Credit card import

Credit card claims can be automatically created for your employees with one hassle free process. expensemanager can use many different file formats provided by the credit card companies or via Bank online portals. The file is uploaded into expensemanager and integrates with the corresponding cardholder’s expensemanager account.

 

How to import credit card statements

Step 1 – Upload file

From the Payer or Administrator menu, click on the 'Import Claims' link. Upload the credit card file from your local environment.

 

Step 2 – Import and match

Choose the 'card type' and assign the date range of the credit card statement. Click Choose to import the file and create the individual credit card statements for each cardholder.

TIP: If there are cardholders in the file but not set up in expensemanager you will see a prompt. Go to the User's tab and create the missing cardholders and then repeat the upload process.

 

Step 3 – Create claims

A list of matched cardholders is presented. Click on the 'Create Claims' button to create a credit card statement for each of the users.

TIP: You can deselect a user/s at this time if required.

 

Import complete

A credit card claim will be created for each user. An email is sent to them to advise and to update and submit for approval.

 

Types of card data files that can be uploaded

Corporate Cards

If your company has corporate credit cards you can apply for a global data file. These specific file formats allow us to do smart matching of card charges to expense types in expensemanager.

To receive the Global data files an application form is to be completed through your local bank, and in the case of AMEX direct. We can assist you with the completion of this form. There is sometimes a fee payable to the card company to facilitate this type of statement delivery. Once the file delivery process has been completed we will set up the smart mapping to your expense types in expensemanager and use a recent file to test prior to your go live date

TIP: The process with the banks to enable the global corporate feeds can take up to 6 weeks

 

Business Cards

Most of the Australian banks offer Visa and Mastercard Business cards and you can access one data file for all of your cardholders through their business banking portal. The data file type varies by bank. These bank file format are supported.

TIP:The file format is fixed and can be uploaded without any special mapping required. This format cannot be changed.

 

.csv import

Alternatively, you can upload your credit card statement in the one file using our standard .csv file template. For expensemanager to create a claims from your downloaded file the following data is mandatory:-

* Cardholder reference
* Date
* Amount
* GST
* Description

TIP: If there are any other columns in the downloaded file from the bank they will be ignored.

 

.csv mapping

In the file you download from your bank the column headers may be different. We will recognise the following terminology:-

Date - this always has to say 'date'
Card Id - this could be 'Bank Account' or 'Card No'
Amount = 1 or 2 columns as our example
Description - could also be: Merchant, Merchant Name, Narrative, Description

The Card Id column is the 'link' to the correct cardholder. We look at the 'Card No' field in the user profile as the matching reference. This does not have to be a card number, but can be any reference you choose, like their name, the last four digits of the card, etc.