Accounting Finance:Staff Credit Cards

Overview

The following process is for adding a staff member into the system as a customer for staff purchases that will be paid through credit card. Before this process can begin, the staff member must complete the Credit Card Authorization and Direction form and have it signed.

Update Credit Card Holder Spreadsheet

• Update Credit Card Holder List to include the staff member that will be added to the credit card list: Credit Card Holder List
• Enter:

1. Staff name
2. Account Number
3. Card Type
4. Effective Date
5. Special Terms ( Ex. if taking the entire balance on payment date or 30 days if blank)

Update Batch Processing Template

Template spreadsheet: Chase Template

Add the following information

• Profile (Account number, initials, card type V or M)
• Card Owner
• Email
• Account Type (Staff)
• Account Number

Create Orbital Profile

Log into the Orbital portal and select Admin -> Profile Management -> New Profile

Enter the following information:

1. Profile ID: Same as the Profile ID entered into the Batch Processing Template (Account #, Initials, Card Type)
2. Enter Customer Name
3. Unclick "Use Next Available Profile ID"
4. Country Code: Canada
5. Enter Email Address
6. Order Description: Customer Name
7. Click "Use Profile ID as Order Number"
8. Enter Card Information - Card Number and Expiration Date
9. Click Add

Add into Merchants

This will enter the Staff Member into the Mocha System

1. Navigate to the 70 - Bank EDI menu
2. Press F7 for Merchants
3. Press F6 to add the staff member
4. Enter the following information

• Customer Number
• Card type: V or M
• Account: Credit Card Number 000XXXXXX******XXX (# 0's, First 6 digits, 6 *'s, Last 4 digits)
• Cardholder Name as it appears on the Credit Card
• Card Expiry Date
• Email Address