Some expenses involve different items within a single transaction. These items can be from different expense categories or 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, i.e. Reports > Transactions.
Note: Only transactions that have the authorised or settled status can be split.
Here’s how to split a transaction:
- Select a transaction from the list.
- In the transaction details view on the right, scroll down and select Split transaction.
- Add the amount for line 2. The amount for line 1 cannot be edited, and will update automatically to equal the overall transaction total. For foreign currency transactions, enter the amounts in the same currency the transaction was made.
- You can add more lines by clicking Add new line at the bottom if required.
- Add any additional details like expense category or VAT rate for each line of the transaction.
- Click Save.
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.
How do I edit a line item?
To edit a line item, select the relevant transaction from the list. In the transaction details view on the right, click Edit split transaction.
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 in 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.