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Manage company card transactions

Goal​

Bring company card transactions into Business Central, review and edit them, and reconcile them against the card statement. Use this when there is no automatic feed, or to handle transactions manually.

When an automatic feed is configured (AirPlus, Nordea First Card), transactions arrive on their own and are matched to expenses automatically. This guide covers the manual and file-import paths, plus reconciliation. See Company card settings.

Create transactions manually​

Use this when you receive a card statement as an Excel/CSV file, or need to enter transactions by hand.

Go to Manual Company Card Transactions (TEM).

Enter a transaction by hand​

Select New and fill in the employee, card number, date, description, and amounts.

Manual company card transaction

Transaction Amount vs Billing Amount — the Transaction Amount is the amount in the currency where the purchase was made (which may be a foreign currency). The Billing Amount is the same purchase converted to your company's local currency, as billed by the card provider. For a domestic purchase the two are equal.

Click Create transactions to send them to the card holders. Each employee receives a notification in the app to attach a receipt.

Import from a file​

Select Import file. You have three options, depending on the format set on the Company Card Agreement:

Import file

  1. Import an Excel or CSV file
  2. Import from a bank statement
  3. Import from a bank reconciliation

View and edit transactions​

Go to Company Card Transactions (TEM) to see all transactions, the card holder, amounts, and current status.

Company card transactions

The Status column tracks each transaction's progress, from Sent to employee through to Waiting for posting.

Mark a transaction as handled​

When a transaction has become irrelevant and should not wait for the employee to attach a receipt, mark it as handled.

  1. Select the transaction
  2. In the action bar, choose Actions → Mark Transaction as Handled

Mark as handled

Reconcile against the card statement​

When all company card expenses for a period are approved and posted, reconcile them against the card company's invoice:

  1. Post the card company invoice as a vendor invoice in Business Central, using the same GL account configured as the Balance Type on the Company Card Agreement (e.g. account 5415)
  2. Open the GL entries for that account - you will see credit entries from TEM expense postings (one per expense) and the debit entry from the card invoice
  3. Net to zero - when the TEM credits equal the statement debit, the period is reconciled. A remaining balance means there are unposted expenses or a discrepancy to investigate

The expense description carries through to the GL entry, so individual transactions are traceable from the balance account. For the full mechanics, see Company card flow.