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Import credit card transactions

How to import credit card transactions into WorkBook?

Resolution: 

How to import credit card transactions into Workbook?  

1. Go to Finance & Administration > Export, import & maintenance > Personal expense credit card import and click import to import data 
2. Select the Excel file you have downloaded / received from your bank and click Ok - import data
   
   
3. Any non-mapped cards create a new record on the Non mapped cards tab, go here to fill out the blanks. 
4. Finally the data must be transferred to the users, as per the mapping on the cards. This is done by clicking Transfer data, which creates a personal expense entry on the user for each line.

What do the different icons mean?

• Rescan (Recycle icon): When changes have been made to a line/multiple records, press this button and the records refresh with the new changes.
• Park/Unpark: Lets you park/unpark the records for further approval.
• Transfer data (Import icon): This button allows you transfer a selected records or all records.
• Reject (Hand):  rejects the record. This can also be used to reverse the rejection. It can also be used to overrule an error, such as doublet-errors, so it can be transferred regardless.
• Record contains errors (Exclamation mark): If a record contains an error it will show in the bottom of the screen in a yellow column.
• Record is ready for transfer (check mark):  This icon indicates that the records is ready for transfer.
• Record has been transferred ( brown folder): This icon indicates that the record has been transferred successfully.

• If as a user, you need to correct or alter a credit card import, the only way this can be done is by rejecting it. It is possible to reject any personal expense entries until they get posted.  
• When an imported expense gets sent for user approval- in the case that is an incorrect import, the user can reject it and it will return to the import and a notification is sent to the finance. The user will need to specify in a comment why the import is rejected.  
• Before the approver can send the entry again, the approver will need to make changes to the import and then change the Rejected status before it can be retransferred. To do this, the Reject icon in the toolbar needs to be pressed until the green symbol in the subgrid reappears.      
  • The user rejected entry in the Finance and Administrative notification. The Finance user will then need to make the changes to the import.  
  • The reject button is pressed until it is approved green tick. The data can then be retransferred to the user for approval.  
• The administrative follow-up Personal expense credit card import can also be used to ensure people finalize their open expenses.  
• There is also the possibility of including a finance user as an approver. Set up System variable 578 that will send any approved expense entries to status 40. The nominated Finance user will then have to go in and manually review it before sending it for booking.