Orbis Web · Payment Management
Version 2026.10

Dynamic Cards: pay your suppliers with virtual cards and reconcile them

Set up the PSPs, issue a single-use virtual card for each supplier, use it in the file's services and prepayments, and reconcile the charges against the card statement. Written for the accounts department and for anyone who handles supplier payments.

Key concepts

What Dynamic Cards are

You pay each supplier with a virtual card created just for that purchase, for a set amount and with a set expiry date. That way you never share the agency's card, you limit the risk of unauthorised charges and every charge is linked to its supplier, its file and its accounting subaccount.

Orbis Web requests the card from the issuer through the Bavelpay payment platform and stores it in Payment Management › Dynamic Cards, with its number, CVV, validity and the amount still to be used.

ConceptWhat it isIn Orbis Web
PSPPayment service provider: the institution that issues the virtual card. For example, CaixaBank (DINERS), Pliant or Terrapay.Set up in Configuration › Cards › PSPs and chosen when you create each card.
BankThe agency's bank and account against which the card charges are settled.Each PSP has its own Bank field. That bank is the one you choose when you generate the payment's bank document.
PSP and bank are not the same thingThe PSP creates the card and authorises the payment to the supplier. The bank is where the agency later pays that charge. One bank can have several PSPs linked to it, for example one per currency.

Credit PSP

The card uses the credit line the issuer grants the agency. Later, the issuer settles all the charges against the linked bank. In the PSP drop-down it shows the label Credit.

Debit PSP

The card is paid from the balance the agency holds with the PSP. In the configuration it has the Debit box ticked and in the drop-down it shows the label Debit.

ImportantA debit PSP needs a balanceBefore issuing a card from a debit PSP, check that the balance available with the PSP covers the amount. If the balance is not enough, the issuer will not create the card or the supplier will decline it when charging.
Common procedure

The full process in five steps

Set up onceFill in the Bavelpay details and add the PSPs with their bank, card type, currency and subaccount.
Create the cardIn Dynamic Cards, click + and choose the PSP, the supplier, the amount and the expiry date.
Pay the supplierView the number, CVV and validity with the eye icon, and use them on the supplier's website or portal.
Record it in the fileIssue the service's prepayment with the Dynamic Cards type and generate its bank document.
ReconcileImport the card statement Excel file with its template and match each charge with its payment.
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Configuration

Add and edit PSPs

What it is for

Defines each card issuer the agency can use: which bank it settles with, what type of card it issues, in which currency, which subaccount it posts to and whether it is debit or credit.

When to use it

When you start using the module, when you take on a new issuer or a new currency, or to deactivate a PSP you no longer use.

Task: set up a debit PSP. Recreation of the screen with sample data.

Step by step

  1. Go to Configuration › Company Data › Cards › PSPs.
  2. Click + to add a PSP, or the pencil to edit an existing one. Turn on See Cancelled if you are looking for a deactivated one.
  3. Choose the issuing PSP and type the PSP Name you will see when creating cards, for example including the currency: “Terrapay Euros”.
  4. Select the Bank against which this PSP's charges are settled.
  5. Enter the Bavelpay PSP ID, Types of Cards, Currencies and the accounting Subaccount for the cards.
  6. Tick Debit if the PSP works with a balance. Leave it unticked if it is a credit PSP. Tick Active so that it appears when creating cards.
  7. Click Accept.
FieldWhat it does
PSPThe card issuer (CaixaBank, Pliant, Terrapay…).
BankThe agency's bank that the PSP settles with. It is the one chosen in the payment's bank document.
PSP NameName shown in the PSP drop-down when creating a card and in the Name column of the list.
Bavelpay PSP IDThe issuer's identifier in Bavelpay. Bavelpay or your Pipeline contact will give it to you.
Types of CardsBrand of the card issued (VISA, DINERS, AMEX…). The list is maintained in Cards › Types of Cards.
CurrenciesThe currency the PSP issues in. Create one PSP per currency if the issuer works with several.
SubaccountAccounting subaccount that receives the entries for this PSP's cards.
DebitTicked: the PSP is a debit PSP and needs a balance. Unticked: it is a credit PSP.
ActiveWhen unticked, the PSP no longer appears when creating cards.
Configuration

Bavelpay and general options

What it is for

Connects Orbis Web to Bavelpay, the platform that requests the cards from the PSPs, and sets how many days new cards are valid for by default.

When to use it

When you go live, when Bavelpay gives you new credentials or when you want to change the default validity.

