System Process Document

Managing Credit Card Transactions

Department
Responsibility/Role
File Name 27806509.doc
Revision
Document Generation Date 19/01/2010 09:59:00
Date Modified 1/19/2010 09:59:00 AM
Last Changed by
Status

Managing Credit Card Transactions

Trigger:

Concept
You can set up Oracle Internet Expenses to enforce credit card transaction submission, manage
outstanding transactions and manage Inactive Employee Transactions.

In this topic, you will set up credit card policies and generate credit card usage reports for
employees.

Required Field(s) Comments

Output - Result(s) Comments

Additional Information

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Procedure

Step Action
1. Begin by navigating to the Define Credit Card Usage page.

Click the Internet Expenses Setup and Administration link.

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Step Action
2. Click the Internet Expenses Setup link.

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Step Action
3. Click the Credit Cards tab.

Step Action
4. Use the Define Credit Card Usage page to set your usage policies. Usage policies
encourage employees to use their corporate credit cards for certain expenses. You
can limit the amount of cash expenses an employee can report for certain expense
categories. Employees who exceed the predefined limit receive a message
reminding them to use their corporate credit card for this kind of expense. The
auditor and manager are also notified of the policy violation.

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Step Action
5. Click the Use Policy link.

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Step Action
6. Click the Card Usage link.

Step Action
7. Click the Define Cash Limits button.

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Step Action
8. The Define Limits for Cash and Other Expenses page enables you to specify the
expense category limits for each operating unit.

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Step Action
9. Enter the desired information into the Operating Unit Name field. Enter "Vision
Operations".

Step Action
10. Click the Go button.

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Step Action
11. Enter the desired information into the Accommodations field. Enter "50".

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Step Action
12. Enter the desired information into the Car Rental field. Enter "100.00".

Step Action
13. Enter the desired information into the Meals field. Enter "250.00".

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Step Action
14. Enter the desired information into the Miscellaneous field. Enter "100.00".

Step Action
15. Click the Save button.

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Step Action
16. Click the Apply button.

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Step Action
17. Click the Transaction Submission link.

Step Action
18. Use the Enforce Credit Card Transaction Submission page to encourage
employees to submit their credit card expenses promptly. You can enforce
submission by setting an age limit for the transactions. Internet Expenses compares
the system date to the posted date of the transactions to determine if a transaction is
older than the limit. If an
employee has unsubmitted transactions older than the age limit, the employee is
prevented from submitting cash only expense reports until they submit at least one
outstanding credit card transaction.

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Step Action
19. Click the Define Age Limits button.

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Step Action
20. The Define Transaction Age Limits page enables you to define age limit for an
operating unit that determine when a user must submit existing corporate card
transactions.

Step Action
21. Enter the desired information into the Operating Unit Name field. Enter "Vision
Operations".

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Step Action
22. Click the Go button.

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Step Action
23. Enter the desired information into the Transaction Age Limit (Days) field. Enter
"25".

Step Action
24. Click the Save button.

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Step Action
25. Click the Apply button.

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Step Action
26. Click the Home link.

Step Action
27. Click the vertical scrollbar.

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Step Action
28. Click the Payables, Vision Operations (USA) link.

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Step Action
29. Click the vertical scrollbar.

Step Action
30. Click the vertical scrollbar.

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Step Action
31. Click the Other: Requests: Run link.

Step Action
32. Use the Submit a New Request page to choose to process a single request or
request set. Single requests are only the jobs that you have defined in your
parameters settings. Requests Sets enable you to process multiple requests and or
reports.

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Step Action
33. Click the OK button.

or Press [Alt+O].

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Step Action
34. Use the Submit Request page to enter general request and report parameters.
These parameters include report title, operating unit, language, when to run the
request or process, and what to do with the output.

Step Action
35. Click in the Name field.

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Step Action
36. The Credit Card Outstanding Transactions Summary Report generates a report
that summarizes the total amount of outstanding transactions.

Enter the desired information into the Name field. Enter "Credit Card
Outstanding Transactions Summary Report".

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Step Action
37. Click in the Parameters field.

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Step Action
38. Use the Parameters page to enter the request parameters. These parameters will be
used to define the processing rules and data to be included when the report or
request is run.

Step Action
39. Click in the Card Program field.

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Step Action
40. Enter the desired information into the Card Program field. Enter "CR_032".

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Step Action
41. Click in the Employee Status field.

Step Action
42. Enter the desired information into the Employee Status field. Enter "Current
Employees".

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Step Action
43. Click the OK button.

or Press [Alt+O].

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Step Action
44. Click the Submit button.

or Press [Alt+m].

Step Action
45. Click the No button.

or Press [Alt+N].

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Step Action
46. Click the View menu.

or Press [Alt+V].

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Step Action
47. Click the Requests menu.

or Press [R].

Step Action
48. The Find Requests page enables you to query specific requests.

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Step Action
49. Click the Specific Requests option.

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Step Action
50. Click in the Request ID field.

Step Action
51. Enter the desired information into the Request ID field. Enter "5175515".

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Step Action
52. Click the Find button.

or Press [Alt+i].

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Step Action
53. Use the Requests page to view the status of submitted report or request processes.

Step Action
54. Once the request status Phase is Completed, you can view the details of the report.
Click the View Output button to view your report.

Click the View Output button.

or Press [Alt+p].

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Step Action
55. Click the Close button.

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Step Action
56. Click the Submit a New Request... button.

or Press [Alt+m].

Step Action
57. Click the OK button.

or Press [Alt+O].

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Step Action
58. Click in the Name field.

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Step Action
59. The Credit Card Outstanding Transaction Management program generates a
report that summarizes transactions according to their aging buckets and based on
the status of the transaction. The program also sends notifications to employees and
managers for unsubmitted transactions, and can also escalate notifications up the
management hierarchy if employees do not submit their transactions on time.

Enter the desired information into the Name field. Enter "Credit Card
Outstanding Transactions Management (Details)".

Step Action
60. Click in the Parameters field.

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Step Action
61. Click in the Card Program field.

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Step Action
62. Enter the desired information into the Card Program field. Enter "CR_032".

Step Action
63. Click the OK button.

or Press [Alt+O].

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Step Action
64. Click the Submit button.

or Press [Alt+m].

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Step Action
65. Click the No button.

or Press [Alt+N].

Step Action
66. Click the Find Requests button.

or Press [Alt+i].

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Step Action
67. Click the Specific Requests option.

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Step Action
68. Click in the Request ID field.

Step Action
69. Enter the desired information into the Request ID field. Enter "5175551".

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Step Action
70. Click the Find button.

or Press [Alt+i].

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Step Action
71. Click the View Output button.

or Press [Alt+p].

Step Action
72. Click the vertical scrollbar.

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Step Action
73. Click the horizontal scrollbar.

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Step Action
74. You have successfully managed credit card transactions.
End of Procedure.

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