1. Credit card bills in Bezala
The credit card bill is automatically imported to Bezala monthly or daily depending on your credit card provider. If the bill contains transactions for multiple credit cards, we’ll split it to individual bills. This way the user will only see the transactions that belong to their own credit card. You can see the individual bill lines by going to the Card Bills tab (Card Bills-> Card Bills) page. On the Missing Receipts tab, you will see a summary of all open transactions in Bezala.
2. Credit card receipt look-up
Bezala checks which bill lines are missing a receipt. Automatic matching of receipts is done when the transactions arrive to Bezala,when new receipt is created and after receipt is updated.
The bills are automatically linked to receipts in Bezala by:
date
currency
price
user
credit card number
3. Payment method and user linking
Bezala matches a user and payment method to purchases based on the first four and last four digits of the card added to the payment method. For Eurocard and Nordea integrations, it is also possible to use external user IDs for matching. For Zevoy and Pliant integrations, information is linked based on card numbers and user email addresses.
If payment method information is not found, Bezala attempts to add the information to the correct user based on either the user's external ID or the cardholder's name. Additionally, it tries to find an account for the credit card depending on the card type (reimbursable or non-reimbursable). If both the user and account are found, transactions are automatically matched, and missing card information is added.
Exceptions to this logic include Danske Master Card integrations (matching is done based on the cardholder's name) and Zevoy and Pliant integrations (matching uses also email).
3a. Card information can also be manually matched to a user:
Click on Accounts tab in the Company settings. In the "Type" column you can see the accounts that are the payment types. Click on the yellow pen icon for the payment account you want to edit.
If you want to create a new payment account, click "Add an account" and choose "Asset" as type, fill in all necessary information and click "Create". See more here.
Check that the first four and last four digits of the card have been added. If they are missing, click the "+Add credit card" button and enter the information in the fields, then save your changes.
Go to Card Bills from main menu and find the correct invoice number row.
Click on this row in the "Credit card" column and select the card information belonging to the invoice from the drop-down menu. The correct credit card should now be saved to the invoice, and the payment method and user columns should show the correct information.
4. Tips to make the automation work better
please make sure that the “User” field contains the credit card user’s name
please make sure that the correct credit card is selected as the payment method
please make sure the receipt has the correct date
if the receipt was given in a foreign currency, please select the right currency and fill in the foreign currency amount
if our reminder email includes one or more rows with the text “Cash Withdrawal”, please insert all the receipts related to the cash withdrawals as one receipt per cash withdrawal
5. Meaning of traffic light icons next to our credit card receipts:
Green card icon: The receipt amount and bill line amount match exactly with each other.
Yellow card icon: A receipt has been matched to the credit card transaction, but the amount on the bill line and the receipt does not match exactly. A fuzzy match has therefore been made. This can happen, especially when bill and receipt are in different currencies.
Click open the receipt with yellow icon.
If you are sure that the bill line is connected to correct receipt, you can click the "Use" bill price under the Cost field in the receipt form.
If the bill price and the receipt amount have a lot of difference, you should check if receipt has accidentally connected to wrong bill line:
Note user of receipt and go to "Card bills".
Sort by user and click open the newest bill for that user.
Check if there are other bill lines that are better for that specific receipt and match receipt manually (see down below 6.).
Red card icon: Receipt has not been connected to card bill transaction.
If it is a relatively new transaction (less than a week old) you can wait for the bill line to come from credit card integration.
Otherwise, you can do a check like this:
Note the user who has added receipt
Click "Card Bills" in main menu and sort with user
Click check box next to Number of usually the top-row, i.e. the newest bill for that user.
Click "Find receipts" in lower-right hand corner.
Go back to receipt and see if icon color has updated from red to green/yellow.
Note the user, amount and date and follow the instructions on how to link receipt manually (see down below).
Red card icon, but paid with own cash/money?
Click "Accounts" and search for that account or sort by payment method to find it.
Click yellow edit pen on the account row.
See if cards exist under the credit cards-section (marked with blue in screen shot). Note those and add those same cards to another account (e.g. company card account) if they are correct cards (but therefore in the wrong place).
This means that you need to go to edit page of company card account.
Click "+Add credit card" and add those same cards into this account instead.
Click "Save"
Go back to edit page of paid with own money account.
Delete all the credit cards from paid with own money account by clicking red trash icon next to each card.
Remember to lastly click "Save" in lower right-hand corner.
6. How to link receipts manually
Find the individual bill from the "Card bills" tab in the web version and click on the bill number.
Click on the text "Choose receipt" and choose the receipt for that bill line from the dropdown
If you can't find the correct receipt from the dropdown, you can add the missing receipt by clicking the link "Add receipt" found on the same row. After this please return to section 1 in these instructions.
If the receipt has been delivered to accounting via other means, you can choose the value "Not needed" for a bill row. This way Bezala won't remind you or the card's user about this particular bill row.
7. How to delete extra credit card bill rows
Sometimes there are mistakenly extra bill rows for the same expense. To delete the extra bill row(s), you need the accountant role in Bezala. Contact your Company accountant to do this.
Login to Bezala's web version and click on the main menu.
Click "Card Bills"==> "Card Bills"-tab.
Click on the relevant bill number in the "Number"-column.
Check the box(es) for the extra row(s) you want to delete.
Click "Mark as "no receipt needed""-button in the lower-right hand corner.
To manage your credit card bills in Bezala you'll need to activate the "Credit Card Bills" feature. Read more about this feature here.