Expense Receipts with Corporate Cards: Implementation Checklist
The following sections provide details that 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 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 | Criteria to Check |
|---|---|
| Corporate Cards (CA202500) | The corporate card has been configured. For more information, see Corporate Cards: General Information. |
| Employees (EP203000) form | The employees who are going to use the corporate cards have been created. For more information, see Employee Settings. |
| Non-Stock Items (IN202000) form | 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 make a newly created expense claim have the On Hold status by default, you select the Hold Expense Claims on Entry check 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.
- To cause the system to create a single cash purchase or cash return for each group of expense claim lines that are paid with a corporate card and have the same date, corporate card, reference number, and tax calculation mode, select the Post Summarized Company Expenses by Corporate Card check box. If the check box is cleared, which is the default state, the system creates a separate cash purchase (if the total amount of lines is positive or equals 0) or cash return (if the total amount of lines is negative) for each expense claim line that is paid with a corporate card.
- To make the Ref. Nbr. box in the Expense Details section on the Details tab of the Expense Receipts (EP301010) form required, you select the Require Ref. Nbr. in Expense Receipts check box. If this check box is cleared, a value in the Ref. Nbr. box is not required.
- If approval of expense receipts is necessary, you create an approval map, and assign this map in the Expense Receipt Approval Map box. If approval notifications are necessary, you select a template in the Expense Receipt Notification box.
- If approval of expense claims is necessary, you create an approval map, and assign this map in the Expense Claim Approval Map box. If approval notifications are necessary, you select a template in the Expense Claim Notification box.
With these settings specified, users in your company can process expense receipts with corporate cards 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 corporate cards, as described in Expense Receipts with Corporate Cards: To Claim Expenses for a Project.