Virtual Cards Management

• With automated clearance, you can create cards with a very short lifespan. You can have card types that automatically clear card even just one day after the card is created. The closer a clearance date is to its creation, the fewer funds on a card are exposed, reducing the chances of fraud.
• If you plan to use a card as soon as you create it, we recommend you set the clearance date to one or two days after creating the card.
• If you plan to use the card for a hotel spending shortly, we suggest you set the clearance date to a couple of days following hotel checkout.

The Clearance date and expiry date are two separate dates. The clearance date is used to block any further activity from happening on the card by emptying it and deleting it. Refunds can still be processed successfully as long as the card has not expired.

Cards created from 3.86 onwards now have a 3-year expiry period. This means that after a card is cleared (e.g. 6 months), we’re allowing additional time for merchants to successfully initiate a refund.

• Using the Portal

  • A clearance date can be set when creating a card
  • A clearance date can be updated when viewing card details

• Using APIs

  • Clearance date is an optional field which can be passed when calling the issuVirtualCard() API. If no clearance date is passed, the default clearance date for the card type will be applied to the card
  • A clearance date can be set or updated when creating a scheduled load via the scheduleLoad() API or the updateScheduleLoad() API

You can search for a specific card using its reference or card number. You cannot search for a particular card using its friendly name or an external ID.

1. Place your mouse pointer over the Cards menu.
   The Cards menu options are displayed.
2. Click the Manage Cards menu option.
   The Manage Cards page is opened.
3. Enter the card reference or card number in the Search field.
4. Click the ► icon next to the Search field.
   The list of cards is reduced, and only the data of the specific card is displayed, or an empty table is displayed if the card is not found.

A card statement contains all activities that involved a fund movement for a specific card during a particular period.

1. Place your mouse pointer over the Cards menu.
   The Cards menu options are displayed.
2. Click the Manage Cards menu option.
   The Manage Cards page is opened.
3. Click the ⋮ icon in the last column for the row representing the card for which you want to view a statement.
   The action menu is opened.
4. Click the View Card Statement menu option.
   The Card Statement page is displayed.

Freezing a card means making it inactive. Its State is shown as Inactive. A frozen card cannot be used in transactions.

1. Place your mouse pointer over the Cards menu.
   The Cards menu options are displayed.
2. Click the Manage Cards menu option.
   The Manage Cards page is opened.
3. To freeze a single card:
   1. Click the ⋮ icon in the last column for the row that represents the card that you want to freeze.
      The action menu is opened.
   2. Click the Freeze Card menu option.
      This option is available only for cards that are Active (see the State column).
      A confirmation window is displayed.
   3. Click the Confirm button in the confirmation window.
      The card is frozen and its State becomes Inactive.
4. To freeze several cards at once:
   1. Click the checkboxes in the first column of the table for all cards that you want to freeze.
      Checkboxes are available only for Active and Inactive cards.
   2. Click the Freeze button below the table.
      The Freeze button is active only if you selected at least one Active card.
      A confirmation window is displayed.
   3. Click the Confirm button in the confirmation window.
      If you selected any Inactive cards, these cards will not be included in this process.
      The Batch Card Freeze Details page is displayed with the progress of the batch process.
   4. If you are processing many cards and you expect the process to take a long time, note down the Batch Reference displayed on this page, leave the page, and check progress later: see How do I find a specific batch?.

1. Place your mouse pointer over the Cards menu.
   The Cards menu options are displayed.
2. Click the Manage Cards menu option.
   The Manage Cards page is opened.
3. Click the value in the Card Reference column for the row that represents the card for which you want to email images and details.
   The Card Details page is opened.
4. Click the E-mail button that is located below card images.
   The Email Card Image page is opened.
5. Enter the Email Address of the recipient.
6. Enter the Invoice Amount and select the Invoice Currency.
7. Optionally add Accompanying Text.

