Some of the fields in the grid are different or they behave differently, based on whether or not you import credit card charges for a primary credit card. The differences are noted in the descriptions below.
| Field | Description |
|---|
| Cleared
|
When this check box is selected, it indicates that a charge on your credit card statement has a matching charge posted in Vision (a company-paid expense on an employee expense report or an AP disbursement that is paid with a credit card). The charge is reconciled.
If you import charges from a credit card statement into Vision for a statement
When the amounts in the
Imported Amount and
Posted Amount fields are the same for a charge, this means that there is a posted amount in Vision that matches the imported amount from the credit card statement for the transaction ID. Select the
Cleared check box for this charge. You can also use the
Auto-Clear option on the Charge Card grid toolbar or the
Autoclear imported charges with entered charges based on Transaction ID check box on the Credit Card Statement Selection dialog box to have Vision compare the amount in both the
Imported Amount and
Posted Amount fields and automatically select the
Cleared check box for any charge for which these amounts are the same.
If you do not import charges from a credit card statement into Vision for a statement
Compare the charges in the grid with a paper copy of your credit card statement. Select the
Cleared check box for any posted charge in the grid that has a matching charge on the credit card statement.
|
| Secondary Account
|
This displays the secondary credit card account for the charge. Each primary credit card has one or more secondary credit cards that are issued to employees.
|
| Transaction ID
|
This field displays only if you import charges from a credit card statement into Vision. This is the unique transaction ID for a charge that is defined by the credit card company on the credit card statement. This field is blank if you have chosen not to include the transaction ID when you import charges into Vision. (You make this selection on the Import tab in Credit Card Configuration.)
If you import transaction IDs into Vision: This field prefills with the transaction ID for a charge from the imported file. If employees enter and post expense reports
before the charges are imported into Vision (which is the opposite of the ideal workflow of adding imported charges to an expense report
after the charges from a statement have been imported into Vision), there will be two rows in the Credit Card Charges grid instead of one row for the charge. To manually tie the two charges together, select the posted expense report charge in the Credit Card Charges grid, and click
Details on the grid toolbar. In the grid on the Details dialog box, enter the transaction ID or select the transaction ID from the drop-down list in the
Transaction ID field. When you return to the Charges tab, the two previously separate rows in the Credit Card Charges grid are now one row with the same amounts in the
Imported Amount and
Posted Amount fields.
|
| Date
|
If you import charges from a credit card statement for a primary credit card, this field displays the transaction date that is imported into Vision. It should be the same date that is entered for the employee expense report.
If you do not import charges from a credit card statement for a primary credit card, this field displays the transaction date from either the posted expense report or AP disbursement.
|
| Credit Card Merchant/Description
|
This field displays only if you are importing charges from a credit card statement into Vision for a primary credit card. This field displays the description of the charge from the statement that is imported into Vision. This helps you match the charges entered in Vision to the charges on a credit card statement. On the Details dialog box for a charge, you can view the description that was entered on the employee expense report or AP disbursement. This description can be different from the description entered on the employee expense report or AP disbursement.
|
| Expense Report/Voucher
|
This field displays only if you are not importing charges from a credit card statement into Vision for a primary credit card. This displays the identifying information for Vision expense report or AP disbursement charges. For expense reports, this field displays the employee name and expense report name. For AP disbursements, this field displays the vendor name, invoice number, and invoice date.
|
| Description
|
This field displays only if you are not importing charges from a credit card statement into Vision for a primary credit card. This field displays the line item description from either the posted expense report or AP disbursement.
|
| Imported Amount
|
This field displays only if you import charges from a credit card statement into Vision. This is the amount of the charge that is imported into Vision from your credit card statement.
|
| Posted Amount
|
This is the amount of the company-paid expense transaction that was posted in Vision for an employee expense report or an AP disbursement.
This amount could be the sum of multiple records associated with the same transaction ID, such as when you split a charge between multiple clients or projects.
The amount in the
Posted Amount field will be blank in the following scenarios (when you import charges for a credit card statement into Vision):
- An employee expense report with a company-paid charge has not been posted yet, but it is in process, submitted, or approved. (The
Transaction Status field in this grid displays
In Process,
Submitted, or
Approved).
- An employee has not added an imported charge that displays in the Expense Report application to an expense report yet.
Click the blue, underlined amount in this field to view more information about the charge in the Details dialog box. This is the same Details dialog box that opens if you select a charge and then click
Details on the grid toolbar.
|
| Amount
|
This field displays only if you are not importing charges from a credit card statement into Vision for a primary credit card. This field displays the charge amount from either the posted expense report or AP disbursement.
|
| Missing Charge Amount
|
This field displays only if you are not importing charges from a credit card statement into Vision for a primary credit card. When you use the
Insert option on the grid toolbar to insert a missing charge, enter the amount of the missing charge in this field.
Missing charges are charges that are included on your credit card statement, but which have not been entered in Vision yet. Entering the missing charges here helps you keep track of the missing charges. After an employee enters the missing charge on an expense report or AP disbursement and posts it, you can clear both the missing charge and the posted charge that is associated with it
|
| Document
|
If Vision has been configured to allow you to upload supporting documents, click the icon in this field to open the Supporting Document dialog box to view any supporting documents, such as sales receipts, for a company-paid charge for an expense report. The documents were previously uploaded when the expense report was entered in Time & Expense.
This field displays one of the following icons:
 — This icon, which has a green check mark, indicates that one or more supporting documents has been uploaded for the charge. Click the icon to open and view any supporting documents on the Supporting Document dialog box. Although you cannot upload supporting documents from this dialog box, you can upload documents for posted expense report charges by clicking the
Details option on the Credit Card Charges grid toolbar. Then click the icon in the
Document field on the Details dialog box to open the Supporting Document dialog box and upload a document.
 — This icon, which has a blue up arrow, indicates that either there are no supporting documents uploaded for the charge, or Vision has not been configured to allow you to upload supporting documents. When you click the icon, the Supporting Document dialog box opens and contains no supporting documents, or you receive a message informing you that Vision has not been configured for supporting documents. Check with your system administrator about configuring Vision for uploading documents.
|
| Transaction Status
|
This field displays only if you import credit card charges into Vision for a credit card. If an imported charge has been added to an expense report in Time & Expense, the status of the expense report displays in this field. Possible statuses are:
Posted,
In Process,
Submitted, or
Approved. This field is blank if an imported charge has not been added to an expense report yet.
Click the blue, underlined status in this field to view more information about the charge on the Details dialog box. This is the same Details dialog box that opens if you select a charge and then click
Details on the grid toolbar.
|
| User-defined fields
|
These fields display only if you selected the
Display in Review/Reconciliation option in the Import tab in
.
|
, and on the Secondary Account lookup select the desired secondary accounts that you want to display in the Credit Card Charges grid. The charges for all secondary credit card accounts for a primary credit card display in the grid on the Charges tab by default. You can filter the charges in the grid and choose one or more specific secondary accounts to display in the grid for easier viewing or to focus on specific missing charges.
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