88402

How to setup and use import credit cards?

Resolution:

1. Set up the credit card import settings
   1. Setup > Company > Credit Card Import > New
   2. Enter a description.
   3. Select the appropriate file details.
   4. Select import file detail and select fields to Import.
      Note: You need to make sure your selections match the export file from your credit card company.
   5. Do the test within this screen so you can confirm the import will work.
2. Enter the Credit Card bank account import settings
   1. Setup > Company > Bank Accounts > Select the credit card bank account > Edit > Import tab
   2. Select the default Expense Item (Activity)
   3. Select a unique credit card charge account (use an account type of expense or income)
   4. Select a department if using departments
   5. Save
   6. Notes:
   7. • The Import tab will only be available on Credit Card Bank Accounts.
      • You must select on Expense Item, but when working with the imported entry you can reallocate to a different expense item on the expense report.  The option to reallocate the expense item is not available if pulling the entries directly into the bank register. 
3. Enter credit card information in employee's setup:
   1. Setup > Employees > Select employee > Edit > Time & Expenses tab
   2. Check use expense reports
   3. Select the credit card bank account
   4. Enter the cardholder name. Make sure the cardholder name matches your import file from the credit card company
   5. Save.
   6. Repeat on each employee who will be using credit cards.
4. Give Roles access to import credit card files into Ajera (users that can import the exported file from the credit card company)
   1. Setup > Company > Roles > Select the Role > Edit
   2. On the File tab > check Import credit cards > Save.

Workflow:

1. In Manage > Import credit cards > Select Import Settings > Select the import file from the credit card company > click Import.
2. Using Imported Credit Card Entries:
   Expense Reports:
   1. When editing an expense report, click the Import button
   2. Select the imported entrie(s) you want to add to the expense report.
   3. Click Select
   4. You can now change the expense item or leave as the default and Save.
   5. If you delete the import credit card row from the expense report it will place the row back into the import list. The Import button only shows unapplied entries that match the expense report dates.
   6. To split the imported credit card charge row, change the amount to what is desired. The difference will be placed back in the Import button for you to pull in once more. Note: You will want to make sure the Reference is the exact same on split credit card charges so it will grand total the individuals entries on the bank register for your credit card bank reconciliation.

Bank Register:

Vendor Invoices: