2Credit Card Data

This chapter contains the following:

Before you can begin processing corporate card transaction files, your company must establish connectivity with the corporate card issuers. You must also determine the transaction file format and the transaction file delivery frequency. After establishing a secure connection, your company receives transaction files. The application loads the transaction file and validates the transactions. The application loads eFolio summary and detail transactions if they are present in the file. All valid transactions are created as expense items and are available to employees for inclusion in the expense reports. All invalid transactions are available for corporate card administrators to review and correct. After correction, these transactions are validated again and become available for expense reporting.

When you implement corporate credit card functionality, you must decide whether your company or its employees are responsible for paying the credit card issuer. The three payment options that you can implement in Expenses are the following:

  • Individual Pay: The employee pays the corporate card issuer for all corporate card transactions

  • Company Pay: Your company pays the corporate card issuer for all transactions

  • Both Pay: Your company pays the corporate card issuer for business expenses and the employee pays the corporate card issuer for personal expenses

This figure shows an overview of the corporate card transaction files processing.

This figure shows an overview of the corporate card transaction
files processing

A Setting That Affects Corporate Card Transaction Files

The process flow of corporate card transaction files is based on which of the three payment options your company decides to implement. Your company can implement one, two, or all three of the payment options by geographical region, organizational hierarchy, or other criteria. For example, a global company might have Both Pay implemented in the US and Individual Pay implemented in the UK. Another company might have Both Pay for one set of organizations and Individual Pay for another set of organizations within the UK.

When creating a company account for a card program, select a payment option from the Payment Due From list on the Create Company Account page.

How Corporate Card Transaction Files Are Processed

This section provides examples of the corporate card transaction files process flow for each payment option. For each example, assume that an employee reports cash and categorizes card transactions as both business and personal when creating and submitting an expense report.

Individual Pay

The Individual Pay payment option is simpler than Both Pay or Company Pay. Whether you identify corporate card transactions as business or personal expenses, the employee pays the corporate card issuer for both business and personal expenses. When the employee creates an expense report, both business and personal transactions are reported. The employee is, however, reimbursed by your employer for the corporate card business expenses.

The following table provides an example of Individual Pay corporate card transaction files processing:

Action Description

Set up company account and download data file.

Obtain the corporate card transactions data file from your corporate card provider.

Upload data file into Expenses.

Upload and validate your corporate card transactions files.

Create and submit expense report.

When you create an expense report, you select the corporate card transactions that you want to submit on the report. You determine if transactions are business or personal expenses. By default, transactions are identified as Business.

You're only reimbursed by your employer for business expenses. Once processed on an expense report, corporate card transactions are no longer available in the list of transactions to be added to expense reports. This rule applies to both business and personal expenses.

Review and approve expense report.

After you submit the expense report, your manager must approve it. After managerial approval, the report is verified to ensure that required receipts are attached and that the report is in compliance with your company's policies.

Reimbursement.

After the expense report has been reviewed and approved, it's ready for invoice creation in Payables to facilitate payment processing. To create an invoice with the amount due to the employee, run the Process Expense Reimbursements program. Then the payment to the employee is processed through Oracle Fusion Payments.

Company Pay

For the Company Pay payment option, your employer pays the corporate card issuer for all corporate card transactions incurred by its employees. The employee is only reimbursed for cash business expenses. Corporate card transactions reported as business expenses have no effect on the amount that is reimbursed to the employee.

Note: If the employee reports any transactions as personal expenses, these transactions are offset against any cash business expenses reported. Therefore, the amount reimbursable to the employee is reduced by the amount of the corporate card personal expenses.

The following table provides an example of Company Pay corporate card transaction files processing:

Action Description

Set up company account and download data file.

Obtain the corporate card transactions file from your corporate card provider.

Upload data file into Expenses.

Upload and validate your corporate card transactions files.

Create and submit expense report.

When you create an expense report, select the corporate card transactions that you want to submit. You determine if transactions are business or personal expenses.

Cash expenses aren't charged to the company corporate card but are considered business expenses. Cash expenses aren't reimbursed as corporate card business expenses. Corporate card transactions designated as personal expenses reduce the amount you're reimbursed.

You are only reimbursed by your employer for cash business expenses. Once processed on an expense report, corporate card transactions are no longer available in the list of transactions to be added to expense reports. This rule applies to both business and personal expenses.

Review and approve expense report.

After you submit the expense report, your manager must approve it. After managerial approval, your report is verified to ensure that required receipts are attached and that the report is in compliance with your company's policies. Any corporate card transactions designated as personal expenses are also displayed to the managers for review.

Export the expense report from Expenses to Payables.

After the expense report has been reviewed and approved, it's ready for invoice creation in Payables to facilitate payment processing.

To create the invoice with the amount due to the employee, run the Process Expense Reimbursements program. Then the payment to the employee is processed through Oracle Fusion Payments.

To create an invoice with the amount due to the card issuer, run the Create Corporate Card Issuer Payment Requests process. Then the payment to the employee is processed through Oracle Fusion Payments. The card issuer can be paid at any time, regardless of the status of the expense report.

Both Pay

For the Both Pay payment option, your company pays the corporate card issuer for transactions that are categorized as business expenses. The employee pays the corporate card issuer for all corporate card transactions reported as personal expenses. An invoice can't be created for the corporate card issuer until the expense report is exported to Payables as an invoice.

The following table provides an example of Both Pay corporate card transaction files processing:

Action Description

Set up company account and download data file.

Obtain the corporate card transactions data file from your corporate card provider.

Upload data file into Expenses.

Upload and validate your corporate card transactions files.

Create and submit expense report.

When you create an expense report, select the corporate card transactions that you want to submit.

You are reimbursed only by your employer for cash business expenses. Once processed on an expense report, corporate card transactions are no longer available in the list of transactions to be added to expense reports. This rule applies to both business and personal expenses.

Review and approve expense report.

After you submit the expense report, your manager must approve it. After managerial approval, your report is verified to ensure that required receipts are attached and that the report is in compliance with your company's policies. When the Payables review process is complete for an expense report, a new expense report containing only corporate card transactions is created. The new report is based on the existing report by copying only the business transactions, which are used to pay the card issuer. If the expense report contains transactions charged to two corporate cards, two reports are created to pay the corporate card issuers. These reports are named 1 and 2 respectively.

Process expense reimbursements.

After the card issuer expense report is created, it's ready for invoice creation in Payables to facilitate payment processing.

To create the invoice with the amount due to the employee and to the card issuer, run the Process Expense Reimbursements program. Then the payment to the employee and the corporate card issuer is processed through Oracle Fusion Payments. The invoice due to the employee contains accounting distributions and project accounting, when applicable, for both the cash and corporate card expenses.

The corporate card issuer invoice contains a single accounting distribution for all corporate card expenses against the expense clearing account.

Deciding who is responsible for paying the corporate card issuer is an important decision. You can choose from the following options:

  • Individual Pay: The employee pays the corporate card issuer for all corporate card transactions.

  • Company Pay: Your company pays the corporate card issuer for all transactions.

  • Both Pay: The employee pays the corporate card issuer for personal expenses and your company pays the corporate card issuer for business expenses.

