Merge Receipt and Credit Card Transactions

When a forwarded receipt, travel email, or travel receipt matches a credit card transaction or other travel data already imported into Emburse Enterprise, the system automatically merges them.

What Triggers an Automerge?

The following conditions must be met in order for an automerge to occur:

  1. Expense types match.
  2. Dates are within two days of each other.
  3. Amounts are within 25% of each other.

However, if necessary, you may manually merge transactions of any type. See Manually Merge Transactions, below.

In-App Automerge Notifications

When a transaction is automerged while you are signed in, an in-app notification appears with a link to view the merged item in the eWallet. 

Notification banner stating automerges occurred in eWallet with a View merged items button

If the merged item is already on a report, the in-app notification contains a link to view the report. 

Notification banner stating automerges occurred in an expense report with a View report button

If automerges occur while you are signed out, those notifications appear after you sign back in. Up to three notifications display in the stack at one time.

Email Automerge Notifications

Daily summary email notifications are also available for automerged transactions.

You will receive one summary email per day when there is automerge activity to report.

Automerge activity summary email showing merge counts and a Log in button to review changes

View Merged Transactions

On the All tab of the eWallet, use the toggle in the upper right corner to switch between viewing all transactions or just the merged ones.

Merged Items view with toggle set to Merged showing list of combined credit card and receipt entries

Automerged transactions are identified with a distinct indicator in the eWallet so users can quickly tell when the system merged a transaction automatically. 

Expense item labeled Automerged showing airfare receipt with amount and airline details

This indicator also appears on related draft expense report line items unless the transactions are manually unmerged.

Expense line item labeled Automerged showing lunch expense with matching amounts and confirmation checkmark

Manually Merge Transactions

If necessary, you may manually merge transactions of any type, amount or date, subject only to the following restrictions:

  • A credit card transaction may never be merged with another credit card transaction.
  • Real-Time Notifications may only be merged with credit card transactions.
  • An uploaded or emailed hotel folio receipt may never be merged with another hotel folio receipt.
  • A travel data or travel agency transaction may only be merged with another travel data or travel agency transaction if they are from two different data providers.

1. Navigate to the eWallet and select All to view all transactions.

2. Identify the transactions you wish to merge. Select one transaction and drag it onto the other.
eWallet list showing receipt and credit card items aligned for merging with drag handle indicator

3. The new, merged transaction will be named [Primary Item] + [Secondary Item] + [Tertiary Item] and so on, based on a hierarchy determined by the system.

Merged Transaction Hierarchy

  1. Credit Card / Firm Paid Card / Meeting Card / International Credit Card
  2. Personal Account
  3. Travel Agency / Travel Data (if merging Travel Agency and Travel Data, the item with the latest Create Date will be the Primary)
  4. Offline Items: Emailed Receipts / Uploaded Images
  5. American Express® Pre-Authorization

4. The merged transaction will appear in the primary item's section of the eWallet (e.g., Credit Card, Travel Agency, Offline) and the All section. The other items in the merged set will no longer appear in their respective sections of the eWallet.

eWallet filtered to Credit Card showing merged transaction labeled Credit Card + Receipt with amount

5. The icon, date and amount details displayed are those of the primary item in the merged set. Select Merged Details to see all the items in the set.

Expanded merged transaction displaying individual items under Merged Details including credit card and receipt entries

6. Select the vendor or source name to see additional details about each of the transactions in the set, including any attached images.

Split view showing receipt image alongside merged transaction details including merchant, amount, and merge identifiers

7. When you add the merged item to an expense report, the line item will be created using details from the primary transaction item (e.g., Description, Vendor Name, Amount, Currency, Business Purpose). However, all details from every transaction in the merged set will be displayed in the Downloaded Details section of the line item.

Expense report view showing downloaded credit card and receipt details for a merged transaction with amounts and merchant information

Manually Unmerge Transactions

You may unmerge one or more transactions if a transaction was merged in error.

If the merged transaction has already been added to an expense report, delete it from the report to make it reappear in the eWallet. Then follow the steps below to unmerge it.

1. Find the merged transaction in the eWallet and select Merged Details to expand all the transactions it contains.

eWallet item with Merged Details option highlighted for a credit card transaction

2. Select the broken link icon on the desired transaction to unmerge it from the group. If the group contains more than two transactions, you will need to select each transaction individually to unmerge it from the group.

Expanded merged transaction showing separate credit card and receipt items with unlink option to unmerge

Once a transaction has been removed from a merge set, it is available to be merged into a new set.

AmTrav Transactions

Customers who use Emburse’s AmTrav integration for travel data receipt merging can find these transactions in the Offline section of eWallet. Only the following travel types are supported, and only for the U.S.

  • Air
  • Rail
  • Service Fees
  • Prepaid Hotels

For complete details, see the AmTrav Knowledge Base.

 

Was this article helpful?