Virtual cards

Suppliers can be paid by virtual card. Each card has a fixed currency, spending limit, and automatic closure date, and belongs to one supplier payout and one booking.

Follow the card's status, supplier charges, refunds, and unused amount from the supplier-payout detail and the booking's money-flow view.

When a card is created

For a supplier payout you request in Console, card creation follows the payout's approval rules. The steps below describe that workflow.

For an eligible connected-supply booking that requires immediate supplier payment, the flow can request a card before submitting the reservation to the supplier. In the web shop, this follows collection of the guest's payment. In Console, the operator confirms the supplier purchase without collecting from the guest in that step. Both require a usable issuer account, card vault and supplier payment setup. This does not apply to every booking or every supplier.

An issued card keeps its original issuer and account. Changing the setup for new cards does not move existing cards. See Card vault for the account and card-visibility rules.

Manage issuer accounts

Open Financials > Cards > Virtual card issuers to review your organization's accounts, supported currencies and availability. Users who can manage organization settings can change the priority or turn an account on or off for new cards.

New cards use the first eligible account in priority order. Accounts that are off, temporarily unavailable or do not support the payment currency are skipped. The confirmation explains the effect before you save. Turning off the last account prevents new virtual cards; payment can continue only where an eligible company card is permitted.

Changing priority or turning an account off does not move existing cards or restart a card request already in progress. Those remain with their original account.

How a virtual card payout works

1. Create the supplier payout

   A supplier payment request identifies the booking, amount, and currency. Card details are not entered as part of the request.

2. Complete the required approvals

   The payout follows your organization's approval policy. When the required approvals are complete, card creation proceeds through the configured card service. If no approval is required, it proceeds when the payout is created.

3. Reserve the card limit

   The card is created with the agreed limit and automatic closure date. The amount is reserved for the supplier and reduces your available balance; it is not yet a completed supplier payment.

4. Follow supplier charges

   Completed charges appear as supplier payments. A temporary card authorization does not count as a completed payment. Partial charges reduce the remaining reserved amount.

5. Match refunds and reversals

   Refunds and reversals are linked to the original charge. The total returned against that charge cannot exceed the amount paid.

6. Close the card and release the remainder

   Cancelling an issued payout or reaching the automatic closure date starts card closure. The unused amount is released only after closure is confirmed and the card transactions have been reconciled.

Example: a card for the Hotel Sunrise booking BK-12345 has a EUR 580 limit. A completed EUR 400 charge leaves EUR 180 reserved. After confirmed closure and reconciliation, the unused EUR 180 becomes available again.

Lifecycle states

If card creation has an uncertain outcome, the payout remains visible for review. Check its status before requesting another payout for the same booking.

The payout detail shows card-creation attempts, their issuer account and result. An uncertain attempt retains its reserved amount until the outcome is resolved. Do not treat a missing answer as a failed card or request another payment for it.

What operators can see

• Last four digits, when available.
• Currency, limit, settled amount, and remaining reserved amount.
• Automatic closure date and card status.
• Payment activity and its timestamps.
• Approval history. Cancellation actions are recorded in operation history.

Console and the Adrasis AI Operator do not display or send card credentials.

Accounting and closure

Creating a card reserves its limit. Only completed supplier charges count as money paid out. Closing the card does not immediately release the remainder: closure confirmation and reconciliation must finish first. A charge received after closure remains linked to the original payout and is flagged for review.

The payout must use a supported currency combination. Review the card currency and amount before submitting the payment request.

Card controls

• A booking or contract change does not create a card by itself. Issuance follows one of the configured payment workflows above.
• The currency, limit, and automatic closure date are set when the card is created.
• You cannot adjust the limit, temporarily block or unblock a card, or manage a card wallet from Console.
• No AI Operator capability to issue, close, or modify a card; existing supplier-payout AI access is read-only.
• For a supplier payout requested in Console, cancelling the payout starts card closure. Review the related payout when a booking is cancelled; do not assume that the card has closed or that its unused limit is available.

Where to next

• Review, approve, or cancel a supplier payment → Supplier payouts
• Understand reserved and paid amounts → Booking money flow
• See your available balance → Cash position
• Match expected and completed payments → Settlement & reconciliation