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Credit Card Batch Import

The batch import process will allow a user (Accountant) to import a single credit card file received from their bank containing transactions for all users who were issued a company card. The file should contain all transactions for a billing period and identify the Account Number/Name, Transaction Amount, Transaction Date, and Transaction Description/Merchant.

Example:

ACCOUNT NAME,TRANSACTION AMOUNT,TRANSACTION DATE,MERCHANT NAME

2100,25.36,05/01/2020,WALMART

2100,13.59,05/02/2020,HOMEDEPOT

2200,158.22,05/03/2020,OFFICE DEPOT

2200,452.36,05/04/2020,KROGER

SETUP INSTRUCTIONS

Step 1: Navigate to Maintenance - Global Options - Global Settings and enter the File Location GSID 40 where the CSV File will reside

Step 2: Navigate to Requisition - Setup - Credit Card Statement Authorization and click on Magic Wand Icon to open the Credit Card Mapping Form.

Step 3: Select Batch Import and modify the names in the MAP FROM column to match your CSV bank statement file column titles (DO NOT EDIT THE MAP TO VALUES).

Step 4: Using the green + icon to enter a line for each credit card account holder. It's important to use the correct Account ID value which should match the CSV bank statement file. Account ID column identifies the card holder and all charges related to the account allowing Microix to build a document per account holder with all their associated charges.

Employee - Enter the person responsible for importing the file, normally someone from accounting department does this process and you will identify their name in this column.

Bank Common Name - Select from the list

Credit Card No - enter a value 0000

Credit Card Holder Name - select the card holder name. When the bank file is imported, it will use the card holder name as the requester of the document.

Account ID - this value is provided by the bank and should match the CSV file account number column

Vendor ID - Select the credit card vendor ID. If not found, create the vendor in MIP Accounting

Workflow - Select the workflow where the credit card statement should be routed

Distribution Code - Select a distribution code to help code the credit card entries.

Period From/To - Enter your billing period for the statement, Microix will use to analyzes and calculate the periods each month/year

AppVersion - Leave default value

Step 5: You are ready to import Credit Card Statement. Use GSID 41 to control the type of document to create (ENC/PO or API). Additionally, review GSID 42 if the debit/credit need to be converted to a positive value.

After successfully importing the CSV file, Microix will move the CSV file to a backup folder, move it back to the root folder (Identified by GSID 40) if you need to re-import due to testing.

As a result of the batch import process, Microix will build a document and send an email notification to each card holder. The card holder responsibility is to review the charges, code the expenses, attach any receipts and submit to finance for processing. Workflows should be configured to handle the required approval process for credit card statements.

Finally, AP will transfer these documents into MIP as an AP invoice, post and select invoices to pay. The check writing process should print a single check totaling the statement amount.

account id batch import credit card credit card batch import

Creation date: 3/6/2019 10:44 AM Updated: 2/16/2023 4:22 PM

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