Issuing Payments

Configure corporate payment solutions and virtual card issuing

The Issuing Payment Configuration enables your business to provide corporate payment solutions, including virtual credit cards and integrated expense management for employee transactions and business expenses.

🎯 Overview

Issuing payments allows you to:

• Corporate Payment Solutions: Provide virtual credit cards for employee expenses

• Expense Management: Integrated tracking and reporting for business expenses

• Budget Control: Set spending limits and approval workflows

• Real-time Monitoring: Track corporate spending in real-time

💳 Supported Issuing Solutions

AirPlus Virtual Cards

Corporate virtual credit card solutions for business expenses

• Coverage: Global corporate payment solution

• Card Types: Virtual Mastercard credit cards

• Features: Real-time issuance, spending controls, detailed reporting

• Integration: Seamless expense management and accounting integration

→ AirPlus Configuration Guide

⚙️ How Issuing Payments Work

Virtual Card Issuance Flow

Employee Request → Approval Workflow → Virtual Card Creation → Transaction Processing → Expense Reporting

1. Employee Initiates: Employee requests payment for business expense

2. Approval Process: Optional approval workflow based on amount/policy

3. Card Issuance: Virtual card created with specific limits and validity

4. Payment Processing: Transaction processed through issuing provider

5. Expense Tracking: Automatic categorization and reporting

Integration with Receiving Payments

Important Prerequisite: To use AirPlus virtual card issuing, you must have a Receiving Payment Configuration that includes Mastercard payment method. This ensures the merchant can accept the virtual cards issued through AirPlus.

🏢 Business Unit Integration

Client Business Unit Association

• Configuration Scope: Issuing configurations are linked to Client Business Units

• Employee Access: Determines which employees can request virtual cards

• Spending Policies: Business unit-specific spending rules and limits

• Reporting Structure: Expense reporting aligned with business unit hierarchy

Typical Use Cases

Travel & Accommodation

• Hotel bookings and accommodation expenses

• Flight reservations and travel-related costs

• Ground transportation and taxi services

• Meal allowances and business dining

Corporate Procurement

• Office supplies and equipment purchases

• Software subscriptions and licensing

• Professional services and consulting

• Marketing and event expenses

Employee Expenses

• Business meal reimbursements

• Client entertainment expenses

• Training and conference fees

• Remote work equipment purchases

⚙️ Configuration Process

Step 1: Prerequisites Setup

Before configuring issuing payments:

1. Verify Receiving Configuration: Ensure you have a receiving payment configuration that accepts Mastercard

2. Business Unit Setup: Configure your client business units in the dashboard

3. User Permissions: Set up user roles and permissions for expense management

4. Approval Workflows: Define approval processes for different expense types

Step 2: AirPlus Configuration

Follow the detailed configuration guide:

→ AirPlus Configuration Guide

Key configuration steps:

• Define required AirPlus data fields

• Set up company data field mapping

• Configure approval workflows

• Test virtual card issuance

Step 3: Field Configuration

Configure required fields for expense tracking:

Mandatory Fields (must be completed by employees)

• Accounting Unit (AE): Department or cost center identifier

• Cost Center (KS): Specific budget allocation code

• Employee Number (PK): Employee identification

• Project Number (PR): Project-specific expense tracking

Optional Fields (can be completed if needed)

• Order Number (AU): Purchase order reference

• Department Code (DS): Additional departmental classification

• Internal Account (IK): Internal accounting reference

• Destination (R2): Travel destination for travel expenses

Not Used (fields that won't appear in the interface)

• Fields not relevant to your business processes

Step 4: Company Data Mapping

Map your internal systems to AirPlus fields:

{
  "fieldMapping": {
    "costCenter": "KS",
    "employeeId": "PK", 
    "projectCode": "PR",
    "departmentCode": "DS",
    "accountingUnit": "AE"
  }
}

💼 Employee Checkout Process

Step 1: Expense Request

Employee initiates expense request through checkout interface:

• Select "Reporting" to view required fields

• Complete all mandatory fields (marked as required)

• Fill optional fields if needed for expense tracking

Step 2: Field Completion

System displays fields based on configuration:

• Mandatory fields: Must be completed before proceeding

• Optional fields: Can be completed for better expense tracking

• Not used fields: Will not appear in the interface

Step 3: Virtual Card Issuance

After field completion:

• Virtual card is issued instantly for approved amounts

• Card details provided for immediate use

• Transaction limits applied based on business unit policy

Step 4: Expense Reporting

Automatic expense categorization and reporting:

• Real-time transaction monitoring

• Automatic categorization based on completed fields

• Integration with accounting systems

• Compliance reporting for auditing

🔧 Advanced Features

Spending Controls

• Transaction Limits: Set maximum transaction amounts

• Category Restrictions: Limit purchases to specific merchant categories

• Time-based Controls: Set card validity periods

• Geographic Restrictions: Limit usage by location

Approval Workflows

• Amount-based Approval: Automatic approval under threshold, manual approval above

• Manager Approval: Route requests through employee's direct manager

• Finance Approval: Additional approval for specific expense categories

• Multi-level Approval: Complex approval chains for high-value expenses

Reporting & Analytics

• Real-time Dashboards: Monitor corporate spending across business units

• Expense Categories: Detailed breakdown by expense type and purpose

• Employee Spending: Individual and team spending analysis

• Budget Tracking: Monitor against allocated budgets and forecasts

💡 Best Practices

Field Configuration

• Start Simple: Begin with essential fields only, add complexity as needed

• User Training: Ensure employees understand field requirements

• Consistent Mapping: Maintain consistent field mapping across business units

• Regular Review: Periodically review field requirements and usage

Approval Workflows

• Clear Policies: Define clear spending policies and approval thresholds

• Automated Rules: Use automation for routine, low-value expenses

• Exception Handling: Define processes for urgent or exceptional expenses

• Audit Trail: Maintain complete audit trail for all approvals

Security & Compliance

• Role-based Access: Limit access to expense management features

• Regular Audits: Conduct regular audits of virtual card usage

• Policy Compliance: Ensure expenses comply with corporate policies

• Data Protection: Protect sensitive employee and financial data

🛠️ Troubleshooting

Common Issues

Virtual Cards Not Being Issued

• Verify receiving payment configuration includes Mastercard

• Check business unit mapping and user permissions

• Ensure all mandatory fields are properly configured

• Validate AirPlus integration credentials

Field Mapping Issues

• Verify company data field mapping is correctly configured

• Check that mapped fields exist in your internal systems

• Ensure field data types match expected formats

• Validate field length limitations

Approval Workflow Problems

• Check approval workflow configuration and user assignments

• Verify approver permissions and notification settings

• Ensure approval thresholds are properly configured

• Test approval workflows with test transactions

Getting Help

• Configuration Support: [email protected]

• AirPlus Integration: Check AirPlus documentation and support

• Technical Issues: API Reference

• Best Practices: Contact customer success team

🚀 Getting Started

1. Check Prerequisites - Verify receiving payment configuration

2. Configure AirPlus - Set up virtual card issuance

3. Map Company Data - Connect your internal systems

4. Test Integration - Validate setup with test transactions

5. Train Users - Ensure employees understand the expense process

Ready to start issuing corporate payments? Begin with our AirPlus configuration guide to set up virtual card solutions for your business.