Import Credit Card Transactions

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

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.
Tip: Working with the grid:

To filter, sort, add, or remove grid columns, select the Column Settings button in the column header, then choose an option from the submenu.

To sort more than one grid column at the same time, hold Ctrl while selecting the headers of the columns you want to sort.

For more detailed explanations of working with the grid, see Manage Grid Layouts.

  1. Select Employee Tools > Credit Card Import.
  2. Select the Download Template button to download a template for entering credit card information.

    The first line in template provides a sample entry as a guide.

    The template includes columns for the date (typically the date that the item was purchased), 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).

    Important: The .csv file that you import must include the employee number column (employee numbers themselves are not required for the import). If you delete the employee number column from your .csv file, your credit card transactions cannot be imported.
  3. When your file is ready, select Employee Tools > Credit Card Import.
  4. Select the Import Transactions button.
  5. Select the .csv file with the credit card transactions that you want to import, and then select Open.
    All files must be formatted according to the template. If you saved your transaction file in a format other than .csv, you must save it as a .csv file before you can import it.
  6. In the Upload Credit Card Transactions window, select the items to import:

    • Items that may be imported display in black text. These items are selected by default.

    • Suspected duplicate items display in yellow text. Suspected duplicates do not have transaction IDs but contain the same information in all columns of the import file. You must select the checkbox for these transactions in order to include them in the import.

    • Duplicate items display in red text. Duplicate items have transaction IDs and contain the same information in all columns of the import file. These items cannot be imported.

  7. 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 (transaction ID number)
    • 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 (the date that the transaction was imported into the portal)
    • Vendor
    • Status
  8. If you imported a credit card transaction in error, select that transaction, and then select the Delete button in the upper area of the page.
    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.
  9. To view details of a transaction, select the View button for that item.
  10. 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.

  11. 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.
  12. Review the Coded? column to determine if the employee has edited the credit card expense item on the expense receipt to code it to a particular job, GL account, or another enabled line type.

    If the employee has coded the credit card expense item on the receipt, a check mark displays in this column. The employee can split the credit card expense across multiple expense items on the receipt.

  13. 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.

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

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

Employees code and submit their credit card transactions from their Submit Expense page. See Manage Credit Card Expenses for details.