Charges Tab of the Credit Card Statement Reconciliation Form

Use this tab to view and clear the posted company-paid expense report and AP disbursement charges that reconcile with a charge on a credit card statement.

Contents

Fields

Field Description
Secondary Account Click , and on the Secondary Account lookup select the desired secondary accounts that you want to display in the Credit Card Charges grid. The charges for all secondary credit card accounts for a primary credit card display in the grid on the Charges tab by default. You can filter the charges in the grid and choose one or more specific secondary accounts to display in the grid for easier viewing or to focus on specific missing charges.
Missing Charges Select this option to display only the uncleared charges for a statement. These are the charges that do not have the Cleared check box selected in the Credit Card Charges grid.

If you import credit card statements into Vision and you use the auto-clear option (on the Credit Card Charges grid toolbar or on the Credit Card Statement Selection dialog box): The charges that remain uncleared by Vision are the charges for which the amounts in the Imported Amount and Payment Amount fields are not the same.

All Charges Select this option to display both cleared and uncleared charges in the Credit Card Charges grid.

Credit Card Charges Grid

Each row in this grid displays a charge from a secondary credit card.

If you import charges into Vision for a primary credit card:

  • The grid displays the charges that you imported directly into this statement using the Import > Import Charges option on the toolbar of the Credit Card Statement Reconciliation form. These charges have an amount in the Imported Amount field in the grid.
  • Any credit card charges that were posted via expense reports and AP disbursements that do not have a matching imported charge display in the grid if the transaction date of the posted charge falls between the dates entered in the Range of Dates fields on the Main tab of the Credit Card Statement Reconciliation form. These charges have an amount in the Posted Amount field and no amount in the Imported Amount field in the grid.
  • A row in the grid that has amounts in both the Imported Amount and Posted Amount fields represents an imported charge that has a matching charge from a posted expense report or AP disbursement. Vision automatically makes this match based on transaction ID.

If you do not import charges into Vision for a primary credit card:

The charges that display in this grid are the posted employee expense report and AP disbursement transactions that are associated with a secondary credit card that have a transaction date within the range of dates entered in the Range of Dates fields on the Main tab of the Credit Card Statement Reconciliation form. These charges have an amount in the Posted Amount field in the grid.

Credit Card Charges Grid —Toolbar

Field Description
Credit Card Charges Drop-Down

Click the drop-down arrow on a grid header to complete any of the following actions:

  • To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer.
  • To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally.
  • To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display.

Not all options are available on all grids.

Insert This option displays only if you do not import charges from a credit card statement into Vision for a primary credit card. Click to insert a row into the grid and manually enter a charge that is included on your credit card statement, but it has not been entered in Vision yet. This allows you to track missing charges. You can enter the secondary credit card, date, description, and missing charge amount for the missing charge. After an employee enters the missing charge on an expense report or AP disbursement and posts it, you can clear both the missing charge and the posted charge that is associated with it.
Delete This option displays only if you do not import charges from a credit card statement into Vision for a primary credit card. Click to delete a selected row in the grid. You can delete only the rows that contain missing charges that you inserted in the grid.
Details Select an expense report or AP disbursement charge in the grid, and then click this option to view more information about it in the Details dialog box. This applies only if the charge in the grid has been entered in Vision. There are no details to view for imported charges that do not have a matching Vision posted amount.
Clear Select one or more charges in the grid, and then click to select the Cleared check box for the charges. Alternatively, you can click the check box directly in the grid to select it. Clearing a charge means that a charge entered in Vision (through a posted expense report or AP disbursement) matches a charge on your credit card statement.
Unclear Select one or more charges in the grid, and then click to clear the Cleared check box for the charges. Alternatively, you can directly click a selected check box in the grid to unclear it.
Auto Clear This applies if you imported charges from a credit card statement into Vision. Click to have Vision automatically select the Cleared check box for any charge in the grid that has the same amount in both the Imported Amount and Posted Amount fields. The same amount in both fields means that the charge on the credit card statement has a matching posted charge entered in Vision.

Charge Card Grid — Fields

Some of the fields in the grid are different or they behave differently, based on whether or not you import credit card charges for a primary credit card. The differences are noted in the descriptions below.

Field Description
Cleared When this check box is selected, it indicates that a charge on your credit card statement has a matching charge posted in Vision (a company-paid expense on an employee expense report or an AP disbursement that is paid with a credit card). The charge is reconciled.

If you import charges from a credit card statement into Vision for a statement

When the amounts in the Imported Amount and Posted Amount fields are the same for a charge, this means that there is a posted amount in Vision that matches the imported amount from the credit card statement for the transaction ID. Select the Cleared check box for this charge. You can also use the Auto-Clear option on the Charge Card grid toolbar or the Autoclear imported charges with entered charges based on Transaction ID check box on the Credit Card Statement Selection dialog box to have Vision compare the amount in both the Imported Amount and Posted Amount fields and automatically select the Cleared check box for any charge for which these amounts are the same.

If you do not import charges from a credit card statement into Vision for a statement

Compare the charges in the grid with a paper copy of your credit card statement. Select the Cleared check box for any posted charge in the grid that has a matching charge on the credit card statement.

Secondary Account This displays the secondary credit card account for the charge. Each primary credit card has one or more secondary credit cards that are issued to employees.
Transaction ID This field displays only if you import charges from a credit card statement into Vision. This is the unique transaction ID for a charge that is defined by the credit card company on the credit card statement. This field is blank if you have chosen not to include the transaction ID when you import charges into Vision. (You make this selection on the Import tab in Credit Card Configuration.)

