Click New Card to create a new card deployment.
Select the relevant Card Pool from the dropdown. Depending on the Card Pool type, you will be presented with a selection of purchase types.
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Note
If you only have access to one Card Pool, this is automatically selected.
Click Generic.
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Enter the deployment details, such as Charge Amount, Charge Dates, Supplier Information, and any Custom Data Fields. Any mandatory fields are marked with an asterisk.
Click Get Card.
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Click See Optional Details to enter additional information for reporting purposes.
Click Attach File > Choose File to upload a document from your device in either .docx, .pdf, .jpg, or .png format. This could be a copy of a quote, purchase order, invoice or approval email.
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The document will be stored with the deployment details for future use in both Visa Commercial Pay Online and Visa Commercial Pay Reporting.
Supplier name is a mandatory field. If you want to be able to send payment communications to suppliers via secure email, you will also need to enter the supplier email address here.
The supplier postal address can also be entered in the Click to Add Address Details section, but the postal address entered here is only used for reporting purposes and will not allow you to send payment communications.
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Complete each Custom Data Field, either from the dropdown or enter the free text information before selecting Get Card.
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When the card is deployed, a unique reference number and card deployment ID are issued and displayed.
All details entered on the previous page will be displayed with an image of the virtual card containing the full 16-digit card number, expiry date and CVV number.
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Payment details can be communicated to the supplier via secure email if required. Enter the Supplier Reference and Recipient Email Address in the Payment communication section and click Submit to generate the communication.
A secure email containing the payment and virtual card details will be sent to the supplier email address entered.
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For cards pending approval, you will be able to see:
The name/s of the Approver/s that are required to approve the deployment.
The Approver/s contact details (email and/or telephone number).
The Requested Amount and Charge Dates of the deployment.
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Click Air to deploy a card for an airline payment.
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Select the relevant card pool from the dropdown.
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Enter the Charge Amount and any other fields marked with an asterisk.
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Click See Optional Details to enter or capture additional information for reporting purposes.
You can also upload a document here. This could be a copy of a quote, purchase order, invoice or approval email. Click on Attach File and upload the document from your browser in either .docx, .pdf, .jpg, or .png format. The document will be stored with the deployment details for future use in both Visa Commercial Pay Online and Visa Commercial Pay Reporting.
Enter the title, forename, surname, email address, and then click Add Traveller. If the traveler has registered for the Visa Commercial Pay App using the email address entered here, the trip is automatically linked in the Visa Commercial Pay App.
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If there are multiple travelers, add the next title, forename, surname, and email address. Click on Add Traveller and repeat until you have entered them all.
You can click Edit Details to change the traveler details, or click Delete if you want to delete a traveler.
Enter the carrier code, flight number, and departure date before selecting Find Flight. The carrier code will be automatically populated based on the airline you selected for the Supplier Details. You can overtype the pre-populated code if required.
The system will populate the full flight details for flights within the next three days. Alternatively, select Click to Add Flights Manually and enter the details.
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After clicking Find Flight, the flight details will be automatically entered and shown below.
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If the flight details are incorrect, click Edit and alter the incorrect data fields.
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Once corrected, click Save to save your flight details.
When the card is deployed, a unique reference number and deployment ID are issued and displayed.
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All details entered during the card deployment process will be displayed with an image of the virtual card containing the full card number, expiry date and CVV number.
Note
The card number is masked on the screenshot for security purposes.
For cards pending approval, you will be able to see:
The name/s of the Approver/s that are required to approve the deployment.
The Approver/s contact details (email and/or telephone number).
The Requested Amount and Charge Dates of the deployment.
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Click Accommodation to deploy a card for a hotel/accommodation payment.
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Select the relevant card pool from the dropdown.
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Enter the title, forename, surname, email address, and then click Add Traveller. If the traveler has registered for the Visa Commercial Pay App using the email address entered here, the trip is automatically linked in the Visa Commercial Pay App.
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If there are multiple travelers, add the next title, forename, surname, and email address. Click on Add Traveller and repeat until you have entered them all.
You can click Edit Details to change the traveler details, or click Delete if you want to delete a traveler.
Enter the hotel name. Any previously used similar names will appear in the dropdown for selection.
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Enter the email address for the hotel—this will be used to communicate the 3rd Party Authorization form containing the payment instructions.
