Set up credit card programs for your enterprise's credit card and procurement card requirements. Set up credit card programs with a card type of Travel for employees to enter credit card transactions on expense reports. Set up credit card programs with a card type of Procurement for employees to use procurement cards to purchase items directly from suppliers.

This section explains how to set up credit card programs for both expense report credit cards and procurement cards. The setup for credit cards makes use of the Card Programs window and the Credit Cards window only. If you are using Oracle Internet Expenses, there are additional setup steps for Internet Expenses. See: Establishing Corporate Credit Cards,Oracle Internet Expenses Implementation and Administration Guide.

The setup for procurement cards makes use of all windows and processes described in this section. For more information about using procurement cards, see: Procurement Card Management.

Prerequisites

• You have the requisite agreements in place with your card issuer.

• Enter your card issuer as a supplier. Include all information including payment terms and supplier site. If you pay with Electronic payments, enter supplier bank information. See: Entering Suppliers.

• Set up your employees who will be card holders. Enter complete employee information, including employee name, home and/or office address, supervisor, default expense account, and cost center. See: Enter Person.

Setting up credit card programs:

1. In the Code Sets window, create credit card code sets for procurement cards. Enter card codes, such as Standard Industry Classification (SIC) codes, or Merchant Category Codes (MCC). Assign a default GL account to a card code. See: Code Sets Window.

2. In the Card Programs window, define your credit card program, including the card issuer, card type, and credit card code set. In this window you can also specify transaction statuses for which you will not create invoices. For example, statuses of Unapproved, Disputed, or Hold. See: Card Programs Window.

3. In the GL Account Sets window, define GL account sets for procurement cards. A GL account set is a list of values that procurement card holders can use to change accounts during transaction verification.

4. In the Profiles window, define credit card profiles that you assign to procurement cards. Attributes of a credit card profile include credit card program, GL account set, default GL account, exception clearing account, employee verification options, and manager approval options. In addition you can record restrictions for credit card codes. See: Profiles Window.

5. In the Credit Cards window, assign a card to a card holder and assign a credit card profile to the card. See: Credit Cards Window.

6. Set up the AP Procurement Card Employee Verification Workflow. See: AP Procurement Card Employee Verification Workflow.

7. Set up the AP Procurement Card Manager Approval Transaction workflow. See: AP Procurement Card Manager Approval Transaction Workflow.

8. Configure Self-Service Web Applications credit card functions using Web Applications Dictionary. See: Configuring Procurement Card Web Pages Using Web Applications Dictionary.

9. Provide detailed cardholder information and card profile information to your card issuer. You can write a custom program to send this information to your card issuer electronically. The card issuer sends cards for your employees. Your card issuer can provide an acknowledgement of the card numbers for all new credit cards. Distribute cards to your employees. Your employees can use the cards to purchase goods.

10. In the System Administration application, navigate to the Users window. Assign Procurement Cards responsibility and the Workflow responsibility to employees.

    There are four levels of the Procurement Cards responsibility that you can define for employees:

    • Procurement Cards - Assign this responsibility for employees that should have access to records for one or more employees.

      The securing attribute for the seeded Procurement Cards responsibility is ICX_HR_PERSON_ID. To allow a Web user the ability to verify open procurement card transactions and to review a procurement card transaction history for more than one employee, define an additional securing attribute value (ICX_HR_PERSON_ID) for each employee to which you will allow access to procurement card transactions for this employee.

      Enter the Web user in the Person field.

    • Procurement Cards (Card Profile Administrator) - Assign this responsibility for the employee that is the Administrator in the Profiles window. This responsibility has access to all records for a Procurement Card Profile. See: Profiles Window.

      Attention: To assign this responsibility, you must first define the employee name for Administrator in the Profiles window.

      Attention: To assign this responsibility, you must also define the Securing Attribute in the Users window to AP_CARD_PROFILE_ADMIN_ID. You then assign the EMPLOYEE_ID for the profile administrator as the Securing Attribute Value.

    • Procurement Cards (Program Administrator) - Assign this responsibility for the employee that is the Administrator in the Card Programs window. This responsibility has access to all records for a Procurement Card Program. See: Card Programs Window.

      Attention: To assign this responsibility, you must first define the employee name for Administrator in the Card Programs window.

      Attention: To assign this responsibility, you must also define the Securing Attribute in the Users window to AP_CARD_PROGRAM_ADMIN_ID. You then assign the EMPLOYEE_ID for the program administrator as the Securing Attribute Value.

    • Procurement Cards (Full Access) Assign this responsibility to employees that should have access to all records for all card programs, all card profiles, and all employees.

    Employees can use any of the Procurement Card responsibilities to verify open procurement card transactions, and to view a transaction history using Self-Service Web Applications. Each of these responsibilities includes the following functions:

    • Verify Open Transaction. Use to update the status, cost center, account, and description of a transaction. You can also split a transaction.

    • View Transaction History. Use to review a transaction history.

    The seeded Workflow responsibility includes the following functions:

    • View Notifications View notifications sent by Workflow.

    • View ProgressView the progress of the workflow process for a selected document.

    The securing attribute for the seeded Workflow responsibility is ICX_HR_PERSON_ID.