• Select None from the Accompanying Text drop-down list to send the email with no accompanying text.
• Select Custom Text from the Accompanying Text drop-down list to add text to the email.
• Select Template from the Accompanying Text drop-down list (if available) to use one of the templates configured for your installation.

8. Click the Send button to send card images and details to the recipient.

📘

Note

The recipient will not receive card images or card details directly to their email address. They will receive a link that they can use to view card images and card details.
The Email History section of the Card Details page is displayed

9. View the email status in the Email History section on the Card Details screen.
   This section contains a log entry for every email sent for this card.

10. Click the x icon in the Actions column to expire the link manually.

    The link sent by email expires automatically in the following situations:

• When the card is deleted
• When the link has been opened three times
• When a new link is sent by email for this card (only one link can be active at a time for one card)

If the link is expired, its recipient can no longer view particular card images and card details.

• Cards that you create will be automatically deleted on the clearance date. By doing so, any funds on cards will be automatically transferred to your funding account.
• Single-spend virtual cards are automatically deleted as soon as they are used for a payment. Having an automated clearance date will ensure that any funds on forgotten/lost cards are transferred back to your funding account too
• The maximum automated clearance date for single spend cards is usually 6 months.
  The system does not automatically delete multiple-spend virtual cards once the maximum clearance date period elapses
• The maximum automated clearance date for multi-spend cards is usually after 12 months.

1. Place your mouse pointer over the Cards menu.
   The Cards menu options are displayed.
2. If you noted down the Card Reference, Card Name, or Card Number:
   1. Place your mouse pointer over the Load Card menu option.
      More menu options are displayed.
   2. Click the Single menu option.
      The Load Card page is opened.
   3. Enter the selected identifier of the card to load in the respective field: By Card Reference, By Card Name, or By Card Number.
      Click the Search button.
3. If you need to browse for the card:
   1. Click the Manage Cards menu option.
      The Manage Cards page is opened.
   2. Click the ⋮ icon in the last column for the row that represents the card that you want to load.
      The action menu is opened.
   3. Click the Load Card menu option.
      This option is available only for cards that are Active (see the State column).
      The Load Card page is opened.
4. In the Load From field, select the funding account from which to load funds.
5. Enter the amount to load in the Amount field.
6. Click the Load button.
   The entered Amount is loaded onto the card or an error is displayed if the load is unsuccessful.

A load _is an operation during which the system loads a _virtual card using money from a funding account. A scheduled load is a _load _that the system executes on an assigned day. The system executes all scheduled loads at midnight UTC (Coordinated Universal Time).

In practice, you usually create scheduled loads when you create a virtual card. It means you create a virtual card immediately but have it auto-loaded with funds in the future.

1. Place your mouse pointer over the Cards menu.
   The Cards menu options are displayed.
2. Click the Manage Cards menu option.
   The Manage Cards page is opened.
3. Click the value in the Card Reference column for the row representing the card you want to view details.
   The Card Details page is opened.
4. Edit additional details in the Additional Details section as needed.
   See What are additional details used for? for more information.
5. Delete or add scheduled loads as needed in the Scheduled Loads section.
   See What are scheduled loads? for more information on scheduled loads.
6. Set or modify the Clearance Date as needed.
   You can only set the Clearance Date if you create at least one scheduled load. For more information on the clearance date, see What is a clearance date?.
7. Click the Save Changes button.
   
   

Available Balance

The Available Balance represents the available funds to spend of the funding account. In the case of credit funding accounts, this balance also includes the remaining credit funds.

Actual Balance

The Actual Balance represents the actual funding account balance. This balance will go negative for credit funding accounts when credit funds are used.

Thawing a frozen (inactive) card means making it active again. Its State is shown as Active. A thawed card can be used in transactions again.

1. Place your mouse pointer over the Cards menu.
   The Cards menu options are displayed.
2. Click the Manage Cards menu option.
   The Manage Cards page is opened.

