Typically, organizations provide certain employees with a corporate card so they can pay for approved business expenses, such as hotels, meals, rental cars, and flights, etc. without consuming their own funds or a company advance.
Oracle Fusion Expense provides functionality to seamlessly connect with Mastercard, Visa, American Express (AMEX), and Diners Club cards. Overall Corporate Card Configuration is divided into 6 major steps:
Bank Connection Establishment with Oracle:
- Connection with Corporate Card Issuer:
You must establish connectivity with the corporate card issuers to determine the transaction file format and the transaction file delivery frequency.
Oracle Fusion Expense supports the following protocols to connect to Banks and fetch corporate card transaction files:
- Secure HTTP (HTTPS)
- Secure File Transfer Protocol (SFTP)
As an example, for a connection establishment with AMEX: - To download corporate card transaction files you must setup Oracle Fusion Expenses to download data files in conjunction with the “Upload Corporate Card Transactions File” program.
Oracle Fusion Expenses uses SFTP-based connection to download data files from AMEX servers and can view the files from the Bank's URL - https://fsgateway.americanexpress.com
The host files are valid till 24 hours, once the file have been processed it will move from outbox to send folder, even if you just download the file.
Corporate Card Configuration in Oracle:
- Enter the bank account details (account name and password) into Oracle's Corporate Card Program.
- Sever details that starts with “SFTP” e.g., sftp://fsgateway.americanexpress.com/outbox.
Credit Card File Encryption:
Credit card file encryption is a security measure used to reduce the possibility of credit or debit card information being stolen.
In Oracle, by enabling Pretty Good Privacy (PGP) Encryption for Visa, AMEX, Mastercard, and Diner’s Club, Corporate Card Transaction files can be made more secure.
To do this, a customer must have an HTTPS or SFTP server at the customer’s site to receive files directly from the card issuer.
This involves the following prerequisites, which are taken care of by both the Customer and Card Issuer as well.
- Create a PGP encryption certificate in the Oracle Application with an alias EXM_PGP_KEY.
- Export the certificate and generate a Public/Private key from the Oracle Application.
- Provide the public key file to the card issuer and then the card issuer must encrypt the file using the public key.
- Verify that the files hosted on your HTTPS or SFTP server are encrypted.
- Then Upload the Corporate Card Transactions.
Upload Corporate Card Transaction File:
- Send the employee card list with all details (first name, last name, card number) to the bank in Excel format.
- Define the Industry Code to map the Expense type (e.g., 01 – Airfare, 02 – Transportation, 03 - Lodging).
- Define Corporate Card Expense type name like Airfare, Transportation, etc.
- Map this Corporate Card Expense type to the Industry code for the respective card type.
- Enable the Corporate Card option at the Expense Template Level and assign this Corporate Card expenses to the Expense Template.
- Run the upload program and verify the Corporate Card Transaction from the Expense Corporate Card Dashboard.
Corporate Card Issuer Payment Requests for “Company Pay” Transactions:
When you implement corporate credit card functionality, you must decide whether the company or the individual is responsible to pay the credit card issuer.
The three payment options that you can implement in Expenses are the following:
- Individual Pay: The employee pays the corporate card issuer for all corporate card transactions.
- Company Pay: Your company pays the corporate card issuer for all transactions; this is the most common and standard option that most of organization use.
- Both Pay: Your company pays the corporate card issuer for business expenses and the employee pays the corporate card issuer for personal expenses.
You need to run the ‘“Create Corporate Card Issuer Payment Requests” process to generate payment requests for corporate card issuers. This process has the following 3 components:
- Populate Payables “Open Invoice Interface” tables – For each corporate card, the Create Corporate Card Issuer Payment Requests process creates one invoice record in the Payables Open Invoice Interface table.
- Create Corporate Card Issuer Payment Requests – After populating the Payables Open Invoice Interface table, the Create Corporate Card Issuer Payment Requests process invokes the Import Payables Invoices process in Payables.
- Handle Processed and Rejected Expense Reports – During payment request creation, Payables rejects records in the Payables Open Invoice Interface table if errors exist, such as dates in closed accounting periods or invalid payment methods.
Manage Card Processing Validation Errors
The Oracle Fusion Expense module has the flexibility to track the records Transaction-wise, Card-wise, or Processed File-wise. The Corporate Card Dashboard is the one place where you will find all the tracking or monitoring records, validation error details, activation, and Inactivation of cards, and Assigned or Unassigned cards. By accessing the dashboard Card Administrators track all errors and take action accordingly.
Jade Global has exceptional experience in implementing multiple credit card integrations with the Oracle Fusion Expense module and can help you successfully implement the same.