Why is card import into COINS a file exercise?
Access COINS is a hosted construction ERP, and it does not publish a public API — API capability sits inside Access's licensed Enterprise bundle without open documentation. That closes off the direct-sync route for card platforms, so credit card activity reaches COINS either by manual entry or by importing a file in a layout COINS accepts.
Manual entry is how most COINS sites handle it today: statements arrive, the accounts team chases receipts across sites, and each charge is coded to a contract, cost head, and category before being keyed in. It is slow, it lands weeks after the spend, and coding quality depends on someone remembering what a merchant charge was actually for.
How does the Vergo workflow replace that?
1. Code at the point of spend. When a charge hits a Vergo card, the cardholder tags it in the app with the contract, cost head, and category, and photographs the receipt. The person who made the purchase does the coding, while it is fresh.
2. Vergo builds the import file. Vergo produces a custom-built CSV export matched to the import format COINS expects — the columns and coding fields laid out the way the system wants, not a raw bank export that needs reworking in a spreadsheet.
3. Accounts imports and reviews the batch. The accounts team pulls the export from Vergo, loads it into COINS, and reviews it like any imported batch. No rekeying, no receipt chase, no month-end coding marathon.
What's wrong with a plain bank export?
A bank export has dates, merchants, and amounts — and none of the contract costing COINS needs. Every line still has to be coded by hand and the file still has to be reshaped into COINS's layout, so the manual work just moves into a spreadsheet. Vergo's file arrives already coded because cardholders tagged each charge when they spent.
What does the accounts team keep control of?
Everything that matters: the import is a reviewable batch, coding rules and approvals live in Vergo before the file is generated, and nothing posts into COINS without the team loading it. Vergo does not write into COINS directly — there is no publicly available API for anyone to do that — so the accounts team stays the gatekeeper on what enters the ledger.
Can card transactions sync into COINS automatically via API?
No. COINS does not publish a public API — API access is a licensed Access Enterprise feature without open documentation — so no card platform offers a supported direct sync. File import is the working path.
How do charges get coded to contracts and cost heads?
Cardholders code them in Vergo at the time of purchase, with the receipt attached. The import file arrives at the accounts team fully coded.
What file does Vergo produce for COINS?
A custom-built CSV export matched to the import format COINS expects, so it loads as a clean batch without manual reformatting.
Does the accounts team lose control over what posts?
No. The team reviews and imports each batch itself — nothing enters COINS until they load the file, and approvals happen in Vergo before the export is generated.