If you import transaction IDs into Vision: This field prefills with the transaction ID for a charge from the imported file. If employees enter and post expense reports before the charges are imported into Vision (which is the opposite of the ideal workflow of adding imported charges to an expense report after the charges from a statement have been imported into Vision), there will be two rows in the Credit Card Charges grid instead of one row for the charge. To manually tie the two charges together, select the posted expense report charge in the Credit Card Charges grid, and click Details on the grid toolbar. In the grid on the Details dialog box, enter the transaction ID or select the transaction ID from the drop-down list in the Transaction ID field. When you return to the Charges tab, the two previously separate rows in the Credit Card Charges grid are now one row with the same amounts in the Imported Amount and Posted Amount fields.

Date If you import charges from a credit card statement for a primary credit card, this field displays the transaction date that is imported into Vision. It should be the same date that is entered for the employee expense report.

If you do not import charges from a credit card statement for a primary credit card, this field displays the transaction date from either the posted expense report or AP disbursement.

Credit Card Merchant/Description This field displays only if you are importing charges from a credit card statement into Vision for a primary credit card. This field displays the description of the charge from the statement that is imported into Vision. This helps you match the charges entered in Vision to the charges on a credit card statement. On the Details dialog box for a charge, you can view the description that was entered on the employee expense report or AP disbursement. This description can be different from the description entered on the employee expense report or AP disbursement.
Expense Report/Voucher This field displays only if you are not importing charges from a credit card statement into Vision for a primary credit card. This displays the identifying information for Vision expense report or AP disbursement charges. For expense reports, this field displays the employee name and expense report name. For AP disbursements, this field displays the vendor name, invoice number, and invoice date.
Description This field displays only if you are not importing charges from a credit card statement into Vision for a primary credit card. This field displays the line item description from either the posted expense report or AP disbursement.
Imported Amount This field displays only if you import charges from a credit card statement into Vision. This is the amount of the charge that is imported into Vision from your credit card statement.
Posted Amount This is the amount of the company-paid expense transaction that was posted in Vision for an employee expense report or an AP disbursement.

This amount could be the sum of multiple records associated with the same transaction ID, such as when you split a charge between multiple clients or projects.

The amount in the Posted Amount field will be blank in the following scenarios (when you import charges for a credit card statement into Vision):
  • An employee expense report with a company-paid charge has not been posted yet, but it is in process, submitted, or approved. (The Transaction Status field in this grid displays In Process, Submitted, or Approved).
  • An employee has not added an imported charge that displays in the Expense Report application to an expense report yet.

Click the blue, underlined amount in this field to view more information about the charge in the Details dialog box. This is the same Details dialog box that opens if you select a charge and then click Details on the grid toolbar.

Amount This field displays only if you are not importing charges from a credit card statement into Vision for a primary credit card. This field displays the charge amount from either the posted expense report or AP disbursement.
Missing Charge Amount This field displays only if you are not importing charges from a credit card statement into Vision for a primary credit card. When you use the Insert option on the grid toolbar to insert a missing charge, enter the amount of the missing charge in this field.

Missing charges are charges that are included on your credit card statement, but which have not been entered in Vision yet. Entering the missing charges here helps you keep track of the missing charges. After an employee enters the missing charge on an expense report or AP disbursement and posts it, you can clear both the missing charge and the posted charge that is associated with it

Document If Vision has been configured to allow you to upload supporting documents, click the icon in this field to open the Supporting Document dialog box to view any supporting documents, such as sales receipts, for a company-paid charge for an expense report. The documents were previously uploaded when the expense report was entered in Time & Expense.
This field displays one of the following icons:
  • — This icon, which has a green check mark, indicates that one or more supporting documents has been uploaded for the charge. Click the icon to open and view any supporting documents on the Supporting Document dialog box. Although you cannot upload supporting documents from this dialog box, you can upload documents for posted expense report charges by clicking the Details option on the Credit Card Charges grid toolbar. Then click the icon in the Document field on the Details dialog box to open the Supporting Document dialog box and upload a document.
  • — This icon, which has a blue up arrow, indicates that either there are no supporting documents uploaded for the charge, or Vision has not been configured to allow you to upload supporting documents. When you click the icon, the Supporting Document dialog box opens and contains no supporting documents, or you receive a message informing you that Vision has not been configured for supporting documents. Check with your system administrator about configuring Vision for uploading documents.
Transaction Status This field displays only if you import credit card charges into Vision for a credit card. If an imported charge has been added to an expense report in Time & Expense, the status of the expense report displays in this field. Possible statuses are: Posted, In Process, Submitted, or Approved. This field is blank if an imported charge has not been added to an expense report yet.

Click the blue, underlined status in this field to view more information about the charge on the Details dialog box. This is the same Details dialog box that opens if you select a charge and then click Details on the grid toolbar.

User-defined fields These fields display only if you selected the Display in Review/Reconciliation option in the Import tab in Configuration > Accounting > Credit Cards.

Fields

Field Description
Include Missing Charges from Prior Statements Select this check box to also include the following charges in the Credit Card Charges grid: Charges that do not have the Cleared check box selected on prior credit card statements.
Parent Topic: Credit Card Statement Reconciliation Form