How Ramp assigns an entity to a card

An employee may use a card assigned to Subsidiary A for a purchase that belongs to Subsidiary B. The charge still appears under Subsidiary A, and the employee may not have permission to change it.

Ramp assigns a card’s entity when it is issued, using the entity mapped to the cardholder’s location by default. Transactions on that card are attributed to the assigned entity.

The transaction follows the card’s entity. A cleared charge retains the entity assigned to the card when the purchase was made, even if the expense belongs elsewhere.

Why cardholders cannot change the entity

By default, cardholders cannot change the entity on their own transactions. Ramp’s help center directs customers to request this capability through their account manager or support team:

"Why can't employees change the entity of transactions? Please contact your account manager or support team to request this feature be enabled on your account." Ramp Help Center

This capability must be enabled by Ramp for the account. It is not a standard setting an admin can turn on in the console.

How entity assignments affect payments

Ramp calculates statement payments for each entity and uses the bank account configured for that entity. Moving a transaction between entities can create differences between card activity and the payment recorded against each account.

Keeping card activity assigned to its entity helps align charges with the account used to pay the statement.

What admins can change before a statement closes

Admins can change a transaction’s entity before the monthly statement is generated:

  • Open the transaction and locate the entity field in the transaction drawer.
  • Click the menu and select the correct entity.
  • Make the change before the monthly statement is generated. After the statement closes, the entity on its transactions can no longer be changed.
Changing a card's default entity going forward (Funds & Cards → edit the card → change the Entity menu) only affects future transactions. It does nothing to reclassify charges that already cleared.

Use separate cards for spending across entities

Ramp recommends a separate virtual card or fund for each entity when an employee regularly purchases for more than one. The employee can then choose the appropriate card before making the purchase.

Separate cards help keep transactions aligned with the entity responsible for payment. Ramp supports one physical card per employee and requires the same business name and logo across associated entities, so virtual cards provide an alternative for spending across entities.

Splitting a transaction across entities

Moving a transaction to another entity and splitting it between several entities are different actions. Support for splitting depends on the accounting platform:

  • NetSuite: Not supported. Ramp's FAQ states plainly that NetSuite itself does not allow a transaction to be split across entities, so Ramp can't offer it for NetSuite connected accounts either.
  • Sage Intacct: Splitting is available across locations (which may map to entities), limited to the locations available within the location group where the card was originally created.

How to request access from Ramp

If employees need to change transaction entities themselves, contact your Ramp account manager or support team and request:

Account Manager or Ramp Support → "Enable employee level entity recoding on transactions"

Ask to allow employees to change the entity on their own transactions. Explain who needs access and why, such as employees who regularly purchase for entities other than the one assigned to their location.

Need help navigating Ramp support or entity setup? SuiteCrunch reviews Ramp entity and location mappings, investigates reconciliation issues, and helps prepare requests to Ramp support. Get in touch with SuiteCrunch →

Assessing your entity setup

Recurring coding issues warrant a review of how entities, locations, and card issuance are mapped today. Assessing that structure helps identify the changes needed to reduce reconciliation work and support new entities as the business grows.

SuiteCrunch reviews procurement processes, entity mapping, approval rules, and NetSuite integrations. Contact us about recurring coding or reconciliation issues.