Card expenses are usually entered in travel requests - check out more information in How to render accounts of the corporate credit card — but it is possible to add other expenses (which have not yet been added to a travel O.S.) during the closing of the invoice.
To close the corporate card invoice, follow the steps below:
1. Access Argo;
2. Click on Expense;
3. Click on Closing;
4. Select the user and click on Select;
5. Enter the Reason and Debit company data and click on Proceed;
6. Click on New invoice;
7. Select the card and the desired period and click on Search;
8. Select all the remaining expenses, id est, those that were not included in a travel O.S., and click on Click to add;
| ✅ Tip! If you have an expense where part of the amount is a personal expense and part of the amount is a corporate expense, you can split this expense into two, so that you can detail one expense as "Return" and the other as "Reimbursable". Check out more information in How to split a corporate card expense. |
9. At this point, the expenses that still need to be detailed are highlighted in red. Click on the Edit button, located to the right of the expense record:
📃 Information: Please note that the expenses for this card that were added in travel requests are also shown in the closing of the invoice, but without the red highlight because you have already detailed these expenses in the travel O.S. To view more information, click on the expense line. The Reference field shows the number of the O.S. to which the expense was added. |
10. Select the Expense and click on Send a receipt to attach the receipt of this expense;
11. Check or uncheck the “Refundable” or “Verified” options as needed;
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📃 How does it work? If the corporate card is paid for by your company, do not select the "Refundable" option for corporate expenses and select the "Verified" option for personal expenses that were spent with the company card and need to be returned. But if you are the one paying for the card, select the "Refundable" option only for corporate expenses and keep personal expenses without selecting the "Refundable" and "Verified" options. |
12. Click on Save to finish editing this expense;
13. Repeat the process for the other corporate expenses highlighted in red;
| ⚠️ Important! It is only possible to send for approval if all the expenses on the card's invoice have been added and detailed in this Invoice closing O.S. |
14. After editing all the expenses, click on Send for approval;
| ✅ Tip! You can also Save and close the corporate card invoice at another time. |
15. Select the Authorizer and click on Conclude.
| 📃 Information: After sending your expenses for approval, the status of the O.S. will change to "Awaiting Approval". Only after approval will your request be forwarded to Finance to write off a return or to reimburse, when applicable. |
See also: