With American Express Virtual Payments, a unique, one-time credit card number is created each time you pay a vendor. This unique number is authorized for only for the specified amount, creating an additional level of security, as well as visibility of when your vendors are completing the transaction. This feature is only available for customers using American Express.
If you have have enabled multi-use tokens for a vendor, then you can authorize a virtual card to be used up to, but not exceeding the authorized amount.
To view your virtual payments:
- Go to the Virtual Payments section in RewardWorks.
- Choose the desired card under By Card.
- Click on the Update Status button.
This will show you all of the virtual cards you have created and their statuses. Also, when you left click and highlight an individual payment, you will see more details such as the reason for decline as well as timestamps for authorization and settlement.
You may wish to filter the virtual card information you are seeing in one or more of the following ways:
- Un-Settled - this will show only the virtual cards that never fully settled.
- Settled - Shows only virtual payments that have fully settled.
- All - Shows both Settled and Un-Settled virtual payments.
- By Vendor - Shows only virtual payments for a specified vendor.
- By Date - Shows only virtual payments for a specified date range.
- By Card - Shows only virtual payments for a specified static credit card.
- All Expired - By default, only virtual cards that have expired in the past 31 days will be displayed. By checking this box, you will see all the expired tokens listed.
Virtual Card Information
The default expiration date for virtual cards is 30 days after the day it was created. This can be configured for a different time range if needed--inquire with Zevez Support. It can also be changed on a virtual card by virtual card basis by using the Update option. (see below)
The VCC Number (No) is the last five digits of the unique virtual card created for this payment.
This is the unique number assigned to a payment made through RewardWorks in your accounting system, sometimes referred to as the "Z" number. It will allow you to track the payment in your accounting software when full integration is possible.
There are five different Statuses that may be given for any virtual card. These are:
- Generated - The virtual card has been created but has not been processed.
- Authorized - The vendor has initiated the payment process
- Partially Settled - If you have a multi-use virtual card, while a portion of the amount has been used, there are remaining funds on the card.
- Settled - Payment has been sent to vendor and virtual payment number has used. Payment is complete.
- Declined - Payment has been sent to vendor but was declined when vendor attempted to process. This could be for various reasons including that they attempted to charge an incorrect amount.
- Expired - The expiration date has past making the virtual payment number no longer valid.
Last Status Update
This is the date and time when the status of a virtual card last changed on the American Express server. For virtual cards that have Settled, this is the date and time when that occurred.
Two Types of Virtual Cards
When flagging a vendor for payment in RewardWorks, you will notice the option to choose from two different types of virtual credit cards. (If you do not see this option, please let us know and we can enable it, or upgrade you to the latest version of RewardWorks.)
By default, vendors will be set for a single-use virtual card. This will allow for a vendor to charge the full amount, one time.
Multi-use numbers are also available. This type of card is able to charged multiple times, but never exceeding the maximum amount allotted to the card on creation. These should only be chosen if one of the following scenarios requires it:
- Vendor has no ability to charge multiple invoices to a single swipe.
- A payment is being made to multiple account numbers.
Can I continue to use my physical card for point-of-sale purchases, such as when traveling?
Yes, your physical card continues to work as a regular credit card when making purchases at American Express accepting vendors. Having it enrolled in the virtual card program does not change this functionality.
Managing Virtual Cards
By right-clicking on any of the listed virtual card payments, you will see a contextual menu that will allow you to manipulate that payment.
The update button allows you to update several different items:
- Status - While the status of a token is updated each time the Refresh button is clicked, by choosing Update Status you can get the status of a token on demand.
- Expiration - For tokens that are in the Generated status, Expiration allows you to change the expiration date on a virtual card, giving the vendor either more or less time to use the virtual card than the default of 30 days.
- VCC Type - Allows you to toggle between a token being single-use or multi-use.
- VCC deletes the unique virtual number for that payment. This does not void the payment, but only cancels the unique card number.
- AP and VCC will void all payments on this payment letter, including cancelling the unique card number AND re-opening the invoices in your AP software. A prompt will display asking to verify that you want to void the selected payment batch. Click OK to proceed.
NOTE: For Microsoft Dynamic Great Plains, once the void process has completed, another prompt will display informing you the invoice(s) have been returned to open status. However, you will still need to Void Open the transaction in the American Express credit card vendor in your Great Plains software.
NOTE: For customers who use a Payment File, the void will not re-open invoices in your AP software but only cancel the unique card number and record of payment.
Allows you to view the Payment letter and the unique virtual card number for that specific payment. From there you can print it or export it as a PDF.
If a virtual card expires before it can be used, then that virtual card is no longer usable. You can create a new virtual number to the same vendor for the same amount without having to reprocess the payment in your accounting software. If it is a multi-use virtual card, then it will be re-created for any unused portion. To do so, Right-click on the desired payment, choose Create and then choose Re-create VCC. This will create a new payment letter with a new token that needs to be provided to the vendor. If the contact preference for the vendor is set to email, you will be given the option to send the new payment letter via email.
Email PaymentAllows you to re-send a payment letter to a vendor via email. This will only work if, on their vendor card the email address is listed and the contact preference set to email. If an email address is updated after the original payment letter was sent, the updated email address will be used when re-sending.
Export Virtual Payments
You can export the list of payments and their status to Excel.
To do so: Click on the report type you are trying to generate. You will then be prompted to choose a destination folder to save the report.
The report will then be saved in that location.
For multi-use virtual cards, vendors can charge up to but not exceeding the dollar amount for which the card is generated. The transaction details allow you to see the status of each portion of the card as it is used.
The 'Details' button will provide the merchant details for each settled payment, including the merchant code, the merchant number and the amount paid.