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Administrator Guide
Last Updated: 2023-06-23
Troubleshooting: Expense Credit Cards

Troubleshooting: Expense Credit Cards

Can't switch usage from Expenses to Procurement on a corporate credit card billing account.

On the corporate credit card billing account, you assigned 1 or more credit cards to external committee members (ECMs) or contingent workers.
Reassign the credit cards to a different corporate credit card billing account.
    Security:
    Set Up: Credit Card
     in the Common Financial Management functional area.
  1. Access the
    Find Credit Cards for Corporate Credit Card Billing Account
     report.
  2. On the
    Corporate Credit Card Billing Account
     prompt, select the account that's in error.
  3. From the related actions menu of the credit card that's assigned to the ECM or contingent worker, select
    Credit Card > Edit
    .
    To switch the usage to procurement, the cardholder must be an employee.
  4. In the
    Corporate Credit Card Billing Account
     prompt, select a different account.
  5. Access the
    Edit Corporate Credit Card Billing Account
     task.
  6. In the
    Usage
     prompt, select
    Procurement
    .

Expense payees can't add credit card transactions on their expense reports.

  • The cardholder has an inactive payee ID.
  • The credit card is missing a cardholder.
  • Two or more people have duplicate cardholder IDs.
    Security:
    Process: Credit Card
     domain in the Common Financial Management functional area.
  1. Access the
    Find Cardholder Listing Files
     report.
  2. In the
    Corporate Credit Card Billing Accounts
     prompt, select the affected billing accounts.
  3. On the
    View Cardholder Listing File
     page, click
    Fix Errors
    .
  4. In the
    Cardholder
     prompt in the grid, for:
    • Cardholders with inactive IDs, select a different cardholder.
    • Credit cards with missing or duplicate IDs, select a cardholder.

Workday doesn't assign a cardholder at credit card file load.

Your financial institution didn't include the correct employee ID on the credit card file.
Contact your financial institution and verify that they include the correct employee ID on the file you import.

Workday generates credit card data for an erroneous file.

You imported a credit card transaction file by accident or imported an incorrect file.
    Security:
    Process: Credit Card
     domain in the Common Financial Management functional area.
  1. Access the
    Maintain Credit Card Transactions
     task.
  2. In the
    Credit Card Transaction File
     prompt, select the erroneous file.
  3. Select the credit card transactions to close and update the status from
    New
     to
    Closed
    .

Workday creates duplicate credit cards with transactions.

When you load credit card transactions and there's inconsistent credit card information in Workday and in the credit card input file.
    Security:
    Set Up: Credit Card
     domain in the Common Financial Management functional area.
  1. Access the
    Find Credit Cards
     report to find the duplicate credit card.
  2. From the related actions menu of the duplicate credit card, select
    Credit Card
    Edit
    .
    Select the
    Reassignment Enabled
     check box.
  3. From the related actions menu of the duplicate credit card, select
    Credit Card
    Move Credit Card Transactions
    .
    Select the credit card to move the credit card transaction to.
  4. From the related actions menu of the duplicate credit card, select
    Credit Card
    Edit
    .
  5. Enter these values:
    Option
    Value
    Credit Card Description
    DO_NOT_USE
    Account Status
    Canceled
    Cancel Date
    The current date.

Can't change the payment responsibility for a corporate credit card billing account with expense usage.

The AMEX or Mastercard credit card has existing credit card transactions that are expensed or not yet expensed.
  1. Create a new corporate credit card billing account with the correct payment responsibility.
  2. Create a new credit card with both the:
    • New corporate credit card billing account.
    • Same masked credit card number as the old credit card.
  3. When you have expensed transactions, access the
    Find Expense Reports
     report.
    1. In the
      Corporate Credit Card Accounts for Expense Report
       prompt, select the old credit card billing account.
    2. Cancel the expense report.
    Security:
    Process: Expense Report - Reporting
     domain in the Expenses functional area.
  4. Access the
    Maintain Credit Card Transactions
     task.
    1. In the
      Corporate Credit Card Accounts
       prompt, select the old credit card billing account.
    2. Select the credit card transactions to close and update the status from
      New
       to
      Closed
      .
    Security:
    Process: Credit Card
     domain in the Common Financial Management functional area.