Maintaining Merchant Codes

Objective

After completing this lesson, you will be able to manage merchant codes.

Merchant Codes Overview

The Merchant Code Mapping tab in the Company Card page is where you map merchant codes to expense types. You can assign a merchant code to only one expense type; however, you may assign multiple merchant codes to a single expense type. When a company card transaction enters the system with a merchant code that is not assigned in the table, the system labels the expense type as "Undefined."

You cannot edit merchant codes because industry standards define them. The system pre-loads these defined codes during the initialization process. If a feed provides an unrecognized merchant code, the system adds it and labels it as "Undefined" when it appears in an expense report. You can map this Undefined expense type code just like other merchant codes.

The image displays a web page titled Merchant Code Mapping to Expense Types. Tabs include Manage Accounts, Manage Transactions, Merchant Code Mapping, Settings, and View Import Logs. A note says the page lists merchant codes associated with their expense types. Filters show dropdowns for Expense Type and Begins With, a text field, and a Search link. A Modify button sits above a table with columns for Expense Type and Status. Examples shown are 01 Transportation (Not Mapped), Airfare (Mapped), Airfare Ticket Tax (Not Mapped), Airline Fees (Not Mapped), Alcohol (Mapped), Awards (Not Mapped), Bank Fees (Mapped), Booking Fees (Not Mapped), and Breakfast (Mapped).

Manage Merchant Codes

To map merchant codes:

Steps

  1. From the Company Card page in Tools, select the Merchant Code Mapping tab.

    The image displays a Company Card screen titled “Merchant Code Mapping to Expense Types.” The top tabs are Manage Accounts, Manage Transactions, Merchant Code Mapping (highlighted), Settings, and View Import Logs. A filter bar lets you find an Expense Type that begins with a typed value and includes a Search button. A Modify button appears below. A table lists Expense Type and Status. Most items show Not Mapped. Some items show Mapped, including Courier/Shipping/Freight, Printing/Photocopying/Stationery, and Office Supplies/Software.

  2. Select the name of the expense (Airfare, Lodging, etc.) in the Expense Type column, performing a search if necessary, then select Modify.

    The image displays a Company Card screen titled Merchant Code Mapping to Expense Types. It shows tabs for Manage Accounts, Manage Transactions, Merchant Code Mapping, Settings, and View Import Logs. It shows filters set to Expense Type and Begins With with a search field and a Search link. A Modify button appears above a table with columns for Expense Type and Status. The table lists items such as Fuel and Gifts - Staff marked Mapped, and zNot Used-Duplicating, zEntertainment-Other, 04. Entertainment, Incidentals, Japan Public Transportation, zNot Used-Limousine, 01. Travel Expenses, Hotel, and Hotel Tax marked Not Mapped. The row for Incidentals is selected.

  3. Select Map New.

    The image displays a Company Card page titled Assign Merchant Code to Expense Type Incidentals. It shows tabs for Manage Accounts, Manage Transactions, Merchant Code Mapping, Settings, and View Import Logs. A note explains that the page lists merchant codes already associated with the expense type and that removing a code disassociates it but keeps it available for other types. Filters let you find every merchant code where Merchant Code begins with a value, with a search field and a Search link. Action buttons include Map New, Modify, and Unmap. A table below has columns for Merchant Code, Merchant Code Description, and Vendor, and it is currently empty.

  4. Highlight the Unmapped Merchant row and then select the Map button, followed by the Return to Merchant Code Mapping button.

    The image displays a Company Card page titled Assign Merchant Code to Expense Type Incidentals, with tabs for Manage Accounts, Manage Transactions, Merchant Code Mapping, Settings, and View Import Logs; a note explains the page lists unassigned merchant codes to map; filters let you find where Merchant Code begins with a value, with a search field and a Search link; a Map button appears above a table with columns for Merchant Code, Merchant Code Description, and Vendor; sample rows include 826 LIFE INS - LIFE PROTECT, 827 LIFE INS - LIFE SAVINGS, 850 MAGAZINES, 833 MEDICAL, 832 TRAVEL, 848 WHSL COMP SOFTWR/HARDWR, and 847 WHSL PLUMB/HEAT/REF HVAC; the row 832 TRAVEL is selected; pagination shows Page 17 of 21 and “Displaying merchant code 801 - 850 of 1002”; a bottom button reads Return to Merchant Code to Expense Type Mapping.

Summary

  • Use the Merchant Code Mapping tab to manage merchant code assignments.
  • Assign one merchant code per expense type, but multiple codes per expense type are allowed.
  • Unmapped codes are labeled "Undefined."
  • Predefined codes cannot be modified.

Learning

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