| Field Name
|
This displays the credit card statement field that you can import into Vision.
The predefined fields are:
-
SecondaryAccountNumber — This field identifies a secondary credit card that is associated with a primary credit card. If you selected
SecondaryAccountNumber in the
Use to separate import into secondary credit cards field on the General tab of Credit Card Configuration, you must include this field in the import file. You enter the account number for a secondary credit card in the
Import Value field in the grid on the General tab. If you did not select
SecondaryAccountNumber in the
Use to separate import into secondary credit cards field, you can still include the
SecondaryAccountNumber in the import file, but you do not define the account number in the
Import Value field in Credit Card Configuration because it is not the field that identifies the secondary credit account in Vision.
-
CardholderName — This field identifies a secondary credit card that is associated with a primary credit card. If you selected
CardholderName in the
Use to separate import into secondary credit cards field on the General tab of Credit Card Configuration, you must include this field in the import file. You enter the credit card holder name for a secondary credit card in the
Import Value field in the grid on the General tab. If you did not select
CardholderName in the
Use to separate import into secondary credit cards field, you can still include the
CardholderName in the import file, but you do not define the credit holder name in Credit Card Configuration because it is not the field that identifies the secondary credit account in Vision. You can use
CardholderName if your bank masks the account number in export files.
-
Date — This is the actual date on which the transaction occurred. It is not the date that the transaction was applied to the credit card. This date is used as the transaction date when a charge is added to an expense report in Vision.
- MerchantDescription — This is the merchant or description for a charge from a credit card statement.
You could set up this field as a concatenation of several credit card fields from the bank such as merchant, merchant description, merchant address, and so on. You need to do this prior to importing into Vision, either through the website from which you export your credit card statement or through manipulating the text file before you import.
The field displays on the Charges tab in Credit Card Reconciliation to help you identify the charge when you reconcile the credit card statement. It displays in the Credit Card pane on the Expense Report form in Time & Expense to help employees identify a charge when they enter expense reports.
-
Amount — This is the transaction amount. If you use multiple currencies in Vision, this amount is in the currency of the transaction, which is not necessarily the currency of the credit card.
-
TransactionID — This number is defined by the credit card company and is unique to each transaction on each statement. Although this is not a required field for importing, the benefit of including it is that it allows you to tie AP disbursements with imported charges and manually tie expense report charges to imported credit card changes if employees enter and post expense report charges without a transaction ID
before the charges are imported into Vision. The ideal workflow is to add imported charges to an expense report
after the charges from a statement have been imported into Vision. In this scenario, the imported and posted charges are tied together automatically. The other benefit of including the transaction ID when importing is that it allows Vision to check for duplicate entries in Credit Card Reconciliation.
-
AmountCurrency — This is the currency for the transaction amount. Deltek recommends that you use this if you use multiple currencies in Vision.
-
PaymentAmount — This is the amount in the credit card currency. This field is required if use multiple currencies in Vision.
When you use multiple currencies, it is recommended that you import the
Amount field, which is the transaction amount (currency of the receipt), the
AmountCurrency field, which is the transaction currency (currency code), and the
PaymentAmount field (amount paid by the credit card). When all of these values are imported, Vision will use all these values when charges are added to an expense report. Vision will calculate the exchange rate based on the imported transaction amount and the imported payment amount. For example, if an employee holds a credit card in GBP (United Kingdom Pounds) and travels to New York and pays for a hotel bill, the transaction currency would be USD (United States Dollars), the transaction amount would be the value of the expense (hotel bill) in USD, and the payment amount would be the value of the expense (hotel bill) in GBP.
-
User-defined fields — The five possible user-defined fields are
UserDefined1,
UserDefined2,
UserDefined3,
UserDefined4,
UserDefined5.
User-defined fields are optional. They can help employees identify charges when they enter expense reports. These fields display in the Credit Card Transactions pane on the Expense Report form and optionally in the credit card reconciliation and credit card review. However, the user-defined information will not be associated with the posted expense report. For example, if a credit card company tracks the address of the transaction, this additional information could be imported and available to employees when they enter their expense reports.
You normally need only one identifier for the secondary credit card, either the
SecondaryAccountNumber or the
CardholderName.
|
