Through the Business Eurocard Online connection, you can import your company's Business Eurocard company card and travel account purchases into Procountor, which improves the efficiency of travel and expense invoice processing.
Procountor retrieves new Eurocard and Diners Club travel account transactions automatically daily and the data is easy to process in connection with creating travel and expense invoices. Automatic data retrieval expedites transaction processing and improves reliability. Card and travel account transactions also contain data that can be used to allocate transactions to the correct expense type and improve the accuracy of automatic posting.
You can implement the connection for company cards alone or for the import of both company card and travel account transactions. Both transaction types are processed in the same manner in Procountor, through travel and expense invoices.
All of your company’s Eurocard and Diners Club travel account transactions are automatically imported into the Procountor environment each day as they become available. The transfer speed depends on factors such as the place of purchase, but the transactions are nevertheless imported through the connection well before you receive the corresponding Eurocard invoice. Processing the retrieved transactions in Procountor does not require any special action.
Before processing the transactions in Procountor, you must enter the data required to allocate the transactions to the correct persons. Eurocard transactions are allocated to persons on the basis of employee numbers and travel account transactions on the basis of HR numbers. HR numbers are entered in the Customer number field in the person’s basic information.
Transactions can be retrieved directly through the Procountor main menu (provided that the user has rights to process the travel and expense invoices of all employees), or through the invoice view when creating travel invoices (also available with employee rights only). Both options are described below.
You can browse the Eurocard and Diners Club travel account transactions of all users from the Procountor main menu under Search > Eurocard transactions. By default, this view displays all retrieved Eurocard and travel account transactions that have not been allocated to travel invoices or specifically hidden (e.g. in case of incorrect transaction data). The transaction search criteria can be defined in a flexible manner. Note! You can recognise transactions not allocated to users due to incorrect employee or HR numbers from their ”Name” field being highlighted in red.
Users can browse their own Eurocard and travel account transactions by clicking on the Add Eurocard-event button in the travel invoice view. The view that opens shows the Eurocard and travel account transactions allocated to the user that correspond to the dates (if entered) of the trip for which the invoice is being created, and that have not yet been allocated to an invoice or specifically hidden. The user must select the desired transactions for the invoice from the list and click on the Add to invoice button. This will add invoice rows corresponding to the selected transactions to the unfinished travel invoice, along with a Eurocard advance row that adjusts the sum of the added rows to zero. This prevents the payable sum on the travel invoice from changing due to the Eurocard transactions. You can also add other product rows (payable to the user) normally to the travel invoice, such as kilometre and daily allowances.
Accounting and balancing
Eurocard and travel account transactions imported into Procountor are automatically allocated to the travel and expense invoice product register based on the type code provided with the transaction. This enables the flexible setting of posting defaults for various transaction types through the use of default accounts for travel and expense invoices. The VAT rates for transactions are also determined from the type code and other data, which further facilitates accounting. In connection with the approval or payment of travel invoices, for example, the company accountant should nevertheless check that the transactions have been correctly allocated to the product register and they have thus been correctly entered into the accounts.
Companies that use the Eurocard connection receive their credit card bills normally by the agreed method. Balancing such purchase invoices in Procountor is nevertheless made easier by the connection, since they can be balanced against the “Eurocard advance” product data on travel invoices. We recommend setting the same default accounts for the ”Eurocard advance” product and the supplier of Eurocard invoices, since this enables the use of this account for balancing.
Implementation of the interface
To start receiving Eurocard and Diners Club travel account transactions to Procountor, you should first contact Eurocard's corporate support which can be contacted by email: firstname.lastname@example.org or by phone: +358 9 69 399 415.
You should make sure that your company’s business ID is saved under Management > Company info > Basic info, since the importing of transactions from SEB to Procountor requires this.
Procountor’s customer service will then open the connection for the customer and initiate the automatic retrieval of transactions from the Business Eurocard Online service, after which the connection will be ready for use.
Procountor charges an opening fee and monthly fees for the use of the Business Eurocard Online connection. SEB Kort charges their normal yearly fee of the transaction service according to their own price list.