Credit Card Setup

Admins can assign corporate credit card numbers to employees for use in Expense. Before assigning credit cards to employees, expense payment types need to be created. Any number of credit cards can be assigned to an individual employee.

To assign credit cards to employees:

1. Click on Admin
2. Click on Organizations to expand the menu.
3. Click on Employee
4. Find the employee you want by either
   1. Entering either their first or last name in the search box at the top next to the filter icon.
      1. Click Enter to retrieve the results
   2. Entering search criteria by clicking the filter icon  on the right-hand side of the screen.
      1. Click Apply
5. Select the employee.
6. Click on Credit Card tab.
7. Click on Add.
   1. Credit Card Number* - Enter the credit card number with no dashes or spaces, only digits. This field is limited to 30 characters. Once you save, the credit card number will be encrypted and be replaced with ENC###.Last4digits (Ex: CC# 1234-5678-9456-1234 would become ENC###.1234).
   2. Name - Enter a name for the credit card
   3. Payment Type* - Select a payment type from the drop-down box.
8. Click Save.

To add more just click on the Add button and repeat the process.

 * Indicates a required field

To assign UNASSIGNED_CC_NO credit cards to employees:

When DATABASICS attempts to load a transaction that belongs to a credit card that has not been assigned to a user, the application automatically assigns it to the UNASSIGNED_CC_NO user. You need to move these numbers to the correct user so the transactions can be placed in the correct Employees bin.

1. In Admin → Organization→ Employee 
2. Using the filter icon, search for UNASSIGNED_CC_NO as the Employee ID
3. Click on Apply.
4. Select the user to display the user's profile 
5. Click on the Credit Card tab. This will display all credit cards that are not assigned a user for which DATABASICS has transactions.
6. Highlight the credit card you want to move and verify that the payment type is correct. If the payment type is incorrect, change it to the correct payment type and click "Save"
7. Click on Move.
8. A pop up will appear. Type in or select the correct Employee 
9. Click on Move.

10. The system auto-validates the credit card charges and assigns them to the employee once you click on Move the UNASSIGNED_CC_NO to the employee without waiting for a scheduled job.