Transactions
Alex Johnson avatar
Written by Alex Johnson
Updated over a week ago

Which of Vendr's products is this article applicable to?

Applicable

  • Vendr 2.0

Not Applicable

  • Freemium

  • Premium Intelligence

  • Premium Procurement

Overview

The Transactions page is where all your transaction-based spend goes when it first gets ingested into your Vendr account via one of the Accounting & Finance integrations.

There is no Contract-based spend on this page whatsoever.

Once your transactions have been ingested, they're then processed (either manually or according to a rule), which either causes the transaction to be mapped to an App/Supplier, or get ignored.

There are 3 tabs on the Transactions page:

  • Transactions

  • Rules

  • CSV uploadsโ€‹

Transactions

There are two tabs on the transactions table: Unprocessed and Processed.

Transactions begin as unprocessed, until some action is taken (either manually or according to a rule).

Then they're either ignored or move to the Processed tab.

You can search for specific transactions using the Memo field, and/or filter the tables by transaction Source and/or Date.

Reconciling Duplicate Transactions

If you've got multiple finance/accounting integrations connected to your Vendr account, it's possible that the same transaction could be imported from both systems and you wind up with a duplicate transaction in your Vendr account.

When that happens, Vendr will do its best to automatically de-duplicate those transactions.

In order to de-duplicate, the transactions in question need to match on a few criteria:

  • same Supplier

  • same Amount (USD)

  • same Transaction Date

What does that look like in your Vendr account?

All transactions (once they're mapped), show up on the Spend details tab of the Supplier they're mapped to.

When a transaction as been de-duplicated, you'll still see that on the Spend details page, because you'll see multiple sources for the same transaction.

If you then click into that transaction, you'll be able to see details about each of those sources.

Should you connect your expense reimbursement integration?

Given that transaction de-duplication is dependent on Transaction Date as one piece of data that must match for de-duplication to occur, there is one scenario to be aware of that could cause messy data: expense reimbursement integrations.

For example, let's say your company uses Quickbooks and Expensify.

If your Expensify transactions ultimately flow into your Quickbooks account, and you connect both integrations to your Vendr account, then Vendr will see the same transaction from two different sources.

Normally, that's where the de-duplication would happen, but, because of the nuance of expense reimbursement, you could just as easily wind up with a situation where the date of the Expensify transaction is Aug. 15 (when the transaction occurred / when the employee recorded it) and the date of the Quickbooks transaction is Aug. 24 (when finance processed the transaction).

In that case, the transactions would have different dates and the de-duplication wouldn't happen.

So, for that particular scenario, our recommendation is:

  • Connect your accounting / ERP integration first and see if that does the trick

  • You can always connect your expense management integration later, if needed

As always, if you have any questions or need any help, please don't hesitate to contact Support.

Transaction Mapping Rules

By default, Vendr will attempt to process Transactions automatically and map each Transaction to the appropriate app.

Transaction Mapping Rules are how you can then fine-tune that mapping.

Creating a New Mapping Rule

  1. From the Transactions Page click the Manage Rules button on the top right corner of the page.

  2. Then Click New Rule on the top right corner of the page.

  3. In the pop-up window, first use the filters to target the transactions for the rule.

  4. Then choose the rule. You can assign those transactions to a specific app, or have Vendr ignore those transactions entirely.

Managing Existing Rules

  1. From the Transactions Page click the Manage Rules button on the top right corner of the page.

  2. Click the 3 dots on the right hand side of whichever rule you would like to modify.

  3. From there you can Edit the rule or Delete it.

You can find a more detailed explanation of Transaction Mapping here.

CSV Uploads

In addition to identifying transactions via Accounting & Finance integrations, you can always manually upload them using a CSV file, or manually adding individual transactions within the Upload CSV tab.

Click the Upload CSV button on the top right corner to open the Bulk Import Transactions page.

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