Setting Credit Cards

1Credit Card Integration

Oracle Web Employees Credit Card Integration DocumentationSupplement

This documentation supports Release 11.03A. In Release 11.03A WebEmployees supports credit card integration. This documentationsupplement is new for Release 11.03A, and does not replace anypreviously released documentation.

Note: You can locate more information about the Payables windowsdiscussed in this documentation supplement in either the OraclePayables User’s Guide or the Payables online help.

Credit Card Integration

Integrating corporate credit card information with Web Expensesmakes the preparation and administration of expense reports easier.Credit card integration minimizes the number of paper receiptsemployees have to keep and track, and makes expense report entryfaster and less error prone.

Credit card integration potentially makes keeping some paper receiptsin–house unnecessary, because credit card suppliers provide a completeand accurate audit trail of your employees’ credit card transactions.You could reduce the number of paper receipts necessary to processexpense reports by not requiring employees to submit paper receiptsfor expenses charged on a corporate card.

Oracle Web Expenses integrates with the following four major creditcard suppliers:

• American Express

• Diner’s Club

• US Bank Visa

• GE Capital MasterCard

After credit card data files are imported and validated, employees canview a list of their corporate credit card transactions while creatingtheir expense reports. Employees can choose which corporate cardtransactions to include on their expense report. If an employee choosesto include a corporate card transaction on their expense report, thenWeb Expenses automatically populates a receipt with information fromthat credit card transaction.

2 Oracle Web Employees 11.0.3A Documentation Supplement

Credit Card Integration Overview

The following is an overview of how to integrate corporate credit carddata with Web Expenses.

1. Make the necessary arrangements with your corporate credit cardprovider to send data files with the transactional data from yourcorporate credit cards to you. Receive data file from credit cardprovider, and transfer the data file to a local directory.

2. Record general information about the corporate credit cardprogram in which your organization participates. See: Credit CardPrograms: page 2.

3. Set up your credit cards. See: Credit Cards: page 3.

4. Modify the credit card import control file that imports yourcorporate credit card data. Note: this step does not need to berepeated. See Setting Up the Import Control File: page 4.

5. If your corporate credit card provider is US Bank Visa, or GECapital MasterCard, modify your init.ora file. Note: this stepdoes not need to be repeated. See: Modifying the init.ora File:page 5.

6. Import and validate credit card transaction data into theAP_CREDIT_CARD_TRXNS_ALL table. See: Credit Card TransactionImport and Validation: page 7.

7. Enter a value for the Web Expenses:Maximum Days to Show CreditCard Transactions profile option. See: Clearing Unused CreditCard Transactions: page 9.

8. Test your work. See: Testing Credit Card Integration Set Up: page 9.

Credit Card Programs

Use the Credit Card Programs window to record the credit cardprograms in which your company participates. When you record acredit card program, you designate the program as a corporateprocurement card program, or as a corporate credit (travel) cardprogram.

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Prerequisites

❑ Enter the organizations that provide your corporate credit cardsprograms as suppliers. Include all information including paymentterms and supplier site.

� To define a corporate travel card program:

1. In the Credit Card Programs window of Payables, enter a uniquecard program name and a description of the program.

2. Select the credit card brand of the program.

3. Select Travel as the Card Type.

4. Select the supplier that provides this corporate travel cardprogram.

5. Select the supplier site.

6. Enter the name of the employee who administers the corporatetravel card program.

7. To specify a day on and after which this credit card program can nolonger be used, enter an inactive date.

8. Save your work.

Attention: Web Expenses does not use the Exposure Limitfield, therefore you should leave this field blank.

Credit Cards

Use the Credit Cards window to record the names of employees whohold corporate credit cards, and the numbers of the credit cards theseemployees hold. When recording credit cards, you designate the creditcard program to which the credit card belongs.

Prerequisites

❑ Create a credit card program for the corporate credit card yourorganization uses. See Credit Card Programs: page 2.

