Configure Credit Card Transaction Codes
Explanation
This activity is used to define transaction codes for credit card
transactions. Note that one transaction code can be linked to more than one
credit card transaction. Therefore, the codes should be defined according to the
relevant standards. E.g. You can have separate transaction
codes for 'Hotels and Other Accommodation', 'Transportation Services', 'Personal
Meals' etc. However, employees can have multiple credit card transactions for
each of these transaction codes.
Using this activity, you can define configurations specifying the expense
codes that should be used when registering expenses for the transactions as well
as other features controlling the expense registration. Otherwise, if required,
you can define a setup to exclude all the credit card transactions connected to
the transaction code from expense registration so that it will not be possible
to register expenses for these transactions.
Prerequisites
In order to perform this activity, expense rules and expense codes are
required to be already defined in the
Expense Rule window.
System Effects
There are no system effects.
Window
Credit Card Configuration
Related Window Descriptions
Credit Card Configuration
Procedure
- Open the Credit
Card Configuration window.
- Search or populate to find the configuration for which you want to
connect transaction codes.
- Go to the Individual Transaction Code tab and create a new record.
- In the Transaction Code field, enter a value according to the
relevant standards. Enter a description for the transaction code in the
Transaction Description field.
- If the credit card transactions connected this transaction code should
not be registered as expenses, you can select the Exclude from Balance
check box.
- Save the information.
If the Exclude from Balance check box is not selected:
- Select the Partial Balance check box if employees should be
allowed to register expenses for only a part of the credit card transaction
amount.
- Create a new record in the table to add expense codes.
- In the Expense Rule field, specify the expense rule from which
you will connect expense codes to the configuration. Select a value from the
list.
- In the Expense Code field, enter an expense code belonging to the
expense rule selected in the above step. This expense code can be used when
registering expenses for credit card transactions connected to this
configuration.
- Specify the validity of the expense code's connection to the
configuration using the Valid From and Valid To fields.
- Select the Suggestion Only check box in the tab header if the
expense codes entered in the table should only be the recommended expense
codes for expense registration. Otherwise, it will be mandatory to select
from the expense codes you have listed in the table when the expense is
registered.
- Save the information.
- Repeat the steps to add more expense codes to the configuration.
- Select the Default per Expense Rule check box for the expense
code which should be used by default when registering expenses for credit
card transactions connected to the configuration. You can have one default
expense code per expense rule.
- Save the information.