Link transactions to travel request and allocate coding

Transactions can be linked to a requisition once it has been created. However, if the requisition has not yet been approved, you are only allowed to link travel expenses from your card account. Once approval has been acquired, you may add out of pocket expenses and expense reports to the requisition.

To link transactions to a requisition:

1. Click to the right of the requisition on the statement.

   The Transaction Linking & Allocation window appears, defaulting to the Linking tab.

2. To search for a transaction(s) you want to link to the requisition, select an account and period from the Account and Period drop-down boxes. Click OK.

   Note: All transactions that meet your search criteria are returned. A display page mechanism at the bottom of the screen allows you to page through the results. Alternatively, you can sort the results by clicking any of the column headings in the results table.
   
   DTEA base card transactions, DTEC transactions and cash transactions cannot be linked to requisitions and are excluded from the Account search field.

3. To link:
   • Transactions one at a time, click beside the transactions you want to link.
   • All the displayed transactions, click Select All.

   The selected transactions move to the right side of the window.

4. To unlink a transaction, click beside it. You can only unlink transactions that have not already been linked to an expense report. If it has already been linked to an expense report, you need to first unlink it from the expense report, then return to the requisition to unlink it.
5. Click Save.

   The transaction you have linked will now display in the statement below the requisition details and will alter the balance of the requisition that remains unallocated.

   When you view the Coding tab of the Travel Request Details window for a linked transaction, you will now see a link on the top right corner called View Linked Transactions. When you click this link, you can view all other transactions linked to this requisition.

To allocate coding to transactions linked to a requisition:

Shared Travel Services enables you to use the coding you applied to a base requisition and allocate it to the transactions you link to the requisition.

1. Click to the right of the requisition on the requisition details statement.

   The Transaction Linking & Allocation window appears, defaulting to the Linking tab.

2. Click the Allocation tab.

   The Allocation view is broken into two sections. The top section Linked Transactions shows all the transactions linked to this requisition, and the bottom section Travel Request Allocation Lines shows the requisition and the line coding you allocated to it when the request was first created.

   Shared Travel Services compares each of the linked transactions and their coding against the Travel Request Allocation Lines. Any transaction that has coding applied that is similar to that of any of the coding lines within the requisition are ‘matched’ and the coding of the applicable line in the requisition is applied to the transaction.

   If there are transactions that had no coding completed before they were linked to the requisition, or they have coding that is in no way similar to that of the requisition, the Allocated field will be blank.

3. View each of the lines automatically allocated and, if required, alter the amounts by typing the amount manually into the Allocate field beside the correct coding line under the Travel Request Allocation Lines section and clicking the Allocate link to the right of the linked transaction.
4. Click Save.

   The allocations you have made will now apply to the linked transaction on the Coding tab of the Travel Request Details window.