American Express Virtual Payments
The American Express Virtual Payment Status screen provides real time monitoring of each virtual credit card.
To get the current status of payments, select your filter settings then click on Update Status.
Filter Settings
There are three payment status to filter on –
All – Shows all VCC’s regardless of status
Settled – Funds have been distributed to the supplier
Unsettled – Any VCC’s that are not Settled
You can refine the search further by selecting any combination of the following filters:
Vendor – Any vendor that has been issued a VCC will be in the drop-down list
Card – If more than one card is used for VCC payments, select the card the payment was issued with
All Expired – VCC’s that are older than the default 30 day expiration period will be displayed
By Date – Enter the date range the VCC was issued
You may click on the column headers to sort the records based on the values in the column you have selected.
Create Date: Date VCC was created
Vendor: Vendor payment was issued to
Card No: Last five digits of the static card number the payment is issue against
RW Pymt Amt: Amount of the payment issued
VCC Balance: Amount remaining on the VCC
VCC No: Last five digits of the VCC card number
RW Doc ID: RewardWorks Z number
RW Pymt Status: Generated, Authorized or Settled
VCC Name: Name of the Reloadable VCC used for payment
VCC Type: Single-Use, Multi-Use or Reloadable
RW Payment Status
Generated: Virtual credit card created
Authorized: Vendor has submitted the card number for payment
Settled: Vendor has received funds
VCC Type
Single-Use: Vendor charges the card one time for the exact payment amount, card goes inactive
Multi-Use: Vendor can charge the card as many times as needed. Each charge lowers the available balance. Once the balance reaches zero, the card goes inactive.
Reloadable: Vendor is issued a virtual credit card number that allows them to charge the card after funds have been place onto it. Once the card balance reaches zero, it remains active but can not be charged until funds have been placed onto it again.
The default expiration for virtual credit cards is 30 days. This can be modified by Zevez support should this expiration period not be in alignment with company policy.
When a payment is selected, the VCC details are displayed.
In the example above, there are two separate payments for ABC Bike. The first payment amount was for $3.00 and the second payment amount was for $596.00. The VCC Balance shows there is $90.00 remaining on the reloadable. When you click on the payment, details for that reloadable VCC are displayed in the grid below the listed payments.
Above are the payment details for the reloadable VCC. It shows the first payment for $3.00 was approved. We then see a payment approval for $500.00 and then $6.00. With reloadable VCC’s, the vendor can charge the card as many times as they need to with each charge lowering the available balance.
Reports
The information provided on this screen can be exported to a .csv. In the lower right corner there are two report options, Filtered Transactions or All Transactions.
Filtered Transactions outputs to a .CSV file all records according to the filter settings. All Transactions ignores any filter settings and output all payment records to a .CSV file.
Changing VCC Type
If the VCC type needs to be changed, right click on the VCC payment, select Update and then VCC type. For Filters Transactions, use the filter settings to limit the report to the payment records you wish to review. Selecting All Transactions will return all transactions generated via RewardWorks.
A window pops up with a drop-down list allowing you to select the type of VCC to assign to the payment.
After updating the VCC type you will need to provide the updated VCC number to the vendor. If the vendor was setup to have the payment letters emailed to them, you can resend the payment letter from this screen. Otherwise you will need to contact the vendor and provide them with the new VCC number.
To resend the payment letter, right click on the payment and select Email.
Voiding
There are two types of voids allowed, VCC or AP and VCC. Right click on the payment to be voided and select Delete Payment and then select the type of void to perform.
VCC: Voids the VCC rendering it inactive.
AP and VCC: Removes the payment record from RewardWorks and voids the VCC.
View Payment
To see the payment letter that was generated, right click on a payment and select View Payment.
Modify Vendor
To manage RewardWorks settings for a vendor you have issued payment to, right click on the payment and select Modify Vendor.
These are the options that are available for changing:
