# 1099 Tax Creation
Source: https://support.pexcard.com/administrator-guide/1099-tax-creation

Issue & submit a free 1099-NEC form directly to the IRS and State via our partner, 1-800 Accountant.

Issue & submit a free 1099-NEC form directly to the IRS and State via our partner, 1-800 Accountant.

## Instructions

1. Log into PEX
2. Navigate to [https://marketplace.pexcard.com/additional-services](https://marketplace.pexcard.com/additional-services)
3. Select 1099 Tax Form Submission <img alt="image.png" />
4. Click "More Info"
5. Click "Get Started"
6. You'll be directed to 1-800 Accountant's site to issue 1099-NEC's

<Frame>
  <img alt="image.png" />
</Frame>


# About Split Transactions and Partial Authorizations
Source: https://support.pexcard.com/administrator-guide/about-split-transactions-and-partial-authorizations

Understand how split transactions and partial authorizations let cardholders pay part of a purchase with a PEX card when funds are limited.

**Split Transactions**

Some merchants allow "Split Transactions". A Split Transaction occurs when a partial payment is made with a PEX card, and the remainder is paid either in cash or with a second card.

If a cardholder wants to make a split payment, and the merchant allows it, then the cardholder can tell the cashier the amount to charge to the PEX card. This will prevent the transaction from being declined due to insufficient funds (if the total amount of the transaction is greater than the current balance on the PEX card).

**Partial Authorizations.**

If a cardholder does not have enough funds to cover the full transaction amount, and if the merchant supports "Partial Authorization" functionality, then PEX will return an authorization response with an approval for a portion of the original transaction amount which is equal to the card account available balance. The remainder of the transaction amount can be paid with cash or with a second card.

The cardholder can tell when a partial authorization has taken place by looking at the card account transaction details. A partial authorization will have different amounts shown for the "Origin Amount" and the "Authorization Amount".

1. The "Origin Amount" is the full amount of the purchase as requested by the merchant
2. The "Authorization Amount" is the approved (partial) amount returned to the merchant

*"Partial Authorization." The Authorization Amount is less than the "Origin Amount," which is the full amount of the proposed purchase.*

The merchant may choose to decline a partially authorized transaction, where PEX does not authorize the full amount of the purchase. Or, the cardholder may not want to complete the transaction with a second form of payment (cash or another card). Either way, the transaction is not completed.

At this point, the merchant is required to send a message to PEX to cancel the transaction. Until the merchant cancels the transaction, PEX holds those "partially authorized" funds as a pending transaction, and they are not available to the cardholder.

But if the merchant does not cancel the transaction immediately, and the Administrator wants the cardholder to complete it, the Administrator can fund the card for the total purchase amount. When the merchant re-submits the transaction, it will be completed.

If the merchant has not canceled the partially authorized transaction in one hour, then call Customer Service at **1-866-685-1898** (see [Contact Administrator Support](/administrator-guide/contact-administrator-support)) to have the hold released. Give the Customer Service team the cardholder name and the merchant name for that transaction.


# Accessibility Standards
Source: https://support.pexcard.com/administrator-guide/accessibility-standards

Learn how PEX aligns with the US Revised Section 508 accessibility standards and how to request our Voluntary Product Accessibility Template (VPAT).

PEX is committed to providing a great user experience to all people. To ensure that everyone is able to make the most of PEX's web and mobile features, our goal is to build a platform that is accessible to individuals with disabilities who may rely on assistive technologies or other accessibility tools to use our platform. 

In particular, PEX is committed to meeting the US government's [Revised Section 508 Standards](https://www.access-board.gov/law/ra.html) for accessibility. 

For more information and to read our [Voluntary Product Accessibility Template](https://www.section508.gov/sell/vpat/) (VPAT™), please contact [PEX Sales](https://www.pexcard.com/contact-a-rep/?utm_source=support) or [Administrator Support](/administrator-guide/contact-administrator-support).


# Account Funding
Source: https://support.pexcard.com/administrator-guide/account-funding

Prepaid accounts must be funded from an external bank account before they can be used. Understand the difference between ACH debit and credit funding, or how to use wire transfers to fund your account.

<CardGroup>
  <Card title="Repayment for Credit Expense Programs" href="/administrator-guide/repayment-for-credit-expense-programs" icon="credit-card" />

  <Card title="Relinking unlinked bank accounts on Credit Expense" href="/administrator-guide/relinking-unlinked-bank-accounts-on-credit-expense" icon="link-slash" />

  <Card title="Same-Day ACH Transfers" href="/administrator-guide/sameday-ach-transfers" icon="bolt" />

  <Card title="Instant Account Verification" href="/administrator-guide/instant-account-verification" icon="circle-check" />

  <Card title="Adding an External Bank Account" href="/administrator-guide/adding-an-external-bank-account" icon="building-columns" />

  <Card title="Relinking unlinked bank accounts on Prepaid Expense" href="/administrator-guide/relinking-unlinked-bank-accounts-on-prepaid-expense" icon="link-slash" />

  <Card title="How to Fund by Bank ACH" href="/administrator-guide/how-to-fund-by-bank-ach" icon="arrows-turn-to-dots" />

  <Card title="How to Fund by Wire Transfer" href="/administrator-guide/how-to-fund-by-wire-transfer" icon="arrow-right-arrow-left" />

  <Card title="How to Fund From Admin Dashboard" href="/administrator-guide/how-to-fund-from-admin-dashboard" icon="desktop" />

  <Card title="How to Transfer Funds to Your External Bank Account (via the Mobile App)" href="/administrator-guide/how-to-transfer-funds-to-your-external-bank-account-via-the-mobile-app" icon="mobile-screen-button" />

  <Card title="How to Transfer Funds Between Two PEX Accounts" href="/administrator-guide/how-to-transfer-funds-between-two-pex-accounts" icon="right-left" />

  <Card title="Can I Fund the PEX Account Using Bill Pay" href="/administrator-guide/can-i-fund-the-pex-account-using-bill-pay" icon="envelope" />

  <Card title="How to Cancel a PEX ACH Transfer" href="/administrator-guide/how-to-cancel-a-pex-ach-transfer" icon="ban" />

  <Card title="Low Balance Alerts for your PEX Account" href="/administrator-guide/low-balance-alerts-for-your-pex-account" icon="bell" />

  <Card title="Where Can I Find a List of Federal Holidays?" href="/administrator-guide/where-can-i-find-a-list-of-federal-holidays" icon="calendar-days" />
</CardGroup>


# Accounting Software Connector Troubleshooting
Source: https://support.pexcard.com/administrator-guide/accounting-software-connector-troubleshooting

Troubleshoot marketplace connector apps: purchase sync, transfers, duplicate sync notes, tag setup, and support contacts.

## Transactions are not syncing

## Purchase transactions  

Your purchase transaction might not have synced because:

* A **transaction is from today**, and your connector last synced yesterday. Please allow at least one day for the connector to sync after the transaction occurs.
* If a transaction hasn’t synced and **falls outside the sync start date**. Please update the start date to predate the transaction date. Then, allow the connector one day after the transaction occurs for syncing.
* It is still in a **pending status** (not settled).
* You have not tagged it with the **required tag(s)**. 
  * Imagine that you use the PEX Connector for QuickBooks Online. To sync a purchase transaction to your QuickBooks Online, you have to tag a transaction with a required PEX tag - Category. If you don't do it, the transaction will not sync.
* You have **not approved the transaction**, but the connector is configured to sync only approved transactions.
  <Frame>
    <img alt="image.png" />
  </Frame>
* Transactions are **older than 1 year**.
  * Connectors do not sync transactions older than 1 year even when you click "Sync now". 
    <Frame>
      <img alt="image.png" />
    </Frame>
  * If you need data from older months, send us an email with the desired time period and file type (.qbo, .csv, .xls, or .xlsx) to [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com). Alternatively, if there are just a few transactions, it might be faster to manually enter them into your accounting app ledger.
* **Incorrect mapping**
  * Imagine that you are using the PEX Connector for QuickBooks Online. To sync a purchase transaction with QuickBooks Online, you need to map the Category field to a corresponding PEX tag, which might be called "QB Category". Unfortunately, you have mapped the Category field to a PEX tag called "QB Class", as shown on the screenshot below. A purchase transaction will not sync until it is tagged with one of the QuickBooks Online categories.

<Frame>
  <img alt="image.png" />
</Frame>

* **Mapping to deleted tag**
  * Purchase transactions will not sync when they are tagged with the deleted PEX tag.
    * In this scenario, the connector will flag the purchase transaction as improperly tagged. Imagine you're using the PEX Connector for QuickBooks Online. To sync a purchase with QuickBooks Online, you map the Category field to a corresponding PEX tag named "QB Category."
    <Frame>
      <img alt="image.png" />
    </Frame>
    * Then you go to Transactions -> click on your transaction -> locate the "QB Category" PEX tag and apply it to the transaction.
    <Frame>
      <img alt="image.png" />
    </Frame>
    * Afterwards, you navigate to Business Settings -> Tag Manager -> locate the "QB Category" PEX tag and delete it before your purchase transaction syncs to your QuickBooks Online account.
    <Frame>
      <img alt="image.png" />
    </Frame>
    <Frame>
      <img alt="image.png" />
    </Frame>
* **Timeout**
  * You might have accumulated too many transactions, causing a timeout. To resolve this, set a more recent start date in the "Start date" field on the first step of your PEX Connector Setup (below is the QuickBooks Online example), such as one month ago, save the configuration, and click "Sync now".

<Frame>
  <img alt="image.png" />
</Frame>

* Transaction list is filtered by a **wrong vendor/merchant**.
  * If you selected the "Create a vendor for each unique merchant" option, PEX will book transactions against the corresponding merchants that already exist in your accounting app. If no matching merchant exists, PEX will automatically create a new one. This is why, when you filter the transaction list by a merchant like "PEX Card", you may not see synced transactions. Remove the filter to view the synced transactions.
    <Frame>
      <img alt="image.png" />
    </Frame>
* **Token expired**
  * If your transactions still do not sync even though they are in settled status, approved by Admin, with correct tags, not older than 1 year, and no timeouts detected, then your token might have expired. Contact us for assistance at [appsupport@pexcard.com](mailto:appsupport@pexcard.com).

<Note>
  **Note:**

  The reasons above apply only to purchase transactions.
</Note>

## Transfer/bill payment transactions  

<AccordionGroup>
  <Accordion title="My transfer/bill payment transaction is not syncing">
    One possible reason for this issue is that you set the bank account and payment account as the same account. Connectors do not permit this because you cannot credit and debit the same account. Typically, the bank account is the Checking account; for example, when transferring to PEX, the bank account is credited, and the payment account (usually named "PEX" or similar) is debited. To ensure correct syncing of transfers and bill payments, make sure that the bank account and payment account are different accounts.
  </Accordion>
</AccordionGroup>

## Additional questions

<AccordionGroup>
  <Accordion title="Why did the same duplicate transaction sync over?">
    The same transaction can be synched twice if it was synched the first time and then you removed the sync note from that transaction.

    <Frame>
      <img alt="image.png" />
    </Frame>

    <Frame>
      <img alt="image.png" />
    </Frame>

    Do not delete or update the "Synced with \<accounting app name>" note to avoid duplicate transactions appearing in your accounting app ledger.
  </Accordion>

  <Accordion title="Can I add details to the Synced note without causing another sync?">
    To add additional details, you can create a separate note.

    <Frame>
      <img alt="image.png" />
    </Frame>

    If you must modify the "Synced with \<accounting app name>" note without triggering a duplicate sync, add your content before or after the existing text "Synced with \<accounting app name>".
  </Accordion>

  <Accordion title="I want to resync a transaction with new receipts and/or tags">
    Once a transaction is synced, it is not processed again, so any changes or updates are not synced over. We indicate that a purchase transaction has been synced by leaving a note on it. If you wish to resync a transaction with new receipts or tags, you can delete the transaction in your accounting app and remove the note in PEX.

    <Frame>
      <img alt="image.png" />
    </Frame>

    <Frame>
      <img alt="image.png" />
    </Frame>

    <Frame>
      <img alt="image.png" />
    </Frame>

    The transaction will resync during the next sync. However, if there are many transactions to update, it might be easier and faster to make the updates directly in your accounting app.
  </Accordion>

  <Accordion title="What happens when I enable auto-sync?">
    Auto-sync always processes transactions for the last 2 months from today every 24 hours.
  </Accordion>

  <Accordion title="What happens when I do a manual sync by clicking &#x22;Sync now&#x22;?">
    Connectors use the configured start date, which cannot be set more than one year in the past. For example, if you set the start date to August 2022 in October 2022, the connector will automatically adjust it to comply with the one-year limit. If today is August 2024, the connector will automatically adjust to sync transactions for the time range from August 2023 to August 2024.
  </Accordion>

  <Accordion title="How do I identify which purchase transactions have not synced?">
    Navigate to Reports -> select the Generate tab -> select the **Reconciliation** report -> click “Preview” -> see the **Transaction Notes** column. Any cell without a "Synced with \<your accounting app name>" note likely hasn't synced to your accounting app. 

    <Frame>
      <img alt="image.png" />
    </Frame>

    You can also download a **Spend by Transaction** report -> see the **Notes** column.
  </Accordion>

  <Accordion title="How do I make PEX transactions appear in my accounting app bank feed?">
    The PEX Connector automatically syncs transactions as expenses or journal entries **directly** to your accounting app’s register.

    You can sync your PEX transactions (and **receipts**) and code them directly in your accounting app. Alternatively, transactions can be **pre-coded** with the correct account/category, department, class, and receipts — so there’s no need for manual coding or uploading receipts in your accounting app. PEX also supports **auto-coding** to reduce manual work through PEX [Auto-Tagger](/administrator-guide/pex-auto-tagger). Note: PEX does not import transactions into bank feeds, so they won’t appear there first.
  </Accordion>
</AccordionGroup>

## Fixing wrong tag setup

To quickly fix the setup of your connector:

<Steps>
  <Step>
    In your connector, change the setting to sync only approved purchases. This gives admins and cardholders time to tag transactions and complete the approval process before the connector attempts to sync the transactions.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Go to the [Tag Manager](https://dashboard.pexcard.com/business-settings/tag-manager?utm_source=support) to recreate your tags so the connector can sync them:

    * Rename your old tags with a suffix "(old)" so PEX can reuse their initial names.

    <Frame>
      <img alt="image.png" />
    </Frame>

    * Create a new dropdown tag with an initial temporary option with name and value TEMP.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    When that is done, go back to your connector.
  </Step>

  <Step>
    Map this new tag to its field in the connector with **Sync** enabled.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Click **Sync**. The connector will sync Expense Categories as tag options. When the spinner stops, the tag options have synced.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Open the tag again in [Tag Manager](https://dashboard.pexcard.com/business-settings/tag-manager?utm_source=support) (pencil icon). Tag options should appear under the tag.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Disable the temporary initial value (TEMP/TEMP) so it does not appear to users.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    New or renamed Expense Categories will automatically sync to your dropdown tags.

    * You can disable any Expense Category in [Tag Manager](https://dashboard.pexcard.com/business-settings/tag-manager?utm_source=support) that you do not want visible to users for tagging.
  </Step>

  <Step>
    Tag transactions with these tags, approve them, and on the next sync they should sync over.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>
</Steps>

If you need other fields mapped, follow the same steps for those fields.

You can also set those dropdown tags as required so they are filled out when tagging.

<Frame>
  <img alt="image.png" />
</Frame>

## Tag issues

<AccordionGroup>
  <Accordion title="All my transactions sync to a default account though they are tagged differently">
    To ensure purchases sync with the correct Expense Category or Account, use the PEX approval system along with your PEX tags. This approach lets users prepare purchases and ensures that the connector only processes them once approved.

    Cardholders or Admins should enrich purchases with receipts, tags, notes, and so on. Afterward, an Admin reviews and approves the purchases. Only then will the connector process the transactions using the assigned tags. To activate this feature, switch to syncing only approved purchases as shown in the screenshot below.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Accordion>

  <Accordion title="Auto Tagger applies tags after transactions already synced">
    Any tag changes made after a transaction has been synced are not captured. To fix this, update your PEX Connector settings to sync only approved transactions. Approve transactions after tagging so they sync correctly.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Accordion>

  <Accordion title="Tag dropdown lists are empty">
    Tags may not be enabled in Tag Manager. Verify that they are enabled in [Tag Manager](https://dashboard.pexcard.com/business-settings/tag-manager?utm_source=support).

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Accordion>

  <Accordion title="Editing PEX tag option values">
    PEX does not permit editing of tag option values, whether created manually or automatically. For incorrect options, add a suffix like "(OLD)" to the invalid tag names, disable them, and sync correct options.

    <Frame>
      <img alt="image.png" />
    </Frame>

    <Frame>
      <img alt="image.png" />
    </Frame>

    <Frame>
      <img alt="image.png" />
    </Frame>

    If all options are incorrect, consider renaming the tag with an "(OLD)" suffix, disabling it, and creating a new tag as outlined in [Fix wrong tag setup](#fixing-wrong-tag-setup).

    <Frame>
      <img alt="image.png" />
    </Frame>

    <Frame>
      <img alt="image.png" />
    </Frame>

    After that, re-tag your purchases. You might want to use [Auto Tagger](/administrator-guide/pex-auto-tagger), which tags purchases for you or your cardholders based on rules you configure.
  </Accordion>

  <Accordion title="Tag options get disabled">
    If tag option sync is **on**, any options manually added in PEX or marked as inactive in your accounting software (for example, QuickBooks Online or Xero) will be disabled after every sync.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Disabled tag options are not auto re-enabled">
    Currently, the connector does not re-enable tag options in PEX, even if they are reactivated in the accounting app and sync remains turned **on**.

    <Frame>
      <img alt="" />
    </Frame>

    In other words:

    * The tag option sync is **on**.
    * You disable a tag option in PEX that is still active in QuickBooks Online.
      * Or you first disable, then re-enable the corresponding category, class, and so on in QuickBooks Online.
    * You perform a sync or auto sync.
    * The tag option stays **disabled** in PEX and is not automatically re-enabled. You must manually enable it again.
  </Accordion>

  <Accordion title="I change tag names in Tag Manager but they revert after a day">
    If you rename tag options to be more user-friendly but the changes revert, it is due to PEX syncing. Contact us to update the logic so name changes are retained while new options still sync to PEX.
  </Accordion>

  <Accordion title="Deleted tag">
    Deleting a tag is permanent. If you no longer want to use a tag, PEX recommends that you set the tag to **Enabled: No**.
  </Accordion>
</AccordionGroup>

## Support

For any questions related to your connector, email [appsupport@pexcard.com](mailto:appsupport@pexcard.com).


# Adding a Bank Account
Source: https://support.pexcard.com/administrator-guide/adding-a-bank-account

You can add a business bank account to your PEX account in order to transfer money between the two accounts.

After adding the bank information, you will need to verify access to the new bank account, either by using Instant Account Verification, or by using micro-deposits verification. PEX strongly recommends Instant Account Verification which works with most major bank providers.

<Frame>
  <iframe title="PEX: How to Fund Your Account" />
</Frame>

## **How to Add a Bank Account Using Instant Account Verification via Open Banking Providers**

<Steps>
  <Step>
    Log into your PEX account at [https://dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Business Settings" tab. Click on the "External Accounts" tab.
  </Step>

  <Step>
    Click the "Add an External Account" button

    <Frame>
      <img alt="PEX: How to Add a Bank Account" />
    </Frame>
  </Step>

  <Step>
    Click "Agree and Continue" to agree to the Online Validation Terms
  </Step>

  <Step>
    Choose your bank from the list of available banks.

    * PEX supports bank account authentication for thousands of financial institutions, including many of the top banks in the U.S. (Chase, Citibank, Wells Fargo, US Bank, Bank of America, and more), your bank may not be listed.
    * In this case, you will need to use micro-deposits verification
  </Step>

  <Step>
    Enter your online banking credentials (e.g., username and password)
  </Step>

  <Step>
    Click "Continue"
  </Step>

  <Step>
    You should see your newly added bank account in the list of External Bank Accounts
  </Step>
</Steps>

<Note>
  **Note:**

  If you are having issue connecting your bank account, click "Having a Problem?" and you will be able to add your account using micro-deposits verification.
</Note>

<Frame>
  <img alt="PEX: How to Add a Bank Account" />
</Frame>

## **How to Add a Bank Account using Micro-Deposits Verification**

<Steps>
  <Step>
    Log in to your PEX account at [https://dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Business Settings" tab.
  </Step>

  <Step>
    Click on the "External Accounts" tab.
  </Step>

  <Step>
    Click the "Add an External Account" button
  </Step>

  <Step>
    Click "Having a Problem?" to select the micro-deposits method for account verification.

    * Enter your account number, routing number, and bank name
    * Click "Submit"
  </Step>

  <Step>
    PEX will email you a confirmation of set up and/or update within 24 hours
  </Step>

  <Step>
    PEX will make two small deposits to your bank account in the next 2 to 3 business days.

    * Check your bank account for these deposits.
  </Step>

  <Step>
    Return to the "External Accounts" tab and enter the values of the two microdeposits
  </Step>

  <Step>
    Click "Submit"
  </Step>

  <Step>
    You should now see your newly added bank account in the list of External Bank Accounts
  </Step>
</Steps>

Once you have set up your newly added bank account, you can initiate transfers from that account via the Administrator website and also via the PEX Mobile App (for iOS or Android).

You can make a one-time transfer of funds, or you can set up recurring transfers.

Please also see "[How to Fund From Admin Site](/administrator-guide/how-to-fund-from-admin-dashboard) "


# Adding a PEX Card to a Digital Wallet (Admin Guide)
Source: https://support.pexcard.com/administrator-guide/adding-a-pex-card-to-a-digital-wallet-admin-guide

Manage whether your cardholders can add PEX cards to Apple Pay, Google Pay, or Samsung Pay, and understand the security controls available to administrators.

PEX cards can be added to digital wallets such as [Apple Pay](https://www.apple.com/apple-pay/), [Google Pay](http://pay.google.com), and [Samsung Pay](https://www.samsung.com/us/samsung-pay/). This allows the cardholder to make contactless payments at many merchants without needing to have the plastic version of the card.

Allowing a cardholder to add PEX card to a digital wallet can be considered a permission to make a copy of the card. It may not be desirable under some circumstances to have multiple copies of the card. PEX offers controls at the business and individual cardholder levels for a higher level of security.

<Frame>
  <iframe title="Digital Wallet" />
</Frame>

## What is a digital wallet?

A digital wallet securely stores user's payment card information in digital form. A digital wallet allows the user to use a smartphone, or smart device to carry out a contactless transaction in place of using an actual physical payment card. [Apple Pay](https://www.apple.com/apple-pay/), [Google Pay](http://pay.google.com), and [Samsung Pay](https://www.samsung.com/us/samsung-pay/) are the most popular digital wallets.

## How to enable digital wallet support

By default, digital wallet support is enabled. Administrators can disable this option for individual cardholders. To be eligible, a cardholder must:

* Be registered on the PEX platform and have a valid email address. To determine if a cardholder is registered, please see [this article](/administrator-guide/how-to-send-a-cardholder-invite).
* Have a card in ["active" status](/administrator-guide/card-statuses-inactive-active-blocked-and-closed-on-all-programs)

To disable wallet support:

<Steps>
  <Step>
    Use the main navigation to navigate to Cards and choose a card
  </Step>

  <Step>
    Select the tab titled "Owner" under the card.

    <Note>
      **Note:**

      If you do not see a tab titled "owner", there is no eligible cardholder associated with the card. Please see "[How to Send a Cardholder Invite](/administrator-guide/how-to-send-a-cardholder-invite)" for details on aiding your cardholders with registration.
    </Note>
  </Step>

  <Step>
    Choose "do not allow" under "Mobile wallet permission":

    * **Do not allow** — attempts to add a PEX card to a digital wallet will always fail
    * **Always allow** (default) — the cardholder can add their PEX card to their digital wallet. PEX will approve the user's attempt to add the card to their digital wallet, however identity verification may be required by the digital wallet provider

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## What is identity verification?

* Identity verification is done to verify if the legitimate cardholder is attempting to add the PEX card to a digital wallet
* It is typically done via one of two methods:
  * **Email** — a numerical code is sent to the email on file with PEX for the cardholder. This code must be entered into the digital wallet app when adding the card to the wallet.
  * **Call center** — the cardholder can call PEX and will be asked series of questions to verify the cardholder's identity.

## Frequently asked questions

<AccordionGroup>
  <Accordion title="Does PEX support Fitbit Pay and/or LG Pay?">
    At this time PEX supports only Google Pay, Apple Pay and Samsung Pay.
  </Accordion>

  <Accordion title="Can a PEX card be automatically removed from cardholder wallets?">
    No, PEX cannot remotely uninstall cards from a cardholder's mobile wallet. The cardholder will need to remove the card manually.
  </Accordion>

  <Accordion title="Can the cardholder add the card to multiple digital wallets (e.g. the cardholder has multiple phones)?">
    Yes, there are no limits on the number of digital wallets a card may be added to.
  </Accordion>

  <Accordion title="Which merchants accept digital card payments?">
    Apple Pay, and Google Pay are accepted at millions of merchants. Compatible merchants will often display a contactless payment icon or the logos of the payment methods they support. A comprehensive list of supported merchants is not available. Apple lists many major retail chains on their site at [https://www.apple.com/apple-pay/where-to-use/](https://www.apple.com/apple-pay/where-to-use/). Google also lists many major retail chains at [https://pay.google.com/about/where-to-use/](https://pay.google.com/about/where-to-use/).
  </Accordion>
</AccordionGroup>


# Adding an External Bank Account
Source: https://support.pexcard.com/administrator-guide/adding-an-external-bank-account

You can add a business bank account to your PEX account in order to transfer money between the two accounts.

After adding the bank information, you will need to verify access to the new bank account, either by using Instant Account Verification, or by using micro-deposits Verification. PEX strongly recommends Instant Account Verification which works with most major bank providers.

## **How to Add a Bank Account Using Instant Account Verification via Open Banking Providers**

<Steps>
  <Step>
    Log into the Administrator Site at [https://dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Business Settings" tab. Click on the "External Accounts" tab.
  </Step>

  <Step>
    Click the "Add an External Account" button

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click "Agree and Continue" to agree to the Online Validation Terms
  </Step>

  <Step>
    Choose your bank from the list of available banks.

    * PEX supports bank account authentication for thousands of financial institutions, including many of the largest banks in the U.S. (Chase, Citibank, Wells Fargo, US Bank, Bank of America, and more)
    * If your bank is not supported you will need to use micro-deposits verification, which may restrict access to certain PEX features such as Same Day ACH funding
  </Step>

  <Step>
    Enter your online banking credentials (e.g., username and password)
  </Step>

  <Step>
    Click "Continue"
  </Step>

  <Step>
    You should see your newly added bank account in the list of External Bank Accounts
  </Step>
</Steps>

<Note>
  **Note:**

  If you are having issues connecting your bank account, use the "Click here" hyperlink and you will be able to add your account using micro-deposits verification.

  <Frame>
    <img alt="" />
  </Frame>
</Note>

### **Online Verification Common Issues**

PEX uses the 3rd party tool Instant Account Verification via Open Banking Providers in order to connect to your bank account. These are some common problems experienced by our customers during the online verification process:

* Occasionally Instant Account Verification via Open Banking Providers or your bank's service may be disrupted preventing online verification. In this event, the pop up for searching for your bank should indicate service issues, and it may be best to try again later.
* Although Instant Account Verification via Open Banking Providers support over 12,000 financial institutions, your bank may not show up on the list when you search for it. Additionally, for some banks consumer accounts are supported by Instant Account Verification via Open Banking Providers, but business accounts may not be.
* In some situations certain user settings on your bank account may prevent Instant Account Verification via Open Banking Providers connectivity such as privacy restrictions or multi-factor authentication.
* When you change your bank account username or password, PEX loses access to the bank connection we use to verify account details. PEX Business settings for External accounts will indicate the bank is "Unlinked" if we lose connectivity. We suggest relinking your external bank account in this situation.
* If you are unable to complete the online verification process despite these suggestions, you should proceed with the micro-deposits verification method by selecting the "Having a problem?" prompt. This may restrict access to certain PEX features such as Same Day ACH funding.

## **How to Add a Bank Account using Micro-Deposits Verification**

<Steps>
  <Step>
    Log into the Administrator Site at [https://dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Business Settings" tab.
  </Step>

  <Step>
    Click on the "External Accounts" tab.
  </Step>

  <Step>
    Click the "Add an External Account" button
  </Step>

  <Step>
    Click "Having a Problem?" to select the micro-deposits method for account verification.

    * Enter your account number, routing number, and bank name
    * Click "Submit"
  </Step>

  <Step>
    PEX will email you a confirmation of set up and/or update within 24 hours
  </Step>

  <Step>
    PEX will make two small deposits to your bank account in the next 2 to 3 business days.

    * Check your bank account for these deposits.
  </Step>

  <Step>
    Return to the "External Accounts" tab and enter the values of the two micro-deposits
  </Step>

  <Step>
    Click "Submit"
  </Step>

  <Step>
    You should now see your newly added bank account in the list of External Bank Accounts
  </Step>
</Steps>

Once you have set up your newly added bank account, you can initiate transfers from that account via the Administrator website and also via the PEX Mobile App (for iOS or Android).

You can make a one-time transfer of funds, or you can set up recurring transfers.

Please also see "[How to Fund From Admin Site](/administrator-guide/how-to-fund-from-admin-dashboard) "


# Adding notes to a card transaction (mobile app)
Source: https://support.pexcard.com/administrator-guide/adding-notes-to-a-card-transaction-mobile-app

Administrators can add Transaction Notes to cardholder transactions, which is a good way to record the details of those transactions (e.g., P.O. number, project name, event, special circumstances). 

Note: Administrators may not edit or remove a cardholder's note. Cardholders may edit or remove their own notes.

Cardholders cannot see Administrator's notes on the Cardholder Site or in the Cardholder Mobile App, unless the Administrator gives permission.

Download the Mobile App:

* Download the [iOS app from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
* The download is free but carrier data rates may apply

**How to Add Transaction Notes to a Cardholder Transaction, Using the Mobile App:**

<Steps>
  <Step>
    Log into the Mobile App
  </Step>

  <Step>
    Click on the "Cards" icon
  </Step>

  <Step>
    Navigate to the cardholder
  </Step>

  <Step>
    Click on the cardholder's name
  </Step>

  <Step>
    Click "Transactions"
  </Step>

  <Step>
    Click on the transaction
  </Step>

  <Step>
    Click on the "Write Note" icon at lower right
  </Step>

  <Step>
    Write the Note
  </Step>

  <Step>
    Click the button to make the Note visible to the cardholder.
  </Step>

  <Step>
    Click "Done" and the Note is added to Transaction Details
  </Step>
</Steps>


# Adding PEX to your QuickBooks™️ Desktop account
Source: https://support.pexcard.com/administrator-guide/adding-pex-to-your-quickbooks-desktop-account

First, manually create an account in the QuickBooks chart of accounts. Since PEX and our partner bank cannot be sourced from the list of popular banks located from your QuickBooks account, completing this step will allow you to successfully import data.

To set up the PEX "bank account":

<Steps>
  <Step>
    Select **Company** → **Chart of accounts** from the menu bar.
  </Step>

  <Step>
    Select **New** from the Chart of Accounts status bar.
  </Step>

  <Step>
    For **Account type**, select **Bank**.
  </Step>

  <Step>
    Choose **Continue**, then create the name for the PEX account.
  </Step>

  <Step>
    Click **Save** and then **Close**.
  </Step>
</Steps>

<Note>
  **Note:**

  * Many customers choose to use PEX as the bank name.
  * If you have one now, or if you may have multiple PEX accounts in the future, consider using PEX along with the name of the business (e.g., PEX John's Theater Co, PEX Kelly's Events Inc).
  * You should set up a PEX account in QuickBooks for each account before the **first** export of transactions can be completed.
</Note>

To import PEX transactions into QuickBooks Desktop via a file download, see [How to Export Transactions via a File Download to QuickBooks Desktop or QuickBooks Online](/administrator-guide/how-to-export-transactions-via-a-file-download-to-quickbooks-desktop-or-quickbooks-online).

Alternately, if you wish to set up a sync between QuickBooks Desktop and PEX, see [PEX Connector for QuickBooks Desktop](/administrator-guide/pex-connector-for-quickbooks-desktop).


# Administrator Guide
Source: https://support.pexcard.com/administrator-guide/administrator-guide

Start here for guides on managing cards, transactions, funding, tags, receipts, integrations, and other administrator workflows in PEX.

<CardGroup>
  <Card title="Quick Start for Administrators" href="/administrator-guide/quick-start-for-administrators" icon="rocket" />

  <Card title="Administrator Site" href="/administrator-guide/administrator-site" icon="desktop" />

  <Card title="Managing Cards" href="/administrator-guide/managing-cards" icon="credit-card" />

  <Card title="Card Transactions" href="/administrator-guide/card-transactions" icon="money-bill-transfer" />

  <Card title="Reports and Statements" href="/administrator-guide/reports-and-statements" icon="chart-bar" />

  <Card title="Account Funding" href="/administrator-guide/account-funding" icon="building-columns" />

  <Card title="Receipt Capture" href="/administrator-guide/receipt-capture" icon="camera" />

  <Card title="Apps & Other Integrations" href="/administrator-guide/apps-and-other-integrations" icon="puzzle-piece" />

  <Card title="Tags" href="/administrator-guide/tags" icon="tags" />

  <Card title="Funding Requests" href="/administrator-guide/funding-requests" icon="hand-holding-dollar" />

  <Card title="Advanced Features" href="/administrator-guide/advanced-features" icon="sliders" />

  <Card title="Other" href="/administrator-guide/other" icon="ellipsis" />
</CardGroup>


# Administrator Site
Source: https://support.pexcard.com/administrator-guide/administrator-site

Explore tasks you can complete from the PEX administrator dashboard, from inviting cardholders to setting spending limits and managing merchant categories.

<CardGroup>
  <Card title="How to change the icon on your account" icon="user" href="/administrator-guide/how-to-change-the-icon-on-your-account" />

  <Card title="How to Send a Cardholder Invite" icon="user-plus" href="/administrator-guide/how-to-send-a-cardholder-invite" />

  <Card title="Why Am I Being Asked for a Secure Access Code?" icon="shield-check" href="/administrator-guide/why-am-i-being-asked-for-a-secure-access-code" />

  <Card title="Creating a Custom Merchant Category" icon="sitemap" href="/administrator-guide/creating-a-custom-merchant-category" />

  <Card title="Tracking your card order" icon="truck" href="/administrator-guide/tracking-your-card-order" />

  <Card title="How to Set Per Purchase Spending Limits, by Merchant Category (Administrator Site)" icon="money-bill-alt" href="/administrator-guide/how-to-set-per-purchase-spending-limits-by-merchant-category-administrator-site" />

  <Card title="How to Transfer Funds to Your External Bank Account from Your PEX Account (Administrator Site)" icon="bank" href="/administrator-guide/how-to-transfer-funds-to-your-external-bank-account-from-your-pex-account-administrator-site" />

  <Card title="How to Update Your Business Address on All Programs" icon="building" href="/administrator-guide/how-to-update-your-business-address-on-all-programs" />

  <Card title="How to View MCCs in a Merchant Category" icon="sitemap" href="/administrator-guide/how-to-view-mccs-in-a-merchant-category" />

  <Card title="Understanding merchant categories" icon="sitemap" href="/administrator-guide/understanding-merchant-categories" />

  <Card title="Compromised card notice (all programs)" icon="shield-check" href="/administrator-guide/compromised-card-notice-all-programs" />

  <Card title="How to Find Your Plan and Available Product Features" icon="cog" href="/administrator-guide/how-to-find-your-plan-and-available-product-features" />

  <Card title="Managing Custom Merchant Categories" icon="sitemap" href="/administrator-guide/managing-custom-merchant-categories" />

  <Card title="How to Add Notes to a Card Transaction (Administrator Site)" icon="pencil" href="/administrator-guide/how-to-add-notes-to-a-card-transaction-administrator-site" />

  <Card title="Setting Administrator Permissions on All Programs" icon="user-shield" href="/administrator-guide/setting-administrator-permissions-on-all-programs" />

  <Card title="Editing Custom Merchant Categories" icon="sitemap" href="/administrator-guide/editing-custom-merchant-categories" />

  <Card title="Deleting a Custom Merchant Category" icon="trash" href="/administrator-guide/deleting-a-custom-merchant-category" />

  <Card title="How to Change My Username and Password (Administrator)" icon="user-edit" href="/administrator-guide/how-to-change-my-username-and-password-administrator" />

  <Card title="How to Create and Send a New Administrator Invite" icon="user-plus" href="/administrator-guide/how-to-create-and-send-a-new-administrator-invite" />

  <Card title="How to Remove Admins" icon="user-times" href="/administrator-guide/how-to-remove-admins" />

  <Card title="How to Set Spend Limits by Merchant Category" icon="money-bill-alt" href="/administrator-guide/how-to-set-spend-limits-by-merchant-category" />

  <Card title="International Use of PEX Cards on All Programs" icon="globe" href="/administrator-guide/international-use-of-pex-cards-on-all-programs" />

  <Card title="Updating and Validating Your Business Documentation" icon="file-alt" href="/administrator-guide/updating-and-validating-your-business-documentation" />

  <Card title="Tips for keeping your PEX account safe" icon="shield-alt" href="/administrator-guide/tips-for-keeping-your-pex-account-safe" />

  <Card title="How to view account history" icon="clock-rotate-left" href="/administrator-guide/how-to-view-account-history" />

  <Card title="Dashboard analytics" href="/administrator-guide/dashboard-analytics" />
</CardGroup>


# Advanced Features
Source: https://support.pexcard.com/administrator-guide/advanced-features

Explore advanced PEX capabilities, including linked accounts and sub-accounts and corporate single sign-on via SAML 2.0.

<CardGroup>
  <Card title="Linked Accounts and Sub-accounts on All Programs" href="/administrator-guide/linked-accounts-and-subaccounts-on-all-programs" icon="users" />

  <Card title="Corporate SSO via SAML 2.0" href="/administrator-guide/corporate-sso-via-saml-20" icon="shield-check" />
</CardGroup>


# Using the PEX AI Agent (Ask PEX)
Source: https://support.pexcard.com/administrator-guide/ai-agent

Get instant, guided help configuring and managing your PEX account with the PEX AI Agent.

<Note>
  **Note:**

  The PEX AI Agent is currently in **Beta**. Responses are AI-generated — always verify important actions before confirming them.
</Note>

## What is the PEX AI Agent?

The **PEX AI Agent** (also called **Ask PEX**) is a built-in assistant in the PEX Dashboard that gives you instant, guided help setting up and running your account. Instead of hunting through menus, you can ask a question in plain language and the agent walks you through the task step by step — and can open the right page in the Dashboard for you.

Use the PEX AI Agent to:

* Get a personalized checklist of setup tasks based on what you've already completed
* Complete common tasks like ordering cards, creating vendor cards and transferring funds
* Ask questions about your account (for example, *"How do I fund my account?"*)
* Jump directly to the relevant Dashboard page for any task

## Launching the PEX AI Agent

<Steps>
  <Step title="Open the Dashboard">
    Log in to your PEX account and go to the **Dashboard**.
  </Step>

  <Step title="Click the Sparkle icon">
    Click the **Sparkle** icon (✨) in the **top-right menu** of the Dashboard. This opens the **Ask PEX** panel on the right side of the screen.
  </Step>
</Steps>

<img alt="The Sparkle AI Agent icon in the top-right menu of the PEX Dashboard" />

## What you'll see in the Ask PEX panel

When you first open the agent it will review your account setup and suggest activity and features that will help you get the most out of your PEX account. Use these quick options to be guided through the setup process and perform actions such as:

* Order cards
* Create vendor cards
* Invite additional admins
* Transfer funds

The agent can answer the most common questions and help you manage your account activity as well.

## Get insights and information about your account

The agent can visualize data to help you quickly understand your spend patterns, top merchants, credit utilization and more.

<img alt="The PEX AI Agent visualizing account spend data in the Ask PEX panel" />

The agent can help answer questions about your account and quickly find information.

<img alt="The PEX AI Agent answering questions about cards, balances and purchases in the Ask PEX panel" />

If the agent is unable to help, it will use our helpful support site to quickly guide you through the steps to get things done faster.

## Tips for getting the best results

* Be specific in your requests (for example, *"How do I fund my account?"* rather than *"funding"*).
* Use the suggested prompts as a starting point if you're not sure what to ask.
* Because the agent is in Beta, **verify any important action** before confirming it — a reminder appears at the bottom of the panel: *"AI can make mistakes — verify responses."*

## Frequently asked questions

<AccordionGroup>
  <Accordion title="Where do I find the PEX AI Agent?">
    Click the **Sparkle** icon (✨) in the top-right menu of the PEX Dashboard to open the **Ask PEX** panel.
  </Accordion>

  <Accordion title="Is the PEX AI Agent free to use?">
    Yes — the PEX AI Agent is included in the PEX Dashboard. It is currently in Beta.
  </Accordion>

  <Accordion title="Can the agent complete tasks for me?">
    The agent guides you through tasks step by step and can open the correct Dashboard page for you. You confirm and complete the actions yourself.
  </Accordion>

  <Accordion title="What kinds of things can I ask?">
    You can ask how to order cards, create vendor cards, invite admins, transfer funds, fund your account, review business settings and more. Try the suggested prompts if you're unsure where to start.
  </Accordion>
</AccordionGroup>


# Allowing cardholders to participate in approval workflows
Source: https://support.pexcard.com/administrator-guide/allowing-cardholders-to-participate-in-approval-workflows

Sometimes, you may not want to make your employees admins or give them access to business information. With the approval policy functionality, you can now assign cardholders as managers so they can review and approve items according to your approval policy rules.

Sometimes, you may not want to make your employees admins or give them access to business information. With the approval policy functionality, you can now assign cardholders as managers so they can review and approve items according to your approval policy rules.

***Watch a step-by-step demonstration [here](https://pex.navattic.com/8p2u0x6t?g=cmffjqfg8000000ims5pmo06j\&s=0)!***

### Create Approval Groups

The first step in configuring an Approval Policy is to create groups of approvers based on the hierarchy in your organization (job level, role, department, tags, etc).

1. To create a group, navigate to the 'Team Members' page from the sidebar menu.
2. Select the 'Group' tab and click 'Create New Group.'
3. Choose **'User'** for the group type.
4. Enter a name for the group.
5. Select one or more users that you would like to add to the group.
6. Click 'Create' to save and create the Approval Policy.
   * Creating a policy will not make any changes to your approval workflows until you enable it in the next step.
7. To enable an Approval Policy, toggle the 'Status' to 'Active' from the 'Approval Policies' screen.
   * Your Approval Policy will now apply to all future items specified in the policy's workflow type.

### Create Approval Policies

Now that you've added at least one group of approvers, the next step is to create an Approval Policy that you can apply to your approval workflows.

1. Navigate to 'Business Settings' from the sidebar menu.
2. Select the Approval Policies tab.
3. Click 'Create New Policy.'
4. Select the type of policy that you would like to create from the drop-down.
5. Enter a name for the Approval Policy.
6. Select the workflow type(s) that you would like this policy to apply to. There are four types of policy: threshold-based, tag-based, group-based, and advanced approval policies. You can apply a policy to transactions, reimbursements, etc.
7. Click 'Create' to save and create the Approval Policy.
   * Creating a policy will not make any changes to your approval workflows until you enable it in the next step.
8. To enable an Approval Policy, toggle the 'Status' to 'Active' from the 'Approval Policies' screen.
   * Your Approval Policy will now apply to all future items specified in the policy's workflow type.

Follow the [link](/administrator-guide/configuring-multilevel-approval-policies) to learn how to configure an approval policy tailored to your business needs.\
Once the approval policy is set up, your cardholder users will begin to see transactions, reimbursements, card funding, spend rule, or unblocking requests that are pending their review, and will receive email notifications.\
Digest reminders are also available for cardholder users who can approve items.

**FAQ:**\
1\. Can cardholders see all transactions without configuring the approval policy rules?\
No, to allow cardholder users to manage transactions, they have to become managers based on the approval policy rules.

2\. Should I give any permissions to cardholders?\
No, just set up the approval policy rules for the desired workflow.

3\. Can cardholders approve items in the Mobile app?\
Not yet, PEX is working on implementing that.

4\. What workflows are available now?\
The transactions, reimbursements, card funding, spend rule, and card unblocking request workflows are currently available.

5\. Will cardholders receive 'pending my review' email notifications?\
Yes, cardholders will receive email notifications if items are pending their review. They have to enable notifications on the > Profile > Notifications tab.

6\. Where will cardholder users see items that need to be reviewed?\
There is a new 'Review' tab in the left nav menu.

7\. Will cardholder users be able to edit tags, update receipts, and manage notes?\
Yes, there is the same logic for all approvers. Once you become an approver, you can edit tags, attachments, and add notes for pending approval items.

8\. Can cardholder users see the approved items?\
Yes, there is a filter to review approved or rejected items for transactions, card funding, spend rules, and unblocking requests.\
We are working on the same functionality for reimbursements.

