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Administrators can now search for Credit Card Batches in the systemThe Credit Card Batch Utility displays the list of Credit Card Batches/files loaded in the system on daily basis, this way the administrators can view and make sure the credit card data is loading successfully, check the number of transactions included in each batch and if any of the transactions have failed to load in the system due to an unassigned credit card number or undefined field. such as currency. Once the batch is found an Administrator may view batch reports, change batch status, re-validate, or un-duplicate transactions.
- Expand Utilities.
- Click Credit Card Batch Utility.
- Filter your search results with the following criteria to the right in Advanced Searchunder the Filter menu. If you do not wish to filter against certain criteria, leave it blank. You must make at least one selection.
Field | Description | |
|---|---|---|
Batch No | Credit Card Batch Number | |
Description | Batch Description Start | |
| Date | Start Date of Search Criteria | |
End Date | End Date of Search Criteria | |
Status | Batch Status | |
Template | Credit Card Template Range | Selecting a date range would retrieve the batches loaded within the selected timeframe |
Date From | Retrieves the batches loaded on and after the specified date | |
Date To | Retrieves the batches loaded on and prior to the specified date | |
Status | Batch Status: Loaded: the batch is loaded but the transactions have not been made available to the end users Released: the batch is loaded and the transactions are made available to the end users Hold: The Batch has been loaded and the transactions released, but placed on hold for a specific reason to temporarily hide the transactions from the end user's view Closed: The Batch has been loaded, released and closed as the transactions no longer need to be visible to the end users. | |
CC Template | Credit Card Template. The transactions are loaded in the system using different load templates that are credit card vendor specific. For example AMEX uses GL 1025 template, Visa users VCF or Visa Template. Selecting a specific CC Template as a search parameter would retrieve the batches that were loaded in the system using that specific template. Your company may be using a single or more templates, depending on the corporate card programs your company is signed up for. | |
Exception | Searches for Batches with Failed or Duplicate Transactions | |
DB Trans . No | Transaction Number | |
Trans . Description | Transaction Description | |
File Name | Batch File Name |
- Click the Apply button.
From this window, you may print reports, change batch status, re validate batch or Un-duplicate transactions. Select row for additional to display lower pane with additional options or click column total hyperlinks for detailed credit card transaction reports.
To create, re-validate or change batch status
Use the following steps to create, re-validate or change status of a credit card batch.
- Select the Credit Card Batch you wish to perform action on
- Click on the Action button
- Select the new Status
- Create - Creates batch, only available when batch is in the loaded status
- Re-validate - Re-validates all transactions in the batch, in case any of the prior transactions had originally failed to load in the system due to an unassigned credit card number or another reason, the system will re-attempt to load them to see if any of the data has been fixed.
- Draft/On Hold - Places batch to On Hold Draft status, this make makes credit card transactions unavailable
- Release - Releases the batch and makes transactions available for users
- Close - Closes batch and make credit card transactions unavailable
- Click Yes
- View the batch status column to see if the status was changed.
To view and un-duplicate credit card transactions
Credit Card Batches that include duplicate transaction will provide an addition Duplicate tab in the lower details panel, once a row has been selected.
- Select Batch row
- Select Duplicate tab
- Select the charge (s) to un-duplicate
- Select Action button
- Select Un-duplicate button
- Provide reason for un-duplicating Select Un-duplicate buttonin the Note field
- Click Save
- View Action Result Message
| Info |
|---|
The batch must be re-validated before Un-duplicated transactions will be moved to users user's available credit card transactions. |
Individual Failed Transactions
Use the following step to view individual failed transactions.
- Select Batch row
- Select Failed tab
- Select File Line No hyperlink to see individual failed transaction
Summary Report
To view a summary report of all returned batches, select the options menu 
then click on the Print button.