The company’s credit cards

A company credit card (Viseca, Cornèrcard, Swisscard, Cembra, PostFinance or your cantonal bank’s) has its own record in To Bill, next to your bank accounts. Every month, you import its statement: To Bill checks that it is complete, suggests an account for each purchase, as it does for a bank line, and recognises the bank debit that pays the card.

Before you start

• Accounting must be turned on and your books opened. You need the right to manage the accounting. See Turn on accounting.
• The PDF statement is read by the AI: your company’s AI must be turned on, with the help Reading a credit card statement in PDF. See The AI assistant. Without the AI, import the statement’s CSV export, from e-banking or the card’s app.

Add a card

1. In the menu, click Accounting, then Bank, and open the Accounts tab.

2. Click Add a credit card (1).

   

3. In Issuer, say who sends the statement, for example “Viseca” or “Cornèrcard”: To Bill uses it to recognise the bank debit that pays the card.

4. Enter the card’s Last 4 digits, as they appear on the statement. Never the full number.

5. Leave the Name empty to keep the issuer and the 4 digits, or give one, for example “Visa Business”. Choose the card’s Currency.

6. Leave Ledger account on Automatic (2211 Company credit card, else an account of the card’s own).

   

7. Click Add the card. To Bill confirms: Credit card added, with the number of its ledger account.

The first card is kept on account 2211 Company credit card: a short-term liability. Each purchase credits it, and the bank debit that pays the card settles it. A second card gets an account of its own, the first free number from 2214 to 2219, named “Credit card — ” followed by the card’s name: the balance of each card can then be checked separately. In Expert mode, you can choose another short-term liability yourself, dedicated to this card.

A card already saved, with the same issuer and the same 4 digits, is refused: This card is already saved. To edit, switch off or delete a card, click it in the list, as for a bank account. See Add your bank accounts.

Import the card statement

1. In the bank’s Statement tab, choose the card at the top, in the list of accounts.
2. Click Import the card statement.
3. Drag the statement into the frame, or click to choose it: the PDF of the monthly statement, read by the AI, or its CSV export, 25 MB at most. Nothing is saved before you confirm.
4. Check the statement check and its lines (see below).
5. Click Import followed by the number of lines.

The statement check

Before any import, To Bill checks that the lines read add up to the totals printed on the statement (1): the previous balance, plus the debits, minus the credits, gives the new balance.

• The statement is complete: its lines add up to its totals. The calculation is shown below, for example Previous balance 0.00 + debits 251.45 − credits 0.00 = new balance 251.45.
• The lines read do not add up to the statement totals, with the difference and what does not match. Read the statement again: a line may be missing. You can still tick Import anyway: the difference will stay visible on the card balance.
• The statement’s previous balance is not the one in your books: the previous month’s statement is probably missing. Import it too.

The statement lines

The table shows each line read: the Date, the Merchant, the Type (Purchase, Refund, Fee, Interest, Payment received), the Original currency of a purchase abroad and its Fee. Below it, Due gives the amount due and its due date.

The fees on a purchase in a foreign currency become a line of their own, booked as bank charges: the statement says so below the table. The original amount stays shown on the purchase line, for example EUR 45.90.

Import a CSV export

A card CSV has no common format: To Bill shows the File columns it has recognised. Check the Booking date, the Purchase date, the Merchant, the Amount (signed), or the Debit and the Credit if they are separate, the Original currency, the Original amount and the Fee. If the purchases are positive amounts in your file, tick Purchases are positive amounts in this file.

A CSV does not give the statement totals: copy the Statement’s new balance, the Statement date and the Due by date, from the paper or PDF statement. To Bill then checks that the lines give this balance, starting from the balance of your books.

Import the same month twice

No risk: a line already imported is not imported a second time, and the statement marks it Already imported. For a card, the PDF and the CSV of the same month recognise each other: a line is the same if it has the same booking date and the same amount. If the whole statement is already there, the button says Everything is already imported.

Book the card’s lines

The imported lines wait in To do, like the lines of a bank account, with the same suggestions: the account of a known merchant, your rules, Business or Private, Always like this, the split of a mixed expense and the missing receipts. See Reconcile payments.

Card line	Debit	Credit
A purchase	the account chosen (an expense), excluding VAT, and the input tax if the company is registered for VAT	2211 Company credit card
A refund from a merchant	2211	the account of the purchase, reversed
The fees on a purchase in a foreign currency	6940 Bank charges	2211

The bank debit that pays the card

Every month, the issuer collects the amount due from your bank account, by LSV or direct debit. On the bank statement, To Bill recognises this debit from the issuer’s name, for example “Viseca Card Services” or “Cornèr Banca”, and from the amount due on the card’s last statement. It suggests it as a transfer from the bank to the card: Paying the card.

Click Book (1): the line debits the card account (2211) and credits the bank account (1020). If only the amount matches, without the issuer’s name, To Bill suggests it too, but to be checked.

The same payment, once

The card’s next statement shows this payment as Payment received. To Bill links the two lines: when one is booked, the other is closed with the note Same money as the linked line, booked only once. It does not matter which one comes first. Undoing one reopens the other.

The card balance

When the card is chosen at the top of the Statement tab, To Bill compares its statement with your books, as it does for a bank account.

• According to the statement: the amount due on the last statement imported, at its date.
• In your books: what the card owes, according to the accounts, on the same date.
• Difference: the difference, explained by the lines still to handle. When everything is booked, the difference shows Agrees.
• Due: the amount due and its due date, then where its payment stands: Bank debit not found yet, Bank debit of … found, to confirm, or Paid by the bank debit of ….

An expense paid with the card

In an expense, Paid by › Company credit card also credits account 2211. See Record an expense. A personal card, paid by you and not by the company, is not a company card: see Expenses paid with your personal funds.

Legal basis

• Every transaction is recorded completely, truthfully and systematically, supported by a voucher: Art. 957a para. 2 CO. To Bill keeps the card statement file as the supporting voucher.
• Books and vouchers are kept for ten years: Art. 958f para. 1 CO.
• The card balance is a short-term liability on the balance sheet: Art. 959a para. 2 no. 1 CO.
• Payment and exchange charges are excluded from VAT, hence they are booked without VAT: Art. 21 para. 2 no. 19 let. c VAT Act.