9\. Can cardholder users mark approved or rejected transactions as not reviewed?\
Yes, there is the 'Mark as not reviewed' button displayed on the transaction details modal window


# Aplos vendor card creation
Source: https://support.pexcard.com/administrator-guide/aplos-vendor-card-creation

Generate PEX vendor cards from your vendor list (called "contacts" in Aplos). You can save 1% on vendor spend with a PEX Vendor Card.

<Frame>
  <iframe title="YouTube video player" />
</Frame>

## Accessing the app

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support).
  </Step>

  <Step>
    Find **PEX Connector for Aplos**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.
  </Step>
</Steps>

## Select your use case(s)

There are two ways to connect PEX with Aplos. Enable **both** when you can so reconciliation stays simple.

* Auto-create vendor cards from my Aplos vendor list.
* Sync transactions from PEX to Aplos nightly.

Click **Auto create vendor cards from my Aplos vendor list**.

<Frame>
  <img alt="Aplos connector use case selection" />
</Frame>

## Connect to your Aplos account

After you log in to PEX, confirm you are already connected to Aplos.

<Frame>
  <img alt="Aplos connection status" />
</Frame>

## Select vendors to auto-create vendor cards for

You will see a list of your top vendors.

**A to Z**, **Z to A**, and **Total Spend** are sorting options for the **Your Aplos vendors** list.

Select the vendors you want vendor cards for: click a name in **Your Aplos vendors**. Hold **Cmd** + **click** (Mac) or **Ctrl**/**Shift** + **click** (Windows) to select multiple. To select every vendor, click **Select All**.

<Note>
  **Note:**

  You can select up to **25** vendors at a time.
</Note>

If you do not see a vendor, search for any contact in your Aplos account: type in the **Your Aplos vendors** search bar.

If a vendor is missing from the list, add them in Aplos first. See [Creating contacts (individuals or companies)](https://www.aplos.com/support/articles/creating-contacts-individuals-or-companies/) in Aplos help. After you add them, the name is searchable in PEX.

When your selections are ready, click the **right-arrow** button to move them to **Selected vendors**.

<Frame>
  <img alt="Move vendors to Selected vendors" />
</Frame>

To remove a vendor from **Selected vendors**, click the name, then the **left-arrow** button. The vendor returns to **Your Aplos vendors**.

<Frame>
  <img alt="Remove vendor from Selected vendors" />
</Frame>

To clear **Selected vendors**, click **Reset**.

<Note>
  **Note:**

  Vendor cards are created only for vendors in **Selected vendors**.
</Note>

Click **Next**.

## Add card details

<Frame>
  <img alt="Vendor card funding and options" />
</Frame>

This screen lists every vendor you moved to **Selected vendors**. You may see:

* Set an **auto card funding** limit drawn from your PEX Business Balance.
* Turn off auto funding and add **initial funding** for that vendor card (PEX Prepaid only).

<Note>
  **Note:**

  If transaction sync with Aplos is already set to book purchases to a **single vendor**, you will also see **Automatically map expenses from vendor cards to vendors in Aplos**.
</Note>

<Frame>
  <img alt="Automatically map expenses to Aplos vendors" />
</Frame>

By default, that option is **on**. When it stays **on**:

* PEX purchases book to the matching vendors on your vendor cards.
* If a purchase has no matching vendor, it books to a **single** vendor.

If you turn it **off**, all PEX purchases book to a single vendor.

Click **Next**, then **Finish** to confirm.

<Frame>
  <img alt="Finish vendor card creation" />
</Frame>

PEX creates the vendor cards and opens the **Manage vendor cards** tab. Cards are **active** immediately.

## Managing vendor cards

View PEX vendor cards created from your Aplos list.

<Frame>
  <img alt="Manage vendor cards tab" />
</Frame>

Click a card to manage it.

If nightly sync to Aplos is not set up, you will see **Sync your transactions to Aplos nightly**. Click **Get Started** to configure sync between PEX and Aplos.

More detail:

* [Connector for Aplos (Prepaid)](/administrator-guide/pex-connector-for-aplos-prepaid)
* [Connector for Aplos (Credit)](/administrator-guide/pex-connector-for-aplos-charge)

For connector questions, email [appsupport+aplos@pexcard.com](mailto:appsupport+aplos@pexcard.com).


# Approving a card unblocking request
Source: https://support.pexcard.com/administrator-guide/approving-a-card-unblocking-request

Control the card activation process for your cardholders using the PEX 'Card Unblocking' feature. Once enabled, all cards will automatically be blocked after users register them, and users must submit unblocking requests for approval.

Sometimes as an admin, you may want to control a card activation process for your cardholders. For instance, if you want to keep cards active only during a business trip for certain cardholders, you can do so using the PEX 'Card Unblocking' feature. Once you enable the 'Card Unblocking' feature, all cards will automatically be blocked after users register them. To unblock the cards, users must submit card unblocking requests, which must then be approved by the designated approvers.

## Enabling the 'Card Unblocking' feature

<Steps>
  <Step>
    Log in to the Dashboard via [https://dashboard.pexcard.com](https://dashboard.pexcard.com)
  </Step>

  <Step>
    Navigate to **Business settings** from the sidebar menu and click on that.
  </Step>

  <Step>
    Click on the **Profile** tab at the top of the **Business settings** page.
  </Step>

  <Step>
    Scroll down to the **Settings** section.
  </Step>

  <Step>
    Click on the **Edit** button under the **Settings** section.
  </Step>

  <Step>
    Scroll down to the bottom of the **Update Business information** page.
  </Step>

  <Step>
    Under the **Card unblocking requests** section click on the **Enable** radio button to enable the 'Card Unblocking' feature for your account.

    * Only admins with the **Edit Business Profile** permission can enable this feature from the dashboard **Business Settings** page.
    * Once you enable the 'Card Unblocking' feature, all cards will automatically be blocked after users register them. To unblock the cards, users must submit unblocking requests, which must then be approved by the designated approvers.
    * Follow the same steps to disable the 'Card unblocking' request feature. Remember that after disabling the 'Card unblocking' requests feature all cardholders will be able to activate their cards themselves.
  </Step>
</Steps>

## Card unblocking requests approval

<Steps>
  <Step>
    Log in to the Dashboard via [https://dashboard.pexcard.com](https://dashboard.pexcard.com)
  </Step>

  <Step>
    Navigate to **Requests** from the sidebar menu and click on that.
  </Step>

  <Step>
    Click on the **Card requests** sub-menu.
  </Step>

  <Step>
    Click on **Unblocking request** at the top of the **Card requests** page.

    * Card unblocking requests that are pending your review will be displayed by default on the **New requests** tab. To review all requests, click **Clear** under the **Filters** button.
  </Step>

  <Step>
    On the **Unblocking requests** tab hover on the request that you would like to approve and click on that.
  </Step>

  <Step>
    Review the request details (add a note if needed by typing it in the text area under the **Explanatory note**). The **Edit** button is available for users with the **Approve/Reject card unblocking** permission. So they can edit the active **From date** and **To date** fields for pending approval requests.
  </Step>

  <Step>
    Click the **Approve** or **Reject** button located at the bottom of the modal window.
  </Step>
</Steps>

## Notifications

Once a card unblocking request is submitted, you will receive an email and push notification to review it (if you have permission to approve that request).

## FAQ

<AccordionGroup>
  <Accordion title="Can I edit card unblocking requests?">
    Yes, you can edit non-approved card unblocking requests if you are an approver.
  </Accordion>

  <Accordion title="Can I cancel card unblocking requests from the Dashboard?">
    Yes, you can either reject pending approval requests or cancel future approved requests.
  </Accordion>

  <Accordion title="How do I turn this feature off for my account?">
    You can disable the 'Card unblocking feature' from the Dashboard 'Business settings' page.
  </Accordion>

  <Accordion title="Which account types get the 'Card Unblocking' feature?">
    For Prepaid Expense and Credit Expense accounts this feature is available.
  </Accordion>

  <Accordion title="Can approval policies be set for card unblocking workflow?">
    Yes, you can configure an [approval policy](/administrator-guide/configuring-multilevel-approval-policies) for the 'Card unblocking' workflow.
  </Accordion>

  <Accordion title="What permission does an administrator need to approve/reject a card unblocking request?">
    An administrator needs the 'Approve/reject card unblocking request' permission.
  </Accordion>
</AccordionGroup>


# Approving and Paying a Reimbursement Request
Source: https://support.pexcard.com/administrator-guide/approving-and-paying-a-reimbursement-request

As an admin user with the 'Approve/reject reimbursement' permission, you can review and approve or reject reimbursement requests.

As an admin user with the 'Approve/reject reimbursement' permission, you can review and approve or reject reimbursement requests.\
Learn how to manage the Reimbursement feature by following the steps below:

## Managing the 'Mileage Reimbursement' feature

1. Log in to the Dashboard via [https://dashboard.pexcard.com](https://dashboard.pexcard.com/)

2. Navigate to the 'Business settings' from the sidebar menu and click on that.

3. Click on the 'Profile' tab at the top of the 'Business settings' page.

4. Scroll down to the 'Settings' section.

5. Click on the 'Edit' button under the 'Settings' section.

6. Scroll down to the bottom of the 'Update Business information' page.

7. Under the 'Mileage Reimbursement' section click on the 'Enable' radio button to enable mileage reimbursement requests for your account.

   * Only admins with the 'Edit Business Profile' can enable or disable this feature from the dashboard 'Business Settings' page.

   * Follow the same steps if you want to disable the 'Mileage Reimbursement' request feature.

   * The 'Mileage reimbursement' feature is available for business accounts with the 'Use Reimbursements' enabled.

8. Check if the standard IRS rate applies to your business account policy.

   * If you want to set up a custom rate, turn off the toggle and enter your own rate.

9. If you want cardholders to always provide odometer readings, check the checkbox below the rate field.

10. Scroll down and click on the 'Save' button.

*To export your mileage reimbursements, you can export a Reimbursements Reconciliation Report or a Mileage Reconciliation Report from the Reports tab.*

## Setting a maximum reimbursement amount without a receipt

You can control when receipts are required by setting a maximum dollar amount for reimbursement requests submitted.

1. Navigate to the 'Business settings' from the sidebar menu and click on that.

2. Click on the 'Profile' tab at the top of the 'Business settings' page.

3. Scroll down to the 'Settings' section.

4. Click on the 'Edit' button under the 'Settings' section.

5. Scroll down to the bottom of the 'Update Business information' page.

6. Under the 'Maximum reimbursement amount without receipt' section, enter the amount that works for your team’s policy.

   * To require receipts for all reimbursements: Set the threshold to \$0.01

   * To keep receipts optional for all reimbursements: Set the threshold to \$0.

   * Requests above the threshold (e.g., \$75) require receipts.

   * Requests below the threshold (e.g., \$75) allow receipts to be optional.

## Approving a Reimbursement Request

To approve or reject reimbursement requests, you must have the 'Approve/reject reimbursement' permission.

1. Log in to the Dashboard via [https://dashboard.pexcard.com](https://dashboard.pexcard.com).

2. Navigate to the 'Requests' from the sidebar menu and click on that.

3. Click on the 'Reimbursements' sub-menu.

   * Reimbursement requests that are pending your review will be displayed by default on the 'New requests' tab. To review all reimbursement requests - click 'Clear' under the 'Filters' button.

4. On the 'New Requests' tab hover on the request that you would like to approve and click on that.

5. Review the request details (add a note if needed by clicking 'Add' against the 'Note' section).

6. Click the 'Approve' or 'Reject' button located at the bottom of the modal window.

   * Once you have approved or rejected the reimbursement request, it will be moved from the 'New Requests' to the 'History' subtab with the appropriate status.

   * On the 'History' tab, you will be able to see all reimbursement requests that have been approved or rejected by anyone.

   * To get approved reimbursement requests paid, you will have to create a payment transfer (described below).

## Creating a Payment Transfer

To create a payment transfer you must have the 'Request/delete ACH transfer' permission.

1. Log in to the Dashboard via [https://dashboard.pexcard.com](https://dashboard.pexcard.com).

2. Navigate to the 'Payments' from the sidebar menu and click on that.

3. Select requests that you would like to pay by checking them in the bulk column.

4. Scroll down to the bottom of the page and press the "Create payment transfer" button OR go to the 'Actions' dropdown menu at the top of the page and click the 'Create a Payment Transfer' button.

5. Click on the calendar icon to select the date when the payment process should start.

6. Select the business external bank account you wish to use to perform the payment.

7. Click the 'Create' button.

   * If there is no active approval policy with the 'Payment transfer' workflow, all payments will be auto-approved immediately.

   * If you would like to configure a new Approval policy to set specific approvers, go through this 'Multi-Level Approvals' article to learn how to configure that.

## Viewing the Payment Status

1. Once the Payment transfer is created, it will be moved to the 'Pending Transfers' tab with the 'Awaiting approval' or 'Approved ' status.

   * If there is no approval policy configured, the created payment transfer will be auto-approved based on the 'Request/delete ACH transfer' and displayed with the 'Approved' status.

2. If according to the Approval policy, payment transfer needs to be approved by specific users, they have to open it and click on the 'Approve' button at the bottom of the page.

3. Once the Payment transfer is approved, it will stay under the 'Pending Payments' tab with the 'Approved' until the Payment is completed.

4. Once the Payment is completed or fails, it will be moved to the 'History' tab with the 'completed' or 'failed' status.

## Notifications

* Once a reimbursement request is submitted, you will receive an email and push notification to review it (if you have permission to approve that request).

* Once a reimbursement request is approved, you will receive an email notification to create a payment transfer (if you have 'Request/delete ACH transfer' permission).

* Once a payment transfer is completed, you will receive an email notification.

* Once a payment transfer is rejected, you will receive an email notification.

## FAQ

1. Can approval policies be set for Reimbursements?

   * Yes, you can create approval policies for both workflows: Reimbursement requests and Payment transfers.

2. What permission does an administrator need to approve/reject a reimbursement request?

   * An administrator needs the 'Approve/reject reimbursement request' permission.

3. Which account types get the Reimbursement feature?

   * For prepaid expense and credit expense accounts reimbursement feature is available.

4. Can admins submit reimbursement requests?

   * No, only cardholders can submit reimbursements.

5. What permission does an administrator need to create and approve a payment transfer?

   * To create a payment transfer you must have the 'Request/delete ACH transfer' permission. If there is no active approval policy for the 'Payment request' approval workflow, all payment transfers will be auto-approved after creation.

6. How do I turn this feature off for my account?

   * Please contact admin support to turn this feature off for your account.

7. Which notifications will I receive once a Cardholder has submitted a reimbursement request?

   * Go through the '[Notification](#notification) ' section to learn more about notifications.

8. Can I edit reimbursements submitted by cardholders?

   * Yes, as an admin who has the 'Approve/reject reimbursement requests' permission, you can edit tags, receipts, or add notes to the reimbursements before they have been fully approved/rejected.

9. Can I unapprove approved requests?

* * Yes, if there is no payment transfer created for that request. The admins who approved the reimbursement request (or other admins who could approve it according to their approval policy rules) can open the approved request from the Payments page and click on the 'Mark as Not Reviewed' button. After they can open and reject the request in the New Requests tab.

1. Can I delete non-approved reimbursement requests?

   * No, you can not. However, you can reject non-approved reimbursements by clicking the 'Reject' button in the Reimbursement details modal.

2. Can I delete non-approved payment transfers?

   * No, you can not. But you can reject non-approved payment transfers by clicking the 'Reject' button on the Transfer details page.

3. Is there a way to cancel approved payment transfers?

   * Once a payment transfer is approved, it cannot be canceled.

4. Can I edit the mileage reimbursement requests?

   * You can edit only the reimbursement request amount.

5. How can I change the reimbursement rate?

   * Navigate to the 'Business settings' from the sidebar menu and edit the 'Mileage reimbursement' section on the 'Profile' tab.

6. How does the status of a payment transfer change?

Go through the '[Payment status](#payment-status)' section to learn more about payments.

7\. Can I use reimbursement for an employee who is not a cardholder?

* 1. * No, as a reimbursement request can only be made by a cardholder, it is a requirement to be able to use this feature.


# Apps & Other Integrations
Source: https://support.pexcard.com/administrator-guide/apps-and-other-integrations

Customize your PEX experience with apps and other tools. Add functionality, automate workflows and enrich data.

<CardGroup>
  <Card title="Perk-AmTrav integration" href="/administrator-guide/perk-amtrav-integration" icon="plane" />

  <Card title="Connector for Microsoft Dynamics 365" href="/administrator-guide/connector-for-microsoft-dynamics-365" icon="microsoft" />

  <Card title="Auto Enforcer" href="/administrator-guide/auto-enforcer" icon="shield-halved" />

  <Card title="Connector for GreenSlate" href="/administrator-guide/connector-for-greenslate" icon="clapperboard" />

  <Card title="PEX Connector for QuickBooks Desktop" href="/administrator-guide/pex-connector-for-quickbooks-desktop" icon="book" />

  <Card title="Connector for Microsoft Dynamics 365 (Prepaid)" href="/administrator-guide/connector-for-microsoft-dynamics-365-prepaid" icon="microsoft" />

  <Card title="PEX Exporter for Microsoft Dynamics Great Plains (Prepaid)" href="/administrator-guide/pex-exporter-for-microsoft-dynamics-great-plains-prepaid" icon="file-export" />

  <Card title="PEX Exporter for Microsoft Dynamics Great Plains (Credit)" href="/administrator-guide/pex-exporter-for-microsoft-dynamics-great-plains-charge" icon="file-export" />

  <Card title="Create PEX tags for Microsoft Dynamics 365" href="/administrator-guide/create-pex-tags-for-microsoft-dynamics-365" icon="tags" />

  <Card title="PEX Connector for Procore - Set Up" href="/administrator-guide/pex-connector-for-procore--set-up" icon="hard-hat" />

  <Card title="PEX Tag Matching With Accounting Systems" href="/administrator-guide/pex-tag-matching-with-accounting-systems" icon="tags" />

  <Card title="PEX Connector for Procore" href="/administrator-guide/pex-connector-for-procore" icon="hard-hat" />

  <Card title="Aplos Vendor Card Creation" href="/administrator-guide/aplos-vendor-card-creation" icon="credit-card" />

  <Card title="Import tag options from CSV" href="/administrator-guide/import-tag-options-from-csv" icon="file-csv" />

  <Card title="QuickBooks Online Vendor Card Creation" href="/administrator-guide/quickbooks-online-vendor-card-creation" icon="credit-card" />

  <Card title="PEX Connector for Xero (Prepaid)" href="/administrator-guide/pex-connector-for-xero-prepaid" icon="file-invoice-dollar" />

  <Card title="PEX Spend Analytics" href="/administrator-guide/pex-spend-analytics" icon="chart-line" />

  <Card title="Exporter for Daxko Accounting" href="/administrator-guide/exporter-for-daxko-accounting" icon="file-export" />

  <Card title="Create Tags for Exporter app" href="/administrator-guide/create-tags-for-exporter-app" icon="tags" />

  <Card title="Connector for Google Drive" href="/administrator-guide/connector-for-google-drive" icon="google-drive" />

  <Card title="MediaWeb Export" href="/administrator-guide/mediaweb-export" icon="photo-film" />

  <Card title="PEX Connector for Zoho Books" href="/administrator-guide/pex-connector-for-zoho-books" icon="book" />

  <Card title="PEX Batch Funding" href="/administrator-guide/pex-batch-funding" icon="money-bill-transfer" />

  <Card title="PEX Connector for Airtable" href="/administrator-guide/pex-connector-for-airtable" icon="table" />

  <Card title="PEX Connector for Google Sheets" href="/administrator-guide/pex-connector-for-google-sheets" icon="google" />

  <Card title="PEX Connector for OneDrive" href="/administrator-guide/pex-connector-for-onedrive" icon="cloud" />

  <Card title="PEX Connector for Zoho Expense" href="/administrator-guide/pex-connector-for-zoho-expense" icon="receipt" />

  <Card title="Create PEX tags for QuickBooks Online" href="/administrator-guide/create-pex-tags-for-quickbooks-online" icon="tags" />

  <Card title="Accounting Software Connector Troubleshooting" href="/administrator-guide/accounting-software-connector-troubleshooting" icon="screwdriver-wrench" />

  <Card title="Connector for CMiC" href="/administrator-guide/connector-for-cmic" icon="hard-hat" />

  <Card title="PEX Exporter for ACS Technologies" href="/administrator-guide/pex-exporter-for-acs-technologies" icon="file-export" />

  <Card title="PEX Exporter for Extreme Reach" href="/administrator-guide/pex-exporter-for-extreme-reach" icon="bullhorn" />

  <Card title="PEX Exporter for Serenic Navigator" href="/administrator-guide/pex-exporter-for-serenic-navigator" icon="file-export" />

  <Card title="PEX Exporter for Shelby (Prepaid)" href="/administrator-guide/pex-exporter-for-shelby-prepaid" icon="file-export" />

  <Card title="PEX Exporter for Shelby (Credit)" href="/administrator-guide/pex-exporter-for-shelby-charge" icon="file-export" />

  <Card title="PEX Auto Tagger" href="/administrator-guide/pex-auto-tagger" icon="tags" />

  <Card title="PEX Connector for Zapier" href="/administrator-guide/pex-connector-for-zapier" icon="bolt" />

  <Card title="Create PEX tags for Xero" href="/administrator-guide/create-pex-tags-for-xero" icon="tags" />

  <Card title="Create PEX tags for CMiC" href="/administrator-guide/create-pex-tags-for-cmic" icon="tags" />

  <Card title="Create PEX tags for NetSuite" href="/administrator-guide/create-pex-tags-for-netsuite" icon="tags" />

  <Card title="Create PEX tags for GreenSlate" href="/administrator-guide/create-pex-tags-for-greenslate" icon="tags" />

  <Card title="PEX Connector for Aplos: Pre-configuration" href="/administrator-guide/pex-connector-for-aplos-preconfiguration" icon="gear" />

  <Card title="Create PEX tags for Sage Intacct" href="/administrator-guide/create-pex-tags-for-sage-intacct" icon="tags" />

  <Card title="Expense Envelopes for Admin" href="/administrator-guide/expense-envelopes-for-admin" icon="envelope" />

  <Card title="PEX Connector for Xero (Credit)" href="/administrator-guide/pex-connector-for-xero-charge" icon="file-invoice-dollar" />

  <Card title="PEX Connector for Aplos (Prepaid)" href="/administrator-guide/pex-connector-for-aplos-prepaid" icon="plug" />

  <Card title="PEX Connector for Aplos (Credit)" href="/administrator-guide/pex-connector-for-aplos-charge" icon="plug" />

  <Card title="Exporter for Acumatica" href="/administrator-guide/exporter-for-acumatica" icon="file-export" />

  <Card title="Exporter for Bloomerang" href="/administrator-guide/exporter-for-bloomerang" icon="file-export" />

  <Card title="Exporter for Foundation Software" href="/administrator-guide/exporter-for-foundation-software" icon="file-export" />

  <Card title="Exporter for FundEasy" href="/administrator-guide/exporter-for-fundeasy" icon="file-export" />

  <Card title="Exporter for MIP" href="/administrator-guide/exporter-for-mip" icon="file-export" />

  <Card title="Exporter for Parish Soft" href="/administrator-guide/exporter-for-parish-soft" icon="file-export" />

  <Card title="Exporter for PowerChurch" href="/administrator-guide/exporter-for-powerchurch" icon="file-export" />

  <Card title="Exporter for Sage 50" href="/administrator-guide/exporter-for-sage-50" icon="file-export" />

  <Card title="Exporter for Sage 100" href="/administrator-guide/exporter-for-sage-100" icon="file-export" />

  <Card title="Exporter for Sage 300" href="/administrator-guide/exporter-for-sage-300" icon="file-export" />

  <Card title="Universal Exporter" href="/administrator-guide/universal-exporter" icon="file-export" />

  <Card title="Exporter for Veracross" href="/administrator-guide/exporter-for-veracross" icon="file-export" />

  <Card title="Exporter for Wrapbook" href="/administrator-guide/exporter-for-wrapbook" icon="file-export" />

  <Card title="Exporter for Yardi" href="/administrator-guide/exporter-for-yardi" icon="file-export" />

  <Card title="Create PEX tags for QuickBooks Desktop" href="/administrator-guide/create-pex-tags-for-quickbooks-desktop" icon="tags" />

  <Card title="Connector for SAP Concur Standard" href="/administrator-guide/connector-for-sap-concur-standard" icon="plane-departure" />

  <Card title="PEX Connector for Sage Intacct (Prepaid)" href="/administrator-guide/pex-connector-for-sage-intacct-prepaid" icon="calculator" />

  <Card title="PEX Connector for Sage Intacct (Credit)" href="/administrator-guide/pex-connector-for-sage-intacct-charge" icon="calculator" />

  <Card title="Enable Sage Intacct settings for PEX sync" href="/administrator-guide/enable-sage-intacct-settings-for-pex-sync" icon="gear" />

  <Card title="PEX Connector for QuickBooks Online (Prepaid)" href="/administrator-guide/pex-connector-for-quickbooks-online-prepaid" icon="book" />

  <Card title="PEX Connector for QuickBooks Online (Credit)" href="/administrator-guide/pex-connector-for-quickbooks-online-charge" icon="book" />

  <Card title="Connector for Blackbaud (Prepaid)" href="/administrator-guide/connector-for-blackbaud-prepaid" icon="hand-holding-heart" />

  <Card title="Adding PEX to your QuickBooks™️ Desktop account" href="/administrator-guide/adding-pex-to-your-quickbooks-desktop-account" icon="book" />

  <Card title="PEX Connector for QuickBooks Desktop (Prepaid)" href="/administrator-guide/pex-connector-for-quickbooks-desktop-prepaid" icon="book" />

  <Card title="Using PEX with Tallie and QuickBooks" href="/administrator-guide/using-pex-with-tallie-and-quickbooks" icon="book" />

  <Card title="How To Add PEX to Your QuickBooks™️ Online Account" href="/administrator-guide/how-to-add-pex-to-your-quickbooks-online-account" icon="book" />

  <Card title="How to Export Transactions via a File Download to QuickBooks Desktop or QuickBooks Online" href="/administrator-guide/how-to-export-transactions-via-a-file-download-to-quickbooks-desktop-or-quickbooks-online" icon="file-arrow-down" />

  <Card title="Exporting Transactions To Xero" href="/administrator-guide/exporting-transactions-to-xero" icon="file-export" />

  <Card title="How To Connect PEX with Expensify" href="/administrator-guide/how-to-connect-pex-with-expensify" icon="receipt" />
</CardGroup>


# Are PEX accounts FDIC insured?
Source: https://support.pexcard.com/administrator-guide/are-pex-accounts-fdic-insured

Funds in your PEX account are FDIC-insured up to $250,000 per depositor through PEX's bank partners, The Bancorp Bank, N.A. and Fifth Third Bank, N.A.

The funds in your PEX account are insured by the FDIC in the event of bank failure, up to \$250,000 per depositor, through PEX’s bank partners, The Bancorp Bank, N.A. and Fifth Third Bank, N.A.


# Auditing PEX Requests (Reporting on PEX Requests)
Source: https://support.pexcard.com/administrator-guide/auditing-pex-requests-reporting-on-pex-requests

Run the Request Funding report or Cardholder Funding report to audit pending, approved, rejected, and canceled cardholder funding requests.

PEX stores a record of all cardholder requests for later auditing and reporting. To access a report of all requests, click "Reports" on the main navigation tag. In the field for "report type", choose the "Request Funding" report type (listed under "Funding").

This report includes all requests that were submitted during the chosen date range, including pending, approved, rejected and canceled requests.

Details of funding requests are also available in the "Cardholder Funding" report in column titled "Funding Request".


# Automatic first card ordering on Credit Expense
Source: https://support.pexcard.com/administrator-guide/auto-card-ordering

When you apply for a PEX Credit Expense account, your first card is ordered automatically the moment you're verified — so you can start spending faster

When you apply for a PEX account on the Start site, auto-card ordering is **selected by default**. Once your account is verified, your card is ordered automatically — no extra steps, no waiting around.

Your card is on its way before you've even logged into your Dashboard.

<Note>
  **Eligibility:**

  Auto-card ordering is available for **Credit Expense** customers who select the option during the application process on the Start site.
</Note>

## Shipping and delivery

Your card ships fast and at no cost to you:

* **Delivered to your business address** — the one you provided during your application on the Start site
* **Priority shipping included** — so you're not waiting longer than you need to
* **Free for your first card** — no surprise charges

### Track your card

Once a tracking number is available, find it on your Dashboard under:

**Dashboard** > **Cards** > **Card orders**

<Warning>
  **Shipping charges for future orders:**

  Shipping for all subsequent card orders will be charged unless you select the Free shipping method. Only the first auto-ordered card ships for free using priority shipping.
</Warning>

## Activate your card and start spending

When your card arrives, **activate it from the Dashboard** to unlock spending. Cards aren't active until you do this — so the sooner you activate, the sooner you're up and running.

<Tip>
  **Tip:**

  Activate your card the moment it arrives — it takes seconds and you'll be ready to spend right away.
</Tip>

## Your default spend policy

Your card comes ready to use with a **Limited spend policy** pre-assigned — a sensible starting point you can adjust at any time.

| Rule                             | Setting                                    |
| -------------------------------- | ------------------------------------------ |
| International use                | Disabled                                   |
| In-person and online spend rules | Card present (in-person) transactions only |
| Daily spend limit                | \$100 per day (Midnight to Midnight ET)    |
| Monthly spend limit              | \$500 per month (Monthly statement period) |

Need more flexibility? **Update the Limited spend policy** or **assign custom spend rules** anytime from your Dashboard:

**Dashboard** > **Cards** > **Card details** > **Spend rules**

## Prefer to order cards yourself?

No problem. During your application on the Start site, simply **uncheck the auto-card ordering checkbox** on the Product selection page. Your account will be verified as usual — you just place card orders manually when you're ready.

***

Questions? Reach out to your admin or [contact PEX Support](https://www.pexcard.com/contact-us/) — we're here to help.


# Auto Enforcer
Source: https://support.pexcard.com/administrator-guide/auto-enforcer

Auto Enforcer is a productivity app that allows Admins to create rules that can temporarily block cards until a cardholder completes the necessary actions like uploading receipts, tagging a transaction, or adding notes.

**Watch a step-by-step demonstration [here](https://pex.navattic.com/9dr0ouu)!**

## Install

To use the app:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Locate **Auto Enforcer**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.
  </Step>
</Steps>

<Note>
  **Note:**

  To install the app, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## Create rules

To create a card rule:

<Steps>
  <Step>
    * Click **+ Create rule**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    * Add a name.
    * Select one of the following to require submission from:
      * Group
        * Note: Your business must have Groups set up to use the Group functionality. For questions on set up, please reference this [support article](/administrator-guide/how-to-assign-cardholders-to-groups-and-how-to-create-new-groups) or contact [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com)
        * Cardholder

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    * Team member vs. Vendor cards: if you would like to create rules for employee cards only, deselect the "Show vendor cards" checkbox.
  </Step>

  <Step>
    * Select a group(s) or cardholder(s) you want to auto create a card rule. The following example is provided for a cardholder, but it is also applicable to a group.
    * To select a cardholder(s) click on a cardholder name in the "All cardholders" list. Use hold cmnd+click (mac) or ctrl/shift+click (win) for multi selection. If you want to select all cardholders, check the "Select All" button. Note: as a best practice you may want to exclude executives from this list.

      * To search for a cardholder, start typing the name in the Search bar of the "All cardholders" list. Note, only active cards will show. If a desired cardholder is not in the "All cardholders" list, then the cardholder is inactive or does not exist in your PEX account.
      * Once you select cardholder(s) you want to create a card rule for in the "All cardholders" list, click on the right-arrow button to add them to the "Rule members" list.

        * To remove a pre-selected cardholder from the list, click on the cardholder name and the left-arrow button. The cardholder will disappear from the "Rule members" list and appear again in the "All cardholders" list.
        * To clear the "Rule members" list, click "Reset all".

        <Frame>
          <img alt="" />
        </Frame>

      <Note>
        **Note:**

        * The system will create cardholder cards only for cardholders that are in the "Rule members" list.
        * If you select a "Group" on the previous step then the system will show **only** cardholder groups, **not** Admin groups.
      </Note>
  </Step>

  <Step>
    * Input a minimum \$ transaction amount to fall under this rule.
    * If left empty then the rule will apply to every transaction.

      <Frame>
        <img alt="" />
      </Frame>
  </Step>

  <Step>
    * Skip reviewing purchase reversals and vendor credits.
      * If enabled, Auto Enforcer will not check purchase reversal and vendor credit transactions for rule compliance.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    * Enter # of days to auto-block cards with missing transaction items.

      * If a cardholder does not add the missing transaction items within the inputted number of days after the transaction is made, the card will be auto-blocked.
      * You can set any amount of days in the range of 1 to 60 days.

      <Frame>
        <img alt="" />
      </Frame>
  </Step>

  <Step>
    * Enter which admin email address should be notified when cards are blocked for this rule.

      * Emails include a list of transactions along with their missing items.
      * You can add multiple emails separated by commas (without spaces).

      <Frame>
        <img alt="" />
      </Frame>
  </Step>

  <Step>
    * Enter # days to warn cardholders before blocking.
      * You can set any amount of days in the range of 1 to 60 days.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    * Enter which admin email address should be notified when cards are warned for this rule.

      * Emails include a list of transactions along with their missing items.
      * You can add multiple emails separated by commas (without spaces).

      <Frame>
        <img alt="" />
      </Frame>
  </Step>

  <Step>
    * Set the rule start date.
      * When cards are blocked cardholders cannot make any purchases.
        <Frame>
          <img alt="" />
        </Frame>
  </Step>

  <Step>
    * Enable/disable "Require a receipt" toggle.
      * If enabled then a cardholder must attach a receipt to every new transaction they make.
        <Frame>
          <img alt="" />
        </Frame>
  </Step>

  <Step>
    * Enable/disable "Require a cardholder note" toggle.
      * If enabled then a cardholder must leave a note for every new transaction they make.
      * Notes automatically added by the system (e.g., "Synced to Aplos") and notes added by an Admin will not satisfy the "Require a cardholder note" condition. The note must be added by a cardholder.
      <Frame>
        <img alt="" />
      </Frame>
  </Step>

  <Step>
    * Enable/disable "Require a tag(s):" toggle.
      * If enabled then a cardholder must tag every new transaction with a selected tag(s).

        * Make sure you create tags first so that you can select them from a dropdown list. See ["How to setup and create tags with Tag manager"](/administrator-guide/how-to-setup-and-create-tags-with-tag-manager) if you have no tags created yet.
        * You can add more than one required tag by clicking "Add PEX Tag".
        * Remove a tag if you don't require it from your group(s)/cardholder(s).

        <Frame>
          <img alt="" />
        </Frame>
  </Step>

  <Step>
    * Enable/disable rule on creation.

      * If enabled, the card rule will take effect immediately after you click "Create".
      * If disabled, the card rule will not take effect after you click "Create". It will only be saved as a draft until you enable it.

      <Frame>
        <img alt="" />
      </Frame>
  </Step>

  <Step>
    * Click **Create** to add a rule.
      * After confirmation, you will be redirected to the tab "Card rules".
      * The rule will appear in the rules table under the "Card rules" tab.
  </Step>
</Steps>

<Note>
  **Note:**

  1. Cards will remain temporarily blocked until a cardholder adds the missing required items or you manually unblock the card. During the block period, the cardholder won't be able to make any transactions.
  2. The [split tag functionality](/administrator-guide/pex-split-tags) is supported by Auto Enforcer. If you use split tags, make sure to tag each split.
</Note>

## Run rules

You have created the card rule. Now let's set up Auto Enforcer to run the rule(s) against transactions:

1. **Ensure the rule is enabled.**
   * If it is not, click the toggle to enable it.
     <Frame>
       <img alt="" />
     </Frame>
2. **Enable automatic execution of rules.**
   * When enabled, Auto Enforcer will run rules against transactions every six hours. If disabled, Auto Enforcer will not run rules against transactions automatically.
     <Frame>
       <img alt="" />
     </Frame>
     * For testing purposes or to run the rule(s) against transactions immediately, click the "Execute" button under the Manage tab.
     <Frame>
       <img alt="" />
     </Frame>

## View rules

The "Card rules" page lists the card rules that your company has created. Every rule shows:

* Card rule name
* Team members
  * If there are multiple team members, click on the number to view the others.
* Days
  * A number of days after which a card with missing transaction items will be auto-blocked.
* Status

On the "Card rules" page, you can:

* Create a card rule by clicking "**+ Create rule**".
* Edit a card rule:
  * In the table, check the card rule you want to edit.
    * Click "**Edit**".
    <Frame>
      <img alt="" />
    </Frame>
    OR
    * Click on the three-dot menu.
    * Select "**Edit**".
    <Frame>
      <img alt="" />
    </Frame>
    * If there is at least one blocked by Auto Enforcer card then clicking "Edit" will prompt a confirmation message.
      * Click "No" if you would like to leave the cards blocked until the rule is satisfied or you manually unblock the cards.
      * Click "Yes" if you would like to unblock the cards blocked within six hours for cardholders to use.
* Delete a card rule:
  * In the table, check the card rule you want to delete.
    * Click "**Delete**".
    <Frame>
      <img alt="" />
    </Frame>
    * If there are no blocked by Auto Enforcer cards at the moment then the card rule will be deleted and no longer applied to any group or cardholder.
      * If there is at least one blocked by Auto Enforcer card then clicking "Delete" will prompt a confirmation message.
      * Click "No" if you would like to leave the cards blocked until the rule is satisfied or you manually unblock the cards.
      * Click "Yes" if you would like to unblock the cards blocked within six hours for cardholders to use.
        You can recover deleted rules. Here’s how:
        * Click on the three-dot menu -> select "Show deleted".
          <Frame>
            <img alt="" />
          </Frame>
        * Select a deleted rule that you want to recover.
        * Click "Edit rule".
        * Uncheck "Rule deleted".
          <Frame>
            <img alt="" />
          </Frame>
        * Adjust the date.
          <Frame>
            <img alt="" />
          </Frame>
        * Click "Update".
* Enable a card rule:
  * Click on the three-dot menu.
    * Select "**Enable**".
    <Frame>
      <img alt="" />
    </Frame>
    OR
    * Go to the "Enabled" column and turn on the rule.
    <Frame>
      <img alt="" />
    </Frame>
* Disable a card rule:
  * Click on the three-dot menu.
    * Select "**Disable**".
    <Frame>
      <img alt="" />
    </Frame>
    * If there is at least one blocked by Auto Enforcer card then clicking "Disable" will prompt a confirmation message.
      * Click "No" if you would like to leave the cards blocked until the rule is satisfied or you manually unblock the cards.
      * Click "Yes" if you would like to unblock the cards blocked within six hours for cardholders to use.
* Sort the card rules by name.

## History

The "History" tab shows a history of auto-blocked and unblocked cards. Note that the list includes cards that have been blocked/unblocked by Auto Enforcer **only**. If you manually unblock the card, it will not be on this list. In the "Cards" table, you can review details, including the affected card, the time of the event, whether the card was blocked or activated, the rule it violated, and the missing items that its transactions lacked. Clicking on the card name will redirect you to a card details page.

## Manage

On the Manage page you can:

* View the time of last execution.
* Execute now.
  <Frame>
    <img alt="" />
  </Frame>
* View execution history.
  * Sort by the Started column.
    * Filter items in the Started, Duration and Status columns.
    * View number of cards blocked/unblocked.
      * Click on the cell to review details.
    * View number of non-compliant transactions.
      * Click on the cell to review details.
    * Customize which columns are visible or hidden.
    * Refresh history data.
    <Frame>
      <img alt="" />
    </Frame>
* Enable/Disable automatic execution. If enabled, Auto Enforcer will run rules against transactions every six hour
  <Frame>
    <img alt="" />
  </Frame>
* Disconnect.
  * If you disconnect the app then:
    * All cards that are blocked by Auto Enforcer at the moment will remain blocked until you manually unblock them.
    * Auto Enforcer will only check for transactions, not fees or transfers/bill payments

## FAQ

<AccordionGroup>
  <Accordion title="What transactions does Auto Enforcer run my rules against?">
    Auto Enforcer runs your rules only against:

    * Active cards' transactions.
    * Settled transactions.
      * Auto Enforcer uses the transaction settlement time to determine the date and time for sending warnings and applying blocks.
    * Transactions in the Not Reviewed and Rejected statuses.
    * Purchase transactions.
    * Transactions on a go forward basis (excluding transactions made prior to the cardholder/group inclusion to the rule).
  </Accordion>

  <Accordion title="Does Auto Enforcer run my rules against fraud credits and fraud credit reversals?">
    No. Auto Enforcer does not run your rules against chargeback credit, chargeback credit reversal, dispute credit and dispute credit reversal transactions.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="When will Auto Enforcer send warning messages if &#x22;Automatic Execution&#x22; is enabled?">
    Auto Enforcer sends warning messages daily starting from the day you set to warn cardholders with missing transaction items. This occurs daily if "Automatic Execution" is enabled or if you manually run execution each day. Messages stop when the cardholder adds missing transaction items or the card is blocked, whichever happens first. Consider this example:

    * On Dec 10th, you set the rule to warn cardholders with missing transaction items after 7 days
      <Frame>
        <img alt="" />
      </Frame>
      and block cardholders with missing transaction items after 10 days.
      <Frame>
        <img alt="" />
      </Frame>
    * The rule requires a cardholder to add a receipt within 10 days of the transaction.
    * "Automatic Execution" is enabled.
      <Frame>
        <img alt="" />
      </Frame>
    * The cardholder makes two transactions on Dec 11th:
      * Transaction A at 8AM
      * Transaction B at 3PM
    * The cardholder does not add a receipt to either transaction.
    * On Dec 18th (7 days later), both transactions are non-compliant, and the cardholder receives a warning message.
      * Even though the transactions occur at different times, the cardholder will receive only one warning on Dec 18th (for example, at 10 AM), including both transactions. At that time:
        * Transaction A will be *7 days and 2 hours old.*
        * Transaction B will be *6 days and 19 hours old.*
      * PEX does not send a separate warning for each transaction to avoid excessive emails.
    * On Dec 19th and 20th, the cardholder continues to receive warning messages as both transactions remain non-compliant.
      * One warning message per day.
    * On Dec 21st, Auto Enforcer will block the card if at least one transaction remains non-compliant.
  </Accordion>

  <Accordion title="When will Auto Enforcer send warning messages and block the card if &#x22;Automatic Execution&#x22; is disabled and I do not run manual execution daily?">
    Consider this example:

    * On Dec 10th, you set the rule to warn cardholders with missing transaction items after 7 days
      <Frame>
        <img alt="" />
      </Frame>
      and block cardholders with missing transaction items after 10 days.
      <Frame>
        <img alt="" />
      </Frame>
    * The rule requires a cardholder to add a receipt within 10 days of the transaction.
    * "Automatic Execution" is disabled.
      <Frame>
        <img alt="" />
      </Frame>
    * The cardholder makes two transactions on Dec 11th:
      * Transaction A at 8AM
      * Transaction B at 3PM
    * The cardholder does not add a receipt to either transaction.
    * On December 22nd (11 days later), both transactions remain non-compliant, and you run a manual execution.
      * Even though 10 days have passed and the card should be blocked, Auto Enforcer will not block it immediately, as no warning message has been sent yet to give the cardholder a chance to add the missing items.
      * The cardholder will receive a warning on December 22nd (for example, at 10 AM), including both transactions.
    * On December 23rd, 24 hours after the warning is sent, Auto Enforcer will block the card if at least one transaction remains non-compliant **and** you run a manual execution.
      * If you do not run a manual execution on December 23rd, the card will not be blocked that day.
  </Accordion>

  <Accordion title="Why did Auto Enforcer not block the card?">
    There might be a couple of reasons why Auto Enforcer did not block the card:

    * A rule(s) is disabled.
      * Ensure the rule is enabled.

    <Frame>
      <img alt="" />
    </Frame>

    * Automatic rule execution is disabled.
      * Ensure that the automatic rule execution is enabled. When enabled, Auto Enforcer will run rules against transactions every six hours. If disabled, Auto Enforcer will not run rules against transactions automatically.

    <Frame>
      <img alt="" />
    </Frame>

    * Every transaction is compliant with a rule.
    * Auto Enforcer does not block a card immediately if no warning message has been sent first. Refer to the next question for details.
    * The timeframe after which Auto Enforcer will verify transaction compliance hasn't elapsed yet. You can set any amount of days in the range of 1 to 60 days.
  </Accordion>

  <Accordion title="Will a card be blocked immediately if a transaction is non-compliant?">
    Auto Enforcer does not block a card immediately if no warning message has been sent first. If it has been already sent, Auto Enforcer will block the card immediately.

