Configure Expense Credit Cards

If your company issues credit cards to employees, you can allow users to code their credit card transactions through the Expense module.

Complete the following configuration steps to ensure that credit card vendors get paid and that credit card transactions display on a user's Submit Expense page.

You must be a System Admin to configure this feature.

  1. Select Admin > Portal Settings > Expense.
  2. Expand the Credit Card section.
  3. For Vendor for Credit Card Processing, select Edit.
  4. Add a credit card vendor or multiple vendors by payroll company. Add a new row for each payroll company.
    Important: You must configure this setting in order to pay your credit card vendors.
    1. In the Company field, enter the payroll company number. For example: 1.
    2. In the Vendor field, enter the number for the credit card vendor. If you have multiple credit card vendors for a company, separate each vendor number with a comma (,) and no spaces. For example: 1,3,9,12.
    After you enable this setting, a CC Vendor field displays on the Move to Batch pop-up window when posting credit card expenses. The Expense Admin can select the applicable credit card vendor from the CC Vendor field before moving credit card expenses to a batch.
  5. If your credit card expenses and reimbursements should be mapped to different AP companies, configure the portal setting Credit Card - PRCo to APCo map override. This setting overrides the mapping set up in the PRCo to APCo map portal setting for credit card expenses only.

    Add a new row for each PRCo to APCo mapping.

    1. In the PRCo field, enter the payroll company number. For example: 1.
    2. In the APCo field, enter the AP company number for the credit card company. For example: 5.
  6. To automatically send users an email when their credit card transactions are imported, enable the portal setting Notify Credit Card Users When Transactions are Uploaded.
  7. If all expenses that your users submit must be tied to credit card transactions, you can enable portal setting Prevent submission of expense receipts if not linked to credit card transaction.

    If you enable this setting, users will see only the Unreconciled Credit Card Transactions grid on their Expense page. Users can enter expense details before the their credit card transactions are imported and then match them after the import.

  8. Select Admin > User Access.
  9. In the Module Bundle dropdown, select Expense.
  10. For each user who will be submitting credit card expenses, enter the last four digits of that user's credit card in Last 4 digits on credit card.
    • Separate multiple entries with a comma and no spaces. For example: 3333,5555.

    • Credit card transactions are imported by the Expense Admin and are routed to an employee's Expense page based on the employee number tied to the transaction. If an employee's ID is not included in the import, transactions are routed based on the last four digits on the employee's credit card.

    • If an employee is in multiple PR companies, that employee's transactions will route to their Expense page in both companies. Once the transaction is reconciled in either company, it will be removed from both companies.