How can I split a transaction into multiple line items?

Show images

Some expenses involve different items within a single transaction. These items can be from different expense categories, have different VAT rates (for example), or can belong to different employees.

Splitting these transactions helps maintain detailed records for accounting and budget tracking, ensuring that each expense is correctly allocated to the appropriate cost centre, project or employee.

You can split payment, withdrawal, and refund transactions into multiple line items by following the below steps. Splitting a transaction can be done from anywhere in the web app where you see a clickable list of transactions, e.g. Reports > Transactions.

Note: Only transactions that have the authorised or settled status can be split.

Split a transaction into multiple line items in the web app

Split a transaction

1. Log in to the web app.
2. Navigate to any section that displays transactions. For example, Users > User > Transactions, Cards > Card > Transactions, Wallets > Wallet > Transactions, Reports > Transactions.
3. Select a transaction from the list.
   
4. In the transaction details, scroll down and select Split transaction. Or, select the three dots (more options) and select Split transaction.
5. Select to expand line 2.
   
6. Enter the amount for line 2.
   Tip: If you want to link the split transaction with another user, you can select their name from the dropdown. Note: The amount for line 1 cannot be edited. It will update automatically to equal the overall transaction total. For foreign currency transactions, enter the amounts in the same currency the transaction was made.
7. Add any additional details like expense category or VAT rate.
8. You can add more lines by clicking Add new line at the bottom if required.
   
9. Select Save.
   

Edit a split transaction

1. Log in to the web app.
2. Navigate to any section that displays transactions. For example, Users > User > Transactions, Cards > Card > Transactions, Wallets > Wallet > Transactions, Reports > Transactions.
3. Select the transaction from the list.
   
4. In the transaction details, scroll down and select Edit split transaction.
   
5. Select the line that you want to edit or add a new line.
   Note: You'll not be able to edit line 1. Line 1 will update automatically to equal the overall transaction total.
6. After making your changes, select Save.
   

Delete a split transaction

1. Log in to the web app.
2. Navigate to any section that displays transactions. For example, Users > User > Transactions, Cards > Card > Transactions, Wallets > Wallet > Transactions, Reports > Transactions.
3. Select the transaction from the list.
4. In the transaction details, scroll down and select Edit split transaction.
5. Select Delete split transaction.
6. Confirm by selecting Yes, remove split.

Split a transaction in the mobile app

1. Log in to the mobile app.
2. Tap on the transaction. 
3. In the transaction details, tap Split. 
4. Tap to expand line 2.
5. Enter the amount for line 2. Tip: If you want to link the split transaction with another user, you can select their name by tapping Edit and selecting them from the list of users.. Note: The amount for line 1 cannot be edited. It will update automatically to equal the overall transaction total. For foreign currency transactions, enter the amounts in the same currency the transaction was made.
6. Add any additional details like expense category or VAT rate.
7. You can add more lines by tapping Add another line at the bottom if required.
   
8. Tap Save.
   

FAQs

What information should I add to each line?

The amount must be added for each line of the transaction. The amount for line 1 cannot be edited, and will update automatically to equal the overall transaction total each time you add a new line.

Apart from line 1, additional details are optional for all other lines. These include things like expense category, VAT rate and custom list items.

Note: Custom lists imported from an accounting integration can’t be added to each individual line, and will only appear on line 1.

What happens if I split a transaction before its status has changed to settled?

If a transaction is split while the status is authorised, the final amount may change once the transaction is settled. This can be because of things like exchange rate fluctuations or additional fees. 

If this happens, we’ll let you know within the transaction details, which can be viewed by clicking on a specific transaction. You’ll just need to check the split to make sure you’re happy, and make changes if necessary.

What happens when I export a split transaction?

When exporting transactions to an accounting integration, split lines will be exported along with all other information.