Submit Card Transactions for Approval
As purchases are made using corporate cards connected to Abacus, a feed of transactions will start to appear under the Needs Attention section of your personal Dashboard, as well as on the Transactions page. Once they are posted (typically within 1-3 business days), transactions will need to be reviewed and submitted.
If you need reimbursement for an out-of-pocket business expense, you can submit it as a reimbursable expense in Abacus.
Note: Submitted expenses are not visible on the Abacus mobile app until the user has at least one approved expense.
Submit Card Transactions from your Dashboard
1. Locate your card transaction in the Needs Attention section of your Personal dashboard.
2. To attach a receipt, click upload select an image from your computer or click Browse Receipts to select a receipt that you've already uploaded. (Follow these instructions to include multiple receipts.)
3. Click Add Details to add expense fields right from this window or click Expand to open the expense submission window. Fill in the required fields in order to add context to your expense.
4. Follow these instructions to itemize the expense, add flight details or attendees, or indicate that it is billable.
5. Once all information has been reviewed and added, click Submit.
The transaction will be sent to your Manager for approval and will appear on the completed tab of the Transactions page once approved.
Submit Card Transactions from the Transactions Page
On the Transactions page, posted transactions need to be reviewed before they can be submitted.
Please Note: Transactions that are not yet posted appear as Queued in the Pending Submission tab, and cannot be submitted. You can add details following the steps below and click Queue instead of Send, which will ensure that the transaction automatically submits once it is posted.
1. Click Transactions in your Personal sidebar to access the Transactions page.
2. Click the more actions menu and select Edit.
3. Fill in the required fields in order to add context to your expense.
4. Follow these instructions to itemize the expense, add flight details or attendees, or indicate that it is billable.
5. To attach a receipt, click upload select an image from your computer or click Browse Receipts to select a receipt that you've already uploaded. (Follow these instructions to include multiple receipts.)
6. Once all warnings are resolved, click Submit.
The transaction will be sent to your Manager for approval and will appear on the completed tab of the Transactions page once approved.
Pending Transactions
Occasionally, transactions appear with the 'Pending' status.
A Pending Transaction is a recent card transaction or hold that has not yet been fully processed by the merchant. Pending transactions, can not be submitted for approval until the merchant processes the transaction. In the meantime, you can edit the details of the transactions and queue them. Once the charges are posted, the queued expenses will be submitted automatically.
If a merchant does not end up charging you, they will release the transaction and it will be eliminated from your account. If there is a pending transaction that needs to be released on your card, the best practice is to reach out to the merchant to release the pending transaction.
Your bank cannot release pending transactions because it's up to the merchant to release them. Some merchants can take 3-5 business days to release transactions. If the merchant doesn't release the transaction, the pending transaction will automatically be released after 30 days.