Importing credit card statements and matching to claimants
To watch a video about this, click here.
From the Welcome screen within the account section You will see an option called Card Integration Overview
The import button must be clicked in order to start the credit card statement upload process.
Once this button is clicked the below screen will be presented.
The file can be uploaded by navigating for the file on the computer and then clicking select once the correct file is selected.
The next screen asks you to review the file being the file is imported, this is where a description and the file type can be entered, the file type needs to match your file for a successful upload.
Matching Against Claimants
Once the file has successfully uploaded it is now time to match the accounts to the credit card entries on the statement.
In order to successfully match accounts for the very first time, a credit card account will need to be created for each user.
This can be accessed by clicking on Create or Edit Accounts within the accounts section from the Welcome screen.
Click on Add New Account within this screen to create a new credit card account.
The required information in the above screen will need to be filled out.
Account name - This is the name you want to give the account, so for example credit card
Description - A description of the account can be written here but this is not a mandatory piece of information.
Balance on Payment - This option will determine whether the account will have balancing account entries made to its register once claims against it get processed as paid.
Account Type - This option determines the account type of the card, whether this be expenses or debit/credit card, advance accounts etc.
Currency - This option will be able to set the currency of the account you are creating.
The coding sections are important when it comes matching the credit card accounts, the first time the account is created the Reference field and all other fields within the coding section should be left blank, this is to ensure the system matches the accounts correctly.
Once the account is matched going forward it will automatically match, unless the claimant gets a new company card then the reference field will need to be made blank again.
Any account with a reference already attached will not be able to be matched to a new card within the card integration overview section.
Once accounts have been matched, the claimant will receive an email to say that they have a statement to reconcile in their account. When the claimant logs in they will be presented with items to reconcile and can then go ahead and reconcile.
Instructions for claimants on how to reconcile the card statement can be found Here