Charges Tab of the Credit Card Statement Reconciliation Form
Use this tab to view and clear the posted company-paid expense report and AP disbursement charges that reconcile with a charge on a credit card statement.
Contents
Fields
Credit Card Charges Grid
Each row in this grid displays a charge from a secondary credit card.
If you import charges into DPS for a primary credit card:
- The grid displays the charges that you imported directly into this statement using the Imported Amount field in the grid. option on the toolbar of the Credit Card Statement Reconciliation form. These charges have an amount in the
- Any credit card charges that were posted via expense reports and AP disbursements that do not have a matching imported charge display in the grid if the transaction date of the posted charge falls between the dates entered in the Range of Dates fields on the Main tab of the Credit Card Statement Reconciliation form. These charges have an amount in the Posted Amount field and no amount in the Imported Amount field in the grid.
- A row in the grid that has amounts in both the Imported Amount and Posted Amount fields represents an imported charge that has a matching charge from a posted expense report or AP disbursement. DPS automatically makes this match based on transaction ID.
If you do not import charges into DPS for a primary credit card:
The charges that display in this grid are the posted employee expense report and AP disbursement transactions that are associated with a secondary credit card that have a transaction date within the range of dates entered in the Range of Dates fields on the Main tab of the Credit Card Statement Reconciliation form. These charges have an amount in the Posted Amount field in the grid.
Credit Card Charges Grid Toolbar
Charge Card Grid Fields
Some of the fields in the grid are different or they behave differently, based on whether or not you import credit card charges for a primary credit card. The differences are noted in the descriptions below.
Field | Description |
---|---|
Cleared | When this check box is selected, it indicates that a charge on your credit card statement has a matching charge posted in
DPS (a company-paid expense on an
employee expense report or an AP disbursement that is paid with a credit card). The charge is reconciled.
If you import charges from a credit card statement into DPS for a statement When the amounts in the Imported Amount and Posted Amount fields are the same for a charge, this means that there is a posted amount in DPS that matches the imported amount from the credit card statement for the transaction ID. Select the Cleared check box for this charge. You can also use the Auto-Clear option on the Charge Card grid toolbar or the Autoclear imported charges with entered charges based on Transaction ID check box on the Credit Card Statement Selection dialog box to have DPS compare the amount in both the Imported Amount and Posted Amount fields and automatically select the Cleared check box for any charge for which these amounts are the same. If you do not import charges from a credit card statement into DPS for a statement Compare the charges in the grid with a paper copy of your credit card statement. Select the Cleared check box for any posted charge in the grid that has a matching charge on the credit card statement. |
Secondary Account | This displays the secondary credit card account for the charge. Each primary credit card has one or more secondary credit cards that are issued to employees. |
Transaction ID | This field displays only if you import charges from a credit card statement into
DPS. This is the unique transaction ID for a charge that is defined by the credit card company on the credit card statement. This field is blank if you have chosen not to include the transaction ID when you import charges into
DPS. (You make this selection on the Import tab in Credit Card Configuration.)
If you import transaction IDs into DPS: This field prefills with the transaction ID for a charge from the imported file. If employees enter and post expense reports before the charges are imported into DPS (which is the opposite of the ideal workflow of adding imported charges to an expense report after the charges from a statement have been imported into DPS), there will be two rows in the Credit Card Charges grid instead of one row for the charge. To manually tie the two charges together, select the posted expense report charge in the Credit Card Charges grid, and click Details on the grid toolbar. In the grid on the Details dialog box, enter the transaction ID or select the transaction ID from the drop-down list in the Transaction ID field. When you return to the Charges tab, the two previously separate rows in the Credit Card Charges grid are now one row with the same amounts in the Imported Amount and Posted Amount fields. |
Date | If you import charges from a credit card statement for a primary credit card, this field displays the transaction date that is imported into
DPS. It should be the same date that is entered for the
employee expense report.
If you do not import charges from a credit card statement for a primary credit card, this field displays the transaction date from either the posted expense report or AP disbursement. |
Credit Card Merchant/Description | This field displays only if you are importing charges from a credit card statement into DPS for a primary credit card. This field displays the description of the charge from the statement that is imported into DPS. This helps you match the charges entered in DPS to the charges on a credit card statement. On the Details dialog box for a charge, you can view the description that was entered on the employee expense report or AP disbursement. This description can be different from the description entered on the employee expense report or AP disbursement. |
Expense Report/Voucher | This field displays only if you are not importing charges from a credit card statement into DPS for a primary credit card. This displays the identifying information for DPS expense report or AP disbursement charges. For expense reports, this field displays the employee name and expense report name. For AP disbursements, this field displays the vendor name, invoice number, and invoice date. |
Description | This field displays only if you are not importing charges from a credit card statement into DPS for a primary credit card. This field displays the line item description from either the posted expense report or AP disbursement. |
Imported Amount | This field displays only if you import charges from a credit card statement into DPS. This is the amount of the charge that is imported into DPS from your credit card statement. |
Posted Amount | This is the amount of the company-paid expense transaction that was posted in
DPS for an
employee expense report or an AP disbursement.
This amount could be the sum of multiple records associated with the same transaction ID, such as when you split a charge between multiple clients or projects. The amount in the
Posted Amount field will be blank in the following scenarios (when you import charges for a credit card statement into
DPS):
Click the blue, underlined amount in this field to view more information about the charge on the Details dialog box. This is the same Details dialog box that opens if you select a charge and then click Details on the grid toolbar. |
Amount | This field displays only if you are not importing charges from a credit card statement into DPS for a primary credit card. This field displays the charge amount from either the posted expense report or AP disbursement. |
Missing Charge Amount | This field displays only if you are not importing charges from a credit card statement into
DPS for a primary credit card. When you use the
Insert option on the grid toolbar to insert a missing charge, enter the amount of the missing charge in this field.
Missing charges are charges that are included on your credit card statement, but which have not been entered in DPS yet. Entering the missing charges here helps you keep track of the missing charges. After an employee enters the missing charge on an expense report or AP disbursement and posts it, you can clear both the missing charge and the posted charge that is associated with it |
Document | Click the icon in this field to open the Supporting Document dialog box to view any supporting documents, such as sales receipts, for a company-paid charge for an expense report. The documents were previously uploaded when the expense report was entered in on an expense report in My Stuff.
This field displays one of the following icons:
If you use the DPS on-premises product, this field displays only if Transaction Document Management is configured. For more information about the configuration, see the Configuring Supporting Documents online help topic. |
Transaction Status | This field displays only if you import credit card charges into
DPS for a credit card. If an imported charge has been added to an expense report in Time & Expense, the status of the expense report displays in this field. Possible status settings are:
Posted,
In Process,
Submitted, or
Approved. This field is blank if an imported charge has not been added to an expense report yet.
Click the blue, underlined status in this field to view more information about the charge on the Details dialog box. This is the same Details dialog box that opens if you select a charge and then click Details on the grid toolbar. |
User-defined fields | These fields display only if you selected the Display in Review/Reconciliation option in the Import tab in . |