Link transactions to expense report

Once an expense report is created, any unlinked transactions with a positive balance on the parent requisition will be automatically linked to it; credit transactions or those with zero balance will be excluded. You may want to review the linked items and remove the ones that you do not want linked to this expense report.

Note: If the option Expense Report - Single Billing Currency is enabled for your organization, expense reports are restricted to a single billing currency. This means only transactions in the same currency as the expense report will be automatically linked to it.

To link transactions to an expense report:

1. Click Home in the global menu.
2. Under the heading Expense Report, click Statement - your name.

   Your expense reports summary displays any existing expense reports and their associated status icons.

3. Click the expense report you want to link transactions to. You may view the parent requisition by clicking the View Travel Request link above the expense report.
4. On the Expense Report Details screen, click to the right of the expense report name.

   The Transaction Linking & Allocation window appears.

5. Search for the transactions you want to link to the expense report. You will only be shown transactions that were previously linked to the parent requisition. If the transaction you are looking does not exist in the list, you need to link it to the requisition first.
6. 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.

7. To unlink a transaction, click beside it.
8. Click Save. The transactions you have linked will now show on the Expense Report Details screen under the expense report name.

   What's more, when you view the Transaction Details window for any linked transaction, the name of the expense report will appear as a link in the top-right corner of the window. When you, your manager or your approver clicks this link, the Expense Report Details screen and all other transactions linked to this expense report can be viewed.

Note: If you have been delegated another user’s cash or card account, by default Shared Travel Services allows you to link transactions (your own or those belonging to the delegated account holder) to your own expense reports or expense reports belonging to the delegated account holder. This is useful functionality if you are managing expense reports for other employees. However, if a certain implementer-level option is active for your organization, you will be only able to link your own transactions to your own expense reports.

At this point, print the expense report and see if you need to make an advance return.