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You can streamline your procure-to-pay process by implementing a procurement card program in which your employees purchase items directly from suppliers using a credit card. The credit card issuer then sends transaction files directly to you (the employer). You can import credit card transaction files from your card issuer directly into Payables. Then, you can automatically generate transaction accounting distributions and create invoices to pay the card issuer.

This will help you reduce transaction costs and eliminate low-amount invoices. For additional flexibility, your employees can use Web Employees to verify transactions and to override default transaction accounting.

Payables Credit Card Program Overview

1. Set up Payables and Web Employees credit card program. See: Setting Up Credit Card Programs.

2. Import credit card transactions. The card issuer sends you a file with the card transactions and charges. You load this data into the AP_EXPENSE_FEED_LINES table. See: The Payables Credit Card Transaction Open Interface Tables.

3. Validate imported credit card transactions. Submit the Credit Card Transaction Validation and Exception Report. This report identifies transaction exceptions such as credit card numbers that are undefined. This program also builds the default GL Accounts for the transactions. See: Credit Card Transaction Validation and Exception Report.

4. Employee verification. From the Submit Request window, submit the Distribute Employee Credit Card Transaction Verifications program. This initiates the Credit Card Transaction Employee Workflow, and it executes as you have defined it. If verification is required, an employee can verify transactions directly from a workflow notification. The employee can also use Web Employees to verify transactions. If verification is not required, an employee will receive a notification indicating that transactions posted to the employee's credit card account. See: Credit Card Transaction Employee Workflow.

5. Manager approval or notification. From the Submit Request window, submit the Distribute Manager Card Transaction Approvals program. This inititates the Credit Card Transaction Manager Workflow, and it executes as you have defined it. If approval is required from the manager, a manager can approve an employee's credit card transactions directly from a workflow notification. If approval is not required, a manager will receive a notification that lists all credit card transactions incurred by the manager's direct reports. See: Credit Card Transaction Manager Workflow.

6. Adjust transaction distributions. If card program administrators need to adjust or create transaction distributions, use the Credit Card Transactions window. See: Credit Card Transactions.

7. Create invoices. You submit the Credit Card Invoice Interface Summary to move the transaction data from the AP_EXPENSE_FEED_DISTS table to the AP_INVOICE_HEADERS and AP_INVOICE_DISTRIBUTIONS tables. You can summarize transactions by GL Account. See: Credit Card Invoice Interface Summary.

You submit the Payables Open Interface Import Program to create invoices in Payables from the invoice data in the Payables Open Interface tables.

8. The invoices are ready for accounts payable approval and payment. See: Approval.