What can I do if a company card expense is unmapped by the Reconciliation tool?

All unmapped rows will be listed at the bottom of the excel file with no TripActions booking report columns appended. Unmapped rows are typically correlated to expenses purchased outside of TripActions. You can follow the general list of steps below to reconcile the unmapped expenses.

  • Confirm the expense is a reservation that can be booked in TripActions.
    • Currently, only airfare, lodging, car rentals, and train tickets can be booked within TripActions. If the expense is for a tack-on charge such as wifi or parking it is likely not something booked in TripActions. You can contact the traveler associated to the charge to acquire an invoice.
  • If the unmapped expense is a reservation that can be booked in TripActions, download a bookings report from the Reports tab and match the expense manually. Some helpful tips are listed below: 
    • Filter Column G Booking Type to match the credit card expense type (i.e. flight, hotel, car, train).
    • Filter Column AP Payment Method to match the last four digits for the credit card you are looking to reconcile the expense.
    • Filter Column N Booking Status for CONFIRMED or TICKETED.
    • Use column B Booking Date and match up the date of the charge to +/- 4 days of the booking date listed in TripActions. 
    • For hotels, use Column AC Payment Schedule to understand if the reservation was paid for partially in TripActions or in full. A LATER (or pay at hotel option will not be charged to your company card unless the employee had) the card on hand upon arriving at the hotel.
  • If you are looking to reconcile an unmapped refund, you can download a booking report from the Reports tab and match the expense manually. Some helpful tips are listed below: 
    • Filter Column G Booking Type to match the credit card expense type (i.e. flight, hotel, car, train).
    • Filter Column AP Payment Method to match the last four digits of the credit card you are looking to reconcile the expense for.
    • Filter Column N Booking Status for CANCELED or VOIDED.
    • Use column B Booking Date and match up the date of the charge to +/- 4 days of the booking date listed in TripActions. 
    • For hotels, use Column AC Payment Schedule to understand if the reservation was paid for partially in TripActions or in full. A LATER (or Pay at Hotel option will not be charged to your company card unless the employee had the card on hand upon arriving at the hotel).
  • If none of the above steps look like they are matching to a TripActions expense and you are positive the expense was booked in TripActions reach out to your Customer Success Manager or launches@tripactions.com with a screenshot of the credit card expense and the last 4 digits of the company card. 

 

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