Ideas for Acumatica

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Expense Claim Processing for Company Credit Cards

1. Companies provide employees with credit cards that are paid out of a company account. 

2. When employees use the card, the employee must enter an expense claim to properly attach receipts and categorize the expense. This helps track expenses to a project. It also helps track expenses without involving finance.

3. Employees also have out of pocket expenses that are reimbursed through the standard process.

Needed: an easy way to enter company credit card charges on an expense claim so that the appropriate expense account is debited and the credit is linked to a cash clearing account linked to the commercial credit card. 

Suggestion: add field to the expense report grid where employee can select from out-of-pocket, credit card account 1, credit card account 2, etc. 

Current Workaround: currently people enter 2 expense reports, one for out of pocket expenses and another for credit card expenses. The expense report for credit card expenses it linked to a 'dummy employee' called Doug Visa. Doug Visa is paid as a vendor and is linked to the credit card cash account. 

  • Douglas Johnson
  • Oct 8 2015
  • Shipped
  • Attach files
  • Douglas Johnson commented
    September 25, 2019 13:33

    This feature is available in 2019 R2.

  • Randy Bonnette commented
    September 03, 2019 09:05

    Hello,

    Our company is waiting for the updates too. Our clients have corporate credit cards and we need to record corporate card expense - thus, the expenses could be easily assigned to the appropriate project and cost code.

    Randy B (Nic Inc.)

  • Art Ardolino commented
    April 10, 2019 12:22

    FYI, our current workaround is to create a single expense claim, one per month for each corporate credit card, using a separate employee record (also one per credit card).  At the end of each month, the expense claims are released and then immediately marked as paid to a clearing account.  Then, when importing transactions from the bank, we identify transactions that were on the expense claim (a manual and time consuming process since there are so many charges) and then also post them to the clearing account (instead of the expense account).  Theoretically, if all expenses are accounted for, the clearing account results in a zero balance.  If not, we have to export the account details for the clearing account for that month, identify the charges that were not recorded on the expense claims (or other bills that were paid with that credit card, e.g. monthly recurring bills) and then identify what is missing and add them.  We typically don't release the expense claim until we have all expenses accounted for (this way, if employee missed a transaction, they can add to expense claim before releasing).  It's the best solution we can come up with right now.  At least we can make sure we account for everything (and we don't double-post transactions/expenses), but its extremely time consuming.

  • Art Ardolino commented
    April 10, 2019 12:17

    This is badly needed.  We use credit cards for everything, and many of our clients do, too.  It's so time consuming to reconcile expenses as well when you import transactions from the bank.  Ideally, the CC expenses should import into Automatica automatically (dare I say, like Quickbooks or Expensify) so that people can claim them.  And then, when the expense claims are submitted, need to be able to do transaction matching when reconciling transaction statements from the individual transactions to the expense claims (bills) that are released.

  • Jean McClelland commented
    January 23, 2019 23:19

    Another workaround that a couple of our clients are using is to create two non-stock expense items; e.g. AirfareCCC and AirfareOOP - Corporate Credit Card and Out of Pocket.

     

    That's still cumbersome and prone to errors on the employee's part, but I think it is better than two expense reports.

     

    I also like the idea that the expense report feed the credit card liability account but that might not work due to the way standard Acumatica deals with CC accounting.

  • Tanya Kratzer commented
    December 10, 2018 16:02

    What is the status? 

  • Guest commented
    December 06, 2018 20:19

    Acumatica team - please look at a customization we have previously developed for other clients.  It should help expedite.  We designed it to accrue on the GL all credit card transactions while only creating an AP bill for the employee for the reimbursable amount.

  • Tanya Kratzer commented
    October 11, 2018 19:48

    Also on purchase card import: we have had this request for almost 90% of our clients and prospects moving to Acumatica. Plumbline Consulting actually created this add-on for Dynamics SL, however they have not committed to writing this for Acumatica.  http://www.plumblineconsulting.com/our-products/creditpurchase-card/  

  • Glen West commented
    August 21, 2018 21:30

    It would really be nice if the credit card receipts also would feed reconciliation of the credit card statement.

  • Admin
    Feedback Admins commented
    July 27, 2018 17:18

    Acumatica partners and customers: a special Focus Group meeting was held on August 8, 2018 to review credit card processing requirements.

  • Cheryl Mortvedt commented
    May 26, 2017 20:50

    Any progress on this?  We have a new client coming up on the system with MANY field employees.  They are not very tech savvy. Having them enter 1 expense report will be a change in mindset.  Having them enter 2 will likely not even happen.

     

    Thank you!

  • Tanya Kratzer commented
    November 22, 2016 20:10

    So many companies submit a hybrid of expense reports. Example, I may use a corporate procurement card for purchases against a project, but I have to submit mileage on the project as well. Entering two expense reports to handle this is cumbersome to those out in the field. I believe Business Portal for Dynamics SL handled this years ago.