How to Import Credit Card Statement

Target Audience: Microix Administrators, Finance Team, and AP Staff

Module: Workflow Modules Modern / Requisition & Purchase Order / Bank Feed

📥 Overview

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, updated with attachments, converted into Microix API documents, and routed through a predefined workflow for review and approval.

❓ Pre-Configuration Checklist

Before configuring the system, review these questions with your consultant to determine your setup requirements:

• Approved Purchase Orders: Do you require an approved PO for each credit card charge before allowing bank transactions to be processed and submitted for approval? (Global Setting 600)
• Default Distribution: Do you assign a default distribution code for each cardholder to automatically code expenses (excluding GL account, which is user-selected)?
• Review Responsibility: Who is responsible for reviewing bank transactions—the card administrator or the individual cardholder?
• Card Assignment: Are cards assigned to a single staff member, or shared among multiple staff?
• Receipt Requirements: Do you require receipts for all charges, or only for charges above a specific dollar threshold? (Global Setting 601)
• Recording Frequency: How frequently do you record expenses in MIP Fund Accounting (daily, weekly, or monthly)?
• Contra Cash Accounting: 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?
• Statement Verification: If processing monthly, will each cardholder or administrator have a statement copy to verify charges before transferring them as AP invoices (debit expense, credit AP)?

🧾 Step 1: Credit Card Setup

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

Fill out the setup fields as follows:

⚠️ IMPORTANT: Must match the transaction Account ID column in the CSV file, or data will not import. | | Vendor ID | Select the vendor associated with the credit card provider. | | Workflow | Select the default approval workflow.

Note: Only displays workflows where the cardholder is listed as a requester in the Invoice document type. | | Distribution Code (Optional) | Select a default distribution code if required. | | Period From / To | Enter the applicable statement period. |

Action: Click Save to complete the setup.

📂 Step 2: Import Credit Card Transactions

Primary Navigation Path: Bank Transactions ➝ Bank Feed ➝ Click Import (top right).

(You must be designated as the Administrator or Cardholder for the cards you are importing).

📌 Alternative Navigation (If you do not own the Bank Feed Module): > Go to Requisition/Purchase Order ➝ Import Documents ➝ Click the Credit Card button.

Creating an Import Template (If needed)

1. Click Import on the toolbar, select "Create Template for Import Data", and click Import at the bottom of the window to download the template file.
2. Review the Microix column structure and format your credit card CSV file accordingly.

• Column Order: Order does not matter.
• Extra Data: Unrecognized/additional columns will be ignored.
• Mapping Custom Headers: Use the Mapping button to pair your CSV headers (MAP FROM) with Microix fields (MAP TO).

3. Batching: The CSV file can contain transactions for single or multiple accounts.

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

🔄 Step 3: Process Imported Transactions

For each imported transaction line:

1. Review & Code: Review, edit, and code the transaction GL accounts appropriately.
2. Attach Files: Attach relevant credit card receipts or supporting documentation.
3. Generate Invoice: Click the Process button to convert the item into a Microix Invoice Document.
4. Submit: Navigate to My Document List, open the newly created Invoice, and submit it for workflow approval.

📌 Notes & Best Practices

• Header Consistency: Ensure header names match your defined template mapping.
• AP Invoicing Naming Format: 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). When selecting invoices for payment, filter for documents ending in that period to align with statement totals.
• Avoiding Vendor Payment Delays (Contra Cash Approach):
• If individual cardholder reviews cause delays in paying the overall vendor statement, consider using a Contra Cash Account.
• Pay the vendor prompt statement balance by debiting Contra Cash and crediting Accounts Payable.
• Later, as cardholders submit verified statements, transfer those transactions into MIP as a Cash Disbursement (debiting expense accounts and crediting Contra Cash).
• Reconcile the cash account using MIP’s Bank Reconciliation module.