    For example, if:

    * Your rule requires blocking cardholders with missing transaction items after 10 days.
    * You don't run execution daily.
    * It is already the 11th day.
    * You run a manual execution.
      * Even though 10 days have passed and the card should be blocked, Auto Enforcer will not block it immediately. A warning message must be sent first to give the cardholder a chance to add the missing items.
  </Accordion>

  <Accordion title="What happens if I manually unblock the card blocked by Auto Enforcer?">
    Auto Enforcer will still recheck the transactions that caused the initial block. Consider this example:

    * Your rule requires blocking cardholders with missing transaction items after 10 days.
    * You don't run execution daily.
    * It is already the 11th day.
    * You run a manual execution.
      * Even though 10 days have passed and the card should be blocked, Auto Enforcer will not block it immediately. A warning message must be sent first to give the cardholder a chance to add the missing items.
    * The cardholder does not add the missing items to all non-compliant transactions.
    * It is now the 12th day.
    * You run a manual execution.
    * Auto Enforcer blocks the card.
    * On the 13th day, you manually unblock the card.
    * It is now the 14th day.
      * You run a manual execution again.
    * Auto Enforcer rechecks the transactions that caused the initial block on the 12th day and finds that they are still missing items.
      * However, Auto Enforcer will not block the card immediately. Instead, the cardholder will receive a warning.
    * On the 15th day, 24 hours after the warning is sent, Auto Enforcer will block the card if at least one transaction remains non-compliant and you run a manual execution.
      * If you do not run a manual execution on the 15th day, the card will not be blocked that day.
  </Accordion>

  <Accordion title="What happens to transactions that were previously below the amount threshold but now fall under it due to a rule change?">
    Auto Enforcer will check such transactions for compliance. Consider this example:

    * Apply a rule if the transaction amount is `<` \$30.00
    * Transaction A amount is \$20.00
    * Transaction A is not checked by Auto Enforcer.
    * The rule is changed to apply to all transactions with amount `<` \$15.00
    * Auto Enforcer will check transaction A for compliance.
  </Accordion>

  <Accordion title="When will the card be blocked?">
    Cards will be blocked that number of days from the swipe (authorization), up to the nearest Noon ET. For example, if the rule is for 2 days (like in the screenshot below) and a cardholder swiped at 10am on 2/1, the card will lock at 12pm on 2/3. If the cardholder swiped at 2pm on 2/1, the card will lock at 12pm on 2/4.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Why is my cardholder's card still blocked?">
    Your cardholder's card may still be blocked because there is at least one transaction still violating the rule: the cardholder hasn't added missing items. For example, if:

    * Cardholder made 5 transactions.
    * 2 out of 5 transactions violate a rule: transaction A and transaction B.
    * Auto Enforcer blocks the card.
    * Cardholder adds missing items to transaction A.
    * Card remains blocked as long as transaction B still lacks missing items.
  </Accordion>

  <Accordion title="When will the card be unblocked?">
    The card will be automatically unblocked:

    * Within six hours after a cardholder added missing items to a transaction(s) responsible for the initial block.
    * After 60 days. Auto Enforcer will check the card for a rule compliance only up to 60 days included from a time when Auto Enforcer blocked the card because it violated the rule. Consider this example:
      * Rule A requires a cardholder to upload a receipt and tag a transaction within 20 days after a transaction is made.
      * A cardholder makes a transaction A, tags it, but fails to upload a receipt.
      * After 20 days, Auto Enforcer blocks the card because transaction A is missing the required receipt.
      * 60 days later, the cardholder still hasn't added a receipt for transaction A.
      * The card will be automatically unblocked, though, it still has a non-compliant transaction.

    <Note>
      **Note:**

      *Auto Enforcer will automatically unblock cards in the scenarios above only if the "Automatic execution" is enabled*.
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Are there any other ways to unblock the card sooner?">
    Yes. You can:

    * Manually unblock the card by changing the status from Blocked to Active.
    * Edit a rule on a card and confirm that you would want to unblock the blocked card(s) instantly for cardholders to use.
    * Disable a rule on a card and confirm that you would want to unblock the blocked card(s) instantly for cardholders to use.
    * Delete a rule and confirm that you would want to unblock the blocked card(s) instantly for cardholders to use.
  </Accordion>

  <Accordion title="What happens if I disconnect the app?">
    If you disconnect the app then:

    * All cards that are blocked by Auto Enforcer at the moment will remain blocked until you manually unblock them.
    * Auto Enforcer will not run rules against any transactions.
  </Accordion>

  <Accordion title="Can I CC more than one email address?">
    Yes, you can. Simply add multiple email recipient addresses, separated by commas (without spaces), in the CC fields. This ensures that everyone is notified when your cardholders receive warning and auto-block card emails.
  </Accordion>

  <Accordion title="What happens if a cardholder loses their receipt?">
    We recommend creating a company policy for lost or missing receipts. At PEX, we have a standard form that cardholders will upload to the purchase. Any PDF or image added to the purchase will count as an attachment.
  </Accordion>
</AccordionGroup>

## Support

For any questions related to Auto Enforcer, please email [appsupport+autoenforcer@pexcard.com](mailto:appsupport+autoenforcer@pexcard.com).


# Auto-Switch Vendor Cards
Source: https://support.pexcard.com/administrator-guide/autoswitch-vendor-cards

Use Auto-Switch to update PEX vendor card details directly with supported vendors like Google Workspace, avoiding manual changes and payment failures.

## What is Auto-Switch?

It's a service that connects your PEX vendor cards directly to your vendor accounts. Instead of manually updating card details on each vendor's website, you can automatically switch cards through the PEX dashboard using secure authentication with the vendor platform.

**Key benefits:**

* Eliminate manual card updates on vendor websites
* Reduce payment failures due to outdated card information
* Save time when issuing new cards or replacing expired cards
* Maintain uninterrupted service with your vendors

## Supported vendors

Sunlight currently supports over 190 popular vendors, including:

* Google Workspace
* Microsoft 365
* Slack
* Zoom
* QuickBooks
* Adobe
* And many more

To see the complete list of supported vendors, look for the vendor logos when creating a vendor card in the PEX dashboard.

## How to create a vendor card with Auto-Switch

Follow these steps to create a new vendor card with automatic card switching:

<Steps>
  <Step>
    Log in to your PEX dashboard
  </Step>

  <Step>
    Navigate to **Cards**, then **Vendor Cards**
  </Step>

  <Step>
    Click **Create Vendor Card**
  </Step>

  <Step>
    On the right side of the screen, select your vendor from the displayed logos

    * Selecting a vendor logo automatically enables auto-switch integration
    * The vendor name will be populated in the card settings
  </Step>

  <Step>
    Complete the remaining card details:

    * Vendor locking settings
    * Funding preferences
    * Spend limits
  </Step>

  <Step>
    Click **Create Card**
  </Step>

  <Step>
    After the card is created, the connection page will automatically open
  </Step>

  <Step>
    Click **Let's Go** to begin the authentication process
  </Step>

  <Step>
    Enter your credentials for the vendor's platform
  </Step>

  <Step>
    Complete two-factor authentication if prompted by the vendor
  </Step>

  <Step>
    Wait while we process the card switch (typically 5–20 minutes)
  </Step>
</Steps>

<Note>
  **Note:**

  During the switch process, the card status will show as **Pending** in the card details. Once complete, the status will change to **Active**.
</Note>

## How to Auto-Switch an existing vendor card

If you already have a vendor card and want to enable automatic switching:

<Steps>
  <Step>
    Navigate to **Cards**, then **Vendor Cards**
  </Step>

  <Step>
    Select the vendor card you want to connect
  </Step>

  <Step>
    In the card details page, click **Connect Vendor**
  </Step>

  <Step>
    Select the vendor from the available options
  </Step>

  <Step>
    The connection page will open
  </Step>

  <Step>
    Click **Let's Go**
  </Step>

  <Step>
    Authenticate with the vendor's platform using your credentials
  </Step>

  <Step>
    Complete two-factor authentication if required
  </Step>

  <Step>
    Wait for the connection to process
  </Step>
</Steps>

You can monitor the connection status in the card details page. The status will update from **Pending** to **Active** once the switch is complete.

## Understanding connection status

When using Auto-Switch, you'll see different statuses in your card details:

* **Pending**: The card switch is in progress with the vendor
* **Active**: The card has been successfully updated on the vendor's platform
* **Failed**: The connection attempt was unsuccessful (you may need to retry or contact support)

## Important considerations

**Security:** Auto-switch uses bank-level encryption and secure authentication protocols. Your credentials are never stored by PEX or Sunlight after the initial authentication.

## Need help?

If you have questions about Sunlight Auto-Switch or need assistance, see [Contact Administrator Support](/administrator-guide/contact-administrator-support).


# Available Reports and Monthly Statements on Prepaid & Disburse Programs
Source: https://support.pexcard.com/administrator-guide/available-reports-and-monthly-statements-on-prepaid--disburse-programs

PEX offers numerous reports (in HTML, CSV, PDF, and some custom formats), either on demand or on preset schedules.

* All report types may be generated on the Administrator dashboard from the time the account was approved to present day in 3 month increments.
* In the Reports section of the Administrator dashboard, choose the report type and the desired dates of the data you want to view
  * Cardholders can also generate an HTML report in up to 3-month intervals

## To generate a report

<Steps>
  <Step>
    Login as an administrator to [https://dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    To view available reports, click the tab labeled "Reports" in the left navigation.
  </Step>

  <Step>
    Choose the report you would like to view from the drop down list.

    * A detailed description of each report is available by hovering the mouse over the (i) icon on the left of each report name.
    * If the report is available for download, the download format is noted on the right of the dropdown in green.
  </Step>

  <Step>
    Choose the timeframe for the report by selecting a start and end date.

    * Common date ranges can be preselected by clicking the links for: Today, This month, Last month, or Since this time last month
  </Step>

  <Step>
    After previewing a report, you can choose to download the report in CSV by clicking the button marked "Generate CSV" on the top right of the screen

    * Previously generated CSV reports will also be available under the "Report History" tab
  </Step>

  <Step>
    You can also print the report directly from the preview screen by clicking the button titled "Print Report"

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## To view a monthly statement

Monthly statements are available as far back as the creation of the business account and 16-digit card number.\
To view statements:

<Steps>
  <Step>
    In the Reports page, click on the Statements tab
  </Step>

  <Step>
    Click on the \[download icon] to the right of the statement you wish to download

    * Statements will be listed in a light grey font until a download request is made
    * A requested statement will be available for download in a few minutes from the server
    * Check back or refresh your browser to see the statement in bolder black font. Click the download link again and locate the file in the downloads section of your device.
      You can change the start date for monthly statements. Please see: [Changing the Statement Start Date](/administrator-guide/changing-the-statement-start-date-on-all-programs)

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## FAQ

<Accordion title="What permissions are needed to view reports/statements?">
  You need to have the "View Card Transactions" permission to view reports/statements.
</Accordion>


# Can I Fund the PEX Account Using Bill Pay
Source: https://support.pexcard.com/administrator-guide/can-i-fund-the-pex-account-using-bill-pay

At this time PEX does not offer Bill Pay funding. If this feature is of interest to you, please let us know! You can email us at adminsupport@pexcard.com.



# Can I Use My PEX Card with Visa Savings Edge?
Source: https://support.pexcard.com/administrator-guide/can-i-use-my-pex-card-with-visa-savings-edge

Enroll your PEX cards in Visa Savings Edge to earn automatic discounts on qualifying purchases at participating merchants.

<AccordionGroup>
  <Accordion title="What is Visa Savings Edge?">
    [Visa Savings Edge](https://visasavingsedge.com) is an easy way to save on qualifying purchases from selected merchants.

    Participating merchants include:

    * Chevron
    * Texaco
    * AutoZone
    * Stamps.com
    * uShip
    * MailChimp
    * LaQuinta Inn and Suites
    * Ramada
    * Days Hotel
    * Wyndham
    * Travelodge
    * Panera Bread
    * Red Robin
    * PapaJohns
    * PandaExpress

    And more. For [a full list of participating merchants](https://visasavingsedge.com/e/members/benefits.php?sid=92XXdKrlo92\&xgroupby=category), visit the Visa Savings Edge program site.
  </Accordion>

  <Accordion title="How do I enroll my PEX card in Visa Savings Edge?">
    To enroll your card, visit the Visa Savings Edge site and click [Enroll](https://visasavingsedge.com/e/members/registration.php?sid=92XXdKrlo92\&scroll=t#step1) on the top right. Enter the first and last name as shown on your card and your 16-digit card number.
  </Accordion>

  <Accordion title="How do I get credit for qualifying purchases?">
    Once you enroll your card, you will automatically receive a credit for qualifying purchases on your card account within 5-7 business days. No further action is needed. The credit will appear as issued by "Visa SavingsEdge Dis..." and the merchant city will show the name of the original merchant.
  </Accordion>

  <Accordion title="As a PEX Business Administrator, can I enroll multiple cards on behalf of my cardholders?">
    Yes. PEX Business Administrators can each enroll up to 10 PEX cards in the program at a time. If you wish to enroll more than 10 cards, just repeat the enrollment process.
  </Accordion>

  <Accordion title="How can I find out more about this program?">
    For more information about Visa Savings Edge, please see their [Frequently Asked Questions](https://visasavingsedge.com/e/members/article.php?sid=92XXdKrlo92\&xid=215000).
  </Accordion>
</AccordionGroup>


# Can I Withdraw Cash using a PEX Card?
Source: https://support.pexcard.com/administrator-guide/can-i-withdraw-cash-using-a-pex-card

A PEX card cannot be used to obtain cash — not at an ATM, not at a Point-of-Sale device and not by any other means

A PEX Card cannot be used to obtain cash from an Automated Teller Machine (ATM), Point-of-Sale (POS) device, or by any other means.


# Card Statuses: Inactive, Active, Blocked, and Closed on All Programs
Source: https://support.pexcard.com/administrator-guide/card-statuses-inactive-active-blocked-and-closed-on-all-programs

Understand the Inactive, Active, Blocked, and Closed PEX card statuses, what each allows, and how to view or change a card's current status.

## Overview of card statuses

### "Open" cards

"Open" cards have three statuses:

1. **Inactive** — All new PEX Cards are "Inactive", which means that they cannot be used
   * New cardholders are instructed to call their business administrator to activate the card
   * For more information on card activation, refer to [How to Activate a New PEX Card](/administrator-guide/how-to-activate-a-new-pex-card-on-all-programs)
2. **Active** — "Active" cards can be used to make purchases if they have a fund balance above \$0
   * Cardholders cannot spend without funds on the card
3. **Blocked** — You may want to temporarily disable a card when a cardholder is on vacation or taking a leave of absence
   * "Blocked" cards cannot be used for purchases
   * The card balance and card settings will be preserved
   * When the cardholder returns, an administrator can change the card status back to Active
   * For more information on blocking cards, refer to [How to Block a Card](/administrator-guide/how-to-block-a-card-on-all-programs)

### "Closed" cards

After a Card account is closed, it cannot be reactivated.

* For more information, refer to [How to Close (Terminate) a Card](/administrator-guide/how-to-close-a-card)

## How to see a card's status

<Steps>
  <Step>
    Log in to dashboard.pexcard.com
  </Step>

  <Step>
    Click on the "Cards" tab
  </Step>

  <Step>
    You can see the card status under the "Status" heading

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Card status is also shown if you click into a specific card

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

For card status **Multiple:** A card replacement has been processed for the current card; refer to [How to Activate a Replacement Card](/administrator-guide/how-to-activate-a-replacement-card).


# Card Transactions
Source: https://support.pexcard.com/administrator-guide/card-transactions

Browse guides on PEX card transactions, including pending and forced-post transactions, disputes, declines, returns, cash withdrawals, and car rentals.

<CardGroup>
  <Card title="What is a Forced Post Transaction?" href="/administrator-guide/what-is-a-forced-post-transaction" icon="exclamation-triangle" />

  <Card title="How to Download Cardholder Statements as an Administrator" href="/administrator-guide/how-to-download-cardholder-statements-as-an-administrator" icon="download" />

  <Card title="How PEX Handles Merchandise Returns" href="/administrator-guide/how-pex-handles-merchandise-returns" icon="exchange-alt" />

  <Card title="Adding notes to a card transaction (mobile app)" href="/administrator-guide/adding-notes-to-a-card-transaction-mobile-app" icon="pencil" />

  <Card title="How to Dispute a Transaction" href="/administrator-guide/how-to-dispute-a-transaction" icon="gavel" />

  <Card title="What Are the Reasons for Card Declines?" href="/administrator-guide/what-are-the-reasons-for-card-declines" icon="block" />

  <Card title="What is a Pending Transaction?" href="/administrator-guide/what-is-a-pending-transaction" icon="hourglass" />

  <Card title="About Split Transactions and Partial Authorizations" href="/administrator-guide/about-split-transactions-and-partial-authorizations" icon="cut" />

  <Card title="Can I Withdraw Cash using a PEX Card?" href="/administrator-guide/can-i-withdraw-cash-using-a-pex-card" icon="money-bill" />

  <Card title="Using a PEX Card to Rent a Car" href="/administrator-guide/using-a-pex-card-to-rent-a-car" icon="car" />

  <Card title="What causes a negative card balance?" href="/administrator-guide/what-causes-a-negative-card-balance" icon="minus" />
</CardGroup>


# Changing the Statement Start Date on All Programs
Source: https://support.pexcard.com/administrator-guide/changing-the-statement-start-date-on-all-programs

If your accounting processes use a date other than the first of the month, you can change your PEX statement start date to match that process.

Please note that the date change is immediate, but is not retroactive and will not apply to previous statements. Only future statements will reflect the new date. You will not see duplicate transactions, or transactions that appear on two statements.

Depending on when you change the statement date, you may end up with a statement that covers activity for less than 30 days, or more than 30 days.

For example: If you change the statement date on May 5 from the default of the 1st of the month to begin on the 28th of the month, the next statement will be generated on May 28 and would cover all transactions from May 1 to May 27. The following statement would include all transactions between May 28 to June 27. In comparison, the April statement covered all transactions between April 1 and April 30.

If you change the statement date on May 31 from the default of the 1st of the month to begin on the 28th, the following statements would include all transactions between May 1 and June 28 (because the May 28 cutoff date has already passed).

<Note>
  **Please note**:

  Changing the statement start date will also change the start date for [all cardholder statements](/administrator-guide/how-to-download-cardholder-statements-as-an-administrator).
</Note>

## Changing the statement start date

<Steps>
  <Step>
    Log in to the Administrator Site
  </Step>

  <Step>
    Click on "Reports"
  </Step>

  <Step>
    Click the tab titled "Business Settings"
  </Step>

  <Step>
    Scroll down to where it displays the statement date and click the "Edit" button at the bottom
  </Step>

  <Step>
    Change your statement start date as desired ​​​​​​
  </Step>

  <Step>
    From the drop down menu for "Business statement date", Select the day of the month
  </Step>

  <Step>
    Click the blue "Update" button at the bottom to save the changes
  </Step>

  <Step>
    Select your desired generation date, click 'Save'

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# Checking the status of PEX services
Source: https://support.pexcard.com/administrator-guide/checking-the-status-of-pex-services

Check the real-time operational status of PEX services, including the API and web dashboard, on the PEX status page.

To check the realtime status of all PEX services, including the PEX API and web services, please visit:\
 [https://status.pexcard.com](https://status.pexcard.com)


# Compromised card notice (all programs)
Source: https://support.pexcard.com/administrator-guide/compromised-card-notice-all-programs

Learn what happens when Visa or Mastercard flags one of your PEX cards as potentially compromised, including replacement timing and notification details.

Visa and Mastercard monitor all cards on their respective networks and take proactive steps every day to safeguard their portfolios.

Both companies maintain lists of cards that they believe have been **compromised or stolen**, and that they believe may be used for fraudulent transactions. PEX will notify you if a card used by your business appears on this list.

1. When a card that has *not been funded or used in the last 90 days* appears on the list of compromised card numbers, then that card will be closed (terminated) 5 days after PEX notifies you. You can call PEX and ask for a replacement card to be issued within 5 days of receiving the notification.
2. If a card on the Compromised Card list has recently been used, then PEX will issue a replacement card immediately and the old card will be automatically closed:
   * Upon activation of the replacement card; or
   * In 30 days, whichever comes first

Please check the PEX dashboard and monitor your email for important notices. We will notify you of any action being taken on your card accounts. 

You can contact PEX administrator support with any questions:

* By email at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com)
* By phone at **+1-866-685-1898, ext. 3** (see [Contact Administrator Support](/administrator-guide/contact-administrator-support))


# Configuring multi-level approval policies
Source: https://support.pexcard.com/administrator-guide/configuring-multilevel-approval-policies

Set up who approves what — and when — using approval groups and custom rules based on amounts, departments, or tags.

***Watch a step-by-step demonstration [here](https://pex.navattic.com/2q70yb9)!***

<Note>
  **At a glance:**

  Create approval groups → create a policy and add rules → enable and go live.
</Note>

## 1. Create approval groups

Before building a policy, organize your approvers into groups that reflect your org — managers, department heads, finance leads, etc. Each group should include one or more users with permission to approve.

<Note>
  **Who can approve:**

  Both admin and cardholder users can participate in approval workflows. Admin users need to have the appropriate approval permissions enabled in addition to belonging to a user group. For cardholder users, simply belonging to the correct user group is enough — no extra permissions required.
</Note>

<Steps>
  <Step>
    Go to **Team Members → Groups** tab.
  </Step>

  <Step>
    Click **Create New Group** and choose **User** as the type.
  </Step>

  <Step>
    Name the group and add the relevant users.
  </Step>

  <Step>
    Click **Create** to save.
  </Step>
</Steps>

<Note>
  **Tip:**

  Users can belong to more than one group — add them wherever they're needed.
</Note>

## 2. Create an approval policy

Once you have at least one group, create a policy and assign it to one or more workflow types (transactions, funding requests, reimbursements, spend rules, or card-unblock requests).

<Steps>
  <Step>
    Navigate to **Business Settings → Approval Policies**.
  </Step>

  <Step>
    Click **Create New Policy**.
  </Step>

  <Step>
    Choose a policy type from the dropdown and give it a name.
  </Step>

  <Step>
    Select which workflow type(s) this policy applies to.
  </Step>

  <Step>
    Add your rules (see the four types below).
  </Step>

  <Step>
    Optionally turn on **Auto-approve** for amounts below your first threshold.
  </Step>

  <Step>
    Optionally turn on **Sequential approval** to enforce a step-by-step approval order.
  </Step>

  <Step>
    Click **Create**, then toggle the policy **Status** to **Active**.
  </Step>
</Steps>

<Note>
  **Note:**

  Creating a policy doesn't affect workflows until you set its status to Active. Only one policy can be active per workflow type at a time.
</Note>

## 3. Choose your policy type

PEX offers four types of approval rules. Pick the one that matches how your organization makes decisions — or combine them with an Advanced policy.

<CardGroup>
  <Card title="Threshold (amount-based)" icon="dollar-sign">
    Route approvals based on dollar thresholds. For example: items ≥ \$500 go to Managers, items ≥ \$5,000 go to the CFO.
  </Card>

  <Card title="Department-based" icon="people-group">
    Create departments using user groups, then route approvals based on which department made the purchase.
  </Card>

  <Card title="Tag-based" icon="tag">
    Route approvals by tag values (for example, department or cost center). Available for transaction and reimbursement workflows.
  </Card>

  <Card title="Advanced (combined rules)" icon="sliders">
    Mix threshold, department, and tag rules in a single policy.
  </Card>
</CardGroup>

### Threshold example

* **Rule:** Items ≥ \$30 require approval from *Managers*. Auto-approve is on.
* **Result:** Anything under \$30 is automatically approved. Anything \$30+ goes to Managers.

### Sequential approval example

**Rules (in sequence):**

1. Managers
2. Accounting
3. Controlling
4. CFO (only for items ≥ \$5,000)

**Result:** Each group is notified only after the previous group approves. The CFO step kicks in only for items at or above \$5,000.

### Tag example

* **Rule:** "Finance" tag → *Head of Finance* + *Head of Ops*. "Engineering" tag → *Head of Engineering*.
* **Result:** A split transaction tagged with both "Finance" and "Engineering" requires all three groups to approve.

### Advanced example

**Rules combined:**

* Auto-approve items under \$50.
* "Operational" department → *Head of Operational*.
* "Expense account" tag → *Finance*.
* Items ≥ \$5,000 → *Head of Finance*.

**Result:** An "Operational" department purchase tagged "expense account" for \$3,000 requires approval from both *Head of Operational* and *Finance*.

## 4. Understanding approval statuses

### Transactions

| Status       | Meaning                                       |
| ------------ | --------------------------------------------- |
| Blank        | Missing a receipt or required tags.           |
| Not Reviewed | Ready for review — no approver has acted yet. |
| Approved     | All required groups have approved.            |
| Rejected     | A user has rejected the transaction.          |

### Funding requests

| Status       | Meaning                                       |
| ------------ | --------------------------------------------- |
| Not Reviewed | Still waiting on one or more approval groups. |
| Approved     | All required groups have approved.            |
| Rejected     | The funding request was denied.               |
| Cancelled    | The cardholder withdrew the request.          |

## FAQ

<AccordionGroup>
  <Accordion title="Can I set up sequential (step-by-step) approvals?">
    Yes. Toggle **Set up approvals in sequence** when creating or editing a policy. Each approver group is notified only after the previous group approves.
  </Accordion>

  <Accordion title="Will approvers be notified automatically?">
    Yes — as long as notification preferences are enabled under **My Profile**. Email and push notifications go out at each stage.
  </Accordion>

  <Accordion title="Does a new policy affect older transactions?">
    No. Policies only apply to items that enter "Not Reviewed" status after the policy is activated. If you disable a policy, any pending approvals remain in place.
  </Accordion>

  <Accordion title="Can I have more than one active policy?">
    You can create multiple policies, but only one can be active per workflow type (Transactions, Funding Requests, etc.) at a time.
  </Accordion>

  <Accordion title="How many rules can a policy have?">
    There's no limit. Add as many rules as your organization needs.
  </Accordion>

  <Accordion title="Can I approve on mobile?">
    Yes. Transactions and funding requests can be approved from the PEX mobile app by any user with the right permissions.
  </Accordion>

  <Accordion title="If a second-level approver approves, does the first level still need to?">
    Yes. All required approval levels must sign off for the item to reach "Approved" status, regardless of the order — unless sequential approval is enabled.
  </Accordion>

  <Accordion title="Where can I see approval history?">
    Click into the Transaction details or Funding Request details to view the full approver history.
  </Accordion>
</AccordionGroup>


# Connector for Blackbaud (Credit)
Source: https://support.pexcard.com/administrator-guide/connector-for-blackbaud-charge

Auto-sync purchases, bill payments, fees, rebates, reimbursements and receipt images from PEX into Blackbaud Financial Edge NXT, ensuring your data is clean, accurate and up to date. Map Blackbaud fields such as Account, Class, Project, Grants, etc. to PEX tags.

Auto-sync purchases, bill payments, fees, rebates, reimbursements and receipt images from PEX into Blackbaud Financial Edge NXT, ensuring your data is clean, accurate and up to date. Map Blackbaud fields such as Account, Class, Project, Grants, etc. to PEX tags.

To configure this integration, you don't even need to wait for your account manager. You can get started right away with just your Blackbaud and PEX credentials.

## Connect from Blackbaud marketplace

First, connect your Blackbaud and PEX accounts from the Blackbaud Marketplace. *Note: Only Marketplace admins have permission to connect an application in Blackbaud marketplace.*

* Log in to [https://www.blackbaud.com/](https://www.blackbaud.com/)

* Navigate to [Marketplace](https://app.blackbaud.com/marketplace)

  <img alt="" />

* Type in **PEX** in the search field > hit **Enter** > click on the **PEX tile**.

  <img alt="" />

* Click **Connect**.

  <img alt="" />

* Click **Connect**.

  <img alt="" />

  * You will see a success message.

    <img alt="" />

## LINK PEX AND Blackbaud

To connect your PEX and your Blackbaud accounts from the PEX Marketplace follow these steps:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/)

* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available)

* Scroll to locate PEX Connector for Blackbaud.

* Click **More info** > **Install** > **Launch**.

* Click **Connect** to link your PEX and Blackbaud accounts.

* Enter your Blackbaud Email Address and Password.

* Click **Sign in**.

* Click **Authorize**.

Note: To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions).

## PEX SYNC OPTIONS

Select what type of transactions to sync:

**Purchases**\
Enable this option to allow PEX to import PEX purchases in Blackbaud. You can choose to sync all PEX transactions (regardless of approval status) or just approved ones. For details on transaction review, see our [resource on reviewing transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).

**Bill Payments**\
Enable this option to have PEX import bill payments to Blackbaud. An example of a bill payment would be an ACH debit from the linked bank account to pay the full statement balance.

**Fees**\
Enable this option to have PEX import PEX fees to Blackbaud.

**Rebates**\
Enable this option to have PEX import rebates to Blackbaud. This option is available **only** if the "Purchases" toggle is ON.

**Reimbursements**\
Enable this option to have PEX import reimbursements to Blackbaud.

**Start Date**\
Specify a start date for the sync.

* Transactions on and after this date will sync.

* Reimbursements with a payment processing date on and after this date will sync.

* The end date is optional.
  * The start date and the end date could facilitate a narrow transaction window which is helpful initially to check the transaction sync.

* Start date must be less than 1 year ago.

* Leave empty to default 2 months back.

* Auto-sync will always process 2 months back.

<Frame>
  <img alt="" />
</Frame>

Click **Next**.

## Blackbaud SYNC OPTIONS

On this step, select which fields from Blackbaud Financial Edge NXT to sync to PEX as dropdown tags for coding of purchases and reimbursements.

Field Column will show all the fields from Blackbaud. You can link each of these fields to an existing PEX tag. If you choose to use PEX tags, you must create them in advance, following the logic described in the [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud) article.

Syncing tag options should be **on** to import data from Blackbaud. For example, the values for the PEX tag "Department" will be populated with the names of all your departments.

<Frame>
  <img alt="" />
</Frame>

Note: Only dropdown tags are supported.

Click **Next**.

## Ledger Options

<Frame>
  <img alt="" />
</Frame>

Configure how Journal Entries are populated:

**Journal**\
Select a GL journal for all PEX transactions.

<Frame>
  <img alt="" />
</Frame>

**Periodicity**

* Select the Journal Periodicity (Daily, Weekly, Monthly) to create journal entry batches.
* Journal batches will be created for the given periodicity containing PEX transactions within that period.
* Weekly periodicity will create journal batches with dates only within the month of the weekly period so a journal batch contains data within the same month.

  <img alt="" />

Note:

* If a journal batch for the given period has been posted, is pending approval, has been approved, or has been deleted.
* And there are still new transactions within that period ready to be synced.
* Then PEX will create a new journal batch for the same period to sync those transactions to the new batch.

Please select accounts for each transaction type:

**Source Cash**

* Select a GL account (e.g., asset type account that is your cash account) from Blackbaud that represents your business checking account.

* Bill payments to PEX will credit this account.

  <img alt="" />

**PEX Cash**

* Select a GL account (e.g., liability type account) from Blackbaud that represents your PEX business balance.

  * You can select an existing account or create a new one in Blackbaud before making your selection.

* Bill payments to PEX will debit this account.

* Purchases in PEX will credit this account.

* Fees in PEX will credit this account.

* Rebates to PEX will debit this account.\\
  <img alt="" />

**Fees**

PEX fee transactions that sync to Blackbaud will *debit* this account. You should select one account of the "Expense" type. You can select an existing account or create a new one in Blackbaud before making your selection. The same account can be used for both purchases and fees.

<Frame>
  <img alt="" />
</Frame>

**Purchases**

The connector needs to know which expense account to *debit* when syncing purchases. You can select either a static option or PEX tag:

* **Static option. Use \<a single static GL account> for PEX purchases: \<Blackbaud expense account>**. All PEX purchases will be recorded against a single GL expense account that you select in the second highlighted field below ("PEX Purchases" in our example).

  <img alt="" />

  You must select one account of the "Expense" type. You can select an existing account or create a new one in Blackbaud before making your selection. The same account can be used for both purchases and fees.

* * PEX purchase transactions that sync to Blackbaud will *debit* the selected expense account ("PEX Purchases" in our example above).

* **PEX Tag.**

  * **Use \<a single GL account from PEX tag> for PEX purchases: \<PEX tag name>**. Select a PEX tag for expense accounts in the second highlighted field below (Expense Account" in our example). That tag must be created beforehand, following the logic described in the [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud) article.

    <img alt="" />

  * This lets a Blackbaud expense account be dynamic for each purchase.

  * If you select a PEX tag in the second highlighted field above ("Expense Account" in our example) then you and your cardholders will be able to select one of the expense accounts for each purchase transaction.

    For that go to the "Transactions" menu -> locate a purchase-> click on it -> select an expense account value ("Advertising" in our example below) of a tag ("Expense Account" in our example below) -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Blackbaud connector setup and sync tag options from Blackbaud to PEX.

    <img alt="" />

  * The above purchase that syncs to Blackbaud will *debit* the selected expense account ("Advertising" in our example above).

* **GL account structure from mappings.**
  * **Use \<GL account structure from mappings> for PEX purchases**. This will sync purchase transactions to Blackbaud with values you define on the next step "Purchase Options".

**Rebates**\
PEX rebate transactions that sync to Blackbaud will *credit* this account ("Other Revenue" in our example below). You should select one account of the "Expense" or "Revenue" type. You can select an existing account or create a new one in Blackbaud before making your selection.

<Frame>
  <img alt="" />
</Frame>

**Post Date**\
Select what date to use as a post date in Blackbaud: settlement date or a transaction date. This applies to purchases, fees, and rebates. Bill payments use the due date as the post date.

**Receipts**\
Select whether you wish to automatically sync receipt images from PEX into Blackbaud.

<Frame>
  <img alt="" />
</Frame>

Click **Next**.

## Purchase Options

Configure how purchase transactions will populate the journal entries. A given account may have certain fields that are required. You can map the fields from Blackbaud to a static value, a PEX tag, or a text value.

If you go with PEX tags then you must create them beforehand following the same logic described in the [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud) article.

For example, if the "Grants" is one of the fields on your purchase:

* Mapping the "Grants" to a **static** value allows you to select one grant ("Helping Hands" in our example below) from Blackbaud, which will then be applied to all PEX purchases.

  <img alt="" />

  Note that a purchase will not be tagged with this static value. You will not see this static value on the transaction details screen. The static value will be used only when syncing a purchase to Blackbaud.

* Mapping the "Grants" to a PEX **tag** ("Grants" in our example below) means that you and your cardholders can select one of the tag values for each purchase.

  <img alt="" />

  For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a tag value ("Global Grants Program" in our example below) of the "Grants" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Blackbaud connector setup and sync tag options from Blackbaud to PEX.

  <img alt="" />

  When mapping to a tag, you can also specify a default "Grants" value: for example, Community Development Grant, as highlighted below.

  <img alt="" />

  Note that a purchase will not be tagged with this default value ("Community Development Grant" in our example) on the purchase details. It means that if you or your cardholders forget to tag a purchase before it is synced to Blackbaud, the default value ("Community Development Grant" in our example) will be applied to this purchase during the sync.

  If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,

  <img alt="" />

  that specific purchase will be recorded against the grant ("Global Grants Program" in our example below) you tagged the purchase with. Tags take precedence over default values.

  <img alt="" />

* Mapping the "Grants" to a **text** value allows you to specify a custom text value ("General" in the example below), which will then be applied to all PEX purchases.

  <img alt="" />

  Note that a purchase will not be tagged with this text value. You will not see this text value on the transaction details screen. The text value will be used only when syncing a purchase to Blackbaud.

  See an example of the credit side configured in the connector (Grants – Static – Helping Hands and other fields), and how it appears in Blackbaud after the purchase sync:

  <img alt="" />

  The debit side (Grants - Static - Global Grants Program and other fields):

  <img alt="" />

The Aggregate Credits toggle at the top right allows the connector to aggregate the credit journal entries into a single entry, thus greatly reducing the amount of entries in the Journal Entry Batch. Some clients only care about the debit side of the General Ledger. Once the Aggregate Credits toggle is enabled, only static or text value can be selected for the credit side fields.

<Frame>
  <img alt="" />
</Frame>

Required fields must be mapped in order to continue. Click **Next**.

## Bill payments

Configure how bill payment transactions will populate the journal entries. A given account may have certain fields that are required. You can map the fields from Blackbaud to a static or text value (bill payments do not have tags).

The Aggregate Credits toggle at the top right allows the connector to aggregate the credit journal entries into a single entry, thus greatly reducing the amount of entries in the Journal Entry Batch. Some clients only care about the debit side of the General Ledger.

<Frame>
  <img alt="" />
</Frame>

Required fields must be mapped in order to continue. Click **Next**.

## Fee Options

Configure how fee transactions will populate the journal entries. A given account may have certain fields that are required. You can map the fields from Blackbaud to a static or text value (fees do not have tags).

The Aggregate Credits toggle at the top right allows the connector to aggregate the credit journal entries into a single entry, thus greatly reducing the amount of entries in the Journal Entry Batch. Some clients only care about the debit side of the General Ledger.

<Frame>
  <img alt="" />
</Frame>

Required fields must be mapped in order to continue. Click **Next**.

## Rebate Options

Configure how rebate transactions will populate the journal entries. A given account may have certain fields that are required. You can map the fields from Blackbaud to a static or text value (rebates do not have tags).

The Aggregate Credits toggle at the top right allows the connector to aggregate the credit journal entries into a single entry, thus greatly reducing the amount of entries in the Journal Entry Batch. Some clients only care about the debit side of the General Ledger.

<Frame>
  <img alt="" />
</Frame>

Required fields must be mapped in order to continue. Click **Next**.

## Reimbursement Sync

<Frame>
  <img alt="" />
</Frame>

Configure the reimbursement sync:

**Journal**\
Select a GL journal for all PEX reimbursements.

<Frame>
  <img alt="" />
</Frame>

**Periodicity**

* Select the Journal Periodicity (Daily, Weekly, Monthly) to create journal entry batches.
* Journal batches will be created for the given periodicity containing PEX reimbursements within that period.
* Weekly periodicity will create journal batches with dates only within the month of the weekly period so a journal batch contains data within the same month.

  <img alt="" />

Note:

* If a journal batch for the given period has been posted, is pending approval, has been approved, or has been deleted.
* And there are still new reimbursements within that period ready to be synced.
* Then PEX will create a new journal batch for the same period to sync those reimbursements to the new batch.

Please select accounts:

**Source Cash**

* Select a GL account (e.g., asset type account that is your cash account) from Blackbaud that represents your business checking account.

* Reimbursements will credit this account.

  <img alt="" />

**Reimbursements**

The connector needs to know which expense account to *debit* when syncing reimbursements. You can select either a static option or PEX tag:

* **Static option. Use \<a single static GL account> for PEX reimbursements: \<Blackbaud expense account>**. All PEX reimbursements will be recorded against a single GL expense account that you select in the second highlighted field below ("PEX Reimbursements" in our example).

  <img alt="" />

  Select one account of the "Expense" type. You can select an existing account or create a new one in Blackbaud before making your selection.

* * PEX reimbursements that sync to Blackbaud will *debit* the selected expense account ("PEX Reimbursements" in our example above).

* **PEX Tag.**

  * **Use \<a single GL account from PEX tag> for PEX reimbursements: \<PEX tag name>**. Select a PEX tag for expense accounts in the second highlighted field below ("Expense Account" in our example). That tag must be created beforehand, following the logic described in the [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud) article.

    <img alt="" />

  * This lets a Blackbaud expense account be dynamic for each reimbursement.

  * If you select a PEX tag in the second highlighted field above ("Expense Account" in our example) then you and your cardholders will be able to select one of the expense accounts for each reimbursement.

    **Admin view**\
    For that go to the "Requests" menu -> select "Reimbursements" -> select any request -> select an expense account value ("Supplies" in our example below) of a tag ("Expense Account" in our example below).

    <img alt="" />

    **Cardholder view**\
    For that cardholders go to the "Requests" menu -> select "Reimbursements" -> click "New reimbursement" -> select an expense account value ("Supplies" in our example below) of a tag ("Expense Account" in our example below).

    <img alt="" />

    Note that you and your cardholders can select one of the tag values for each reimbursement once you finish the Blackbaud connector setup and sync tag options from Blackbaud to PEX.

  * The above reimbursement that syncs to Blackbaud will *debit* the selected expense account ("Supplies" in our example above).

* **GL account structure from mappings.**
  * **Use \<GL account structure from mappings> for PEX reimbursements**. This will sync reimbursements to Blackbaud with values you define on the next step "Reimbursement Options".

**Receipts**\
Select whether you wish to automatically sync receipts from PEX reimbursements to Blackbaud.

<Frame>
  <img alt="" />
</Frame>

Click **Next**.

## Reimbursement Options

Configure how reimbursements will populate the journal entries. A given account may have certain fields that are required. You can map the fields from Blackbaud to a static value, a PEX tag, or a text value.

If you go with PEX tags then you must create them beforehand following the same logic described in the [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud) article.

For example, if the "Grants" is one of the fields on your reimbursement:

* Mapping the "Grants" to a **static** value allows you to select one grant ("Helping Hands" in our example below) from Blackbaud, which will then be applied to all PEX reimbursements.

  <img alt="" />

  Note that a reimbursement will not be tagged with this static value. You will not see this static value on the reimbursement details screen. The static value will be used only when syncing a reimbursement to Blackbaud.

* Mapping the "Grants" to a PEX **tag** ("Grants" in our example below) means that you and your cardholders can select one of the tag values for each reimbursement.\\

  <img alt="" />

  **Admin view**\
  For that go to the "Requests" menu -> select "Reimbursements" -> select any request -> select an expense account value ("Global Grants Program" in our example below) of a tag ("Grants" in our example below).

  <img alt="" />

  **Cardholder view**\
  For that cardholders go to the "Requests" menu -> select "Reimbursements" -> click "New reimbursement" -> select an expense account value ("Global Grants Program" in our example below) of a tag ("Grants" in our example below).

  <img alt="" />

  Note that you and your cardholders can select one of the tag values for each reimbursement once you finish the Blackbaud connector setup and sync tag options from Blackbaud to PEX.

  When you or your cardholders tag a reimbursement with a tag option ("Global Grants Program" in the example above), that reimbursement will be recorded under the Global Grants Program grant in Blackbaud after syncing.

* Mapping the "Grants" to a **text** value allows you to specify a custom text value ("General" in the example below), which will then be applied to all PEX reimbursements.

  <img alt="" />

  Note that a reimbursement will not be tagged with this text value. You will not see this text value on the reimbursement details screen. The text value will be used only when syncing a reimbursement to Blackbaud.

  See an example of the credit side configured in the connector (Grants – Static – Helping Hands and other fields), and how it appears in Blackbaud after the reimbursement sync:

  <img alt="" />

  The debit side (Grants - Static - Global Grants Program and other fields):

  <img alt="" />

The Aggregate Credits toggle at the top right allows the connector to aggregate the credit journal entries into a single entry, thus greatly reducing the amount of entries in the Journal Entry Batch. Some clients only care about the debit side of the General Ledger. Once the Aggregate Credits toggle is enabled, only static or text value can be selected for the credit side fields.

<Frame>
  <img alt="" />
</Frame>

Required fields must be mapped in order to continue. Click **Save**.

## Manage Connector

<Frame>
  <img alt="" />
</Frame>

On the "Manage" tab you can:

* View/Edit configuration setting.

* View/Refresh Sync history.

* Trigger Sync manually:

  * From PEX to Blackbaud (transactions)

  * From Blackbaud to PEX (tag option values)

* Enable/disable auto-sync.

  * Enabled: Transactions sync automatically every 24 hours.

  * Disabled: Transactions will not sync automatically.

    <img alt="" />

* Disconnect from your Blackbaud account.

Clicking on the Fields or Transactions count in the Sync History grid will open a modal with further details of the synced/failed data.

<Frame>
  <img alt="image.png" />
</Frame>

<Frame>
  <img alt="image.png" />
</Frame>

**Auto-sync**\
Auto-sync will always process transactions based on the start date specified on the **PEX Sync Options** step, with a maximum limit of 2 months back from today. If there is no start date specified on the **PEX Sync Options** step then auto-sync will sync transactions up to 2 months back from today.

**Manual sync**\
Manual sync will process transactions based on the start date specified on the **PEX Sync Options** step, with a limit of 1 year back from today. If there is no start date specified on the **PEX Sync Options** step then manual sync will process transactions only up to 2 months back from today.

## AUTO TAGGER

The Auto Tagger app is a great complement to Blackbaud. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## View Transactions in Blackbaud

Log into Blackbaud account and navigate to *General ledger -> Journal entry ->*

<Frame>
  <img alt="" />
</Frame>

*-> click on the batch ID* to view synced transactions.

<Frame>
  <img alt="" />
</Frame>

## View reimbursements in Blackbaud

Log into Blackbaud account and navigate to *General ledger -> Journal entry ->*

<Frame>
  <img alt="" />
</Frame>

*-> click on the batch ID* to view synced reimbursements.