Click on Click Here to Add Address Details and enter the address, Post/Zip Code, and Country. If the hotel information matches a hotel that exists within our database, these details will be pre-populated. You can overtype this information if required.
These details will be used for matching purposes, and if there is a successful match, payment communication will be sent via the suppliers preferred method.
If you do not have an email for the hotel then enter the Fax Number, including the full country code.
Details entered in this section will appear on the 3rd Party Authorization form sent to the hotel.
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Select if an Advance Purchase rate has been booked. This will open the card so that the hotel can charge immediately.
Add the check-in/out dates.
Payment Information—enter a summary of what the hotel is authorized to charge to the card or select from the dropdown if configured.
Other information—add details of any information to be included on the 3rd Party Authorization Form e.g. VIP guest / Lower floor room required.
Complete each Custom Data Field. You can either choose from the dropdown or free-type the information.
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Click Add to capture any supplementary data.
Once complete, click Get Card.
When the card is deployed, a unique reference number and deployment ID are issued and displayed.
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All details entered during the card deployment process will be displayed together with an image of the virtual card containing the full card number, expiry date and CVV number.
For cards pending approval, you will be able to see:
The name/s of the Approver/s that are required to approve the deployment.
The Approver/s contact details (email and/or telephone number).
The Requested Amount and Charge Dates of the deployment.
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If the Supplier Reference was not entered during the card deployment process, then it must be added before clicking Submit to activate the card.
To generate a communication of the 3rd Party Authorization Form to the hotel enter the email or fax number, if not already populated in the Recipient box.
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The system will automatically check in the Visa Commercial Pay Connect database to see if the hotel has registered for a specific type of communication. If so, it will automatically redirect the communication to the email/fax/secure email/API registered. Toggle Override Preferred Routing on to override the Connect database and send the communication to the address entered in the Recipient field.
To store this email/fax for future transmissions for this deployment, toggle Update Supplier Contact on.
Click Submit to send the communication.
Batch Deployments allows you to create multiple deployments from a .csv file upload. The Batch Deployments functionality is controlled at a Card Pool Group level, and will not be visible unless you have it switched on by Visa Commercial Pay Support. Please speak to us if you wish to have this functionality enabled.
If you have this functionality enabled, click Batch Deployments in the navigation header to open the Batch Deployments page.
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Note
Clicking Download Sample File will download a sample file named 'batchdeployments.csv.' Open this file to see an example of the information and format required to bulk upload deployments.
Clicking Download Card Pool List will download a sample file named 'CardPoolsList'.csv. Open this file to see a list of the Card Pools available and the Client ID associated with each Card Pool.
You will need to upload a file containing the details of the deployments. The deployments will be created from the Card Pool linked to the Client ID that you enter in the Client ID column. Any individual deployments in the batch that exceed the deployment amount will go through the usual approvals process.
Click Choose file to search for the file to be uploaded. The upload file must meet the following guidelines:
the file must be in .csv format and not exceed 1MB
the first line must contain column headings,
any values may be enclosed in double quotes "",
where values contain commas, these must be encased in double quotes "".
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When you have selected the file to upload, click Upload. The Upload button will remain unavailable until a file in the correct format has been selected.
When the file has been processed, the results will appear on the page with the following information:
ID—the unique identifier for the batch deployment file upload.
File Name—the name of the file that was uploaded.
Date of Upload—the date the file was uploaded.
Uploaded By—the username of the user that uploaded the file.
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Status—a green circle indicates that the file was correctly processed. The text status indicator specifies if the deployments were created successfully:
Completed—no deployment failures.
Completed with deployment failures—some or all deployments failed.
Row Count—the number of rows that contained deployment details.
Deployment Count—the number of successful deployments.
Failure Count—the number of failed deployments.
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Click on the batch deployment upload to view additional details:
Index—the file row of the deployment.
Created Date—the date the deployment was uploaded.
Error Code—the code for the specific error.
Error Message—details of the deployment failure. This column is blank for successful deployments.
Deployment ID—the Deployment ID of the created deployment. Clicking this will take you to the Deployment Details page for that deployment.
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Note
Code 100 in the Error Code column indicates a successful deployment.
You can view and manage previous batches from the Batch Deployments page and re-upload a batch if a failure occurs. Re-uploading the batch does not remove the previously failed uploads from the list.