Gorilla Expense offers a robust and fully automated integration of credit card data into Dynamics GP. This is available for GP10, GP2010, GP2013 and GP2015. Using our proprietary Gorilla Expense Integration App, the AP Manager can import credit card transactions (or the App can do it automatically), auto-code the transactions to specific expense types/cost categories using our mapping feature and then send the data to GP with a click of a button. Any relevant information supplied by the credit card company can also be referenced in the ‘Memo’ field in GP, within Payables > Distributions.
The advantages that the Gorilla Integration solution offers are:
- Send credit card data to GP throughautomation
- Complete visibilityof credit card expenses in GP
- Prevent duplicateexpenses in GP
- Improve thereconciliation process through analytics within Gorilla Expense
- Eliminate time consumingmanual work of keying in data
Gorilla Expense supports integration with all the major credit card companies – AMEX, VISA and MasterCard and their various file formats. The flavors of credit cards that we support range from the standard Corporate Credit Card for T&E Expenses to Purchase Cards or P-Cards.
Here is how the process works:
Step 1> The AP Manager opens the Gorilla Integration App and logs in as the Admin. Here we have selected GP2013 as the system to send the data to. The Integration App is typically accessed by the Admin user (belongs to Accounting/AP/IT etc.) in a company.
Logging into Integration App as Admin
Step 2> Once logged in we want to select and import the credit card file supplied by the card provider that is typically downloaded by the Admin on a weekly or monthly basis. In this example, we are using a file supplied by our AMEX corporate card on a monthly basis. The following screenshot shows how the Admin can select the respective card and its format.
Selecting the card and format
**Note: Depending on how the credit card program is setup and services offered by the card provider, Step 2 can be fully automated. In that case, the Gorilla Integration App will automatically ‘pick up’ and import the latest file supplied by the card provider. AMEX typically enables this offering by default for all their corporate card and P-card programs and Gorilla Expense recommends this approach**
In the screenshot below, the admin has selected the AMEX file – ‘Transactions.csv’ for import. The file was downloaded from our online AMEX account.
Selecting the file downloaded from the AMEX website
Step 3> Once the file is selected, the Integration App automatically associates the expense type and vendor using our mapping algorithm as shown in the screenshot below. This makes the transactions complete and no manual work is need to categorize the transactions.
Auto-allocation of expense type and vendor
Step 4> The Admin can now select all transactions or select specific transactions to import into the system and send to GP. The screenshot below shows that two transactions were selected to send to GP. Out of the two, only the one shaded in Green was sent. The transaction shaded in Yellow was already submitted earlier and is highlighted as a duplicate transaction. The Gorilla Integration App prevents duplicate transactions from being sent to GP by using the ‘Unique Identifier’ number supplied by the credit card as part of their file. This a is a powerful feature that saves AP Managers lots of time in checking for duplicates and also makes the reconciliation process easier.
Import transactions and prevent duplicates
Step 5> Once all the transactions are imported into the Gorilla application, they are dragged and dropped into a batch and send to GP through automation using the same Integration App. The transactions show up as invoices within a batch called ‘GORILLA’. Depending on the payment method defined in the Gorilla application, the invoices are created to pay the employee or the corporate credit card.
In this example, our AMEX card has the payment method defined as AMEX which is tied to the ‘AMEX’ Vendor ID defined in GP. Here are a couple of screenshots that show the expense data in GP > Payables.
Invoice in Payables
When Distributions is opened, the details from the transactions, namely the vendor and the report number are also made available to provide additional visibility for the CFO / accounting manager and to make it easier to search for expense data in GP.
Distributions in GP
This explains how credit card data can be integrated into GP using Gorilla Expense in a fully automated approach that provides huge time savings. The App is very flexible in allowing credit card data from multiple cards and various formats to be imported into the system. If you would like to see a live demo of the App or have any additional questions, please contact us at sales@gorillaexpense.com
About Gorilla Expense
Gorilla Expense is a leading global provider of T&E Expense Management Software for Microsoft Dynamics ERP. Our Expense Reporting, Mobile Apps, Integration Services & Analytics solutions give customers the edge they need to compete in the global marketplace. With our powerful solution, we are constantly proving that – Expense management doesn’t have to be so difficult! Learn more at www.gorillaexpense.com
The post Automated Credit Card Integration & Reconciliation for Microsoft Dynamics GP appeared first on goERPcloud.