Title: Administrating Corporate Card expenses in Unanet
This document illustrates how to configure and administer corporate card transactions, showing the best practice if you want to incorporate those corporate card expenses into Unanet. The Unanet Corporate Card feature allows Administrators to import Credit Card transaction information into the Unanet system. Credit Card transactions are loaded into a central repository where Expense users can subsequently transfer line items to specific expense reports.
What’s covered in this document:
Administrating Unanet Corporate Card Transactions
The Unanet Corporate Card feature allows Administrators to import Credit Card transaction information into the Unanet system. Credit Card transactions are loaded into a central repository where Expense users can subsequently transfer line items to specific expense reports.
Creating a Credit Card Import file
Create a ‘Generic Credit Card Spreadsheet’ in Excel. You must follow the import specifications included in the Unanet help documentation, found here: Help Docs - Import Credit Card.
All fields are required: Card Number, Transaction Date, Bill Amount, Vendor Name.
- Credit Card Number – This must be a unique identifier for each user’s specific corporate card. The field length minimum is 5 characters, and the field is alphanumeric. You can use the last 5 characters of the card number (assuming this is unique) or a combination of the user’s name and the card number.
- Transaction Date – This will become the Line Item date in Unanet. Many banks show the Transaction Date as the date the transaction cleared on the card, which may not reflect the travel or purchase date.
- Vendor Name – This should be associated with the Vendor used for the transaction. This will not necessarily integrate into an Accounting system vendor or the Unanet preferred vendor list.
Managing End-User Corporate Cards
There are two methods for associating an end-user with their Corporate Card. Unanet users with the Administrator or HR Administrator role can load the Credit Card number (see considerations, above) into the user’s profile after enabling the unasense.creditcards.enable property or end-users can enter their own credit card number in the user Preferences area.
Verifying the connection between Transaction and User
- After importing transactions into Unanet, navigate to Admin > Imported Expenses and choose to List the transactions.
- Confirm all transactions are associated to a person in Unanet. If they are not, they will appear in a section called “Unassociated Credit Cards”. You can delete these transactions, or simply correct the card number in Unanet so these transactions map to the right person. Once you save the correct card number, the Unassociated transactions will immediately map to the correct person.
Ongoing management of Corporate Card transactions
The Unanet Administrator and HR Administrator have access to the Imported Credit Card Details report, which can be configured into multiple reports. Unanet recommends the following configurations:
- To view the transactions not included on an Expense report:
- Set up the report to review only Unassociated transactions for all of time to see those transactions not included in an expense voucher. This will help you to determine if there are any transactions that are unaccounted for and who is responsible for completing those expense reports.
- To audit the associated transactions and the expense types to ensure that the transactions are classified correctly:
- Set up the report to review the Associated transactions for a specific timeframe to ensure the end users are following guidelines and associating the transactions with the appropriate expense types.
For more information on this report, review the following document: Help Docs - Credit Card Detail.
The Unanet Administrator is also responsible for considering what happens to Unassociated transactions. There are two options, which include deleting the transactions or allowing them to stay in Unanet indefinitely.
- If the Administrator would like for the transactions to delete after a specified time, enter the appropriate number of days into the unasense.creditcards.import.purge_days property. If this property is set, the unassociated transactions older than the setting will automatically be deleted.
- Clients wanting to reconcile all corporate card transactions should not allow them to be deleted, but may need to consider some special expense types, like “personal expense”, that can be used for special accounting purposes.
The Administrator can provide access to the end-user to delete his or her own corporate card transactions, using the unasense.creditcards.allow_imported_item_delete.user property. This would be used if employees are allowed to charge personal items to their credit card; they should be able to delete these transactions. Please note that deleted transactions are no longer visible within Unanet reporting or within the expense report.
Handling Indirect non-reimbursable credit card charges
You may have charges on your card that pertain to indirect expenses that are company paid (and therefore non-reimbursable) such as utilities, rent, staff lunches, office supplies, etc. You have a few options here:
- You may elect to allow these charges to be purged automatically from Unanet if not used by a certain number of days (Admin property), and manage indirect expenses entirely in your accounting system. The advantage here is that Unanet isn't cluttered with indirect charges and you don't need to spend time associating these charges with projects. A consideration is that all expenses are purged after a certain number of days and this may include direct expenses. For that reason, you may choose to set the number of days before purge to something like 120 (4 months).
- You may choose to enter all charges into Unanet, associate those expenses with the appropriate indirect projects, and allow your expense export out of Unanet send those items as appropriate to the accounting system. This allows you to have visibility into the indirect projects in Unanet and any outside accounting system.
- You may choose to enter all charges into Unanet but not send those expenses to the accounting system. This allows you to account for these expenses in Unanet even though you are not sending them to your accounting system.