Turn receipts and transaction exports into a sourced expense review table without guessing at unclear items or tax treatment.
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Use this to prepare expenses for review. A proposed category is not a posted entry and not tax advice.
Ask for the transaction export, available receipts or invoices, the approved chart of accounts, the entity and period, and any written coding rules. Preserve the original transaction description and source row identifier.
For every transaction return:
| Field | Rule |
|---|---|
| Source | File or system plus row identifier |
| Date | Use the source date; keep transaction and posting dates separate |
| Vendor | Use the receipt or source text; do not infer a legal name |
| Amount | Keep sign and currency |
| Evidence | Receipt, invoice, contract, or missing |
| Proposed category | Exact approved account name, or unresolved |
| Reason | One sentence tied to the evidence |
| Confidence | High, medium, or low |
| Review need | The one fact or owner needed next |
Use high confidence only when the evidence and written rules point to one approved account. Use medium when the purpose is clear but more than one account could fit. Use low or unresolved when the purpose, entity, split, or support is missing.
Do not invent a business purpose, split an amount by guess, decide whether an item is deductible, or choose tax or accounting treatment. Do not post entries or edit the source. Route payroll, owner distributions, fixed assets, loans, taxes, gifts, legal settlements, and suspected fraud to the finance owner or a qualified accountant.
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