transactions
Gorilla Expense does provide a report that breaks down all bank expenses that were not submitted by end users grouped by each end user. In order to run this report, follow the instructions below.
1. Go to Menu -> Analytics -> Reports
2. In ‘Standard Report’ section, Open report ‘Report For Unsubmitted Bank Transactions’
3. Enter the same Date Range for which you want to verify the transactions.
4. Select Pay-Method associated with the Corporate Credit Card. (You can find the pay-methods in Menu -> Masters -> Pay Method)
5. Click on ‘Execute’
6. The report will generate the list of transactions per users who have not submitted their bank transactions and also the ‘Grand Total’ at the bottom.
- The ‘Grand Total’ on the report should be the difference between the total amount mentioned on credit card statement and the ‘Grand Total’ amount from the ‘Report By Employee’ report (Part 1).
- Compare the Employee Total value from the report with the employee's balance on the credit card statement to identify which employee/user has not submitted all of their corporate credit card expenses.
7. Administrators can export the results of this report into an excel file to identify the list of users to take the necessary action/notification.