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How to Export a Receipt Archive

From the “Export Attachments” page, you may create a .zip archive of receipts attached to settled cardholder transactions, which you can then store locally for audit, tax, or other purposes.

  • The .zip archive will contain a receipt.txt file with a summary of all the receipts included, as well as a JPEG or PDF for each receipt.

Receipt filenames follow a convention that starts with the cardholder first and last name, and also includes the transaction receipt ID, amount, and merchant name, as shown here:

{cardholderFirstname}_{cardholderLastname}_{transactionReceiptId}_{transactionAmount}_{merchantName}.jpeg

Receipt activity is limited to 3 months per report. For data older than twelve (12) months, contact Client Services at 1-866-685-1898, option 3.

How to Export a Receipt Archive:

  1. Log into the Administrator Site
  2. Click the “Export” tab
  3. Click the File cabinet button or the “Export Attachments” tab
  4. Select the “Start date” and “End date”
  5. Or select the following “Quick set” time parameters:
    • Today
    • This month
    • Last month
    • Since this time last month
  6. Select the status of the receipts to include in the archive:
    • By default, all receipts attached to settled transactions in the selected date range will be included
    • Check the boxes for the Receipt Statuses that you want:
      • Approved
      • Ignored
      • Not reviewed
      • Rejected
  7. Click the green “Generate archive” button

    Export_Receipt_Archive_9.png

    Select Date Range and Status of Receipts. Click the green "Generate archive" button.

  8. Click “Attachments export queue” in the blue bar to download the archive
  9. Select the “Download” icon to the left of the correct row in the “Completed archives” table
    • The archive will have a filename that contains PEXreceipts and the date range of the export, as shown here:

      PEXreceipts_20170901_to_20170930_586bb7d63f3e2611ecd4901b.zip

  10. Once you have retrieved the archive, you can delete it from the list by clicking on the "X" to the right of the line item.
  11. Files will be removed from the list on the expiration date.

Export_Receipt_Archive_6.png

Completed Archives Ready for Download

 

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