When importing credit card expenses into ProcureDesk before using the upload transactions feature, it's crucial to first map the account name for each user to ensure accurate data mapping.
Prerequisites
Before proceeding, ensure:
You have Admin access in ProcureDesk.
Step-by-Step Instructions
Log in as Admin:
Use your admin credentials to log in to ProcureDesk.
Edit User Details:
Navigate to the Users section.
Locate the user for whom you want to map the account name and click on the Edit (pen) icon.
Update Cardholder Information:
Go to the Expense tab in the user profile.
Update the Cardholder Number field with either the user's name or the card number.
Ensure this field is unique for each user.
Save Changes:
Click on Update User to save the changes.
Important Notes
Unique Cardholder Number: The cardholder number must be unique for each user. It can be the user’s name or the actual card number, but it must match what is in your transaction file to ensure accurate mapping.
Purpose of Mapping: The system uses the cardholder number to accurately look up and associate expenses for each user during the upload process.
FAQs and Troubleshooting
1. Why is it important to map the account name for each user?
Mapping the account name ensures that the system can accurately associate uploaded transactions with the correct user. Without this mapping, the system may not be able to match expenses correctly, leading to errors.
2. What happens if two users have the same cardholder number?
If two users have the same cardholder number, the system may incorrectly assign transactions, leading to data inconsistencies. Always ensure that each user has a unique cardholder number.
3. Can I update the cardholder number after the transactions have been uploaded?
Yes, you can update the cardholder number, but you may need to re-upload transactions if the previous mapping was incorrect. It's best to ensure the correct mapping is done before importing expenses.
4. What should I do if the transactions don't upload correctly?
Double-check that all required fields in the transaction file are properly mapped to the corresponding fields in ProcureDesk. Also, ensure that the cardholder number in the user profile matches the identifier used in the transaction file.
5. How do I handle missing or incorrect vendor names in the transaction file?
If vendor names are missing or incorrect, you can leave the vendor field blank during mapping and update it later within the system after the transactions have been uploaded.