Importing Credit Card Statements

The Expense tool can import files containing credit card statements from banks or other financial institutions.

The accountant then assigns the individual transactions to specific travellers, who see their assigned transactions in their Expenses Wallet.

Doing so makes it easy for travellers to create expense reports, or add expense items, from their assigned transactions.

To import credit card statement files, you must have the Accountant role, in which case you see the Transactions Management tab in your top navigation bar:

The tab shows credit card statements that have already been imported. Statements are organised into these categories:

You can use the From and To fields to restrict the display to a particular date range.

Before You Start

A credit card statement file must be downloaded to your company's file system before it can be imported into the Expense tool.

The file must be in one of these formats:

• .cdf
• .dat
• .txt
• .xml

The file size must not be greater than 3 MB.

Importing the Statement

To import a credit card statement:

1. On the Transactions Management tab, make sure that the Assignment incomplete category is selected.
2. Click Import a card statement.
3. Click Browse.
4. Locate the file on your file system and click it.

The file details are displayed in the Assignment incomplete list.

Assigning Transactions

Transactions on an imported credit card statement must be assigned to individual travellers before they can include the transactions in their expense reports.

To assign transactions to users:

1. On the Transactions Management tab, make sure that the Assignment incomplete category is selected.
2. Click the statement whose transactions you want to assign.
3. Do one of the following:
   • To assign all the transactions on the statement to the same user, select the check box next to Date.
   • To assign a single transaction to a user, either select the check box next to the transaction and click Assign to a colleague, or click the icon corresponding to the transaction in the Assigned column.
4. On the drop-down list, select the user to whom you are assigning the transaction or transactions, and click Choose.

If you assign a transaction by mistake, you can undo the operation as follows:

1. Open the relevant statement if it is not already open.
2. Click the Assigned filter at the top of the display.
3. Select the check box next to the transaction.
4. Click Unassign.
5. Click Confirm.

The unassigned transaction no longer appears in the user's Expenses Wallet.

Archiving a Statement

If you no longer need to assign transactions in an imported statement, you can archive the statement.

An archived statement is retained for reference purposes, but any transactions assigned from the statement are unassigned and are no longer displayed in users' Expenses Wallets.

To archive an imported statement:

1. On the Transactions Management tab, make sure that the Assignment incomplete category is selected.
2. Click the icon next to the statement.
3. Click Confirm.