Workbook has an import setup to enable you to send individual credit card transactions to individuals for updating details and attaching receipts. This article shows you how to set up your credit cards and assign a reconciler to the credit card.
Before you starting importing & reconciling credit card transactions a bit of set up is required.
The credit card mapping happens in the finance & administration and settings modules and is usually managed by designated role(s) or person(s) within each agency or office.
ON THIS PAGE YOU WILL FIND: |
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ADDING YOUR CREDITOR
Make sure you have a creditor set-up for your credit card. You can have an overall credit card creditor or you can specify each card used. Having a creditor per card may make reviewing credit card transactions simpler.
To create a creditor you will need access to the finance & administration module.
Create your creditor following these instructions: Creditors > Creating a Creditor
MAPPING SETUP
Before an employee can reconcile the credit card transaction they will need access to the credit card creditor you have set up in the previous step.
You will need access to the settings module for this step.
Go to settings module > employee settings > employee creditor mappings
Click the create creditor mapping button > and complete the following details:
Select the employee who is reconciling the credit card
Select the company in which you are setting up the credit card import
Select the creditor which you created in the first step
Untick:
Enable on expense entry
Enable on mileage entry
Enable on subsistence allowance
Tick:
Show account in personal expense grid
Click ok
Find the new mapping you just created and tick the following check boxes:
Enable on expense entry
Only enable for imported expense entries
Show account in personal expense status grid
You can set up multiple creditor mappings per employee. This is useful if the reconciler is in charge of multiple credit cards.
CREDIT CARD MAPPING
Now you need to setup the credit card mapping. When you import the credit card statement, these details will be used to default each transaction to the correct reconciler.
You will need access to the finance & administration module to complete this step.
Go to finance & administration module > export, import & maintenance sub menu >
Select personal expense credit card import > go to the non-mapped cards tab
Click the create button > and complete the details outlined in the table below
Field | Description |
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Card number | On your credit card statement there will be a field that identifies which credit card the transaction relates to. This needs to match the statement exactly. This is how Workbook identifies what to do with your entries. |
Card name | The name on the card (this does not need to match exactly). |
Cardholder | The owner of the card (this does not need to match exactly). |
Employee | This is the name of the reconciler for the credit card (which you set up in the previous step). |
Creditor account | Select the creditor account which this relates to. |
Comment | Internal purposes only - use this to easily identify a card or make notes about it. |
Your entries should look like this:
IMPORTING THE CREDIT CARD STATEMENT
Now that you’ve set-up the creditor and the credit card mapping, you can complete your import using these instructions: Export, Import & Maintenance > Personal Expense Credit Card Import