You can access the credit card transactions in your Ibistic by selecting the menu “Credit transactions” under the heading “Travel and expense – Settlements”:
There you will see an overview of all the credit card transactions that are in process. This overview looks like the following example:
On the left of this overview you see a list of all the credit card transactions and on the right, you see a window showing the details of the selected credit card transaction. Initially this widow is empty, but you will be able to see all the details of a credit card transaction if you select one by checking off the icon on the left of the credit card transaction here:
When you’ve done that you will be able to see all the details of that transaction on the right in the detail window.
The list consists of several information columns which show the following information:
- If you click here, you select all the credit card transactions on this page.
2. This column shows the card holder and the supplier of the card to which the transaction belongs.
3. This column shows where and when the transaction was made.
4. This column shows on which date the transaction arrived in Ibistic.
5. This column shows the status of the credit card transaction and who the who the owner of the transaction is.
6. This column shows the amount of the transaction in the local currency and what that currency is.
- This column shows what the transaction amount is in the currency of your company.
8. This column shows if it’s the company or the employee that’s liable for the transaction, and if it’s reimbursable.
9. This column shows to which cost type and merchant category type the transaction belongs.
10. This column shows if there are any comments attached to the transaction – If there is, you can view it by hovering the mouse cursor over the comment.
11. This is a search filed that you can use to quickly find a transaction in the list.
12. If you click here you will open a new window on the far left of the screen which you can use to filter the credit card transactions based on criteria such as status, card holder, amount, currency and many others – and the filter view looks like this:
When you’ve selected a credit card transaction in the list by checking off the icon on the left of it, the following actions will become available:
- When you click here delete a credit card transaction completely from the list. But please note that you can only delete credit card transactions for which users are personally liable, and you cannot delete credit card transactions with company liability.
- When you click here the distribution window will become available which you can use to distribute the selected credit card transaction to a specific user. This window – and how to use it – will be described in more detail in the paragraph “Distribution of credit card transaction” later in this user manual.
- When you click here you will revoke the credit card transaction, if it’s been sent to the wrong user. After you’ve revoked it you will be able to distribute the transaction again to the right user.
- When you click here you archive the transaction, which means that it’s been deleted, but that’s it’s still visible in the overview. It will forever have the status: “Archived”, and it cannot be distributed.
Please note: You can only archive transactions with the following statuses: “New”, “For Allocation”, “Rejected” and “Revoked”.
- When you click here you send a reminder to a user, letting him know that he has a credit card transaction for processing.
- This function enables you to create a cost based on the credit card transaction. But only if a cost type has already been linked to the Merchant Category Type of the transaction. If that is not the case, this function cannot be used to create a cost.
- clicking this will show you a complete overview of what has happened to this credit Card Transaction since it arrived in the system from the bank.
- When you click here the filter view will become available (as described earlier)
Distribution of credit card transactions:
The first time a user receives credit card transactions the transaction will have to be distributed to that user manually by an accounting user – and if the accounting user has made sure to activate the “Enable default routing to this worker” function when it’s done, then all credit card transactions for this user with these variables will be automatically distributed to this user after that point.
When you wish to distribute one or more credit card transactions to a user for the first time, you can do that by checking off the icons to the left of the transactions in questions, and then clicking on the “Distribute”-button as described earlier. When you click on it you will be shown the following screen:
In this distribution window you can do the following:
- This is where you select the office in which the user who you wish to send the transaction is situated
- Select the user who you want to send the transaction here.
- This is where you select the Payment instrument of the transaction that’s connected to this user.
- This is where you enable the “Enable default routing to this worker” function. If this function is enabled, all new transactions with these variables will be routed to the selected worker.
Please note that previously defined routings of these values will be deleted. With this in mind, this functions should almost always be enabled, as this will save time in the future, as accounting users won’t have to distribute every transaction manually to this user.
- When you click this button, the transaction will be distributed to the selected user.
- If you click here the distribution will be cancelled, and you will return to the overview of transactions.
If it’s not the first time that a transaction has been distributed to a user, but if for instance a transaction has been revoked to the accounting users to once again be distributed, then you can still distribute the transaction using this function. In that case the distribution window - which pops up, when you click on the “Distribute”-button – will look as follows:
1. You leave this button (number 1) enabled if you wish to distribute the transaction to the default user, which is a user that has already had an automatic routing set up for him for transactions such as this one. And then all you have to do is to click on the “Distribute”-button (number 3) and the transaction will be distributed to that user.
But if you want to select a new user to whom you want to distribute the transaction, you simply disable that button (number 1) and then select the correct office, user and payment instrument, and then finally click on “Distribute” (number 3). That will result in the new user receiving the transaction.
2. Should you want this type of transaction to be distributed to this new user automatically in the future, then you just activate this “Enable default routing to this worker”- button. As a result, the next time that a transaction comes in for this user, the system will automatically distribute it to that user.
3. Click here to cancel the distribution.
Status of credit card transaction
This is a list of what the different statuses of the transactions mean:
New/Revoked: This means that the transaction is ready for distribution to the user to which the transaction belongs. It is only possible to revoke transactions that have the status “For allocation”.
For allocation: The transaction has been distributed to the user, and that user will be able to create a cost based on that transaction.
Allocated: The user has already used the transaction to create a cost in a settlement, but the settlement has not yet been sent out into the workflow.
For processing: The user has sent the entire transaction – or part of it - out into the workflow. The settlement is being processed.
Processed: The settlement with the transaction has been transferred to the accounting system.