Help Center Administrator GuideServiceExpense

Card Usage Status

This feature is available after applying for WORKS Finance.

In the Card Usage Status, you can check the usage history data scraped from credit card companies. You can also check the corporate card usage history and errors that occurred in the linkage process.

  • To use the ‘Card Usage Status’ menu, set credit card company linkage status to ‘Y’ in ‘Expense > Settings > Expense Settings’. Then enable credit card company linkage status in ‘Expense > Settings > Manage Card’.
  • The card must be within the expiration date, and the validity check result must be normal.
  • As credit card companies handle card approval and cancellation data differently, variations may occur in the imported data due to scraping methods. To check the history more accurately, compare with the approval history provided on the corporate card website.

Approval History

You can check the history of transactions approved by the credit card company by confirming the usage limits and card validity when a corporate card was used to purchase company goods. The corporate card approval history is displayed by scraping data from the corporate credit card company. Since the batch work is executed in the early morning based on KST, you can check the approval history for the previous day. The history is properly viewed only if the corporate card has not expired and the Card Validity Check result is Normal. Regarding card usage history, only the approvals generated after linkage are collected.

The Approval History screen is laid out as follows.

Area Description
① Search Window Searches the transaction approval history by card number, approval date, place of use, settlement status, document number, payment status, approval status, transaction type, sales type, and currency code.

  • If the time zones set by the company and individual user are different, GMT of the company's standard is displayed.
  • Approval Date: Date on which the corporate card use was approved, set from the first day of this month until today by default and viewed by changing the search section
  • Card Number: Completes automatically by entering a 4-digit corporate card number. Click the card number area to check the card information and cardholder.
  • Place of Use: Merchant that the corporate card was used for
  • Payment Status: Whether the withdrawal slip is processed in accounting
    • Paid: This is a case where the withdrawal slip was processed in accounting management after completing the expense settlement request. It may differ from the actual time of payment.
    • Canceled: This is a case where the expense settlement request was completed but the decision was made not to pay the expense in accounting management ( Accounting slip reversal).
  • Settlement Status: Settlement status of the approval history
    • Settlement: Case that completed the expense settlement request
    • Not Settled: Case that didn't request expense settlement
    • Settlement Delegated: Case where the corporate cardholder delegated settlement of a history of usage by another employee to the employee who used the card
    • Settlement Excluded: Case that was excluded from settlement by the corporate cardholder based on the judgment that the case is not subject to an expense settlement request
    • Settlement Not Available: Case that can't be settled because the settlement period set by the company has expired.
② Download Downloads the list of transaction approval history as an Excel file (Refer to Download List of Approval History).
③ Exclude From Settlement Excludes the selected transaction approval history from settlement. Hover the mouse over to check the reason. (Refer to Excluding From Settlement)
④ Delegate Settlement Delegates settlement of the history to another user. Hover the mouse over to check the reason. (Refer to Delegating Settlement)
⑤ Approval History List Checks the transaction approval history as a list.

  • International transactions of corporate cards are displayed 3 to 5 days after payment as the amount calculated by applying the exchange rate of the payment date and applicable fees.
  • No-pre-auth transactions (including overseas) are included ( Charge later transit cards, Hi-Pass charges, annual fees, SMS fees, aircraft duty-free shops, overseas online payments, etc.).
What is No-pre-auth Transaction?
Typical credit card transactions require acquiring "authorization" from the credit card company by checking validity of the credit card. Checking the card's validity requires real-time communication. In situations where real-time communication isn't possible, a special exception is made and credit card payments are accepted without the authorization procedure. Such a transaction is called the no-pre-auth transaction.

Download List of Approval History

The following shows how to download the list of approval history as an Excel file.

  1. Click ‘Admin Menu’ at the top right of the PC web screen, and then click ‘Expense’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Card Usage Status > Approval History' from the menu.
  4. If necessary, enter the approval history conditions to be searched in the search window, and then click ‘Search’.
    • You can view the list of approval history that applies to the entered conditions.
  5. Click 'Download'.
    • The list of approval history is downloaded as an Excel file.
The downloaded file is saved as Approval History_YYYYMMDDXXXXXX.xlsx in the Download folder.

Excluding From Settlement

The following shows how to exclude an unsettled approval history from settlement.

  1. Click ‘Admin Menu’ at the top right of the PC web screen, and then click ‘Expense’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Card Usage Status > Approval History' from the menu.
  4. After selecting the approval history to be excluded from settlement, click ‘Exclude From Settlement’.
  5. Enter the reason for excluding, and then click ‘OK’.
    • The settlement status of the approval history is changed to ‘Excluded From Settlement’.
    • You can check the reason or cancel exclusion.
    • However, approval history excluded from settlement by the expense admin can't be canceled by a general user.

Delegating Settlement

The following shows how to delegate settlement of approval history to another user.

  1. Click ‘Admin Menu’ at the top right of the PC web screen, and then click ‘Expense’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Card Usage Status > Approval History' from the menu.
  4. After selecting the approval history to be delegated, click ‘Delegate Settlement’.
  5. Select the user to be delegated and enter the reason for delegation.
  6. Click 'OK'.
    • The settlement status of the approval history is changed to Settlement Delegated.
    • You can check the reason or cancel delegation.
    • However, settlement delegated by the expense admin can't be canceled by a general user.
    • The approval history is displayed in ‘My Board > Manage Expense > Corporate Card Usage History’ of the delegated user. The delegated approval history can be viewed when the user requests corporate card linkage settlement.

