Click New Card to create a new card deployment.
Select the relevant Card Pool from the drop down. Card Pool is the Visa Commercial Pay term referring to your company’s virtual card funding account.
Depending on the card pool type, you will be presented with a selection of Purchase Types.
N.B. If you only have access to one Card Pool then this will be automatically selected.
Create a Generic Card
Click the Generic option.
Enter the deployment details, such as Charge Amount, Charge Dates, Supplier Information as well as any Custom Data Fields. Any mandatory fields are marked with an asterisk.
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Click Get Card.
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.
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 drop down 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 is issued and displayed on screen.
All details entered on the previous page will be displayed together with an image of the virtual card containing the full 16-digit card number, expiry date and CVV number.
Payment details can be communicated to the supplier via secure email if required. To generate the communication, enter the Supplier Reference and Recipient Email Address in the Payment communication section and click Submit.
A secure email containing the payment and virtual card details will be sent to the supplier email address entered.
Create an Air card
Select Air to deploy a card for an airline payment.
Select the relevant card pool from the drop down.
Payment Details
Enter the Charge Amount and any other fields marked with an asterisk.
By selecting See Optional Details additional information can be entered and captured for reporting purposes.
Included in this section is the ability to upload a document. 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.
Traveller details
Enter the title, forename, surname, email address and then click on Add Traveller
If there are multiple travellers then add in the next title, forename, surname, email address and click on Add Traveller again until all travellers have been entered.
The Traveller Details can be edited using the Edit Details option and deleted using the Delete option.
Supplier Information
Select the airline from the drop down list
Flight Details
Enter the carrier code, flight number and departure date before selecting Find Flight. 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.
Custom Data Fields
Complete each Custom Data Field, either from the drop down or free text the information
Use Add Another Field to capture any supplementary data
Get Card
Once complete select Get Card
Card Deployment
When the card is deployed a unique reference number or Deployment ID will be issued and displayed on screen
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. Please note - the card number has been masked on the screen shot for security purposes
Create an Accomodation card
Select the relevant card pool from the drop down.
Payment Details
Enter the Charge Amount and any other fields marked with an asterisk.
Traveller details
Enter the title, forename, surname, email address and then click on Add Traveller
If there are multiple travellers then add in the next title, forename, surname, email address and click on Add Traveller again until all travellers have been entered.
The Traveller Details can be edited using the Edit Details option and deleted using the Delete option.
By selecting See Optional Details, additional information can be entered and captured for reporting purposes.
Hotel Information
Enter the hotel name, previously used similar names will appear in the drop down for selection
Enter the email address for the hotel – this will be used to communicate the 3rd Party Authorisation form containing the payment instructions
Click on Click Here to Add Address Details and enter the address, Post/Zip Code and Country
If you do not have an email for the hotel then enter the Fax Number, including the full country code
Booking Details
Details entered in this section will appear on the 3rd Party Authorisation form communicated to the hotel
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 authorised to charge to the card or select from the drop down if configured
Other information – add details of any information to be included on the 3rd Party Authorisation Form e.g. VIP guest / Lower floor room required
Custom Data Fields
Complete each Custom Data Field, either from the drop down or free type the information
Use Add Another Field to capture any supplementary data.
Once complete click Get Card
Card Deployment
When the card is deployed a unique reference number or Deployment ID will be issued and displayed on screen.
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.
Communication Details
If the Supplier Reference was not entered during the card deployment process, then it must be added before clicking the Submit button to activate the card.
Payment Communication
To generate a communication of the 3rd Party Authorisation Form to the hotel, enter the email or fax number, if not already populated in the Recipient box
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, and if so, will automatically redirect the communication to the email/fax registered. To override the Connect database and send the communication to the address entered in the Recipient field, then check the Override Preferred Routing option.
To store this email/fax for future transmissions for this deployment then check the Update Supplier Contact box
Click Submit to send the communication