Accountability automates the import of transactions for company-issued cards. My Corporate Credit Card shows all transactions incurred on your company card, so you don't need to manually create one.
Watch our short tutorial video on How to code, and submit a corporate credit card transaction.
Focus on specific card transactions
All of your company card transactions will be listed on the page. To find specific items, use the Page-level Filters to narrow down the list based on Status, Merchant, or dates.
For Status, you can multi-select from the following options:
| Status | What it means |
| Un-submitted | The item requires action from you, i.e. needs to be coded and submitted for approval |
| Submitted | The item is pending manager's approval |
| Manager Approved | The item is pending approval from a manager approver. Depending on your agency set-up, this could be your direct manager, the job manager, or the client lead. |
| Manager Rejected | The item requires action from you. See rejection details from My Messages under your name. |
Customize your view
Use the Layout option to remove and/or re-arrange the order of columns. In the example below: I moved the Notes column next to the Description field and hid the card details. Remember to Save As and assign a name to your new view.
Manage receipts
Your agency might require receipts for all company card transactions or for transactions above a specific amount.
There are two ways of linking receipts to line items:
- You can email it to receipts@counta.com, or
- You can upload it from your computer
Tip
When emailing your receipt to receipts@counta.com, enter the receipt total in the body of the email and the description in the Subject. The system will use the amount to match receipts automatically and automatically populate the description of the expense line with the email subject.
Use Notes to enter more details about the expense, e.g. meal attendees.
Link card transactions to jobs and task types
Accountability gives you real-time access to all expense categories (aka Task Types) and jobs for your agency. You can assign the Job No. and/or Task Type to line items directly on the page. To assign the same job number and/or task type to multiple line items, select the lines and click on the Code All button at the bottom of the page.
Billable vs non-billable
Depending on your agency's settings, the Billable checkbox may be visible. If visible, the checkbox is enabled and will bring up all client-billable jobs in the Job No. field. Uncheck this box if you are recording card transactions against a non-billable job.
Job No. search
You can start typing the Job Number or Name on the Job No. field and the system will provide a list of job numbers for you to select. Hover over the job number, and you'll get a tooltip with the job description, so you can always ensure that you are linking expenses to the right job.
Alternatively, you can use the job search function to look up the job by number, description, or even by client name.
Task Type search
Task Types in Accountability can represent high-level (e.g. Travel) or granular (e.g. Local Transportation - Clients) expense categories as defined by your agency. You can start typing the task type name or code or use the Task Type lookup function. If your agency uses headings/sub-headings on Task Types, you will be able to search based on those headings.
If you have questions about the available or missing categories, contact your agency Expense coordinator.
Allocate an expense line to multiple jobs and/or task types
The Split function allows you to allocate a transaction line to different jobs and/or task types, as well as override the billable status of each item. For example, you might have a hotel bill that needs to be itemized into various task types for Room, Food, Beverage, etc.
Record credit card transactions ahead of automated import
The New Pending Bill button allows you to record new transactions ahead of your credit card statement. The system will automatically match the transactions when the statement is imported. Use the Match function for any exceptions.