Expense Receipts with Corporate Cards: Generated Transactions

The release of an expense claim does not generate general ledger transactions or project transactions directly. When you release the expense claim, the system creates the corresponding accounts payable documents. On release of the accounts payable documents, the system generates the general ledger transactions. For the project-related lines of the AP documents, the system also generates project transactions.

GL Transactions Generated on Release of a Cash Purchase

When a cash purchase related to an expense claim is released, the system generates a batch of the general ledger transactions shown in the table below.


Account	Source of Account	Debit	Credit
The expense account	The inventory item	Amount	0.00
The liability account	The cash account of the corporate card	0.00	Amount

You can view the details of the batch associated with the release of a cash purchase by clicking the link in the Batch Nbr. box on the Financial tab (GL Link section) of the Cash Purchases (AP304000) form. The system opens the batch on the Journal Transactions (GL301000) form.

If a cash purchase line is related to a project, on release of the cash purchase, the system generates a batch of the general ledger transactions shown in the table below.


Account	Source of Account	Project Budget Key	Debit	Credit
The expense account	The inventory item	The project, project task, and cost code in the cash purchase line	Amount	0.00
The liability account	The cash account of the corporate card	X (non-project code)	0.00	Amount

GL Transactions Generated on Release of an AP Bill

When an accounts payable bill related to an expense claim is released, the system generates a batch of the general ledger transactions shown in the following table.


Account	Source of Account	Debit	Credit
The expense account	The inventory item	Amount	0.00
The liability account	The AP bill	0.00	Amount

If an accounts payable bill line is related to a project, on release of the bill, the system generates a batch of the general ledger transactions shown in the table below.


Account	Source of Account	Project Budget Key	Debit	Credit
The expense account	The inventory item	The project, project task, and cost code in the bill line	Amount	0.00
The liability account	The AP bill	X (non-project code)	0.00	Amount

You can view the details of the batch associated with the release of a bill by clicking the link in the Batch Nbr. box on the Financial tab (Link to GL section) of the Bills and Adjustments (AP301000) form. The system opens the batch on the Journal Transactions (GL301000) form.

GL Transactions Generated on Release of an AP Debit Adjustment

When a debit adjustment related to an expense claim is released, the system generates a batch of the general ledger transactions shown in the following table.


Account	Source of Account	Debit	Credit
The liability account	The AP account of the employee	Amount	0.00
The liability account	The cash account of the corporate card	0.00	Amount

If a debit adjustment line is related to a project, on release of the debit adjustment, the system generates a batch of the general ledger transactions shown in the table below.


Account	Source of Account	Project Budget Key	Debit	Credit
The liability account	The AP account of the employee	The project, project task, and cost code in the bill line	Amount	0.00
The liability account	The cash account of the corporate card	X (non-project code)	0.00	Amount

You can view the details of the batch associated with the release of a debit adjustment by clicking the link in the Batch Nbr. box on the Financial tab (Link to GL section) of the Bills and Adjustments (AP301000) form. The system opens the batch on the Journal Transactions (GL301000) form.

Project Transactions Generated on Release of the GL Batch

If a cash purchase line or bill line is related to a project, on release of this cash purchase or AP bill, in addition to the creation of a batch of general ledger transactions, the system also generates a batch of the project transactions shown in the following table.


Project Budget Key	Account Group	Debit Account	Credit Account	Amount
The project, project task, inventory item, and cost code in the GL transaction	The account group mapped to the expense account	The expense account in the GL transaction	Empty	Amount

You can review the created transactions on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project in the Project box. In the table, you can find the project transactions created on release of the accounts payable bill or cash purchase by the reference number of the document in the Orig. Doc. Nbr. column.