Question 1

How can I upload receipts and attach labels using the web application via my desktop account?

Accepted Answer

Submit expenses via your desktop -

Visit account.centtrip.com from your tablet or desktop computer, and sign in.

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Click to expand the filters and select 'without receipts' to view outstanding expenses. Then 'Update'

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/SP7vclLu5H/resources/V1gBXuHDlI/Cardholder%20desktop%20expenses%20-%202.png (Cardholder desktop expenses - 2)

Work through the list by clicking on an expense to open the details panel. You can then attach a receipt, select corporate labels and add your own labels and notes.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/SP7vclLu5H/resources/lIdaw1epuy/Cardholder%20desktop%20expenses%20-%203.png (Cardholder desktop expenses - 3)

Vist the 'CASH' page from the left-hand menu, then 'Add transaction' to record expenditure using funds from a cash-top up or ATM withdrawal.

Question 2

How do I submit my card expense receipts, labels and notes?

Accepted Answer

You can attach photo receipts, labels and transaction notes instantly, as and when you spend via the Centtrip app.

Submit individual expenses within the app -

Before you begin, ensure you have activated your card and signed into the app.

Watch 2-minute video -

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Submit weekly or monthly expenses via your desktop -

Visit account.centtrip.com from your tablet or desktop computer, and sign in with the same details you use to access the app.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/SP7vclLu5H/resources/bd2Jtws6Hq/Cardholder%20desktop%20expenses%20-%201.png (Cardholder desktop expenses - 1)

Click to expand the filters and select 'without receipts' to view outstanding expenses. Then 'Update'

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/SP7vclLu5H/resources/V1gBXuHDlI/Cardholder%20desktop%20expenses%20-%202.png (Cardholder desktop expenses - 2)

Work through the list by clicking on an expense to open the details panel. You can then attach a receipt, select corporate labels and add your own labels and notes.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/SP7vclLu5H/resources/lIdaw1epuy/Cardholder%20desktop%20expenses%20-%203.png (Cardholder desktop expenses - 3)

Vist the 'CASH' page from the left-hand menu, then 'Add transaction' to record expenditure using funds from a cash-top up or ATM withdrawal.

Question 3

How do I view expenses which are missing receipts?

Accepted Answer

As an Administrator, you can easily view outstanding expenses by applying a quick filter.

Sign into your account and visit Manage Expenses. Open the filters tab and select Without receipts under Receipts. Click Update to apply.

Question 4

What is an 'Alternative Value' for a Corporate Label in Expense Management?

Accepted Answer

Every Corporate Label created in Expense Management can have an 'Alternative Value'.

Alternative Values can be an accounting code, tracking category or reconciliation or disbursement status. This is useful for mapping to internal accounting practices. Only the Corporate Label is visible for cardholder. The Alternative Value is stored with the transaction.

In the example below:

A - highlights one of the Corporate Label Groups: Expense Type

B - shows the individual labels within that particular Label Group

C - These are the alternative values (or accounting codes) for each label

Question 5

How can I download my Cardholder Labels to use as Corporate Labels?

Accepted Answer

Save time when creating Corporate Labels, by using your existing cardholder labels. Export in just a click, add the accounting codes and simply re-upload in batch to your chosen Corporate Label Group.

Sign into Expense Management and click the 'Cardholder Labels' button to export.
Edit or add to the list as required, and enter an Alternative Value for each label.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/SP7vclLu5H/resources/GnkouugHGo/Corp%20Labels%20Template%20%282%29.png (Corp Labels Template (2).png)

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Re-upload your XLS file and click 'Next' to import your labels as Corporate Labels.

Question 6

How do I create Corporate Labels in batch?

Accepted Answer

Save time when creating Corporate Labels in Expense Management by completing our quick XLS template and uploading to your chosen Label Group in batch. You can also export your existing Cardholder Labels to re-upload these as Corporate Labels.

Using our XLS template:

Sign into Expense Management and open 'CORPORATE LABELS' from the left-hand menu.
Identify the Group you want to add your new labels to (or create a new Group) and click

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/SP7vclLu5H/resources/ZcVHG2aGCR/Corp%20Labels%20Template.png (Corp Labels Template (3).png)

Question 7

How do I view cardholder expenses which are ready to reconcile?