<Frame>
  <img alt="" />
</Frame>

## How does data flow between PEX and Blackbaud?

If everything is configured correctly and transactions are tagged, PEX will sync the following data points to Blackbaud:

* Merchant name

* Transaction date and time

* Debit account

  <img alt="" />

* Attachments

  <img alt="" />

  \--------------------------------------------------------------------------------------------------------------------------------

  <img alt="" />

* Project

* Transaction amount

  <img alt="" />

* Batch #

  <img alt="" />

* Custom fields

  <img alt="" />

* Journal

* Credit account

  <img alt="" />

* Credit side:

  * Class

  * Project

  * Grants

  * Spendable/Non-Spendable

  * Testing

  * Expense Category

  * Employee

  * Location

    <img alt="" />

* Debit side:

  * Class

  * Grants

  * Spendable/Non-Spendable

  * Testing

  * Expense Category

  * Employee

  * Location\\
    <img alt="" />

## FAQ

**Can I combine manual tag options creation and automatic tag options sync from Blackbaud to PEX?**\
We strongly recommend using automatic sync of tag options from Blackbaud to PEX. This will keep your PEX tags and Blackbaud fields in sync. For more information, check out the support article [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud) to add tags and test tag options.

Once added, enable "Sync" for fields on the "Blackbaud Sync Options" step (as shown in the example below).

<Frame>
  <img alt="" />
</Frame>

**Can PEX automatically disable Account and Project tag options?**\
Yes. If you select "Prevent data entry" for an account or project in your Blackbaud account, its tag option in PEX will be disabled after the next sync of options from Blackbaud to PEX.

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

**Can transactions be automatically tagged?**\
Yes. PEX Auto Tagger offers a solution. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

**Do pending transactions get synced?**\
No. Only transactions in settled status get synced to your account. If you see a "Pending" label next to the merchant name as shown on the screen below, then the transaction is still in the pending status.

<Frame>
  <img alt="image.png" />
</Frame>

**Will a previously synced purchase transaction re-sync to my Blackbaud account if I change its status (Rejected -> Approved), re-tag or add another receipt?**\
To re-sync an already synced purchase transaction, you need to:

1. Remove the "Synced purchase \<purchase ID> by PEX Connector for Blackbaud: Batch \<batch ID>" note from the purchase in PEX.

2. Delete the transaction (credit and debit lines) from the journal entry batch in Blackbaud.
   * If the Aggregate credits toggle is enabled, subtract the debit amount of the deleted purchase from the aggregated credit amount.

**Why do I have a duplicate purchase transaction synced?**\
To avoid duplicate purchase transactions, make sure that:

* The "Synced purchase \<purchase ID> by PEX Connector for Blackbaud. Batch \<batch ID>" note is **not** edited or deleted from a transaction.

  <img alt="" />

* Journal entry batch in your Blackbaud account is **not** deleted.

* "**PEX**" is **not** edited or removed from the journal entry batch in your Blackbaud account.

  <img alt="" />

* Transaction ID in the journal reference is **not** edited or deleted.

  <img alt="" />

**Why do I have a duplicate bill payment/fee/rebate transaction synced?**\
To avoid duplicate bill payment/fee/rebate transactions, make sure that:

* Journal entry batch in your Blackbaud account is **not** deleted.

* "**PEX**" is **not** edited or removed from the journal entry batch in your Blackbaud account.

  <img alt="" />

* Transaction ID in the journal reference is **not** edited or deleted.

  <img alt="" />

**Why do I have a duplicate reimbursement synced?**\
To avoid duplicate reimbursements, make sure that:

* Journal entry batch in your Blackbaud account is **not** deleted.

* "**PEX**" is **not** edited or removed from the journal entry batch in your Blackbaud account.

  <img alt="" />

* Reimbursement ID in the journal reference is **not** edited or deleted.

  <img alt="" />

**Why hasn't my transaction synced to the correct journal entry batch?**\
The reason might be the following:

* If a journal batch for the given period has been posted, approved, or deleted.
* And there are still new transactions within that period ready to be synced.
* Then PEX will create a new journal batch for the same period to sync those transactions to the new batch.

**Can I detect why my transaction hasn't synced on my own?**\
Yes, you can. The Transactions column in the **Sync History** table shows how many of your transactions synced versus those that didn’t. Click on those numbers (screenshot below) to prompt a popup.

<Frame>
  <img alt="image.png" />
</Frame>

In the popup, you can read the error message in the Message column, understand the issue, and fix it on your own.

<Frame>
  <img alt="image.png" />
</Frame>

**How can I fix the error "Post Date must be in a valid fiscal period"?**\
For example, if your transaction occurred on Aug 31, settled on Sept 2, and the connector attempted to sync it on Sept 2, but the August period was already closed, the connector can't sync purchases to a closed period. To fix this error:

* Reopen the August period (refer to this Blackbaud article: [https://kb.blackbaud.com/knowledgebase/Article/37830](https://kb.blackbaud.com/knowledgebase/Article/37830)).

* Perform a manual sync by clicking the "Sync" button.

  <img alt="image.png" />

**How can I sync the description/notes to Blackbaud?**

*1. Create Text Tag in PEX*

* Go to [*Business Settings → Workflows* *→ Tag manager*](https://dashboard.pexcard.com/business-settings/workflows/tags) → *Add Tag*

* Select *Text*

  <img alt="" />

* Configure:
  * Name: *Description* or *Notes*
  * Check *Enabled* (and *Required* if desired)
  * Set Min: *5*, Max: *200* characters
  * Validation: *None*
  * Click *Save*

*2. Create Custom Field in Blackbaud*

* Go to *Settings* → *Fields and tables*

  <img alt="" />

* Click *Add*

  *<img alt="" />*

* Configure:

  * Name: *Description* or *Notes*
  * Subledger: *General ledger*
  * Displays on record type: *Transaction*
  * Check *One per record*
  * Input type: *Text*
  * Click *Save*

    *<img alt="" />*

* To verify: go to *General Ledger* → *Journal entries* → click *Add* → click *Add regular batch* → click *Add row* → click *Select custom fields* → click *Add custom field*

  <img alt="" />

*3. Map Tag to Field in PEX*

* Go to *[Apps → Available](https://dashboard.pexcard.com/apps/available)* → Launch PEX Connector for Blackbaud
* Go to *6. Purchase Options*
  * Scroll down to the debit section (“Purchases will debit this account”).

  * Find your custom field under Fields

  * Enable the mapping toggle

  * Type: *Tag*

  * Value: Select your tag (Description or Notes)

    <img alt="" />

  * Click *Next* → *Save*

*4. Tag your purchases with the Description/Notes tag, and the value will sync to Blackbaud.*

**Didn’t find the answer you were looking for?** Check out our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.

## SUPPORT & INQUIRIES

For any feature requests or support questions please email [appsupport+blackbaud@pexcard.com](mailto:appsupport+blackbaud@pexcard.com)


# Connector for Blackbaud (Prepaid)
Source: https://support.pexcard.com/administrator-guide/connector-for-blackbaud-prepaid

Auto-sync purchases, transfers, fees, rebates, reimbursements and receipt images from PEX into Blackbaud Financial Edge NXT, ensuring your data is clean, accurate and up to date. Map Blackbaud fields such as Account, Class, Project, Grants, etc. to PEX tags.

To configure this integration, you don't even need to wait for your account manager. You can get started right away with just your Blackbaud and PEX credentials.

## Connect from Blackbaud marketplace

First, connect your Blackbaud and PEX accounts from the Blackbaud Marketplace. *Note: Only Marketplace admins have permission to connect an application in Blackbaud marketplace.*

<Steps>
  <Step>
    Log in to [https://www.blackbaud.com/](https://www.blackbaud.com/)
  </Step>

  <Step>
    Navigate to [Marketplace](https://app.blackbaud.com/marketplace)

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Type in **PEX** in the search field > hit **Enter** > click on the **PEX tile**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Connect**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Connect**.

    <Frame>
      <img alt="" />
    </Frame>

    * You will see a success message.

      <Frame>
        <img alt="" />
      </Frame>
  </Step>
</Steps>

## Link PEX and Blackbaud

Link your PEX and Blackbaud accounts now through the PEX Marketplace:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Scroll to locate PEX Connector for Blackbaud.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.
  </Step>

  <Step>
    Click **Connect** to link your PEX and Blackbaud accounts.
  </Step>

  <Step>
    Enter your Blackbaud Email Address and Password.
  </Step>

  <Step>
    Click **Sign in**.
  </Step>

  <Step>
    Click **Authorize**.
  </Step>
</Steps>

<Note>
  **Note:**

  To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## PEX sync options

Select what type of transactions to sync:

**Purchases**

Enable this option to allow PEX to import PEX purchases in Blackbaud. You can choose to sync all PEX transactions (regardless of approval status) or just approved ones. For details on transaction review, see our [resource on reviewing transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).

**Transfers**

Enable this option to have PEX import transfers to Blackbaud. An example of a transfer would be an ACH/wire transfer from your business checking account to your PEX business account.

**Fees**

Enable this option to have PEX import PEX fees to Blackbaud.

**Rebates**

Enable this option to have PEX import rebates to Blackbaud. This option is available **only** if the "Purchases" toggle is ON.

**Reimbursements**

Enable this option to have PEX import reimbursements to Blackbaud.

**Start Date**

Specify a start date for the sync.

* Transactions on and after this date will sync.
* Reimbursements with a payment processing date on and after this date will sync.
* The end date is optional.
  * The start date and the end date could facilitate a narrow transaction window which is helpful initially to check the transaction sync.
* Start date must be less than 1 year ago.
* Leave empty to default 2 months back.
* Auto-sync will always process 2 months back.

<Frame>
  <img alt="" />
</Frame>

Click **Next**.

## Blackbaud sync options

On this step, select which fields from Blackbaud Financial Edge NXT to sync to PEX as dropdown tags for coding of purchases and reimbursements.

Field Column will show all the fields from Blackbaud. You can link each of these fields to an existing PEX tag. If you choose to use PEX tags, you must create them in advance, following the logic described in the [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud) article.

Syncing tag options should be **on** to import data from Blackbaud. For example, the values for the PEX tag "Department" will be populated with the names of all your departments.

<Frame>
  <img alt="" />
</Frame>

Note: Only dropdown tags are supported.

Click **Next**.

## Ledger Options

<Frame>
  <img alt="" />
</Frame>

Configure how Journal Entries are populated:

**Journal**

Select a GL journal for all PEX transactions.

<Frame>
  <img alt="" />
</Frame>

**Periodicity**

* Select the Journal Periodicity (Daily, Weekly, Monthly) to create journal entry batches.
* Journal batches will be created for the given periodicity containing PEX transactions within that period.
* Weekly periodicity will create journal batches with dates only within the month of the weekly period so a journal batch contains data within the same month.

  <Frame>
    <img alt="" />
  </Frame>

<Note>
  **Note:**

  * If a journal batch for the given period has been posted, is pending approval, has been approved, or has been deleted.
  * And there are still new transactions within that period ready to be synced.
  * Then PEX will create a new journal batch for the same period to sync those transactions to the new batch.
</Note>

Please select accounts for each transaction type:

**Source Cash**

* Select a GL account (e.g., asset type account that is your cash account) from Blackbaud that represents your business checking account.
* Transfers to PEX will credit this account.

  <Frame>
    <img alt="" />
  </Frame>

**PEX Cash**

* Select a GL account (e.g., expense or asset type account) from Blackbaud that represents your PEX business balance.
  * You can select an existing account or create a new one in Blackbaud before making your selection.
* Transfers to PEX will debit this account.
* Purchases in PEX will credit this account.
* Fees in PEX will credit this account.
* Rebates to PEX will debit this account.

  <Frame>
    <img alt="" />
  </Frame>

**Fees**

PEX fee transactions that sync to Blackbaud will *debit* this account. You should select one account of the "Expense" type. You can select an existing account or create a new one in Blackbaud before making your selection. The same account can be used for both purchases and fees.

<Frame>
  <img alt="" />
</Frame>

**Purchases**

The connector needs to know which expense account to *debit* when syncing purchases. You can select either a static option or PEX tag:

* **Static option. Use `<a single static GL account>` for PEX purchases: `<Blackbaud expense account>`**. All PEX purchases will be recorded against a single GL expense account that you select in the second highlighted field below ("PEX Purchases" in our example).

  <Frame>
    <img alt="" />
  </Frame>

  You must select one account of the "Expense" type. You can select an existing account or create a new one in Blackbaud before making your selection. The same account can be used for both purchases and fees.
* PEX purchase transactions that sync to Blackbaud will *debit* the selected expense account ("PEX Purchases" in our example above).
* **PEX Tag.**
  * **Use `<a single GL account from PEX tag>` for PEX purchases: `<PEX tag name>`**. Select a PEX tag for expense accounts in the second highlighted field below ("Expense Account" in our example). That tag must be created beforehand, following the logic described in the [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud) article.

    <Frame>
      <img alt="" />
    </Frame>

    * This lets a Blackbaud expense account be dynamic for each purchase.
    * If you select a PEX tag in the second highlighted field above ("Expense Account" in our example) then you and your cardholders will be able to select one of the expense accounts for each purchase transaction.
      For that go to the "Transactions" menu -> locate a purchase-> click on it -> select an expense account value ("Advertising" in our example below) of a tag ("Expense Account" in our example below) -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Blackbaud connector setup and sync tag options from Blackbaud to PEX.

    <Frame>
      <img alt="" />
    </Frame>

    * The above purchase that syncs to Blackbaud will *debit* the selected expense account ("Advertising" in our example above).
* **GL account structure from mappings.**
  * **Use `<GL account structure from mappings>` for PEX purchases**. This will sync purchase transactions to Blackbaud with values you define on the next step "Purchase Options".

**Rebates**\
PEX rebate transactions that we sync to Blackbaud will *credit* this account ("Other Revenue" in our example below). You should select one account of the "Expense" or "Revenue" type. You can select an existing account or create a new one in Blackbaud before making your selection.

<Frame>
  <img alt="" />
</Frame>

**Post Date**\
Select what date to use as a post date in Blackbaud: settlement date or a transaction date. This applies to purchases, transfers, fees, and rebates.

**Receipts**\
Select whether you wish to automatically sync receipt images from PEX into Blackbaud.

<Frame>
  <img alt="" />
</Frame>

Click **Next**.

## Purchase Options

Configure how purchase transactions will populate the journal entries. A given account may have certain fields that are required. You can map the fields from Blackbaud to a static value, a PEX tag, or a text value.

If you go with PEX tags then you must create them beforehand following the same logic described in the [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud) article.

For example, if the "Grants" is one of the fields on your purchase:

* Mapping the "Grants" to a **static** value allows you to select one grant ("Helping Hands" in our example below) from Blackbaud, which will then be applied to all PEX purchases.

  <Frame>
    <img alt="" />
  </Frame>

  Note that a purchase will not be tagged with this static value. You will not see this static value on the transaction details screen. The static value will be used only when syncing a purchase to Blackbaud.
* Mapping the "Grants" to a PEX **tag** ("Grants" in our example below) means that you and your cardholders can select one of the tag values for each purchase.

  <Frame>
    <img alt="" />
  </Frame>

  For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a tag value ("Global Grants Program" in our example below) of the "Grants" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Blackbaud connector setup and sync tag options from Blackbaud to PEX.

  <Frame>
    <img alt="" />
  </Frame>

  When mapping to a tag, you can also specify a default "Grants" value: for example, Community Development Grant, as highlighted below.

  <Frame>
    <img alt="" />
  </Frame>

  Note that a purchase will not be tagged with this default value ("Community Development Grant" in our example) on the purchase details. It means that if you or your cardholders forget to tag a purchase before it is synced to Blackbaud, the default value ("Community Development Grant" in our example) will be applied to this purchase during the sync.
  If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,

  <Frame>
    <img alt="" />
  </Frame>

  that specific purchase will be recorded against the grant ("Global Grants Program" in our example below) you tagged the purchase with. Tags take precedence over default values.

  <Frame>
    <img alt="" />
  </Frame>
* Mapping the "Grants" to a **text** value allows you to specify a custom text value ("General" in the example below), which will then be applied to all PEX purchases.

  <Frame>
    <img alt="" />
  </Frame>

  Note that a purchase will not be tagged with this text value. You will not see this text value on the transaction details screen. The text value will be used only when syncing a purchase to Blackbaud.
  See an example of the credit side configured in the connector (Grants – Static – Helping Hands and other fields), and how it appears in Blackbaud after the purchase sync:

  <Frame>
    <img alt="" />
  </Frame>

  The debit side (Grants - Static - Global Grants Program and other fields):

  <Frame>
    <img alt="" />
  </Frame>

The Aggregate Credits toggle at the top right allows the connector to aggregate the credit journal entries into a single entry, thus greatly reducing the amount of entries in the Journal Entry Batch. Some clients only care about the debit side of the General Ledger. Once the Aggregate Credits toggle is enabled, only static or text value can be selected for the credit side fields.

<Frame>
  <img alt="" />
</Frame>

Required fields must be mapped in order to continue. Click **Next**.

## Transfer Options

Configure how transfer transactions will populate the journal entries. A given account may have certain fields that are required. You can map the fields from Blackbaud to a static or text value (transfers do not have tags).

The Aggregate Credits toggle at the top right allows the connector to aggregate the credit journal entries into a single entry, thus greatly reducing the amount of entries in the Journal Entry Batch. Some clients only care about the debit side of the General Ledger.

<Frame>
  <img alt="" />
</Frame>

Required fields must be mapped in order to continue. Click **Next**.

## Fee Options

Configure how fee transactions will populate the journal entries. A given account may have certain fields that are required. You can map the fields from Blackbaud to a static or text value (fees do not have tags).

The Aggregate Credits toggle at the top right allows the connector to aggregate the credit journal entries into a single entry, thus greatly reducing the amount of entries in the Journal Entry Batch. Some clients only care about the debit side of the General Ledger.

<Frame>
  <img alt="" />
</Frame>

Required fields must be mapped in order to continue. Click **Next**.

## Rebate Options

Configure how rebate transactions will populate the journal entries. A given account may have certain fields that are required. You can map the fields from Blackbaud to a static or text value (rebates do not have tags).

The Aggregate Credits toggle at the top right allows the connector to aggregate the credit journal entries into a single entry, thus greatly reducing the amount of entries in the Journal Entry Batch. Some clients only care about the debit side of the General Ledger.

<Frame>
  <img alt="" />
</Frame>

Required fields must be mapped in order to continue. Click **Next**.

## Reimbursement Sync

<Frame>
  <img alt="" />
</Frame>

Configure the reimbursement sync:

**Journal**\
Select a GL journal for all PEX reimbursements.

<Frame>
  <img alt="" />
</Frame>

**Periodicity**

* Select the Journal Periodicity (Daily, Weekly, Monthly) to create journal entry batches.
* Journal batches will be created for the given periodicity containing PEX reimbursements within that period.
* Weekly periodicity will create journal batches with dates only within the month of the weekly period so a journal batch contains data within the same month.

  <Frame>
    <img alt="" />
  </Frame>

  <Note>
    **Note:**

    * If a journal batch for the given period has been posted, is pending approval, has been approved, or has been deleted.
    * And there are still new reimbursements within that period ready to be synced.
    * Then PEX will create a new journal batch for the same period to sync those reimbursements to the new batch.
  </Note>

Please select accounts:

**Source Cash**

* Select a GL account (e.g., asset type account that is your cash account) from Blackbaud that represents your business checking account.
* Reimbursements will credit this account.

  <Frame>
    <img alt="" />
  </Frame>

**Reimbursements**

The connector needs to know which expense account to *debit* when syncing reimbursements. You can select either a static option or PEX tag:

* **Static option.** Use `<a single static GL account>` for PEX reimbursements: `<Blackbaud expense account>`. All PEX reimbursements will be recorded against a single GL expense account that you select in the second highlighted field below ("PEX Reimbursements" in our example).
  <Frame>
    <img alt="" />
  </Frame>
  Select one account of the "Expense" type. You can select an existing account or create a new one in Blackbaud before making your selection.
* PEX reimbursements that sync to Blackbaud will *debit* the selected expense account ("PEX Reimbursements" in our example above).
* **PEX Tag.**
  * **Use `<a single GL account from PEX tag>` for PEX reimbursements: `<PEX tag name>`.** Select a PEX tag for expense accounts in the second highlighted field below ("Expense Account" in our example). That tag must be created beforehand, following the logic described in the [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud) article.

    <Frame>
      <img alt="" />
    </Frame>

    * This lets a Blackbaud expense account be dynamic for each reimbursement.
    * If you select a PEX tag in the second highlighted field above ("Expense Account" in our example) then you and your cardholders will be able to select one of the expense accounts for each reimbursement.
      **Admin view**\
      For that go to the "Requests" menu -> select "Reimbursements" -> select any request -> select an expense account value ("Supplies" in our example below) of a tag ("Expense Account" in our example below).

    <Frame>
      <img alt="" />
    </Frame>

    **Cardholder view**\
    For that cardholders go to the "Requests" menu -> select "Reimbursements" -> click "New reimbursement" -> select an expense account value ("Supplies" in our example below) of a tag ("Expense Account" in our example below).

    <Frame>
      <img alt="" />
    </Frame>

    Note that you and your cardholders can select one of the tag values for each reimbursement once you finish the Blackbaud connector setup and sync tag options from Blackbaud to PEX.

    * The above reimbursement that syncs to Blackbaud will *debit* the selected expense account ("Supplies" in our example above).
* **GL account structure from mappings.**
  * **Use `<GL account structure from mappings>` for PEX reimbursements**. This will sync reimbursements to Blackbaud with values you define on the next step "Reimbursement Options".

**Receipts**\
Select whether you wish to automatically sync receipts from PEX reimbursements to Blackbaud.

<Frame>
  <img alt="" />
</Frame>

Click **Next**.

## Reimbursement Options

Configure how reimbursements will populate the journal entries. A given account may have certain fields that are required. You can map the fields from Blackbaud to a static value, a PEX tag, or a text value.

If you go with PEX tags then you must create them beforehand following the same logic described in the [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud) article.

For example, if the "Grants" is one of the fields on your reimbursement:

* Mapping the "Grants" to a **static** value allows you to select one grant ("Helping Hands" in our example below) from Blackbaud, which will then be applied to all PEX reimbursements.

  <Frame>
    <img alt="" />
  </Frame>

  Note that a reimbursement will not be tagged with this static value. You will not see this static value on the reimbursement details screen. The static value will be used only when syncing a reimbursement to Blackbaud.
* Mapping the "Grants" to a PEX **tag** ("Grants" in our example below) means that you and your cardholders can select one of the tag values for each reimbursement.

  <Frame>
    <img alt="" />
  </Frame>

  **Admin view**\
  For that go to the "Requests" menu -> select "Reimbursements" -> select any request -> select an expense account value ("Global Grants Program" in our example below) of a tag ("Grants" in our example below).

  <Frame>
    <img alt="" />
  </Frame>

  **Cardholder view**\
  For that cardholders go to the "Requests" menu -> select "Reimbursements" -> click "New reimbursement" -> select an expense account value ("Global Grants Program" in our example below) of a tag ("Grants" in our example below).

  <Frame>
    <img alt="" />
  </Frame>

  Note that you and your cardholders can select one of the tag values for each reimbursement once you finish the Blackbaud connector setup and sync tag options from Blackbaud to PEX.
  When you or your cardholders tag a reimbursement with a tag option ("Global Grants Program" in the example above), that reimbursement will be recorded under the Global Grants Program grant in Blackbaud after syncing.
* Mapping the "Grants" to a **text** value allows you to specify a custom text value ("General" in the example below), which will then be applied to all PEX reimbursements.

  <Frame>
    <img alt="" />
  </Frame>

  Note that a reimbursement will not be tagged with this text value. You will not see this text value on the reimbursement details screen. The text value will be used only when syncing a reimbursement to Blackbaud.
  See an example of the credit side configured in the connector (Grants – Static – Helping Hands and other fields), and how it appears in Blackbaud after the reimbursement sync:

  <Frame>
    <img alt="" />
  </Frame>

  The debit side (Grants - Static - Global Grants Program and other fields):

  <Frame>
    <img alt="" />
  </Frame>

The Aggregate Credits toggle at the top right allows the connector to aggregate the credit journal entries into a single entry, thus greatly reducing the amount of entries in the Journal Entry Batch. Some clients only care about the debit side of the General Ledger. Once the Aggregate Credits toggle is enabled, only static or text value can be selected for the credit side fields.

<Frame>
  <img alt="" />
</Frame>

Required fields must be mapped in order to continue. Click **Save**.

## Manage Connector

<Frame>
  <img alt="" />
</Frame>

On the **Manage** tab you can:

* View/Edit configuration setting.

* View/Refresh Sync history.

* Trigger Sync manually:

* From PEX to Blackbaud (transactions)
  * From Blackbaud to PEX (tag option values)

* Enable/disable auto-sync.

* Enabled: Transactions sync automatically every 24 hours.
  * Disabled: Transactions will not sync automatically.

<Frame>
  <img alt="" />
</Frame>

* Disconnect from your Blackbaud account.

​​Clicking on the Fields or Transactions count in the Sync History grid will open a modal with further details of the synced/failed data.

<Frame>
  <img alt="image.png" />
</Frame>

<Frame>
  <img alt="image.png" />
</Frame>

**Auto-sync**\
Auto-sync will always process transactions based on the start date specified on the **PEX Sync Options** step, with a maximum limit of 2 months back from today. If there is no start date specified on the **PEX Sync Options** step then auto-sync will sync transactions up to 2 months back from today.

**Manual sync**\
Manual sync will process transactions based on the start date specified on the **PEX Sync Options** step, with a limit of 1 year back from today. If there is no start date specified on the **PEX Sync Options** step then manual sync will process transactions only up to 2 months back from today.

## Auto Tagger

The Auto Tagger app is a great complement to Blackbaud. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## View Transactions in Blackbaud

<Steps>
  <Step>
    Log into Blackbaud account and navigate to *General ledger -> Journal entry ->*

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click on the batch ID to view synced transactions.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## View reimbursements in Blackbaud

<Steps>
  <Step>
    Log into Blackbaud account and navigate to *General ledger -> Journal entry ->*

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click on the batch ID to view synced reimbursements.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## How does data flow between PEX and Blackbaud?

If everything is configured correctly and transactions are tagged, PEX will sync the following data points to Blackbaud:

* Merchant name
* Transaction date and time
* Debit account
  <Frame>
    <img alt="" />
  </Frame>
* Attachments

  <Frame>
    <img alt="" />
  </Frame>

  <Frame>
    <img alt="" />
  </Frame>
* Project
* Transaction amount
  <Frame>
    <img alt="" />
  </Frame>
* Batch #
  <Frame>
    <img alt="" />
  </Frame>
* Custom fields
  <Frame>
    <img alt="" />
  </Frame>
* Journal
* Credit account
  <Frame>
    <img alt="" />
  </Frame>
* Credit side:
  * Class
  * Project
  * Grants
  * Spendable/Non-Spendable
  * Testing
  * Expense Category
  * Employee
  * Location

    <Frame>
      <img alt="" />
    </Frame>
* Debit side:
  * Class
  * Grants
  * Spendable/Non-Spendable
  * Testing
  * Expense Category
  * Employee
  * Location

    <Frame>
      <img alt="" />
    </Frame>

## FAQ

<AccordionGroup>
  <Accordion title="Can I combine manual tag options creation and automatic tag options sync from Blackbaud to PEX?">
    We strongly recommend using automatic sync of tag options from Blackbaud to PEX. This will keep your PEX tags and Blackbaud fields in sync. For more information, check out the support article [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud) to add tags and test tag options.

    Once added, enable "Sync" for fields on the "Blackbaud Sync Options" step (as shown in the example below).

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Accordion>

  <Accordion title="Can PEX automatically disable Account and Project tag options?">
    Yes. If you select "Prevent data entry" for an account or project in your Blackbaud account, its tag option in PEX will be disabled after the next sync of options from Blackbaud to PEX.

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Can transactions be automatically tagged?">
    Yes. PEX Auto Tagger offers a solution. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)
  </Accordion>

  <Accordion title="Do pending transactions get synced?">
    No. Only transactions in settled status get synced to your account. If you see a "Pending" label next to the merchant name as shown on the screen below, then the transaction is still in the pending status.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Accordion>

  <Accordion title="Will a previously synced purchase transaction re-sync to my Blackbaud account if I change its status (Rejected -> Approved), re-tag or add another receipt?">
    To re-sync an already synced purchase transaction, you need to:

    1. Remove the "Synced purchase `<purchase ID>` by PEX Connector for Blackbaud: Batch `<batch ID>`" note from the purchase in PEX.
    2. Delete the transaction (credit and debit lines) from the journal entry batch in Blackbaud.
       * If the Aggregate credits toggle is enabled, subtract the debit amount of the deleted purchase from the aggregated credit amount.
  </Accordion>

  <Accordion title="Why do I have a duplicate purchase transaction synced?">
    To avoid duplicate purchase transactions, make sure that:

    * The "Synced purchase `<purchase ID>` by PEX Connector for Blackbaud. Batch `<batch ID>`" note is **not** edited or deleted from a transaction.

      <Frame>
        <img alt="" />
      </Frame>
    * Journal entry batch in your Blackbaud account is **not** deleted.
    * "**PEX**" is **not** edited or removed from the journal entry batch in your Blackbaud account.

      <Frame>
        <img alt="" />
      </Frame>
    * Transaction ID in the journal reference is **not** edited or deleted.

      <Frame>
        <img alt="" />
      </Frame>
  </Accordion>

  <Accordion title="Why do I have a duplicate transfer/fee/rebate transaction synced?">
    To avoid duplicate transfer/fee/rebate transactions, make sure that:

    * Journal entry batch in your Blackbaud account is **not** deleted.
    * "**PEX**" is **not** edited or removed from the journal entry batch in your Blackbaud account.

      <Frame>
        <img alt="" />
      </Frame>
    * Transaction ID in the journal reference is **not** edited or deleted.

      <Frame>
        <img alt="" />
      </Frame>
  </Accordion>

  <Accordion title="Why do I have a duplicate reimbursement synced?">
    To avoid duplicate reimbursements, make sure that:

    * Journal entry batch in your Blackbaud account is **not** deleted.
    * "**PEX**" is **not** edited or removed from the journal entry batch in your Blackbaud account.

      <Frame>
        <img alt="" />
      </Frame>
    * Reimbursement ID in the journal reference is **not** edited or deleted.

      <Frame>
        <img alt="" />
      </Frame>
  </Accordion>

  <Accordion title="Why hasn't my transaction synced to the correct journal entry batch?">
    The reason might be the following:

    * If a journal batch for the given period has been posted, approved, or deleted.
    * And there are still new transactions within that period ready to be synced.
    * Then PEX will create a new journal batch for the same period to sync those transactions to the new batch.
  </Accordion>

  <Accordion title="Can I detect why my transaction hasn't synced on my own?">
    Yes, you can. The Transactions column in the **Sync History** table shows how many of your transactions synced versus those that didn’t. Click on those numbers (screenshot below) to prompt a popup.

    <Frame>
      <img alt="image.png" />
    </Frame>

    In the popup, you can read the error message in the Message column, understand the issue, and fix it on your own.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Accordion>

  <Accordion title="How can I fix the error &#x22;Post Date must be in a valid fiscal period&#x22;?">
    For example, if your transaction occurred on Aug 31, settled on Sept 2, and the connector attempted to sync it on Sept 2, but the August period was already closed, the connector can't sync purchases to a closed period. To fix this error:

    * Reopen the August period (refer to this Blackbaud article: [https://kb.blackbaud.com/knowledgebase/Article/37830](https://kb.blackbaud.com/knowledgebase/Article/37830)).
    * Perform a manual sync by clicking the "Sync" button.

      <Frame>
        <img alt="image.png" />
      </Frame>
  </Accordion>

  <Accordion title="How can I sync the description/notes to Blackbaud?">
    1. Create text tag in PEX:
       * Go to [*Business Settings → Workflows* *→ Tag manager*](https://dashboard.pexcard.com/business-settings/workflows/tags?utm_source=support) → *Add Tag*

       * Select *Text*
         <Frame>
           <img alt="" />
         </Frame>

       * Configure:
         * Name: *Description* or *Notes*
         * Check *Enabled* (and *Required* if desired)
         * Set Min: *5*, Max: *200* characters
         * Validation: *None*
         * Click *Save*

    2. Create custom field in Blackbaud:
       * Go to *Settings* → *Fields and tables*
         <Frame>
           <img alt="" />
         </Frame>

       * Click *Add*
         <Frame>
           <img alt="" />
         </Frame>

       * Configure:

         * Name: *Description* or *Notes*
           * Subledger: *General ledger*
           * Displays on record type: *Transaction*
           * Check *One per record*
           * Input type: *Text*
           * Click *Save*

         <Frame>
           <img alt="" />
         </Frame>

         To verify: go to *General Ledger* → *Journal entries* → click *Add* → click *Add regular batch* → click *Add row* → click *Select custom fields* → click *Add custom field*

         <Frame>
           <img alt="" />
         </Frame>

    3. Map tag to field in PEX:

       * Go to *[Apps → Available](https://dashboard.pexcard.com/apps/available?utm_source=support)* → Launch PEX Connector for Blackbaud

       * Go to *6. Purchase Options*

       * Scroll down to the debit section (“Purchases will debit this account”).
         * Find your custom field under Fields
         * Enable the mapping toggle
         * Type: *Tag*
         * Value: Select your tag (Description or Notes)

       <Frame>
         <img alt="" />
       </Frame>

       * Click *Next* → *Save*

    4. Tag your purchases with the Description/Notes tag, and the value will sync to Blackbaud.
  </Accordion>
</AccordionGroup>

**Didn’t find the answer you were looking for?** Check out our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.

## Support & inquiries

For any feature requests or support questions please email [appsupport+blackbaud@pexcard.com](mailto:appsupport+blackbaud@pexcard.com)


# Connector for CMiC
Source: https://support.pexcard.com/administrator-guide/connector-for-cmic

Auto-sync purchases and receipt images from PEX into CMiC. Map Job/Dept/Eqp., Cost Code/Account/Category, Cost Type/Tran Code, and other CMiC fields to PEX tags.

To configure this integration, you don't even need to wait for your account manager. You can get started right away with just your CMiC and PEX credentials.

## Prerequisites

To sync PEX transactions to CMiC, you need the Job Costing Module and Document Management Module enabled in CMiC. With the Enterprise plan, you need a license for CMiC ECN Application and setup config.

## Connect PEX and CMiC

To connect your PEX and your CMiC accounts from the PEX Marketplace follow these steps:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Locate **Connector for CMiC**.
  </Step>

  <Step>
    Click **More info > Install > Launch**.

    * You'll be re-directed you to a **Connect** tab.
  </Step>

  <Step>
    Click **Manage credentials**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Enter your CMiC username and CMiC password in the popup window.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Save credentials**.
  </Step>

  <Step>
    You will see the success message.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Configure Transaction Settings

On the Transaction Settings card, you can configure the **Start Date** and **End Date**.

Start date:

* Must be less than 1 year ago (if today is Nov 30, 2024 then you can not go further back than Nov 30, 2023).
* Leave empty to default 2 months back.
* Auto-sync will always process 2 months back.

End Date:

* Leave empty to default to the time of sync.
* Temporarily pick a small date range for testing and reconciliation purposes.

For PEX to know which company to sync transactions to, select a **CMiC company** if it is not already prepopulated. Also, select an **AP Invoice Location** if it is not already prepopulated.

Now decide if you want to:

* Sync all purchases or only approved purchases
  * "Only approved" means that purchases must be approved in PEX before syncing to CMiC.
* Only sync purchases with attachments
  * Purchases must have an attachment before syncing to CMiC. If this box is unchecked, a default attachment will be used if a purchase does not have an attachment.

Choose a **vendor** for purchases. Every purchase will sync with the same vendor you select in this field. Consider creating a new vendor named "PEX" in CMiC if you would like to book all of your PEX purchases against a single vendor.

**Purchase Field Mappings**

In this table, you need to map CMiC fields so the connector knows which values to use when syncing purchases to CMiC:

* The "Group Code", "Valid Flag", and "Type Code" fields can be mapped only to static values.
* The "Job/Dept/Eqp.", "Cost Code/Account/Category", and "Cost Type/Tran Code" fields can be mapped to static values or PEX Tags.

If you choose to use PEX tags, you must create them in advance, following the logic described in the ["Create PEX tags for CMiC"](/administrator-guide/create-pex-tags-for-cmic) article.

For example, the "Job/Dept/Eqp." is one of the fields on your Purchase:

* Mapping the "Job/Dept/Eqp." to a static value means that you can select one Job/Department/Equipment out of the many presented in CMiC, and that value ("NYC Office Renovation" in our example below) will be applied to all PEX purchases.

  <Frame>
    <img alt="" />
  </Frame>

  <Note>
    **Note:**

    Note that a purchase will not be tagged with this static value. You will not see this static value on the purchase details. The static value will be used only when syncing a purchase to CMiC.
  </Note>

* Mapping the "Job/Dept/Eqp." to a PEX tag ("Job" in our example below) means that you and your cardholders can select one of the tag values for each purchase.

  <Frame>
    <img alt="" />
  </Frame>

  For that go to the "Transactions" menu -> locate a purchase -> click on it -> select a tag value ("NYC Office Renovation" in our example below) of the "Job" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the CMiC connector setup and sync tag options from CMiC to PEX.

  <Frame>
    <img alt="" />
  </Frame>

  When mapping to a tag, you can also specify a default "Job/Dept/Eqp." value: for example, Downtown Hospital Expansion Phase 2, as highlighted below.

  <Frame>
    <img alt="" />
  </Frame>

  <Note>
    **Note:**

    Note that a purchase will not be tagged with this default value ("Downtown Hospital Expansion Phase 2" in our example) on the purchase details. It means that if you or your cardholders forget to tag a purchase before it is synced to CMiC, the default value ("Downtown Hospital Expansion Phase 2" in our example) will be applied to this purchase during the sync.
  </Note>

  If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,

  <Frame>
    <img alt="" />
  </Frame>

  that specific purchase will be recorded against the tag option ("NYC Office Renovation" in our example below) you tagged the purchase with. Tags take precedence over default values.

  <Frame>
    <img alt="" />
  </Frame>

* Enable the sync toggle to sync field values from CMiC into PEX as tag options.

  <Frame>
    <img alt="" />
  </Frame>

  For example, the values for the PEX tag "Job" (in [Tag Manager](https://dashboard.pexcard.com/business-settings/tag-manager?utm_source=support)) will be populated with the names of your CMiC jobs.

  <Frame>
    <img alt="" />
  </Frame>

Click **Save**. PEX will redirect you to the **Sync tab**.

## Sync to CMiC

In the Sync tab, you can:

<Steps>
  <Step>
    View the last synchronization time.
  </Step>

  <Step>
    Manually sync by clicking "**Execute**".

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    View **Connection** info.
  </Step>

  <Step>
    Enable/disable auto-sync.

    * Enabled: Transactions sync automatically every 24 hours.
      * Disabled: Transactions will not sync automatically.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Disconnect.
  </Step>

  <Step>
    View the **History** of transactions synced to CMiC.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    ​View Settings information
  </Step>

  <Step>
    Edit settings if necessary.
  </Step>
</Steps>

**Auto-sync**
Auto-sync will always process transactions based on the start date specified on the **Connect tab**, with a maximum limit of 2 months back from today. If there is no start date specified on the **Connect tab** then auto-sync will sync transactions up to 2 months back from today.

**Manual sync**
Manual sync will process transactions based on the start date specified on the **Connect tab**, with a limit of 1 year back from today. If there is no start date specified on the **Connect tab** then manual sync will process transactions only up to 2 months back from today.

## Auto Tagger

The Auto Tagger app is a great complement to CMiC. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## View Transactions and Receipts in CMiC

Log into CMiC account and navigate to *Enterprise ->* *Enterprise Content Management -> Image Manager ->*

<Frame>
  <img alt="" />
</Frame>

*-> select your folder ->*

<Frame>
  <img alt="" />
</Frame>

*-> click on a transaction* to view it.

<Frame>
  <img alt="" />
</Frame>

You can find and view the receipt on the left.

<Frame>
  <img alt="" />
</Frame>

If a transaction does not have a receipt, you will see **No Attachment** title.

<Frame>
  <img alt="" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="Can I enable auto-sync?">
    Auto-sync is not available during the connector BETA period.
  </Accordion>

  <Accordion title="What transactions are synced?">
    Only purchases in a settled status are synced.
  </Accordion>

  <Accordion title="Do pending transactions get synced?">
    No. Only transactions in settled status get synced to your account. If you see a "Pending" label next to the merchant name as shown on the screen below, then the transaction is still in the pending status.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Can transactions be automatically tagged?">
    Yes. If you prefer not to manually tag each transaction, PEX Auto Tagger offers a solution. This app allows you to create dynamic rules that automatically tag transactions. [Learn more](/administrator-guide/pex-auto-tagger).
  </Accordion>

  <Accordion title="Can I combine manual and automatic tag sync from CMiC to PEX?">
    We strongly recommend using automatic sync of tag options from CMiC to PEX. This will keep your PEX tags and CMiC fields in sync. For more information, check out the support article ["Create PEX tags for CMiC"](/administrator-guide/create-pex-tags-for-cmic) to add tags and test tag options.

    Once added, enable "Sync Tag" for fields with the Type set to Tag (as shown in the example below).

    <Frame>
      <img alt="" />
    </Frame>

    We strongly recommend using automatic sync of tag options from CMiC to PEX. This will keep your PEX tags and CMiC fields in sync. For more information, check out the support article [.](/administrator-guide/create-pex-tags-for-cmic)
  </Accordion>

  <Accordion title="Will a previously synced transaction re-sync to my CMiC account if I change its status (Rejected -> Approved), re-tag or add another receipt?">
    Every synced transaction has a "Synced with CMiC" note. As long as you don't remove the "Synced with CMiC" note on a transaction, it will not re-sync to your CMiC account.
  </Accordion>

  <Accordion title="Didn't find the answer you were looking for?">
    Didn't find the answer you were looking for? Check out our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.
  </Accordion>
</AccordionGroup>

## Support & Inquiries

For any questions or for more information, please email [appsupport+cmic@pexcard.com](mailto:appsupport+cmic@pexcard.com)


# Connector for DATABASICS
Source: https://support.pexcard.com/administrator-guide/connector-for-databasics

Connect PEX to DATABASICS to download your card transactions and apply them to expense reports for easier expense management.

DATABASICS integrates with PEX to download your card transactions and apply them to expense reports. Once connected, DATABASICS pulls your PEX transaction data so you can manage and reconcile expenses in one place.

## Prerequisites

To set up the DATABASICS integration you need an admin login to PEX. DATABASICS does not need to know your credentials, but your login authorizes DATABASICS to pull your transactions.

<Note>
  **Note:**

  If you'd rather not use your own login, you can create a separate admin profile — named something like `databasicsintegration` or `db_integration` — to control the permissions you grant. PEX restricts access at the token level, so the token only allows the transaction load you authorize during setup.
</Note>

## Connect PEX and DATABASICS

DATABASICS support starts the connection by sending you a link. To connect your accounts follow these steps:

<Steps>
  <Step>
    Click the link DATABASICS support sends you. It redirects you to the PEX authorization page.
  </Step>

  <Step>
    Enter your PEX credentials from the prerequisites above and log in. PEX authenticates you and prepares to authorize the transaction load.
  </Step>

  <Step>
    Click **Allow** to let PEX provision a token for DATABASICS. This gives DATABASICS access to the listed features.

    You'll see a confirmation message such as "Thank you for using DATABASICS".
  </Step>

  <Step>
    Let DATABASICS know you've completed the steps. Their services team confirms they have the token and can access your PEX transaction data.
  </Step>
</Steps>

Once DATABASICS confirms the connection, your PEX card transactions download into DATABASICS so you can apply them to expense reports.

## Support & inquiries

For any questions related to your connector, please email [appsupport+databasics@pexcard.com](mailto:appsupport+databasics@pexcard.com).


# Connector for Google Drive
Source: https://support.pexcard.com/administrator-guide/connector-for-google-drive

The Connector for Google Drive allows users to download and sync receipts in a structured hierarchy directly to their Google Drive.

Watch this video to view a demo of connecting, configuring the Google Drive connector and syncing receipts [here.](https://www.youtube.com/watch?v=opr2rOquyFw)

## Connect PEX and Google Drive

To connect your PEX and Google Drive from the PEX Marketplace follow these steps:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Locate **Connector for Google Drive**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.
  </Step>
</Steps>

<Note>
  **Note:**

  To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

Once the app has launched for the first time click "Connect" on the right side panel to begin.

