Use this window to define profiles for the various types and levels of spending you allow for procurement card holders. You assign a credit card profile to each card that you assign to a card holder. You specify the level of employee verification and manager approval required for employee cards to which a profile is assigned. Additionally, you can define the GL accounts that are displayed when a card holder uses Self-Service Web Applications to update the status or GL account of a transaction. You can also define a template GL account for a profile that helps build the default accounting distributions for imported credit card transactions.
Define credit card programs in the Card Programs window. See: Card Programs Window.
To define a credit card profile:
In the Profiles window, enter a Profile Name and complete the fields to create a profile. For detailed information on each field, see: Profiles Window Reference.
If you want to record restrictions to the credit card based on card codes, enter values in the Card Code region. Values in this region will be used in a future release of Payables. You can record this information for your reference.
The card codes you enter must be in the card code set assigned to the card program you choose. These card code restrictions should be based on card code restrictions that your card issuer supports. Examples include:
If you want to exclude the card holder from transactions that use a card code or a particular range of codes, then check the Exclusion check box and enter a card code or range of card codes.
If you want to restrict the total amount an employee can spend during a time unit, then enter the time unit (Transaction, Daily, Monthly, or Period), and the amount.
For a range of codes, if you want to restrict the total number of transactions an employee can execute during a time unit, then enter the number of allowed transactions, and select the time unit (Transaction, Daily, Monthly, or Period).
Save your work.
Profile Name. The name of the credit card profile.
Inactive On. The date that you cannot use this profile because it is inactive and the profile no longer appears on a list of values.
Description. Description of the credit card profile. This value will appear on a list of values when you select a profile in the Credit Cards window.
Card Program Name. Credit card program that you want to associate with this profile. See: Card Programs Window.
Program Currency. Payables displays the currency of the credit card program.
Administrator. Employee name of the administrator for the credit card profile.
Acct Set Name. GL account set you are assigning to the credit card profile.
Default Acct Template. If you want to default account segments to the transactions that you import for this card program, enter the account segments. If you want to skip an account segment, leave the field blank.
To create default accounting distributions for an imported transaction, Payables overlays the employee's default expense account with any segment values contained in the default account template.
If you also enable the Build Account From Code option in this window, and you have associated accounts with card codes in the Card Code Sets window, the account value for a card code overlays the employee expense account and default account template values. If you allow employee verification using Self-Service Web Applications, the employee can override the default GL account.
For example, a card holder's default employee expense account is 01-450-5800. The default account template is --5900, which creates a default transaction account of 01-450-5900. If you have enabled the Build Account From Code option, and the account assigned to the card code is 6000, then during the Procurement Card Transactions Validation program, Payables assigns 01-450-6000 as the transaction account. During verification, the employee can select any natural account value based on the list of values that you define in the GL Account Sets window.
Exception Clearing Account. Account that exceptions are charged against when the Procurement Card Transactions Validation program executes. See: Procurement Card Transactions Validation. An example of an exception is a transaction with an invalid cost center ID. This value defaults from the credit card program. See: Card Programs Window.
Allow Status "Personal". Enable this option if you want to allow employees to change the status of their transactions to "Personal" during verification. If you do not enable this option, then "Personal" will not appear as a status option.
Allow Direct Account Entry. Enable this option if you want to allow Self-Service Web Applications users to enter account numbers directly in the Account field during transaction verification. This option allows users to enter numeric accounts in Self-Service Web Applications rather than selecting the GL account description that you defined in the GL Account Sets window.
Build Acct From Code. Enable this option, if you want Payables to use the account associated with the card code to overlay the account values from the default employee expense GL account and the profile Default Account Template. When Payables builds the account for the transaction, you associate accounts with card codes in the Code Sets window.
Manager Notifications. When Workflow processes a transaction for a manager's direct reports, you can select the level of notification or approval that you want Workflow to enforce for transactions to which this profile has been assigned.
No Notifications. Workflow does not notify the card holder's manager.
Notifications Only. Workflow notifies the card holder's manager, but does not require approval.
Approval Required. Workflow requires approval from the card holder's manager.
Employee Notifications. When Workflow processes a transaction for the card holder, you can select the level of card holder notification or verification that you want Workflow to enforce for transactions to which this profile has been assigned.
No Notifications. Workflow does not notify the card holder
Notifications Only. Workflow notifies the card holder but does not require verification from the card holder.
Verification Required. Workflow requires verification from the card holder.
Use the Card Code region to set limits and restrictions on card codes that are used by the credit card. This region is currently not used by Payables. You can enter values for your own reference to record restrictions that your card issuer supports.
Exclusion. Enable this option for a card code or card code range to indicate that transactions with the card code or card code range would be rejected by the card issuer.
Card Code From/To. Enter the range of card codes for which you are recording a restriction. To record a restriction for a single card code, enter the card code value in both fields.
Time Unit. Record the transaction number or amount restriction that indicates one of the following time units which the restriction applies to.
Transaction. You cannot select this time unit for transaction number restrictions.
Day. Enter the appropriate day.
Month. Enter the appropriate month.
Period. Period between statements from the card issuer.
Maximum Transactions. Number of allowed transactions for a code range during a time unit. If you want to restrict the number of credit card transactions during a time unit, enter the card codes that you are restricting, and enter the time unit and the transaction number.
Maximum Amount. Total amount allowed to be charged for a card code range during a time unit. If you want to restrict the amount a card holder can charge for a card code range during a time unit, enter the card code range, the time unit, and the allowed amount.