� To define a credit card:

1. In Payables, navigate to the Credit Cards window.


2. Select the credit card program to which the credit card you want todefine belongs.

3. In the Card Member Name field, enter the name of the employeewho holds the card as it appears on the card.

4. In the Employee Name field, enter the name of the employee whoholds the card.

5. Enter the number of the credit card the employee holds.

6. Save your work.

Setting Up the Import Control File

Before you can import credit card data you must make a singlemodification to the control file that imports your corporate credit carddata. To make this modification, you first identify theCARD_PROGRAM_ID of your credit card program, and then add thisnumber as a constant to a control file.

Note: You set up the import control file once. You do not have torepeat this procedure every time you load credit card data files.

Identifying a CARD_PROGRAM_ID

Prerequisites

❑ Create a credit card program for the corporate credit card yourorganization uses. See Credit Card Programs: page 2.

� To identify the CARD_PROGRAM_ID of your credit card program:

1. In Payables, navigate to Credit Card Programs window.

2. Choose Help.

3. Choose Tools, Examine, and then enter your password. This opensthe Examine Field and Variable Values window.

4. Select the triangular button to the far right of the Field prompt.This opens the Choose a field window.

5. Select the field: CARD_PROGRAM_ID. Choose OK.


6. Note the number that appears in the Value field. You enter thisnumber in the control file.

7. Choose OK

Modifying a Control File

Control File Directory and File Names

The control files for the credit card import process are located in thefollowing directory:

$AP_TOP/bin

Use the table below to determine which control file you need to modify.

Corporate Credit Card Control File

American Express apxamex.ctl

Diner’s Club apxdiner.ctl

GE Capital MasterCard apxgecmc.ctl

US Bank Visa apxusbv.ctl

� To modify a control file:

1. Open the control file you want to edit in a text editor..

2. Replace the number for the credit_card_id constant so it matchesexactly the CREDIT_CARD_ID number you identified from theCredit Card Programs window.

3. Save your work and close the control file.

Modify the init.ora File

Attention: This set up step should only be performed by the OracleDBA assigned to the Oracle Applications database.

When you receive your data files from your credit card provider youmust save these files in your system. Due to SQL*Loader constraints,US Bank Visa and GE Capital MasterCard data files requirepreformatting before they are loaded into the


AP_CREDIT_CARD_TRXNS_ALL table. If your credit card provider isUS Bank Visa or GE Capital MasterCard you must:

• save your credit card data files in a directory path listed by theUTL_FILE_DIR parameter in your init.ora file

• include the directory path specified by the APPLPTMP variable inthe $APPLTOP/APPLSYS.env file as a directory path in theUTL_FILE_DIR parameter in your init.ora file

If your credit card provider is American Express or Diner’s Club, youdo not have to save your credit card data files in a directory path listedby the UTL_FILE_DIR parameter in your init.ora file.

Note: You modify the init.ora file once. You do not have to repeatthis procedure every time you load credit card data files.

Prerequisites

❑ Note the directory path specified by the APPLPTMP variable in the$APPLTOP/APPLSYS.env file. You must add this directory pathto the UTL_FILE_DIR parameter in your init.ora file.

� To modify your init.ora file:

1. Locate the init.ora file for the applications database. This fileshould be located in the $ORACLE_HOME/dbs directory, but mayhave a different name as the administrator may have copied andcreated a special file for the applications database.

2. Using a text editor, open the init.ora file.

3. Search for the UTL_FILE_DIR parameter.

4. Add a new directory path to the UTL_FILE_DIR parameter andcopy your credit card data file to this directory. (You can also copyyour credit card data file to an existing directory listed by theUTL_FILE_DIR parameter.)

5. Add the directory path specified by the APPLPTMP variable in the$APPLTOP/APPLSYS.env file to the UTL_FILE_DIR parameter.

Note: When completed, the Oracle DBA must stop and restart thedatabase before the database recognizes these values. To verifywhether these values are present in the database, queryV$PARAMETERS.


