About Company card
- Company card is a function that can be purchased at Mileage Book by the account owner.
- Before an employee can match a company card transaction with an expense, it is important that the account's settings for expense management are set up. Administrator can follow this guide to set up general settings for expense management correctly.
- Company card transactions are synchronized daily into the Mileage Book, regardless of card type.
This is how it works
When an employee has an expense in connection with work, regardless of whether it is a private outlay or from a company card, it must be created as an expense in the Mileage Book and then matched to the transaction coming in from the relevant company card.
You can either create the expense as soon as you have it and match later. Or you can choose to wait for the transaction to come in and then fill in all the remaining details about the expense via your transaction. This naturally requires that you always have your receipt available.
All expenses that are created end up in the user's Mileage Book, respectively as an outlay or as a company card transaction.
The book is thus filled with expenses of the two kinds, together with the driving you have (if you also use this), and when you have registered for a period (typically one month), then you submit the period for approval in a combined account.
To summarize flow for a company card user - 3 steps in total. Register an expense, match transaction, send for approval.
Step-by-step setup of company cards (Mastercard, Airplus, etc.)
- Administrator must have purchased this extension for the account.
- Mastercard: The Administrator's IT department must build the connection to Mileage Book. Support can be helpful with documentation.
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Airplus: Administrator must complete this form and submit to corporate support. After this, admin will receive a Contract No. (Agreement ID) which Mileage Book requires for the setup.
Danish customer agreement: cosu@eurocard.dk
Swedish customer agreement: corporatesupport@eurocard.se
Norwegian Customer Agreement: corporatesupport@eurocard.no
Finnish Customer Agreement: corporatesupport@eurocard.fi
- Mileage Book must activate company cards on the account.
- The administrator must navigate to system setup > Employees > Find the employee it concerns and edit the person.
- Outlay: Information about bank accounts must now be filled in on the employee's details.
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Company card: Further down in the employee column, a tick must be placed on the right
"uses company card". Card information should not be filled in for company cards as it will come through the synchronization that has been built. Here, it is the employee number that determines who has which card.
- The employee can now choose in the app and on the web how receipts should be matched as either company cards or outlays.
Clearing of transactions
A transaction is marked as cleared when the bank has fully processed it and confirmed that the funds have been successfully debited or credited. This means the transaction is no longer pending but has been finalised and recorded by the bank. Once a transaction is cleared, the amount is included in the current balance and will no longer change.
Mileage Book receives a daily clearing file from the bank containing the transactions that have been cleared. Foreign transactions from international banks may take longer to be cleared than domestic transactions, as they often pass through multiple banks and processing steps.
If a transaction takes unusually long to be cleared, a manager with access to bank accounts should check the bank to confirm whether the transaction has been finalised. If the transaction has not yet been registered and is blocking the submission of reports in Mileage Book, it can simply be deleted in Mileage Book. The transaction will automatically reappear once the bank clears it.
If the transaction is correctly booked in the bank but is not reflected correctly in Mileage Book, you should contact support.