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Step 3: Configure Corporate Card Settings

Once your Corporate Credit Card feed has been setup by your Coupa Implementation manager or TAM, you should configure the Corporate Credit Card settings.

Lines that are created via corporate card integration can’t be deleted. If you need lines deleted, contact your Coupa Implementation manager or TAM.

Step 1: Configure General Corporate Credit Card Settings

  1. Sign into Coupa as an administrator and go to Setup > Expense Tools > Corporate Card Settings.

  1. Check Read-Only for fields that you DO NOT want users to be able to change for Corporate Card lines. These fields, on regular expense lines, will remain editable. As a best practice, configure Amount, Currency, and Date to read-only. Your Corporate Card provider is the source of truth for this data and users should not be able to edit. These settings are global across all corporate card integrations. 

Step 2: Configure Corporate Card Reminder Notifications

  1. Go to Setup > Expense Tools > Corporate Card Settings > Corporate Card Bill Cycle End Dates.
  2. Specify the Corporate Card Bill Cycle End Date for each integration. This is not the pay date for your billing cycle but the last day for transactions to be counted in a billing cycle each month. 
  3. Click Save.
  4. Specify the Reminder Period for all of the integrations under Notification Reminders. This is the number of days (1 - 31) beyond the last cycle transaction day that end users have to complete and submit their Corporate Card Expense Reports. 
  5. Specify whether to send the end user's manager (the next approver on the submitter's user record) a notification for overdue Corporate Card Expense Reports.
  6. Click Save. Once configured, a daily to-do reminder notification will be sent to a user for each un-submitted Corporate Card Report that is past due. 
  7. Corporate Card Reminder Notifications are configured per Corporate Card Integration.

Step 3: Configure User Settings

The file delivered to Coupa by the provider is just a list of credit card transactions. Each transaction has certain pieces of information, such as the account number and the employee ID.  We need to map that number to a specific user within Coupa.Users can be mapped to one or multiple cards across multiple corporate card integrations. 

The imported expense reports will be assigned to the default user in the case that there is no match from the transactions in the file and the users mapping.The default user is a catch-all for corporate card transactions and as a best practice should always be populated by an active user. 

After uploading, if Coupa can’t find the corresponding user mapping, the expense line will be added to the default user’s profile. The default user will then have the ability to reassign the report to the correct user. 

This is typically some sort of admin/accounting person so they can keep track of any lines not accounted for.  Default users are configured per Corporate Card Integration.

  1. Go to Setup > Expense Tools > Corporate Card Settings > Users > Go to User Mappings.
  2. To create the mapping by individual user, click Create and make the map using the following guidelines:

    Method

    Description

    Corporate Card Integration Name Select the Corporate Card Integration the user maps to. 

    Account Type

    Always select Employee ID as the type from the  Account Type dropdown.

    Note: When bulk loading, this field should be EMPLOYEE_ID

    Account Number

    Type the Employee ID exactly as it appears in the file.

    You should be bulk loading this.

    Email

    Corresponding Coupa user. Autocomplete field that pulls from existing Coupa user list using the user’s email address.

  3. To upload user information in bulk, see Managing Coupa Tables for details on bulk uploads. 

Step 4: Configure Category Settings

As in user mapping, each transaction in the file has a corresponding category code. Default category works in the same way as Default User. However, some customers want to leave this blank so users are forced to go in and categorize their expenses, or some other catch all category.

Expense lines will populate with the default category if the file importer cannot find a category mapped on the specified code. Leave blank to set with no default. This is a global setting across all corporate card integrations. 

Corporate card transactions can be automatically assigned to an expense category based on its MCC or SIC code. Now, these mappings can be configured differently for each corporate card integration. This is particularly powerful for customers who have card programs based on spend type and may use categories to default different GL codes for end users. 

  1.  Go to Setup > Expense Tools > Corporate Card Settings > Categories > Go to Category Mappings.
  2. To create the mapping by individual category, click Create and make the map using the following guidelines:

    Method

    Description

    Corporate Card Integration Name Select the Corporate Card Integration the category maps to.

    Industry Code Type

    The vendors have to file under these codes, so they’re not always very good. The customer should have their own codes to upload.

    Industry Code

    SIC – Amex

    • Airfare – 4512
    • Lodging – 7011
    • Rental Car – 7514

    MCC - MasterCard & Visa

    • 3000-3299 Airlines
    • 3351-3441 Car Rental
    • 3501-3790 Hotels, Motels, Inns, and Resorts

    Name

    The corresponding expense category in Coupa.

    Coupa maps the MCC value to the first numeric value of the possible range (e.g. an MCC value of 3420 in the source file will be parsed as 3351).

  3. To upload user information in bulk, see Managing Coupa Tables for details on bulk uploads.

Step 5: Configure Advanced Settings

Advanced settings basically provide ways to group Corporate Credit Card expenses and the transactions that you want to ignore. For example, you might not be interested in having credit adjustments appear in VISA Corporate Card transactions.  

  1. Select whether Group corporate card expenses by Bill date is enabled.
  2. Go to Setup > Expense Tools > Corporate Card Settings > Advanced > Go to Transaction Type Filter Mappings.
  3. To create the mapping by an individual filter, click Create.

Method

Description

Corporate Card Integration Name Select the Corporate Card Integration the category maps to.

Card Type

Select Amex, MasterCard, or VISA

Transaction Type

Depending on the selected Card Type, a selection of transaction types will appear for selection. 

Filter

Choose Ignore

To upload filter information in bulk, see Managing Coupa Tables for details on bulk uploads. 

 

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