📥 Summary

The Credit Card Import feature in Workflow Modules Modern enables clients to seamlessly upload credit card transactions from a .CSV file. Once imported, these transactions can be reviewed, add attachments and be converted into API documents and routed through a predefined workflow for review and approval.

❓Questions your consultant may need to help determine how your system will be configured:

• Do you require an approved purchase order for each credit card charge before allowing the bank transaction to be processed and submitted for approval (Global Setting 600)?
• Do you assign a default distribution code for each cardholder, allowing the system to automatically code expenses based on that distribution, with the exception of the GL account, which is selected by the user?
• Who is responsible for reviewing bank transactions—the card administrator or the individual cardholder?
• Are cards assigned to a single staff member, or are they shared among multiple staff?
• Do you require receipts for all charges, or only for charges above a certain amount (Global Setting 601)?
• How frequently do you need to record expenses in MIP Fund Accounting (daily, weekly, or monthly)?
• When recording entries into MIP Accounting, do you create a cash disbursement to debit the expense and credit a contra cash account, then later debit the contra account during the statement AP payment process?
• If processing monthly, will each cardholder or administrator have a copy of the statement to verify each charge before it is processed, submitted for approval, and transferred as an AP invoice (debit expense and credit accounts payable)?

Note: This article is intended for Microix Administrator or Finance team.

🧾 Step 1: Credit Card Setup

Navigation Path: Req/Purchase Order ➝ Setup ➝ Credit Card Assignment

Complete the following fields:

Field

Description

Administrator

The person who is responsible for importing the CSV file. (most cases it's the card holder and in some cases, it may be an administrative assistant or AP person)

Bank Common Name

Enter the name of the credit card provider (e.g., Bank of America).

Card No (ONLY last 5)

Default to 00000 (used for record-keeping only) If you must enter, ONLY ENTER LAST 5 numbers

Cardholder

Select the user this card is assigned to.

Account ID

Enter the last 4 digits of the credit card number (IMPORTANT the number enter here must match the transaction account ID column in the CSV file.) If it does not match, no data will be imported

Vendor ID

Select the vendor associated with the credit card provider.

Workflow

Choose the workflow to route imported transactions for approval. (This value is a default, user can select another workflow during processing). Note: Only workflows where the cardholder is a requester in the Invoice document type will show.

Distribution Code(optional)

Select a default distribution code if required.

Period From / To

Enter the statement period.

✅ Click Save to complete the setup.

📂 Step 2: Import Credit Card Transactions

Navigation Path: Bank Transactions ➝ Bank Feed ➝ Click Import (top right). Note: You must be the Administrator or Cardholder for the card(s) you are trying to import.

📌NOTE: if you do not own the Bank Feed Module, you can continue to import the Credit Card Statement by navigating to Requisition/Purchase Order Menu>Import Documents and click the Credit Card button)

Steps to create an import temple if you do not have one available:

1. Use the Import button found on the Bank Feed page toolbar then select "Create Template for Import Data" and click the Import button at the bottom of the windows to generate and download the template file.
2. Download the template and format your credit card file using the same columns found in the Template File. Order of the columns are not important, but the title of the column headers is important. Additional columns will be ignored.
3. CSV file can contain multiple accounts also known as batch processing or single account.

➡️ The system will read the CSV and import the transactions based on the setup defined in Step 1.

🔄 Step 3: Process Imported Transactions

For each imported transaction:

1. Review, edit, and code the transaction appropriately.
2. Attach credit card receipts or any required supporting documentation.
3. Use the process button to create a Microix Invoice Document
4. Navigate to My Document List to find the Invoice and submit for approval.

📌 Notes & Best Practices

• Ensure the CSV file is formatted according to the expected structure defined in by the Microix template. Order of column is insignificant, but the name of the column must match.

• Upon final review, Accounts Payable transfers each cardholder document into MIP as an AP invoice, using the Microix Document Number appended with the statement period (e.g., AP-1001-AMX-2026-01) as the invoice number. When selecting invoices for payment, filter for documents ending in the applicable statement period (e.g., 2026-01) to ensure they align with the correct statement period and total payment amount.

• If processing this group of invoices would cause delays in payments to the vendor, it is recommended to use a Contra Cash account. The vendor may be paid upon receipt of the statement by debiting Contra Cash and crediting Accounts Payable. Later, once individual cardholder statements are received and verified, each transaction is transferred into MIP as aCash Disbursement, debiting the appropriate expense accounts and crediting the Contra Cash account. Cash account can later bereconciled to the cash accountusing MIP’s Bank Reconciliation module.