Expense Returns to Corporate Cards: Generated Transactions
To process a return to a corporate card, you create a negative expense receipt and then process an expense claim for it. The release of a negative expense claim does not generate general ledger transactions or project transactions directly. When you release the negative expense claim, the system creates the corresponding accounts payable document: a cash return. On release of the cash return, the system generates the general ledger transactions. For the project-related lines of the cash return, the system also generates project transactions.
GL Transactions Generated on Release of a Cash Return
When a cash return 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 | 0.00 | Return amount |
| The liability account | The cash account of the corporate card | Return amount | 0.00 |
You can view the details of the batch associated with the release of a cash return 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 return line is related to a project, on release of the cash return, 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 return line | 0.00 | Return amount |
| The liability account | The cash account of the corporate card | X (non-project code) | Return amount | 0.00 |
Project Transactions Generated on Release of the GL Batch
As described above, when you release the cash return that was created on release of a negative expense claim, the system generates a batch of GL transactions. If the cash return has any line associated with a project, 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 | – Refund 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 cash return by the reference number of the document in the Orig. Doc. Nbr. column.