Generated fuel receipts

When you turn on generated fuel receipts, PEX attaches a purchase record to settled fuel purchases under an amount you set that have no receipt. The record is a PDF titled Purchase record and labeled Generated by PEX. PEX builds it from the detailed transaction data Visa sends after the purchase settles. It isn’t a receipt issued by the merchant, and its footer says so. Admins and Cardholders both see it, and Cardholders usually don’t need to keep or upload a receipt for these purchases.

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Turn generated fuel receipts on or off

You need the Manage workflows permission to change this setting. When you turn the setting off, new fuel purchases stop getting a record. Records that are already attached stay on their transactions.

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Set the amount

PEX generates a record only for purchases under the amount you set. The amount starts at $75 and can’t be higher than $75.

• Enter any amount from $0.01 to $75.00
• “Under” means below the amount: with $75, a purchase of exactly $75.00 doesn’t get a record

If you enter an amount outside that range, the page shows Enter an amount between $0.01 and $75.00.

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Check your current settings

The Workflow settings tab shows the current setup for Generate receipts for fuel purchases:

• Enabled and Under $X.XX means PEX generates records for fuel purchases below that amount
• Disabled means the feature is off

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Which purchases get a generated receipt

PEX generates a record when all of these are true:

• The card purchase is at a gas station or fuel pump (merchant category 5541 Service stations or 5542 Automated fuel dispensers)
• The purchase has settled
• The amount is under your business’s limit
• No receipt is attached yet
• Visa sent detailed transaction data for the purchase
• The transaction hasn’t been approved

Pending purchases, pump holds, refunds and credits never get a record. If the Cardholder uploads, emails or texts a receipt first, PEX doesn’t generate one.

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When it appears

The record appears after the purchase settles and Visa’s detailed data for it reaches PEX. It never appears at the pump or while the purchase is pending.

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Enrollment in Visa’s detailed data

PEX can only build a record for cards enrolled in Visa’s detailed transaction data:

• While the setting is on, every new Cardholder is enrolled automatically when they’re added
• Cardholders who existed before you turned the setting on may not be enrolled. Contact PEX administrator support to enroll them

PEX sends enrollments to Visa once a day, so purchases made in the first days after a Cardholder is added may not get a record.

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What it contains

A generated fuel receipt shows:

• Merchant name and address
• Local date and time of the purchase
• A fuel table with the fuel type, quantity in gallons, unit cost and amount
• Tax, when Visa sends it
• Total charged
• The last four digits of the card
• Cardholder name and business name
• Authorization code and merchant category

The footer reads “Purchase record, generated by PEX from Visa transaction data. Not a merchant receipt.” It also shows when the record was generated and the transaction number.

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When the fuel table is missing

PEX prints the fuel table only when the gallons and unit cost from Visa add up to the amount charged. When they don’t, the record still shows the merchant, the total charged and the card details, without the fuel table. A purchase inside the station store at a 5541 merchant can get a record with no fuel table for the same reason.

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Where you see it

• Web: the record appears in the transaction’s Receipts section with a Generated by PEX tag. The receipt viewer shows the same tag
• PEX mobile app: the receipt shows a Generated by PEX label

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How it works with review, receipts and refunds

• It counts as the receipt. The record is the transaction’s receipt for review and missing-receipt reminders. It doesn’t approve the transaction. Your normal review and approval process still applies
• A real receipt still fits. Cardholders can still add the merchant’s receipt. It attaches alongside the record, and the record doesn’t count toward the transaction’s attachment limit. Receipt matching by email, text or Outlook still matches a real receipt to the transaction
• Lost-receipt affidavits. Once a record is attached, the I don’t have a receipt option no longer shows for that purchase, because the purchase has a receipt. See Lost-receipt affidavit
• Deleting. Admins and Cardholders can delete the record the same way as any other receipt. PEX won’t generate a new one for that purchase
• Refunds. If the purchase is later refunded or reversed, the record stays and PEX adds a note to the transaction saying the purchase was reversed

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FAQ