Splitting transactions or reimbursements

Overview

Ramp supports splitting transactions, reimbursements and bills into multiple line items, allowing proper allocation of a single expense to different accounts such as category, department, location, or any custom field. This ensures accurate financial tracking and reporting.

How to enable splitting

To allow your employees to split transactions, head to:

• Policy
• Click on Expense requirements at the top center
• Scroll down to the Accounting section and toggle on Split Expenses

How to split a transaction or reimbursement

There are multiple options to split a transaction or reimbursement on Ramp.

From the transaction or reimbursement view

Select your transaction or reimbursement, select "Options, " and click "Split transaction or reimbursement." Add as many lines as you need.

• Note: Amounts must add up to the transaction or reimbursement total.
• Each line can be coded differently by category, department, location, and custom fields.

From the accounting page

Select the three dots to the right of the transaction within the table and click "Split Transaction" or "Split Reimbursement".

Note: Users cannot edit a split post submission for reimbursements. For international mileage reimbursements, the split amount will show in USD. In addition, splitting transactions bypasses submission policy requirements.

From the mobile app

Tap on the transaction and then tap the 'Actions' button. Use the split option to account for each portion as needed.
**Note:**Reimbursement splitting is not yet available on the mobile app.

Which fields are splittable?

Fields may be split based on how you have configured your accounting provider. You may split any field that your accounting provider allows. Fields fall into two different buckets:

• Non-splittable fields . Within the ERP, these tend to be at the header or body level. Examples are the Vendor field for all accounting systems and Location for QuickBooks Online, however this may vary for any business depending on your set up.
• Splittable fields. All splittable fields appear under each line item section:

Splits can be updated in the table view to adjust amounts, categories, and other fields. However, a split transaction can only be saved if all split lines are valid. Once a transaction is split, it will be updated on your accounting dashboard by the merchant name.

Which platforms support this?

This feature is compatible with all accounting providers

How to automate splitting transactions?

You can create Saved Splits to use for any transaction, reimbursement or bill. Additionally, you can create a rule to automatically split a transaction given certain conditions within Accounting Settings -> Coding Rules -> Advanced Rules. Rules will only apply to transactions and reimbursements.

How does Ramp handle splitting multi-currency transactions?

Splitting is done in the transaction's original currency. For example, If a Canadian Card purchases at a vendor who charges in Euros, then Ramp will sync the transaction in Euros.

Multi-currency may not be available to your accounting provider, please reference: https://support.ramp.com/hc/en-us/articles/11642074477971-International-Accounting-Support

Additional details

• Users can add attendees on anything that’s categorized as restaurant or bars & alcohol
• Admins may update/edit the attendee list on transactions
• Attendees can be added in bulk by uploading a CSV or XLSX (excel) file.
• The fileMUSTfollow the provided templateEXACTLY . Otherwise, they will get an error:

Split transaction errors

Generally, split transaction errors occur when the total amount of the original transaction has changed. Therefore, the split transaction amounts no longer add up to the original transaction causing an error.

For example, a Ramp card is used at a restaurant. The initial charge to Ramp card is $100 and the transaction was split in half ~ $50 / $50. However, when the charge cleared the tip amount was added to the Ramp card, so the transaction is now $120, not $100. Therefore, the split transaction amounts add up to $100, but the transaction is $120. The split amounts need to be changed to $60 / $60 for the transaction to sync.

To resolve this issue, go to the original transaction, and re-enter the correct split amounts with the new total.

Error Message: