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 magnifying glass and the word Reset.
      1. Click Enter to retrieve the results
   2. Entering search criteria in the Advanced Search on the right hand side of the screen.
      1. Click Apply
5. Click on the employee.
6. Click on Credit Card.
7. Click on the Add button to add a new credit card number.
8. In the Credit Card Number field, 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).
9. Make the appropriate selection from the Credit Card Payment Type drop-down box.
10. Click the Save All button.

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

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. Search for the UNASSIGNED_CC_NO user in admin
2. Admin > Organization
3. In the Advanced Search, search for UNASSIGNED_CC_NO as the Employee ID
4. Click the Apply button
5. Select the user to display the user's profile 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 All"
7. Click the Move button.  It is small and easy to miss. It is right above the  "CC Last 4 digits" column.
8. A pop up will appear. Type in or select the correct Employee and Click the Move button
   

9.  The next time the schedule re-validation of the credit card transactions runs, those transactions will flow through to the assigned employee.  

   NOTE: As of version 5.5 and higher, 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 the scheduled job.