Cash & Card - from opening an account up until commissioning cards
Cash & Card - The Process from A to Z
This article provides a step-by-step, concise description to support the implementation of the Cash & Card module, from opening an account to accounting for expenditures. Within this description, direct references are made to key articles in the Spend Cloud Portal, which offer more specific information for each section.
If you are specifically looking for articles about card usage, you can refer to the User Manual Cash & Card - Card Management, Transactions, and Review (Card Employee and Card Manager).
1. Opening (Balance) Account
The first step to request payment cards is to open an account. This can be an account via Visma | ProActive for the use of Spend Cloud Cards or an account with bunq for the use of their debit cards. After the account is successfully opened, the process within the Spend Cloud can be initiated.
2. Requesting Cards and Topping up the Balance Account
Cards can be requested via Application Management / Cash & Card / Card Management and then the 'Request New Card' button. More specific information can be found in the following article: Requesting a New Card.
To make expenditures, there must be money in the account. In the case of Spend Cloud Cards, the amount needs to be transferred to NL34ADYB2017500012 from the bank account number provided during registration. More information can be found in this article: How to replenish the Spend Cloud Cards Balance Account?
If bunq is used, money can be transferred from any bank account to the newly opened bank account.
3. Linking and Activating Cards
After requesting the cards, each card must be linked to a cardbook so that the incurred expenses go to the correct cardbook. This can be done in Spend Cloud under Application Management / Cash & Card / Transactions. When editing a transaction, the desired card can be linked. More information on editing and/or creating new transactions can be found in the article below.
If a card is requested for a non-existing cardbook, a new cardbook must also be created. The article Creating a book provides more information on this.
Once the cards are received, they need to be activated. This can be done in Application Management / Cash & Card / Card Management; by clicking on the three dots at the end of the row, a card can be activated.
This article provides a detailed description of how to activate and link the cards: Activating a Spend Cloud Card and Linking it to a Cardbook.
4. Providing Balance to the Cardbook
Once the received cards are linked, and there is money in the account, you are almost ready to make expenditures. However, a spending limit must be assigned to each cardbook.
Through the Cash & Card / Charge section (not through Application Management), you have the option to provide each book with a balance. A certain spending limit can be assigned either once or structurally (top-up every day up to a certain amount, or every week, for example).
The article Charging a Cardbook with Balance provides more information on the various options to provide cardbooks with a balance.
5. First Payment with the Card
To make expenditures, the first time must be physically paid by card, including entering the PIN. After this initial payment, contactless payments can also be made.
The PIN can be found by looking up the card via Cash & Card / Cards (for card employees) or Application Management / Cash & Card / Card Management (for application managers), and then clicking on Show/Change PIN for the card. This article provides more information on viewing/changing a PIN.
6. Online Payments
Spend Cloud Cards
To make online payments with Spend Cloud Cards, confirming online payments must be activated in the Spend Cloud app. The article confirm online payments provides more information on this. After setting up online payments, online expenditure can be made; see Online Payment with a Spend Cloud Card for more details.
Bunq
To make online payments with bunq, iDeal can be used. The article Making iDeal Payments in the App describes how this works. The Spend Cloud App is always required for this; more information about installing and using the Spend Cloud App is provided in the following section.
7. Spend Cloud App
For the Cash & Card module, the Spend Cloud App for end-users is essential. On this overview page, all articles about the possibilities within the app related to the Cash & Card module can be found.
Firstly, the app must be downloaded:
Then, the user can log in to justify expenditures, make iDeal payments, or close/review periods.
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