Supporting Document Dialog Box in Credit Card Reconciliation

Use the Supporting Document dialog box to view documents that have been associated with a company-paid charge from an employee expense report for a credit card statement reconciliation.

The associated documents are usually sales receipts that were uploaded for an expense report item in Time & Expense > Expense Report.

You can also upload supporting documents for posted expense report charges on this dialog box.

This dialog box opens only if Vision has been configured to allow you to upload supporting documents. See your system administrator if it has not been configured.

Location

To open the dialog box, complete the following steps:

From the Vision Navigation menu, click Accounting > Credit Cards > Credit Card Reconciliation.
On the Credit Card Statement Selection dialog box, complete the information to select a statement, and click Select.
On the Credit Card Statement Reconciliation form, open the Charges tab.
In the Credit Card Charges grid, select a charge from an expense report, and perform one of the following actions:
- Click the icon with the green check mark in the Document field in the grid.
  On the Supporting Document dialog box that opens, you can view existing supporting documents, but you cannot upload new ones.
  
  If you click the icon with the blue arrow, the Supporting Document dialog box opens, but there are no supporting documents.
- On the Credit Card Charges grid toolbar, click Details. In the Details dialog box, click the icon with the green check mark or the icon with the blue arrow in the Document field in the grid.
  On the Supporting Document dialog box that opens, you can upload documents for posted company-paid charges from an expense report as well as view the existing supporting documents for the expense report charge.

The text at the top of the dialog box displays the secondary credit card code, transaction ID, date, and amount for the credit card charge that you selected.

Supporting Document Grid — Toolbar

Field	Description
Supporting Document 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.
Upload	This field applies in Credit Card Reconciliation and not in Credit Card Review. This option is enabled when you access the Supporting Document dialog box from the Details dialog box for posted expense report charges, whether you import the charges or not. (You select a posted charge in the Credit Card Charges grid on the Charges tab. Then click the Details option on the grid toolbar. In the grid on the Details dialog box, click the icon in the Document field to open the Supporting Document dialog box.) Use this option to upload an associated document for an expense. You cannot upload documents for in-progress, submitted, or approved expense report charges, AP disbursements, and imported charges that are not associated with a posted charge in Vision.
View	In the Supporting Document grid, select a document that you want to view. Then click to open the file and view it.
Delete	This option is enabled only when you access the Supporting Document dialog box in Credit Card Reconciliation (not Credit Card Review). It is enabled after you upload a supporting document from within Credit Card Reconciliation (by opening the Details dialog box and clicking the icon in the Document field to upload on the Supporting Document dialog box). In the grid in the Supporting Document dialog box, select a document that you want to remove as a supporting document for a credit card charge. Then click Delete to remove the file.

Supporting Document Grid — Fields

Field	Description
File Name	This field displays the name of the file that is attached to the selected credit card charge.
Description	This field contains the description of the file.
Print with Invoice	This field displays in the grid when the Upload toolbar option is enabled on this dialog box. If this check box is selected for a billable expense and the Expense Reports option is selected in the Print Supporting Documents section on the Billing Backup tab of the Billing Terms form, the document will print along with the invoice.

Buttons

Field	Description
OK	This button is enabled only when you access the Supporting Document dialog box in Credit Card Reconciliation (not Credit Card Review). This button is enabled when the Upload toolbar option is enabled on this dialog box. Click this button to close the dialog box. Any changes that you made on the dialog box are saved.
Cancel	Click this button to close the dialog box. Any changes that you made on the dialog box are not saved.
Help	Click this button to open the help topic for the dialog box.

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