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When a Cardholder submits a purchase for approval, you may find that the transaction is missing required information per your company policy — such as GL coding or an explanatory note. In this case, you can reject the purchase and add a note to the Cardholder explaining what needs to be corrected before they resubmit.

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How to reject a purchase

1
Log in to the Dashboard via https://dashboard.pexcard.com
2
Navigate to Transactions from the sidebar menu and click on it
3
Locate the purchase that was submitted for review. You can use the Review Status filter to show only transactions pending your approval
4
Click on the transaction to open the details modal
5
Review the transaction and identify what information is missing or incorrect
6
Click the Reject button at the bottom of the modal window
7
Add a note to the Cardholder explaining why the purchase was rejected and what information they need to provide
Confirm rejection modal with an explanatory note field where an admin types a message to the Cardholder before confirming the rejection
8
Click Confirm to complete the rejection
Once rejected, the Cardholder receives a notification with your note and can resubmit the purchase with the correct information.

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FAQ

Yes, rejecting a purchase does not negate the purchase. It only asks the Cardholder to submit additional information to correctly reconcile the transaction. The charge still appears on your balance sheet regardless of its review status.
Yes, you can use the bulk actions feature on the Card Transactions page. Select the transactions you want to reject, click Actions and choose the reject option from the dropdown menu.
Yes, the Cardholder receives an email and push notification (if enabled) letting them know their purchase was rejected along with the note you provided.
Last modified on July 20, 2026