Task: connect to Bavelpay and set the default validity. Recreation of the screen with sample data.

Step by step

  1. Go to Configuration › Company Data › Cards › Bavelpay.
  2. Click the pencil next to Bavelpay payer id, Bavelpay sender id and Bavelpay user shared secret to enter the credentials Bavelpay gives you, and fill in the payer and sender names.
  3. In Validity days of created cards, enter after how many days a new card expires. The new card form suggests that date as the Expiration Date.
  4. If you wish, in Cards › General, tick Mask PAN on cards to hide part of the card number on screen.
  5. Save with the ✓ button.
AttentionThe credentials are secretOrbis Web shows them hidden. Only change them with the details Bavelpay gives you. If they are wrong, cards cannot be created.
Daily use

Create a dynamic card

What it is for

Generates a virtual card to pay a supplier a specific amount, with a short expiry.

When to use it

Whenever you need to pay a supplier for a booking by card: flights, hotels, trains or ferries.

Task: create a card to pay a supplier for a booking. Recreation of the screen with sample data.

Step by step

  1. Go to Payment Management › Dynamic Cards and click +.
  2. Choose the PSP. The label on the right tells you whether it is Credit or Debit.
  3. Click … next to Supplier, search for it by name or NIF in the Suppliers window and select it. If it does not exist, you can create it with New Supplier.
  4. Enter the exact Amount of the purchase and check the Currency.
  5. Check the Expiration Date. By default it is today's date plus the validity days set up in Bavelpay.
  6. Fill in the Subaccount and a Reference that helps you identify the payment, for example the locator and the file. Add Observations if you need them.
  7. Click Accept. The card appears in the list with its number, CVV and validity.
Common mistakeThe supplier declines the cardThis is usually because the charge exceeds the card amount, because the card has already expired or, with a debit PSP, because there is no balance. Create a new card with the correct amount and cancel the previous one.
Daily use

View and cancel cards

What it is for

Find any card, look up its number, CVV and validity to make the payment, check how much is still outstanding and cancel the ones you no longer need.

When to use it

When paying on the supplier's website, when reviewing expired or unused cards, or if the booking is cancelled.

Task: look up a card's details to make the payment. Recreation of the screen with sample data.

Step by step

  1. Use Filters to narrow by PSP, Supplier, issue or expiry dates, Expiration and Cancelled. You can also type in each column's Filter… boxes.
  2. Click the arrow on a row to see its details: Reference, Amount, Outstanding Balance, Expiration, Subaccount, Card, User, etc.
  3. Click the eye to see the full number, the Type, the State, the Validity and the CVV, with a button to copy the number. Click the bin to cancel the card: Orbis Web asks for confirmation (“This action will cancel the card. Are you sure you want to continue?”) before doing so.
ItemWhat it shows
AmountThe maximum amount the card was created for.
Outstanding BalanceThe part of the amount not yet covered by a recorded payment.
Reference VoxelThe card's identifier on the payment platform. Give it if you contact support about a particular card.
StateThe card's state at the issuer, for example ACTIVE.
ImportantCancelling cannot be undoneA cancelled card no longer accepts charges. To see it in the list again, change the Cancelled filter.
Files

Use the card in services and prepayments

What it is for

Records in the file that the supplier's service has been paid with a dynamic card. The payment is stored as a Dynamic Cards bank document, linked to the prepayment, the PSP's bank and the supplier.

When to use it

After paying the supplier with the card, so that the service shows as paid and the charge can be posted and reconciled.

Task: record in the file the payment of a service with a dynamic card. Recreation of several screens with sample data.

Step by step

  1. In the file, open the Services tab, edit the supplier's service and click Actions › Issue Prepaid.
  2. In the Prepaid section, check the Amount and the Date, and choose Type: Dynamic Cards. Save the prepayment.
  3. Go to Payment Management › Prepayments and find the prepayment (filter Payments: Outstanding). In its ⋮ menu, click Generate Bank Documents.
  4. In the Bank Document window, check the Payment Date and that the Type is Dynamic Cards.
  5. Choose the Bank of the PSP you created the card with, for example DINERS.
  6. Click Accept. The prepayment is marked as paid and a Dynamic Cards document appears in Bank Documents, with the file, the locator, the prepayment number and the amount in the observations.
WhereWhat you will see afterwards
PrepaymentsThe prepayment is no longer outstanding, and ⋮ › Consult Bank Documents opens its payment.
Bank DocumentsA Dynamic Cards document, with the PSP's bank and the Dynamic Cards payment method. The Documents tab shows the prepayment it pays.
ServiceIf the service has already been paid, Issue Prepaid warns you with “The service is paid”.
Common mistakeGenerate Bank Documents is greyed outThe prepayment has already been paid or does not accept more payments. Expand the row and check the Outstanding Balance and Paid fields, or use Consult Bank Documents to see the existing payment.
Reconciliation

Set up the Excel template

What it is for

Tells Orbis Web how to read the Excel statement the card issuer sends you: how many header lines to skip and which column holds each item.

