Credit Card functionality within iexpense

Posted on December 26th, 2007 by Sanjit Anand | Post Print This Post | Email This

Have you joined Hub Community Network Forums of OracleaApps professionals? Don't wait. Do it today Is your company is in process of enabling credit card functionality within Oracle Internet Expense? If answer is yes It means, once the credit card functionality is enabled in i-Expense, then its allows users to select open credit card transactions and include them in their expense report. The only pre-requisite for your organization would make an agreement with the credit card company to import an electronic file of credit card transactions that summarizes employees' expenses for a period. Once the electronic file is imported and validated, employees would be able to see their credit card transactions and then select them for expensing on their expense report. AMEX (American Express) Corporate card is most popular one normally companies providing there employee who have requirement to frequent travel or other similar requirement. American Express Corporate Service does provide these services to there corporate customer: 1. 2. 3. 4. 5. 6. 7. 8. 9. KR/KP-1205 Cardmember Listing Report KR-1600 Corporate Express Cash Billed Data KR/KP-1300 Monthly (Cyclic) Aging Analysis KR/KP-1301 Interim Aging Analysis KR/KP-1100 Industry Summary KR-1022 Monthly (Cyclic) Billed Reconciliation Data KR-1025 Daily Unbilled Reconciliation Data KR-1072 Line Item Detail KR-1075 Line Item Detail-Daily Unbilled

Once your company is decided, to go for AMEX Corporate Card, then Finnace IT/ERP team tries to find out the way to do integration within Oracle.From the above mentions list Oracle does only provide the direct integration for Items #7, which is KR-1025 Daily unbilled Reconciliation Data.

Item #8, 9 are treated as level 3 data, and important to know these kinds of data is not currently supported in Oracle. Level 3 transaction data refers to the detailed transactions that constitute a single transaction line on the credit card statement. For example, a single hotel transaction can contain the detailed transactions of room charge, meals, and room service. Not only Amexm there are few more for which Oracle does support credit card transactions data file formats in EBS:

American Express KR-1025 format (file name is Card Daily Data Feed) Diner's Club Standard Data File format (file name is TRANS.DAT) Master Card Common Data Format, version 2.0 Master Card Common Data Format, version 3.0 Visa VCF4 format US Bank Visa format Bank of America Visa TS2 format

What is offered as a feature in EBS Suite: 1. Import Credit Card Transactions :As discussed above, if employees in your company use corporate credit cards, you can set up Internet Expenses to enable users to automatically import credit card charges from the card issuer into an expense report. Employees can also categorize each charge as either Business or Personal and, depending on your implementation, place items in dispute. 2. Flexible Credit Card Payment and Reimbursement Setup: Internet Expenses supports several different scenarios for paying the credit card company and reimbursing employees for corporate credit card charges. You can set up your system to indicate how payment must be remitted to the card issuer. Your choices are:

from your organization from the employee from both your organization and the employee

Next will share some setup activity to enable this functionality.

Level 1, 2, and 3 credit card processing

Filed in: Merchant Accounts | 1 comment The credit card processing system is setup on a three level system. These levels of requirements are made to determine if a certain transaction is a qualified transaction. A

qualified transaction will ensure that the business gets the lowest qualified processing rate that they are signed up with. If the criteria for being qualified is not met, the transaction downgrades. When a transaction downgrades, an additional processing and/or transaction fee is also assessed on the transaction. Downgrade charges can be costly for some businesses do it is important to know what is required for a transaction to be qualified.

Processing Level Qualification Chart

This chart explains exactly how much information needs to be passed through the processing system for a level 1, 2 or 3 transaction to not-downgrade and remain qualified, for the lowest possible processing rate. Data Type Level 1 Level 2 Level 3 Merchant Name X X X Transaction Amount X X X Data X X X Tax Amount X X Customer Code (16 Char) X X Merchant Postal Code X X Tax Identification X X Merchant Minority Code X X Merchant State Code X X Item Product Code X Item Description X Item Quantity X Item Unit of Measure X Item Extended Amount X Item Net / Gross Indicator X Item Tax Amount X Item Tax Rate X Item Tax Identifier X Item Discount Indicator X Ship from Postal Code X Freight Amount X Duty Amount X Destination Postal Code X Destination Country Code X Alternate Tax Amount X

Level 1 transaction are your standard retail transaction. The card holder is using a personal credit card issued from an American bank. Level 2 transaction are normally corporate cards issued from an American bank. Level 3 transaction are government credit cards or corporate cards. Level 1 and 2 transactions can be run through a standard credit card terminal or PC processing program if setup correctly. Level 3 transactions require special software to transmit the extra information required to qualify the transaction. Businesses that have many downgrades due to corporate and government card acceptance should look into a level 2 or level 3 processing solution to avoid downgrading.

Automatic Itemization Region

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.