Use this window to define your credit card programs for each card issuer. You define the supplier and supplier site for your card program. You also specify which transaction statuses to exclude when you automatically create an invoice for your card issuer.
Define credit card code sets in the Code Sets window. See: Code Sets Window.
Enter your card issuer as a supplier. Include all information including payment terms and supplier site. If you make EFT payments, enter supplier bank information.
If necessary, define additional Card Brands and Employee Matching Rules in the Lookups window.
If necessary, define mapping rules in the Card Expense Type Mapping Rule page of Internet Expenses Setup and Administration. See: Setting Up Mapping Rules, Oracle Internet Expenses Implementation and Administration Guide.
To define a credit card program:
In the Card Programs window, enter a Card Program Name and complete the definition of the card program.
Save your work.
Card Program Name. Name of the credit card program.
Card Brand. The card brand (for example, American Express, Visa, or MasterCard) of the credit card. You can define additional Card Brand values in the Lookups window.
Description. Description of the Credit Card program.
Card Type. Enter the card type for your reference:
Procurement (for procurement cards)
Supplier (for Oracle iProcurement only)
Travel (for Oracle Internet Expenses only)
Card Issuer. Supplier name of card issuer.
Card Issuer Site. Card issuer's payment supplier site.
Card Code Set. Enter a card code set that includes card codes your card issuer uses to record restrictions on cards. You define credit card code sets in the Code Sets window. See: Code Sets Window.
Administrator. The employee or workflow role that will act as administrator for the credit card program.
Card Program Currency. Currency in which the card issuer invoice is created. This value defaults from the supplier site.
Exposure Limit. This field will be used by a future version of Payables. You can use this field for your reference to record the program's credit limit.
Inactive On. Date on which you can no longer create a credit card profile with this credit card program. On this date, this credit card program will no longer appear on a list of values for credit card programs.
Payment Due From. For use with the card type Travel only. Indicates whether payment for corporate credit card transactions is due from the employee, the company, or from both the employee and the company. Enter one of these values:
Both. The employee is billed and pays the credit card issuer only for personal transactions. The employee then creates an expense report for the remaining business-related expenses. When the expense report is created in Payables as an invoice, the company pays the credit card issuer for the employee's business expenses.
Company. The company is billed and pays the credit card issuer for all transactions. The employee then creates an expense report and marks each item as either Business or Personal. If the total amount of personal transactions processed on an expense report exceeds the total amount of cash and other business expenses for that expense report, the employee will owe the company for these personal transactions. Therefore, the employee may be required to reimburse the company for the difference (depending upon the company corporate card policy).
Individual. The employee is billed and pays the credit card issuer for all transactions. The employee then creates an expense report to request reimbursement for the business-related transactions.
Expenses Clearing Account. The temporary account used to record credit card transaction activity. Payables debits this account when an invoice is created to pay the credit card issuer for credit card transactions. Payables credits this account with offsets to the original debit entries when the expense report is created in Payables. If you enter an expenses clearing account in this field and in the Expenses Clearing field of the GL Accounts region of the Payables Financials Options window, the account entered in this field takes precedence. If you enter Both in the Payment Due From field, you must provide an expenses clearing account. If you enter Company in the Payment Due From field, you can update the account number.
Exception Account. Account to which Payables will charge exceptions if the Procurement Card Transaction Validation Report tries to create a transaction distribution for an invalid GL account.
Employee Matching Rule. The matching rule to use to match new accounts for this credit card program to employees. Payables provides the matching rules American Express and Default; the matching rule Default works with MasterCard and Visa card programs. You can define additional Employee Matching Rule values in the Lookups window. See: Defining Credit Card Programs, Oracle Internet Expenses Implementation and Administration Guide.
Source Column. The column in the AP_CREDIT_CARD_TRXNS_ALL table to use to map to card expense types.
Mapping Rule. The name of the mapping rule defined in Internet Expenses. You define mapping rules in the Card Expense Type Mapping Rule page of Internet Expenses Setup and Administration.
Enable Automatic Itemization. Check this box to enable level 2 and level 3 itemizations, if they are provided by the credit card provider. To default expense types during expenses entry based on itemization information, assign card expense types to expense items. If you do not assign card expense types to expense items, automatic itemization works only if there is a default expense item defined for the selected expense template.
For level 2 itemizations, the data is stored in the HOTEL_XXX_AMOUNT columns of the AP_CREDIT_CARD_TRXNS_ALL table, where XXX represents the nature of the expense, for example, room service. For level 3 itemizations, transaction details are captured in the AP_CC_TRX_DETAILS table.
Note: If the folio_type is null for the transaction, that is, there is no card expense type value, then automatic itemization does not occur.
Transaction Detail Wait Days. The default wait period for this card program. The wait period assigned to a merchant is equal to the difference in the number of days between receiving the main transaction and receiving level 3 transaction data. If you define a wait period at the card program level, Payables uses the smaller value between the card program wait period and the merchant wait period as the hold period for the particular transaction.
You can enter zero (0) in this field to enable the following functionality:
Level 3 itemizations only occur if they are provided at the time the transaction is imported and validated; and
If level 3 itemizations are not available at the same time as the transaction, level 2 itemizations are used if they exist.
If you enable automatic itemization, then Transaction Detail Wait Days is not a required field. However, since it is possible to have long merchant wait periods, it is recommended that you assign a default wait period to each card program. See: Appendix C, Processing Corporate Credit Cards, Oracle Internet Expenses Implementation and Administration Guide.
Do Not Pay If Status Is (procurement card only). If you want the Create Procurement Card Issuer Invoice program to exclude any transaction accounting distributions with the following statuses, check each check box status you want to exclude from invoice creation. For example, if you do not want to import transactions with a status of Unverified or Hold, check those check boxes. If you check the Unapproved check box, the Create Procurement Card Issuer Invoice program will not select those transactions for which manager approval is required and manager approval has not yet been obtained, or for those transactions that managers have rejected.
Unverified
Unapproved
Account Exception
Personal
Disputed
Hold
Other Sources
Establishing Corporate Credit Cards, Oracle Internet Expenses Implementation and Administration Guide
Setting Up Credit Card Expense Mapping, Oracle Internet Expenses Implementation and Administration Guide
Oracle iProcurement Implementation Guide for more information about the Supplier Card Type.