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	Criteria to Check
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 with the following settings: 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.
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. Only one payment method can be associated with the cash account. Optionally, the Requires Reconciliation check box is selected; if it is, a numbering sequence must be specified in the Reconciliation Numbering Sequence box.
Employees (EP203000) form	The accounts for employees who are going to use the corporate cards have been created.
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 non-stock items to be used in expense receipts have been added with the Expense type.

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:

If approval of expense receipts is necessary, you can create an approval map on the form, and assign this map in the Expense Receipt Approval Map box. If approval notifications are necessary, you can select a template in the Expense Receipt Notification box.
If approval of expense claims is necessary, you can create an approval map on the form, and assign this map in the Expense Claim Approval Map box. If approval notifications are necessary, you can select a template in the Expense Claim Notification box.
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 make the system create a single cash purchase document for each group of expense claim lines that are paid with a corporate card and have the same date and reference number, you 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 document for each expense claim line that is paid with the 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.

Testing of Settings

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