Individual Pay

For the Individual Pay option, the employee pays the corporate card issuer for both business and personal transactions. The employee reports both expenses in expense reports. To ensure that required receipts are attached and that the report is in compliance with your company's business policies, the employee's expense report is verified. When the report is approved by the employee's manager, the employee is reimbursed for corporate card business expenses and cash business expenses.

Note: Cash business expenses are paid by cash or check instead of a corporate card.

The following table describes the Individual Pay option where employees pay the corporate card issuer for corporate card business and personal expenses. Your company reimburses employees for corporate card business and cash business expenses.

Employees Pay Corporate Card Issuer Company Pays Corporate Card Issuer Company Doesn't Pay Company Reimburses Employees
  • Corporate card business expenses

  • Corporate card personal expenses

Not Applicable

Corporate card personal expenses

  • Corporate card business expenses

  • Cash business expenses

Company Pay

For the Company Pay option, the employee doesn't pay the corporate card issuer. Your company pays the corporate card issuer for corporate card and cash business transactions incurred by the employee. When the employee creates an expense report, business and personal expenses must be reported, but your company reimburses the employee for corporate card and cash business expenses. Any personal expenses are deducted from the cash business expenses and recovered by your company.

Note: Your company can pay the corporate card issuer at any time, depending on the payment terms. Submission or approval of expense reports isn't required for payment to the card issuer.

The following table describes the Company Pay option where your company pays for corporate card and cash business expenses. Your company also reimburses employees for corporate card and cash business expenses.

Employees Pay Corporate Card Issuer Company Pays Corporate Card Issuer Employees Reimburse Company Company Reimburses Employees

Not Applicable

  • Corporate card business expenses

  • Corporate card personal expenses

Corporate card personal expenses

Cash business expenses

Both Pay

For the Both Pay option, the employee pays the corporate card issuer for corporate card transactions reported as personal expenses and your company pays the corporate card issuer for business expenses. When the employee creates an expense report, he selects corporate card business transactions. When the report is approved, the employee pays the corporate card issuer for corporate card personal expenses. Your company reimburses the employee for cash business expenses. This payment option is also referred to as joint liability.

The following table describes the Both Pay option where employees pays for personal expenses. Your company pays the corporate card issuer for business expenses.

Employees Pay Corporate Card Issuer Company Pays Corporate Card Issuer Company Doesn't Pay Company Reimburses Employees

Corporate card personal expenses

Corporate card business expenses

Corporate card personal expenses

Cash business expenses

How Accounting Entries for Corporate Card Transactions Are Distributed

Accounting entries vary depending on which payment option is used by your company.

The following table illustrates a sample expense report with various payment liabilities and amounts.

Payment Method Amount

Cash

500 USD

Corporate Card Business Expenses

650 USD

Corporate Card Personal Expenses

299 USD

Corporate Card Transactions from Corporate Card Issuer

949 USD

Data in the preceding table is used in subsequent sections to illustrate how accounting entries are distributed for each payment liability.

Settings That Affects Payment Options

The following options available from the Payment Option choice list in the Create Company Account dialog box affect payment liability: Both, Company, and Individual.

How Accounting Entries for Payment Options Are Calculated

When an employee's expense report is exported to Payables, the amount of the payment request equals the amount due the employee.

The following table summarizes amounts owed by a company to an employee and the corporate card issuer based on the payment liability.

Payment Liability Expense Report Total Amount Due Employee Amount Due Corporate Card Issuer

Individual Pay

1,150 USD

1,150 US

0

Both Pay

1,150 USD

500 USD

650 USD

Company Pay

1,150 USD

201 USD

949 USD

Accounting Entries for Individual Pay

Since the payment option is Individual Pay, a single payment request is created to reimburse the employee. It's the employee's responsibility to pay the card issuer.

The following table describes the accounting distributions for a corporate card with Individual Pay liability.

Account Debit Credit

Cash and other expenses

500 USD

Not Applicable

Corporate card business expenses

650 USD

Not Applicable

Employee liability

Not Applicable

1,150 USD

Accounting Entries for Both Pay

With Both Pay liability, two payment requests are created, one to pay the employee for any out of pocket expenses and a second one to pay the card issuer.

The following table describes the accounting distributions for a corporate card with Both Pay liability.

Account Debit Credit

Payment Request for Employee

Cash and other expenses

500 USD

Not Applicable

Due to employee

Not Applicable

500 USD

Corporate card business expenses

650 USD

Not Applicable

Expenses clearing account

650 USD

Payment Request for Card Issuer

Expenses clearing account

650 USD

Not Applicable

Due to card issuer

Not Applicable

650 USD

Accounting Entries for Company Pay

With Company Pay liability, a company can pay the card issuer at any time. The payment request for an employee is created when an expense report is approved and processed, while the payment request for the card issuer is created separately.

The following table describes the accounting distributions for a corporate card with Company Pay liability.

Account Debit Credit

Payment Request for Employee

Cash and other expenses

500 USD

Not Applicable

Corporate card business expenses

650 USD

Not Applicable

Expenses clearing account

Not Applicable

949 USD

Due to employee

Not Applicable

201 USD

Payment Request for Card Issuer

Expenses clearing account

949 USD

Due to card issuer

Not Applicable

949 USD

Before your company can receive transaction files from a corporate card issuer, your administrator must perform the following steps:

  • Select the correct transaction file format.

  • Establish file transfer connectivity.

  • Test sample transaction files.

Selecting the Correct Transaction File Format

Your company must verify that the corporate card issuer's file format is supported by Oracle Expenses. Expenses supports the following corporate card transaction file formats:

Note: You can no longer load files that contain full card numbers. Card numbers must be masked or tokenized according to the format.
  • American Express GL1025 Card Number Disguising Format

  • American Express GL1080 Card Number Disguising Format

  • Diner's Club Standard Data File format with Tokens

  • MasterCard Common Data Format, version 3.0 (CDF 3.0) Masked

  • Visa VCF4 Format with Tokens

Corporate card issuers require your company to provide organizational hierarchy information that they set up in their system to satisfy your reporting and billing needs. The organizational hierarchy associates the corporate cards issued to your employees with the appropriate organizations within your company.

Corporate card issuers can provide your company with a single file that contains all company transactions or a separate transaction file for each organizational hierarchy. Expenses processes both types of transactions files. To obtain the appropriate file for your company, communicate your preference to the corporate card issuer.

Establishing File Transfer Connectivity

Work with your card issuer to determine the secure file transfer method that meets your company's security requirements. A secure connection between the card issuer and your company is required to receive the transaction file from the card issuer's server. To process the transaction files, Expenses must have read access to the directory location in which the transaction files are stored.

Note: For American Express files, Expenses supports automatic download of corporate card transaction files from the American Express server.

Testing Sample Transaction Files

The corporate card issuer provides your company with transactions file format specifications and sample test files applicable to your company. Work with your card issuer to identify transactions that you want to include in the test files and the number of test files required.

Note: Before you can test the sample transaction files, you must complete the corporate card program setup.

If you automatically assign newly created corporate cards to company accounts based on your setup within the card issuer's system, then you must set up the company account with the following:

  • Company account number

  • Card issuer number

  • Processor-assigned number

  • Market code

  • Billing control account number based on your card brand

If you don't plan to automatically assign newly created cards, then you must create one company account per business unit that pays the card issuer. The application then assigns the corporate card to a company account that is defined for the business unit of the employee.

