Virtual Card Payments

PRODUCT OVERVIEW

A Virtual Card is a payment method that features a unique 16-digit computer-generated number, issued for a specific transaction and valid only for a limited time. Virtual Card Payments is a new application stemmed from the AP Control feature within Credit Card Expense Reporting (CCER). The application enables users (payors) to create and manage Virtual Cards for making payments to their vendors (payees). Vendors (payees), who then use the companion app Payment Connect, to access the funds.

PERSONA

  • Payable Clerk Padma
    "I handle invoices processing from suppliers, issue payments, and provide proof of payments."

  • Comptroller Carl
    "I oversee the accounting team, generating financial reports, and ensure adherence to internal controls."

ENTERPRISE FINANCE APP USERS

  • Users follow instructions to enter data and do not make decisions.   

  • Given the repetitive nature of their task, each click matters to them.  

  • Users handle financial data and strive to perform their tasks both efficiently and accurately.

  • Tasks are assigned to multiple users based on their specific entitlements.

Design Challenge #1. Single Invoice vs. Multiple Invoices

A payment made through Virtual Card Payments may cover a single invoice (as is most common) or for multiple invoices. The Create Payment form needs to support both scenarios. After exploring multiple design options, the chosen introduces a dedicated panel for adding and managing multiple invoices.

Design Challenge #2. Entitlement and Different Levels of Information

Virtual Card Payments offers two types of entitlements: C/M/D (Create/Modify/Delete) and A/R (Approve/Reject). Users may be assigned one, both, or neither of these entitlements. These entitlements determine which views are available to users in the Pending Payments table.

For example, a user with only the C/M/D entitlement can access views such as Payments Submitted by Me, Files Submitted by Me, and All Payments and Files. However, they will not see A/R-related views like Files Awaiting My Approval or Payments Awaiting My Approval.

Initial Design

Final Design

Design Challenge #3. All Payments and Files

The Pending Payments screen presents data at both the payment and file levels, offering tailored views to support task execution. The All Payments and Files screen consolidates this data, enabling users to quickly access information for inquiry or recovery.

However, combining different data levels - payments and files - within a single table introduced challenges with table column assignments and batch actions. The final design addressed this by displaying payment data in the table, with an option to view associated file data separately.

Design Outcome

  • The Version 2 (V.2) product was successfully launched with 141% increase  in features adding 17 key functions.

  • The Create Payment form has been optimized for the majority of users (>90%) who enter data for a single invoice, while still accommodating those who need to enter data for multiple invoices.

  • The Pending Payments - All Payments and Files screen displays file access points, which had initially been considered for removal. This feature significantly enhances user efficiency over the alternative FindBy method. 

  • The Pending Payments - All Payments and Files screen includes individual payment actions, but only the Delete action is available for batch payments, depending on the user's entitlement. The design directs users to perform batch actions on the appropriate screens and ensures an error-proof experience.

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Payee Directory