Topic Thread

1.  Expense Reporting Software

Posted 4 days ago
​​Hello

This is the best place to post for great advice and I always appreciate the responses I get!

We use Vista by Viewpoint and I was wondering what everyone is using to process credit card receipts. We have the Comdata Credit Card and CEMS but never implemented it out as the Comdata Credit Card limits were so restrictive with too may declines and the late fee if you are one day late is outrageous so we stopped using the Credit Card.

We currently use Citibank and Capital One and would like to be able to have field and office staff use their cell phones to take a picture of the receipt and then have it upload into something and have it brought over to Viewpoint if possible. If not possible then at least to Excel so we can import it into Viewpoint. Also we don't want the Field Crew to have to do anything more than just snap the picture of the receipt and maybe enter in a job number and then click submit. All other coding would be done by Accounting.

Thanks so much!

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Dann Maienza
Controller
Black Diamond Paving
Hayward CA
(510) 770-1150
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2.  RE: Expense Reporting Software

Posted 3 days ago
We also are Viewpoint users and are just beginning our Comdata credit card implementation. Could you share with us why you think the cards are so restrictive and the other issues you are having? Also the expense track feature Comdata has  is supposed to do exactly what you are looking for, but if you have a problem with Comdata , then I guess you are looking for  a different solution.

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Penny Orr
Controller
J C Orr & Son Inc.
Altoona PA
(814) 944-8111
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3.  RE: Expense Reporting Software

Posted 3 days ago
​Sure. Gladly. Let me say we do use Comdata's virtual AP payments and their Pre Paid Card products and those work great for us. The Credit Card was just a failure for us. The Credit Cards have different levels of restriction (executive, light user, etc.). We had to keep upgrading almost everyone to Executive level so they could charge what they needed. The per day amounts were too restrictive and then the cycle amounts were as well. I was on Executive level and was declined on high dollar amount purchases because they didn't fit my profile (I am also the Admin so I tried everything to make myself non-restricted). Then the cards are not accepted everywhere and they decline at certain gas stations, etc. Then I was one day late making a payment (I was out of the office) and I had a $2k late fee. They eventually waived it but that is too much risk as I have to make payments twice per month and I cannot just have it set to auto pay. We never fully got the CEMS to work and eventually just gave up and went back to our other cards. So yes. We want something else and are just trying to see what others might be using.

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Dann Maienza
Controller
Black Diamond Paving
Hayward CA
(510) 770-1150
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4.  RE: Expense Reporting Software

Posted 22 hours ago
​We have used CEMS for several years and process over 4,000 credit card transactions a month. The limits work fairly well since a company does want to control what an employee spends. The limits can be increased for one time purchases if need be. We are hoping that the coding and approvals will help us process transactions quicker once Expense Track is implemented (replacing CEMS). Most of the issues deal with how a company manages their cards and the inputs from the cardholders.

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Paul West
Director of Enterprise Applications
The Middlesex Companies
Orlando FL
(407) 206-0077
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