Credit Card Setup—Exercises

Required Data

Assign Expense Rule to Employee

Purpose: The purpose of this exercise is to show you the required data that is used in the exercises below.

  1. Open the Rule Assignments window.

  2. Create a new record and link the expense rule 01 to the employee you are using.


    General exercise for assigning expense rules to employees.

Main Exercise

Purpose: The purpose of this lesson is to show how credit card details are registered and configured.

Windows:
Credit Card Type
Credit Card Configuration
Employee/Employment/Info3

New Credit Card Type

Purpose: The purpose of this exercise is to register a new type of credit card.

Windows:
Credit Card Type

  1. Open the Credit Card Type window and create a new record.
  2. Enter a card type ID and name. E.g. MC (Master Card).
  3. If required, enter remarks explaining the usage of the card in detail.
  4. Select the Reimbursable check box to indicate that all credit cards of type Mater Card are private credit cards.
  5. Save the information.

Register New Credit Card

Purpose: The purpose of this exercise is to register new credit card.

Windows:
Credit Card Type

  1. Open the Credit Card Type  window and select the credit card type that you created in the previous section.
  2. Create of a new row in the detail part of the window.
  3. Enter the credit card number in the relevant field.
  4. Enter additional information about the credit card: Issuer, Cardholder Name, Expiry Year and Expiry Month.
  5. Optionally, enter the bank account number of the credit card.
  6. Select the Active check box to ensure that it can be assigned to an employee.
  7. Save the information.
  8. Notice that Credit Card Number has been encrypted and only the last four digits are shown.

Create Credit Card Configuration

Purpose: The purpose of this exercise is to create a credit card configuration to control the way of using credit card transactions for expense registration.

Windows:
Credit Card Configuration

  1. Create a new credit card configuration.
  2. Enter a value in the Configuration ID and Configuration Name fields.
  3. Save the information.

    To connect transaction types to expense codes:
     
  4. Go to the Credit Card Configuration/Individual Transaction Code tab.
  5. Create a new new record and enter values for Transaction Code and Description. E.g. 6010 Manual Cash Disburse - example from MCC (Merchant Category Codes) standard used for VISA and Master Card transactions.
  6. Select the Partial Balance check box to allow registration of more than one expense record for the credit card transaction.
  7. Select the Suggestion check box to ensure that the transaction code and expense codes are considered as a suggestion only when registering expenses.
  8. Save the information.
     
  9. In details, create a new record.
  10. Enter 01 in the Expense Rule field.
  11. Enter 040 (Travel expenses, taxi, fare, rental car, etc.) in the Expense Code field.
  12. Select Default Per Rule check box.
  13. Enter validity period.
  14. Save the information.
     
  15. Repeat steps from 2 to 11 for transactions in the table below.
    Transaction Code (MCC) Description
    4112 Passenger Railways
    4121 Taxi
    4131 Bus Lines
    5812 Eating Places, Restaurants
    7011 Hotels, Motels, and Resorts
    7512 Car Rental Agencies
    7523 Parking Fee

    To connect a range of transaction codes to expense codes:
     

  16. Credit Card Configuration/Range of Transaction Codes tab.
  17. Create a new range of transaction codes.
  18. Enter Transaction Code From, Transaction Code To and Description e.g. 3000 - 3299 Airlines - example from MCC (Merchant Category Codes) standard used for VISA and Master Card transactions.
  19. Select Partial Balance check box to allow registration of more than one expense connected to a credit card transaction.
  20. Select the Suggestion check box to ensure that the transaction code and expense codes are considered as a suggestion only when registering expenses.
  21. Save the information.
  22. Enter 01 in the Expense Rule field.
  23. Enter 041 (Plane Tickets) in the Expense Code field.
  24. Select the Default Per Rule check box.
  25. Enter validity period.
  26. Save the information.
     
  27. Repeat steps from 2 to 11 for transactions in the table below.
    Range of Transaction Codes (MCC) Description
    3351 - 3441 Car Rental
    3501 - 3790 Hotels/Motels/Inns/Resorts
    3791 - 9999 Other Transactions

    To connect credit card types to configuration:
     

  28. Credit Card Configuration/Credit Card Assignment tab and create a new record.
  29. Enter credit card type MC in the Card Type ID field.
  30. Save the information.

Assign Credit Card to Employee

Purpose: The purpose of this exercise is to assign credit card to an employee.

Windows:
Employee/Employment/Info3

  1. Open the Employee window.

  2. Search or populate to find the employee.

  3. Go to Employment/Info3 tab.

  4. Enter CREDITCARD in the Property Code field. CREDITCARD is a system defined property code.
  5. Create a new record for property detail.
  6. Enter MC (Master Card) in the Credit Card Type field. Select a value from the list.
  7. Enter a credit card number in the Credit Card Number field. Select a value from the list.
  8. Optionally, in the Account Number field enter the bank account of the credit card. It is possible to enter any bank account manually.
  9. Optionally, enter values in the Credit Card Bank Code and Credit Card SWIFT/BIC fields.
  10. Enter appropriate dates in the Valid From and Valid To fields.
  11. Save the information.