Expense Receipts with Corporate Cards: Implementation Checklist

The following sections provide details you can use to ensure that the system is configured properly for processing expense receipts with the corporate cards, and to understand (and change, if needed) the settings that affect the processing workflow.

Implementation Checklist

We recommend that before you initially process expense receipts with the corporate cards, you make sure the needed features have been enabled, settings have been specified, and entities have been created, as summarized in the following checklist.


Form	Tasks to Perform
Enable/Disable Features (CS100000) form	Make sure that the Expense Management feature is enabled.
Chart of Accounts (GL202500) form	Make sure that the necessary GL accounts for the corporate cards have been created.
Payment Methods (CA204000) form	Make sure that the necessary payment methods for the corporate cards have been created. For more information on payment methods, see Payment Methods for Vendors. Also, make sure that the following settings have been specified for the created payment methods: Use in AP (Summary area): Selected Not Required (Additional Processing section of the Settings for Use in AP tab): Selected Require Unique Payment Ref. (Payment Settings section of the Settings for Use in AP tab): Cleared
Entry Types (CA203000) form	Ensure that the entry types to be used for cash accounts have been created. For details, see Entry Types.
Cash Accounts (CA202000) form	Verify that the necessary cash accounts have been created with the following settings: The Clearing Account check box is cleared. The Restrict Visibility with Branch check box is cleared. The Use for Corporate Cards check box is selected. Optionally, the Requires Reconciliation check box is selected; if it is, a numbering sequence must be specified in the Reconciliation Numbering Sequence box. For more information, see Cash Account Configuration.
Employees (EP203000) form	The employees who are going to use the corporate cards have been created. For more information, see Employee Settings.
Corporate Cards (CA202500) form	Verify that the corporate cards of the company have been created and the related employees have been associated with the cards.
Non-Stock Items (IN202000) form	Ensure that the inventory items to be used in expense receipts have been created and the Expense type has been specified for the items.

Other Settings That Affect the Workflow

You can affect the workflow of processing expense receipts with the corporate cards by specifying additional settings on the Time and Expenses Preferences (EP101000) form, as follows:

To cause the system to make a newly created expense claim have the On Hold status by default, select the Hold Expense Claims on Entry check box.
To cause the system to create a single cash purchase for each group of expense claim lines that are paid with a corporate card and have the same date and reference number, select the Post Summarized Corporate Card Company Expenses check box. If the check box is cleared, which is the default value, the system creates a separate cash purchase for each expense claim line that is paid with a corporate card.
To make it not mandatory to specify a value in the Ref. Nbr. box on the Details tab (Expense Details section) of the Expense Receipts (EP301010) form, clear the Require Ref. Nbr. in Expense Receipts check box. If this check box is selected, users must specify a value in the Ref. Nbr. box.
To cause the system to automatically release corresponding accounts payable documents created on release of an expense claim, select the Automatically Release AP Documents check box.

With these settings specified, users in your company can process change requests quickly and accurately with a minimum of manual actions.

Testing of Settings

To make sure that all settings are configured correctly, we recommend that you process expense receipts with the corporate cards, as described in Expense Receipts with Corporate Cards: To Process Expense Receipts.