<Steps>
  <Step>
    You will be directed to "Sign In" or select an already signed in Google account.
  </Step>

  <Step>
    Click "Allow" to give PEX permission to access your Google Drive for the following data fields:

    * [Permission to get information about the connected user](https://developers.google.com/people/api/rest/v1/people/get#authorization-scopes):
    * `userinfo.email`      See your primary Google Account email address.
    * `userinfo.profile`  See your personal info, including any personal info you've made publicly available.
    * [Permissions for Google Drive](https://developers.google.com/drive/api/v3/about-auth):
    * `drive.readonly`      Allows read-only access to file metadata and file content. PEX requires this in order to [LIST the shared drives](https://developers.google.com/drive/api/v3/reference/drives/list#auth).
    * `drive.file`             Per-file access to files created or opened by the app.
  </Step>
</Steps>

## Configure settings

<Steps>
  <Step>
    Select the preferred parameters for each field:

    * Purchase Receipts - Choose Approved or All transactions.
      * Start Date - The first date to sync.
      * End Date - The final date to sync.
      * Shared Drive - If you have multiple shared drives available you can select them here, or leave it blank to sync your personal "My Drive".
      * Path Template - Click the arrow on the right side to choose between different file hierarchy options.
      * Automatic Sync - Enable if you want to sync purchase attachments on an automatic schedule (every hour).

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click "Save Options" to save your sync settings and then click "Sync Attachments" to begin downloading data to your Google Drive.

    <Frame>
      <img alt="" />
    </Frame>

    If there are no Start and End dates entered when you click "Sync Attachments", the connector will default to the 1st day of the prior month. When automatic sync is **on**, the connector auto optimizes its dates to the same 1st day of the prior month.
  </Step>
</Steps>

You can disconnect from your Google Drive if you don't want to sync receipts to Google Drive anymore.

<Frame>
  <img alt="" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="How often does it sync if you don't enable the auto sync to sync hourly?">
    It will sync every time you click the “Sync Attachments” button.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Are there any limitations for the start date?">
    The Start Date is max 1 year in the past.
  </Accordion>

  <Accordion title="Does the sync end date have any limitations if an Admin wants to sync back only, say, a specific period of time in the past?">
    The only limitation is up to 1 year in the past. The user could do however June 15 - December 15 2024 if they wanted to (assuming today is June 15, 2025).
  </Accordion>

  <Accordion title="Where does the Path Template come from?">
    We’ve incorporated feedback to come up with the most common types of configurations. Let us know if you have another preferred way to store receipts and we can update accordingly.
  </Accordion>

  <Accordion title="How do I re-download receipts?">
    Previously synced receipts will not re-download if the file is already present in the PEX Receipts file hierarchy or if it has a sync note from being previously downloaded.

    <Frame>
      <img alt="image.png" />
    </Frame>

    In order to re-download receipts, delete the sync note (shown above) on the relevant transactions and click "Sync Attachments" or wait for automatic sync to sync the receipts.
  </Accordion>

  <Accordion title="How does PEX share data with Google Drive?">
    The sync between PEX and your Google Drive account is required to send transaction receipt images into your personal My Drive or Shared Drive folders. All transaction receipt images created by PEX will begin with a PEX\Receipts prefix or a custom file location created by you or your company's Admin. The Connector for Google Drive will only read and write data to the PEX\Receipts or the custom file location. Additionally, the Connector for Google Drive requires read-only access to the full drive to populate the "Shared Drive" drop down list. For more information on the PEX Privacy Policy, please navigate [here](http://www.pexcard.com/legal/privacy-policy/?utm_source=support).

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>
</AccordionGroup>

For any questions related to your connector, please email [appsupport+googledrive@pexcard.com](mailto:appsupport+googledrive@pexcard.com)


# Connector for GreenSlate
Source: https://support.pexcard.com/administrator-guide/connector-for-greenslate

Still don't have account with PEX? Follow this [link](https://start.pexcard.com/get-started) to sign up.

Auto-sync purchases, cardholder fees, cardholder fundings, and receipt images from PEX into GreenSlate, ensuring your data is clean, accurate and up to date. Map GreenSlate fields such as Project, Account, Episode, Location, etc. to PEX tags.

<Note>
  **Note:**

  On April 30, 2026 we will be deprecating the Legacy connector for GreenSlate.
</Note>

## Ways to sync transactions

You can automatically sync transactions using either the legacy app or the new app. If you use the legacy app, you don't need to configure any settings—purchases will sync to GreenSlate automatically. However, receipts and fees will not sync to GreenSlate. To connect to the legacy app:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Locate **Connector for GreenSlate**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.

    <Note>
      **Note:**

      To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
    </Note>

    * You'll be re-directed to the **Legacy** tab.
  </Step>

  <Step>
    Click **Connect**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

Once connected, you will see that the connection status is **valid**.

<Frame>
  <img alt="" />
</Frame>

The second way to sync transactions to GreenSlate is by using the new app. With the new app, you can automatically sync purchases, cardholder fees, and receipt images from PEX into GreenSlate, instantly populating fields such as Project, Account, Episode, Location, and more with the correct values. Continue reading to learn how to configure the new app.

<Note>
  **Note:**

  * You can use only one app at a time; you cannot be connected to the legacy app and the new app simultaneously.
  * If you are an existing customer who used the GreenSlate connector before the new app was introduced, you will also have access to the **Cards** tab.

  <Frame>
    <img alt="" />
  </Frame>

  * If you want to switch to using the new app, please ensure that the **last 6 digits** for any existing cards in your GreenSlate account match the GS Card # shown in your table. Otherwise, duplicate cardholders will be created in your GreenSlate account.

    <Steps>
      <Step>
        <Frame>
          <img alt="" />
        </Frame>

        To update this in GreenSlate, go to *Accounts Payable -> Vendors -> click "Actions" across the vendor name ->*

        <Frame>
          <img alt="" />
        </Frame>
      </Step>

      <Step>
        **select "View Vendor Profile In Same Tab" or "View Vendor Profile In New Tab" ->** *scroll down to the bottom-> click Edit ->*

        <Frame>
          <img alt="" />
        </Frame>
      </Step>

      <Step>
        *update* the **Card Last 6 digits** field *with GS Card # shown in your table for that particular cardholder ->*

        <Frame>
          <img alt="" />
        </Frame>
      </Step>

      <Step>
        *click **Save**.*

        <Frame>
          <img alt="" />
        </Frame>

        Make sure to update the last 6 digits for **all** your existing PEX cards in GreenSlate following the steps above.
      </Step>
    </Steps>
</Note>

Once completed, go to [Connect tab](#connect-pex-and-greenslate) to configure transaction sync to GreenSlate.

## Connect PEX and GreenSlate

To connect your PEX and your GreenSlate accounts from the PEX Marketplace using the new app follow these steps:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Locate **Connector for GreenSlate**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.

    <Note>
      **Note:**

      To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
    </Note>

    You'll be re-directed to a **Legacy** tab.
  </Step>

  <Step>
    Click **Connect**.

    <Frame>
      <img alt="" />
    </Frame>

    * You'll see this message:

      <Frame>
        <img alt="" />
      </Frame>
  </Step>
</Steps>

The next step is to link your GreenSlate project(s) with PEX. Please email PEX at [GSSetup@pexcard.com](mailto:GSSetup@pexcard.com) and list the GreenSlate project(s) you want to sync PEX transactions with.

* We will add your GreenSlate project(s) to PEX.
* Once your GreenSlate project(s) have been added, we will send you an email so you can proceed with the configuration.

## Configure Transaction Settings

<Frame>
  <img alt="" />
</Frame>

On the Transaction Settings card, you can configure the **Start Date** and **End Date**.

Start date:

* Must be less than 1 year ago (if today is Aug 30, 2025 then you can not go further back than Aug 30, 2024).
* Leave empty to default 2 months back.
* Auto-sync will always process 2 months back.

End Date:

* Leave empty to default to the time of sync.
* Temporarily pick a small date range for testing and reconciliation purposes.

For PEX to know which project to sync transactions to, select a **GreenSlate project**. Ensure you have at least one active project to select from the list. Uncheck the checkbox to enable selection of multiple projects.

Configure the following:

* Select the envelope grouping
  * Group transactions into an envelope per cardholder, project, and company.
    * If Admins select this option, the connector creates one envelope per week, containing all purchases that are ready to sync. For example, transaction A is made on July 15, and transaction B is made on August 2. Transaction A is tagged and approved on August 3, and transaction B is tagged and approved on August 4. Both transactions will sync to the same envelope.
    * Create a single envelope per cardholder transaction.
* Sync all transactions or only approved transactions
  * "Only sync approved transactions" means that transactions must be approved in PEX before syncing to GreenSlate.
* Sync attachments
  * If this box is checked, purchase receipts will sync to GreenSlate.
* Use settlement dates or purchase dates
  * Transactions sync only once settled, but you can choose either the settlement or purchase date as the posting date in GreenSlate.

## Purchases

To sync purchases to GreenSlate, configure the field mapping.

**Purchase Field Mappings**

Map GreenSlate fields so the connector knows which values to use when syncing purchases to GreenSlate. Fields can be mapped to static values or PEX tags. If you choose to use PEX tags, you must create them in advance, following the logic described in the ["Create PEX tags for GreenSlate"](/administrator-guide/create-pex-tags-for-greenslate) article.

For example, the "Account" is one of the fields on your Purchase:

* Mapping the "Account" field to a static value means that you can select one account out of the many presented in GreenSlate, and that value ("Advertising" in our example below) will be applied to all PEX purchases.

<Frame>
  <img alt="" />
</Frame>

Note that a purchase will not be tagged with this static value. You will not see this static value on the purchase details. The static value will be used only when syncing a purchase to GreenSlate.

* Mapping the "Account" field to a PEX tag ("Account" in our example below) means that you and your cardholders can select one of the tag values for each purchase.

<Frame>
  <img alt="" />
</Frame>

For that go to the "Transactions" menu -> locate a purchase -> click on it -> select a tag value ("Office Supplies" in our example below) of the "Account" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the GreenSlate connector setup and sync tag options from GreenSlate to PEX.

<Frame>
  <img alt="" />
</Frame>

When mapping to a tag, you can also specify a default "Account" value: for example, Uncategorized, as highlighted below.

<Frame>
  <img alt="" />
</Frame>

Note that a purchase will not be tagged with this default value ("Uncategorized" in our example) on the purchase details. It means that if you or your cardholders forget to tag a purchase before it is synced to GreenSlate, the default value ("Uncategorized" in our example) will be applied to this purchase during the sync.
If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,

<Frame>
  <img alt="" />
</Frame>

that specific purchase will be recorded against the expense account ("Transportation" in our example below) you tagged the purchase with. Tags take precedence over default values.

<Frame>
  <img alt="" />
</Frame>

* Enable the sync toggle to sync field values from GreenSlate into PEX as tag options.

<Frame>
  <img alt="" />
</Frame>

For example, the values for the PEX tag "Account" (in [Tag Manager](https://dashboard.pexcard.com/business-settings/tags?utm_source=support)) will be populated with the names of your GreenSlate accounts.

<Frame>
  <img alt="" />
</Frame>

## Cardholder fees

To sync cardholder fees to GreenSlate, enable the toggle *Sync cardholder fees*.

<Frame>
  <img alt="" />
</Frame>

**Fee Field Mappings**

Map GreenSlate fields so the connector knows which values to use when syncing fees to GreenSlate. Fields can be mapped to static values or PEX tags. If you choose to use PEX tags, you must create them in advance, following the logic described in the ["Create PEX tags for GreenSlate"](/administrator-guide/create-pex-tags-for-greenslate) article.

For example, the "Account" is one of the fields on your Fee:

* Mapping the "Account" field to a static value means that you can select one account out of the many presented in GreenSlate, and that value ("Advertising" in our example below) will be applied to all PEX fees.

<Frame>
  <img alt="" />
</Frame>

Note that a fee will not be tagged with this static value. You will not see this static value on the fee details. The static value will be used only when syncing a fee to GreenSlate.

* Mapping the "Account" field to a PEX tag ("Account" in our example below) means that you and your cardholders can select one of the tag values for each fee.

<Frame>
  <img alt="" />
</Frame>

For that go to the "Transactions" menu -> locate a fee -> click on it -> select a tag value ("Office Supplies" in our example below) of the "Account" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each fee once you finish the GreenSlate connector setup and sync tag options from GreenSlate to PEX.

<Frame>
  <img alt="" />
</Frame>

When mapping to a tag, you can also specify a default "Account" value: for example, Uncategorized, as highlighted below.

<Frame>
  <img alt="" />
</Frame>

Note that a fee will not be tagged with this default value ("Uncategorized" in our example) on the fee details. It means that if you or your cardholders forget to tag a fee before it is synced to GreenSlate, the default value ("Uncategorized" in our example) will be applied to this fee during the sync.
If you or your cardholders do tag a fee with the tag option from the tag chosen in the highlighted field below,

<Frame>
  <img alt="" />
</Frame>

that specific fee will be recorded against the expense account ("Transportation" in our example below) you tagged the fee with. Tags take precedence over default values.

<Frame>
  <img alt="" />
</Frame>

## Cardholder Fundings

To sync cardholder fundings to GreenSlate, enable the toggle *Sync cardholder fundings*.

<Frame>
  <img alt="" />
</Frame>

**Funding Field Mappings**

Map GreenSlate fields so the connector knows which values to use when syncing fundings to GreenSlate. The fields can only be mapped to static values.

Cardholder fundings that sync to GreenSlate will *credit* the account selected in the "Value" column ("PEX" in our example below).

<Frame>
  <img alt="" />
</Frame>

PEX fundings that sync to GreenSlate will *debit* the PrePaid Card Account associated with the vendor in GreenSlate.

<Note>
  **Note:**

  1. The above mappings apply to **all** your cardholders.
  2. Cardholder funding transactions sync into their **own** envelopes—one envelope per funding per cardholder.
  3. Syncing cardholder fundings is only available to PEX prepaid businesses.
</Note>

Click "Save". PEX will redirect you to the **Sync tab**.

## Sync to GreenSlate

In the Sync tab, you can:

1. View the last synchronization time.

2. Manually sync transactions/tag options by clicking **Execute**.

   <Frame>
     <img alt="" />
   </Frame>

   <Frame>
     <img alt="" />
   </Frame>

3. View **Connection** info.

4. Enable/disable auto-sync. *Auto-sync is not available during the connector BETA period.*

   * Enabled: Transactions sync automatically every 24 hours.
   * Disabled: Transactions will not sync automatically.

   <Frame>
     <img alt="" />
   </Frame>

5. Disconnect.

6. View the **History** of transactions synced to your GreenSlate account.

   <Frame>
     <img alt="" />
   </Frame>

7. View Settings information.

8. Edit settings if necessary.

   <Frame>
     <img alt="" />
   </Frame>

**Auto-sync**\
Auto-sync will always process transactions based on the start date specified on the **Connect tab**, with a maximum limit of 2 months back from today. If there is no start date specified on the **Connect tab** then auto-sync will sync transactions up to 2 months back from today.

**Manual sync**\
Manual sync will process transactions based on the start date specified on the **Execution screen**, with a limit of 1 year back from today. If the start date is left empty on the **Execution screen**, the manual sync will process transactions only up to 2 months back from today.

<Frame>
  <img alt="" />
</Frame>

<Note>
  **Note:**

  By default, the start date on the **Execution screen** is set to the **first day** of the current month.
</Note>

## Auto Tagger

The Auto Tagger app is a great complement to GreenSlate. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## View Synced Transactions in GreenSlate

Log into your GreenSlate account and navigate to *My Profile-> My PCard Envelopes -> All tab* to view synced transactions.

<Frame>
  <img alt="" />
</Frame>

## View Synced Receipts in GreenSlate

Log into GreenSlate account and navigate to *My Profile-> My PCard Envelopes -> All tab ->*

<Frame>
  <img alt="" />
</Frame>

*-> open your transaction ->* scroll down to *Files* and click on the receipt to view it.

<Frame>
  <img alt="" />
</Frame>

*OR*

*-> Click View PDF ->*

<Frame>
  <img alt="" />
</Frame>

*-> scroll down to see a receipt.*

<Frame>
  <img alt="" />
</Frame>

## How does data flow between PEX and GreenSlate?

If everything is configured correctly and transactions are tagged, PEX will sync the following data points to GreenSlate:

* Cardholder name and last 6 digits
* Merchant name (Description field in GreenSlate)
* Transaction date and time (Description field in GreenSlate)
* Transaction amount
* Project name
* Account

<Frame>
  <img alt="" />
</Frame>

* Sub Account
* Episode
* Location

<Frame>
  <img alt="" />
</Frame>

* 1099/T4A
* Tax Credit
* Description

<Frame>
  <img alt="" />
</Frame>

* F1
* F2
* F3
* Company Code

<Frame>
  <img alt="" />
</Frame>

* Envelope No.
* Transaction ID
* Sync date

<Frame>
  <img alt="" />
</Frame>

* Receipt file

<Frame>
  <img alt="" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="How do receipt images show up in GreenSlate?">
    Receipt images are stored directly in the GreenSlate PCard Envelopes to serve as your system of record.
  </Accordion>

  <Accordion title="Can I enable auto-sync?">
    Auto-sync is not available during the connector BETA period.
  </Accordion>

  <Accordion title="Do pending transactions get synced?">
    No, only settled transactions are synced. If you see a "Pending" label next to the merchant name as shown on the screen below, then the transaction is still in the pending status.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Can I combine manual and automatic tag sync from GreenSlate to PEX?">
    We strongly recommend using automatic sync of tag options from GreenSlate to PEX. This will keep your PEX tags and GreenSlate fields in sync. For more information, check out the support article ["Create PEX tags for GreenSlate"](/administrator-guide/create-pex-tags-for-greenslate).

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Will a previously synced transaction re-sync to my GreenSlate account if I change its status (Rejected -> Approved), re-tag or add another receipt?">
    No, if you need to resync a transaction, please contact the PEX support team.
  </Accordion>

  <Accordion title="What type of cardholder transactions sync?">
    PEX only syncs active cardholders. Any deleted or inactive cardholder transactions will not sync. We recommend syncing all existing purchases before closing/deleting a PEX card.
  </Accordion>
</AccordionGroup>

## Support & Inquiries

For any questions or for more information, please email [appsupport+greenslate@pexcard.com](mailto:appsupport+greenslate@pexcard.com)


# Connector for Microsoft Dynamics 365
Source: https://support.pexcard.com/administrator-guide/connector-for-microsoft-dynamics-365

Auto-sync purchases, transfers, fees, rebates and receipt images from PEX into Microsoft Dynamics 365 Business Central, ensuring your data is clean, accurate and up to date. Map Dynamics 365 fields such as Accounts, Vendors, Classes, Departments and Locations to PEX tags. Custom fields are also supported. Receipt images are stored directly in the Dynamics 365 Journal Entry to serve as your system of record.

No need to contact your account manager—get started immediately with your Dynamics 365 and PEX credentials.

## Create General Journal in Dynamics 365

Before transactions can sync from PEX, you must create a General Journal in Dynamics 365 Business Central for the connector to post entries to.

<Steps>
  <Step>
    Go to **Finance →** **General Journals**
  </Step>

  <Step>
    On the **General Journals** page, click **+ New** in the toolbar.
  </Step>

  <Step>
    Fill in the following fields:

    * **Name:** `PEX Card. `
    * **Description:** Enter a description (e.g., `PEX Card Journal`).
    * **Bal. Account Type:** Select `G/L Account. `
  </Step>

  <Step>
    Leave the remaining fields (Bal. Account No., No. Series, Posting No. Series, Reason Code) blank unless your organization requires them.
  </Step>

  <Step>
    Close the page. Your new journal is now available for the PEX connector.
  </Step>
</Steps>

<Note>
  **Note:**

  The journal name must be `PEX Card` for transactions to sync.
</Note>

## Connect PEX and Dynamics 365

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Find **Connector for Dynamics 365**
  </Step>

  <Step>
    Click **More info > Install > Launch** (redirects to the Connect tab)
  </Step>

  <Step>
    Click **CONNECT**
  </Step>
</Steps>

<Note>
  **Note:**

  You need these permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. Enable them in [My Profile > Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

PEX connects via secure OAuth:

<Steps>
  <Step>
    A popup prompts you to sign in with your Microsoft account. Use an account with admin access to your Business Central environment.

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Authorize PEX to access your Dynamics 365 data.
  </Step>

  <Step>
    PEX processes the connection. Status shows **Connected: Not Ready** for a few minutes,

    <Frame>
      <img alt="" />
    </Frame>

    then updates to **Connected: Ready** automatically.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

<Note>
  **Note:**

  For multiple PEX accounts connecting to the same Dynamics 365 tenant, you can link an existing connection instead of re-authenticating.
</Note>

## Configure Transaction Settings

**Start Date:**

* Transactions on/after this date will sync.
* Maximum 1 year back from today.
* Defaults to 2 months back if left empty.
* Auto-sync always processes 2 months back.

**End Date:**

* Transactions on/before this date will sync.
* Defaults to time of sync if left empty.
* Use a narrow range for testing/reconciliation.

**Company:** Select the Dynamics 365 company to book all PEX transactions against.

* Ensure you have at least one active company to select from the list.

**PEX Account:** Select the Dynamics 365 liability account for your PEX funds.

* Ensure you have at least one active liability account to select from the list.
* Bill payments to PEX will reduce the amount owed on this account.
* Purchases in PEX will be charged to this account.
* Fees in PEX will be charged to this account.
* Rebates from PEX will reduce the amount owed on this account.

<Frame>
  <img alt="" />
</Frame>

## Purchases

To sync purchases to Dynamics 365, enable *Create journal entries in Dynamics for cardholder purchases*. Configure the following:

* **Sync all purchases or only approved purchases**
  * "Only sync approved purchases" (recommended) means that purchases must be approved in PEX before syncing to Dynamics 365.
* **Sync purchase attachments**
  * If this box is checked, purchase receipts will sync to Dynamics 365.
* **Use settlement dates or purchase dates**
  * Purchases sync only once settled, but you can choose either the settlement or purchase date as the posting date in Dynamics 365.
    * Note: A purchase may settle in a period following the time of purchase.
* **Create a Dynamics vendor for each unique merchant**
  * *Unchecked:* Map vendor to a static Dynamics 365 vendor or PEX tag (see Mappings).
    * *Checked:* PEX will record purchases with existing vendors in your Dynamics 365 account or auto-create a new vendor if one doesn't exist.
    * **Update vendors with the chosen company if needed**
      * *Checked:* Automatically assigns your chosen company to the vendor in Dynamics 365.
        * *Unchecked:* You'll need to manually add your chosen company to the vendor, or the purchase will fail to sync.
        * **Use standardized vendor names**
      * *Checked:* PEX will record purchases like "Target #0973226" simply as "Target" in Dynamics 365.
        * *Unchecked:* PEX will record purchases like "Target #0973226" as "Target #0973226" in Dynamics 365.

<Frame>
  <img alt="" />
</Frame>

**Purchase Field Mappings**

Map Dynamics 365 fields to static values or PEX tags. Fields can be mapped to static values or PEX Tags. If you choose to use PEX tags, you must create them in advance, following the logic described in the ["Create PEX tags for Microsoft Dynamics 365"](/administrator-guide/create-pex-tags-for-microsoft-dynamics-365) article.

For example, the "Expense Account" is one of the fields on your Purchase:

* Mapping the "Expense Account" field to a static value means that you can select one account out of the many presented in Dynamics 365, and that value ("Advertising" in our example below) will be applied to all PEX purchases.

  <Frame>
    <img alt="" />
  </Frame>

  Note that a purchase will not be tagged with this static value. You will not see this static value on the purchase details. The static value will be used only when syncing a purchase to Dynamics 365.

* Mapping the "Expense Account" field to a PEX tag ("Expense Account" in our example below) means that you and your cardholders can select one of the tag values for each purchase.

  <Frame>
    <img alt="" />
  </Frame>

  For that go to the "Transactions" menu -> locate a purchase -> click on it -> select a tag value ("Office Supplies" in our example below) of the "Expense Account" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Dynamics 365 connector setup and sync tag options from Dynamics 365 to PEX.

  <Frame>
    <img alt="" />
  </Frame>

  When mapping to a tag, you can also specify a default "Expense Account" value: for example, Uncategorized, as highlighted below.

  <Frame>
    <img alt="" />
  </Frame>

  Note that a purchase will not be tagged with this default value ("Uncategorized" in our example) on the purchase details. It means that if you or your cardholders forget to tag a purchase before it is synced to Dynamics 365, the default value ("Uncategorized" in our example) will be applied to this purchase during the sync.
  If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,

  <Frame>
    <img alt="" />
  </Frame>

  that specific purchase will be recorded against the expense account ("Accounting" in our example below) you tagged the purchase with. Tags take precedence over default values.

  <Frame>
    <img alt="" />
  </Frame>

* Enable the sync toggle to sync field values from Dynamics 365 into PEX as tag options.

  <Frame>
    <img alt="" />
  </Frame>

  For example, the values for the PEX tag "Expense Account" (in [Tag Manager](https://dashboard.pexcard.com/business-settings/workflows/tags?utm_source=support)) will be populated with the names of your Dynamics 365 accounts.

  <Frame>
    <img alt="" />
  </Frame>

If you have left the "Create a Dynamics vendor for each unique merchant" unchecked, you can map the vendor to a single static Dynamics 365 vendor called "PEX".

<Frame>
  <img alt="" />
</Frame>

Select "Static" for Vendor and "PEX" in the Value column.

<Frame>
  <img alt="" />
</Frame>

## Fees

To sync business & cardholder fees to Dynamics 365, enable the toggle *Create journal entries in Dynamics for business & cardholder fees*.

**Fee Field Mappings**

Map Dynamics 365 fields so the connector knows which values to use when syncing fees to Dynamics 365. The fields can only be mapped to static values. PEX fee transactions that sync to Dynamics 365 will debit the account selected in the "Value" column ("Advertising" in our example below). The same account can be used for both purchases and fees.

<Frame>
  <img alt="" />
</Frame>

## Bill Payments

To sync bill payments to Dynamics 365, enable the toggle *Create journal entries in Dynamics for bill payments*.

**Bill Payment Field Mappings**

Map Dynamics 365 fields so the connector knows which values to use when syncing bill payments to Dynamics 365. The fields can only be mapped to static values. PEX bill payment transactions that sync to Dynamics 365 will credit the bank account selected in the "Value" column ("Checking " in our example below).

<Frame>
  <img alt="" />
</Frame>

## Rebates

To sync business rebates to Dynamics 365, enable the toggle *Create journal entries in Dynamics for business rebates*.

**Rebate Field Mappings**

Map Dynamics 365 fields so the connector knows which values to use when syncing rebates to Dynamics 365. The fields can only be mapped to static values. PEX rebate transactions that sync to Dynamics 365 will credit the income account selected in the "Value" column ("Income" in our example below).

<Frame>
  <img alt="" />
</Frame>

Click "Save". PEX will redirect you to the **Sync tab**.

## Sync to Dynamics 365

<Frame>
  <img alt="" />
</Frame>

In the Sync tab, you can:

<Steps>
  <Step>
    **View the last synchronization time.**
  </Step>

  <Step>
    **Manually sync transactions/tag options** by clicking **EXECUTE**.

    * When executing, you can choose which transaction types to sync.
    * You can override the start and end dates for a specific execution.
  </Step>

  <Step>
    **View Connection** info.
  </Step>

  <Step>
    **Enable/disable auto-sync.**

    * Enabled: Transactions/tag options sync automatically every 24 hours.
    * Disabled: Transactions/tag options will not sync automatically.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    **Disconnect** from Dynamics 365.
  </Step>

  <Step>
    **View the History** of transactions synced to your Dynamics 365 account.

    * Each execution shows: Started time, Duration, Status, Tags synced, and Transactions synced.
    * Click on Tags or Transactions counts to view detailed sync results.
  </Step>

  <Step>
    **View Settings** information.
  </Step>

  <Step>
    **Edit settings** if necessary.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

**Auto-sync**

Auto-sync will always process transactions based on the start date specified on the **Connect tab**, with a maximum limit of 2 months back from today. If there is no start date specified on the **Connect tab** then auto-sync will sync transactions up to 2 months back from today.

**Manual sync**

Manual sync will process transactions based on the start date specified on the **Connect tab**, with a limit of 1 year back from today. If there is no start date specified on the **Connect tab** then manual sync will process transactions only up to 2 months back from today.

## Auto Tagger

The Auto Tagger app is a great complement to the Dynamics 365 connector. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## View Synced Transactions in Dynamics 365

In Dynamics 365 Business Central, go to **Finance →** **General Journals →** click on the **PEX Card** journal →

<Frame>
  <img alt="" />
</Frame>

→ view journal entries.

<Frame>
  <img alt="" />
</Frame>

## View Synced Receipts in Dynamics 365

If receipt syncing is enabled, images are stored as incoming document files on journal entries. Go to **Finance →** **General Journals →** click on the **PEX Card** journal →

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

→ click on the *credit line* of a journal entry → scroll to the **Incoming Document Files** section in the *Journal Check panel* →

<Frame>
  <img alt="" />
</Frame>

→ click the file name.

<Frame>
  <img alt="" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="How do receipts appear in Dynamics 365?">
    As incoming document files on journal entries, serving as your system of record.
  </Accordion>

  <Accordion title="Do pending transactions sync?">
    No. Only settled transactions sync. "Pending" next to a merchant name means the transaction hasn't settled.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Do closed cardholder transactions sync?">
    Yes. The connector syncs both open and closed cardholder transactions.
  </Accordion>

  <Accordion title="Can I combine manual and automatic tag sync?">
    We strongly recommend using automatic sync of tag options from Dynamics 365 to PEX. This will keep your PEX tags and Dynamics 365 fields in sync. For more information, check out the support article ["Create PEX tags for Microsoft Dynamics 365"](/administrator-guide/create-pex-tags-for-microsoft-dynamics-365).

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Will a previously synced transaction re-sync after status/tag/receipt changes?">
    No. Contact PEX support to resync a transaction.
  </Accordion>

  <Accordion title="Can I connect multiple PEX accounts to one Dynamics 365 tenant?">
    Yes. Link an existing connection from another PEX account to skip re-authentication.
  </Accordion>

  <Accordion title="Didn't find your answer?">
    See our [Troubleshooting article](/administrator-guide/accounting-software-connector-troubleshooting).
  </Accordion>
</AccordionGroup>

## Support & Inquiries

For any questions or for more information, please email [appsupport+dynamics365@pexcard.com](mailto:appsupport+dynamics365@pexcard.com)


# Connector for Microsoft Dynamics 365 (Prepaid)
Source: https://support.pexcard.com/administrator-guide/connector-for-microsoft-dynamics-365-prepaid

Auto-sync purchases, transfers, fees, rebates and receipt images from PEX into Microsoft Dynamics 365 Business Central, ensuring your data is clean, accurate and up to date. Map Dynamics 365 fields such as Accounts, Vendors, Classes, Departments and Locations to PEX tags. Custom fields are also supported. Receipt images are stored directly in the Dynamics 365 Journal Entry to serve as your system of record.

No need to contact your account manager—get started immediately with your Dynamics 365 and PEX credentials.

## Create General Journal in Dynamics 365

Before transactions can sync from PEX, you must create a General Journal in Dynamics 365 Business Central for the connector to post entries to.

<Steps>
  <Step>
    Go to **Finance →** **General Journals**
  </Step>

  <Step>
    On the **General Journals** page, click **+ New** in the toolbar.
  </Step>

  <Step>
    Fill in the following fields:

    * **Name:** `PEX Card. `
      * **Description:** Enter a description (e.g., `PEX Card Journal`).
      * **Bal. Account Type:** Select `G/L Account. `
  </Step>

  <Step>
    Leave the remaining fields (Bal. Account No., No. Series, Posting No. Series, Reason Code) blank unless your organization requires them.
  </Step>

  <Step>
    Close the page. Your new journal is now available for the PEX connector.
  </Step>
</Steps>

<Note>
  **Note:**

  The journal name must be `PEX Card` for transactions to sync.
</Note>

## Connect PEX and Dynamics 365

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Find **Connector for Dynamics 365**
  </Step>

  <Step>
    Click **More info > Install > Launch** (redirects to the Connect tab)
  </Step>

  <Step>
    Click **CONNECT**
  </Step>
</Steps>

<Note>
  **Note:**

  You need these permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. Enable them in [My Profile > Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

PEX connects via secure OAuth:

<Steps>
  <Step>
    A popup prompts you to sign in with your Microsoft account. Use an account with admin access to your Business Central environment.

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Authorize PEX to access your Dynamics 365 data.
  </Step>

  <Step>
    PEX processes the connection. Status shows **Connected: Not Ready** for a few minutes,

    <Frame>
      <img alt="" />
    </Frame>

    then updates to **Connected: Ready** automatically.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

<Note>
  **Note:**

  For multiple PEX accounts connecting to the same Dynamics 365 tenant, you can link an existing connection instead of re-authenticating.
</Note>

## Configure Transaction Settings

**Start Date:**

* Transactions on/after this date will sync.
* Maximum 1 year back from today.
* Defaults to 2 months back if left empty.
* Auto-sync always processes 2 months back.

**End Date:**

* Transactions on/before this date will sync.
* Defaults to time of sync if left empty.
* Use a narrow range for testing/reconciliation.

**Company:** Select the Dynamics 365 company to book all PEX transactions against. 

* Ensure you have at least one active company to select from the list.

**PEX Account:** Select the Dynamics 365 asset account for your PEX funds. 

* Ensure you have at least one active asset account to select from the list.
* Transfers to PEX will be added to this account.
* Purchases in PEX will be deducted from this account.
* Fees in PEX will be deducted from this account.
* Rebates from PEX will be added to this account.

<Frame>
  <img alt="" />
</Frame>

## Purchases

To sync purchases to Dynamics 365, enable *Create journal entries in Dynamics for cardholder purchases*. Configure the following:

* **Sync all purchases or only approved purchases**
  * "Only sync approved purchases" (recommended) means that purchases must be approved in PEX before syncing to Dynamics 365.
* **Sync purchase attachments**
  * If this box is checked, purchase receipts will sync to Dynamics 365.
* **Use settlement dates or purchase dates**
  * Purchases sync only once settled, but you can choose either the settlement or purchase date as the posting date in Dynamics 365.
    * Note: A purchase may settle in a period following the time of purchase.
* **Create a Dynamics vendor for each unique merchant**
  * *Unchecked:* Map vendor to a static Dynamics 365 vendor or PEX tag (see Mappings).
    * *Checked:* PEX will record purchases with existing vendors in your Dynamics 365 account or auto-create a new vendor if one doesn't exist. 
    * **Update vendors with the chosen company if needed**
      * *Checked:* Automatically assigns your chosen company to the vendor in Dynamics 365.
        * *Unchecked:* You'll need to manually add your chosen company to the vendor, or the purchase will fail to sync.
        * **Use standardized vendor names** 
      * *Checked:* PEX will record purchases like "Target #0973226" simply as "Target" in Dynamics 365.
        * *Unchecked:* PEX will record purchases like "Target #0973226" as "Target #0973226" in Dynamics 365.

<Frame>
  <img alt="" />
</Frame>

**Purchase Field Mappings**

Map Dynamics 365 fields to static values or PEX tags. Fields can be mapped to static values or PEX Tags. If you choose to use PEX tags, you must create them in advance, following the logic described in the ["Create PEX tags for Microsoft Dynamics 365"](/administrator-guide/create-pex-tags-for-microsoft-dynamics-365) article.  

For example, the "Expense Account" is one of the fields on your Purchase:

* Mapping the "Expense Account" field to a static value means that you can select one account out of the many presented in Dynamics 365, and that value ("Advertising" in our example below) will be applied to all PEX purchases. 
  <Frame>
    <img alt="" />
  </Frame>
  Note that a purchase will not be tagged with this static value. You will not see this static value on the purchase details. The static value will be used only when syncing a purchase to Dynamics 365.
* Mapping the "Expense Account" field to a PEX tag ("Expense Account" in our example below) means that you and your cardholders can select one of the tag values for each purchase. 
  <Frame>
    <img alt="" />
  </Frame>
  For that go to the "Transactions" menu -> locate a purchase -> click on it -> select a tag value ("Office Supplies" in our example below) of the "Expense Account" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Dynamics 365 connector setup and sync tag options from Dynamics 365 to PEX.  
  <Frame>
    <img alt="" />
  </Frame>
  When mapping to a tag, you can also specify a default "Expense Account" value: for example, Uncategorized, as highlighted below.
  <Frame>
    <img alt="" />
  </Frame>
  Note that a purchase will not be tagged with this default value ("Uncategorized" in our example) on the purchase details. It means that if you or your cardholders forget to tag a purchase before it is synced to Dynamics 365, the default value ("Uncategorized" in our example) will be applied to this purchase during the sync.
  If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,
  <Frame>
    <img alt="" />
  </Frame>
  that specific purchase will be recorded against the expense account ("Accounting" in our example below) you tagged the purchase with. Tags take precedence over default values.
  <Frame>
    <img alt="" />
  </Frame>
* Enable the sync toggle to sync field values from Dynamics 365 into PEX as tag options. 
  <Frame>
    <img alt="" />
  </Frame>
  For example, the values for the PEX tag "Expense Account" (in [Tag Manager](https://dashboard.pexcard.com/business-settings/workflows/tags?utm_source=support)) will be populated with the names of your Dynamics 365 accounts. 
  <Frame>
    <img alt="" />
  </Frame>

If you have left the "Create a Dynamics vendor for each unique merchant" unchecked, you can map the vendor to a single static Dynamics 365 vendor called "PEX". 

<Frame>
  <img alt="" />
</Frame>

Select "Static" for Vendor and "PEX" in the Value column.

<Frame>
  <img alt="" />
</Frame>

## Fees

To sync business & cardholder fees to Dynamics 365, enable the toggle *Create journal entries in Dynamics for business & cardholder fees*. 

**Fee Field Mappings**

Map Dynamics 365 fields so the connector knows which values to use when syncing fees to Dynamics 365. The fields can only be mapped to static values. PEX fee transactions that sync to Dynamics 365 will debit the account selected in the "Value" column ("Advertising" in our example below). The same account can be used for both purchases and fees.  

<Frame>
  <img alt="" />
</Frame>

## Transfers

To sync business transfers to Dynamics 365, enable the toggle *Create journal entries in Dynamics for business transfers*.

**Transfer Field Mappings**

Map Dynamics 365 fields so the connector knows which values to use when syncing transfers to Dynamics 365. The fields can only be mapped to static values. PEX transfer transactions that sync to Dynamics 365 will credit the bank account selected in the "Value" column ("Checking " in our example below).    

<Frame>
  <img alt="" />
</Frame>

## Rebates

To sync business rebates to Dynamics 365, enable the toggle *Create journal entries in Dynamics for business rebates*. 

**Rebate Field Mappings**

Map Dynamics 365 fields so the connector knows which values to use when syncing rebates to Dynamics 365. The fields can only be mapped to static values. PEX rebate transactions that sync to Dynamics 365 will credit the income account selected in the "Value" column ("Income" in our example below).    

<Frame>
  <img alt="" />
</Frame>

Click "Save". PEX will redirect you to the **Sync tab**.

## Sync to Dynamics 365

<Frame>
  <img alt="" />
</Frame>

In the Sync tab, you can:

<Steps>
  <Step>
    **View the last synchronization time.**
  </Step>

  <Step>
    **Manually sync transactions/tag options** by clicking **EXECUTE**.

    * When executing, you can choose which transaction types to sync.
      * You can override the start and end dates for a specific execution.
  </Step>

  <Step>
    **View Connection** info.
  </Step>

  <Step>
    **Enable/disable auto-sync.**

    * Enabled: Transactions/tag options sync automatically every 24 hours.

      * Disabled: Transactions/tag options will not sync automatically.

      <Frame>
        <img alt="" />
      </Frame>
  </Step>

  <Step>
    **Disconnect** from Dynamics 365.
  </Step>

  <Step>
    **View the History** of transactions synced to your Dynamics 365 account.

    * Each execution shows: Started time, Duration, Status, Tags synced, and Transactions synced.
      * Click on Tags or Transactions counts to view detailed sync results.
  </Step>

  <Step>
    **View Settings** information.
  </Step>

  <Step>
    **Edit settings** if necessary.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

**Auto-sync**

Auto-sync will always process transactions based on the start date specified on the **Connect tab**, with a maximum limit of 2 months back from today. If there is no start date specified on the **Connect tab** then auto-sync will sync transactions up to 2 months back from today.

**Manual sync**

Manual sync will process transactions based on the start date specified on the **Connect tab**, with a limit of 1 year back from today. If there is no start date specified on the **Connect tab** then manual sync will process transactions only up to 2 months back from today.

## Auto Tagger

The Auto Tagger app is a great complement to the Dynamics 365 connector. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## View Synced Transactions in Dynamics 365

In Dynamics 365 Business Central, go to **Finance →** **General Journals →** click on the **PEX Card** journal →

<Frame>
  <img alt="" />
</Frame>

→ view journal entries.

<Frame>
  <img alt="" />
</Frame>

## View Synced Receipts in Dynamics 365

If receipt syncing is enabled, images are stored as incoming document files on journal entries. Go to **Finance →** **General Journals →** click on the **PEX Card** journal →

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

→ click on the *credit line* of a journal entry → scroll to the **Incoming Document Files** section in the *Journal Check panel* →

<Frame>
  <img alt="" />
</Frame>

→ click the file name.

<Frame>
  <img alt="" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="How do receipts appear in Dynamics 365?">
    As incoming document files on journal entries, serving as your system of record.
  </Accordion>

  <Accordion title="Do pending transactions sync?">
    No. Only settled transactions sync. "Pending" next to a merchant name means the transaction hasn't settled.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Do closed cardholder transactions sync?">
    Yes. The connector syncs both open and closed cardholder transactions.
  </Accordion>

  <Accordion title="Can I combine manual and automatic tag sync?">
    We strongly recommend using automatic sync of tag options from Dynamics 365 to PEX. This will keep your PEX tags and Dynamics 365 fields in sync. For more information, check out the support article ["Create PEX tags for Microsoft Dynamics 365"](/administrator-guide/create-pex-tags-for-microsoft-dynamics-365).  

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Will a previously synced transaction re-sync after status/tag/receipt changes?">
    No. Contact PEX support to resync a transaction.
  </Accordion>

  <Accordion title="Can I connect multiple PEX accounts to one Dynamics 365 tenant?">
    Yes. Link an existing connection from another PEX account to skip re-authentication.
  </Accordion>

  <Accordion title="Didn't find your answer?">
    Didn't find your answer? See our [Troubleshooting article](/administrator-guide/accounting-software-connector-troubleshooting).
  </Accordion>
</AccordionGroup>

## Support & Inquiries

For any questions or for more information, please email [appsupport+dynamics365@pexcard.com](mailto:appsupport+dynamics365@pexcard.com)


# Connector for NetSuite (Credit)
Source: https://support.pexcard.com/administrator-guide/connector-for-netsuite-charge

Auto-sync purchases, bill payments, fees, rebates and receipt images from PEX into NetSuite, ensuring your data is clean, accurate and up to date. Map NetSuite fields such as Accounts, Vendors, Classes, Departments and Locations to PEX tags. Custom fields are also supported.

Auto-sync purchases, bill payments, fees, rebates and receipt images from PEX into NetSuite, ensuring your data is clean, accurate and up to date. Map NetSuite fields such as Accounts, Vendors, Classes, Departments and Locations to PEX tags. Custom fields are also supported. Receipt images are stored directly in the NetSuite Journal Entry to serve as your system of record.

To configure this integration, you don't even need to wait for your account manager. You can get started right away with just your NetSuite and PEX credentials.

## Connect PEX and NetSuite

To connect your PEX and your NetSuite accounts from the PEX Marketplace follow these steps:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/)

* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available)

* Locate **Connector for NetSuite**.

* Click **More info** > **Install** > **Launch**.

  * You'll be re-directed to a **Connect** tab.

* Click **Connect**.

  <img alt="" />

Note: To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions).

## NetSuite Set Up

PEX provides clear step-by-step instructions to help you get set up in NetSuite. *Note: Permanent Admin permissions in NetSuite are required to complete the following setup.*

* PEX will open a new popup window.

  <img alt="" />

* Click on the **AccountLink Bundle** active link.

  <img alt="" />

  * You are redirected to your NetSuite account. If you aren’t logged in already, please log in and click on the **AccountLink Bundle** active link again.

* Click **Install**.

  <img alt="" />

* If there are any conflicts on the Bundle Installation page (like the screenshot below), please select the "Replace Existing Object" Option. Otherwise, you may run into a "Your NetSuite Bundle is outdated" error.

  <img alt="" />

* If no conflicts, click **Next**.

  <img alt="" />

* Click on the **Enable Features Page** active link.

  <img alt="" />

* Navigate to the **SuiteCloud** tab.

  <img alt="" />

* Enable the following features:

  * SuiteBuilder - CUSTOM RECORDS

  * SuiteScript - CLIENT SUITESCRIPT

  * SuiteScript - SERVER SUITESCRIPT

  * SuiteTalk (Web Services) - REST WEB SERVICES

  * Manage Authentication - TOKEN-BASED AUTHENTICATION

* Click **Save**.

  <img alt="" />

* Click **Next**.

  <img alt="" />

* Check the **I have successfully followed all the steps** checkbox and click **Continue**.

  <img alt="" />

* Click **Allow**.

  <img alt="" />

* You will see the **Connected: Ready** status.

  <img alt="" />

## Configure Transaction Settings

On the Transaction Settings card, you can configure the **Start Date** and **End Date**.

Start date:

* Must be less than 1 year ago (if today is Nov 30, 2024 then you can not go further back than Nov 30, 2023).
* Leave empty to default 2 months back.
* Auto-sync will always process 2 months back.