If you do plan to automatically assign corporate cards to company accounts based on your setup within the card issuer's system, you must set up data on the Create Corporate Card Program page.

To test the card issuer's sample transaction files, copy the data from the sample transaction files into the applicable fields on the Create Corporate Card Program page. To do this, use the data from the sample transaction files to identify what to enter on the Create Corporate Card Program page.

The following table shows the location of the setup data in the card issuer's sample transaction files.

Tip: Use this table with the file specification from the card issuer to locate the data in the sample transaction files.
Transaction File Format Field Name on the Create Corporate Card Program Page Type of Record Data Element Name Data Location in the Card Issuer's Transaction File Tag

American Express GL1025 Card Number Disguising Format

Company Account Number

Type 1

Global Client Origin Identifier

5-19

N/A

 

Market Code

Type 1

Type 8

Market Code

Market Code

2-4

37-39

N/A

Diner's Club Standard Data File Format with Tokens

Company Account Number

N/A

Link_acct

71-89

N/A

MasterCard Common Data Format, version 3.0 (CDF 3.0) Masked

Company Account Number

N/A

N/A

N/A

<CorporateEntity>

<CorporationNumber>

 

Card Issuer Number

N/A

N/A

N/A

<IssuerEntity>

<IssuerNumber>

 

Processor-Assigned Number

N/A

N/A

N/A

<IssuerEntity>

<ICANumber>

Visa VCF4 Format with Tokens

Company Account Number

Block Header

Company Identification

Field #2

N/A

 

Card Issuer Number

Block Header

Issuer Identification Number

Field #9

N/A

 

Processor-Assigned Number

Block Header

Processor Identification Number

Field #10

N/A

You can use the following table with the file specification from the card issuer to locate employee numbers in the charge files.

Transaction File Format Type of Record Data Element Name Data Location in Card Issuer's File Tag

American Express GL1025 Card Number Disguising Format

Type 1

Employee ID

328 to 342

N/A

MasterCard Common Data Format, version 3.0 (CDF 3.0) Masked

N/A

N/A

N/A

<EmployeeId> in <AccountInformation_4300>

Visa VCF4 Format with Tokens

Card Account (Type 3)

Cardholder Identification

Field #2

N/A

Visa VCF4 Format with Tokens

Cardholder (Type 4)

Cardholder Identification

Field #3

N/A

Visa VCF4 Format with Tokens

Cardholder (Type 4)

Employee ID

Field #23

N/A

You can create corporate cards in two ways. You can choose either of the following actions at different points in time or you can do both at the same time:

  • Automatic corporate card creation

  • Manual corporate card creation

Automatic Corporate Card Creation

Automatic corporate card creation applies only to corporate cards that are issued to employees and used primarily for travel expenses. New employees are typically given new corporate cards, but the information on the cards isn't manually entered into the application at that time.

You can create corporate cards automatically by selecting an employee matching rule for new cards on the Upload Rules tab of the Create Corporate Card Program page. Then, when the corporate card transaction file containing transactions for the new card is uploaded to Expenses for the first time, the corporate card transaction upload and validation process uses the matching rule to match the new corporate card to the new employee.

Using the specified employee matching rule, the application automatically enters the transaction data for the new corporate card and associates it with the applicable employee. If the employee matching rule fails to identify a match, the application leaves the corporate card unassigned.

Note: If desirable, each corporate card program can have a different matching rule.
Tip: To reduce or eliminate manual effort, automatic corporate card creation is recommended.

Manual Corporate Card Creation

You can manually create corporate cards for employees in the Create Corporate Card dialog box where you enter the following data:

  • Corporate card program

  • Company account name

  • Token or masked card number

  • Employee name and number

  • Expiration date

  • Maximum amount per transaction: Applicable for procurement cards only

  • Maximum amount per billing period: Applicable for procurement cards only

Note: Manual creation of corporate cards is the exception, rather than the rule.

Corporate cards are company account-specific. For example, if an employee transfers to another organization within your company and the organization belongs to another company account, you must create the corporate card again with the applicable company account name.

The corporate card expense type mapping rule is a correspondence between the transaction code in the card feed file and the predefined card expense type. This linkage enables the application to automatically populate expense types for transactions in the expense report.

To automatically produce expense types in expense reports, you must perform the following steps:

  1. Define corporate card feed file transaction codes as lookup types.

  2. Map predefined corporate card expense types to feed file transaction codes.

  3. Assign the mapping rule to the corporate card program.

  4. Map predefined corporate card expense types to user-defined expense types in the default expense template for each business unit.

This figure shows the setup to automatically produce expense types in expense reports, in conjunction with uploading and validating corporate card transaction files. Ultimately, expense items are displayed in the Expenses work area.

This figure shows the setup that automatically produces
expense types in expense reports, in conjunction with uploading and
validating corporate card transaction files.

Define Feed File Transaction Codes

Corporate card issuers provide the transaction codes for each transaction in a corporate card feed file. These transaction codes, whether MIS Industry Codes, SIC Codes, or merchant category codes, must be set up in the application as lookups. Oracle Fusion Expenses provides predefined lookup types so you can define these transaction codes.

Map Corporate Card Expense Types to Transaction Codes

Expenses provides predefined corporate card expense types in a single lookup type. This lookup type can be configured to include your company's specific expense types. Then you must associate the predefined corporate card expense types with the corporate card transaction codes. This association is known as a mapping rule.

Assign Mapping Rule to Corporate Card Program

To enable the upload process to use the correct mapping rule, you must assign a mapping rule to the corporate card program. You can set up multiple mapping rules to automatically produce expense types into expense reports for either of the following:

  • Summary transactions, known as eFolio or Level 2

  • Detail transactions, known as Level 3

Map Corporate Card Expense Types to Expense Types

To automatically produce expense types into expense reports, you must perform a final setup. In the expense template, you associate the predefined corporate card expense types with your user-defined expense types. The upload process uses the default expense template mapping for the transaction's business unit to derive the expense type that's displayed for the card expense.

Using Oracle Fusion Expenses, you can hold the main corporate card transactions from use until the detail corporate card transactions arrive. This ensures that employees can include the itemization detail provided by the card issuer in their expense reports.

Two types of wait days control the maximum duration that the application waits for the detail transactions to arrive:

  • Transaction detail wait days

  • Merchant wait days

Note: Wait days are applicable only when the merchant provides Level 3 detail transaction data. No wait period is applicable for transactions from merchants who don't provide transaction detail.

Transaction Detail Wait Days

Transaction detail wait days are the number of days the application is set up to hold the main transaction data while waiting for detail transaction data from a merchant. Detail transaction data may or may not arrive.

You can set a wait period at the corporate card program level by selecting a value from the Transaction Detail Wait Days choice list on the Upload Rules tab of the Create Corporate Card Program page. If defined, the application uses the smaller value between the transaction detail wait days and the merchant wait days as the wait period for the main transactions.

