Credit Card Schemes
If putting Credit Card claims through the system, the first element to setup is a Credit Card Scheme for the bank(s) being used.
Navigate to Settings.
Click Credit Card Schemes.
Click New scheme. The import format will be dependent on how to submit the claims; there are 3 options:
Manual Entry: similar to cash claims in that the Users will submit them all themselves, just using the Credit Card Expenses tab as opposed to the Expenses tab. The allows the use of credit cards without having to upload monthly credit card statements.
Access Default: a .csv Excel import format which will be uploaded each month by the Administrator, after they have downloaded a statement from the bank. The Access Onboarding Consultant will provide the format required.
HSBC UK: a .csv Excel import format which will be uploaded each month by the Administrator but is only used for banking with HSBC. The Access Onboarding Consultant will provide the format required.
The Name should be the name of the bank and set up more than one scheme if necessary. Description and Account Number are optional fields but can be used to add extra information to the scheme if required. Currency should be the currency that the card is registered in and hence the Users are spending in and Enabled should always be ticked unless removing the scheme at a later date.
Once all fields have been populated, click Save in green on the right-hand side of the page.
Manual Entry
If chosen to use the Manual Entry option, assign card numbers and details to the relevant Users, before they will have access to a New Expense button under the Credit Card Expenses tab.
To add the cards to the system:
Click Settings, Users.
Select a relevant User.
In green on the right-hand side, click Add Credit Card. Make sure it is a Manual entry.
Then populate the fields as necessary with the Card Number, Account Number and Card Holder Name.
Click OK.
Scroll to the bottom of their User profile, see the card details appearing and if they now go to their Credit Card Expenses tab, they will have a New Expense button available to them.
The process from here is exactly the same as submitting a cash claim and so there would just need to be an internal communication to let the Users know to use the two separate tabs depending on the claim type.
Credit Card Import
The first element to complete when using the Import option for Credit Card Expenses is copying the relevant data over from the downloaded statement into the .csv Excel format required for either our Access Default or HSBC import file. The sheet can include all employees details; it does not have to be done separately for each User. Once the file is completed, then go to Settings, Credit Card Imports, New Import.
Change the statement date if needed and add an optional Description, before browsing for the file. Firstly, Validate Only; this will scan the file and check for any errors, if it processes with zero errors, then click and Browse > Import. If the user receives any errors and struggles to fix them, please contact the Access Onboarding Consultant for assistance.
Once the file has been uploaded, see one line displaying with the total amount shown on the right and the Status set to Lines not created meaning that the claim lines have not yet been sent to the Users individually. Then use the arrow on the left-hand side to drop down into the further details of the statement and see the claim lines on a User by User basis.
The Matched User column is not automatically populated and so the next step is to match each Cardholder Name to their Access User profile. Do this using the magnifying glass to the right of the field and then use the drop-down list to select the relevant User.
Note: will only need to do this the very first time this User appears on a statement; going forwards the system will remember who is matched to which Card Number.
Once all Users have been matched, click on Create Lines which will send all of the claim lines to the Credit Card Expenses tab of each relevant User account and the Status of the Import will change to become Submitted to Users.
It is then the Users job to go into their Credit Card Expenses tab, select each line and Edit; they will need to add an Expense Type, Receipt and any other requirements which have been set as mandatory before submitting as normal for Approval.
The process is then complete.
Import Statuses
Once a credit card statement is imported the user can then able to see the status of each individual lines, this is useful to see what has been completed and what is outstanding.
The current statuses in the system are the following:
Lines not created: The administrator has not yet created lines, at this point the user would not be aware of the statement.
Submitted to: The line has been submitted, however, the user has not yet submitted a claim against the line.user
Awaiting Approval: The end user has submitted the claim and it is awaiting action from an approver.
Complete: The claim has been submitted and fully approved and can be exported to the finance system.