Administering Payment Card Expenses
Relevant to the 
Processor role.
Overview
Payment Card transactions can be imported into Zetadocs Expense in one of two ways:
1.Automatically via a 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 “TrueLayer Online Access” selected as the integration method and configuring an associated Payment Method. This 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.
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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;-
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Importing Payment Card Transactions
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 
Reports tile (top right).
3.Choose the 
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.
icon to list the available payment card transaction
Approving Payment Card Reports
A note on Card Fees / Bank ChargesGenerally 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. |
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1.Sign in to the the Zetadocs Expenses website using your Microsoft or Zetadocs account details.
2.Choose the 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.
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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 
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.
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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.