Merchant Wait Days

Merchant wait days are calculated by the application. It's the difference, in days, between receiving the main transactions and receiving detail transactions when they arrive for the first time. Thereafter, merchant wait days are computed as follows:

  • Detail Transactions Arrival Date minus Main Transactions Arrival Date plus Most Recent Merchant Wait Days for the Main Transactions Upload divided by two.

A merchant can provide detail transactions either with the main transactions or as a separate delivery. If they're provided as a separate delivery, the Upload Corporate Card Transaction File process holds the main transactions for a specified time period while waiting for the detail transactions. During this wait period, the main transactions aren't available for expense reports. After each delivery of detail transactions, the merchant's wait days are updated by the application according to the preceding formula.

Note: The actual time that data arrives isn't a factor in the merchant wait days or in the application's wait days' calculation.

The following table shows the calculations associated with detail transactions and merchant wait days based on transaction data arrival dates using sample data. The table data is based on a transaction detail wait days setting of five days.

Data Upload Main Transactions Arrival Date Detail Transactions Arrival Date Merchant Wait Days Application Transaction Wait Days Latest Date Transactions are Available in Expense Report Actual Date Transactions are Available in Expense Report

 

 

 

First Time: Detail transactions arrival date minus main transactions arrival date

Thereafter, detail transactions arrival date minus main transactions arrival date plus most recent merchant wait days for the main transactions upload divided by 2.

Application uses the minimum of transaction detail wait days or merchant wait days for the main transactions upload plus 1 day.

Date the transaction detail wait days end.

Actual date the main and detail transactions are available in the expense report.

Main Transactions 1

May 1

N/A

N/A

The merchant has never provided detail transactions. Therefore, no merchant wait days exist in the application.

0 Days

The merchant didn't provide details transactions. Therefore, the application doesn't wait.

May 1

Available immediately.

May 1

Available immediately.

Detail Transactions 1

N/A

May 5

4 Days

N/A

N/A

May 5

Main Transactions 2

May 7

N/A

4 Days

Previously calculated merchant wait days.

5 Days

The application waits for the minimum of 5 transaction detail wait days or 4 merchant wait days plus 1 day.

May 11

May 7 + 5 application wait days = May 12.

N/A

Detail Transactions 2

N/A

May 9

3 Days

(May 9 minus May 7) +4 /2.

N/A

N/A

May 9

Main Transactions 3

May 12

N/A

3 Days

Previously calculated merchant wait days.

4 Days

The application waits for the minimum of 5 transaction detail wait days or 3 merchant wait days plus 1 day.

May 15

May 12 + 4 application wait days = May 16.

N/A

Travel Card Processing

Travel cards, also known as centrally-billed travel cards, business travel accounts, or ghost cards, are used by companies to centrally charge high value travel expenses, such as airfare, accommodations, and car rental. The travel card account allows corporate employees to purchase travel expenses using a single card account, rather than each employee using individual corporate cards. A centrally-billed card is a single card number that is assigned to an entire company or to a specific business unit.

Your company can realize the following benefits from using a travel card account:

  • Greater visibility into total trip cost

  • Accurate travel expense allocation

  • On time payment to card issuers

  • Integration with American Express

  • Cost savings

Processing travel cards includes the following actions:

  • Schedule the Upload Corporate Card Transactions process.

  • View upload results.

  • Schedule the Create Corporate Card Issuer Payment Requests process.

  • View payment requests results.

Schedule the Upload Corporate Card Transactions Process

The Upload Corporate Card Transactions process uploads and validates corporate card or travel card transactions from a card issuer.

To schedule the Upload Corporate Card Transactions process, navigate to: Navigator > Expenses > Corporate Cards link > Tasks link > Upload Corporate Card Transactions link > Upload Corporate Card Transactions page.

The following table contains the parameters that you must select on the Upload Corporate Card Transactions page to schedule the Upload Corporate Card Transactions process.

Parameters Option

Process Type

Upload and validate

Corporate Card Program

Applicable travel card

Account Type choice list

Centrally-billed card

View Upload Results

View upload results in the Corporate Cards work area on the Transactions Upload Results tab. The upload results display the status of the process, output, and any invalid transaction errors. You can click the View Output icon and the link for the number of invalid transactions to review details and take corrective action.

Schedule the Create Corporate Card Issuer Payment Requests Process

The Create Corporate Card Issuer Payment Requests process creates invoices for subsequent payment to corporate card or travel card issuers.

To schedule the Create Corporate Card Issuer Payment Requests process, navigate to: Navigator > Expenses > Corporate Cards link > Tasks link > Create Corporate Card Issuer Payment Requests link > Create Corporate Card Issuer Payment Requests page.

The following table contains the parameters that you must select on the Create Corporate Card Issuer Payment Requests page to schedule the Create Corporate Card Issuer Payment Requests process.

Parameters Option

Corporate Card Program

Travel card

Account Type choice list

Centrally-billed card

View Payment Requests Results

View payment requests results in the Corporate Cards work area on the Card Issuer Payment Requests tab. The payment requests results display the status of the process, as well as output. You can click the View Output icon to review details and take corrective action.

You can run the Create Corporate Card Issuer Payment Requests process to generate payment requests for corporate card issuers when there are corporate cards that use the Company Pay payment option. The Create Corporate Card Issuer Payment Requests process is run only when the Company Pay payment option is used.

Note: You can run the process any time. Since your company's objective is to pay the card issuer on time, running the Create Corporate Card Issuer Payment Requests process isn't dependent on when an employee submits an expense report.

This following figure shows how the:

  • Create Corporate Card Issuer Payment Requests process generates payment requests to pay corporate card issuers when corporate cards use the Company Pay payment option.

  • Process Expense Reimbursement process generates payment requests to pay employees when corporate cards use the Company Pay Plus Cash payment option.

This figure shows how the Create Corporate Card Issuer
Payment Requests process generates payment requests to pay corporate
card issuers when corporate cards use the Company Pay payment option.
This figure also shows how the Process Expense Reimbursement process
generates payment requests to pay employees when corporate cards use
the Company Pay Plus Cash payment option.

Settings That Affect Corporate Card Issuer Payment Requests for Company Pay Transactions

Settings that affect payment requests for Company Pay transactions are the following:

  • Employee Liability Account: Set up as a system option on the Edit Expenses System Options page.

    Note: To use the Payables default liability account, select the Use setup from Oracle Fusion Payables option.

    To define a specific liability account that is specific to a business unit, select the Define value specific to business unit option and then enter an account. This account is used only if there are cash expenses in the expense report and reimbursement is due to the employee.

  • Corporate Card Issuer Payment Liability Account: Set up in Oracle Fusion Payables.

    This account records the amount the company reimburses corporate card issuers for expenses incurred by employees who use their corporate cards.

  • Expense Clearing Account and Payment Option: Set up in the Create Company Account dialog box.

    This account temporarily holds accounting for corporate card transactions. It's cleared when the expense reports containing the corporate card transactions are processed by Payables.

How Corporate Card Issuer Payment Requests for Company Pay Transactions Are Processed

The Create Corporate Card Issuer Payment Requests process has the following components:

  • Populate Payables Open Invoice Interface tables

  • Create corporate card issuer payment requests

  • Handle processed and rejected expense reports

Populating Payables Open Invoice Interface Tables

For each corporate card, the Create Corporate Card Issuer Payment Requests process creates one invoice header record in the Payables Open Invoice Interface table. All corporate card transactions for the corporate card are created as child lines. The accounting distributions for the transactions are created using the Expense Clearing Account for the corporate card.

