Setting Up Credit Card Programs
Prerequisites
You have the requisite agreements in place with your card issuer.
Enter your card issuer as a supplier. Include all information including payment terms and supplier site. If you pay with Electronic payments, enter supplier bank information. See: Entering Suppliers.
Set up your employees who will be card holders. Enter complete employee information, including employee name, home and/or office address, supervisor, default expense account, and cost center. See: Enter Person.
Setting up credit card programs:
1. In the Credit Card Code Sets window, create credit card code sets. Enter card codes, such as Standard Industry Classification (SIC) codes, or Merchant Category Codes (MCC). Assign a default GL account to a card code. See: Credit Card Code Sets.
2. In the Credit Card Programs window, define your credit card program, including the card issuer, card type, and credit card code set. In this window you can also specify transaction statuses for which you will not create invoices. For example, statuses of Unapproved, Disputed, or Hold. See: Credit Card Programs.
3. In the Credit Card GL Sets window, define GL account sets. A GL account set is a list of values that card holders can use to change accounts during transaction verification. See: Credit Card GL Sets.
4. In the Credit Card Profiles window, define credit card profiles that you assign to credit cards. Attributes of a credit card profile include credit card program, GL account set, default GL account, exception clearing account, employee verification options, and manager approval options. In addition you can record restrictions for credit card codes. See: Credit Card Profiles.
5. In the Credit Cards window, assign a card to a card holder and assign a credit card profile to the card. See: Credit Cards.
9. Provide detailed cardholder information and card profile information to your card issuer. You can write a custom program to send this information to your card issuer electronically. The card issuer sends cards for your employees. Your card issuer can provide an acknowledgement of the card numbers for all new credit cards. Distribute cards to your employees. Your employees can use the cards to purchase goods.
10. If you use Oracle Web Employees, customize the online HTML help. Your employees will see this help when they use the help icon in Web Employees. The APWHLCC1.html file is located in the following directory:
/OA_HTML/<language> virtual path
Suggestion: Make a copy of all custom HTML files and store the copies in a directory protected from upgrades.
11. In the Users window, assign a Credit Cards responsibility and the Workflow responsibility to employees.
There are four levels of the Credit Cards responsibility that you can define for employees:
- Credit Cards - Assign this responsibility for employees that should have access to records for one or more employees.
The securing attribute for the seeded Credit Cards responsibility is ICX_HR_PERSON_ID. To allow a Web user the ability to verify open credit card transactions and to review a credit card transaction history for more than one employee, define an additional securing attribute value (ICX_HR_PERSON_ID) for each employee to which you will allow access to credit card transactions for this employee.
Enter the Web user in the Person field.
- Credit Cards (Card Profile Administrator) - Assign this responsibility for the employee that is the Administrator in the Credit Card Profiles window. This responsibility has access to all records for a Credit Card Profile. See: Credit Card Profiles.
Attention: To assign this responsibility, you must first define the employee name for Administrator in the Credit Card Profiles window.
Attention: To assign this responsibility, you must also define the Securing Attribute in the Users window to AP_CARD_PROFILE_ADMIN_ID. You then assign the EMPLOYEE_ID for the profile administrator as the Securing Attribute Value.
- Credit Cards (Program Administrator) - Assign this responsibility for the employee that is the Administrator in the Credit Card Programs window. This responsibility has access to all records for a Credit Card Program. See: Credit Card Programs.
Attention: To assign this responsibility, you must first define the employee name for Administrator in the Credit Card Programs window.
Attention: To assign this responsibility, you must also define the Securing Attribute in the Users window to AP_CARD_PROGRAM_ADMIN_ID. You then assign the EMPLOYEE_ID for the program administrator as the Securing Attribute Value.
- Credit Cards (Full Access) - Assign this responsibility to employees that should have access to all records for all card programs, all card profiles, and all employees.
Employees can use any of the Credit Cards responsibilities to verify open transactions, and to view a transaction history using Web Employees. Each of these responsibilities includes the following functions:
- Verify Open Transaction. Use to update the status, cost center, account, and description of a transaction. You can also split a transaction.
- View Transaction History. Use to review a transaction history.
The seeded Workflow responsibility includes the following functions:
- View Notifications: View notifications sent by Workflow.
- View Progress: View the progress of the workflow process for a selected document.
The securing attribute for the seeded Workflow responsibility is ICX_HR_PERSON_ID.
