1. Implementing Expenses
  2. Steps Your Administrator Takes to Receive Transaction Files from a Card Issuer

Steps Your Administrator Takes to Receive Transaction Files from a Card Issuer

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

  • 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's 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

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