Import Credit Card Charges

You can import credit card charges from your credit card company into a statement in DPS. You import charge records for primary credit cards that you set up in DPS.

The primary credit card contains charges made with secondary credit cards that have been issued to employees. You import credit card charges from a text file, such as a .txt or .csv file.

Prerequisites: Before you can import charges, you must:
  • Set up a primary credit card and its secondary credit cards in Settings > Advanced Accounting > Credit Cards.

    This includes completing the configuration on the Import tab for the import file. You specify the data (fields) to include in the text file and the formatting for the file so that DPS can properly receive the credit card data.

  • Download the file that contains credit card statement data from your credit card company's website. You must convert it to a text file format that matches the import file configuration that you set up in DPS.
  • Create a credit card statement in Cash Management > Credit Card Reconciliation in which to import credit card charges.

To import charges from a credit card statement:

  1. On the Navigation menu, click Cash Management > Credit Card Reconciliation.
  2. On the Credit Card Statement Selection dialog box, enter the information to create a new statement, or select an in-progress statement for the credit card and click Select.
  3. On the toolbar of the Credit Card Statement Reconciliation form, click Import > Import Charges.
  4. If you previously imported transactions for a statement and a confirmation message displays, click Yes to proceed.
  5. On the Import New Charges dialog box, click Browse beside the Text File field.
  6. On the Open dialog box, select the text file to import, and click Open.
  7. On the Import New Charges dialog box, click OK. The import process begins immediately.
  8. Select the appropriate actions based on the errors found:
    Number of Errors in the Import File What Happens Your Actions
    No errors An Import New Charges dialog box displays and identifies the number of valid records in the text file to import. Click Import on this dialog box.
    All A message displays to tell you the number of errors. Complete the following actions:
    1. Click OK to end the import process.

      The error records are temporarily inserted into a table in order to provide details on the Import Charges Error report.

    2. On the toolbar for the Credit Card Statement Reconciliation form, click Import > Import Charges Error to review a report that identifies the problems.

      The error report identifies any problems with the format of the imported file (as compared with the required format defined in Credit Card Configuration). The report also identifies any duplicate charges based on transaction ID.

    3. Fix the errors in the import file before you try importing again.
    Some but not all An Import New Charges dialog box displays. It identifies the number of valid records and invalid records that have errors. Complete the following actions:
    1. Perform one of the following actions on the Import New Charges dialog box:
      • Click Import to import all the valid records. On the next dialog box that identifies the number of valid records imported and the errors, click OK. The import process finishes, and the imported charge records now display on the Charges tab of the Credit Card Statement Reconciliation form.
      • Click Cancel to stop the import process and not import any charge records from the file.
    2. After you select either Import or Cancel on the Import New Charges dialog box, on the toolbar for the Credit Card Statement Reconciliation form, click Import > Import Charges Error. Review the Import Charges Error report to determine how to fix the errors in the import file.
    3. Fix the errors in the import file before you try importing it again.
  9. On the dialog box that informs you that the records were imported, click OK. The imported credit card charges display on the Charges tab of the Credit Card Statement Reconciliation form. These charges also display in the Credit Card pane on expense reports in Time & Expense for the employees who are assigned to the secondary credit cards.
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