Import Credit Card Daily Transactions Using Automation Processing

The Import credit card transactions Automation Service, imports transaction files placed on a centralized and accessible server based on the defined automation options. The automatic creation of Expense Reports through the import process eliminates the need for manual report creation. This not only saves time but also ensures accuracy and consistency when creating Expense Reports.

  • There is no need to manually import transactions. Daily transaction files can be accessed using a file provided by AMEX (AMEX KR1025 / AMEX GL1025) or Master Card (.CDF file) to their clients.
  • During the mapping process, all Users are matched using the Card number on their Transactions. If any errors are encountered while importing, the Manage Exceptions page will list them (Entries > Expense Manager). All unresolved Entries can be addressed manually through the Manage Exceptions page. If there are no errors while importing, then Expense Reports are created or updated.
  • Currency:
    • For AMEX, all currency conventions are taken into consideration as if an entry is being created manually.
    • For Master Card, values specified in the .CDF file are used to take into account all currency conversions.

This article details:

  1. Specifying the Upload Location for the Daily Transactions file
  2. Notification setup
  3. Setting up the Import credit card transactions Automation Service
  4. Credit Card Transactions

A. Specifying the Upload Location for the Daily Transactions file

The daily transaction file provided to you by your Provider must reside on a server where the PSA application can access.

Please reach out to your PSA Customer Success Manager or your PSA server administrator with the location of your daily transaction file so that the integration can be set up for you.

Upon the completion of this setup process you can then proceed to step B- Notification setup, C- Setting up the Import credit card transactions Automation Service and D-Credit Card Transactions outlined in this article.

B. Notification setup

Choose the User from the Credit Card Transactions page (Setup > Expense > System), who will receive the email notifications which are triggered after the Automation Service is run.

  1. From the Icon Bar click Setup .
  2. From the Navigation Menu click Expense to expand the menu options.
  3. From the menu click System.
  4. Click the Credit Card Transactions button.
  5. From the Credit Card Transactions page select the Type from these available options:
    1. AMEX KR1025
    2. AMEX GL1025
    3. MasterCard
  6. Click the browse button located against Notify for each import Type and choose the user who will receive the Notifications.
  7. Click Save to apply your changes.

C. Setting up the Import credit card transactions Automation Service

  1. From the Icon Bar click Setup .
  2. From the Navigation Menu click Organization.
  3. From the menu click System.
  4. Click the Automation button to open the Automation Processing Options page.
  5. Enable the Import credit card transactions Automation Service.
  6. Click the Service Name to access the Automation Service Setup page.
  7. Configure the following for the selected service:
    1. Start Date: date the services starts the processing; by default, displays the date that the batch service was initialized through the Server Administration application
    2. Start Time: time the service starts the processing; by default, 01:00 is displayed.

      Note: The time is entered in military time (24-hour notation); for example, 21:30 is entered for 9:30 PM.

    3. Time Zone: time zone of the processing time; by default, set to the server time zone.

      Note: A user can override the time zone; the automation service translates the specified processing time from the user-defined time zone to the system time zone.

    4. Process Every: frequency the service is processed; by default, 1 Day is displayed.

      Note: Available units include Minute, Hour, Day, Week, Month and Year.

    5. Last Process: date and time of the last automated background process
    6. Status: status of the last automated background process
    7. Description: description of the service.
    8. Enable Service: select or clear the box to enable or disable the automation of a service.

      Note: The services can also be enabled or disabled directly from the Automation Processing Options page by selecting or clearing the selection box for a service.

    9. Click Save to apply your changes.
    10. Click Execute to run the service.
    11. Click Back to return to the previous page.
  8. From the Automation Processing Options page: Click Save and then Back to save your changes and return to the previous page.

D. Credit Card Transactions

When the Automation Service is run the processed Credit Card Transactions files are listed within the Credit Card Transactions (Setup > Expense > System > Credit Card Transactions)

  1. From the Icon Bar click Setup .
  2. From the Navigation Menu click Expense to expand the menu options.
  3. From the menu click System.
  4. Any Processed Files are listed in the table .
  5. The page allows you to:
    1. Export the list to Excel.
    2. Filter the list based on Files with unresolved items.
    3. Search based on File Name and Date Processed.