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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. 

Step 2: 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.

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. 

  1. Under Users, click Go to User Mappings.

The Expense Import User Map screen appears.

  1. To create the mapping by individual user, click Create and make the map using the following guidelines:

    Method

    Description

    Account Type

    Always select Employee ID as the type.

    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.

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

Step 3: 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.

  1. Under Users, click Go to User Mappings.

The Expense Import User Map screen appears.

  1. To create the mapping by individual category, click Create and make the map using the following guidelines:

    Method

    Description

    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.

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

Step 4: 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 transations.

  1. Select whether Group corporate card expenses by Bill date is enabled.
  2. Click Go to Transaction Type Filter Mappings

The Expense Import Transaction Type Filter Map page appears.

  1. To create the mapping by individual filter, click Create.
  1. To upload filter information in bulk, see Managing Coupa Tables for details on bulk uploads. 
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