Credit Card Transactions Screen Overview

  • Updated

The Credit Card Transactions screen gives users a single view of all card-based spend for their community. Use it to monitor transactions in real time, filter by status, identify transactions that require processing, and export data for reconciliation.

 

Permissions

  • Users with the Expenses or Expenses Administrator roles.

 

Access Credit Card Transactions Screen

  1. Navigating to the Expenses module and 

  2. Select Credit Card Transactions (on the left side panel).

 

Search and Customized Filters

  • Search: Searches by Transaction ID, Description and Supplier name.

  • Date: Customize date search, by clicking the Date field.

  • State: You can filter by Archived, Expense Created, Downloaded, Incomplete or Ready.

  • User: Search by the user designated to the credit card transactions entry.

 

States

States What This Means Usage/Reason
Archived

The transaction has been archived and is no longer active for processing.

 
  • The transaction is old and retained for historical purposes.
  • An administrator archived the transaction.
  • The transaction is no longer required for expense processing.
Expense Created
An expense record or expense claim has been created from the credit card transaction.
  • The transaction has been linked to an expense. 
  • Users can continue completing and submitting the expense if required.
  • The transaction generally cannot be used to create another expense.
Downloaded

The corresponding expense claim has been sent to the ERP or Finance System. 

 
  • The transaction exists in the system.
  • As soon as the linked Expense Claim goes to the ERP and reaches Downloaded.

  • When an expense claim changes to Downloaded state. Unimarket will find any linked Credit Cared Transactions and set them to Downloaded, also.
     Incomplete
The transaction has been started but is missing required information.
Complete the missing information before submission. Below are some of the reasons for the Incomplete state.
 
  • Missing receipt attachment.
  • Missing account coding. 
  • Missing business purpose or description.
  • Required custom fields have not been completed.
         Ready
The transaction contains all required information and is ready to be submitted or processed.
  • Required fields have been completed.
  • Validation rules have passed.
  • The transaction can move to the next stage in the approval or reimbursement workflow.

 

Actions Available

The available actions can be performed (dependent upon the transactions state). Which will populate by hovering to the right of the transactions and selecting More Actions (encircled three dots):

Action What it does Available to
Add to Expense

Adds the transaction to an expense claim. 

Two options are available: New Expense Claim or Existing Expense Claim (see below).

 Authorized User, Transaction owner
Add Note Attaches a free-text note to the transaction for context or audit purposes. Authorized User, Transaction owner
Archive Removes the transaction from the active view. Archived transactions remain visible under the Archived filter. Authorized User, Transaction owner

 

Import Credit Card Transactions

The Credit Card Transaction import feature is designed to regularly bring in transactions from a Bank or other finance system. These will represent payments made by end users, where they have been issued a Purchasing Card and are authorized to make purchases.

The purpose for bringing the transactions into Unimarket, is to ensure:

  • Accurate reconciliation of "after the fact" spend and 

  • Provide supporting documentation that justifies the purchase (e.g., receipts, account codes, additional form information).

 

Upload Credit Card Transaction Files

To prepare the mandatory CSV template file and upload Credit Card Transactions:

  1. Select Import. 
  2. Click Download Template, to download the required upload template.
  3. Select Download Specification, to view the requirements. 
  4. Once the template is completed, select Browse to attach the desired file.
  5. Click Process Import.

 

What's Next/Related