Create and Manage a Statement Upload Corporate Card Program
A manually uploaded corporate card program helps companies that experience persistent connection errors or that have a card program not currently supported by Emburse Spend's direct connect method.
Only admins can create, update, and maintain a manually created card program. Once the card program is created and transactions populate, the end-user experience matches any other card program connected to Emburse Spend.
Create a New Program
- In Emburse Spend, select Settings.
- In the left-hand navigation, select Card Programs.
- Select the Add Card Program button in the upper-right corner.
- Select Create a Statement Upload Program.
- Enter the program name. Use a name that indicates transactions are manually uploaded—for example, Manual American Express Business or Bank of America Business Upload.
- Select Skip and Create to create the program without uploading transactions, or select Upload Transactions to import card details and transactions. See Upload a Card Statement for full details.
Upload a Card Statement
Download the transaction statement from your credit card provider or online banking portal. Create your own CSV or download the CSV template from the Upload Transactions dialog or by using this link.
Supported Upload File Types
- .CSV
- .OFX
The Debit and Credit columns appear if the file downloaded from your bank has these columns. Otherwise, you only need the Transaction Amount column. For a negative amount, use a minus sign (-) before the amount to indicate a refund.
Assign Cards to Users
After you format the CSV, drag and drop the file or select Choose a File to upload the transactions. When the file uploads, review the newly added cards and assign each card to the appropriate member.
Review Imported Transactions
Emburse Spend prompts you to review the transactions that will upload into the system. When you confirm the transactions look correct, select Import Transactions to complete the upload. Assigned cardholders can then view and expense these corporate card expenses from their personal Emburse Spend accounts.
Map to Accounting Software
Map the cards or card program to the proper account in your accounting system:
- Select Settings, and then select Account & Settings.
- Select the Accounting Sync tab.
- Scroll to the Corporate Card section.
- Sync individual cards to separate accounts or a full card program to a single account.
Manage a Manually Updated Corporate Card Program
If you use a manually updated card program as a substitute for an automatic refresh card program that stopped updating, pause the existing card program from automatically updating to prevent duplicates.
- Select the
More Actions button next to the existing card program name.
- Select Stop Syncing.
When the card program resumes automatic refreshes, contact Emburse Spend Support to reactivate it.
After you create the manually updated card program, the admin continues to upload new transactions as they are created and posted. This lets admins control how frequently transactions update, ensuring transactions are coded and submitted for approval in a timely manner.
To keep transactions organized, use the Posted Date when exporting transactions from your bank's online portal and store the file name using the date. You can also maintain a separate sheet to track transactions that have already been uploaded.
Manually Upload New Transactions
- Select Settings and then Card Programs.
- Select Upload Transactions in the card program.
- Select the .CSV or .OFX file from your computer.
Double-check how many transactions are in the file you upload and the number of transactions processed before selecting the Import [#] Transactions button.
Add New Cards to an Existing Program
If you recently issued a new card in an existing program, update your card program with new transactions as usual. Emburse Spend automatically registers a new card using the last four digits of the card number. Select a member to assign the card to, then review and upload the transactions.