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Credit Card Profiles

Use this window to define profiles for the various types and levels of spending you allow for credit 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 credit cards to which a profile is assigned. Additionally, you can define the GL accounts that are displayed when a card holder uses Web Employees 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.

Defining Credit Card Profiles

Prerequisite

   To define a credit card profile:

Credit Card Profiles Window Reference

Profile Name. The name of the credit card profile.

Inactive Date. Date after which you can no longer use this profile and it will no longer appear 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: Credit Card Programs.

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 you import for this card program, enter the account segments. If you want to skip an account segment, then leave it 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, then the account value for a card code overlays the employee expense account and default account template values. Then, if you allow employee verification using Oracle Web Employees, 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. This 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 Credit Card Transaction Validation report, Payables assigns 01-450-6000 as the transaction account. During validation, the employee can overwrite any account segment based on the list of values that you define in the Credit Card GL Accounts window.

Exception Clearing Account. Account to which you will charge exceptions that occur when the Payables Credit Card Transaction Validation Exception Report executes. See: Credit Card Transaction Validation and Exception Report. An example of an exception is a transaction with an invalid cost center ID. This value defaults from the credit card program. See: Credit Card Programs.

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 Web Employees users to enter account numbers directly in the Account field during transaction verification. This allows users to enter numeric accounts in Web Employees rather than selecting the GL account description you defined in the Credit Card GL Account Sets window.

Build Acct From Code. If you enable this option, then when Payables builds the account for the transaction it will 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. You associate accounts with card codes in the Credit Card Code Sets window.

Manager Notifications. Select the level of notification or approval for that you want Workflow to enforce for transactions to which this profile has been assigned when Workflow processes a transaction for a manager's direct reports.

Employee Notifications. Select the level of card holder notification or verification that you want Workflow to enforce for transactions to which this profile has been assigned when Workflow processes a transaction for the card holder.

Card Codes Region

Use this 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. To record transaction number or amount restrictions indicate the time unit to which the restriction applies. For transaction number restrictions, you cannot select the Transaction time unit.

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, then enter the card codes 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.

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