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Import Credit Card Charges Process

You can import credit card charges from your credit card company in the Credit Card Reconciliation application.

First, you download the credit card charges from your credit card company's website. The credit card data must be in a text file format, such as a text (.txt) or comma-separated values (.csv) file, before you can import it. The import file must contain the data, delimiters, and other formatting that you specify for a credit card on the Import tab in Settings > Cash Management > Credit Cards.

You create a credit card statement in Cash Management > Credit Card Reconciliation in which to import the credit card charges. You can create a credit card statement before the actual credit card statement is finalized by your credit card company. This enables you to import credit card charges on an ongoing basis throughout the month as your credit card company posts the charges and makes the information available to you through their website. This enables employees to add imported charges to their expense reports in a timely manner.

After you create a credit card statement in Vantagepoint, you import charges into it using the Import Charges option on the Actions bar of the Credit Card Reconciliation form. You can import credit card charges each day, week, month, or as needed.

The import is for the entire primary credit card, which includes the charges for all the secondary credit cards that are associated with a primary credit card. Employees are assigned to secondary credit card accounts.

After you import credit card charges, they display in the following locations for processing:
  • Charges tab in Cash Management > Credit Card Reconciliation: Both the imported charges from your credit card company and the posted credit card charges that were entered through employee expense reports and AP disbursements display on this tab. If you enabled the Display in Review/Reconciliation option for user-defined fields on the Import tab of the Credit Cards settings form, the user-defined fields also display as columns on this tab. You clear a charge on this tab if it has a matching imported and posted charge.
  • My Stuff > Expense Report: In the Credit Card Charges pane of the Expense Report form, employees select imported, company-paid charges to add to an expense report. Only the charges from the secondary credit cards that are assigned to an employee display in the pane. Employees do not see the charges made by other employees.

Multiple Currencies

When you use multiple currencies, it is recommended that you import the Amount field, which is the transaction amount (currency of the receipt), the Amount Currency field, which is the transaction currency (currency code), and the Payment Amount field (amount paid by the credit card).

When all these values are imported, they are used when charges are added to an expense report. The exchange rate will be calculated 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.

If you import only the payment amount, the process assumes that the transaction currency matches the payment currency.