Company cards - General instructions for the user

I made a private purchase with my company card. How do I report it as a private purchase?

If you have made a private purchase with your company card, you can mark the transaction as private before sending the company card report to the administrator.

1. Select Expenses > To do. 
2. Open the transaction that you want to mark as a private purchase. Please note that the transaction may either be included in the company card report or appear as a separate transaction under To do. 
3. Scroll down until you find “Mark as private purchase”. Click the button and slide it to the right. > Save.

When you preview your company card report by clicking the three dots in the upper-right corner of the report, you can see in the summary that the transaction has been marked as a private transaction. 

If you want to remove the mark, click the same button you used to mark the transaction as private, and slide it to the left.

Always remember to save the changes.

How do I add a receipt image from an existing expense to my company card report?

1. Start by selecting the company card report and then select the expense to which you want to add the receipt image. 
2. Click the three dots in the upper-right corner and select the option to link it to an existing transaction.
3. Select the expense > Link.
4. When you open your company card report, you can now see that the receipt image has been added to the transaction. Remember to save the changes.

How do I manage my company card report?

If your organisation uses a company card connection, payments made with the card are automatically transferred to your user account in RAN Expense. The transactions are uploaded in different ways depending on your organisation’s settings and who is responsible for paying the invoice.

The company is responsible for the payment:

Each transaction in the report must be updated with a receipt image. If you have not added a receipt image to the expense, the report cannot be submitted.

The report also cannot be submitted before the bank has sent the invoice. Once the invoice has been sent to us, you will see the “Submit” button when you open the report.

The private individual is responsible for the payment:

When the user is responsible for the payment, card purchases are transferred from the bank to the user’s account, but they appear as separate transactions and not in the report. 

To submit the transaction, the user must create an expense report and add the transaction to the report before it can be submitted.

How do I manage real-time transactions from Nordea First Card?

If your company has connected real-time transactions from Nordea First Card, your transactions are sent directly to RAN Expense and created under Expenses > To do. 

A receipt image must be added for each expense. Open the transaction and drag the receipt image to the designated field or upload a receipt image from your documents/gallery. If you are using the mobile app, you can also take a picture directly.

When the bank sends the invoice, a report is automatically created in your user account, and you can submit it to your organisation.

Matching receipts

The system attempts to match the expense/receipt with the transactions sent from the bank every night. For the matching to be successful, certain details must be entered correctly for the automatic matching.

• The expense (receipt image) must be saved as a draft.
• The expense must be uploaded before the transaction is sent from the bank.
• The receipt image and the transaction must have the same purchase date.
• The amounts on the receipt image and the transaction must be the same.

If the expense is not matched automatically, you can add the receipt to the transaction manually.

I have submitted a manual report with my receipts, but bank transactions for the same expenses/receipts have now arrived in my user account. What should I do?

First, contact the administrator in your organisation and ask them to return the report to you. If the administrator has already processed the report or if it has already been paid, contact the administrator for instructions on how to correct the situation.

You will find the returned report under Expenses > To do > Rejected.

You should then remove the expense from the returned report so that you can link it to the transaction in the company card report:

1. Open the report, click the X icon to the right of your expense > Save. 
2. The expense will be changed to a draft under To do. 

3. You can now link the expense to the transaction in your company card report.