Managing Corporate Cards

Objectives

After completing this lesson, you will be able to:
  • Access payment types and corporate card programs.
  • Manage corporate cards.

Path to Access Payment Types and Corporate Program

To access the Payment Type page, select Edit under the Capturing Spend section of the Expense Settings page.

The image shows a screenshot of the SAP Concur administration interface, specifically under the Expense Settings section. The interface is divided into several sections: Settings. This section is highlighted with a gear icon; Capturing Spend: This section includes four main options: Custom Fields, Payment Types, Expense Types for Expenses, and Mileage. An Edit button is present for each option. Edit for Payment Types is highlighted in yellow.

How to Add a Corporate Card

Follow these steps to add a corporate card. We walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available to reinforce what you've learned and provide a quick recap.

Steps

  1. Under the Business and Corporate Card Programs page, select Add Credit Card Program.

    The image shows a screenshot of a Payment Types page showing options to add or manage credit card programs. The section is titled Business and Corporate Credit Card Programs. There is a highlighted button labeled Add Credit Card Program. Below the button, there are two existing credit card programs listed in a table format with columns for Program Name, Country/Region, Card Issuer, Card Type, and Status. There are options to edit, activate, or deactivate each program.

  2. Under the Select Your Type of Program page, select one of the options:

    • Corporate Card
    • Business Card
    • Personal Card

    A Corporate Card Verification page appears.

    The image shows a screenshot of a webpage titled Select Your Type of Program is displayed. The page provides three options for selecting a type of card: Corporate Card, Business Card, and Personal Card. Each option is represented by an image of a card. At the bottom, there is a link that says Not sure of your card type? and a Cancel button.

  3. Select Yes, I have a Corporate Card.

    The image shows a screenshot of a Corporate Card Verification prompt. The message at the top reads, We want to make sure you're headed in the right direction! It explains that corporate cards go through a different verification process and advises users to check if their card has the word Corporate on the front. There is an image of a credit card with the word Corporate on it. Below the image, there is a section titled Not sure? which advises users to call the card issuer if they are unsure. At the bottom right, there is a highlighted button labeled Yes, I Have a Corporate Card. There is also a Cancel button.

  4. Complete the questions on the Card Program Details page.

    • What country is the card issued??
    • What type of card is it?
    • Who issues the card?
    • What type of program is it?
    • Who receives the card statement?
    • Who pays the card?
    • What do you want to name the card program?
    • How do you want to pay for the card?

    There are three Corporate Card liabilities structures:

    Card LiabilityDescription
    Individual Bill/Individual Pay (IBIP)Individual employee receives and pays the statement.
    Individual Bill/Company Pay (IBCP)Individual employee receives the statement, but the company pays the statement.
    Company Bill/Company Pay (CBCP)The company receives and pays the statement.
    The image shows a screenshot of a Card Program Details form for setting up a credit card program. The form includes the following fields: 1. From what country/region is the card issued? ; 2. What is the billing or posting currency? ; 3. What type of card is it? ; 4. Who issues the card? ; 5. What type of program is it? ; 6. Who receives the card statement?; 7. Who pays the issuer of the card? ; 8. What do you want to name this card program? ; 9. How do you want to pay for this card program?. A checkbox option for Prevent employees from manually entering credit card charges, which is checked.

    Caution

    After the name of the card is saved, you cannot modify the card name.

  5. Select the Accounting tab and complete the details. Extra details about these fields are discussed later in the course, specifically in the Exploring the Basics of Accounting Tab section.

    The image shows a screenshot of the Settings page with the Accounting tab selected. The page contains a section titled Important Accounting Information with a recommendation to fill out the fields with someone familiar with accounting practices. Below this, there are four fields under Accounting Fields: Liability Account Code, Cash Account Code, Clearing Account Code, and Vendor Name for Card Program. At the bottom of the page, there are three buttons: Cancel, Previous, and Save.

