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Step 12 - Company Cards (Pro Edition only)

Purpose​

Configures Company Card integration: Company Card Agreements (one per card bank), individual card records assigned to employees, and the import format for card statements. Once set up, TEM imports card transactions from Business Central's bank statement or from an Excel/CSV file and automatically matches them to submitted expenses.

→ Concept: Company Card flow

Before you start​

  • Step 04 complete - each agreement requires a Balance Type for the Company Card liability account
  • Employees who hold company cards must exist (step 08)
  • Pro Edition licence required

Steps​

A - Company Card Agreements​

One agreement per card bank (e.g. one for your Visa issuer, one for your Amex issuer):

  1. From Truvio Expense Management - Overview, select Company Card → Agreements
  2. Select + New
  3. Enter:
    • Code, Description, Card Brand
    • Balance Type - the Balance Type for this bank's liability account (from step 04)
    • Card Transaction - how transactions are imported:
      • Manual Input/File Import - typed in manually or via Excel/CSV file
      • Bank Statement - imported from Business Central's Bank Statement
      • Bank Reconciliation - imported from Business Central's Bank Reconciliation
      • Automated feed - automatic transaction delivery; select the Card provider (AirPlus or Nordea First Card (OpenCard)). Nordic only.
  4. If using File Import, set Import Source (Excel or CSV) and select an Excel Import Definition (step B below)

B - Import Definitions (if using file import)​

  1. Select Company Card → Excel Import Definition (or CSV Import Definition if your provider supplies CSV files)
  2. Select + New
  3. Enter Code, Description, and configure file options (header row, date format, negative payment sign)
  4. In Map Fields to Excel Columns, enter the column letter for each field (Date, Amount, Card Number, etc.)
  5. Return to the Agreement and assign this Import Definition

C - Company Cards​

Create one record per physical card:

  1. Select Company Card → Company Cards
  2. Select + New
  3. Enter Card No., Card Holder Name, assign to Employee No., and select the Company Card Agreement
  4. Select the card and click Activate - a card must be activated before use

D - Associate cards with the agreement​

  1. Open the Agreement
  2. In the Associated Cards section, click Cards → Add Cards
  3. Select the relevant cards and confirm

Decisions that matter here​

One agreement per bank or one for all? - separate agreements per bank give cleaner reconciliation (each has its own Balance Type account). One shared agreement is simpler if all cards post to the same liability account.

Import method - Bank Statement and Bank Reconciliation use data already in Business Central; File Import works when the bank provides a separate export file. Match the method to your bank's available data formats.

Auto-match sensitivity - TEM matches card transactions to expenses using date and amount. The Allowed Deviation (days) setting in Basic Setup controls the date tolerance for automatic matching.

Validate​

Import a test card statement (or manually add a test transaction) and submit a matching expense. Confirm the auto-match occurs and the expense routes for approval automatically.

Next​

→ Your first expense

Field detail​

→ Reference: Company cards | Reference: Balance types