Accepted Answer

Filter on transactions which have a receipt attached to easily find expenses that are ready to reconcile. To get started, sign into your account and visit your expenses dashboard by clicking, 'Manage Expenses':

A. Click to open the 'Filters' tab

B. Locate the 'Receipts' filter and select 'With Receipts'

C. Press to 'Update' to apply your filter

Question 8

What are Corporate Labels and how do I set them up?

Accepted Answer

Corporate Labels are custom to your organisation and can be anything that will assist your accounting processes. Create as many label groups as required and link each individual label to alternative values, such as accounting or tax codes, for easy mapping.

Once set up, Corporate Labels can be attached to card and cash transactions instantly, either by cardholders within the Centtrip app, or by Administrators via the expenses dashboard.

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You can even specify which label groups will be visible to cardholders, allowing you to create separate codes for administrative purposes verus expense submission.

How to create Corporate Labels

Watch 2-minute video -

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/SP7vclLu5H/resources/LtDdIiGudW/Untitled%20design%20%2825%29.png (Untitled design (25))

Or, follow these steps -

Step 1)

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From your expenses dashboard, visit the CORPORATE LABELS and then click Add label group.

Step 2)

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Enter a name for your first label group and click Add'. As an example, you may want a group for Expense Type, Yacht name, Reconciliation Status or Location.

Step 3)

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Switch the SHOW IN APP toggle to green if you want cardholders to be able to add your pre-set labels to their expenses via the app.

Step 4)

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Click Manage Labels to start adding labels to your label group.

Step 5)

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Enter the name of your first label, e.g. Project 1 and an Alternative Value (optional) and click Add. Repeat this to add your remaining labels to this group. Note - you can also upload labels in batch.

Step 6

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You can now add your corporate labels to transactions via the main EXPENSES screen. Click a transaction and then simply select a label from your corporate label group.

Step 7

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If enabled, cardholders can also attach your preset labels via a quick dropdown in the app. Only the label will visible to cardholders - the alternative value will be stored with the transaction. Share our quick expenses guide with your team.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/SP7vclLu5H/resources/LtDdIiGudW/Untitled%20design%20%2825%29.png (Untitled design (25))

How to create labels in batch

Save time by uploading a spreadsheet of labels (and alternative values) into your corporate label groups. You can even export any pre-existing cardholder labels to edit or update and re-upload in batch.

1. Export existing cardholder labels

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Sign in and click to visit 'Manage Expenses'. Then select LABELS from the left hand menu, switch to the Cardholder labels tab and click Download. Edit the downloaded spreadsheet as needed and add alternative values for each label...

2. Import Corporate Labels in batch

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Switch back to the Corporate label groups tab. Locate the group you want to import labels to, or create a new group (see above), then click Import. Follow the complete and upload the label template, or upload your updated cardholder label spreadsheet from the previous step.

Why use Corporate Labels?

Attach instantly - add them to expenses via a dropdown in your desktop account or the app.
Simplified reconciliation - labels can be linked to accounting codes; useful for mapping.
Entirely bespoke - create any custom Label Groups and labels that will assist you.
Improved reporting - add labels to transaction reports and include them in data exports.
Greater accuracy - selecting from your pre-set list of labels means less room for error.

Question 9

How do I save custom views when managing expenses?

Accepted Answer

Instantly save and re-run your tailored transaction data at any time, complete with your selected filters and fields.

Start by customising your transaction data to your specific requirements.
Then, click ‘Start view’ in the top-right of the screen.
Select ‘Save view’ from the dropdown menu.
Enter a name for your report and click ‘Save’.

You can save as many views as needed and access them from this dropdown at any time.

Question 10

How can I tailor card expenses data?

Accepted Answer

[how-tos][figure]Home in on exactly what you need to see with a range of filters, from viewing transactions with receipts or labels, to multi-select card and currency options.[/figure][figure]Hide or show fields to suit your preferences, for on-screen management and data export.[/figure][figure]View transactions for a custom date range, over as long a period as required.[/figure][figure]Instantly scan all transactions and fields for a particular word, label, phrase or code.[/figure][/how-tos]