Company Card Setup (PRO Edition Only)

Set up company credit cards to enable automatic matching of expenses with credit card statements.

Company Card Setup includes:

• Agreement Setup
• Credit Card Setup
• Excel Import Definitions

Agreements

Credit Card Agreements are used to define how ExFlow Travel & Expense interacts with a specific credit card banking institution. You typically create one Agreement for each credit card bank your organization works with.

Setting up the agreement is the first step in the credit card configuration process. Once the agreement is in place, you can then set up individual employee corporate credit cards and associate them with the appropriate agreement. This structure provides the foundation for processing and managing company credit card transactions.

Create/Manage a Credit Card Agreement

1. From the Travel & Expense Setup – Overview page, under the Credit Card section, select Agreements
2. Select +New to create a new agreement.
3. To manage an existing agreement, select the Agreement from the list and edit the record.
4. Enter values for the following fields:
   • General
     • Code: Enter a short, meaningful identifier.
     • Description: Enter a description.
     • Card Brand: Enter the brand of the credit card (Visa, Mastercard, etc).
     • Balance Type: Select a Balance Type that has been previously set up.
     • Card Transaction: Select the method for the import of credit card transactions:
       • Manual Input/File Import: Select this option if the transaction will be typed in manually or import with an excel file.
       • Bank Statement: Credit card transactions are imported from the Bank Statement in Business Central.
       • Bank Reconciliation: Credit card transactions are imported from the Bank Reconciliation in Business Central.
       • Automatic from SEB Card: Credit card transactions are imported from SEB card integration. (Only available in certain countries.)
   • File Import Settings
     • Import Source: Select the import source. Your options are Excel or CSV file.
     • Excel Import Definition: Select the Excel Import Definition previously created, if import source is Excel. See Excel Import Definition instructions to learn more.
   • Associated Cards
     • This section displays the company credit cards that have been linked to the selected credit card agreement.
     • To associate cards with an agreement, you must first set up employee company credit cards on the Company Credit Card Setup page. page.
     • To associate company credit cards with the agreement:
       • In the Associated Cards section, select Cards from the action bar, then choose Add Cards.
       • Select one or more company credit cards from the list.
       • To select multiple company credit cards, click a card line and press Shift + Arrow Down on your keyboard.
       • Select OK to confirm.
     • Multiple company credit cards can be associated with a single agreement. For detailed instructions on creating company credit cards, see the Company Credit Card Setup section.

Company Credit Card Setup

The Company Credit Card Setup page allows you to set up and manage individual company credit cards assigned to employees. This page displays all company credit cards that have been created, along with their associated employees and agreements.

Create a New Company Credit Card

1. From the Travel & Expense Setup – Overview page, under the Credit Card section, select Credit Cards.
2. Select +New to create a new agreement.
   • Card No.: Enter the cred card number.
   • Card Holder Name: Enter the name of the person who uses the card.
   • Assigned to Employee No.: Select the card holder's Employee No. from the list.
   • Company Card Agreement: Select the appropriate agreement for the company card.
   • Card Brand: Will default once the Company Card Agreement has been selected.
3. Activate: After a company credit card has been registered, it must be activated before it can be used. To set a credit card’s status to Active, the card must be assigned to both a Credit Card Agreement and an Employee.
   • Select a Company Credit Card from the list.
   • Click Activate from the action bar.

Excel Import Definitions

The Excel Import Definitions page allows you to define how data from a credit card statement Excel file is mapped and imported into ExFlow Travel & Expense. On this page, you configure column mappings and import rules so the system can correctly read and process the credit card expense data.

Create a new Excel Import Definition

1. From the Travel & Expense Setup – Overview page, under the Credit Card section, select Excel Import Definition.

2. Select +New to create a new agreement.

3. General

   • Code: Define a code for the import definition.
   • Description: Enter a description for the import definition.
   • Header Line Before Transactions: Enable this field if there is a header row in the Excel file.
   • Caption for First Header Column: Enter the caption you wish to display on first column header.
   • Date Order: Choose the date format used in the file.
   • Payment is Shown as a Negative Amount: Enable this parameter if the payment amount in the file is negative.

4. Map Fields to Excel Columns - This section allows you to specify which columns in your Excel file correspond to the fields in ExFlow Travel & Expense. Mapping ensures the system can correctly read and import the data.

   For each field listed, enter the column letter from your spreadsheet that contains the corresponding data. This tells the system where to find values.

   

   Map Fields to Excel Columns

   • Card Number: Enter the column letter from your spreadsheet that contains the credit card numbers.
   • Card Holder: Enter the column letter from your spreadsheet that contains the Card Holder.
   • Transaction Date: Enter the column letter from your spreadsheet that contains the transaction date.
   • Transaction Amount: Enter the column letter from your spreadsheet that contains the transaction amount.
   • Currency: (Optional) Enter the column letter from your spreadsheet that contains the currency.
   • Billing Amount: Enter the column letter from your spreadsheet that contains the billing amount.
   • Description: Enter the column letter from your spreadsheet that contains the transaction description.
   • Country: (Optional) Enter the column letter from your spreadsheet that contains the country.
   • MCC: (Optional) Enter the column for MCC.
   • MCC Description: (Optional) Enter the column letter from your spreadsheet that contains the MCC description.
   • Unique Reference: (Optional) Enter the column for unique reference.
   • Invoice No: (Optional) Enter the column letter from your spreadsheet that contains the Invoice No.

5. Assign the Excel Import Mapping to the appropriate Company Card Agreement.