End Date:

* Leave empty to default to the time of sync.
* Temporarily pick a small date range for testing and reconciliation purposes.

For PEX to know which subsidiary to sync transactions to, select a **NetSuite subsidiary** if it is not already prepopulated. Ensure you have at least one active subsidiary to select from the list.

Select a **NetSuite bank account** to represent your PEX account balance.

* The dropdown lists all accounts of a bank type from the NetSuite account.
* Bill payments that sync to NetSuite will debit the selected bank account.
* Purchases that sync to NetSuite will credit this account.
* Fees that sync to NetSuite will credit this account (both business account fees and ISA fees).
* Rebates that sync to NetSuite will debit this account.

## Sync purchases

To sync purchases to NetSuite, enable the toggle *Create journal entries in NetSuite for cardholder purchases*.

Configure the following:

* Sync all purchases or only approved purchases

  * "Only sync approved purchases" means that purchases must be approved in PEX before syncing to NetSuite.

* Sync purchase attachments

  * If this box is checked, purchase receipts will sync to NetSuite.

* Use settlement dates or purchase dates

  * Purchases sync only once settled, but you can choose either the settlement or purchase date as the posting date in NetSuite.

* Create a NetSuite vendor for each unique merchant.

  * Leave unchecked to map the vendor to a static NetSuite vendor or a PEX tag in the Mappings table below.

  * If this box is checked, PEX will record purchases with existing vendors in your NetSuite account or auto create a new vendor if one doesn't exist.

* Use standardized vendor names.

  * If this box is checked, PEX will record purchases like "Walmart23455" and "Walmart-Brooklyn223" simply as "Walmart" in NetSuite, instead of using the non-standardized vendor names.

**Purchase Field Mappings**

Map NetSuite fields with PEX tags. Fields can be mapped to static values or PEX Tags. If you choose to use PEX tags, you must create them in advance, following the logic described in the ["Create PEX tags for NetSuite"](/administrator-guide/create-pex-tags-for-netsuite) article.

For example, the "Expense Account" is one of the fields on your Purchase:

* Mapping the "Expense Account" field to a static value means that you can select one account out of the many presented in NetSuite, and that value ("Advertising" in our example below) will be applied to all PEX purchases.\\

  <img alt="" />

  Note that a purchase will not be tagged with this static value. You will not see this static value on the purchase details. The static value will be used only when syncing a purchase to NetSuite.

* Mapping the "Expense Account" field to a PEX tag ("Expense Account" in our example below) means that you and your cardholders can select one of the tag values for each purchase.\\

  <img alt="" />

  For that go to the "Transactions" menu -> locate a purchase -> click on it -> select a tag value ("Office Supplies" in our example below) of the "Expense Account" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the NetSuite connector setup and sync tag options from NetSuite to PEX.

  <img alt="" />

  When mapping to a tag, you can also specify a default "Expense Account" value: for example, Uncategorized, as highlighted below.

  <img alt="" />

  Note that a purchase will not be tagged with this default value ("Uncategorized" in our example) on the purchase details. It means that if you or your cardholders forget to tag a purchase before it is synced to NetSuite, the default value ("Uncategorized" in our example) will be applied to this purchase during the sync.

  If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,

  <img alt="" />

  that specific purchase will be recorded against the expense account ("Accounting" in our example below) you tagged the purchase with. Tags take precedence over default values.

  <img alt="" />

* Enable the sync toggle to sync field values from NetSuite into PEX as tag options.

  <img alt="" />

  For example, the values for the PEX tag "Expense Account" (in [Tag Manager](https://dashboard.pexcard.com/business-settings/tag-manager)) will be populated with the names of your NetSuite accounts.

  <img alt="" />

If you have left the "Create a NetSuite vendor for each unique merchant" unchecked, you can map the vendor to a single static NetSuite vendor called "PEX".

<Frame>
  <img alt="" />
</Frame>

Select "Static" for Vendor and "PEX" in the Value column.

<Frame>
  <img alt="" />
</Frame>

## Custom fields

PEX imports all fields, including custom fields, from NetSuite to support complete and accurate transaction coding. The following types of custom fields are currently supported:

* Boolean

* Decimal: Maximum of 10 characters (including commas and dots).

* List
  * PEX does not display custom fields of the list type that have no options in the Mappings table.

    <img alt="" />

* Free-form text: Up to 200 characters.

* Text area: Up to 200 characters.

* Hyperlink: Must start with http\://, https\://, ftp\://, or file://.

* Date: Format must be YYYY-MM-DD.

* Email address: Must include @ and .com.

* Password: Maximum of 15 characters.

* Percent: Maximum of 15 characters, NetSuite automatically adds % (e.g., 5.123456789123 becomes 5.1235%).

* Phone number: Maximum of 32 characters, NetSuite automatically adds + or +1 at the beginning if not already included.

Note: PEX does not display custom fields with empty names in the Mappings table.

## Sync fees

To sync business & cardholder fees to NetSuite, enable the toggle *Create journal entries in NetSuite for business & cardholder fees*.

<Frame>
  <img alt="" />
</Frame>

**Fee Field Mappings**

Map NetSuite fields so the connector knows which values to use when syncing fees to NetSuite. The fields can only be mapped to static values. PEX fee transactions that sync to NetSuite will debit the account selected in the "Value" column ("Advertising" in our example below). The same account can be used for both purchases and fees.

<Frame>
  <img alt="" />
</Frame>

## Sync Bill Payments

To sync bill payments to NetSuite, enable the toggle *Create journal entries in NetSuite for bill payments*.

<Frame>
  <img alt="" />
</Frame>

**Bill Payment Field Mappings**

Map NetSuite fields so the connector knows which values to use when syncing bill payments to NetSuite. The fields can only be mapped to static values. PEX bill payment transactions that sync to NetSuite will credit the bank account selected in the "Value" column ("Checking" in our example below).

<Frame>
  <img alt="" />
</Frame>

## Sync rebates

To sync business rebates to NetSuite, enable the toggle *Create journal entries in NetSuite for business rebates*.

<Frame>
  <img alt="" />
</Frame>

**Rebate Field Mappings**

Map NetSuite fields so the connector knows which values to use when syncing rebates to NetSuite. The fields can only be mapped to static values. PEX rebate transactions that sync to NetSuite will credit the income account selected in the "Value" column ("Income" in our example below).

<Frame>
  <img alt="" />
</Frame>

Click "Save". PEX will redirect you to the **Sync tab**.

## Sync Tab

In the Sync tab, you can:

1. View the last synchronization time.

2. Manually sync transactions/tag options by clicking **Execute**.

   <img alt="" />

   <img alt="" />

3. View **Connection** info.

4. Enable/disable auto-sync. *Auto-sync is not available during the connector BETA period.*

   * Enabled: Transactions sync automatically every 24 hours.

   * Disabled: Transactions will not sync automatically.

     <img alt="" />

5. Disconnect.

6. View the **History** of transactions synced to your NetSuite account.

   <img alt="" />

7. View Settings information

8. Edit settings if necessary.\\
   <img alt="" />

**Auto-sync**\
Auto-sync will always process transactions based on the start date specified on the **Connect tab**, with a maximum limit of 2 months back from today. If there is no start date specified on the **Connect tab** then auto-sync will sync transactions up to 2 months back from today.

**Manual sync**\
Manual sync will process transactions based on the start date specified on the **Connect tab**, with a limit of 1 year back from today. If there is no start date specified on the **Connect tab** then manual sync will process transactions only up to 2 months back from today.

## AUTO TAGGER

The Auto Tagger app is a great complement to NetSuite. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## View Synced Transactions in NetSuite

Log into your NetSuite account and navigate to *Transactions -> Financial -> Make Journal Entries -> List* to view synced transactions.

<Frame>
  <img alt="" />
</Frame>

Purchase transaction memos are automatically populated with the following details: Vendor, Subsidiary, Cardholder, Purchase ID, Date, Transaction Description, and Amount.

## View Synced Receipts in NetSuite

Log into your NetSuite account and navigate to *Transactions -> Financial -> Make Journal Entries -> List* ->

<Frame>
  <img alt="" />
</Frame>

-> click *View* to open your transaction ->

<Frame>
  <img alt="" />
</Frame>

-> scroll to *Files* and click on the receipt to view it.

<Frame>
  <img alt="" />
</Frame>

## Frequently asked questions

**How do receipt images show up in NetSuite?**\
Receipt images are stored directly in the NetSuite Journal Entry to serve as your system of record.

**Does PEX support Custom Fields?**\
Yes, Custom fields are supported.

**Can I enable auto-sync?**\
Auto-sync is not available during the connector BETA period.

**Do pending transactions get synced?**\
No, only settled transactions are synced. If you see a "Pending" label next to the merchant name as shown on the screen below, then the transaction is still in the pending status.

<Frame>
  <img alt="" />
</Frame>

**Do transactions of closed cardholders get synced?**\
Yes.

**Can I combine manual and automatic tag sync from NetSuite to PEX?**\
We strongly recommend using automatic sync of tag options from NetSuite to PEX. This will keep your PEX tags and NetSuite fields in sync. For more information, check out the support article ["Create PEX tags for NetSuite".](/administrator-guide/create-pex-tags-for-netsuite)

<Frame>
  <img alt="" />
</Frame>

**Will a previously synced transaction re-sync to my NetSuite account if I change its status (Rejected -> Approved), re-tag or add another receipt?**\
No, if you need to resync a transaction, please contact the PEX support team.

**Can PEX sync transactions as auto-approved journal entries to NetSuite?**\
PEX can sync approved transactions to NetSuite, but it currently cannot auto-approve them as journal entries in NetSuite. *Note: this is being added as an enhancement soon.*

Quick workaround: Follow this link to add the workflow for auto-approving journal entries in NetSuite [https://suiteanswers.custhelp.com/app/answers/detail/a\_id/95462/\~/automatically-approve-existing-journal-entries-via-workflow-](https://suiteanswers.custhelp.com/app/answers/detail/a_id/95462/~/automatically-approve-existing-journal-entries-via-workflow-F) Just make two adjustments:

\#1.6 Select **Journal** for Type.

<Frame>
  <img alt="" />
</Frame>

\#2.1 Select **Transaction** for Record type. It prompts a SubType field. Select **Journal Entry**.

<Frame>
  <img alt="" />
</Frame>

**What type of cardholder transactions sync?**\
PEX only syncs active cardholders. Any deleted or inactive cardholder transactions will not sync. We recommend syncing all existing purchases before closing/deleting a PEX card.

**Didn’t find the answer you were looking for?** Check out our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.

For any questions or for more information, please email [appsupport+netsuite@pexcard.com](mailto:appsupport+netsuite@pexcard.com)


# Connector for NetSuite (Prepaid)
Source: https://support.pexcard.com/administrator-guide/connector-for-netsuite-prepaid

Auto-sync purchases, transfers, fees, rebates and receipt images from PEX into NetSuite, ensuring your data is clean, accurate and up to date. Map NetSuite fields such as Accounts, Vendors, Classes, Departments and Locations to PEX tags. Custom fields are also supported.

Auto-sync purchases, transfers, fees, rebates and receipt images from PEX into NetSuite, ensuring your data is clean, accurate and up to date. Map NetSuite fields such as Accounts, Vendors, Classes, Departments and Locations to PEX tags. Custom fields are also supported. Receipt images are stored directly in the NetSuite Journal Entry to serve as your system of record.

To configure this integration, you don't even need to wait for your account manager. You can get started right away with just your NetSuite and PEX credentials.

## Connect PEX and NetSuite

To connect your PEX and your NetSuite accounts from the PEX Marketplace follow these steps:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/)

* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available)

* Locate **Connector for NetSuite**.

* Click **More info** > **Install** > **Launch**.

  * You'll be re-directed to a **Connect** tab.

* Click **Connect**.

  <img alt="" />

Note: To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions).

## NetSuite Set Up

PEX provides clear step-by-step instructions to help you get set up in NetSuite. *Note: Permanent Admin permissions in NetSuite are required to complete the following setup.*

* PEX will open a new popup window.

  <img alt="" />

* Click on the **AccountLink Bundle** active link.

  <img alt="" />

  * You are redirected to your NetSuite account. If you aren’t logged in already, please log in and click on the **AccountLink Bundle** active link again.

* Click **Install**.

  <img alt="" />

* If there are any conflicts on the Bundle Installation page (like the screenshot below), please select the "Replace Existing Object" Option. Otherwise, you may run into a "Your NetSuite Bundle is outdated" error.

* If no conflicts, click **Next**.

  <img alt="" />

* Click on the **Enable Features Page** active link.

  <img alt="" />

* Navigate to the **SuiteCloud** tab.

  <img alt="" />

* Enable the following features:

  * SuiteBuilder - CUSTOM RECORDS

  * SuiteScript - CLIENT SUITESCRIPT

  * SuiteScript - SERVER SUITESCRIPT

  * SuiteTalk (Web Services) - REST WEB SERVICES

  * Manage Authentication - TOKEN-BASED AUTHENTICATION

* Click **Save**.

  <img alt="" />

* Click **Next**.

  <img alt="" />

* Check the **I have successfully followed all the steps** checkbox and click **Continue**.

  <img alt="" />

* Click **Allow**.

  <img alt="" />

* You will see the **Connected: Ready** status.

  <img alt="" />

## Configure Transaction Settings

On the Transaction Settings card, you can configure the **Start Date** and **End Date**.

Start date:

* Must be less than 1 year ago (if today is Nov 30, 2024 then you can not go further back than Nov 30, 2023).
* Leave empty to default 2 months back.
* Auto-sync will always process 2 months back.

End Date:

* Leave empty to default to the time of sync.
* Temporarily pick a small date range for testing and reconciliation purposes.

For PEX to know which subsidiary to sync transactions to, select a **NetSuite subsidiary** if it is not already prepopulated. Ensure you have at least one active subsidiary to select from the list.

Select a **NetSuite bank account** to represent your PEX account balance.

* The dropdown lists all accounts of a bank type from the NetSuite account.
* Transfers that sync to NetSuite will debit the selected bank account.
* Purchases that sync to NetSuite will credit this account.
* Fees that sync to NetSuite will credit this account (both business account fees and ISA fees).
* Rebates that sync to NetSuite will debit this account.

## Sync purchases

To sync purchases to NetSuite, enable the toggle *Create journal entries in NetSuite for cardholder purchases*.

Configure the following:

* Sync all purchases or only approved purchases

  * "Only sync approved purchases" means that purchases must be approved in PEX before syncing to NetSuite.

* Sync purchase attachments

  * If this box is checked, purchase receipts will sync to NetSuite.

* Use settlement dates or purchase dates

  * Purchases sync only once settled, but you can choose either the settlement or purchase date as the posting date in NetSuite.

* Create a NetSuite vendor for each unique merchant.

  * Leave unchecked to map the vendor to a static NetSuite vendor or a PEX tag in the Mappings table below.

  * If this box is checked, PEX will record purchases with existing vendors in your NetSuite account or auto create a new vendor if one doesn't exist.

    * Update vendors with the chosen subsidiary if needed.
      * If vendors do not include the chosen subsidiary, transactions will fail to sync.
        * For example, if the vendor Walmart does not include your chosen subsidiary in NetSuite but the purchase is from Walmart, checking this checkbox will automatically assign your chosen subsidiary to the vendor in NetSuite, allowing the purchase to successfully sync. If the checkbox is unchecked, you'll need to manually add your chosen subsidiary to the Walmart vendor, or the purchase will fail to sync.

    * Use standardized vendor names.

      * If this box is checked, PEX will record purchases like "Walmart23455" and "Walmart-Brooklyn223" simply as "Walmart" in NetSuite, instead of using the non-standardized vendor names.

**Purchase Field Mappings**

Map NetSuite fields with PEX tags. Fields can be mapped to static values or PEX Tags. If you choose to use PEX tags, you must create them in advance, following the logic described in the ["Create PEX tags for NetSuite"](/administrator-guide/create-pex-tags-for-netsuite) article.

For example, the "Expense Account" is one of the fields on your Purchase:

* Mapping the "Expense Account" field to a static value means that you can select one account out of the many presented in NetSuite, and that value ("Advertising" in our example below) will be applied to all PEX purchases.\\

  <img alt="" />

  Note that a purchase will not be tagged with this static value. You will not see this static value on the purchase details. The static value will be used only when syncing a purchase to NetSuite.

* Mapping the "Expense Account" field to a PEX tag ("Expense Account" in our example below) means that you and your cardholders can select one of the tag values for each purchase.\\

  <img alt="" />

  For that go to the "Transactions" menu -> locate a purchase -> click on it -> select a tag value ("Office Supplies" in our example below) of the "Expense Account" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the NetSuite connector setup and sync tag options from NetSuite to PEX.

  <img alt="" />

  When mapping to a tag, you can also specify a default "Expense Account" value: for example, Uncategorized, as highlighted below.

  <img alt="" />

  Note that a purchase will not be tagged with this default value ("Uncategorized" in our example) on the purchase details. It means that if you or your cardholders forget to tag a purchase before it is synced to NetSuite, the default value ("Uncategorized" in our example) will be applied to this purchase during the sync.

  If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,

  <img alt="" />

  that specific purchase will be recorded against the expense account ("Accounting" in our example below) you tagged the purchase with. Tags take precedence over default values.

  <img alt="" />

* Enable the sync toggle to sync field values from NetSuite into PEX as tag options.

  <img alt="" />

  For example, the values for the PEX tag "Expense Account" (in [Tag Manager](https://dashboard.pexcard.com/business-settings/tag-manager)) will be populated with the names of your NetSuite accounts.

  <img alt="" />

If you have left the "Create a NetSuite vendor for each unique merchant" unchecked, you can map the vendor to a single static NetSuite vendor called "PEX".

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Select "Static" for Vendor and "PEX" in the Value column.

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## Custom Segments

PEX imports custom segments from NetSuite to support complete and accurate transaction coding.

1. PEX supports custom segments of the List/Record type.

2. PEX displays a custom segment in the Mappings table even if it is **hidden** or **disabled**.
   1. You can sync a transaction with such a custom segment to NetSuite, but to view it in NetSuite, you must change its **Display Type** to **Normal**.

3. When a custom segment is applied to a Journal Entry (*Transactions → Application & Sourcing → Application → "Applied" is checked for "Journal Entry"*), PEX syncs the transaction with the custom segment and displays it under the Classification section in NetSuite.\\
   <img alt="" />

4. PEX does not display a custom segment in the Mappings table if:
   1. Custom segment is inactive in NetSuite.
   2. Custom segment is not applied to Journal Entry (*Transactions -> Application & Sourcing -> Application -> "Applied" is not checked for "Journal Entry"*).

5. PEX does not display inactive custom segment values in the Mappings table dropdown lists, nor does it sync them as tag options in Tag Manager.

## Transaction Body Fields

PEX imports transaction body fields from NetSuite to support complete and accurate transaction coding.

* The following types of transaction body fields are currently supported:

  * Check Box

  * Currency

  * Decimal Number: Maximum of 10 characters (including commas and dots).

  * Document, static only?

  * Email Address: Must include @ and .com

  * Free-Form Text: Up to 200 characters.

  * Hyperlink: Must start with http\://, https\://, ftp\://, or file://; maximum of 200 characters.

  * Image

  * Integer Number: Maximum of 10 characters (including commas and dots).

  * List/Record
    * PEX does not display custom fields of the list type that have no options in the Mappings table.

      <img alt="" />

  * Long Text

  * Password: Maximum of 15 characters.

  * Percent: Maximum of 15 characters, NetSuite automatically adds % (e.g., 5.123456789123 becomes 5.1235%).

  * Phone Number: Maximum of 32 characters, NetSuite automatically adds + or +1 at the beginning if not already included.

  * Rich Text: Up to 200 characters.

  * Text Area: Up to 200 characters.

* PEX displays a transaction body field in the Mappings table even if it is **hidden** or **disabled**.
  * You can sync a transaction with such a transaction body field to NetSuite, but to view it in NetSuite, you must change its **Display Type** to **Normal**.

* Ensure that **Store Value** is checked so the transaction body field appears as a column under the Lines section.\\
  <img alt="" />

* PEX does not display a transaction body field in the Mappings table if:
  * Transaction body field is inactive in NetSuite.
  * Transaction body field is not applied to Journal (*Applies To -> "Journal" is not checked*).

## Transaction Line Fields

PEX imports transaction line fields from NetSuite to support complete and accurate transaction coding.

* The following types of custom fields are currently supported:
  * Boolean

  * Currency

  * Decimal: Maximum of 10 characters (including commas and dots).

  * List
    * PEX does not display custom fields of the list type that have no options in the Mappings table.

      <img alt="" />

  * Free-form text: Up to 200 characters.

  * Text area: Up to 200 characters.

  * Hyperlink: Must start with http\://, https\://, ftp\://, or file://; maximum of 200 characters.

  * Date: Format must be YYYY-MM-DD.

  * Email address: Must include @ and .com

  * Integer Number: Maximum of 10 characters (including commas and dots).

  * Password: Maximum of 15 characters.

  * Percent: Maximum of 15 characters, NetSuite automatically adds % (e.g., 5.123456789123 becomes 5.1235%).

  * Phone number: Maximum of 32 characters, NetSuite automatically adds + or +1 at the beginning if not already included.

* PEX displays a transaction line field in the Mappings table even if it is **hidden** or **disabled**.
  1. You can sync a transaction with such a transaction line field to NetSuite, but to view it in NetSuite, you must change its **Display Type** to **Normal**.

* Ensure that **Store Value** is checked so the transaction line field appears as a column under the Lines section.<img alt="" />

* PEX does not display a transaction line field in the Mappings table if:
  1. Transaction line field is inactive in NetSuite.
  2. Transaction line field is not applied to Journal (*Applies To -> "Journal" is not checked*).

## Sync fees

To sync business & cardholder fees to NetSuite, enable the toggle *Create journal entries in NetSuite for business & cardholder fees*.

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**Fee Field Mappings**

Map NetSuite fields so the connector knows which values to use when syncing fees to NetSuite. The fields can only be mapped to static values. PEX fee transactions that sync to NetSuite will debit the account selected in the "Value" column ("Advertising" in our example below). The same account can be used for both purchases and fees.

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## Sync transfers

To sync business transfers to NetSuite, enable the toggle *Create journal entries in NetSuite for business transfers*.

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**Transfer Field Mappings**

Map NetSuite fields so the connector knows which values to use when syncing transfers to NetSuite. The fields can only be mapped to static values. PEX transfer transactions that sync to NetSuite will credit the bank account selected in the "Value" column ("Checking" in our example below).

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## Sync rebates

To sync business rebates to NetSuite, enable the toggle *Create journal entries in NetSuite for business rebates*.

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**Rebate Field Mappings**

Map NetSuite fields so the connector knows which values to use when syncing rebates to NetSuite. The fields can only be mapped to static values. PEX rebate transactions that sync to NetSuite will credit the income account selected in the "Value" column ("Income" in our example below).

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Click "Save". PEX will redirect you to the **Sync tab**.

## Sync Tab

In the Sync tab, you can:

1. View the last synchronization time.

2. Manually sync transactions/tag options by clicking **Execute**.

   <img alt="" />

   <img alt="" />

3. View **Connection** info.

4. Enable/disable auto-sync. *Auto-sync is not available during the connector BETA period.*

   * Enabled: Transactions sync automatically every 24 hours.

   * Disabled: Transactions will not sync automatically.

     <img alt="" />

5. Disconnect.

6. View the **History** of transactions synced to your NetSuite account.

   <img alt="" />

7. View Settings information

8. Edit settings if necessary.\\
   <img alt="" />

**Auto-sync**\
Auto-sync will always process transactions based on the start date specified on the **Connect tab**, with a maximum limit of 2 months back from today. If there is no start date specified on the **Connect tab** then auto-sync will sync transactions up to 2 months back from today.

**Manual sync**\
Manual sync will process transactions based on the start date specified on the **Connect tab**, with a limit of 1 year back from today. If there is no start date specified on the **Connect tab** then manual sync will process transactions only up to 2 months back from today.

## AUTO TAGGER

The Auto Tagger app is a great complement to NetSuite. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## View Synced Transactions in NetSuite

Log into your NetSuite account and navigate to *Transactions -> Financial -> Make Journal Entries -> List* to view synced transactions.

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Purchase transaction memos are automatically populated with the following details: Vendor, Subsidiary, Cardholder, Purchase ID, Date, Transaction Description, and Amount.

## View Synced Receipts in NetSuite

Log into your NetSuite account and navigate to *Transactions -> Financial -> Make Journal Entries -> List* ->

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-> click *View* to open your transaction ->

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-> scroll to *Files* and click on the receipt to view it.

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## Frequently asked questions

**How do receipt images show up in NetSuite?**\
Receipt images are stored directly in the NetSuite Journal Entry to serve as your system of record.

**Does PEX support Custom Fields?**\
Yes, Custom fields are supported.

**Can I enable auto-sync?**\
Auto-sync is not available during the connector BETA period.

**Do pending transactions get synced?**\
No, only settled transactions are synced. If you see a "Pending" label next to the merchant name as shown on the screen below, then the transaction is still in the pending status.

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**Do transactions of closed cardholders get synced?**\
Yes.

**Can I combine manual and automatic tag sync from NetSuite to PEX?**\
We strongly recommend using automatic sync of tag options from NetSuite to PEX. This will keep your PEX tags and NetSuite fields in sync. For more information, check out the support article ["Create PEX tags for NetSuite".](/administrator-guide/create-pex-tags-for-netsuite)

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**Will a previously synced transaction re-sync to my NetSuite account if I change its status (Rejected -> Approved), re-tag or add another receipt?**\
No, if you need to resync a transaction, please contact the PEX support team.

**Can PEX sync transactions as auto-approved journal entries to NetSuite?**\
PEX can sync approved transactions to NetSuite, but it currently cannot auto-approve them as journal entries in NetSuite. *Note: this is being added as an enhancement soon.*

Quick workaround: Follow this link to add the workflow for auto-approving journal entries in NetSuite [https://suiteanswers.custhelp.com/app/answers/detail/a\_id/95462/\~/automatically-approve-existing-journal-entries-via-workflow-](https://suiteanswers.custhelp.com/app/answers/detail/a_id/95462/~/automatically-approve-existing-journal-entries-via-workflow-F) Just make two adjustments:

\#1.6 Select **Journal** for Type.

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\#2.1 Select **Transaction** for Record type. It prompts a SubType field. Select **Journal Entry**.

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**What type of cardholder transactions sync?**\
PEX only syncs active cardholders. Any deleted or inactive cardholder transactions will not sync. We recommend syncing all existing purchases before closing/deleting a PEX card.

**Do you consider your NetSuite setup a single-subsidiary environment, or does it use multi-subsidiary support?**\
PEX can support both configurations:

* Single Subsidiary: If you're operating under one subsidiary, PEX can classify transactions by EIN using "Fields" within NetSuite. This would leverage our static mapping feature.
* Multi-Subsidiary: If you have multiple subsidiaries, each PEX account can be linked to the correct subsidiary during setup. That way, transactions automatically flow into the proper subsidiary in NetSuite.

**Does PEX support two or three levels of account codes in NetSuite?**\
Parent and child subaccounts are treated by PEX as separate accounts (tag options) with their own IDs. For example, there is a parent account, Utilities. Its child subaccount is Water & Sewage, which itself has a child subaccount, North Street.

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PEX will sync all of these as separate accounts (tag options) to Tag Manager.

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**Didn’t find the answer you were looking for?** Check out our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.

## Support & Inquiries

For any questions or for more information, please email [appsupport+netsuite@pexcard.com](mailto:appsupport+netsuite@pexcard.com)


# Connector for Outlook
Source: https://support.pexcard.com/administrator-guide/connector-for-outlook

Connect your Microsoft 365 account so PEX scans cardholder Outlook inboxes for vendor receipts and matches them to card transactions automatically — nothing for cardholders to install

Link PEX with your organization's Microsoft Outlook account to enable no-touch receipt collection for your cardholders. Connect once and PEX will handle the rest — no manual receipt uploads and no chasing employees for documentation.

The Connector for Office 365 (Outlook) connects your organization's Microsoft 365 environment to PEX. On a schedule (or on demand) PEX scans your cardholders' Outlook inboxes for vendor receipts, extracts the receipt details and attachments, and matches them to the corresponding PEX card transactions so your documentation is captured automatically.

### **How it works**

1. Admin connects once using Microsoft 365 credentials. All active cardholders are enrolled automatically.
2. PEX scans cardholder inboxes for vendor receipt emails (for example Uber, Delta, Amazon) based on subject line, sender and attachments, then extracts the receipt details.
3. Receipts are matched to card transactions and attached automatically. There is nothing for cardholders to do.

**Note:** This is an Admin-level integration. It is configured once by an Admin and then runs for the whole business — individual cardholders do not need to install or connect anything.

The connector has three tabs:

* **Connect** — connect (or disconnect) your Microsoft 365 account and configure how PEX scans inboxes.
* **Sync** — run scans on demand, turn on the automatic schedule and review sync history and monthly metrics.
* **Status** — review the individual receipt attachments PEX has scanned and their matching results.

## **Connect PEX and Outlook**

To install and launch the connector from the PEX Marketplace, follow these steps:

1. Log in to [https://dashboard.pexcard.com/](https://dashboard.pexcard.com/)
2. Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available)
3. Locate **Connector for Office 365 (Outlook)**.
4. Click **More info** > **Install** > **Launch**.

**Note:** To install the connector you need the following permissions enabled: *Edit business settings & apps*, *Manage cardholder* and *View card transactions*. You can enable them in [My Profile > Permissions](https://dashboard.pexcard.com/account/permissions).

Once the app launches, you land on the **Connect** tab. In the **Connection** card, connect your Microsoft 365 account:

1. Click **Connect** and **Sign in** with the Microsoft 365 account for your organization.
2. Review the requested permissions and accept them to grant PEX read-only access to your organization's Outlook email data so it can find and capture receipts.
3. When the connection succeeds, the **Connection** card shows a **Connected** status.

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## **Configure settings**

On the **Connect** tab, below the *How it works* summary, use the filters on the **Outlook connector** card to control exactly which mailboxes, folders, senders and messages PEX scans. All filters are optional. Click **SAVE** when you are done.

| **Setting**              | **What it does**                                                                                                           |
| :----------------------- | :------------------------------------------------------------------------------------------------------------------------- |
| Internal emails          | Toggle on to exclude emails sent between cardholders on the same domain.                                                   |
| Include inboxes          | When set, only these cardholder inboxes will be scanned.                                                                   |
| Exclude inboxes          | These cardholder inboxes will not be scanned.                                                                              |
| Include folders          | Only these mail folders will be scanned. When not set, only the Inbox is scanned.                                          |
| Exclude folders          | Messages in these mail folders will not be scanned.                                                                        |
| Include from addresses   | When set, only emails from these senders will be scanned.                                                                  |
| Exclude from addresses   | Emails from these senders will be skipped.                                                                                 |
| Include subject keywords | When set, only emails whose subject line contains these terms will be scanned (for example *Invoice*, *Receipt*, *Order*). |
| Exclude subject keywords | Emails whose subject line contains these terms will be skipped (for example *Confidential*).                               |
| Include body keywords    | When set, only emails whose body contains these terms will be scanned.                                                     |
| Exclude body keywords    | Emails whose body contains these terms will be skipped.                                                                    |

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**Note:** When **Include inboxes** is left empty, PEX scans all active cardholders' inboxes. When **Include folders** is left empty, PEX scans only the Inbox folder.

## **Sync tab**

The **Sync** tab is your dashboard for running and monitoring the connector. It shows when the connector last ran, lets you trigger a scan on demand and tracks receipt processing metrics.

* It shows the **last execution** time in your local time.
* Click **Execute** to run an inbox scan immediately.
* Use the **Auto execute** toggle (right side) to pull receipts on an automatic schedule (every 24 hours).
* The right panel confirms a **valid PEX** and **Outlook connection**, the **Latest sync** time, and **Refresh** and **Disconnect** actions.

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### **Sync history**

The **Sync history** table lists each sync session and its results:

| **Column**         | **Description**                                                                                               |
| :----------------- | :------------------------------------------------------------------------------------------------------------ |
| Started            | When the sync session began.                                                                                  |
| Duration           | How long the sync took to complete.                                                                           |
| Status             | Outcome of the session (for example **No new emails** when there was nothing new to scan since the last run). |
| Emails scanned     | Number of Outlook emails inspected during the session.                                                        |
| Receipts processed | Number of receipt attachments extracted and submitted to PEX.                                                 |
| Receipts matched   | Receipts that were successfully matched to a PEX card transaction.                                            |
| Receipts unmatched | Receipts that could not be matched to a transaction.                                                          |

The table is paginated (for example *1–5 of 5 sync sessions*) and each column can be sorted and filtered.

### **This month**

The **This month** panel summarizes activity for the current month: **Receipts processed**, **Receipts matched**, **Receipts unmatched** and an estimate of **Est. hours saved**.

## **Status tab**

The **Status** tab lists the individual receipt attachments PEX has scanned from connected mailboxes and submitted for matching, newest first. Click **UPDATE** to refresh the list, and use **Manage Columns** to choose which columns are shown.

| **Column**     | **Description**                                           |
| :------------- | :-------------------------------------------------------- |
| Source mailbox | The cardholder inbox the receipt email came from.         |
| Sender         | The email sender (for example the vendor).                |
| Subject        | The subject line of the email.                            |
| Received       | When the email was received.                              |
| Upload status  | Whether the attachment was successfully submitted to PEX. |
| Match          | Whether the receipt was matched to a card transaction.    |
| Matched on     | When the match occurred.                                  |
| Matched by     | How the receipt was matched.                              |

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## **How receipt matching works**

When the connector runs (automatically or via **Execute**):

1. PEX scans the connected cardholders' Outlook inboxes for vendor receipt and invoice emails, honoring the include/exclude filters you configured.
2. When a matching email is found, PEX extracts the receipt details and attachment.
3. The attachment is submitted to PEX for processing.
4. PEX matches the receipt to the corresponding cardholder's PEX card transaction and attaches it automatically.

You can review each scanned attachment and its result on the **Status** tab, and see the session totals (including *Receipts unmatched*) on the **Sync** tab.

## **Disconnect**

You can disconnect the Outlook integration at any time by clicking **DISCONNECT** on the **Connect** tab (or **Disconnect** on the Sync tab). Disconnecting removes the stored Microsoft authorization for your business and returns the connector to a disconnected state, so PEX will no longer scan your inboxes. You can reconnect later at any time.

## **FAQ**

**What data does PEX access in Outlook?**

PEX requests only read-only access to email messages and their attachments so it can find and capture receipts. PEX does not send email on your behalf. Select **Learn how PEX protects your data** on the connector, or see the [PEX Privacy Policy](https://www.pexcard.com/legal/privacy-policy/), for details.

**How often does the connector sync?**

With **Auto execute** turned on, PEX scans your inboxes automatically every 24 hours. You can also run a scan at any time by clicking **Execute** on the Sync tab.

**Which inboxes does PEX scan?**

By default PEX scans all active cardholders' inboxes. Use **Include inboxes** / **Exclude inboxes** on the Connect tab to limit scanning to (or exclude) specific cardholder inboxes, and **Include folders** / **Exclude folders** to control which mail folders are scanned. When no folders are specified, only the Inbox is scanned.

**Can I control which emails are treated as receipts?**

Yes. Use the subject and body keyword filters and the sender (from address) filters on the Connect tab to include or exclude specific messages, and toggle **Internal emails** to exclude emails sent between cardholders on the same domain.

**Do cardholders need to install anything?**

No. An Admin connects the integration once and all active cardholders are enrolled automatically. There is nothing for cardholders to do.

**Where can I see individual receipts that were scanned?**

On the **Status** tab. It lists every scanned attachment with its source mailbox, sender, subject, upload status and match result.

**What permissions do I need to set this up?**

You need the *Edit business settings & apps*, *Manage cardholder* and *View card transactions* permissions. Enable them in [My Profile > Permissions](https://dashboard.pexcard.com/account/permissions).

**How do I stop PEX from scanning my inboxes?**

Turn off **Auto execute** to stop scheduled scans, or click **DISCONNECT** to fully remove PEX's access to your Microsoft 365 account.

## **Support & Inquiries**

For any questions related to this connector, please email [appsupport+outlook@pexcard.com](mailto:appsupport+outlook@pexcard.com)


# Connector for SAP Concur Professional
Source: https://support.pexcard.com/administrator-guide/connector-for-sap-concur-professional

PEX and SAP Concur have joined forces to make managing and reconciling expenses easier than ever. Connect PEX’s corporate card transactions to SAP Concur for simplified spend management.

PEX and SAP Concur have joined forces to make managing and reconciling expenses easier than ever. Connect PEX’s corporate card transactions to SAP Concur for simplified spend management.

To configure this integration, you don't even need to wait for your account manager. You can get started right away with just your SAP Concur and PEX credentials.

This support article details steps for Concur Expense Professional Edition.

## Set up in SAP Concur

Set up a Payment Type\*:

\*If you do not see Payment Type available, you will need to file a support ticket with Concur. See more details below in the FAQ on getting access to the Payment Type Field.

1\. Log into Concur Expense.

2\. Navigate to "**Expense Admin**".

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3\. Click on "**Payment Types**".

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4\. Choose "**New**".

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5\. Enter Payment Type details below including:

* Payment Type e.g., PEX CBCP
* Description e.g., PEX Card Transactions
* Clearing Account Code
* Payment Type Code: Company Billed/Company Paid

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6\. Click **"Save".**

## Card Integration Admin set up

1\. From the home screen of your Concur account, select "**Home**" then "**Tools**".

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2\. Select "**Card Integration Admin**"

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3\. Select "**Create integration**"

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4\. Enter the following information:

* Integration Name: **PEX**
* Partner Application: **PEX**
* Default Payment Type: *Refer to the payment type created in step 5 of the above section, e.g., PEX CBCP*

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5\. Select Advanced Options if you wish to import ISA fees within your Expense Reports.

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6\. Click "**Activate**".

## Connect PEX and SAP

There are two ways to connect your PEX and your SAP Concur accounts:

## Connect from the PEX Marketplace

To connect your PEX and your SAP Concur accounts from the PEX Marketplace follow these steps:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/)

* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available)

* Scroll to locate PEX Connector for SAP Concur.

* Click **More info** > **Install** > **Launch**.

  * PEX will redirect you to a "**Manage**" page.

Note: To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions).

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* Click "**Connect**"

  * PEX will redirect you to the Connector wizard.

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* Click "**Connect**"

  * PEX will redirect you to the SAP Concur App login page.

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* Enter your SAP Concur username, verified email address, or SSO code.

* Click "**Next**".

* Enter your SAP Concur password.

* Click "**Next**".

  * You will be redirected to the "**PEX App**" page on the SAP Concur App Center.

* Click "**Connect**".

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* Review the licensing terms and conditions to authorize sharing data between PEX and SAP Concur.

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* If you agree then check the "**Shared Information**" checkbox and click "**I Agree**".

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PEX will open a new window redirecting you to the "**Sync Options**" step of the Connector wizard.

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Now you are ready to configure your connector. Click "[Configure your Connector](#configure-your-connector)" to proceed.

## Connect from SAP Concur App Center

To connect your PEX and your SAP Concur accounts from the SAP Concur App Center follow these steps:

* Log in to your SAP Concur account.

* Click "**Home**".

* Click "**App Center**".

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* Locate the **PEX App**.

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* Click on the **PEX App** tile.

* Click "**Connect**".

* Review the licensing terms and conditions.

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* If you agree then check the "**Shared Information**" checkbox and click "**I Agree**".

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* Clicking "**I Agree**" will open a new window.

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* If you don't have a PEX account yet then click "**Sign up with PEX**".

  * This will redirect you to [https://start.pexcard.com/get-started](https://start.pexcard.com/get-started) so you can create a PEX account first.

* If you already have a PEX account then click "**Connect your PEX account**". This will redirect you to your PEX account.

  * Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/)

  * Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available)

  * Scroll to locate PEX Connector for SAP Concur.

  * Click **More info** > **Install** > **Launch**.

    * PEX will redirect you to a "**Manage**" page.

      <img alt="image.png" />

* Click "**Connect**".

  * PEX will redirect you to the Connector wizard.

Now you are ready to configure your connector.

## Configure your Connector

Choose which items you would like to sync to your SAP Concur account.

* Import PEX cardholder purchases into your Concur Expense account. Enable this to successfully retrieve your PEX purchases. You can choose if you wish to sync *all* PEX cardholder purchases (regardless of approval status) or just *approved* ones. We recommend choosing *All* if you approve your transactions within SAP Concur and *Approved* if you approve transactions within PEX.

  For details on transaction review, please see [How to Review Transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).

* Import PEX cardholder fees (i.e. ISA fees) into your Concur Expense account. Enable this option to successfully retrieve your PEX cardholder fees.

* Specify a start date for the sync. Transactions after this date will be synced.

  * PEX uses ET as the default timezone.
  * Start date must be less than 1 year ago.
  * Leave empty to default 2 months back.
  * Auto-sync will always process up to 2 months back.

* Specify an end date for the sync.

  * PEX uses ET as the default timezone.
  * Leave empty to default to time of sync.
  * Hint: Temporarily pick a small date range for testing and reconciliation.

<Frame>
  <img alt="image.png" />
</Frame>

Click "**Save**".

## MANAGE SYNC

On the "Manage" tab you can:

* Manually sync transactions by clicking **Execute**.

  <img alt="" />

  <img alt="" />

* View Sync history.

  * Refresh Sync history.

* View the connection status.

  * Auto-sync is executed **every hour**.

* Disconnect from your SAP Concur account.

* Refresh connection status.

* View/Edit configuration options.

Note that transactions are synced automatically every hour.

<Frame>
  <img alt="" />
</Frame>

**Auto-sync**\
Auto-sync will always process transactions based on the start date specified on the "Sync Options" step with a maximum limit of 2 months back from today. If there is no start date specified on the "Sync Options" step then auto-sync will process transactions up to 2 months back from today.

**Manual sync**\
If you trigger manual sync then the system will process transactions based on the start date specified on the "Sync Options" step with a maximum limit of 1 year back. This means that you cannot set the start date older than 1 year back. If there is no start date specified on the "Sync Options" step then manual sync will process transactions only up to 2 months back from today.

## Assign individual PEX cards to Concur accounts

Follow the steps in the [SAP Concur support article](https://help.sap.com/docs/CONCUR_EXPENSE/13094e09188143b09cef21883ba5873e/188d424d6f091014bd49b07e2f665765.html#assigning-a-card-account) to sync fee and purchase transactions to individual Concur accounts. Make sure the cardholder’s email address matches exactly in both PEX and SAP Concur; otherwise, transactions may not sync properly.

## View transactions in Concur

Log into Concur and navigate to Available Expenses, from there the Employee can code/upload receipts and create an expense report for approval.

<Frame>
  <img alt="image.png" />
</Frame>

## FAQ

**Why is Payment Type not visible within Concur?**\
For "Payment Types" to be configurable by a Concur admin in the Concur Professional platform, the admin must have completed Concur's “[Advanced Configuration Training](https://www.concurtraining.com/toolkit/en/training/advanced-config)”. If the Concur admin setting up the card integration has not completed this training you can either purchase, enroll and complete the 4-day training to gain unrestricted access or submit a Concur support ticket to be assigned a support representative to complete the necessary steps for you. Please reference this article URL ([/administrator-guide/connector-for-sap-concur-professional](/administrator-guide/connector-for-sap-concur-professional)) in your support ticket with as much detail as possible to ensure the correct steps are completed by Concur support. If you are new to Concur and in implementation, your implementation coach should be able to complete these steps. Ask that your case is routed to the "Expense Solutions Inventory Group" within the case description.

**Can I enable auto-sync?**\
Yes, the Connector will automatically sync transactions every hour.

**What transactions are synced?**\
Purchases in a settled status as well as cardholder fees (e.g., ISA fees). Closed cards will not be synced by default, however can be requested if needed (email below).

**I can't find synced transactions.**\
Most likely, individual PEX cards haven't been assigned to Concur accounts. Please follow the [instructions](#instructions) to complete this. In the meantime, you can view unassigned transactions under the Administration View -> Company Card Tool -> Manage Transactions.

<Frame>
  <img alt="" />
</Frame>

**Does the connector sync purchase refunds and vendor credits to SAP Concur?**\
Yes.

**What data points does PEX sync to Concur?**\
PEX syncs the following data points to Concur: Type, First Name, Last Name, Time, Description, and Amount. For example:

<Frame>
  <img alt="" />
</Frame>

**How does this information show up in Concur?**\
The transactions populate for each PEX Cardholder or Employee based on email address. Please note, the emails used in PEX and Concur must match

**How do Employees see their PEX Transactions in Concur?**\
Log into Concur and navigate to Available Expenses, from there the Employee can code/upload receipts and create an expense report for approval.

**Will new PEX cards automatically sync into Concur?**\
If auto sync is turned on, all new cards will automatically show up in SAP Concur. This includes card renewals and replacements for lost, stolen, damaged, or compromised cards.