Creating Corporate Card Issuer Payment Requests

After populating the Payables Open Invoice Interface table, the Create Corporate Card Issuer Payment Requests process invokes the Import Payables Invoices process in Payables. Payables creates payment requests using the information in the Payables Open Invoice Interface table. Tax processing isn't applicable for corporate card issuer payment requests.

Handling Processed and Rejected Expense Reports

During payment request creation, Payables rejects records in the Payables Open Invoice Interface table if errors exist, such as dates in closed accounting periods or invalid payment methods. After payment requests creation is complete, the Create Corporate Card Issuer Payment Requests process removes any rejected records from the interface table. You must then reprocess the corporate card transactions for reimbursement.

Finally, all expense items corresponding to the corporate card transactions, for which payment requests are created, are updated with a corresponding payment request identifier.

The following table describes the types of payment options for corporate card transactions in expense reports and the processes that are run to generate their associated payment requests.

Expense Report Payment Options for Corporate Card Transactions Process Run Payment Requests Created
  • Cash

  • Company Pay

  • Process Expense Reimbursements

  • Create Corporate Card Issuer Payment Requests

  • Employee Payment Requests

  • Corporate Card Issuer Payment Requests

  • Individual Pay

  • Company Pay

  • Process Expense Reimbursements

  • Create Corporate Card Issuer Payment Requests

  • Employee Payment Requests

  • Corporate Card Issuer Payment Requests

  • Cash

  • Individual Pay

  • Company Pay

  • Process Expense Reimbursements

  • Create Corporate Card Issuer Payment Requests

  • Employee Payment Requests

  • Corporate Card Issuer Payment Requests

  • Both Pay

  • Company Pay

  • Process Expense Reimbursements

  • Create Corporate Card Issuer Payment Requests

Corporate Card Issuer Payment Requests

  • Cash

  • Both Pay

  • Company Pay

  • Process Expense Reimbursements

  • Create Corporate Card Issuer Payment Requests

  • Employee Payment Requests

  • Corporate Card Issuer Payment Requests

  • Individual Pay

  • Both Pay

  • Company Pay

  • Process Expense Reimbursements

  • Create Corporate Card Issuer Payment Requests

  • Employee Payment Requests

  • Corporate Card Issuer Payment Requests

Company Pay only

  • Process Expense Reimbursements

  • Create Corporate Card Issuer Payment Requests

Corporate Card Issuer Payment Requests

How Corporate Card Transactions for Inactive Employees Are Processed

Your company can settle inactive employees' accounts with a card issuer in a timely manner. You can grant managers permission to submit their inactive employees' unpaid corporate card transactions in expense reports. You can process corporate card transactions for inactive employees by running either of the following processes from the Corporate Cards work area:

  • Upload Corporate Card Transactions

  • Process Corporate Cards Transactions for Inactive Employees

Navigate to Corporate Cards work area: Navigator > Corporate Cards link > Overview page or Navigator >Tools > Scheduled Processes.

An inactive employee is a person who was terminated or who is on unpaid leave. Examples include:

  • Military leave

  • Extended medical leave

  • Educational leave

Settings That Affect Corporate Card Transactions for Inactive Employees

No prerequisites or setup is required to process corporate card transactions for inactive employees.

The corporate card transaction processes for inactive employees are relevant for Both Pay and Company Pay transactions only. For Both Pay transactions, your company pays the corporate card issuer for business expenses and the employee pays the corporate card issuer for personal expenses. Company Pay transactions are those where your company pays the corporate card issuer for all corporate card transactions incurred by its employees. The employee is reimbursed only for cash business expenses.

The following table describes selected parameters for the Process Corporate Cards Transactions for Inactive Employees process.

Parameters Description

Number of Days

Value used by the application that represents an interval of time, which the application uses to determine whether corporate card transactions for inactive employees exist.

The default value for Number of Days is one. However, you can adjust this value depending on how frequently your company updates information about terminated and inactive employees.

If your company updates employee information infrequently, the value for Number of Days should be greater than one.

Tip: A large value for Number of Days may impact performance. It's advisable to update your employee data frequently and enter a small value for Number of Days.

Business Unit

Unit of an enterprise in a management hierarchy that performs one or multiple business functions. The process named Process Corporate Cards Transactions for Inactive Employees runs for the business unit identified by this parameter.

How Corporate Card Transactions for Inactive Employees are Processed

The figure shows the different starting points of the following processes:

  • Upload Corporate Card Transactions

  • Process Inactive Employees' Corporate Card Transactions

This figure shows the inactive employee processing
flow.

To run the Upload Corporate Card Transactions process from the Corporate Cards work area, click the Upload Corporate Card Transactions link in the Tasks list. First, this process validates and uploads corporate card transactions to Expenses. Second, if the process identifies unpaid corporate card transactions for an inactive employee, the process called Process Corporate Card Transactions for Inactive Employees initiates.

After Process Corporate Card Transactions for Inactive Employees is initiated and unpaid card transactions are found, a notification is sent to the inactive employee's manager.

If the direct manager doesn't have delegation, he receives a notification. The notification informs him that corporate card transactions exist for an inactive employee. He can either accept delegation or reassign it to another person.

If no unpaid corporate card transactions exist for an inactive employee, then delegation is removed from the manager if it was assigned previously.

If the direct manager already has delegation, he receives a notification, informing him that corporate card transactions exist for an inactive employee. The manager can then submit the unpaid corporate card transactions in an expense report on behalf of the inactive employee.

Note: If a person other than the inactive employee's manager accepts delegation, every subsequent notification is sent to both the inactive employee's manager and the delegate.

When unpaid card transactions for inactive employees are submitted in a report and are paid, delegation is removed from the manager or other designated person.

Alternatively, you can skip the Upload Corporate Card Transactions process if it's irrelevant, and run the Process Corporate Card Transactions for Inactive Employees. To run the process, click the Process Corporate Card Transactions for Inactive Employees link in the Tasks list. This process is run using two parameters: the Business Unit with which the inactive employee was associated and a value for the Number of Days.

To download corporate card transaction files from American Express, you must set up Oracle Fusion Expenses to download data files in conjunction with the Upload Corporate Card Transaction File program.

Note: You can only download American Express transaction files.

Settings That Affect Downloading Corporate Card Transaction Files From American Express

Before you can download transaction files from American Express servers, you must set up a Secure File Transfer account with American Express and obtain the user name and password that identifies your customer account on the Secure File Transfer server.

To set up the transaction file transfer parameters for the American Express corporate card program, enter the values in the following table on the Transfer Parameters tab on the Create Corporate Card Program page.

Parameter Description

Download Profile Name

Name you enter to identify the download parameters.

Account Name

Name provided by American Express that identifies your customer account.

Account Password

Password for the American Express customer account.

File Name Prefix

File name prefix provided by American Express.

Server

Name of the American Express server to connect to for the transaction file download.

Tip: American Express also provides a server at fsgatewaytest.aexp.com for transaction file transfer testing.

