Manage Batch Types Screen

Use the Manage Batch Types screen to set up configuration information regarding batch expenses. This includes identifying default information, setting up starting and ending position information from file layouts, selecting a bill currency, determining file filters, and setting up ghost card information. Information set up in this screen is used when importing credit card files.

Warning: Avoid entering full credit/payment card numbers to identify employees. For Amex, identify employees by using the Employee ID field, which requires you to register the employee ID associated to each Amex card (recommended), or by using a partial credit/payment card number instead of entering the full card number. For Visa, only full credit/payment card numbers are available for identification of employees; do not use this feature to identify employees.
Note: If you try to delete a batch type that has been used on the Maintain Imported Expenses screen, you will get an error message indicating that you cannot delete the batch type.

You should set up batch types before setting up records on the Maintain Imported Expenses screen and before importing files from a credit card feed.

Related topics:

  • Overview of the Batch Types Feature
    The Batch Types feature allows you to easily import expenses charged to company-issued credit cards and generate monthly, weekly, or daily expense reports.
  • Display the Manage Expense Batch Types Screen
    The Manage Expense Batch Types screen is located in the Expense module.
  • Basic Information Tab of the Batch Types Screen
    Use the Basic Information tab to set up the batch type code, description, and source. You can also use this tab to select the bill currency and transaction currency that should be used for the batch type.
  • Import Options Tab
    Use the Import Options tab to set up options for importing American Express or Visa charges.
  • Filters Subtask
    The Filters subtasks displays the starting and ending positions and the value between those positions of the credit card file you want to filter as well as notes related to the filter.
  • Wizard Type Identification Subtask
    The fields in the Wizard type Identification Subtask display the merchants, wizard type, and pay method of the expense batch type, and whether the expense type is personal.
  • Transaction Type Filter Subtask
    Use the Transaction Type Filter subtask to configure the system to include or exclude them from the uploaded VISAVCF40 file.
  • Import Options Tab (Visa) of the Batch Types Screen
    Use the Import Options tab to set up options for importing Visa charges.
  • Ghost Cards tab
    If your company uses ghost cards, use the Ghost Cards tab to set up identification values to identify which expense belongs to which employee.
  • Ghost Card Identification Values Subtask
    Use Ghost Card Identification Values subtask to identify what the starting and ending positions represent.
  • American Express (Amex) Record Mappings
    The file that you receive from Amex has a distinct layout that identifies header and detail transaction information. There are 13 Amex KR 1025 record mapping layouts:
Parent Topic: Settings