Corporate Card processing into Expense Management

[pfaloney]

We are in the process of implementing a new Corporate Card and policies to go with it for company travel, training, and certain purchases.

For the near-term, we are looking to upload transactional information for the Expense Management side (mainly travel, training, etc) into JDE Expense Management.

Our questions are:

1: Does anybody upload the Corporate Credit Card file from a bank to JDE?
2: Do employees process these records or Does AP Review / Process?

 

[gregglarkin]

[ QUOTE ]
We are in the process of implementing a new Corporate Card and policies to go with it for company travel, training, and certain purchases.

For the near-term, we are looking to upload transactional information for the Expense Management side (mainly travel, training, etc) into JDE Expense Management.

Our questions are:

1: Does anybody upload the Corporate Credit Card file from a bank to JDE?
2: Do employees process these records or Does AP Review / Process?

[/ QUOTE ]

Patrick

We have been doing that for several years. I don't know all of the mechanics of our system since it was set up by the apps developers. But each employee has a corporate card. We have a web app that we go to (Necho) that we check our expenses. We have to expense each item charged. The app attempts to place a charge number. If the charge number is correct, we leave it, otherwise we have to manually change the expense to the correct charge number. The system has set limits on expenses per the corporate guidelines. If we exceed the gusideline, it flags the item for a detailed explanation. Once we finish our on-line expense report, it is routed to an approver. depending on the dollar amount, it goes to progressively higher ranked managers to approve.

when that setp is done, we receive an email notice that we need to submit a barcoded expense report and attach our receipts. those are then scanned.

in AP, the reports are audited as per guidelines. At some point in the process, there is a job that runs several times a month in our third party scheduler (Tidal) that transfers the data from the expense reporting servers in to JDE.

- Gregg

 

[pfaloney]

[ QUOTE ]
Patrick

We have been doing that for several years. I don't know all of the mechanics of our system since it was set up by the apps developers. But each employee has a corporate card. We have a web app that we go to (Necho) that we check our expenses. We have to expense each item charged. The app attempts to place a charge number. If the charge number is correct, we leave it, otherwise we have to manually change the expense to the correct charge number. The system has set limits on expenses per the corporate guidelines. If we exceed the gusideline, it flags the item for a detailed explanation. Once we finish our on-line expense report, it is routed to an approver. depending on the dollar amount, it goes to progressively higher ranked managers to approve.

when that setp is done, we receive an email notice that we need to submit a barcoded expense report and attach our receipts. those are then scanned.

in AP, the reports are audited as per guidelines. At some point in the process, there is a job that runs several times a month in our third party scheduler (Tidal) that transfers the data from the expense reporting servers in to JDE.

- Gregg

[/ QUOTE ]
I got some new information and it is convoluted to say the least.

What they want to do is a three pronged process.

1: The transactions will be loaded into Expense Management with the Employee's transaction number. with a type CCC (Corporate Credit Card). They do not want these processes to AP for payment. I am not sure if this is even possible.

2: The same transactions will be loaded into AP via the EDI 810 inbound processing and the Bank's Address Book number for payment of the corporate credit card. This is why the transactions in #1 cannot be processed through. This part has already been scoped out.

3: A process will be created to redistribution/reconciliation transactions in the General Ledger to assure the Expenses Items are going to the proper account. This process has only been scoped out.

The only real open issue is #1. The employee must not be reimbursed for Corporate Card Transactions.