FAQ: Dashboard, Emburse Transactions, and Draft Expenses
The Dashboard page is a list of unsubmitted expenses based on data from transactions on your account. Using information from your corporate or Emburse card transactions and historical expense data, Abacus creates a list of unsubmitted expenses in a single feed and attempts to match your receipts to your card transactions.
Where Does the Dashboard Feed Data Come From?
- Pending submission/transactions
- Emburse transactions and corporate card transactions: Abacus will transcribe and auto-populate the date, merchant, and amount. These fields are not editable by the member.
- Uploaded and Forwarded Receipts: Using receipt transcription, Abacus will transcribe the date, merchant, and amount. Suggestions generated by a receipt will allow these fields to be editable by the member.
- Abacus compares your Emburse card or corporate card transactions to your receipts and, if there's a match, will add that receipt to the expense proposal.
- Any expense that is associated with a personal card, based on a receipt, a corporate card or an Emburse card and has posted and been submitted for review (i.e., is ready for admin review on the Expense page) but has not already been approved by the admin can be edited and resubmitted for review.
How Do Draft Expenses Work?
- If an expense is associated with an Emburse card transaction and that Emburse card transaction is still in the Pending state, the member can add required details and save it as a draft.
- Expenses that have not yet been queued or have posted on the account can be saved as a draft.
- An Emburse card that has a posted card transaction while in a Draft state can only be edited and posted. If edits are made, the member can only discard the edits.
- Abacus will also compare the expense to your company’s policy and let you know if anything needs to be filled in before you can submit it.
You can always add a bit more information (e.g., a note) and then submit the expense, all without leaving the page. Once you've filled in all the required fields on the expense, the Save Draft button will become clickable.
What Are Queued Expenses?
- If the status of a suggested Emburse card transaction is Pending, then the expense can be edited and queued.
- Pending corporate card transactions cannot be split and queued. You must wait for the transaction to post before it can be split.
- If a suggested Emburse card transaction is Posted, then the expense can only be edited. It also cannot be saved as a draft.
- An Emburse card transaction can change status from Pending to Posted while already in the Draft state, i.e., the amount finalizes and a posted date replaces Pending status. The member will need to edit the expense and cannot save it as a draft.
- If the Posted amount of a Queued transaction does not match the Pending transaction amount, we Un-queue the expense and notify the user via email. (The cardholder will receive an email with the subject line "A queued expense has been moved back to Draft").
An expense can only be queued if all the required information is added to the expense by the user, such as receipts and coding requirements. It's expected that once the transaction posts, the expense will auto-submit and will be available for approval.
If the required information is not present, the user will be prompted to save it as a draft. Draft expenses do not auto-submit when the transaction posts. The user can edit a draft expense, add the necessary information, and queue it if the charge is not posted yet. If it has been posted, they will only have the option to edit and submit it.