How Downloading Corporate Card Transaction Files From American Express are Processed

After you complete the tasks for corporate card transaction download, you can use the Upload Corporate Card Transaction File program with the profile name as a download parameter to download corporate card transaction files from American Express.

Note: American Express places one or multiple transaction files at a time in a folder called Outbox in your customer account. The Upload Corporate Card Transaction File program, however, processes only one file at a time. The process picks up the oldest file each time. To pick up multiple files, you must schedule the Upload Corporate Card Transaction File process to run multiple times.

Before you can process VISA, MasterCard, and Diner's Club corporate card transaction files, you must set up an HTTPS server, configure the corporate card programs setup, and verify the HTTPS server setup.

Setting Up the HTTPS Server

When you set up the HTTPS server, ensure the following:

  1. Install a web server and enable HTTPS.

    • The server must be externally accessible.

    • The server must have a valid certificate, such as Verisign.

  2. Create the outbox directory on the server.

    • Create a directory called on the HTTPS server to receive corporate card transaction files.

    • Secure the directory with a user name and password.

    • Enable the directory so it's visible to external users who have read access.

Note: You must either receive corporate card transaction files directly to the directory from the card issuers or move the transaction files to this directory from an alternate location where the transaction files are initially received.

Configuring the Corporate Card Programs Setup

To configure the corporate card programs setup, perform the following steps:

  1. In the Upload Parameters section on the Create or Edit Corporate Card Programs page, do the following:

    • Create a profile with your server address, user name, and password:

      For example, a server address of Vision.com/outbox represents the path to the directory, Vision.com/outbox, that you created.

    • Enter the full file name of the corporate card transaction file in the File Name Prefix field.

  2. Schedule the Upload Corporate Card Transaction Files process to automatically pull and process the transaction files.

Note: The Upload Corporate Card Transactions process supports only user name and password-based authentication.

Verifying the HTTPS Server Setup

To verify the HTTPS server setup, perform the following steps:

  1. Verify that the HTTPS server has a valid certificate.

    • In your browser, enter the server address, such as https://Vision.com/outbox.

      If you don't see an error message that indicates an invalid server certificate or an mistrusted server certificate, then the certificate is correctly installed.

  2. Verify that the directory is accessible and secured.

    • After navigating to the server address, such as https://Vision.com/outbox, if you see a login screen, then the directory is accessible and secured.

    • Sign in with user name and password to ensure that the user has access to the outbox directory.

Enable Pretty Good Privacy (PGP) for Corporate Card Transaction Files

This topic describes how to enable PGP for Visa, MasterCard, or Diner's Club corporate card transaction files. First you create a PGP encryption certificate and provide it to the card issuer. Using the PGP certificate that you provide, the card issuer encrypts your corporate card transaction files and sends them to the server that hosts the files for you. Finally, you run the Upload Corporate Card Transaction File process, which decrypts the files in memory and processes the transactions.

Note: PGP encryption isn't applicable to American Express.

Prerequisites

To receive files directly from Visa, MasterCard, or Diner's Club, you must set up an HTTPS or SFTP server at your site or with a third party. Alternatively, you can set up an HTTPS or SFTP server at the card issuer's site so it can host your corporate card transaction files.

Note: Oracle Expenses Cloud doesn't allow card issuers to directly push corporate card transaction files to your Cloud environment.

Creating a PGP Encryption Certificate

To create a PGP encryption certificate for uploading corporate card transactions files, perform the following steps:

  1. Sign in to Oracle Applications Cloud as a user with the IT Security Manager role.

  2. From the Springboard, navigate to: Tools > Security Console.

  3. Select the Certificates tab.

  4. Click the Generate button to open the Generate page.

  5. From Certificate Type, select the PGP option.

  6. In the Alias field, enter EXM_PGP_KEY.

    Note: The alias you enter must exactly match EXM_PGP_KEY.
  7. In the Passphrase field, enter a password.

    Caution: Store the password in a safe location. If you need to delete this certificate in the future, the password is required.
  8. From the Key Algorithm choice list, select the algorithm that you want to use.

    Note: A 256 bit algorithm isn't supported.
  9. From the Key Length choice list, select the length that you want to use.

  10. Click the Save and Close button.

Exporting a PGP Encryption Certificate

To export the PGP encryption certificate to your card issuer, perform the following steps:

  1. On the Certificates page, select the EXM_PGP_KEY row, and click the down arrow to open actions available for this certificate.

  2. Select Export > Public Key.

  3. Save the public key file.

  4. Provide the public key file to your card issuer.

    Note: Using the public key, your card issuer must encrypt your corporate card transactions files.

Verifying Encrypted Files

Contact the card issuer to verify that the files are encrypted.

Processing Encrypted Transaction Files

Run or schedule the Upload Corporate Card Transaction File process. The process uses the alias, EXM_PGP_KEY, decrypts the corporate card transaction files, and processes the transactions.

Set Up to Receive American Express GL1025 Tokenized Files

Your company can receive and process American Express GL1025 files with card disguising numbers, also known as tokenized GL1025 files. Card disguising numbers, or token numbers, are random numbers generated by American Express that are used in place of valid card numbers. The token numbers remain the same throughout the life of the cards. Using tokenized GL1025 files eliminates storage of full card numbers and lets you use the American Express remittance process, Global Remittance Utility.

Note: Only American Express GL1025 files support tokenization. You can no longer load files that contain full card numbers.

To receive tokenized GL1025 files from American Express, you must:

  • Set up your company in American Express

  • Set up your company in Expenses

  • Upload tokenized files

Setting Up Your Company in American Express

To receive tokenized GL1025 files instead of standard GL1025 files, contact American Express through your AMEX representative. You must decide and inform American Express of the following:

  • Regions, territories, or countries for which you want to receive tokenized files

  • Mailbox or user account where you want to receive tokenized GL1025 files on the American Express production server

  • File prefix: A unique file prefix that identifies your GL1025 files in the American Express folder. The file prefix is mutually agreed to by you and American Express.

  • Mailbox or user account where you want to receive test files

American Express allows you to use production files for testing. It can place production files on the AMEX production server or the test server. Notify American Express of your server preference for testing.

After American Express sets up your company for tokenized GL1025 files, you can start testing in Expenses.

Setting Up Your Company in Expenses

To receive tokenized GL1025 files, you must create a card program with tokenization enabled by performing the following steps:

  1. Sign in to Expenses as a corporate card administrator.

  2. In the Setup and Maintenance work area, go to the following:

    • Offering: Financials

    • Functional Area: Expenses

    • Task: Manage Corporate Card Programs

  3. Click the Create icon.

  4. On the Create Corporate Card Program page, perform the following steps:

    1. In the Name field, enter a name for your corporate card program.

    2. From the Card Type choice list, select Travel.

    3. From the Card Brand choice list, select American Express.

    4. Select the Upload Rules tab.

    5. In the File Format field, American Express GL1025 is read-only.

    6. From the Card Number Format choice list, select Token.

    7. Select the Transfer Parameters tab.

    8. Transfer parameters define the connection details between Expenses and American Express.

    9. Click the Create icon to open the Create Transfer Parameter dialog box.

      1. In the Download Profile Name field, enter meaningful values to identify the connection details. For example, if you are creating the connection details for connecting to the American Express test server, you might enter AMEX Test.

