Coding transactions for accounting

The Accounting → Card Transactions section is where finance and accounting users prepare card transactions for GL sync. This is separate from the employee expense submission flow — it’s a finance-side step that happens after transactions are approved (or directly, if your organisation hasn’t enabled Expense Management).

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Tab layout

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Coding a transaction

Click any transaction row to open the detail sheet, or edit fields directly in the table row.

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Spend category

Select the spend category that best describes the transaction. Dash.fi suggests a category using AI — the suggestion appears with a sparkle icon. Accepting a suggestion auto-populates the GL code if a mapping exists.

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GL code

The GL code (accounting category) maps the transaction to a line in your chart of accounts. It auto-populates when you select a spend category that has a mapping configured. If you select a different GL code manually, Dash.fi shows a warning to flag that you’re overriding the automatic mapping. To set up category-to-GL mappings, go to Accounting → Categories.

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Memo and description

• Memo — a free-text note about the transaction. Saves automatically on blur.
• Description — a separate field for a longer or more formal accounting description. Also saves automatically on blur.

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Customer

If the transaction should be attributed to a specific customer (for billable expense tracking), select one from the Customer dropdown. Customers are pulled from your connected accounting platform.

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Billable

Toggle Billable to mark a transaction as billable to a customer. Requires a customer to be selected.

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Sage Intacct dimensions

When Sage Intacct is connected, two additional fields appear:

• Department — select the department to attribute the transaction to
• Location — select the entity location

These fields are scoped to your credit card subsidiary in Sage Intacct.

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Table layout tips

• The Merchant column stays pinned to the left as you scroll horizontally, so you can keep context while editing GL codes, customers, and other fields on the right.
• When Dash.fi has an AI-suggested spend category but you haven’t accepted it yet, the suggestion appears in the category cell in italic, muted text. Click the cell to accept it (or pick a different category) — once committed, the styling switches to the standard category chip.

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Bulk actions

Select multiple rows using the checkboxes on the left of the table. A bulk action bar appears at the top with the count of selected transactions and the actions below. Each action only runs on eligible rows in your selection — ineligible rows are skipped, and a toast summarises how many succeeded, failed, and were skipped. The count next to each bulk button (for example, Mark ready 12) shows how many of your selected rows the action will actually touch. Selection clears automatically when you switch tabs, so you can move between Overview, Ready to sync, and History without carrying stale selections between them.

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Bulk export from History

On the History tab — which lists transactions already synced (or attempted) — selecting rows shows a lighter bulk action bar with just the Export menu. Use it to pull a CSV or accounting export for a specific batch of synced transactions (for example, everything synced in a given week) without re-running a full export.

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Marking as ready

Check the Ready checkbox on a transaction (or in the table row) once coding is complete. The transaction moves to Ready to Sync status and appears in the Ready to sync tab. From there, the accounting integration picks it up on the next sync cycle.

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Sync statuses

If a sync fails, the transaction remains in the Overview tab with a Sync Failed badge. Correct any coding errors and mark it ready again to retry.

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Relationship to expense management

If Expense Management is enabled, employees submit and get expenses approved before they appear here for coding. The approval status and the sync readiness status are independent — an expense can be approved without being coded, and vice versa. If Expense Management is not enabled, card transactions go directly to the Card Transactions queue without an employee submission or manager approval step.