Thawing a single card

1. To thaw a single card:
   1. Click the ⋮ icon in the last column for the row representing the card you want to thaw.
      The action menu is opened.
   2. Click the Thaw Card menu option.
      This option is available only for cards that are Inactive (see the State column).
      A confirmation window is displayed.
   3. Click the Confirm button in the confirmation window.
      The card is thawed and its State becomes Active.

Thawing Multiple Cards

1. To thaw several cards at once:
   1. Click the checkboxes in the table's first column for all cards you want to thaw.
      Checkboxes are available only for Inactive and Active cards.
   2. Click the Thaw button below the table.
      The Thaw button is active only if you selected at least one Inactive card.
      A confirmation window is displayed.
   3. Click the Confirm button in the confirmation window.
      If you selected any Active cards, these cards will not be included in this process.
      The Batch Card Thaw Details page is displayed with the progress of the batch process.
   4. If you are processing many cards and you expect the process to take a long time, note down the Batch Reference displayed on this page, leave the page, and check progress later: see How do I find a specific batch?.

If you cannot freeze or thaw a card, check the following:

1. If you are trying to freeze a single card, make sure the card is in the Active state.
   You cannot freeze an Inactive or a Deleted card.
2. If you are trying to freeze several cards, make sure you have at least one Active card selected.
   The Freeze button is not active if there are no Active cards selected.
3. If you are trying to thaw a single card, make sure the card is in the Inactive state.
   You cannot thaw an Active or a Deleted card.
4. If you are trying to thaw several cards, ensure you have selected at least one Inactive card.
   The Thaw button is not active if there are no Inactive cards selected.
5. If you still cannot freeze or thaw a card, your card may have been frozen by a system process or administrator. To check if this is so, perform the following steps:
   1. Click the ⋮ icon in the last column for the row representing the card you want to check.
      The action menu is opened.
   2. Place your mouse pointer over the Freeze Card or Thaw Card menu option.
      If the card is frozen by a system administrator or a system process, a tooltip is displayed that informs you of this condition.
   3. To get more information, contact your Nium support team.

When you create virtual cards, you can input any data that you like into additional fields. This data is entered as a name: value pairs. This data is exclusively for your use for any purpose. For example, if you want to keep information on which client you want to pay using the created cards, you can enter custom data in the form: Name: Client, Value: Acme Company.

You can add more entries using the Add Additional Details link. You can delete unneeded entries using the delete icon to the right of the field. You can have a maximum of 20 entries in the additional details section. Your installation may have some entries pre-filled with default values, and some of them are mandatory. Mandatory entries have a darker background and cannot be deleted.

A Card Verification Value (CVV) is an authentication number for your virtual or plastic debit/credit card. It helps reduce fraud in case of internet transactions. The CVV code is printed on the back of your plastic or virtual card.

1. Place your mouse pointer over the Cards menu.
   The Cards menu options are displayed.
2. Click the Manage Cards menu option.
   The Manage Cards page is opened.

Deleting a single card

1. To delete a single card:
   1. Click the ⋮ icon in the last column for the row that represents the card that you want to delete.
      The action menu is opened.
   2. Click the Delete Card menu option.
      This option is available only for cards that are not Deleted already (see the State column).
      A confirmation window is displayed.
   3. Click the Confirm button in the confirmation window.
      The card is deleted and its State becomes Deleted.

Deleting multiple cards

1. To delete multiple cards at once:
   1. Click the checkboxes in the first column of the table for all cards that you want to delete.
      Checkboxes are available only for Inactive and Active cards.
   2. Click the Delete button below the table.
      The Delete button is active only if you selected at least one card.
      A confirmation window is displayed.
   3. Click the Confirm button in the confirmation window.
      The Batch Card Delete Details page is displayed with the progress of the batch process.
   4. If you are processing many cards and you expect the process to take a long time, note down the Batch Reference displayed on this page, leave the page, and check progress later: see How do I find a specific batch?.