      2. In the Account Name field, enter the user name of the mailbox where GL1025 files are placed.

      3. In the Account Password field, enter a password for your mailbox.

      4. In the File Name Prefix field, enter your prefix for the GL1025 files. The Upload Corporate Card Transactions process processes files with this prefix.

      5. In the Server field, enter the name of the American Express server where your mailbox exists. GL1025 files are always placed in the outbox folder as follows:

        1. fsgatewaytest.aexp.com for test server

        2. fsgateway.aexp.com for production server

      6. Click Save and Close.

  5. In the Company Accounts section, click on the Create icon to open the Create Company Account dialog box.

    1. In the Company Account Name field, enter the name of your company account with American Express.

    2. Optionally, enter values that American Express provides to your company in the following fields:

      • Company Account Number

      • Market Code

      • Requesting Control Account Number

    3. From the Card Issuer choice list, select the name of the company that is issuing the American Express card to its employees.

    4. From the Card Issuer Site choice list, select the site of the company that is issuing the American Express card to its employees.

    5. From the Payables Business Unit choice list, select the Oracle Payables business unit that reimburses employees for corporate card charges.

    6. From the Payment Currency choice list, select the three-letter code that represents the currency in which reimbursements are made.

    7. From the Payment Option choice list, select the option that determines whether your company, its employees, or a combination of the two are responsible for paying the credit card issuer.

    8. Remittance Details section: Captures additional parameters for the generation of remittance advice. Remittance advice is a file that provides the amount paid by your company to American Express by credit card number. The Global Remittance Utility uses the tokenized card number instead of the real card number.

    9. In the Book Number field, enter the financial accounting identifier used in the US and Canada for American Express

    10. In the Load Number field, enter the sender identifier in a remittance file that is transmitted to American Express. This identifier is provided by American Express.

    11. From the Card Issuer Country Code choice list, select the applicable two-letter country code.

    12. In the Card Disguising Control Account Number field, enter the control account for the token numbers.

Caution: If you currently receive standard GL1025 files, you can convert your existing card program to a tokenized program. However, you should not create a new card program because all cards will be recreated by the new card program.

Uploading Tokenized Files

Uploading and processing tokenized GL1025 files is exactly the same as the standard GL1025 files. The process creates tokenized cards and matches them to employees if employee numbers are provided in the GL1025 files. Employee numbers in the GL1025 files must match person numbers in Oracle Fusion Human Capital Management.

To upload tokenized files, perform the following steps:

  1. Manually run or schedule the Upload Corporate Card Transactions process from the Corporate Cards work area.

  2. Review the upload results in the Corporate Cards work area and correct any errors.

  3. On the Review Corporate Card Transactions page, review unassigned cards and assign them to the correct employees. On this page, you can see the tokenized card numbers, not the real card numbers.

All corporate card processes support tokenized cards. This includes the following processes:

  • Manage Historical Corporate Card Transactions process

  • Create Corporate Card Issuer Payment Requests process

Enable Tokenization for Visa VCF4 Files

Oracle Expenses accepts Visa VCF4 files that are tokenized. Visa tokens can include numbers and characters.

To enable tokenization for Visa VCF4 files, complete these steps:

  1. In the Setup and Maintenance work area, select:

    • Offering: Financials

    • Functional Area: Expenses

    • Task: Manage Corporate Card Programs

  2. On the Manage Corporate Card Programs page, click the + (Create) icon.

  3. On the Create Corporate Card Program page in the Name field, enter a name for your Visa corporate card program.

  4. From the Card Type choice list, select Procurement or Travel.

  5. From the Card Brand choice list, select Visa.

    On the Upload Rules tab, the File Format label shows Visa VCF4 as read-only.

  6. From the Card Number Format choice list, select Token.

  7. Click Save and Close.

Upload American Express Non-Financial Transactions

To upload American Express non-financial transactions, you must create the lookup type EXM_CC_AMEX_NF_FEES. Non-financial transactions are transactions where the MIS transaction code is NF in the corporate card transactions file. Examples of non-financial transactions include a membership rewards annual fee and a membership reinstatement fee.

Create the lookup type EXM_CC_AMEX_NF_FEES with its associated lookup codes.

  1. In the Setup and Maintenance work area, use:

    • Offering: Financials

    • Functional Area: Expenses

    • Task: Manage Standard Lookups

  2. On the Manage Standard Lookups page in the Search Results section, click the New icon.

  3. In the Lookup Type field, enter EXM_CC_AMEX_NF_FEES.

  4. In the Meaning field, enter an applicable meaning.

  5. In the Description field, enter an applicable description.

  6. From the Module choice list, search and select Expenses.

  7. Click Save.

  8. In the EXM_CC_AMEX_NF_FEES: Lookup Codes section, add lookup codes for each of the non-financial transactions that you would like to load.

  9. In the Lookup Code field, enter a code that represents the name of the lookup code, such as NF_MEMRWDS.

  10. In the Meaning field, you must enter the same description you receive in the feed, such as MEM RWDS ANNUAL PROG.

  11. In the Description field, enter a description for the lookup code meaning, such as Membership Rewards Annual Fee.

  12. Click Save and Close.

  13. Schedule the Upload Corporate Card Transactions process to load the American Express non-financial transactions.

Set Up Remittance Advice for American Express Tokenized GL1025 Files

If your company uses American Express tokenized GL1025 files, you can use the American Express remittance format, Global Remittance Utility, to generate remittance advice. The typical company scenario unfolds when employees use American Express corporate cards for business expenses and then submit expense reports. After expense report approval, Oracle Payables pays the American Express invoice by making a single payment. You can optionally send a remittance file to American Express that lists employee card holders and the amounts of their respective payments.

Before you start, you must add the predefined privilege, Submit Corporate Card Remittance File, to your user account. This privilege isn't assigned to any roles out of the box.

Enable the transmission of remittance advice for American Express tokenized GL1025 files by doing these tasks:

  1. Configure the predefined American Express Global Remittance Utility format.

  2. Create a remittance file format.

  3. Create a transmission file configuration.

  4. Modify the payment process profile.

  5. Submit the payment process request.

  6. Run the Submit Corporate Card Remittance File process.

  7. Transmit the remittance advice to American Express.

Configure the Predefined American Express Global Remittance Utility Format

You must configure the predefined remittance advice format to reflect your company details. To configure the Global Remittance Utility format, sign in as a user with access to Reports and Analytics.

  1. Sign into the Oracle BI Publisher server with the BI Administrator Role.

  2. On the Oracle BI Publisher home page, click the Catalog menu.

  3. On the Catalog page in the Folders pane, expand Shared Folders > Financials > Payments.

  4. Locate Disbursement Corporate Credit Card Remittance Formats.

  5. From the More menu, select Customize to create a copy of the report so you can upload a custom template.

  6. In the Disbursement Corporate Credit Card Remittance Formats page, click the Edit link to download and save the CorporateCreditCardRemittanceFile.rtf to your local drive.

  7. On your local drive, navigate to the saved RTF file and open it.

  8. Locate Record Type 00 in the OutboundPaymentInstruction table.

  9. At position 3, change the text in the <DATA> column to reflect your company's Global Corporate Identifier. American Express provides this value.

