Credit Card Expenses: Setup and Import

The details of Credit Card Expenses must be imported to the Star database and StarPM: Time and Expenses using Star PDM. They cannot be imported in StarPM.

Within each import, all expenses with the same Statement Date will be treated as a batch, and must be processed (completed and submitted for approal) in StarPM as a batch.

There are two Credit Card-related Import options in Star PDM: Credit Card File Import and Unprocessed Credit Card Import, both described below.

Staff Credit Card Records

Before Staff can submit Credit Card Expenses, credit card details must be recorded in their Staff record.

To locate a Staff record in Star PDM, select Manage / Staff, and either select the Staff record from Favourites or Recent selections, or select Search to invoke the Staff Search dialog.

Right-click within the grid for Options to Add, Edit, Delete, or Copy a credit card entry.

User Privileges

Switch Settings

Import Credit Card Transactions

The details of Credit Card Expenses must be recorded for import in a comma- or tab-delimited format. File type support is currently restricted to Microsoft Excel (.xls or .xlsx).

Staff member's Credit Card details are recorded - and validated - in the Staff Credit Cards section of the Staff record. The import will succeed only if the card details in the import file match corresponding details in the Staff record.

To import the Excel file:

1. Select Tools / Credit Card Import / Import Company Credit Card Transactions

   This displays the Credit Card File Import window.

   

2. Import Has Header Row - If the file to be imported has a header row (e.g. in Excel, the row containing column headers A, B, C, ...), then select this checkbox before selecting the file in the Path field. Those column headers will then be excluded from the Column Mappings selectors.

3. Path - Click the ellipsis button to open a file explorer, and locate and select the import file.

   If a file with the same filename as a selected import file has already been imported, then a warning to this effect is displayed and the Path field is not populated.

   Once an import file is selected, hover over the view full path icon: to view the full file path in a tooltip, or click the clear path icon: to clear it.

4. Column Mappings - Each of the transaction details represented by a drop-down control in this region should be mapped to a column in the import file. Simply select the appropriate column from the relevant drop-down control.

   Red control labels indicate details for which column mapping is mandatory. The Statement Date, for example, is mandatory if the import data relates to multiple accounts.

   Saved Mapping - If previous Column Mappings have been saved for re-use, they can be selected from this control. The transaction details will then be mapped accordingly.

   Optionally, to save the completed column mappings for future use, click the Save icon at the end of the Saved Mappings field.

5. Import - Click the import icon to start the import.

   

   Alternatively, to cancel the import, click the exit icon: The import is then cancelled and the window closed automatically.

   The Progress indicator at the foot of the window indicates how the import is progressing.

   The Import Options dialog is displayed.

   

6. Optionally, use the Import Options to filter the data you are importing to exclude any records in a selected column which match a specified Pattern (value); e.g. where an Originating Account column contains all or part of a specific account number.

   In this dialog, either:

   • Click No Filter to proceed with the import without filtering.
   • Click Cancel to stop the import and return to the Credit Card File Import window.
   • Complete the following fields before clicking Filter to proceed with the import:
   • Import Column - Select the column in the import file to be filtered.
   • Comparison Type - Select the appropriae comparator: Equals, Begins With, Ends With or Contains.
   • Pattern - Enter the specific value that you want the filtering to exclude.

   The Import Options window is closed.

7. When the file import has completed successfully, a confirmation dialog is displayed.

   

   Expense entries that pass validation are displayed in the app even if the import contains other expense entries that fail validation.

   If any Credit Card Numbers in the imported batch did not match the credit card details on any Staff record, this dialog states how many, and confirms that as a result the batch can not be validated.

   Where Credit Card details are not matched to a Staff record, expenses cannot be processed. You must first update the Credit Card Details on the relevant Staff record, and then complete the import using the Import Unprocessed Credit Card Transactions utility (from which you can also obtain the relevant credit card numbers).

   Click OK to close the confirmation dialog.

   Any successfully imported Credit card expenses are displayed in the StarPM: Time and Expenses, Unapproved Credit Card Expenses tab, pending submission.

Import Unprocessed Credit Card Transactions