Purchase History

You can check the history of slips purchased by the credit card company from the place of corporate card use after a corporate card transaction takes place. The purchase history is displayed by scraping data from the corporate credit card company. Since the batch work is executed in the early morning based on KST, you can check the purchase history for the previous day. The history is viewed properly only if the corporate card has not expired and the Card Validity Check result is Normal.

The Purchase History screen is laid out as follows.

Area Description
① Search Window Searches the purchase history by card number, approval date, purchase status, place of use, transaction type, sales type, and currency code.

  • Card Number: Completes automatically by entering a 4-digit corporate card number. Click the card number area to check the card information and cardholder.
② Download Downloads the list of purchase history as an Excel file (Refer to Download List of Purchase History).
③ Purchase History List Checks the purchase history as a list.

  • Click Card Number to check the card information and cardholder.

Download List of Purchase History

The following shows how to download the list of purchase history as an Excel file.

  1. Click ‘Admin Menu’ at the top right of the PC web screen, and then click ‘Expense’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Card Usage Status > Purchase History' from the menu.
  4. If necessary, enter the purchase history conditions to be searched in the search window, and then click ‘Search’.
    • You can view the list of purchase history that applies to the entered conditions.
  5. Click 'Download'.
    • The list of purchase history is downloaded as an Excel file.
The downloaded file is saved as BuyList.xlsx in the Download folder.

Billing History

You can check the billing history of corporate cards. The billing history is displayed by scraping data from the corporate credit card company. You can check details to be billed on the monthly payment due date on a daily basis. The history is viewed properly only if the corporate card has not expired and the Card Validity Check result is Normal.

The Billing History screen is laid out as follows.

Area Description
① Search Window Searches the billing history by card number, billing year and month, place of use, usage date, billing status, transaction type, sales type, and currency code.
② Download Downloads the billing history as an Excel file. (Refer to Download List of Billing History)
③ Billing History List Checks the billing history as a list.

  • Click Card Number to check the card information and cardholder.

Download List of Billing History

The following shows how to download the list of billing history as an Excel file.

  1. Click ‘Admin Menu’ at the top right of the PC web screen, and then click ‘Expense’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Card Usage Status > Billing History' from the menu.
  4. If necessary, enter the billing history conditions to be searched in the search window, and then click ‘Search’.
    • You can view the list of billing history that applies to the entered conditions.
  5. Click 'Download'.
    • The list of billing history is downloaded as an Excel file.
The downloaded file is saved as DemdList.xlsx in the Download folder.

Linkage Error Status

You can view the details of errors that occurred while scraping data from credit card companies. You can also search and view the linkage error status by condition and download the list of linkage errors by employee as an Excel file.

Regarding errors that can't be identified successfully or are difficult to resolve, contact through ‘Contact Us’ of the NAVER Cloud.

The Linkage Error Status screen is laid out as follows.

Area Description
① Search Window Searches status of linkage error by calling date, credit card company, and error code.
② Download Downloads the list of linkage errors as an Excel file. (Refer to Download List of Linkage Errors)
③ List of Linkage Errors Displays status of linkage errors as a list.
④ Error Message Displays the detailed information of the error.

Download List of Linkage Errors

The following shows how to download the list of linkage errors as an Excel file.

  1. Click ‘Admin Menu’ at the top right of the PC web screen, and then click ‘Expense’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Card Usage Status > Linkage Error Status' from the menu.
  4. If necessary, enter the linkage error conditions to be searched in the search window, and then click ‘Search’.
    • You can view the list of linkage errors that apply to the entered conditions.
  5. Click 'Download'.
    • The list of linkage errors is downloaded as an Excel file.
The downloaded file is saved as LnkErrList.xlsx in the Download folder.

Error Codes and Measures

The following shows the detailed information displayed in the list of linkage errors.

Error Code Error Message Measures to Take
Login Error ID does not exist. Check that login ID of the credit card company has been entered correctly in the ‘Expense > Settings > Manage Card’ menu.
Login Error ID or password is invalid. Check that login ID and password of the credit card company have been entered correctly in the ‘Expense > Settings > Manage Card’ menu.
Login Error Login password was entered incorrectly for 5 times in a row. Please log in after changing password from Find ID/Password. Check that login ID and password of the credit card company have been entered correctly in the ‘Expense > Settings > Manage Card’ menu.
Card Number Error There is no card number that matches the entered card number. Check that the corporate card number has been entered correctly in the ‘Expense > Settings > Manage Card’ menu, and check whether the card has been reissued with another number or expired.
Error An error occurred while processing. Please try again in a moment. This error is displayed when scraping temporarily can't be done because of maintenance or renewal of the credit card company's website or other errors. You can check detailed information by checking the maintenance notice provided in WORKS.
If the error repeats after completing maintenance and renewal and no problem is found in the card from the validity check done in the ‘Expense > Settings > Manage Card’, contact the customer center.
Error You have been logged out automatically because of duplicate login. Please log in again. This error is displayed when you have been logged out from the credit card company while scraping data.
If the error repeats after logging in normally and no problem is found in the card from the validity check done in the ‘Expense > Settings > Manage Card’, contact the customer center.
Error The session is invalid. This error is displayed when scraping temporarily can't be done because of maintenance or renewal of the credit card company's website or other errors. You can check detailed information by checking the maintenance notice provided in WORKS.
If the error repeats after completing maintenance and renewal and no problem is found in the card from the validity check done in the ‘Expense > Settings > Manage Card’, contact the customer center.
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