Editing a Transaction

When you click into a transaction, Topkey opens the transaction detail view — the primary workspace for coding a transaction. From here you can attach receipts, add a memo, split the expense across multiple properties or categories, assign accounting fields, and review the full change history.

Tabs Overview

The transaction detail view is organized into tabs. The tabs available depend on your account configuration, but you will typically see:

• Details — receipt upload, memo, property, category, and split management
• Activity — a full change history and comment thread for the transaction
• Webform — the cardholder submission view and webform resend controls

Additional tabs such as Approvals, Check Details, and Multiple Settlements appear when relevant to the transaction type.

Receipts

You can attach one or more receipts to a transaction. Multiple receipts are supported — for example, an order confirmation and a separate shipping receipt can both be attached to the same transaction.

Attaching a Receipt via Email Forwarding

Forward any receipt email directly to your Topkey receipt inbox. Topkey matches forwarded receipts to transactions automatically and attaches them to the correct record.

Removing a Receipt

To remove an attached receipt, open the transaction, locate the receipt in the Details tab, and select the delete option next to the file. The activity log will record the removal automatically.

Memo

The memo field lets you add a free-text note to a transaction at the transaction level — for example, "Smith guest check-in supplies" or "Annual software renewal."

To add or update a memo:

1. Open the transaction and go to the Details tab.
2. Locate the memo field and type your note.
3. Save the transaction.

Memos appear in search results, reports, and exports, and are included in accounting pushes to platforms that support a description field (such as QuickBooks and NetSuite).

Property

The Property field associates a transaction with a specific vacation rental property. Set or change the property directly from the Details tab by typing to search and selecting the correct property. Property groups are supported.

Splits

By default, every transaction has a single line — one property, one category, and one GL code. Use splits when an expense needs to be divided across multiple properties or expense categories.

Creating a Split

1. Open the transaction and go to the Details tab.
2. Select Split to divide the transaction into multiple lines.
3. For each split, enter:
   • Amount — the portion of the total assigned to this line (all split amounts must sum to the transaction total)
   • Property — the property this portion is attributed to
   • Category — the expense category (Topkey's Category / Bill to)
   • GL Code — the corresponding GL code from your connected accounting platform
4. Save your changes.

Editing a Split

To edit an existing split, select the split line from the Details tab. Each split has its own dedicated edit view where you can update the amount, property, category, and GL code.

Bulk-Editing Splits

You can update multiple splits on a single transaction at once:

1. Select the splits you want to update using the checkboxes next to each split line.
2. Choose the field to update — Property, Category, or GL Code — and apply the new value.

All selected splits are updated in one step.

Accounting Fields

The Accounting tab contains the fields that control how a transaction is pushed to your connected accounting platform (QuickBooks, NetSuite, Sage Intacct, or others).

Fields available include:

• GL Code — the chart-of-accounts code for this expense
• Accounting Class / Location — department or location dimension
• Tax Code — applicable tax treatment
• Tracking Fields — custom dimensions configured in your accounting platform
• Vendor / Customer Mapping — maps the transaction to the correct vendor or customer record

All values are pulled from your connected accounting platform and reflect the options available in your account.

A status badge on the Accounting tab shows the current sync state:

• Pending — the transaction has not yet been pushed
• Synced — the transaction has been successfully pushed to your accounting platform
• Error — the push failed; a retry link is shown next to the error message

Applying a GL Code to All Splits

When you open the GL code selector, you can use Apply to all splits to apply the same GL code to every split on the transaction simultaneously.

Clearing GL Codes

To remove GL code assignments from a transaction and all of its splits at once, use the Clear all action in the GL code selector. This resets the GL code on the parent transaction and on every split in one step.

AI-Suggested GL Codes

Topkey may automatically suggest a GL code based on the merchant and transaction history. If the suggestion is not relevant:

• Select Dismiss all to remove all AI suggestions from the transaction at once.

If you dismissed a suggestion and want Topkey to try again, or if the initial suggestion was incorrect:

• Use the Re-suggest option to re-trigger AI GL code suggestions for the transaction.

Assignee

The transaction detail view shows who submitted the transaction (the cardholder) and the current assignee responsible for follow-up.

Admins can reassign a transaction to another team member by updating the Assignee field. The newly assigned team member receives a notification prompting them to take action.

Resending the Webform

If a cardholder needs to re-submit the webform — for example, to attach a new receipt or correct a memo — admins can resend the webform link:

1. Go to the Webform tab on the transaction.
2. Select Resend webform.
3. Optionally, type a custom message to include with the SMS. This message is delivered to the cardholder alongside the secure webform link.
4. Confirm to send.

The cardholder receives an SMS with a secure, signed URL that takes them directly to the transaction webform.

Activity and Comments

The Activity tab provides a full timeline of everything that has happened on a transaction: when the receipt was attached, who changed the memo, when the transaction was approved, and when it was pushed to accounting.

The Change History section beneath the comment area shows system-generated entries for every field update, making it easy to understand the full audit trail at a glance.

Leaving a Comment

To add a comment:

1. Open the Activity tab.
2. Type your note in the comment field.
3. Select Send.

You can @mention a team member in your comment — they will receive a notification directing them to the transaction.

Frequently Asked Questions

Can I split a transaction after it has already been coded? Yes. You can add or modify splits at any time, even after a property and category have already been assigned. Once you add a split, the transaction is divided into separate lines and the original single-line coding is replaced by the split allocations.

What happens to a split's GL code if I use "Apply to all splits"? The GL code you select is applied to every split on the transaction simultaneously, overwriting any GL codes that were previously set on individual splits. Use Clear all if you need to remove GL code assignments from all splits at once before reassigning them.

How do I know if a transaction has been successfully pushed to my accounting platform? Check the status badge on the Accounting tab. A Synced status confirms the push was successful. If you see Error, select the retry link shown next to the error message to attempt the push again.

Questions? Contact Support