Keeping Track of Your Transactions – Finfare

The Transaction View houses all transactions (including approved, pending, and declined charges) across all cards.

To view “Transactions”, log in to your Finfare account and select “Transactions” from the menu.

Accountant / Admin

As an Accountant -or- Admin, you have access to view all transactions, regardless of cardholder.

Employee

As an Employee, you can access and view transactions for the cards issued to you.

Let’s dig into the functionality of this page!

Search Transactions:

Search transactions by merchant name (i.e. Amazon, Target, Starbucks, etc). This is a quick way to locate transactions within a large transaction history.

Sort & Filter:
Sort by Date (all, last 7 days, last month, custom date range), Status (all, completed, pending, declined, refunded), Card used, or transaction amount (range). This will help you narrow the data further to locate your transaction.

*** NOTE ***

Merchant names may sometimes differ from what you expect.

Additionally, some companies (Amazon, for example) have a variety of different display names depending on the product or service you’re purchasing.

Just as a few examples, Amazon purchases can appear under any of the following names:

AMZN Mktp US
Amazon.com
Amazon Web Services
and many more

It is key to consider this when searching by merchant name.

In certain cases, you’ll have better luck narrowing your search by date.

View Transaction Detail:
The Transaction View will show transaction date, status, merchant, card, receipt presence, and amount.
For additional detail, click on the transaction line item. A popover will appear where you can add additional information including receipt upload and a note/memo.

Adding Receipts / Documents:

Adding receipts for company transactions is important for various reasons. Receipts serve as evidence and documentation of the transaction, validating the purchase, items or services bought, and the amount paid. They ensure compliance with auditing requirements, support expense reimbursement processes, and are crucial for claiming tax deductions. Receipts also aid in financial analysis, budgeting, and merchant management by providing data on spending patterns, supplier relationships, and cost-saving opportunities. Overall, requiring receipts promotes financial accountability, accurate record-keeping, compliance, and effective financial management.

On the Transactions page, the "Documents" column shows whether a Receipt or Memo has been added or is still missing. The camera icon conveys the status of a receipt's presence or absence through a green checkmark or a red "i."

To add a receipt or memo to a transaction:

Select the transaction you’d like to add a receipt to.
Click anywhere on the transaction line item.
Within the Receipt box, browse or drag and drop a receipt.

When adding a receipt, our system will automatically verify the amount on the receipt against the amount of the line item. If our system is unable to verify the amount properly, you’ll see an error message stating the “receipt amount not verified”. The document icon expresses whether the receipt was verifiable with a green check or red “i”.

*** NOTE FOR ADMINS & ACCOUNTANTS ***

Always verify uploaded receipts to ensure they match the transaction. If you see a receipt is unverified you’ll want to follow up for more information.

Best practice tip: have employees hold onto receipts until receipts are verified.

Adding Memos/Notes to Transactions:

Memos help as an audit trail, aiding in compliance and demonstrating transparency and accountability.

Here are some examples of memos you can add:

Approvals: Memo indicating who approved the transaction and any relevant details, like "Approved by John Smith, CFO, on June 15th, 2023."
Product/Service Details: Details of the purchased item or service, such as "Purchased a new laptop - Dell XPS 15, with Intel Core i7 processor and 16GB RAM."
Purchase Justification: A note explaining the reason for the purchase, like "Bought additional software licenses to support the growing team's needs."
Delivery Information: Notes regarding the delivery of the purchased item, including tracking numbers, estimated delivery dates, or any special delivery instructions.
Cost Allocation: A note specifying the cost allocation or expense category, such as "Allocated this purchase to Project ABC under the Marketing department's budget."
Warranty or Support Information: Notes regarding warranty details, support contacts, or any extended service plans associated with the purchased item.
Satisfaction or Issues: Feedback or comments about the purchased item or service, indicating satisfaction or any issues encountered during the purchase process.

To add a memo, simply click on the transaction line. A popover box will appear to the right. Find the “Memo” box and enter your desired text. Memos should be concise.

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