  10. Locate Record Type 01 in the OutboundPayableLine table.

  11. At position 3, change the text in the <DATA> column so it reads as follows after IF SUM:

    (DocumentPayableLine/LineGrossAmount/Value) < 0 THEN '+' ELSE '-' END IF
  12. At position 4, change the text in the <DATA> column so it reads as follows after ABS:

    (ROUND (SUM (DocumentPayableLine/LineGrossAmount/Value)*100))
  13. Starting at position 223, add the Card Disguising Number Control Account in the <DATA> column. The range of the position is from 223 to 241.

    Note: The Card Disguising Number may or may not be the control account that the cards belong to. Regardless, the card number disguising is set up at the control account number. All accounts below this hierarchy level are disguised.
  14. Locate Record Type 02 in the OutboundPaymentInstruction table.

  15. At position 85, add the payment date in the <FORMAT> column.

  16. At position 85 in the <DATA> column, add InstructionGrouping/PaymentDate.

    Tip: The payment date must be on or after the payment file date.
  17. Upload a copy of the modified template to Oracle BI Publisher.

Create a Remittance File Format

To create a remittance file format, complete these steps:

  1. In the Setup and Maintenance work area, use:

    • Offering: Financials

    • Functional area: Payments

    • Task: Manage Formats

  2. On the Manage Formats page from the Select Type choice list, select Disbursement Corporate Credit Card Remittance File.

  3. Click Create.

  4. On the Create Format page in the Name field, enter a name for the remittance file format.

  5. In the Code field, enter a code for the remittance file format.

  6. From the BI Publisher Template choice list, select the template that you uploaded to BI Publisher.

  7. Click Save and Close.

Create a Transmission Configuration

To create a transmission configuration, complete these steps:

  1. In the Setup and Maintenance work area, use:

    • Offering: Financials

    • Functional area: Payments

    • Task: Manage Transmission Configurations

  2. On the Manage Transmission Configurations page from the Select Protocol choice list, select Secure File Transfer Protocol for Static File Names.

  3. Click Create.

  4. On the Create Transmission Configuration page in the Configuration field, enter a name for the configuration.

  5. In the Value field for Sent File Name, enter GRU.<your company ID>.&REQUESTID.&PAYMENTFILEID.&DATE.

  6. Obtain the necessary parameter values to enter from American Express.

  7. Click Save and Close.

Modify the Payment Process Profile

To modify the applicable payment process profile, complete these steps:

  1. In the Setup and Maintenance work area, use:

    1. Offering: Financials

    2. Functional area: Payments

    3. Task: Manage Payment Process Profiles

  2. On the Payment File tab, select the Payment date check box.

  3. Click Save and Close.

Submit the Payment Process Request

To submit the payment process request to pay American Express, complete these steps:

Tip: Make a note of the payment file reference number because you will select it later when you run the Submit Corporate Card Remittance File process to generate the remittance advice.
  1. In the Oracle Payments work area, click the Tasks icon and click the Submit Payment Process Request link.

  2. On the Submit Payment Process Request page, select the Selection Criteria tab, and complete the applicable fields.

  3. For Pay Groups, select Specific.

  4. In the Search and Select: Pay Group dialog box, search and select the pay group that you chose for the American Express company account when you set up the American Express card program in Oracle Expenses.

    This ensures that only invoices related to American Express will be picked up in the payment batch.

  5. Select the Payment and Processing Options tab and complete the applicable fields.

  6. Click Submit.

Run the Submit Corporate Card Remittance File Process

Schedule or run the Submit Corporate Card Remittance File process.

  1. Navigator > Tools > Scheduled Processes.

  2. Click Schedule New Process.

  3. In the Schedule New Process dialog box, search and select Submit Corporate Card Remittance File.

  4. Click OK.

  5. In the Process Details dialog box of the Submit Corporate Card Remittance File process, enter these parameter values.

Field Name Parameter Value

Payment File choice list

Reference number of payment file that was generated when the payment was made to American Express.

Format choice list

Name of customized remittance advice format that you configured in BI Publisher.

File Sequence Number field

User-defined value. This value must be unique and entered within a day of transmission for each Global Corporate Identifier.

File Version Number field

The default value is 00.

If American Express rejects any remittance file and if you resubmit the same file, you must increment the value to 01, 02, 03 and so on to represent the new version. The latest version replaces the previous version.

Transmission Configuration choice list

Transmission configuration that you set up to transmit Global Remittance Utility files to American Express.

Transmit the Remittance Advice to American Express

In the Process Details dialog box of the Submit Corporate Card Remittance File process, click Submit. The remittance advice file is then automatically transmitted to American Express.

FAQs for Credit Card Data

What's a corporate card program?

A corporate card program is an agreement between the corporate card issuer and your company. The agreement governs the issuance of corporate cards to your employees and the payment to the card issuer. Your company can have a single card provider that provides corporate cards for your employees globally, which is referred to as a global card program. Alternatively, you can have multiple card providers that provide corporate cards for your employees based on the region and the services needed.

A corporate card program consists of one or more company accounts that represent a specific organizational hierarchy in your company. Each company account is associated with:

  • A card issuing bank, known as a card issuer

  • Payment terms

  • Other agreements

Your company can elect to receive electronic files containing the corporate card transactions of their employees on a regular basis. The file format and method of delivery are agreed to and set up before your company processes corporate card transaction files through Oracle Fusion Expenses.

You can set up a corporate card issuer through the Manage Corporate Card Issuers page. You can enter the card issuer's site information and payment information. To pay a card issuer, enter a default payment method in the Address Payment Information section on the Edit Corporate Card Issuer page. Then you associate the newly created card issuer with your company account on the Create Company Account page. By selecting a payment currency and payment terms on the Create Company Account page, you can complete the information necessary to pay the card issuer.

Your company can set up corporate card usage rules to enforce its policies regarding the use of corporate cards. On the Manage Corporate Card Usage Policies page, you can define the allowable amount for each expense category that can be charged as a cash expense. Over this cash limit, employees are required to use their corporate cards. Employees who exceed the cash limit receive either a warning message or an error message while completing expense entry. A warning reminds employees to use the corporate card. An error prevents submission of the expense report. Expenses notifies the expense auditor and the employee's manager of the policy violations. Alternatively, if no cash limits are defined, you can submit cash expenses of any amount.

Can corporate card administrators view full credit card numbers associated with tokenized card numbers in Expenses?

No. Corporate card administrators can't view real card number in Expenses. They can only view tokenized card numbers. To view full card numbers, you can request a GL1210 report from American Express.

Can corporate card administrators view full credit card numbers associated with tokenized card numbers in American Express?

Yes. Tokenized card numbers are provided only for payment processing. American Express continues to display full card numbers, even if you receive tokenized card files. To view full card numbers with their associated tokens, you can request transmission of a GL1210 report to your AMEX mailbox.

How can I prevent workers from overriding the merchant name on credit card transactions?

By creating the profile option, EXM_DISABLE_CC_MERCHANT_NAME, and setting the value to Y. When this occurs, the value in the Merchant Name field becomes read-only on the Create Expense Item page for both the web-based and the mobile application. A read-only value in the Merchant Name field prevents employees from changing it, which maintains data integrity.