**Does PEX provide multi-entity support with Concur Expense?**\
Yes. If you have multiple PEX accounts and use Concur Expense, you are in luck. Now you can sync multiple PEX accounts into 1 Concur account. Whether your business has multiple franchises, locations or departments, all of your PEX data will flow into your Concur Expense account. Please note that if you manually disconnect any of your PEX accounts linked to a single Concur account, all other connected accounts will also be disconnected from that Concur account.

**How to configure multiple PEX accounts with one Concur account?**\
To configure multiple PEX accounts with a single Concur account, you must use the "Link Business" feature in the Concur connector. One PEX account should be connected first, and the others will share its connection. The link feature becomes available when the logged-in Admin has linked business accounts set up and opens the connector under the linked (Admin) account.

Click "Use existing".

<Frame>
  <img alt="" />
</Frame>

Pick an existing connection to use and click "Link".

<Frame>
  <img alt="" />
</Frame>

**Will future transactions sync into Concur under the new user's feed when a vendor card is reassigned from one user to another?**\
The transactions will continue to sync to the same card/account in Concur.

## Support & Inquiries

For any questions related to your connector, please email [appsupport+concur@pexcard.com](mailto:appsupport+concur@pexcard.com)


# Connector for SAP Concur Standard
Source: https://support.pexcard.com/administrator-guide/connector-for-sap-concur-standard

PEX and SAP Concur have joined forces to make managing and reconciling expenses easier than ever. Connect PEX’s corporate card transactions to SAP Concur for simplified spend management.

To configure this integration, you don't even need to wait for your account manager. You can get started right away with just your SAP Concur and PEX credentials.

This support article details steps for Concur Expense Standard Edition.

## Set up in SAP Concur

<Steps>
  <Step>
    Log into Concur Expense.
  </Step>

  <Step>
    Navigate to **Expense Settings**.
  </Step>

  <Step>
    Select **Payment Types** and **Edit**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Add Credit Card Program**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select **Business Card**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Complete program details with the following information:

    * Country/region: **United States**
    * Billing/posting currency: **US, Dollar**
    * Type of card: **VISA**
    * Who issues card: **PEX**
    * Who receives card: **Company**
    * Who pays the issuer: **Company**
    * What do you want to name the card program: **\[Enter Name]**
      * **Note:** A default name is provided, but you can enter a new name.
    * How do you want to pay: **\[Select account details]**

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Save**.
  </Step>

  <Step>
    Enter the **Accounting Information**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Save**.
  </Step>
</Steps>

## Card Integration Admin set up

<Steps>
  <Step>
    From the Concur Expense home screen, navigate to **Tools**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select **Card Integration Admin**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select **Create Integration**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Enter the integration details:

    * Integration Name: **PEX**
    * Partner Application: **PEX**
    * Default Payment Type: **Company Paid Credit Card**

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    To enable bank charges and cardholder fees, select **Advanced Options**.
  </Step>

  <Step>
    Select **Other Bank Charges and Fees**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Activate**.
  </Step>
</Steps>

## Connect PEX and SAP

There are two ways to connect your PEX and your SAP Concur accounts:

1. [Connect from the PEX Marketplace](#connect-from-the-pex-marketplace)
2. [Connect from SAP Concur App Center](#connect-from-sap-concur-app-center)

## Connect from the PEX Marketplace

To connect from the PEX Marketplace, follow these steps:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Scroll to locate **PEX Connector for SAP Concur**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.

    PEX will redirect you to a **Manage** page.

    <Note>
      **Note:**

      To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Connect**.

    PEX will redirect you to the Connector wizard.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Connect** again.

    PEX will redirect you to the SAP Concur App login page.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Enter your SAP Concur username, verified email address, or SSO code.
  </Step>

  <Step>
    Click **Next**.
  </Step>

  <Step>
    Enter your SAP Concur password.
  </Step>

  <Step>
    Click **Next**.

    You will be redirected to the **PEX App** page on the SAP Concur App Center.
  </Step>

  <Step>
    Click **Connect**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Review the licensing terms and conditions to authorize sharing data between PEX and SAP Concur.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    If you agree, check the **Shared Information** checkbox and click **I Agree**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

PEX will open a new window redirecting you to the **Sync Options** step of the Connector wizard.

<Frame>
  <img alt="" />
</Frame>

Now you are ready to configure your connector. Go to [Configure your Connector](#configure-your-connector).

## Connect from SAP Concur App Center

To connect from the SAP Concur App Center, follow these steps:

<Steps>
  <Step>
    Log in to your SAP Concur account.
  </Step>

  <Step>
    Click **Home**.
  </Step>

  <Step>
    Click **App Center**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Locate the **PEX App**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click the **PEX App** tile, then click **Connect**.
  </Step>

  <Step>
    Review the licensing terms and conditions.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    If you agree, check the **Shared Information** checkbox and click **I Agree**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Clicking **I Agree** opens a new window.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    If you don't have a PEX account yet, click **Sign up with PEX**.

    This redirects you to [https://start.pexcard.com/get-started](https://start.pexcard.com/get-started) so you can create a PEX account first.
  </Step>

  <Step>
    If you already have a PEX account, click **Connect your PEX account**. This redirects you to your PEX account.

    * Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
    * Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
    * Scroll to locate **PEX Connector for SAP Concur**.
    * Click **More info** > **Install** > **Launch**.
      * PEX will redirect you to a **Manage** page.

    PEX will redirect you to a **Manage** page.

    <Frame>
      <img alt="" />
    </Frame>

    * Click **Connect**.
      * PEX will redirect you to the Connector wizard.
  </Step>
</Steps>

Now you are ready to configure your connector.

## Configure your Connector

Choose which items you would like to sync to your SAP Concur account.

* Import PEX cardholder purchases into your Concur Expense account. Enable this to successfully retrieve your PEX purchases. You can choose to sync *all* PEX cardholder purchases (regardless of approval status) or just *approved* ones. We recommend choosing *All* if you approve your transactions within SAP Concur and *Approved* if you approve transactions within PEX.

  For details on transaction review, see [How to Review Transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).
* Import PEX cardholder fees (for example, ISA fees) into your Concur Expense account. Enable this option to successfully retrieve your PEX cardholder fees.
* Specify a start date for the sync. Transactions after this date will be synced.
  * PEX uses ET as the default timezone.
  * Start date must be less than 1 year ago.
  * Leave empty to default 2 months back.
  * Auto-sync will always process up to 2 months back.
* Specify an end date for the sync.
  * PEX uses ET as the default timezone.
  * Leave empty to default to time of sync.
  * Hint: Temporarily pick a small date range for testing and reconciliation.

<Frame>
  <img alt="" />
</Frame>

Click **Save**.

## Manage sync

On the **Manage** tab you can:

* Manually sync transactions by clicking **Execute**.

  <Frame>
    <img alt="" />
  </Frame>

<br />

<Frame>
  <img alt="" />
</Frame>

* View Sync history.
  * Refresh Sync history.
* View the connection status.
  * Auto-sync runs **every hour**.
* Disconnect from your SAP Concur account.
* Refresh connection status.
* View or edit configuration options.

<Note>
  **Note:**

  Transactions are synced automatically every hour.
</Note>

<Frame>
  <img alt="" />
</Frame>

### Auto-sync

Auto-sync will always process transactions based on the start date specified on the **Sync Options** step, with a maximum limit of 2 months back from today. If there is no start date specified on the **Sync Options** step, auto-sync will process transactions up to 2 months back from today.

### Manual sync

If you trigger manual sync, the system will process transactions based on the start date specified on the **Sync Options** step, with a maximum limit of 1 year back. You cannot set the start date older than 1 year back. If there is no start date specified on the **Sync Options** step, manual sync will process transactions only up to 2 months back from today.

## Assign individual PEX cards to Concur accounts

Follow the steps in the [SAP Concur support article](https://help.sap.com/docs/CONCUR_EXPENSE/13094e09188143b09cef21883ba5873e/188d424d6f091014bd49b07e2f665765.html#assigning-a-card-account) to sync fee and purchase transactions to individual Concur accounts. Make sure the cardholder’s email address matches exactly in both PEX and SAP Concur; otherwise, transactions may not sync properly.

## View transactions in Concur

Log into Concur and go to **Available Expenses**. From there, the employee can code and upload receipts and create an expense report for approval.

<Frame>
  <img alt="" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="Can I enable auto-sync?">
    Yes, the Connector will automatically sync transactions every hour.
  </Accordion>

  <Accordion title="What transactions are synced?">
    Purchases in a settled status and cardholder fees (for example, ISA fees). Closed cards are not synced by default but can be requested if needed (see email below).
  </Accordion>

  <Accordion title="I can't find synced transactions.">
    Most likely, individual PEX cards haven't been assigned to Concur accounts. Follow the [instructions above](#assign-individual-pex-cards-to-concur-accounts) to complete this. In the meantime, you can view unassigned transactions under **Administration View** → **Company Card Tool** → **Manage Transactions**.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Does the connector sync purchase refunds and vendor credits to SAP Concur?">
    Yes.
  </Accordion>

  <Accordion title="What data points does PEX sync to Concur?">
    PEX syncs the following data points to Concur: Type, First Name, Last Name, Time, Description, and Amount. For example:

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="How does this information show up in Concur?">
    The transactions populate for each PEX cardholder or employee based on email address. The emails used in PEX and Concur must match.
  </Accordion>

  <Accordion title="How do employees see their PEX transactions in Concur?">
    Log into Concur and go to **Available Expenses**. From there, the employee can code and upload receipts and create an expense report for approval.
  </Accordion>

  <Accordion title="Will new PEX cards automatically sync into Concur?">
    If auto sync is turned on, all new cards will automatically show up in SAP Concur. This includes card renewals and replacements for lost, stolen, damaged, or compromised cards.
  </Accordion>

  <Accordion title="Does PEX provide multi-entity support with Concur Expense?">
    Yes. If you have multiple PEX accounts and use Concur Expense, you can sync multiple PEX accounts into one Concur account. Whether your business has multiple franchises, locations, or departments, your PEX data can flow into your Concur Expense account. If you manually disconnect any of your PEX accounts linked to a single Concur account, all other connected accounts will also be disconnected from that Concur account.
  </Accordion>

  <Accordion title="How do I configure multiple PEX accounts with one Concur account?">
    To configure multiple PEX accounts with a single Concur account, you must use the **Link Business** feature in the Concur connector. One PEX account should be connected first, and the others will share its connection. The link feature becomes available when the logged-in admin has linked business accounts set up and opens the connector under the linked (admin) account.

    Click **Use existing**.

    <Frame>
      <img alt="" />
    </Frame>

    Pick an existing connection to use and click **Link**.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Will future transactions sync into Concur under the new user's feed when a vendor card is reassigned from one user to another?">
    The transactions will continue to sync to the same card or account in Concur.
  </Accordion>
</AccordionGroup>

## Support & inquiries

For any questions related to your connector, please email [appsupport+concur@pexcard.com](mailto:appsupport+concur@pexcard.com).


# Contact Administrator Support
Source: https://support.pexcard.com/administrator-guide/contact-administrator-support

Reach PEX Administrator Support by phone, email, or through the PEX mobile app, including hours of operation for each channel.

**Phone and Email**

If you didn't find the answer to your question here, you can reach Administrator Support:

* By Phone: 866-685-1898
* By Email: [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com)
* Monday - Friday, 8 AM - 6 PM (Eastern Time) *Excludes Bank Holidays*

**How to Call Administrator Support from the Mobile App**

You can call Administrator Support from the Mobile App.

Download the Mobile App:

* Download the [iOS app from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
  * The download is free but carrier data rates may apply

How to call Administrator Support from the Mobile App:

<Steps>
  <Step>
    Log into the Mobile App
  </Step>

  <Step>
    Click the Settings Icon at the bottom of the screen
  </Step>

  <Step>
    Click "Support"

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click "OK" in the confirmation dialogue box to place the call to Administrator Support

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# Corporate SSO via SAML 2.0
Source: https://support.pexcard.com/administrator-guide/corporate-sso-via-saml-20

Single Sign On (SSO) allows users to sign into multiple applications using an identity provider login. PEX supports this functionality via the Security Assertion Markup Language (SAML 2.0) open standard.

<Note>
  **Note:**

  This setup process should be performed by an IT administrator.
</Note>

SSO is currently not supported on mobile devices.

### Prerequisites

<Steps>
  <Step>
    You have configured an enterprise workspace that supports SAML 2.0 SSO, and allows you to download a Base64 signing certificate. Common SSO providers include [Okta](https://www.okta.com), [OneLogin](https://www.onelogin.com), [Auth0](https://auth0.com), [Google Workspace](https://workspace.google.com), and [Azure Active Directory](https://azure.microsoft.com/en-us/services/active-directory/?\&ef_id=Cj0KCQiA0eOPBhCGARIsAFIwTs7Lcz8XbG-IcKrdVGbmhQETwnYkH8zzCZ-J8TO9BDhSKuckztpbxDUaAhqmEALw_wcB:G:s\&OCID=AID2200277_SEM_Cj0KCQiA0eOPBhCGARIsAFIwTs7Lcz8XbG-IcKrdVGbmhQETwnYkH8zzCZ-J8TO9BDhSKuckztpbxDUaAhqmEALw_wcB:G:s\&gclid=Cj0KCQiA0eOPBhCGARIsAFIwTs7Lcz8XbG-IcKrdVGbmhQETwnYkH8zzCZ-J8TO9BDhSKuckztpbxDUaAhqmEALw_wcB).
  </Step>

  <Step>
    Ensure that your PEX cardholders and administrators set their usernames to be the NameID (typically an email address) associated with your identity provider. PEX users can change their usernames in My Profile.
  </Step>
</Steps>

### How to configure SSO for your PEX account

<Steps>
  <Step>
    Create a new application for PEX Dashboard on your identity provider. PEX is currently not available through identity provider application marketplaces, so you will need to create a custom application.
  </Step>

  <Step>
    Add all cardholders as users or add a group containing all cardholders to the PEX Dashboard application on your identity provider.
  </Step>

  <Step>
    Provide the below PEX URL as both the Identifier (Entity ID) and Reply URL (Assertion Consumer Service URL) on your identity provider SSO - SAML 2.0 configuration screen: \
    ***[https://coreapi.pexcard.com/internal/v4/sso/saml/login](https://coreapi.pexcard.com/internal/v4/sso/saml/login)***
  </Step>

  <Step>
    Download the SAML 2.0 Base64 signing certificate for the PEX application from your identity provider
  </Step>

  <Step>
    Log in as an admin to [dashboard.pexcard.com](http://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Navigate to Business Settings - Security, [https://dashboard.pexcard.com/business-settings/security](https://dashboard.pexcard.com/business-settings/security?utm_source=support)
  </Step>

  <Step>
    Upload the SAML 2.0 signing certificate file downloaded from your identity provider.

    <Frame>
      <img alt="image2.png" />
    </Frame>
  </Step>

  <Step>
    Your signing certificate should now be associated with your PEX business, and can be managed in the Business Settings - Security section.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Send users to the SSO applications screen for your identity provider and have them select the PEX Dashboard app to automatically log them into PEX using their SSO.
  </Step>
</Steps>

### Frequently Asked Questions

<AccordionGroup>
  <Accordion title="Can I import my IdP metadata to configure SAML 2.0 SSO in PEX?">
    This feature is not currently supported, but will likely be implemented in the future.
  </Accordion>

  <Accordion title="How does Multi-Program Access (MPA) work with SAML 2.0 SSO?">
    Businesses that use MPA/linked businesses should configure SSO in their “primary” PEX business where users should be set up with the same username as in their identity provider. They should use SSO to log into that business, and use MPA to access linked businesses.
  </Accordion>

  <Accordion title="Does PEX support Response Signing?">
    No. PEX does not support Response Signing (Note: Okta turns this on by default).
  </Accordion>

  <Accordion title="Does PEX support Assertion Encryption?">
    No. PEX does not support Assertion Encryption.
  </Accordion>

  <Accordion title="Does PEX support SCIM Connector?">
    No. PEX does not support SCIM Connector.
  </Accordion>
</AccordionGroup>


# Bill Pay: Create & Send a Bill Payment
Source: https://support.pexcard.com/administrator-guide/create-and-send-a-bill-payment

Guide to selecting a bill, choosing a payee, scheduling or sending a payment and tracking its status

Guide to selecting a bill, choosing a payee, scheduling or sending a payment and tracking its status.

## 1. Create a bill

To submit a new bill:

1. Log in to the Dashboard

2. Navigate to **Bills**

3. Click **Create bill**

4. Upload the bill (optional)

5. Select a vendor

<Note>
  **Note:**

  If you don't have any vendors yet, go to **Vendors** and create one.
</Note>

6. Enter:

   * Bill amount
   * Bill date
   * Due date

7. Add tags (optional, if enabled)

8. Click **Preview**

9. Click **Submit**

### Bill approval

* After submission, the bill will enter the approval workflow, if one exists.
* If no policy exists, Admins with *Manage bills* permission must approve the bill.
* You may edit tags while the bill is in *Pending approval*.

Approvers can:

* Approve
* Reject

from the Bill Details page.

## 2. Create a payment for approved bills

Once bills are approved, they appear under **Payments**. To create payments:

1. Go to **Payments**

2. Select the approved bills using the checkboxes

3. Select the vendor

4. Set the **Payment processing date**

5. Scroll down and click **Create payment bundles**

6. Review and confirm

7. Click **Create**

### Payment methods

* **Default method:** Virtual Card
* To change to ACH:
  * Click the item
  * Choose ACH under **Payment Requests**

<Note>
  **Note:**

  You must have the *Request/delete ACH transfer* permission to initiate ACH payments.
</Note>

## 3. Track payment status

Payments and bills can be monitored here:

* **Bills** → for creation, approval or rejection
* **Payments** → for payment bundles, processing and method details
* **Reports** → for reconciliation and exporting CSV files

Statuses may include:

* Pending approval
* Approved
* In payment bundle
* Processing
* Completed
* Failed

## 4. Tips & best practices

* Double-check vendor banking info before creating ACH payments.
* Select the correct vendor for each bill before bundling.
* Use tags for better reconciliation.
* Set payment processing dates *before* the due date to avoid late payments.
* Maintain adequate funding in your linked external accounts.


# Create PEX tags for Blackbaud
Source: https://support.pexcard.com/administrator-guide/create-pex-tags-for-blackbaud

PEX Tag manager is your one stop shop to sync Blackbaud fields with PEX tags. Each PEX tag corresponds to a Blackbaud field. The connector can auto pull in your accounts, funds, departments, etc. from Blackbaud, so you don’t have to add them manually in PEX.

Once they’re in PEX, you can easily code/tag transactions before they sync to Blackbaud. They will then sync to Blackbaud with the correct account, fund, department, etc.

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to [Business Settings > Tag manager](https://dashboard.pexcard.com/business-settings/tags?utm_source=support)
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Select **Dropdown** as the type.
  </Step>

  <Step>
    Enter a name: **Expense Account**.
  </Step>

  <Step>
    Optionally, add a description like "Expense Accounts".
  </Step>

  <Step>
    Check **Enabled** to make this tag visible on transactions.
  </Step>

  <Step>
    Choose whether or not this tag is "Required". 

    * If the "Required" checkbox is checked, cardholders must tag a transaction with it.
  </Step>

  <Step>
    Click **Save tag** to finish.

    * The new tag will appear on the Tag Manager page.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Create one tag for each Blackbaud field mapped to a PEX tag (like Fund, Department, etc.) following the same steps above.
  </Step>

  <Step>
    Create one tag for each Blackbaud field mapped to a PEX tag (like Fund, Department, etc.) following the same steps above.

    Once the tags are set up, you will also see them:

    * In the PEX Tag dropdown lists in connector setup steps. 
      <Frame>
        <img alt="" />
      </Frame>
    * On the PEX transaction details screen, so you and your Cardholders can tag transactions. 
      <Frame>
        <img alt="" />
      </Frame>
    * On the PEX reimbursement details screen, so you and your Cardholders can tag reimbursements.  
      **Admin view**
      <Frame>
        <img alt="" />
      </Frame>
      **Cardholder view**
      <Frame>
        <img alt="" />
      </Frame>
  </Step>
</Steps>


# Create PEX tags for CMiC
Source: https://support.pexcard.com/administrator-guide/create-pex-tags-for-cmic

PEX Tag manager is your one stop shop to sync CMiC fields with PEX tags. Each PEX tag corresponds to a CMiC field. The connector can auto pull in your Job/Dept/Eqp., Cost Code/Account/Category, Cost Type/Tran Code from CMiC, so you don’t have to add them manually in PEX.

Once they’re in PEX, you can easily code/tag transactions before they sync to CMiC. They will then sync to CMiC with the correct Job/Dept/Eqp., Cost Code/Account/Category, Cost Type/Tran Code.

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to [Business Settings -> Tag manager](https://dashboard.pexcard.com/business-settings/tags?utm_source=support)
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Select **Dropdown** as the type.
  </Step>

  <Step>
    Enter a name: **Job/Dept/Eqp.**
  </Step>

  <Step>
    Optionally, add a description like "Job/Dept/Eqp.**"**
  </Step>

  <Step>
    Check **Enabled** to make this tag visible on transactions.
  </Step>

  <Step>
    Choose whether or not this tag is required.

    * If the "Required" checkbox is checked, cardholders must tag a transaction with it.
  </Step>

  <Step>
    Click **Save tag** to finish.

    * The new tag will appear on the Tag Manager page.
  </Step>

  <Step>
    Create tags for **Cost Code/Account/Category** and **Cost Type/Tran Code** following the same steps above.

    * You will have three PEX tags: one for Job/Dept/Eqp., one for Cost Code/Account/Category, and one for Cost Type/Tran Code.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

Once the tags are set up, you will also see them:

* In the dropdown lists of the **Mappings** table so you can do the mapping.

<Frame>
  <img alt="" />
</Frame>

* On the PEX transaction details screen, so you and your Cardholders can tag transactions.

<Frame>
  <img alt="" />
</Frame>


# Create PEX tags for GreenSlate
Source: https://support.pexcard.com/administrator-guide/create-pex-tags-for-greenslate

PEX Tag manager is your one stop shop to sync GreenSlate fields with PEX tags. Each PEX tag corresponds to a GreenSlate field. The connector can auto pull in your projects, accounts, episodes, locations, etc. from GreenSlate, so you don’t have to add them manually in PEX.

Once they’re in PEX, you can easily code/tag transactions before they sync to GreenSlate. They will then sync to GreenSlate with the correct project, account, episode, location, etc.

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to [Business Settings -> Tag manager](https://dashboard.pexcard.com/business-settings/tags?utm_source=support)
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Select **Dropdown** as the type.
  </Step>

  <Step>
    Enter a name: **Account**.
  </Step>

  <Step>
    Optionally, add a description like "GreenSlate Account".
  </Step>

  <Step>
    Check **Enabled** to make this tag visible on transactions.
  </Step>

  <Step>
    Choose whether or not this tag is required.

    * If the "Required" checkbox is checked, cardholders must tag a transaction with it.
  </Step>

  <Step>
    Click **Save tag** to finish.

    * The new tag will appear on the Tag Manager page.
  </Step>

  <Step>
    Create one tag for each GreenSlate field mapped to a PEX tag (like Episode, Location, etc.) following the same steps above.

    <Note>
      **Note:**

      If you want to map the Description field to a tag, you must create a **Text** tag type.
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    You will have PEX tags appear in Tag Manager.

    <Frame>
      <img alt="" />
    </Frame>

    Once the tags are set up, you will also see them:

    * In the dropdown lists of the **Mappings** table so you can do the mapping.

    <Frame>
      <img alt="" />
    </Frame>

    * On the PEX transaction details screen, so you and your Cardholders can tag transactions.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# Create PEX tags for Microsoft Dynamics 365
Source: https://support.pexcard.com/administrator-guide/create-pex-tags-for-microsoft-dynamics-365

PEX Tag Manager is your one-stop shop to sync Dynamics 365 fields with PEX tags. Each PEX tag corresponds to a Dynamics 365 field. The connector can pull in your expense accounts, vendors, tax rates, classes, departments, locations, customers, and more from Dynamics 365, so you don't have to add them manually in PEX.

Once they're in PEX, you can easily code and tag transactions before they sync to Dynamics 365. They will then sync to Dynamics 365 with the correct expense account, vendor, class, department, location, and other mapped fields.

## Create dropdown tags in Tag Manager

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to [Business Settings -> Tag Manager](https://dashboard.pexcard.com/business-settings/tags?utm_source=support).
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Select **Dropdown** as the type.
  </Step>

  <Step>
    Enter a name: **Expense Account**.
  </Step>

  <Step>
    Optionally, add a description like "Dynamics 365 Expense Account".
  </Step>

  <Step>
    Check **Enabled** to make this tag visible on transactions.
  </Step>

  <Step>
    Choose whether this tag is required.

    * If the **Required** checkbox is checked, cardholders must tag a transaction with it.
  </Step>

  <Step>
    Click **Save tag** to finish.

    * The new tag appears on the Tag Manager page.
  </Step>

  <Step>
    Create one tag for each Dynamics 365 field you map to a PEX tag (for example Vendor, Tax Rate, Class, Department, Location, Customer) using the same steps.

    * Your new tags appear in Tag Manager.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Dynamics 365 fields you can map to PEX tags

| Dynamics 365 field  | Description                                                                                               | Required |
| :------------------ | :-------------------------------------------------------------------------------------------------------- | :------- |
| **Expense Account** | The journal entry expense account. This account will be debited for purchases.                            | Yes      |
| **Vendor**          | The journal entry vendor. Only shown if "Create a Dynamics vendor for each unique merchant" is unchecked. | No       |
| **Tax Rate**        | The journal entry tax rate.                                                                               | No       |
| **Class**           | The journal entry class.                                                                                  | No       |
| **Department**      | The journal entry department.                                                                             | No       |
| **Location**        | The journal entry location.                                                                               | No       |
| **Customer**        | The journal entry customer.                                                                               | No       |

<Note>
  **Note:**

  Only dropdown-type tags can be mapped to Dynamics 365 fields. Custom fields configured in Dynamics 365 are also supported and appear in the Mappings tables.
</Note>

## Where your tags appear

Once the tags are set up, you will also see them:

* In the dropdown lists of the **Mappings** table so you can complete the mapping.
  <Frame>
    <img alt="" />
  </Frame>

* On the PEX transaction details screen, so you and your cardholders can tag transactions.
  <Frame>
    <img alt="" />
  </Frame>

<Tip>
  **Tip:**

  Enable the **Sync Tag Toggle** in the Dynamics 365 connector Mappings table. This automatically syncs field values from Dynamics 365 into PEX as tag options. For example, the values for a PEX tag "Expense Account" in Tag Manager will be populated with the names of your Dynamics 365 accounts.
</Tip>

<Frame>
  <img alt="" />
</Frame>


# Create PEX tags for NetSuite
Source: https://support.pexcard.com/administrator-guide/create-pex-tags-for-netsuite

PEX Tag manager is your one stop shop to sync NetSuite fields with PEX tags. Each PEX tag corresponds to a NetSuite field. The connector can auto pull in your accounts, classes, locations, etc. from NetSuite, so you don’t have to add them manually in PEX.

Once they’re in PEX, you can easily code/tag transactions before they sync to NetSuite. They will then sync to NetSuite with the correct account, class, location, etc.

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to [Business Settings -> Tag manager](https://dashboard.pexcard.com/business-settings/tags?utm_source=support)
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Select **Dropdown** as the type.
  </Step>

  <Step>
    Enter a name: **Account**.
  </Step>

  <Step>
    Optionally, add a description like "NetSuite Account".
  </Step>

  <Step>
    Check **Enabled** to make this tag visible on transactions.
  </Step>

  <Step>
    Choose whether or not this tag is required.

    * If the "Required" checkbox is checked, cardholders must tag a transaction with it.
  </Step>

  <Step>
    Click **Save tag** to finish.

    * The new tag will appear on the Tag Manager page.
  </Step>

  <Step>
    Create one tag for each NetSuite field mapped to a PEX tag (like Class, Location, etc.) following the same steps above.

    * You will have PEX tags appear in Tag Manager.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

Once the tags are set up, you will also see them:

* In the dropdown lists of the **Mappings** table so you can do the mapping.

<Frame>
  <img alt="" />
</Frame>

* On the PEX transaction details screen, so you and your Cardholders can tag transactions.

<Frame>
  <img alt="" />
</Frame>


# Create PEX tags for QuickBooks Desktop
Source: https://support.pexcard.com/administrator-guide/create-pex-tags-for-quickbooks-desktop

Import expense accounts, items, classes, and customer jobs from QuickBooks Desktop into PEX Tag Manager so transactions sync back with the correct coding.

PEX Tag manager is your one stop shop to import QuickBooks Desktop fields to PEX tags. Each PEX tag corresponds to a QuickBooks Desktop field. Import your expense accounts, items, classes, customer jobs from QuickBooks, so you don't have to add them manually in PEX.
Once they're in PEX, you can easily code/tag transactions before they sync to QuickBooks. They will then sync to QuickBooks with the correct expense account, item, class, customer job.

Follow these steps:

<Steps>
  <Step>
    Open your QuickBooks Desktop account.
  </Step>

  <Step>
    Go to **Lists** > **Chart of Accounts**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Reports** > **Account Listing**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Excel** > **Create New Worksheet** > **Export**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to [Business Settings > Tag manager](https://dashboard.pexcard.com/business-settings/tag-manager?utm_source=support)
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Select **Dropdown** as the type.
  </Step>

  <Step>
    Enter a name: **Expense Account**.
  </Step>

  <Step>
    Optionally, add a description like "Expense Accounts".
  </Step>

  <Step>
    Check **Enabled** to make this tag visible on transactions.
  </Step>

  <Step>
    Choose whether or not this tag is required.

    * If the "Required" checkbox is checked, cardholders must tag a transaction with it.
  </Step>

  <Step>
    Click **Save tag**.
  </Step>

  <Step>
    Click **Import CSV**.
  </Step>

  <Step>
    Click **Download sample CSV file**, then open it.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Copy the following information from the worksheet you exported from QuickBooks into the sample CSV file from PEX:

    * **NAME** column: copy *account names* to this column. You can rename the accounts to display them as you want to your cardholders.
      * Include only active accounts.
      * We recommend including only the accounts that you and your cardholders will use when tagging purchases.
    * **VALUE** column: copy *account names* from the *Account* column in QuickBooks to the VALUE column.

    <Frame>
      <img alt="" />
    </Frame>

    * The VALUE column **must not include numbers** unless they are part of the name; otherwise, **transactions will fail to sync**. For example, in QuickBooks, the Equipment account name is displayed as *201 · Equipment.* You must exclude *201 ·* and enter only Equipment (see above).
    * If the account is a child account, add the parent account name at the beginning, recursively. For example, if the *Video* account is a child of *Technology*, the VALUE should be *Technology:Video* (see above). Do not add spaces.
    * For example, if the *Hotel* account is a child of *Travel*, which is a child of *Expenses*, the VALUE should be *Expenses:Travel:Hotel*. Do not add spaces.
    * **ENABLED** column:
      * Enter TRUE for accounts you want visible on transactions when you or your cardholders tag purchases.
      * Enter FALSE for accounts you do not want visible when tagging purchases.
    * **`AVAILABLE_TO`** column:
      * Leave a cell empty to make the account available to all cardholders, **or** add a relevant group name to limit visibility to cardholders in that group.
      * Ensure the group name in the CSV file matches exactly the name in your PEX account. If it does not match exactly, the account will not be available to that group.
      * Adding multiple groups is not supported at this time.
  </Step>

  <Step>
    Save your updates.
  </Step>

  <Step>
    Return to the PEX screen with the import CSV window open.
  </Step>

  <Step>
    Click **Select file**, choose the updated file, then click **Open**.
  </Step>

  <Step>
    Click **Import**.

    You should see a success message:

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    The new tag appears on the Tag Manager page.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Create one tag for each QuickBooks Desktop field mapped to a PEX tag (such as Item, Class, Customer:Job) by repeating the steps above.

    * To export an Items list: **Lists** > **Item List** > **Excel** > **Create New Worksheet** > **Export**.
    * To export a Classes list: **Lists** > **Class List** > **Excel** > **Create New Worksheet** > **Export**.
  </Step>
</Steps>

## Where tags appear in PEX

Once the tags are set up, you will also see them:

<Steps>
  <Step>
    In the PEX Tag dropdown lists in connector setup steps.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    On the PEX transaction details screen, so you and your cardholders can tag transactions.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# Create PEX tags for QuickBooks Online
Source: https://support.pexcard.com/administrator-guide/create-pex-tags-for-quickbooks-online

PEX Tag manager is your one stop shop to sync QuickBooks Online fields with PEX tags. Each PEX tag corresponds to a QuickBooks Online field. The connector can auto pull in your expense categories, classes, customers, etc. from QuickBooks, so you don’t have to add them manually in PEX. Once they’re in PEX, you can easily code/tag transactions before they sync to QuickBooks. They will then sync to QuickBooks with the correct expense category, class, customer, etc.

Follow these steps:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to [Business Settings > Tag manager](https://dashboard.pexcard.com/business-settings/tag-manager?utm_source=support)
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Select **Dropdown** as the type.
  </Step>

  <Step>
    Enter a name: **Expense Category**.
  </Step>

  <Step>
    Optionally, add a description like "Expense Categories".
  </Step>

  <Step>
    Check **Enabled** to make this tag visible on transactions.
  </Step>

  <Step>
    Choose whether or not this tag is required.

    * If the "Required" checkbox is checked, cardholders must tag a transaction with it.
  </Step>

  <Step>
    Click **Save tag** to finish.

    * The new tag will appear on the Tag Manager page.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Create one tag for each QuickBooks Online field mapped to a PEX tag (like Class, Customer, Billable, Tax, etc.) following the same steps above.

    <Note>
      **Note:**

      Only **Yes/No** tags should be created for Billable and Tax fields.
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

Once the tags are set up, you will also see them:

<Steps>
  <Step>
    In the PEX Tag dropdown lists in connector setup steps.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    On the PEX transaction details screen, so you and your Cardholders can tag transactions.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    On the PEX reimbursement details screen, so you and your Cardholders can tag reimbursements.

    **Admin view**

    <Frame>
      <img alt="" />
    </Frame>

    **Cardholder view**

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# Create PEX tags for Sage Intacct
Source: https://support.pexcard.com/administrator-guide/create-pex-tags-for-sage-intacct

PEX Tag manager is your one stop shop to sync Sage Intacct fields with PEX tags. Each PEX tag corresponds to a Sage Intacct field. The connector can auto pull in your expense accounts, classes, customers, projects and more, so you don’t have to add them manually in PEX.

Once they’re in PEX, you can easily code/tag transactions before they sync to Sage Intacct. They will then sync to Sage Intacct with the correct expense account, class, customer, project, etc.

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to [Business Settings -> Tag manager](https://dashboard.pexcard.com/business-settings/tags?utm_source=support)
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Select **Dropdown** as the type.
  </Step>

  <Step>
    Enter a name: **Expense Account**.
  </Step>

  <Step>
    Optionally, add a description like "Intacct Account".
  </Step>

  <Step>
    Check **Enabled** to make this tag visible on transactions.
  </Step>

  <Step>
    Choose whether or not this tag is required.

    * If the "Required" checkbox is checked, cardholders must tag a transaction with it.
  </Step>

  <Step>
    Click **Save tag** to finish.

    * The new tag will appear on the Tag Manager page.
  </Step>

  <Step>
    Create one tag for each Sage Intacct field mapped to a PEX tag (like Class, Project, etc.) following the same steps above.

    <Note>
      **Note:**

      If you want to map the 'Billable' and 'Tax' fields to tags, you must create a **Yes / No** tag type.
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    If you use **user defined dimensions** you can also add those as tags following the same steps above.
  </Step>

  <Step>
    You will have PEX tags appear in Tag Manager.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

Once the tags are set up, you will also see them:

* In the PEX Tag dropdown lists in connector setup steps.

<Frame>
  <img alt="" />
</Frame>

* On the PEX transaction details screen, so you and your Cardholders can tag transactions.

<Frame>
  <img alt="" />
</Frame>

* On the PEX reimbursement details screen, so you and your Cardholders can tag reimbursements.

**Admin view**

<Frame>
  <img alt="" />
</Frame>

**Cardholder view**

<Frame>
  <img alt="" />
</Frame>


# Create PEX tags for Xero
Source: https://support.pexcard.com/administrator-guide/create-pex-tags-for-xero

PEX Tag manager is your one stop shop to sync Xero fields with PEX tags. Each PEX tag corresponds to a Xero field. The connector can auto pull in your accounts, expense types, offices, etc. from Xero, so you don’t have to add them manually in PEX.

Once they’re in PEX, you can easily code/tag transactions before they sync to Xero. They will then sync to Xero with the correct account, expense type, office, etc.

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to [Business Settings > Tag manager](https://dashboard.pexcard.com/business-settings/tags?utm_source=support)
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Select **Dropdown** as the type.
  </Step>

  <Step>
    Enter a name: **Expense** **Account**.
  </Step>

  <Step>
    Optionally, add a description like "Expense Accounts".
  </Step>

  <Step>
    Check **Enabled** to make this tag visible on transactions.
  </Step>

  <Step>
    Choose whether or not this tag is required.

    * If the "Required" checkbox is checked, cardholders must tag a transaction with it.
  </Step>

  <Step>
    Click **Save tag** to finish.

    * The new tag will appear on the Tag Manager page.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Create one tag for each Xero field mapped to a PEX tag (like Expense Type, Office, etc.) following the same steps above.

    Once the tags are set up, you will also see them:

    * In the PEX Tag dropdown lists in connector setup steps.

    <Frame>
      <img alt="" />
    </Frame>

    * On the PEX transaction details screen, so you and your Cardholders can tag transactions.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# Create Tags for Exporter app
Source: https://support.pexcard.com/administrator-guide/create-tags-for-exporter-app

If your **PEX** source is set to **Tag**, create a corresponding tag in Tag Manager. For example, if the Account field is mapped to PEX source - Tag:

<Steps>
  <Step>
    Go to [**Tag Manager**](https://dashboard.pexcard.com/business-settings/tag-manager?utm_source=support).
  </Step>

  <Step>
    Click **Add Tag** -**>** select **Dropdown** as the tag type.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Name the tag (e.g., "Account").

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Save tag**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Import CSV** to upload your tag options (chart of accounts in our example). More details on CSV import are available in our [support article](/administrator-guide/how-to-setup-and-create-tags-with-tag-manager#csv).

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Return to the Configure tab and select the created tag in the **PEX value** column for the "Account" field.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

Before exporting, make sure your transactions are tagged. You can [tag manually](https://dashboard.pexcard.com/login?url=%2Ftransactions%2Fcard-transactions\&utm_source=support) or use PEX [Auto Tagger](https://dashboard.pexcard.com/login?url=%2Fapps%2Favailable\&utm_source=support) to create rules that auto tag transactions. Find more details on Auto Tagger in our [support article](/administrator-guide/pex-auto-tagger).

<Frame>
  <img alt="" />
</Frame>


# Creating a Custom Merchant Category
Source: https://support.pexcard.com/administrator-guide/creating-a-custom-merchant-category

Create a custom merchant category from Business Settings to control exactly which types of merchants your cardholders can spend with.

*Custom merchant categories are currently available with* [*selected plans*](https://www.pexcard.com/pricing?utm_source=support).

**How to Create a Custom Merchant Category**

<Steps>
  <Step>
    Log into [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Business Settings" tab on the left side navigation
  </Step>

  <Step>
    Click the "Merchant categories" tab on Business Settings page

    * Any existing custom categories will be listed, along with their descriptions, and the number of cardholders who are assigned that category
  </Step>

  <Step>
    Click the blue "Create new category" button

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    On the "New merchant category" page, select one of the following options:

    * New empty category:
      * Start from scratch
      * Add the Visa MCCs that you want to include in the new custom category
    * New category based on an existing category
      * Start with one of the PEX Original merchant categories
      * Add or remove Visa MCCs to suit your needs
  </Step>

  <Step>
    Name the new merchant category in the field provided
  </Step>

  <Step>
    Provide a description

    * The name of the new category must be unique – you cannot duplicate or repeat names
  </Step>

  <Step>
    Click the blue "Next" button 

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Add or remove MCCs to populate your new custom category:

    * Select an item in a box
    * Click the highlighted arrow to move the item to the adjacent box
  </Step>

  <Step>
    Click the blue "Create new category" button

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    The newly created Custom Merchant Category will be added to the list of Merchant Categories.

    <Frame>
      <img alt="" />
    </Frame>

    An Admin can always use the "Edit" button (represented by the pencil icon) to go back and edit a custom category. For more, see [Editing Custom Merchant Categories](/administrator-guide/editing-custom-merchant-categories).
  </Step>
</Steps>


# Creating Departments
Source: https://support.pexcard.com/administrator-guide/creating-departments

Welcome to PEX! This guide walks you through setting up departments. By the end of this article, you'll have a clear structure for organizing your cardholders by department, controlling spend at the department level, and automating expense coding to streamline reconciliation.

## Creating Departments in PEX: A Complete Setup Guide for Administrators

Welcome to PEX! This guide walks you through setting up departments. By the end of this article, you'll have a clear structure for organizing your cardholders by department, controlling spend at the department level, and automating expense coding to streamline reconciliation.

Setting up departments in PEX involves three key components:

1. **Creating Department Tags** – Establish department categories in Tag Manager
2. **Configuring Spend Rules** – Set spending controls for each department
3. **Automating Coding with Auto Tagger** – Automatically assign departments to transactions based on cardholder

***

## When to Set Up Your Department Structure

**The best time to think about departments is when you order cards.** As you're deciding which employees need PEX cards, you're already thinking about their roles, responsibilities, and spending needs—this is the perfect moment to plan your department structure.

Before placing your card order, consider:

* **Which departments will use PEX?** List every team or cost center that needs purchasing power.
* **What are each department's spending patterns?** Field teams may need fuel and hardware stores; marketing may need advertising and professional services.
* **Who approves expenses for each department?** This helps you plan approval workflows later.
* **Do departments have different budget limits?** This informs your spend rules.

By mapping out your departments before cards arrive, you can have your GL codes (Tag Manager) configured, cardholder groups created, and spend rules ready to go. When your cards are activated, every transaction will flow into the right department bucket from day one—no retroactive cleanup required.

***

## Step 1: Create a Department Tag

Tags are the foundation of expense categorization in PEX. Before you can organize spending by department, you'll need to create a department tag with values for each department in your organization.

For complete Tag Manager documentation, see: [How to Setup and Create Tags with Tag Manager](/administrator-guide/how-to-setup-and-create-tags-with-tag-manager)

### Accessing Tag Manager

1. Log in to your PEX Admin portal at [admin.pexcard.com](https://admin.pexcard.com/)
2. Navigate to **Business Settings** in the left navigation menu
3. Click on the **Tag Manager** tab

### Creating Your Department Tag

1. Click **Add Tag** to create a new tag
2. Enter a name for your tag (e.g., "Department" or "Cost Center")
3. Add an optional description to help cardholders and admins understand its purpose
4. Select **Dropdown** as the Tag Type – this ensures cardholders select from your predefined list rather than entering free text
5. Enable the **Required** field option if every transaction must be assigned to a department

### Adding Department Values

We recommend pulling values from your Accounting or ERP platform as the source of record. Please visit the App tab to see if your accounting software is listed. If you do not see this available, you can create a custom file export via the [Universal Exporter](/administrator-guide/universal-exporter).

If you are adding options manually:

1. Click **Add a New Option** for each department
2. Enter the department name in the **Display as** column (what cardholders see)
3. Enter a corresponding value in the **Option Value** column (can match the display name or use a code)
4. Repeat for all departments (e.g., Marketing, Sales, Operations, Finance, Human Resources, IT)

**Pro Tip:** If you are adding multiple departments manually, PEX supports bulk upload via CSV. Download the Sample CSV File from the Tag Manager page, enter your department values, and upload to create multiple options at once.

### Create Group-based filters (Optional)

PEX offers Group-based filters, which allow you to specify which tag values are available. This is useful if you want cardholders to only see and select their own department:

1. When adding or editing tag values, specify which cardholder groups each value is available to
2. This prevents a Marketing team member from accidentally coding expenses to the Finance department

***

## Step 2: Create Spend Rules at the Department Level

Spend rules give you granular control over where, when, and how much cardholders can spend. By combining spend rules with groups organized by department, you can enforce department-specific policies.

