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Set up a company card agreement

Goal​

Configure a Company Card Agreement so that card transactions can be imported into Expense Management and matched to employee expenses.

Before you start​

  • A Balance Type must exist for the card liability account - configure this in Balance Types setup first
  • Know how transactions will come in: file import, bank statement, bank reconciliation, or automated feed (AirPlus or Nordea First Card)
  • For file import: have a sample card statement file to reference when setting up the import definition

Steps​

1. Create the agreement​

  1. From Truvio Expense Management - Overview, select Company Card → Agreements → + New
  2. Fill in the general fields:
    • Code and Description - identifies this agreement
    • Brand name - the card brand (auto-fills if using a card provider)
    • Balance Type - the liability account for this card
    • Max credit card surcharge (in %) - set if the card provider adds surcharges not shown on receipts; helps matching accuracy. Leave at 0 if not applicable.

2. Configure the transaction source​

Set Card transactions to match how your card provider delivers transactions:

Manual or file

  • Set Import Source to Excel or CSV
  • Create an Import Definition first (Company Card → Excel/CSV Import Definition) if one doesn't exist, then select it here

Bank statement / Bank reconciliation

  • Select the Bank Account that receives this card's statements in Business Central

Automated feed (AirPlus or Nordea First Card)

3. Create and assign company cards​

  1. Go to Company Card → Company Cards → + New
  2. For each physical card, enter Card No., Card Holder Name, and link to the Employee No. and this Agreement
  3. Select the card and click Activate - cards must be activated before transactions can be matched to them

What to check​

  • Import a test card statement (or add a manual transaction) and confirm it appears in Company Card Transactions
  • Submit a matching expense from the portal and confirm TEM auto-matches them
  • Verify the GL entry credits the correct Balance Type liability account after posting