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Administering Payment Card Expenses

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Administering Payment Card Expenses

Relevant to the hmtoggle_arrow0Processor role.


Overview

Payment Card transactions can be imported into Zetadocs Expense in one of two ways:

1.Automatically via a daily bank feed, which will mean payments usually appear within 24 hours of the transaction being made. This can be enabled by configuring a Payment Card Type with either a "bank feed" or “TrueLayer Online Access” selected as the integration method and configuring an associated Payment Method.

note_image Note: The “bank feed” integration method supports most AMEX and Mastercard card types. You will need to ask your payment card provider to set up a data feed for your credit card account, so that Zetadocs Expenses automatically receives daily files (using secure file transfer protocol) containing a list of payments that have been made on the credit card(s). Please contact us for information about the set up of a new bank feed.

The “TrueLayer Online Access” integration method is only available for UK customers whose bank supports Open Banking services via TrueLayer.

2.Manually by uploading a copy of the bank statement into Zetadocs Expenses (typically on a monthly basis). This can be enabled by configuring a Payment Card Type with “File Import” selected as the integration method and configuring an associated Payment Method. This is available to all customers whose bank provides statements in CSV format.

Once transactions have been imported using either of the above options, the cardholder is required to match each payment to a new or existing expense, attach to an expense report, and submit the expense report for approval.

note_image Note: It is expected that a company policy will be imposed requiring all company cardholders to justify their card transactions by a certain date each month. This is to allow the Finance Processor to then carry out monthly statement reconciliation.  

Card statement reconciliation is carried out using a Payment Card report in Zetadocs Expenses. A Payment Card report contains a list of all the transactions that were imported from the CSV statement supplied by your bank.  

Once the Payment Card report is approved, it can then be exported into Business Central.

The diagram below illustrates the end-to-end workflow for administering payment card expenses;-

Payment Workflow_Administering


Watch the video;-

 

Importing Payment Card Transactions

note_image Note: The manual importing of Payment Card Transactions is only needed when the {Integration Method} on a relevant Payment Card Type is set to 'File Import'.

This section assumes you have already downloaded the Payment Card transactions CSV file from the card issuing bank.

1.Sign in to the the Zetadocs Expenses website using your Microsoft or Zetadocs account details.

2.Choose the new_report1 Reports tile (top right).

3.Choose the action_menu1 Action Menu (top right) and then choose Import Payment Card Transactions.

4.Choose the Payment Card Type you want to import, then choose the Payment Card Transactions CSV file you downloaded from your card issuing bank.

5.A summary of the transactions is shown. Choose Import to import the Payment Card Transactions.

6.You will be notified when all the transactions have been imported. Choose OK to complete the process - a Payment Card Report is created for each of the statements included in the CSV file that was imported. Each of the payments are made visible to the relevant card holder(s) within the app.

Please read this section if you've imported a payment card transactions file by mistake.

 

Creating Payment Card Reports

The way in which a payment card report is created differs depending on how the transactions are being imported.

Manually by uploading bank statement (CSV) - A Payment Card report will be created automatically each time a statement is uploaded. It will be assigned to the processor who performed the import.

Automatically via a bank feed - A Payment Card report will need to be created manually by the Processor, typically once a month aligned with the frequency at which your bank issues card statements.

Follow the steps below to create Payment Card Report(s);-

1.Sign in to the the Zetadocs Expenses website using your Microsoft or Zetadocs account details.

2.Choose the new_report1 Reports tile (top right).

3.Choose the action_menu1 Action Menu (top right) and then choose New Payment Card Report.

4.Choose the credit_card1 Payment Card tile.

5.Choose the Payment Card you would like to create the Payment Card Report(s) for.

6.Enter the Period End Date that the Payment Card report(s) will cover (this will normally be aligned to the monthly bank statement period).

7.Enter a meaningful, brief Description i.e. “March Expenses” and then choose Next.

8.Choose Create after checking that the Report Details appear correct.

9.Choose OK - A new Payment Card Report will now have been created and will be shown in the users reports list (Draft reports to submit filter). Multiple Payment Card Reports will be created if transactions were from multiple different payment cards.

note_image Note: If there are transactions from multiple payment cards, Zetadocs will automatically create a separate Payment Card Report for each of your payment cards.

New draft Payment Card Reports that are created will always be assigned to the Processor user who created them. The same user will need to do the reconciliation on these reports and submit.


 

Reconciling & Approving Payment Card Reports

A note on Card Fees / Bank Charges

Generally speaking, the Submitter would not create expenses for transactions such as card fees or bank charges. Instead, it would be the Processor who would action this as they are more likely to be aware of the fees and charges and are better placed to justify them.

In these instances, the Processor would create an expense on the cardholder's behalf, and then match this expense to the fee/charge transaction.

note_image Note: Generally, all expenses should be matched on the Payment Card Reports before they are submitted for approval.

1.Sign in to the the Zetadocs Expenses website using your Microsoft or Zetadocs account details.

2.Choose the new_report1 Reports tile (top right).

3.Select 'Draft report to submit' from the filtering options and choose the expense report you want to submit for approval.

tip_imageTip: All Payment Card Reports as shown with a credit_card1 Payment Card icon to the left of them.

If there are unmatched payments on the report that need to be actioned by a Processor please proceed with the following steps, otherwise jump to step 9 in the process.

4.Choose the Edit button..

5.Choose link_records Match to the right of the unmatched expense item.

6.Choose the New Expense button.

7.Populate the expense with any relevant information that is missing from the expense.

8.The Payment Card transaction will now have a matched expense.

9.Choose the Submit button to submit the report for approval.

note_image Note: Any expenses created by the Processor and linked to the Payment Card report do not need separate approval. This removes the need for a second iteration of the approval process.

10.Select yourself as the Processor responsible for approving the Payment Card Report, unless company policy states the approval needs to be performed by someone else.

11.Add any comments, then choose the Submit button.

12.The payment card report now needs to be approved. This can be done by selecting 'Submitted reports approved or in approval' from the Reports filtering options and choosing the expense report you want to approve.

13.Choose the payment card report you want to approve.

14.Choose the Approve button.

 

Exporting to Business Central

Expenses recorded against a Payment Card Report will be available to be exported into Business Central once the Payment Card report has been approved.

This export is either an automated or manual process depending on your Integration.

Please click here for details of how to manually export expense data into Business Central.