Import Credit Card Transactions

Expense Admins can use the Credit Card Import page to upload and manage credit card files and information.

In order to import credit card transactions, the Expense Admin must first enter those transactions on a .csv template that can be downloaded from the Credit Card Import page.
  1. If you have not already done so, select the Download Template button to download a blank template for entering credit card information.

    This template specifies the date, employee number, transaction description, the last four digits of the card used for the transaction, any notes, the vendor, the transaction ID number, AP Company, and Post Date (this is the date that the charge was posted to the credit card). The template provides a sample entry as a guide.

  2. When your template is ready, select Employee Tools > Credit Card Import.
  3. Select the Import Transactions button.
    This button allows you to choose a .csv file containing credit card transactions. All files must be formatted according to the template.
  4. In the Upload Credit Card Transactions window, select the items to import.
    Duplicate items are highlighted in red.
  5. Select Process Import.

    The imported items display at the end of the Credit Card Import grid and on the employee's Expense page under Items Pending Submission.

    • Credit card transactions are routed to an employee's Expense page based on the employee number tied to the transaction. If employee numbers were not included in the import, transactions are routed based on the last four digits on an 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.

    On the Credit Card Import page, the following fields prefill based on the credit card import:

    • Trans ID
    • Last 4 Digits (last four digits of the credit card used for the transaction)
    • AP Co
    • Item Description (notes entered on the template)
    • Amount
    • Date (typically the date that the item was purchased)
    • Import Date (typically the date that the transaction was posted to the credit card)
    • Vendor
    • Status
  6. If you imported a credit card transaction in error, select that transaction, and then select Delete.
    Note: Credit card transactions can be deleted up until the expense is moved to Vista via Expense Posting. After the Expense has been moved into a batch in Vista, it will no longer be visible in the grid.
  7. To view details of a transaction, select the View button for that item.
  8. Use the Grid Layout button to personalize the columns shown on the Credit Card Import grid:
    • Select Save Grid Layout to save your current selections. Grid layouts are saved for the logged-in user only.
    • Select Reset Grid Layout to reset the layout to the default.
  9. Review the Is Credit Card Found? column to identify which transactions were matched to credit cards and which ones were not.
    If the transaction was matched to a credit card, a check mark displays in this column.
    Note: Users must have the last four digits of their credit card entered on the User Access page (Expense module) in order for transactions to be matched to their credit card.
  10. Review the Coded? column to determine if the employee has edited the credit card expense item to code it to a particular job or GL account.
    If the employee has coded the expense to a job or GL account, a check mark displays in this column.
  11. Review the Submitted column to determine which expenses have been submitted for approval.
    After an expense is submitted, you can view the list of assigned reviewers and the approval workflow by selecting Actions > Reviewers.

  12. Review the Approved? column to determine which expenses have already been approved.

    If the expense was approved, a check mark displays in this column.