Orbis Web · Reconciliations
Version 2026.10

Corporate card reconciliation: match every card charge to its document in Orbis Web

Import the statement for your AMEX or Visa cards, link each transaction to its bank document and generate the accounting entries once everything balances.

Key concepts

What corporate card reconciliation is

When you pay suppliers with a corporate card, the bank sends you a statement with all the charges. This module compares that statement with the bank documents recorded in Orbis Web, so you know what is justified and what is missing, and can post it to the accounts.

ConceptWhat it is
Statement (file)Card statement imported from the bank's Excel file. It is identified by its charge date and card.
TransactionEach charge on the statement: date, amount, currency and merchant.
Bank documentPayment recorded in Orbis Web that justifies the transaction.
DifferencePart of the transaction amount not yet covered by bank documents. When it is 0.00, the transaction is reconciled.
% ReconciledShare of the statement's charges already reconciled: with 1 of 3 charges reconciled, 33,33 %.
Where to find itMenu Reconciliations › Corporate Card Reconciliation. The screen is empty until you open a statement from Manage Files.
Video

Corporate card reconciliation on video

The reconciliation from start to finish, in 4:57. Click the image to watch it.
Common procedure

The 5 steps, from setup to accounting entry

Set up (once)In Configuration, add the corporate cards and one import template for each bank format (AMEX, Visa…).
ImportIn Manage Files, click Import Excel (+) and choose the charge date, the cards and the bank's template.
Open the statementClick Reconcile on its row to load its transactions.
ReconcileOn each pending transaction, click C and move up the bank documents that justify it until the difference is 0.00.
Post to the accountsGo back to Manage Files and click Generate Accounting Entries.
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Configuration

Corporate cards

What it is for

Registering the agency's cards. They are the ones listed in the Cards field when you import or merge a statement.

When to use it

When you start using the module, and whenever the bank issues or renews a card.

Task: add a corporate card. Recreation of the screen with sample data.

Step by step

  1. Go to Configuration › Company Data and open Cards › Corporate Cards.
  2. Click Add (+).
  3. Choose the Type (AMEX, VISA, MASTERCARD…) and the Bank, and enter the Card number. These are the required fields, shown in yellow.
  4. Optionally fill in Expiration, Client, the User the card is assigned to and the card's accounting Subaccount.
  5. Click Accept. In the list, the number is masked and only its last digits are shown.
Card sub-accountGive each card its own sub-account: it is the one used when posting its statements to the accounts.
Configuration

Import templates (AMEX, Visa and other banks)

What it is for

Telling Orbis Web which column of each bank's Excel file holds each piece of data (date, amount, merchant…). Each template is then listed in the Templates field when you import.

When to use it

Once for each statement format (AMEX, Visa, another bank's Mastercard…), and whenever the bank changes the layout of its Excel file.

Task: create or review the AMEX import template. Recreation of the screen with the sample configuration.

Step by step

  1. Go to Configuration › Company Data and open Tables › Corporate Card Reconciliation.
  2. Click Add (+) to create a template, or the Edit pencil of an existing one.
  3. Enter the Name you will see when importing (for example, AMEX, Visas or Mastercard Sample Bank).
  4. In Header Lines, enter how many title rows the Excel file has before the first transaction (usually 1).
  5. Open a bank statement and assign each field its column: Date, Amount and Description are required; Ticket, Supplier, Service Type and Passenger are optional (leave Not Defined if the Excel file does not include them).
  6. Tick Reverse Sign if the bank sends charges as negative amounts.
  7. Check that the Excel file follows the Field format and click Accept.
  8. In the list, use the ✓ button to set the template as the default, or the bin to delete it.
FieldWhat it indicatesAMEX exampleVisas example
Header LinesTitle rows skipped on import.11
DateColumn with the charge date.Column AColumn A
AmountColumn with the charge amount.Column EColumn B
DescriptionColumn with the concept or merchant.Column FColumn C
SupplierColumn with the merchant's name, if it comes separately.Column GNot Defined
Ticket, Service Type, PassengerOptional columns shown during reconciliation.Not DefinedNot Defined
Reverse SignChanges the sign of the amounts on import.Not tickedNot ticked
Format the Excel file must followDates as DD/MM/YYYY, amounts with a decimal point (####.##) and currency as a three-letter ISO code (EUR). If the bank statement does not come like this, adjust it before importing.
Common errorTitles are imported as transactions, or the first one is missingThe Header Lines value does not match the Excel file. Count the title rows before the first charge and correct it in the template.
Module

Reconciliation files

What it is for

Seeing all imported statements, how much is left to reconcile in each one, and accessing their actions.

When to use it

When you start working in the module, and whenever you want to switch statement or post one to the accounts.

Task: find a statement and check its status. Recreation of the screen with sample data.

Step by step

  1. On the module's toolbar, click Manage Files (document icon).
  2. Use Search to find a statement, or the Join (F), Import Excel (+), Export to Excel and Export to PDF buttons.
  3. Check the % Reconciled column: statements below 100% have pending transactions.
  4. Use the row buttons: Reconcile (C), See Accounting Entry, Generate Accounting Entries or Delete Accounting Entry, and Delete.
Row buttonWhat it does
Reconcile (C)Loads the statement's transactions on the main screen. See Card transactions.
See Accounting EntryShows the statement's accounting entry. If it has not been generated yet, you get the message «No data available».
Generate Accounting Entries (+)Generates the statement's accounting entry.
Delete Accounting Entry (−)Replaces Generate Accounting Entries when the statement already has an entry; it deletes the entry.
Delete (bin)Deletes the imported statement. It is greyed out when the statement cannot be deleted.
Latest recordsThe window shows at most the latest 2,000 records. Use Search to find older statements.
Module

Import a statement

What it is for

Loading the card statement the bank sends you into Orbis Web, without typing the charges one by one.

