All virtual cards, whether processed through the pre-funded or credit model, can be managed within the Enhanced ePayment Vcard Management window. This window displays all virtual card payments, the status of each card, and current balance. This information is automatically pulled in from the ePayment portal.
Additionally, there are a number of actions that can be accomplished to reconcile your virtual card payments within Dynamics GP.
Virtual Card Payment Status
The status of virtual cards that have changed during the day (typically cards swiped by your vendors) will be reported on a nightly basis. Cards can be displayed in any of the following status:
- Issued: This means the card has been issued by the virtual card company and sent to the vendor, but the vendor has not yet “swiped” it.
- Used: A used card signifies that the vendor has received and “swiped” the card, but not for the fully issued amount.
- Drained: means the virtual card has been used by the vendor for its fully issued amount, or the vendor has used a partial amount and the remainder has been written off.
- Voided indicates a card that has been voided and is no longer active.
Filter your view by card status:
- Click on the desired status or use control + click to select multiple status
- Select Redisplay.
You can also use the radio buttons to filter by Checkbook ID, Payment Date, Vendor ID, Expiration Date and Remaining Balance.
The various columns in this window give important information related to card balances and usage.
- The Payment Amount column indicates the original amount of the payment for which the virtual card was issued.
- Amount Used displays whether the vendor has “swiped” the card, and how much it was swiped for. In most cases, the full amount of the issued payment will appear here once used by the vendor.
- The Write-Off Amount shows the value of an unused amount that has been written off. Learn how to write-off a remaining balance here.
- Amount Paid displays the dollar amount that has been paid to the virtual card company for cards that have been issued to your vendors. When using the credit model, this amount will change as you create new payments to the MEEP vendor at the end of each credit period.