If your company is using corporate credit cards, ProSpend can receive the transactions every day. The administrators will see a section called "Bill Cycle" under Claims.

Within the bill cycle section, ProSpend will show a separate bill cycle for each statement period. The current bill cycle will be marked as Open and all the previous ones are marked as Closed.

New Cards

When the system receives transactions for a new card, it creates a claim but will not link that claim to any user. It will send an email about the new card to the nominated payers or admins. They would then go into the bill cycle section, click into the bill cycle which has Unlinked Claims and then assign the claim to the correct claimant.

Once the claim has been linked, the card will be created for that claimant in their profile and all the future transactions will be linked to that claimant automatically.   

New Card Emails

To enable the new card emails for payers or admin, please go into the user profiles as an admin, scroll down to the end of the screen, tick the box next to Card Management Emails and save the changes.

Bill Cycles for Business Credit Cards (Manual Imports)

Currently, if you're using .csv or .ofx or .qif files to import the credit card transactions into ProSpend, every time you do an import, the system will create new claims. This will create issues such as ending up with multiple claims per cardholder per statement period, if you're uploading them frequently or if you upload one file at the end of the statement period, it might not give enough time for the claimants to do the reconciliation.

With the bill cycle feature for business credit cards, you can upload files as frequently as you want to but have only one claim per cardholder per statement period.

As an admin, you have access to the Bill Cycle section.

You can add a bill cycle for each statement period in here.

When you're adding a new bill cycle, you will need to choose the Card Type which will most often be "Company Card", enter the Account which can be form of identifier of the bill cycle, and the Period.

Once the bill cycle is created, it will appear on the main bill cycles page.

If you have entered any incorrect details while creating the bill cycle, you can change them by clicking on the Edit link against the bill cycle.

You can then go into that bill cycle and import the first file using the Import function.

In the import function, the system should default all the bill cycles details you have entered when creating the bill cycle. You will need to just choose a file from your computer and Upload it.

Once the file has been imported, the system will take you back to the bill cycle page where you can see all the claims that have been imported. If the card numbers have already been linked to a claimants, the system will match the claims to the claimants. If not, the system will still create the claims but with a Please Assign option, so you can assign the claims to the claimants. When you assign the claims to the claimants, the system will also create a credit card for that claimant in their user profile and in the future, the system should automatically link the claims to that claimant.

You can continue to import the files as often as you want using the same Import function. If there are transactions for any of the existing credit cards in that bill cycle, the system will just add them to the existing claims. If there are any new cards, the system will create new claims.

The claimants can access the claims immediately after the first upload and start the reconciliation process. However, they won't be able to submit the claims until the bill cycle is closed.

Once you upload the last file for that bill cycle (statement period), you can go back into the bill cycle and click on Close Bill Cycle.

Once you confirm that and close the bill cycle, the system will send an email to all the claimants within that bill cycle saying that the bill cycle has been closed and they can now submit the claims. The claimants can then make sure that all the expenses within those claims are completed after which they can submit the claims for approval.

You can then open a new bill cycle for a new statement period and repeat the process.