Credit Card Transaction Import and Validation

Depending on which credit card program your company uses, you runone of the following four request sets to import and validate corporatecredit card data files:

• American Express Transaction Load and Validate

• Diner’s Club Transaction Load and Validate

• US Bank Visa Transaction Preformat, Load, and Validate

• GE Capital MasterCard Preformat, Load, and Validate

After the request set completes, check the log file to determine whetherany transactions have been rejected.

Request Set Submission

You submit these request sets from the Submit Requests window.

Request Set Parameters

American Express and Diner’s Club

Data File: Enter the path and file name that identifies the data file youwant to load.

GE Capital MasterCard and US Bank Visa

Input Data File: Enter the path and file name that identifies the datafile you want to preformat.

Note: GE Capital MasterCard and US Bank Visa files must be storedin a directory path listed by the UTL_FILE_DIR parameter in yourinit.ora file.

Output Data File: Enter the path and file name where you want tosave the preformatted data file.

Credit Card Transaction Validation Report

This report validates all credit card transactions in theAP_CREDIT_CARD_TRXNS_ALL table that have not been


successfully validated. At the end it also gives the total number oftransactions processed, the total number rejected, and the total numbervalidated.

The Credit Card Transaction Validation Report lists invalid transactionsaccording to one of following rejection reasons:

• Duplicate Transactions

• Invalid Billed Amounts

• Invalid Billed Currency Codes

• Invalid Billed Dates

• Invalid Card Numbers

• Invalid Merchant Names

• Invalid Posted Currency Codes

• Invalid Transaction Amounts

• Invalid Transaction Dates

Report Submission

You submit this report from the Submit Requests window.

Selected Report Headings

Billed Amount: The amount of the billed charge.

Billed Currency Code: The ISO code for the billed currency.

Billed Date: The date the transaction will be or has been billed.

Card Number: Number of credit card used to make the transaction.

Merchant Name: Name of merchant.

Posted Currency Code: The ISO code for the posted currency.

Transaction Amount: The amount of the transaction.

Transaction Date: Date of transaction.

Reference Number: A unique number assigned to each transaction atthe point of sale.

Transaction ID: A unique number assigned to each transaction by thecredit card provider.


Clearing Unused Credit Card Transactions

An unused credit card transaction is a credit card transaction that hasbeen loaded and validated but not applied to an expense report in WebExpenses. You can use the Web Expenses:Maximum Days to ShowCredit Card Transactions profile option to control how long unusedcredit card transactions appear in Credit Card Transactions page. (TheCredit Card Transactions page is the page from which users choose thecredit card transactions they want to include on their expense reports.)If a credit card transaction has not been used in an expense report formore than the number of days you specify here, Web Expenses willremove it from the list available to employees while entering expensereports.

If you do not specify a maximum number of days, Web Expensesdisplays unused credit card transactions in the Credit CardTransactions page indefinitely. Because the Credit Card Transactionspage can display only 200 transactions, we suggest you enter a valuefor the Web Expenses:Maximum Days to Show Credit CardTransactions profile option.

� To define how long unused credit card transactions are available foruse:

1. Use the System Administrator responsibility to navigate to theSystem Profile Values window.

2. Query the Web Expenses:Maximum Days to Show Credit CardTransactions profile option.

3. Enter the maximum number of days unused credit card transactionare available for use in Web Expenses.

4. Save your work.

Testing Credit Card Integration Set Up

After you have loaded and validated a credit card data file, employeescan view their credit card transactions in Web Expenses.

Prerequisites

❑ Identify an employee who has transactions included in an importedcredit card data file.


� To test credit card integration set up

1. Log on to Web Expenses.

2. Select Create New Expense Report, enter whatever information isnecessary, then select the Enter Receipts button. This opens theEnter Receipts window.

3. Select the Get Credit Card Transactions button. You should see alist of credit card transactions.

Setting Credit Cards

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