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Return on a company card: account for a refund

Have you got money back on your card for a purchase? The refund comes into Expense as a transaction with a negative amount. Account for it on the same account as the original purchase.

🔄 How it works

A return or refund shows in Expense as a separate transaction with a negative amount. When you account for it on the same account as the purchase, they cancel each other out.

👉 Applies to: returns and refunds on company cards, FUP cards and FiF cards.

📊 How to account for the refund

  1. Find the original purchase and see which account it was accounted for on.
  2. Open the refund under To Do > To account and tap Categorize.
  3. Choose the same account as for the original purchase.
  4. If you don't have a separate receipt for the return, take a new photo of the original receipt or upload it again.
  5. Write a comment, for example ”Return of purchase Oct 12, original receipt attached”, and save.

✅ The refund is accounted for.

⚠️ A receipt that is already linked to a purchase can't be chosen from the receipt archive again. Take a new photo or upload the file again.

💡 Your company may have its own routines for returns. Ask your finance department if you are unsure.

⚠️ If the expense report becomes negative

If you have a card with personal payment responsibility, a refund can make the whole expense report negative. A negative expense report can't be paid out through a bank file. It is then usually settled through your salary, according to your company's routines.

❓ Frequently asked questions (FAQ)

What does a refund look like in Expense?
Like a transaction with a negative amount.

Which account should I use?
The same account as for the original purchase.

I don't have a receipt for the return. What do I do?
Take a new photo of the original receipt or upload it again, and write a comment that explains the return. The same image can't be used twice from the receipt archive.

My expense report became negative. What happens?
It can't be paid out through a bank file. It is usually settled through your salary. Ask your finance or payroll department.

✅ Summary

  • 🔄 A return comes in as a transaction with a negative amount
  • 📊 Account for it on the same account as the purchase
  • 📎 Attach the original receipt and write a comment

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