When to use it

Every time you receive the periodic statement for one or more corporate cards.

Task: import the statement for an AMEX card. The Templates drop-down is shown open. Recreation of the screen with sample data.

Step by step

  1. In Files Conciliation, click Import Excel (+). Enter the statement's Charge Date (today's date by default).
  2. In Cards, choose the card or cards included in the statement.
  3. In Templates, choose the bank's format: AMEX or Visas.
  4. Click Import and select the Excel file. The Incidents window shows how many lines were read, loaded and incorrect, and the statement appears in the list as «YYYYMMDD - card».
Common errorThe import does not recognise the fileThe template does not match the statement's format. Check that you chose the right template and that its columns and header lines match the Excel file (see Import templates).
Module

Merge statements

What it is for

Combining several separately imported files into a single statement.

When to use it

When the bank sends charges in different files that you want to reconcile and post together.

Task: combine two files for the same card and date. Recreation of the screen with sample data.

Step by step

  1. In Files Conciliation, click Join (F) and enter the Charge Date and the Cards.
  2. Tick the statements you want to combine in the table.
  3. Click Join Selection.
Module

Card transactions

What it is for

Seeing all the charges on the open statement, which ones are reconciled and how much is missing on each one.

When to use it

During reconciliation, to find the pending charges and open them one by one.

Task: review a statement's pending transactions. The Ticket, Passenger and Service Type columns are not shown. Recreation of the screen with sample data.

Step by step

  1. Check the open File (statement) and its total Amount in the header.
  2. By default only pending charges are shown. Turn on View reconciled payments to see the reconciled ones as well.
  3. Use each column's filters; in Reconciled you can choose Yes or No. The Difference column shows what is still to be justified.
  4. Click C (Reconcile) on the charge you want to justify.
ColumnWhat it shows
Date, Amount, CurrencyCharge details from the bank statement.
Reconciled√ if the charge is reconciled; - if it is pending.
Ticket, Passenger, Service TypeDetails of the related service, when available.
Supplier, DescriptionThe charge's merchant and details (for example, a flight's itinerary). The description is not a column: expand the row with the arrow to see it.
DifferenceAmount still to be justified.
Module

Reconcile a transaction

What it is for

Linking a card charge to the bank document or documents that justify it.

When to use it

With every pending charge, or to correct a charge reconciled with the wrong document.

Task: justify a charge with its bank document. Recreation of the screen with sample data.

Step by step

  1. In Bank documents pending reconciliation, find the document with the filters and click Move up (up arrow) to assign it to the charge.
  2. If you make a mistake, click Move down (down arrow) on the assigned document to return it to the pending list.
  3. Repeat until the Difference is 0.00, then close the window with ×.
ItemWhat it indicates
CardAmount of the charge on the statement.
ReconciledTotal of the assigned documents.
DifferenceCard minus Reconciled. When it reaches 0.00, the charge becomes reconciled.
Exchange ValueAmount of the document in euros.
CautionChanges apply immediatelyThe window has no save button: every Move up and Move down changes the reconciliation as soon as you click it. Check the amount before moving a document up.
One charge, several documentsYou can move several documents up to the same charge (for example, two tickets paid in a single charge). The difference is recalculated with each one.
Module

Entries and deletion

What it is for

Posting the statement to the accounts, or undoing the entry if something needs correcting.

When to use it

When the statement is reconciled and reviewed, usually at the end of the period.

Task: generate, view or delete a statement's entry. Recreation of the screen with sample data.

Step by step

  1. Click See Accounting Entry to see the entry. If it does not exist yet, «No data available» is shown.
  2. Click Generate Accounting Entries (+) to post the statement to the accounts.
  3. If the statement already has an entry, the button changes to Delete Accounting Entry (−); click it to undo the entry before correcting the reconciliation.
ImportantReconcile before postingGenerating the entry with pending charges can leave unjustified amounts in the accounts. Check the % Reconciled before clicking Generate Accounting Entries.
Guidelines

Best practices

Import as soon as you receive the statement

The sooner you reconcile, the easier it is to find the document for each charge.

Start with charges that have a description

Flights and trains usually include an itinerary or locator: use them to filter the documents.

Check the difference, not just the √

A charge whose difference is not 0.00 is still pending, even if it has documents assigned.

Post at 100%

Generate the entry when the statement is fully reconciled.

Before generating the entry
  • The statement shows 100.00% in % Reconciled.
  • No transaction has a difference other than 0.00.
  • The assigned documents match the charge's supplier and amount.
  • There are no duplicate files for the same card and date (merge them if needed).
Support

Common issues

The main screen is empty.No statement is open. Click Manage Files and then Reconcile (C) on the statement you want to work on.
I can't find the bank document for a charge.It may not be recorded in Orbis Web yet, or it may already be reconciled with another charge. Turn on View reconciled payments in the window to check.
See Accounting Entry says «No data available».The statement has no entry yet. Generate it with Generate Accounting Entries.
I can't delete a statement.The bin is greyed out when the statement cannot be deleted.
A reconciled charge does not appear in the list.Only pending charges are shown by default. Turn on View reconciled payments.
Still not working?Contact Pipeline Software support through your usual channel, giving the statement (date and card), the affected transaction and a screenshot.