Preventing Credit Card Charges from Being Entered in AP Disbursements and Expense Reports

If you import charges from your credit card company, it is possible to add an imported charge to an expense report as well as enter an AP disbursement for it, thus creating duplicate entries.

When you import a charge from your credit card company into DPS, the charge displays in the Credit Card pane on the Expense Report form in My Stuff > Expense Report for any expense report user who is authorized in Credit Card Settings to use the credit card. If the charge was already entered as an AP disbursement (with a payment method of credit card), or you intend to enter it as an AP disbursement paid by credit card, to ensure that an employee does not add the charge to an expense report, clear the imported charge on the Charges tab in Cash Management > Credit Card Reconciliation. This prevents it from displaying on the expense report.

If both an AP disbursement and an expense report are entered for the same charge, the amount in the Posted Amount field will be double the amount in the Imported Amount field on the Charges tab in Credit Card Reconciliation. To correct this duplication, reverse one of the entries.