Export, Import & Maintenance > Credit Card Mapping

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.

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

Open

• 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

Open

• 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

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

• 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

Related articles