Link the expense-report item to the later card statement charge before posting another expense. A statement closing after the report cut-off can include a purchase already recorded from its receipt. The accountant should review the correct period using the transaction evidence.

Accounting records, calculator and glasses on a desk
Illustrative photograph by Cht Gsml.

Identify the dates and recording route

Record the purchase date, supplier document date, card posting date, statement period and expense-report reference. Establish whether the company's process records the expense from the approved report, a receipt import or the card feed.

Compare the merchant, amount, currency and available transaction reference. Keep separate purchases identifiable even where their totals match. A similar amount is insufficient to join two records automatically.

Trace what has already been entered

For example, a receipt dated at month-end appears in an approved expense report. The card feed imports the matching charge into the next statement period. Ask the bookkeeper to show the existing entry and the imported item together before accepting the second posting.

Do not reimburse an employee for a company-card purchase merely because the item appears on an expense report. Confirm the payment method and whether the employee actually funded the transaction. Obtain approval for any correction through the normal review process.

Close the reconciliation item

Keep the report, receipt, statement and accepted matching reference connected. Retain any timing difference until the later statement or feed confirms the match. Avoid deleting the original source evidence when resolving a duplicate entry.

Ask the accountant to assess any reporting or GST-period consequences separately. The date a card statement closes does not, on its own, decide when the cost belongs in the accounts or whether input tax is claimable.

Related practical guidance

For the surrounding records and responsibilities, see bookkeeping basics, company records to keep, bookkeeping and accounting.

Official guidance: the relevant official guidance.

Help with your company records

For accounting, bookkeeping and related compliance support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or process need attention so we can discuss the relevant next steps.