  6. Select the Payment Batch Schedule tab and choose a schedule.

    The image shows a Settings page with two tabs: Accounting and Payment Batch Schedule. The Payment Batch Schedule tab is selected. Below, there is a section titled Export Schedule Settings with the instruction: We'll take your approved card transactions and put them into a payment batch file. How often would you like this to occur? There are six radio button options for the schedule: On-Demand (selected), Daily, Weekly, Every Other Week, Semi-Monthly, Monthly. At the bottom, there are three buttons: Cancel, Previous, and Save.

  7. Select Save to complete these changes.

    The image shows a Settings page with two tabs: Accounting and Payment Batch Schedule. The Payment Batch Schedule tab is selected. Below, there is a section titled Export Schedule Settings with the instruction: We'll take your approved card transactions and put them into a payment batch file. How often would you like this to occur? There are six radio button options for the schedule: On-Demand (selected), Daily, Weekly, Every Other Week, Semi-Monthly, Monthly. At the bottom, there are three buttons: Cancel, Previous, and Save. The Save button is highlighted in yellow.

    Caution

    After you save the card details, you cannot delete the card program.

Result

How to Deactivate a Card Program

Follow these steps to deactivate a card program. We walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available to reinforce what you've learned and provide a quick recap.

Steps

  1. On the Business and Corporate Credit Card Program page, select the checkbox next to the card program you wish to deactivate.

    The image shows a screenshot of an interface titled Business and Corporate Credit Card Programs. The page displays a table with the following columns: Program Name, Country/Region, Card Issuer, Card Type, Program Type, and Status. There are two entries in the table. Above the table, there are buttons labeled Add Credit Card Programs, Edit, Activate, and Deactivate. There is also a dropdown menu labeled Show with the option Active Accounts selected.

  2. Select Deactivate.

    The image shows a screenshot of an interface titled Business and Corporate Credit Card Programs. The page displays a table with the following columns: Program Name, Country/Region, Card Issuer, Card Type, Program Type, and Status. There are two entries in the table. Above the table, there are buttons labeled Add Credit Card Programs, Edit, Activate, and Deactivate (highlighted in yellow). There is also a dropdown menu labeled Show with the option Active Accounts selected.

  3. You receive a confirmation that the card program is successfully deactivated.

    The image shows a screenshot with a success message indicating that the American Express Corporate Card IBCP - US has been successfully deactivated. There is an OK button highlighted in blue and yellow at the bottom right corner of the message box.

Result

Basics of Accounting Tab

On the Accounting tab, you can configure accounting codes for each card program. The codes entered on this page are included in the card program's accounting export file. If your company is using an SAP Concur financial integration, you can see options specific to their financial system.

The image shows a screenshot of the Settings page with the Accounting tab selected. The page contains a section titled Important Accounting Information with a recommendation to fill out the fields with someone familiar with accounting practices. Below this, there are four fields under Accounting Fields: Liability Code, Cash Advance Code, Clearing Account Code, and Vendor Name for Card Program. At the bottom of the page, there are three buttons: Cancel, Previous, and Save.

Liability Account Code

This is the account code that appears in the accounting file Payment Demand Company Liability Account Code field for payment made to this program. The Liability Account can be used to record expenses when they are incurred. You can use this field to capture a code representing an offset account in the G/L extract. This account code commonly represents the credit in the expense accounting entry.

Cash Account Code

This is the accounting code that appears in the accounting file Payment Demand Company Cash Account Code field for payments made to this card program. You can use this field to capture offsets against transactions directly impacting bank accounts.

Clearing Account Code

This is the accounting code used to book amounts in the accounting file that the employee owes back to the company when they have charged amounts that will not be reimbursed on a company-paid card.

Vendor Name for Company Credit Card Program

This optional field allows you to enter the Vendor ID value for the card issuer of the company-paid card program. The value is available for output into their accounting file. If there are multiple company-paid card programs, the value can be set individually for each.

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