Create and Manage a Statement Upload Corporate Card Program

This feature is only available to customers with one of the Spend Plus packages

A manually uploaded corporate card program is a useful feature for companies experiencing persistent connection errors or companies that have a card program that is not currently supported by Emburse Spend's direct connect method.

Only Admins will have the permission to create, update, and maintain the manually created card program. Once the card program is created and the transactions populate, the end-user experience is identical to any other card program connected to Emburse Spend. 

1. Create a New Program

To create a new card program using a card statement, click Settings and then Card Programs.mceclip0.png

Click the Add Card Program button in the upper right corner.

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Select Create a Statement Upload Program.

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You will be prompted to enter the program name. We suggest having the name of the program indicate that these transactions are manually uploaded. For example, you can enter "Manual American Express Business" or "Bank of America Business Upload."

You will have the option to create the program without uploading transactions by clicking Skip and Create, or you can move on to import card details and transactions by clicking Upload Transactions.

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2. Upload a Card Statement

For the next step, you will need to download the transaction statement from your credit card provider or online banking portal. The transactions must be in a compatible file type, which is either a .CSV or a .OFX file.

You may create your own CSV to upload or download the CSV template from the Upload Transactions pop-up or by clicking this link.

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The Debit and Credit columns appear if the file downloaded from your bank has these columns. Otherwise, you only need the Transaction Amount column. In case of a negative amount, you may use a minus sign (-) before the amount to indicate that it is a refund.

3. Assign Cards to Users

When you have completed formatting the CSV, you may drag and drop the file or choose Import File to upload the transactions. Once the file uploads, you will be able to review the newly added cards and assign them to the appropriate member.

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4. Review Imported Transactions 

Emburse Spend will prompt you to review the transactions that will be uploaded into the system. When you have confirmed that the transactions look correct, click Import Transactions to complete the upload. All assigned cardholders will now be able to view and expense these corporate card expenses from their personal Spend accounts. 

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5. Map to Accounting Software

The last step to setting up your manually uploaded card program is to map the cards or card program to the proper account in your accounting system. You can do this by navigating to the Accounting Sync tab on the Account & Settings screen and scrolling down to the Corporate Card section. You will have the option to sync individual cards to separate accounts or a full card program to a single account. 

Manage a Manually Updated Corporate Card Program

If you are using a manually updated card program as a substitute for an automatic refresh card program that has stopped updating, the existing card program will need to be paused from automatically updating to prevent duplicates.

To do this, click the More Actions button next to the existing card program name and select Stop Syncing. Once the card program resumes automatic refreshes, please reach out to Emburse Spend Support to reactivate it.

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After the manually updated card program is created, the admin will be responsible for continuing to upload new transactions as they are created and posted. This allows admins to control how frequently transactions are updated, ensuring they are coded and submitted for approval in a timely manner.

To keep your transactions organized, we strongly recommend using the Posted Date when exporting transactions from your bank's online portal and storing the file name using the date. You can also maintain a separate sheet to track the transactions that have already been uploaded. 

Manually Upload New Transactions

To add new transactions manually, click Settings and then Card Programs. You can then click Upload Transactions in the card program and select the .CSV or .OFX file from your computer.

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Take note of how many transactions are in the file you are uploading and double-check the number of transactions that were processed before clicking the Import [#] Transactions button.

Add New Cards to an Existing Program

If you recently issued a new card in an existing program, you can update your card program with new transactions as usual. Emburse Spend will automatically register that there is a new card by using the last 4 digits of the card number. You will be prompted to select a member to assign the card to, and then you will be able to review and upload the transactions.

 

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