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GKTammy
Occasional Member - Level 2

Credit cards - Merchant code mapping

Has any one come up with a quick way of mapping the merchant codes for credit cards to their expense types?

Also if a transactions comes through without being mapped how can you check which merchant code it is and quickly map it?

4 Replies
JessicaL
Routine Member - Level 2

Re: Credit cards - Merchant code mapping

We have implemented Merchant Mapping. We ran an excel output from our credit card company that included a column for Merchant Code. Then, we sorted those and mapped each one to the most correct expense type. It was an exercise worth the few hours it took us as it saves time for our expense users.

Thank you,

Jessica Lynch
Associate Accountant & Travel Manager
Josh
Routine Member - Level 2

Re: Credit cards - Merchant code mapping

Hi @GKTammy,

As for a quick way, I don't think there's any function like an import that can accomplish this, unfortunately. Each Expense Type needs to be assigned any relevant Merchant Codes manually.

To check for transactions that come in, I believe you would need to build a custom report in Analysis / Intelligence (at least this is what must be done in Concur Standard). If you have a specific transaction from a specific cardholder you want to check, you can just build the report to find that info, and list the Merchant Code alongside it. You can use these fields to pull that info:

Expense > Expense Reports > Credit Card > Credit Card Accounts > Name on Card

Expense > Expense Reports > Credit Card > Credit Card Transactions > Posted Date

Expense > Expense Reports > Credit Card > Credit Card Transactions > Amounts > Posted Amount (reporting currency)

Expense > Expense Reports > Credit Card > Credit Card Transactions > Normalized Vendor > Vendor Name

Expense > Expense Reports > Credit Card > Credit Card Transactions > Additional Merchant Details > Merchant Code

From here, you can filter to the cardholder, a date range, and an amount to find the transaction in question.

Now, if you want info about codes that are not currently mapped to an Expense type, add these two fields to that report:

Expense > Expense Reports > Credit Card > Credit Card Transactions > Default Expense Type

Expense > Expense Reports > Credit Card > Credit Card Transactions > Additional Merchant Details > Merchant Description

With this info, you can filter the Default Expense Type to 'Undefined' and the report will return any Merchant Codes that do not have a Default Expense Type assigned to them. The Merchant Description field is a must, as these Undefined transactions most likely will not have any normalized vendor info.

You can export that report to Excel, examine any codes that are Undefined, view which merchants the code applies to, and decide internally if you want to map these to avoid coding errors in the future, or if not. Like Jessica said, this process may take some time, but it would definitely be worth it if you're constantly running up against this issue.

Cheers!

 


Josh
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GKTammy
Occasional Member - Level 2

Re: Credit cards - Merchant code mapping

Thanks Josh this was really helpful!

Josh
Routine Member - Level 2

Re: Credit cards - Merchant code mapping

Glad to help! Smiley Very Happy


Josh