When to use it

Before the first reconciliation, and whenever the issuer changes the format of its statement. Create one template for each different statement format.

Build the template from a real statementOpen a statement from the issuer and note which column (A, B, C…) holds the date, the amount, the description and the other items. The template must reflect exactly that card information.
Task: create the template that reads the issuer's Excel statement. Recreation of the screen with sample data.

Step by step

  1. Go to Configuration › Company Data › Tables › Corporate Card Reconciliation and, in Excel Configuration, click +.
  2. Type a Name that identifies the issuer and the format, for example “DINERS statement”.
  3. In Header Lines, enter how many rows of the Excel file come before the first transaction (titles, totals, etc.).
  4. Assign to Date, Amount and Description the Excel column that holds each item. Do the same, if the statement includes them, for Ticket, Supplier, Service Type and Passenger. Leave the ones that don't exist as Not Defined.
  5. Tick Reverse Sign if the statement shows charges as negative amounts and you want to treat them as positive, or vice versa.
  6. Check that the Excel file follows the Field format: dates as DD/MM/YYYY, amounts as ####.## and the currency as a three-letter ISO code (EUR).
  7. Click Accept.
Common mistakeThe import finds no transactions or the amounts come out wrongCheck the Header Lines and the column assigned to each field. If the amounts come out with the opposite sign, tick or untick Reverse Sign. If the dates or amounts use a different format, correct it in the Excel file before importing it.
Reconciliation

Reconcile the card

What it is for

Matches the charges in the issuer's statement with the payments recorded in Orbis Web, so you can spot charges without a payment, amounts that differ or payments the issuer has not charged yet.

When to use it

Whenever you receive the card settlement or statement, usually once a month.

Task: import the card statement to reconcile it. Recreation of several screens with sample data.

Step by step

  1. Go to Reconciliations › Corporate Card Reconciliation and click Actions › Manage Files.
  2. In Reconciliation Files, click + to import a statement.
  3. Enter the settlement's Charge Date and choose in Cards the card or account the statement belongs to.
  4. Choose in Templates the Excel template that matches that statement.
  5. Click Import and select the Excel file.
  6. Check the file's % Reconciled and open the reconciliation to resolve the transactions that could not be matched.
Several files for the same settlementIf the issuer sends you the settlement in several files, the F button (Merge File) combines the selected files with the same Charge Date and card into one.
Common mistakeThe Templates drop-down is emptyThere is no Excel template yet. Create one first in Set up the Excel template.
Good judgement

Best practices

One card per payment

Create each card for the exact amount of the purchase and with a short expiry. That way each charge can be identified with no doubt when reconciling.

A useful reference

Put the locator and the file in Reference. That is what will let you find the payment in the list and in the statement.

Watch the debit balance

Before a batch of payments with a debit PSP, check that the deposited balance covers all the cards you are going to create.

Record the payment the same day

Generate the prepayment's bank document right after paying. If you leave it for later, the reconciliation will show charges without a payment.

Before reconciling
  • Every card payment has its prepayment with a Dynamic Cards bank document.
  • Unused cards and cards for cancelled bookings have been cancelled.
  • The Excel template matches the current statement format.
  • The dates and amounts in the Excel file follow the format set in the template.
Support

Common issues

The PSP does not appear when creating the card.It is deactivated. In Configuration › Cards › PSPs, edit it and tick Active.
The card cannot be created with a debit PSP.Most often there is not enough balance with the PSP. Top up the balance and try again.
“0 Files in the directory” when using Actions › Import Files in Dynamic Cards.There are no files waiting to be imported in the agency's exchange folder.
“The service is paid” when clicking Issue Prepaid.The service already has its payment recorded. Look up the existing prepayment in Payment Management › Prepayments.
The reconciliation does not match a charge.Check that the bank document amount matches the statement and that the payment is recorded with the PSP's correct bank.
Still not working?Contact Pipeline Software support and give the card Id, its Reference Voxel, the prepayment or bank document number and a screenshot of the message you see.