Gorilla Expense offers a robust and fully automated integration of credit card data into Dynamics NAV. This is available for NAV2009 and NAV2013. Using our proprietary Gorilla Expense Integration App, the AP Manager can import credit card transactions (or the App can do it 100% automatically), auto-categorize the transactions to specific expense types/cost categories using our mapping algorithm and then send the data to Navision with a click of a button!
Typically the data is sent to the Purchase Journals in NAV (video of integrating expenses to Purchase Journals) so that an invoice is created to pay the credit card company. But we can also send the data to the General Journals (video of integrating expenses to General Journals) as well as Purchase Invoice screen (Visit our main Expense Reporting for Dynamics NAV page for more details). Any relevant information supplied by the credit card company in the data file can also be referenced in the ‘Description’ field within the Journals or Purchase Invoice Lines in NAV.
The advantages that the Gorilla Integration App offers are:
* Send credit card data to NAV through automation
* Complete visibility of credit card expenses in NAV
* Prevent duplicate expenses in NAV
* Improve the reconciliation process through reporting and analytics within Gorilla Expense
* Eliminate time consuming manual work of keying in data
Gorilla Expense supports integration with all the major credit card companies – AMEX, VISA and MasterCard and their various file formats. The flavors of credit cards that we support range from the standard Corporate Credit Card for T&E Expenses to Purchase Cards or P-Cards for making purchases on behalf of the employer.
Here is how the process works:
Step 1> The AP Manager opens the Gorilla Integration App and logs in as the Admin. Here we have selected NAV as the system to send the data to. The Integration App is typically accessed by the Admin user (belongs to Accounting/AP/IT etc.) in a company.
Step 2> Once logged in we want to select and import the credit card file supplied by the card provider that is typically downloaded by the Admin on a weekly or monthly basis. In this example, we are using a file supplied by our AMEX corporate card on a monthly basis. The following screenshot shows how the Admin can select the respective card and its format.
**Note: Depending on how the credit card program is setup and services offered by the card provider, Step 2 can be fully automated with no human intervention. In that case, the Gorilla Integration App will automatically ‘pick up’ and import the latest file supplied by the card provider from an FTP site. AMEX typically enables this offering by default for all their corporate card and P-card programs and Gorilla Expense supports this approach**
In the screenshot below, the admin has selected the AMEX file – ‘Transactions.csv’ for import. The file was downloaded from our online AMEX account.
Step 3> Once the file is selected, the Integration App automatically associates the expense type and vendor using our mapping algorithm as shown in the screenshot below. This makes the transactions complete and no manual work is need to categorize the transactions.
Step 4> The Admin can now select all transactions or select specific transactions to import into the system and send to NAV. The screenshot below shows that two transactions were selected to send to NAV. Out of the two, only the one shaded in Green was sent. The transaction shaded in Yellow was already submitted earlier and is highlighted as a duplicate transaction.
The Gorilla Integration App prevents duplicate transactions from being sent to NAV by using the ‘Unique Identifier’ number supplied by the credit card as part of their file. This a is a powerful feature that saves AP Managers lots of time in checking for duplicates and also makes the reconciliation process easier.
Step 5> Once all the transactions are imported into the Gorilla application, they are dragged and dropped into a batch and send to NAV through automation using the same Integration App. The transactions show up as invoices within a batch called ‘GORILLA’. Depending on the payment method defined in the Gorilla application, the invoices are created to pay the employee or the corporate credit card.
In this example, our AMEX card has the payment method defined as AMEX which is tied to the ‘American Express’ Vendor ID defined in NAV. Here is a screenshot that show the expense data in Purchase Journals in NAV.
All the details from the credit card transaction, namely the vendor and the report number are also made available to provide additional visibility for the CFO / accounting manager and to make it easier to search for expense data in NAV.
This explains how credit card data can be integrated into NAV using the Gorilla Expense Integration App. The App is very flexible in allowing credit card data from multiple cards and various formats to be imported into the system. If you would like to see a live demo of the App or have any additional questions, please contact us at [email protected]