For complete spend rules documentation, see: [Card Spend Rules](/cardholder-guide/card-spend-rules)

### Understanding Spend Rule Options

PEX allows you to control spending through:

* **Daily Spending Limits** – Cap the maximum amount a cardholder can spend per day
* **Merchant Category Restrictions** – Limit spending to specific merchant types (e.g., Hardware Stores, Fuel, Office Supplies)
* **Time-Based Restrictions** – Restrict card usage to specific days of the week or business hours
* **Location Restrictions** – Limit spending to specific states or regions

### Creating Groups by Department

Before setting department-level rules, organize your cardholders into groups:

1. Navigate to **Cards** in your PEX dashboard
2. Create cardholder groups that align with your departments (e.g., "Marketing Team," "Field Operations," "Executive Team")
3. Assign cardholders to their respective department groups

### Setting Up Department Spend Rules

1. Log in to your PEX dashboard
2. Navigate to **Business Settings** > **Spend Policies**
3. Click **Create a New Policy**

**Example Department Policies:**

| Department       | Daily Limit | Allowed Merchant Categories                           | Notes                                 |
| ---------------- | ----------- | ----------------------------------------------------- | ------------------------------------- |
| Marketing        | \$2,500     | Advertising, Business Services, Professional Services | Higher limits for campaign purchases  |
| Field Operations | \$1,000     | Hardware Stores, Fuel, Auto Services                  | Restricted to job-related categories  |
| IT               | \$5,000     | Electronics, Computer Services, Office Supplies       | Higher limits for equipment purchases |
| Admin            | \$500       | Office Supplies, Business Services                    | Standard office expenses              |

### Applying Rules to Groups

1. After creating your spend policy, assign it to the appropriate group of users
2. Any cardholder within that group will automatically follow the department's spend rules
3. Attempts to use a PEX card outside the pre-approved rules will be declined

**Pro Tip:** 60% of PEX customers who use custom spending rules report saving money. Rules prevent out-of-policy spending proactively, rather than catching it during reconciliation.

***

## Step 3: Automate Department Coding with Auto Tagger

Auto Tagger is a powerful PEX feature that automatically applies GL codes and tags (including your department tag) to transaction records. Instead of manually coding every expense, you tell the system once which codes go with which types of transactions—or which cardholders.

**Good news: Auto Tagger is included in your PEX subscription at no additional cost.** This means you can start automating your department coding right away.

For complete Auto Tagger documentation, see: [PEX Auto Tagger](/administrator-guide/pex-auto-tagger)

### How Auto Tagger Works

Auto Tagger enables you to create rules that automatically apply tags based on:

* **Cardholder Name** – Automatically assign the department tag based on who made the purchase
* **Merchant/Vendor** – Apply codes based on where the purchase was made
* **Transaction Type** – Categorize based on the merchant category code

### Setting Up Auto Tagger for Department Coding by Cardholder

To automatically code every transaction to the correct department based on the cardholder:

1. Access Auto Tagger through your PEX Admin portal
2. Create a rule for each cardholder or group
3. Set the condition to match the cardholder name
4. Set the action to apply the corresponding department tag value

**Example Auto Tagger Rules:**

| Rule Name                         | Condition                           | Action                        |
| --------------------------------- | ----------------------------------- | ----------------------------- |
| Marketing Dept – Jane Smith       | Cardholder = Jane Smith             | Apply Department = Marketing  |
| Marketing Dept – John Doe         | Cardholder = John Doe               | Apply Department = Marketing  |
| Operations Dept – All Field Staff | Cardholder Group = Field Operations | Apply Department = Operations |

### Benefits of Automating Department Coding

* **Eliminate manual data entry** – Transactions arrive pre-coded to the correct department
* **Reduce errors** – No more misclassified expenses (like team lunches marked to the wrong cost center)
* **Speed up month-end close** – Expense data arrives already categorized and ready to reconcile
* **Improve cardholder experience** – Cardholders don't need to remember which department code to select

**Real Results:** PEX customers using automated tagging report saving significant time on reconciliation. One customer, Wheelhouse Group, saved 4 hours per month by implementing AI-based receipt matching and automated GL code tagging.

***

## Putting It All Together: Your Department Structure

Once you've completed all three steps, your department structure will work like this:

1. **A cardholder makes a purchase** – Their card is governed by department-level spend rules
2. **The transaction is recorded** – Auto Tagger automatically applies the department tag based on the cardholder
3. **During reconciliation** – All transactions are already coded to the correct department, ready for review and export to your accounting system

### Recommended Workflow Summary

| Step | Action                                               | Where in PEX                       |
| ---- | ---------------------------------------------------- | ---------------------------------- |
| 1    | Create "Department" tag with all department values   | Business Settings > Tag Manager    |
| 2    | Create groups for each department                    | Cards > Groups                     |
| 3    | Create spend policies with department-specific rules | Business Settings > Spend Policies |
| 4    | Assign spend policies to cardholder groups           | Spend Policies > Assign to Group   |
| 5    | Configure Auto Tagger rules by cardholder            | Auto Tagger Settings               |

***

## Additional Resources

* **Tag Manager Setup Guide:** [support.pexcard.com/s/article?name=000001107](/administrator-guide/how-to-setup-and-create-tags-with-tag-manager)
* **Card Spend Rules:** [support.pexcard.com/s/article?name=000001102](/cardholder-guide/card-spend-rules)
* **PEX Auto Tagger:** [support.pexcard.com/s/article?name=000003073](/administrator-guide/pex-auto-tagger)

***

## Need Help?

If you have questions about setting up departments or any other PEX features, our Customer Success team is here to help. Contact us at [support.pexcard.com](https://support.pexcard.com/) or reach out to your dedicated account manager.

***

*Last Updated: February 2026*


# Creating Merchant Allow & Deny Lists
Source: https://support.pexcard.com/administrator-guide/creating-merchant-allow-deny-lists

Merchant deny list / allow lists are tools you can use on the PEX platform to further manage your organization's spending. If your organization has specific rules related to allowed merchants, creating merchant lists can provide a flexible solution to two primary use cases:

Merchant deny list / allow lists are tools you can use on the PEX platform to further manage your organization's spending. If your organization has specific rules related to allowed merchants, creating merchant lists can provide a flexible solution to two primary use cases:

* **Deny list** – purchases from denied merchants will be blocked, while purchases from all other merchants will be permitted
* **Allow list** – purchases from allowed merchants will be permitted, while purchases from all other merchants will be blocked

To create a deny list / allow list, you must first create a generic merchant list. Later, you can apply deny list / allow list restrictions to either a spend policy or as spend rules for specific cardholder.

###

How to Create a Merchant List

1. Log into [dashboard.pexcard.com](https://dashboard.pexcard.com)
2. Click the "Business Settings" tab on the left side navigation
3. Select the "Merchant lists" tab.
   * Any existing custom categories will be listed, along with their descriptions, and the number of cardholders who are assigned that category.
4. Click ‘Create New Merchant List.’
5. On the "New merchant list" page, complete the fields for your new list:
   * *Name* – the name of your new deny list / allow list.
   * *Description* – the name of the new category must be unique. You cannot duplicate or repeat names.
6. Add to your list by searching a merchant name and selecting a merchant.
7. Click the "Create" button.
8. Click the blue "Create new category" button
9. The newly created merchant list will be added to your available merchant lists.

Tip: You can always use the "Edit" button (represented by the pencil icon) to go back and edit a merchant list.

###

How to Enable a Merchant Deny List / Allow List

There are two ways you can enable a merchant deny list / allow list for your cardholders. You can either create a new spend policy to apply to multiple cardholders, or you can add a spend rule to a single cardholder.

**Adding a Merchant Deny list / Allow list to a Spend Policy**

1. Go to the ‘Spend policies’ tab on the ‘Business settings’ page.
2. Select ‘Create New Policy.’
3. Enter the name of your policy.
4. To set Merchant restrictions with your newly created merchant list, scroll to the ‘Merchants’ section of the page (note: you can find more information on Merchant Category restrictions here).
5. Select one or more merchant lists from your available lists on the left hand side.
6. Change the toggle on the right labeled ‘Add this merchant list to deny list / allow list’
7. Select the type of list you would like to create (deny list / allow list).
8. Click ‘Save Changes’ to enable your new deny list / allow list policy.

**Adding a Merchant deny list / allow list to a Cardholder’s Spend Rules**

1. Go to the ‘Cards’ page and select the appropriate card on the ‘Team members’ tab or ‘Vendors’ tab.
2. Select the ‘Spend rules’ tab towards the bottom of the ‘Card details’ page.
3. To set Merchant restrictions for this cardholder with your newly created Merchant List, scroll to the ‘Merchants’ section of the page (note: you can find more information on Merchant Category restrictions here).
4. Select one or more merchant lists from your available lists on the left hand side.
5. Change the toggle on the right labeled ‘Add this merchant list to deny list / allow list’
6. Select the type of list you would like to create (deny list / allow list).
7. Click ‘Save Changes’ to enable your new deny list / allow list spend rules.

###

Merchant List FAQs

1. Can I create a deny list / allow list for specific stores or locations?
   * No – due to how merchants are stored in our database, merchant lists cannot be specified at the store/location level.
2. Can I use merchant deny list / allow list for virtual cards?
   * Yes – deny list / allow list can be used for both physical and virtual cards. Vendor cards can even be locked to a specific vendor (learn more about [How to Create Vendor Cards](/administrator-guide/how-to-create-vendor-cards) ).
3. What happens if a cardholder spends at an unauthorized merchant?
   * The cardholder will receive a decline with the reason "Merchant not allowed for this cardholder."
4. Why was a cardholder declined at an allow listed merchant?
   * Some merchants may not be correctly identified due to the way their point of sale terminals were configured. For example, joint Baskin Robbins / Dunkin' Donuts stores may show up as either Baskin Robbins or Dunkin' Donuts.
5. What if I can’t find the vendor I’m looking for?
   * If you are still unable to find the vendor you want, you can choose to expand your search (see below). However, the merchant results that appear from an expanded search have not been validated in our database and it is up to your discretion to use them for your card restrictions. (See [Tips for Searching for Merchants](/administrator-guide/tips-for-searching-for-merchants))

<Frame>
  <img alt="Screen Shot 2022-09-29 at 1.53.17 PM.png" />
</Frame>

***See related articles:***\
[Creating a Custom Merchant Category](/administrator-guide/creating-a-custom-merchant-category)\
[Tips for Searching for Merchants](/administrator-guide/tips-for-searching-for-merchants)


# Creating Virtual Cards
Source: https://support.pexcard.com/administrator-guide/creating-virtual-cards

Issue PEX Team Member and Vendor virtual cards for online-only purchases, without waiting for plastic cards to ship.

## What is a virtual card?

A virtual card is one that can only be used online; no plastic card is created. PEX offers two types of virtual cards: Team Member and Vendor Cards.

<Frame>
  <iframe title="Virtual Cards" />
</Frame>

## How to create virtual cards

<Steps>
  <Step>
    Navigate to the 'Cards' section in the left navigation
  </Step>

  <Step>
    Click the 'Order Cards' blue button on the upper right
  </Step>

  <Step>
    Select the type of card you would like – 'Team Member' or 'Vendor'

    * A Team Member card is designed for employees of a business. These cards can be used for purchases made by members of a business with funds assigned to individual cardholders, and can be physical or virtual.
    * A Vendor card is designed for the use of the business. These cards are virtual-only cards that can be used for online payments towards one specific vendor.
  </Step>
</Steps>

### Ordering Team Member virtual cards

<Steps>
  <Step>
    Select 'Team Member' from the drop down
  </Step>

  <Step>
    Check the number of new cards currently available in your Plan

    * If you need to increase the number of new cards available to your organization, please contact PEX Admin Support at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com)
  </Step>

  <Step>
    Enter the names, DOB, phone, and email of the people for whom you are ordering cards. Click Continue
  </Step>

  <Step>
    Check the box under the 'Virtual Only' column to order virtual cards for team members. These cards can be viewed by admins and cardholders in the Dashboard (requires enabling enhanced security through multi-factor authentication). No physical cards are mailed out and cards are activated immediately
  </Step>

  <Step>
    You will be able to access the card number immediately after creation from the Card Details page
  </Step>
</Steps>

### Ordering Vendor virtual cards

<Steps>
  <Step>
    Select 'Vendor' from the drop down
  </Step>

  <Step>
    **Card settings**

    * Enter the name of the vendor to appear on the card (will appear on the virtual card as VENDOR \[Vendor name])
    * Select the expiration length of the card.
    * **Share with cardholder**
      * This option will allow you to grant a cardholder full access to vendor card details as a "card owner". This cardholder will be able to view the card number and all card transactions. Only one cardholder can be assigned to a vendor card.
    * Choose whether you want the card to be immediately activated
  </Step>

  <Step>
    **Funding**

    * Select which funding option you would like to use for the card.
      * *Use Auto Card Funding* — Set funds to be automatically pulled from the business account balance so that no funding is needed ahead of payment.
        * You can also set up time-based spend limits to restrict the amount that can be spent on a card in a given period.
      * *Add funds to card* — Set funds to be transferred to the card upon creation.
        * Enter the initial balance that you would like to set for the card.
        * You can also set the cards to be funded automatically on a recurring basis by selecting a funding frequency.
      * *Add funds later* — create the card now without funding. Funding can be set up later on the Card Details page or the Cards page.
  </Step>

  <Step>
    **Vendor locking (optional)**

    * Check the box to enable vendor locking.
    * Select the vendor that you would like to lock the card to
      * This option will limit the card to ONLY enable spend with the vendor you select.
      * This will prevent charges from unauthorized vendors and make reconciliation easier.
  </Step>

  <Step>
    Click the button at the bottom titled "Create Card"
  </Step>

  <Step>
    Once the card is activated, you will be able to access the card number from the Card Details page
  </Step>
</Steps>

## Virtual card FAQs

<AccordionGroup>
  <Accordion title="What is the difference between a Team Member card and a Vendor card?">
    * A Team Member card is designed for employees of a business. These cards can be used for purchases made by members of a business with funds assigned to individual cardholders, and can be **physical or virtual.**
    * Vendor cards are **virtual-only** cards that can be used for payments towards a specific vendor. You cannot create a physical Vendor card.
  </Accordion>

  <Accordion title="How do I know if I need a Vendor card?">
    * Are you looking for a simple way to pay a supplier for a one-off or ongoing purchase?
    * Is there a supplier or vendor that you frequently pay for ongoing subscriptions?
    * Do you have a recurring subscription fee and would like to set up auto funding for a set amount?
    * Is the fee approximately the same month to month?
    * Do you need an easier way to complete the reconciliation for a supplier?
    * If any of the above questions apply to you for a specific supplier, a Vendor card is recommended.
  </Accordion>

  <Accordion title="How soon can I access my virtual card number?">
    * Virtual card numbers are available once the card is activated. Team Member cards are activated immediately upon creation. Vendor cards will be activated immediately if "Auto-activate this card on creation" is selected during card creation; otherwise, admins may activate the cards manually.
  </Accordion>

  <Accordion title="Can I add a virtual card to my digital wallet?">
    * Team Member virtual cards can be added to digital wallets, giving cardholders the flexibility to use their cards for in-store purchases. Vendor virtual cards cannot be added to digital wallets and are for online use only.
  </Accordion>

  <Accordion title="Can I use a Vendor card for in-store purchases?">
    * No. Vendor cards can only be used online.
  </Accordion>

  <Accordion title="If I order a virtual card, can I request an upgrade to a physical card later?">
    * Team Member virtual cards may be upgraded to physical cards if needed at no additional cost. To do so, go to the Cards section of the PEX Dashboard, select the virtual card accounts that you wish to convert to physical cards, and click the "Request Physical" bulk action button.
    * Vendor virtual cards cannot be upgraded to physical cards, they remain virtually accessible only.
  </Accordion>

  <Accordion title="Can I use a Vendor card on a Disburse account?">
    * Vendor cards are not available for Disburse accounts.
  </Accordion>

  <Accordion title="Can I set spend rules and auto funding on Vendor virtual cards?">
    * Spend rules and auto funding can be set up in the same way for plastic and virtual card accounts.
  </Accordion>

  <Accordion title="Do virtual cards auto renew?">
    * No, they do not. A new card order must be placed after expiry.
  </Accordion>

  <Accordion title="How much do Vendor cards cost?">
    * Vendor cards are free.
  </Accordion>

  <Accordion title="Do Vendor cards count towards my card count?">
    * No — Vendor cards do not count towards your total number of allotted card accounts. This means that even if you are already using the maximum number of cards your pricing plan includes, you may still create Vendor cards as needed at no additional cost.
  </Accordion>
</AccordionGroup>


# Dashboard analytics: understanding your business at a glance
Source: https://support.pexcard.com/administrator-guide/dashboard-analytics

Visual insights into your spending, payments, team composition and card declines — right from your PEX Dashboard

Dashboard analytics transforms your PEX Dashboard into a visual command center. Instead of raw numbers alone, you get interactive charts and summary widgets that help you spot trends, identify issues and make better financial decisions — all without leaving the Dashboard.

You'll see analytics widgets throughout the Dashboard, the Cards page, the Transactions page and the Team Members page.

## Dashboard widgets

When you log in as an administrator, the main Dashboard page displays the following analytics sections:

### 1. Account overview

The account overview widget shows **credit utilization** — the percentage of your credit line currently used — with a legend showing **Current Balance**, **Pending Transactions** and **Available Credit**. The header shows the total number of **open cards**.

<Frame>
  <img alt="Account overview widget" />
</Frame>

### 2. Metric tiles

Below the account overview, quick-glance metric tiles summarize key financial data points:

| Metric tile                           | Description                                                                                                 |
| ------------------------------------- | ----------------------------------------------------------------------------------------------------------- |
| **Pending card transactions**         | Total dollar amount of transactions that haven't settled yet                                                |
| **Pending ACH transfers**             | Total dollar amount of bank transfers currently in progress                                                 |
| **Total ledger balance at 12am (ET)** | Your account's ledger balance as of midnight Eastern Time                                                   |
| **Card spend since 12am (ET)**        | How much has been spent on cards since the start of the day                                                 |
| **Spend billing cycle**               | Total spend in the current billing cycle (Credit programs)                                                  |
| **Credit line amount**                | Your total credit line (Credit programs). Includes an action to request a credit limit increase if eligible |

### 3. Monthly spend

The monthly spend widget visualizes your spending over time. You can toggle between **Last 3 months** and **Last 6 months** using the range dropdown. Hover over any data point to see the exact spend amount for that period. The data in this chart refreshes hourly, so it always reflects your most recent spending activity.

<Frame>
  <img alt="Monthly spend widget" />
</Frame>

### 4. Credit payments

The credit payments widget shows your most recent credit payments (up to 7). Each bar is color-coded by payment status:

* **Blue** — Settled (payment completed successfully)
* **Red** — Failed (payment was not successful)
* **Purple** — Pending (awaiting replenishment)

Hover over a bar to see the payment date, amount and status. A "View all" link takes you to the full Payments page.

This widget only appears on **Credit Expense programs** that have payment history.

### 5. My rebates

If your account earns rebate rewards, this card displays:

* **Year-to-date** — Rebate amount earned this year
* **Lifetime earned** — Total rebates earned since account creation

## Cardholder dashboard widgets

When Cardholders log in, they see a personal spending chart on their Dashboard:

### Monthly spend (Cardholder view)

The same spend chart as the admin view, but scoped to the individual Cardholder's spending. It appears below the Cardholder's card image and balance information.

## Cards page widgets

### Credit limit usage

The credit limit usage widget shows **which Cardholders are approaching their credit limit** with a detailed list. You can filter by utilization threshold (e.g., 50%+, 75%+, 90%+) using the dropdown.

The widget shows:

* The number of Cardholders at or above the selected threshold out of the total eligible
* A clickable list of those Cardholders with their card last-4 digits and utilization percentage
* An option to **enable Early Auto Pay** if not already configured

<Tip>
  **Tip:**

  Use the credit limit usage widget to proactively manage card limits. If several Cardholders are nearing their limits, consider updating Cardholders' spend rules to prevent declines.
</Tip>

### Card-level decline reasons

On each card's detail page (Declines tab), a "Top decline reasons" widget shows the most common decline reasons for that specific card over a selectable time range (30 days, 3 months or 6 months).

## Transactions page widgets

### Top decline reasons (business-wide)

The top decline reasons widget shows a compact list of the top 5 reasons transactions are being declined across your entire business. Select from **Last 30 days**, **Last 3 months** or **Last 6 months** to adjust the date range.

This widget is displayed at the top of the **Card Declines** tab within the Transactions section.

<Frame>
  <img alt="Top decline reasons widget" />
</Frame>

<Note>
  **Note:**

  Understanding decline reasons helps you take corrective action — such as adjusting spend policies, increasing card limits or enabling additional merchant categories — to keep your team productive.
</Note>

### Cardholder purchases overview

When viewing an individual Cardholder's Purchases tab, a collapsible **Overview** panel shows that Cardholder's personal spend chart with a range selector (Last 3 months / Last 6 months).

## Team members page widget

### Registered users

The registered users widget breaks down your registered users into **Cardholders** and **Admins**, with the total count displayed in the center. The legend shows the count for each role.

<Frame>
  <img alt="Registered users widget" />
</Frame>

This widget appears at the top of the **Team Members** page and provides an at-a-glance view of your team composition.

## Availability

If you do not see these widgets, the feature may not yet be enabled for your account. Contact your PEX account manager or [PEX Support](https://www.pexcard.com/contact-us/) to inquire about enabling Dashboard analytics for your business.

<Note>
  **Note:**

  Some widgets are specific to Credit Expense programs (e.g., credit payments, credit limit usage). Prepaid program administrators will see the prepaid-specific metric tiles and spend chart instead.
</Note>


# Deleting a Custom Merchant Category
Source: https://support.pexcard.com/administrator-guide/deleting-a-custom-merchant-category

Custom merchant categories are currently available with [selected plans](https://www.pexcard.com/pricing?utm_source=support).

<Note>
  **Please note:**

  1. Only the Administrator who first created a Custom Merchant Category can delete it.
     * If the Administrator who created the Custom Merchant Category has left your organization, then send an email to [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com). PEX Support can help you with the issues regarding editing and deleting Custom Merchant Categories when the person who created them is no longer available.
  2. PEX Categories. You cannot delete the 13 original PEX Merchant Categories (Associations & Organizations, Automotive Dealers, Educational Services, and so on), which are indicated with the blue PEX logo.
  3. Locked Categories. You cannot delete any Merchant Categories that are indicated with a lock.
</Note>

## How to Delete a Custom Merchant Category

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Business Settings" tab
  </Step>

  <Step>
    Click "Merchant categories" tab in Business Settings
  </Step>

  <Step>
    Click on the "**X**" at the end of the Custom Merchant Category row

    * If the category is assigned to cards, then the PEX system will provide a warning
    * You can then either cancel the action, or you can proceed to delete the category

    <Frame>
      <img alt="" />
    </Frame>

    *Click the "X" to delete the Custom Merchant Category*
  </Step>
</Steps>

<Note>
  **Note:**

  * Spending Policies and cardholder Spend Rules that had the deleted Custom Merchant Category in them will be updated in real-time
  * The deleted category will no longer be listed in the Merchant Category tab nor will it be listed as an option for Spending Policies, or under cardholder Spend Rules
</Note>


# Deleting a Tag
Source: https://support.pexcard.com/administrator-guide/deleting-a-tag

Remove a PEX tag you no longer need from Tag Manager, or disable it instead to preserve historical tag data.

*If you no longer want to use a tag, PEX recommends that you set the tag to "Enabled: No." See* [*Enabling and Disabling Tags*](/administrator-guide/enabling-and-disabling-tags).

## How to Delete a Tag

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click on "Business Settings"
  </Step>

  <Step>
    Click on the "Tag Manager" tab
  </Step>

  <Step>
    Click on the "X" at the far right of the description of the tag you want to delete

    <Frame>
      <img alt="PEX: How to Delete a Tag" />
    </Frame>
  </Step>

  <Step>
    You will see a confirmation dialog box asking you to confirm that you want to delete the tag
  </Step>

  <Step>
    Click the "Delete" button in the confirmation dialog box

    <Frame>
      <img alt="PEX: How to Delete a Tag" />
    </Frame>

    <Note>
      **Note:**

      * Any previous transactions that have this tag assigned will still show the details for the tag
      * Deleting a tag does not delete the tag information from historical transactions
      * If a tag is deleted that is later needed, creating a new tag with the same name will not be allowed. Tags must all have unique names
      * If you want to recover a deleted tag, reach out to [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com)
    </Note>
  </Step>
</Steps>


# Does PEX offer credit?
Source: https://support.pexcard.com/administrator-guide/does-pex-offer-credit

Yes — PEX Credit Expense gives your business a line of credit on the PEX Visa® Commercial Card

Yes. PEX Credit Expense gives your business a line of credit on the PEX Visa® Commercial Card. Your Cardholders spend on the card, and PEX automatically debits your linked business bank account for the full settled balance at the end of each statement period. PEX assigns your statement period — weekly or monthly — and your credit line when you're approved.

PEX also offers two prepaid programs — Prepaid Expense and Disburse — where you fund the account before Cardholders can spend.

## Why businesses choose Credit Expense

* **Spend before you fund.** Your Cardholders spend against the credit line, so cash stays in your bank account until the end of the statement period.
* **Earn a rebate on qualifying purchases.** Credit Expense accounts earn a percentage back on eligible card spend. See [rebate details](/administrator-guide/how-to-view-rebate-details).
* **No personal guarantee.** PEX underwrites the business, primarily on your linked bank balances — there's no consumer credit check on you or your Cardholders.
* **The same controls as prepaid.** Issue physical and virtual cards, and cap spend by Cardholder, card, merchant category or merchant.
* **Repay early to free up credit.** Initiate a repayment in the Dashboard and the amount is added back to your available credit once it settles. See [repayment for Credit Expense programs](/administrator-guide/repayment-for-credit-expense-programs).

<Card title="Ready to apply?" icon="credit-card" href="/administrator-guide/how-to-apply-for-pex-credit-expense">
  See the eligibility requirements and the application paths for new and existing customers
</Card>

## Compare the programs

| Program         | Funding model                                         | Repayment                                                                                                     |
| --------------- | ----------------------------------------------------- | ------------------------------------------------------------------------------------------------------------- |
| Credit Expense  | A line of credit on the PEX Visa® Commercial Card     | PEX debits your linked business bank account for the full settled balance at the end of each statement period |
| Prepaid Expense | You pre-fund the account before Cardholders can spend | Nothing to repay — you fund the account first                                                                 |
| Disburse        | Pre-funded                                            | Nothing to repay — you fund the account first                                                                 |

## Where to go next

* [Credit line and spend limits](/administrator-guide/understanding-credit-line-and-spend-limits-for-charge-expense-programs) — how PEX sets your credit line and how you cap what each Cardholder can spend.
* [Repayment for Credit Expense programs](/administrator-guide/repayment-for-credit-expense-programs) — how the end-of-period debit works and how to repay early.

<Note>
  **Note:**

  The PEX Visa® Prepaid Card, PEX Disburse Visa® Prepaid Card, and PEX Visa® Commercial Card are not credit cards.
</Note>


# Does PEX offer Virtual Cards?
Source: https://support.pexcard.com/administrator-guide/does-pex-offer-virtual-cards

Understand how PEX defines virtual, ghost, and digital cards, and which options are available to your business through the dashboard or API.

## What is a virtual card?

The phrase "virtual card" can mean different things. In the most generic sense, "virtual card" means the digital display of a card number to an end user without a corresponding plastic card – this is how a "virtual card" is defined at PEX.

Sometimes "virtual card" means the ability to generate a unique card number per merchant. All card numbers draw on the same card account or pool of funds. This use of virtual cards is more secure than providing a single card number for purchases as each merchant receives a unique card number. The preferred term for this use case is "ghost card".

"Virtual card" can sometimes also mean the ability to instantly provision a digital card and make secure purchases through a device such as a mobile phone. The preferred term for this use case is "digital card".

## Does PEX offer virtual cards?

PEX offers virtual cards for all customers. Please see [How to Create Virtual Cards](/administrator-guide/creating-virtual-cards) for details on how to create virtual cards.

PEX also offers support for digital cards. Please see [Adding a PEX Card to a Digital Wallet](/administrator-guide/adding-a-pex-card-to-a-digital-wallet-admin-guide).

Virtual cards can also be provisioned and retrieved via an API endpoint. For more information, please see our [API documentation](https://developer.pexcard.com/documentation). Note: you will need to sign up for a free developer account to access this page.


# Dormancy fee
Source: https://support.pexcard.com/administrator-guide/dormancy-fee

What triggers a dormancy fee on Prepaid Expense accounts and how financial inactivity is defined

Prepaid Expense accounts with 90 consecutive days of financial inactivity incur a monthly dormancy fee. To review the monthly fee information, [visit the pricing page](https://www.pexcard.com/credit-prepaid-expense-pricing/).

## What counts as financial inactivity?

Financial inactivity is defined as 90 consecutive days of no active spending on at least one active card on the account (including associated sub-accounts with the same EIN).

This does not mean that every individual Cardholder has to spend every month. As long as at least one card is actively spending, the business is not considered dormant.

## What happens to dormant accounts with a \$0 balance?

Accounts with \$0 in their PEX account balance that have become dormant will be closed.


# Early auto payment
Source: https://support.pexcard.com/administrator-guide/early-auto-payment

Learn how early auto payment works on Credit Expense accounts, including activation, configuration and FAQs

## What is early auto payment?

Early auto payment automatically triggers a payment when your credit usage reaches a threshold you set (default 80%). This prevents declined transactions and keeps your business running smoothly.

Available for Credit Expense accounts only.

## How it works

* Your credit line has a configurable threshold (default 80%).
* When your balance reaches that threshold or more, the system automatically pays your **full balance** from your linked bank account, restoring your credit line.
* The system checks once daily around 11 AM ET.
* Payment covers your entire outstanding balance, not just the threshold amount.

**Example:** If your credit line is \$100,000 and the threshold is set to 80%, an early payment triggers when your outstanding balance reaches \$80,000 or more.

## How to activate

Choose one of these options:

1. **From Dashboard:** Click **Enable** on the Dashboard statement information box

<img alt="Dashboard statement information box with early auto payment enable option" />

2. **From Transactions:** Go to **Transactions** > **Make a payment** > **Early auto payment**

<img alt="Transactions page showing Make a payment and Early auto payment option" />

**Configure:**

* **Threshold percentage** (default 80%)
* **Bank account** for payments
* **Reset spend limit** (optional)

## How to modify or disable

<Steps>
  <Step>
    Go to the **Early auto payment page**.
  </Step>

  <Step>
    Adjust threshold, bank account or toggle on/off.
  </Step>

  <Step>
    Save changes.
  </Step>
</Steps>

## FAQ

**Does this replace my payment at the end of my billing cycle?**

No, it works in addition to your regular end of billing cycle payment.

**What if my bank account has insufficient funds?**

The payment will fail and we'll notify you.

**How quickly is credit restored?**

Within 1-3 business days after payment processing.


# Editing a Card Order
Source: https://support.pexcard.com/administrator-guide/editing-a-card-order

Please proceed to close the card on the dashboard with these steps the same day the order was placed and create a new card order.

## **Canceling a Card Order**

* Requests to cancel card orders are not accepted as it is not possible for PEX to cancel once it has been submitted.
* Please proceed to close the card on the dashboard with [these steps](/administrator-guide/how-to-close-a-card) the same day the order was placed and create a new card order.

## **Editing a Card Order**

*Need to correct the spelling of a card name ordered earlier today?*

* Please proceed to edit the card name on your dashboard by locating and clicking the card, locate and clicking the Profile tab. Click Edit Profile at the bottom of the page, update the name, then save.
* Once this has been updated the same day the card is ordered, only the latest name will print onto the card. There is no need to contact PEX once this has been updated and saved.

*Need to correct the shipping address on file for a card ordered earlier today to the address on file?*

* Please proceed to edit the shipping address on your dashboard by locating and clicking the card, locate and clicking the Profile tab. Click Edit Profile at the bottom of the page, update the address changes, then save.
* Once this has been updated the same day the card is ordered, the card will ship to the latest shipping address on file. There is no need to contact PEX once this has been updated and saved.

*Need to make another correction to a new card ordered earlier today or yesterday?*\
Please proceed to close the card on the dashboard with [these steps](/administrator-guide/how-to-close-a-card) the same day the order was placed and create a new card order.

* Card order change requests submitted M-F before 5pm on the same day the card order was placed may or may not be accepted and are not guaranteed.
* PEX is unable to make changes to new or replacement card orders completed on weekends, holidays, on weekdays outside of normal business hours, 9-5pm (EST) or changes to card orders the day after the card order is submitted.
* In order to submit a request for a change or correction, please email [Adminsupport@pexcard.com](mailto:Adminsupport@pexcard.com) with the requested change/s rather than calling. Subject line should reflect that the request is for a card order change request.
* *Note:* Due to imposed character limits, either an ATTN line or the business name may be manually added.

## **Corrections for Redelivery**

PEX is not authorized to alter card orders shipments or attempts delivery. Any further changes to a card order or redelivery requests should be addressed directly to the shipping company, as applicable.


# Editing Custom Merchant Categories
Source: https://support.pexcard.com/administrator-guide/editing-custom-merchant-categories

Custom Merchant Categories are currently available with [selected plans](https://www.pexcard.com/pricing?utm_source=support).

**About Custom Merchant Categories**

* Only the Administrator who created a Custom Merchant Category can edit it
* You cannot edit the original PEX Merchant Categories (which have the blue PEX logo next to them)
* You cannot edit Locked Categories (which have an image of a lock next to them)

**To Edit Custom Merchant Categories**

<Steps>
  <Step>
    Log into [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click on the "Business Settings" tab
  </Step>

  <Step>
    Click on "Merchant Categories" in Business Settings
  </Step>

  <Step>
    Click on the name of the Custom Category to edit
  </Step>

  <Step>
    Select an MCC that you want to add to, or remove from, the Custom Category

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click on the arrow in the box to move the MCC
  </Step>

  <Step>
    Click the blue "Update category" button to save your changes

    * Spending Policies and cardholder Spend Rules that have this category are updated in real-time

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

*Select an MCC.*

Click the arrow to move it into the Custom Category, or to remove it from the Custom Category.

Click the blue "Update category" button to save changes.


# Email bills to PEX
Source: https://support.pexcard.com/administrator-guide/email-bills-to-pex

You can email invoices and bills directly to PEX for automatic processing. PEX uses AI to extract vendor details, amounts, and due dates from your emailed documents, then converts them into bill payment requests.

You can email invoices and bills directly to PEX for automatic processing. PEX uses AI to extract vendor details, amounts, and due dates from your emailed documents, then converts them into bill payment requests. Use the Bill Inbox tab to manage incoming bills, and the Review tab to approve or reject them.

## Prerequisites

Before you can email bills to PEX, ensure the following are enabled for your business:

* "Bill pay" setting

  * Go to **Business settings** > **Profile** > click **Edit** > select **Enable** for Bill Pay > click **Update**.

  <Frame>
    <img alt="Bill Pay setting in Business settings" />
  </Frame>

  * Contact [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) if you don't see the Bill Pay section.
* **You must be an Admin.** The Bill Inbox is only accessible to users with the Admin role.

## How it works

1. **Email your bill** — Forward or send an invoice/bill to your unique PEX billing email address (shown at the top of the Bill Inbox page).

<Frame>
  <img alt="PEX billing email address" />
</Frame>

2. **AI extraction** — PEX automatically extracts key details: vendor name, amount, bill date, due date, and invoice number.
3. **Review in Inbox** — The bill appears in the **Inbox** tab with status indicators showing if it is ready for review or needs attention.
4. **Edit & submit** — Open the bill, verify or correct extracted data, assign a vendor, add tags, and submit.
5. **Approve or reject** — Submitted bills move to the **Review** tab where they can be approved or rejected.
6. **History** — Approved and rejected bills appear in the **History** tab for reference.
7. **Payment** — To process payment for approved bills, go to the **Payments** menu in the sidebar.

<Frame>
  <img alt="Payments menu in sidebar" />
</Frame>

## Email a bill

Send your invoice or bill to your dedicated PEX billing email address. You can find this email at the top of the Bill Inbox page.

* Click the **copy icon** next to the email address to copy it to your clipboard.
* Attach your invoice as an image (JPEG, PNG) or PDF. Multi-page PDFs are supported.
* You can send multiple invoices in a single email—each attachment is processed separately.
* You can also set up email forwarding rules in your email client to automatically forward vendor invoices to PEX. Contact [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) for help with this.

## Inbox tab

The **Inbox** tab displays all incoming emailed bills that are pending or need review. Each row shows:

* **Vendor** — The extracted vendor name and icon (or "Not extracted" if unavailable).
* **Received date** — When the email was received.
* **Source** — The sender's email address.
* **Due date** — Extracted due date (or "Not extracted").
* **Status** — One of the following:
  * **Ready for review** (green) — All required fields extracted successfully.
  * **Needs tags** (yellow) — Required tags are missing.
  * **Missing vendor / Vendor not matched / Missing amount / Missing bill date** (red) — One or more required fields need attention.
  * **Duplicate** (yellow) — PEX detected this may be a duplicate of an existing bill.
* **Amount** — Extracted dollar amount.

You can filter by **Received date** and **Due date**, sort columns, and paginate results. Select multiple items and use the **Actions** dropdown to delete them in bulk.

## Review & edit a bill

Click any row in the Inbox to open the bill editor. The page shows:

* **Document preview** — A preview of the attached bill. Double-click to expand or collapse the viewer.
* **Action items alert** — A list of items that need your attention (e.g., "Select a vendor", "Enter an amount").

<Frame>
  <img alt="Bill editor with action items" />
</Frame>

Fill in or confirm the following fields:

* **Vendor** (required) — Select from your vendor list. If the vendor doesn't exist, click **Create vendor** to add a new one with prefilled data from the bill.
* **Amount** (required) — Dollar amount of the bill.
* **Bill date** (required) — The bill date.
* **Due date** (optional) — Payment due date.
* **Invoice No.** (optional) — Reference number from the invoice.
* **Tags** — If your business has required tags configured, fill them in. You can also split tag allocations if allocation tags are enabled.
* **Note** (optional) — Add a note for context.

Click **Next** to submit the bill for approval. The bill is created as a payment request and moves to the Review tab.

## Review tab

The **Review** tab lists all bills pending approval. You can:

* Click a bill to view its full details in a side panel.
* Filter by **Vendor**, **Created date**, **Due date**, **Amount**, and **Review assignment** (e.g., "Pending my review").
* Select one or more bills, then use **Actions** to **Approve** or **Reject** in bulk.
  * When rejecting, a reason is required.

## History tab

The **History** tab shows all approved and rejected bills for reference. You can:

* Filter by **Vendor**, **Created date**, **Due date**, and **Amount**.
* Click any bill to view its details.

## FAQ

<AccordionGroup>
  <Accordion title="Where do I find my PEX billing email address?">
    It is displayed at the top of the Bill Inbox page. Click the copy icon next to it to copy the address to your clipboard.
  </Accordion>

  <Accordion title="Can I forward bills from my regular email?">
    Yes. You can set up forwarding rules in your email client to automatically send vendor invoices to your PEX billing email. Contact [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) for assistance.
  </Accordion>

  <Accordion title="What file formats are supported?">
    PEX accepts images (JPEG, PNG) and PDF files, including multi-page PDFs. You can attach multiple files to a single email.
  </Accordion>

  <Accordion title="What happens if PEX can't extract data from my bill?">
    The bill will still appear in your Inbox with a red status label indicating the missing fields (e.g., "Missing vendor", "Missing amount"). You can manually fill in the details using the bill editor.
  </Accordion>

  <Accordion title="How does duplicate detection work?">
    PEX compares incoming bills against existing inbox items and payment records. If a potential duplicate is found, it is flagged with a yellow "Duplicate" label in the Inbox. Hover over the label for details about the original item.
  </Accordion>

  <Accordion title="What if the extracted vendor doesn't match any of my vendors?">
    In the bill editor, you'll see a "Vendor not found" message with a **Create vendor** link. Click it to add a new vendor—PEX will prefill the form with extracted data (name, address, contact info, bank details) from the invoice.
  </Accordion>

  <Accordion title="Can I approve or reject multiple bills at once?">
    Yes. In the Review tab, select the bills you want to process using the checkboxes, then use the **Actions** menu to approve or reject them in bulk. A reason is required when rejecting.
  </Accordion>

  <Accordion title="Who can access the Bill Inbox?">
    Only Admin users can access the Bill Inbox.
  </Accordion>

  <Accordion title="Can I use tags with emailed bills?">
    Yes. If your business has tags configured, you can assign them in the bill editor before submitting. Required tags must be filled in. Allocation tag splitting is also supported if enabled.
  </Accordion>
</AccordionGroup>


# Email Receipt Reminder
Source: https://support.pexcard.com/administrator-guide/email-receipt-reminder

Save time each month closing your books by sending a customizable email reminder to Cardholders who have not uploaded a receipt.

Save time each month closing your books by sending a customizable email reminder to Cardholders who have not uploaded a receipt.

## Filter Transactions

1. Navigate to the Transactions tab

2. Select Filters > No Attachment

3. Select Add

<Frame>
  <img alt="image.png" />
</Frame>

4\. Include any other filters like Transaction Date to view the desired list of transactions5. Select the applicable transactions using the check box on the left hand side. Selecting the top left check box will select all transactions

<Frame>
  <img alt="image.png" />
</Frame>

## Send Email Reminder

1. Select Actions > Send email reminder

2. Customize the text and press send

<Frame>
  <img alt="image.png" />
</Frame>

All Cardholders who are missing receipts will receive this email from [noreply@pexcard.com](mailto:noreply@pexcard.com).

Note: If you would like assistance from PEX to automatically warn or block non compliant Cardholders, please refer to our [Auto Enforcer](/administrator-guide/auto-enforcer) guide.


# Email to PEX (Admin guide)
Source: https://support.pexcard.com/administrator-guide/email-to-pex-admin-guide

Email in your receipts to PEX. PEX will auto match the submitted receipts to the corresponding transactions

Submitting receipts is easier than ever. In addition to [texting in receipts](/administrator-guide/text-to-pex-admin-guide), you and your Cardholders can email receipts to PEX. PEX will auto match the submitted receipts to the corresponding transactions.

## Get set up

To get started, ensure that the following is set up:

<Steps>
  <Step>
    Go to the **Business settings** menu
  </Step>

  <Step>
    Scroll down to the **Settings** section
  </Step>

  <Step>
    Click **Edit**

    * Check "Remind cardholders when missing receipt(s)"
      * If disabled, Cardholders will not receive receipt reminders via email.
      * You can disable Cardholders from managing receipt reminder email/push notifications. If you check this checkbox, your Cardholders will not be able to turn off receiving receipt reminder email/push notifications.
      * You can set a minimum purchase amount to trigger a receipt reminder to Cardholders. For example, if you select \$100 your Cardholders will receive receipt reminders only when their purchase transaction is above \$100. Leave this empty if you want to send receipt reminders for every purchase.
    * Ensure you can see the **Business Attachments** section
      * This should be on by default. If disabled, Cardholders will not be able to match receipts.
    * Enable **Receipt Matching**
      * This should be on by default and will allow PEX AI to automatically match receipts to transactions.
  </Step>

  <Step>
    Click **Update**
  </Step>
</Steps>

## Cardholders to enable email reminder

To help get your Cardholders set up, ensure your Cardholders enable receipt reminders in their profiles. They will need to follow these steps:

**Ensure your email is verified:**

<Steps>
  <Step>
    Click on the **Person** icon at the top right → Select [My Profile](https://dashboard.pexcard.com/account/profile)

    <Frame>
      <img alt="My Profile page" />
    </Frame>

    <Frame>
      <img alt="Profile details with verified email" />
    </Frame>
  </Step>

  <Step>
    You can add a new email address for receipt reminders:

    * Click **Edit Profile**
    * Edit your email address
    * Click **Update**
    * Enter your secure access code you have received
    * Click **Continue**
  </Step>

  <Step>
    Verify the email you would like to receive email receipt reminders to:

    * Click **Verify**

    <Frame>
      <img alt="Verify email" />
    </Frame>

    * Enter the Secure Access Code you have received
    * Click **Verify**
  </Step>
</Steps>

**Enable an email receipt reminder:**

<Steps>
  <Step>
    Go to the [Notifications](https://dashboard.pexcard.com/account/notifications) tab
  </Step>

  <Step>
    Locate the "Receipt reminder" notification
  </Step>

  <Step>
    Check the email box across it
  </Step>

  <Step>
    Click **Update Notifications**
  </Step>
</Steps>

Cardholders are ready to receive email receipt reminders. Whenever your Cardholders make a purchase, they will receive an email receipt reminder from our PEX email: [receipts@pexcard.com](mailto:receipts@pexcard.com)

Admins or Cardholders simply need to reply to the email with a receipt image. To ensure best matching results, a receipt needs to have a date and total amount paid visible. PEX will auto match the receipt to its corresponding transaction. Once done, we'll send your Cardholder an email confirming the successful auto match.

**Share with cardholders:** [Email to PEX (Cardholder Guide)](/cardholder-guide/email-to-pex-cardholder-guide)

## Send email without reminder

You and your Cardholders can email in receipts without a receipt reminder straight to [receipts@pexcard.com](mailto:receipts@pexcard.com)

* When you email in the receipt image or images (you can send more than one), we will auto match the receipt(s) to its/their corresponding transaction(s). Once done, we'll send you an email confirming the successful auto match.
* When emailing in the receipt image or images, make sure that the email you use is verified. To verify the email:
  * Click on the **Person** icon at the top right → Select [My Profile](https://dashboard.pexcard.com/account/profile)
  * Locate your email address
    * If you want to add a new email address for receipt reminders:
      * Click **Edit Profile**
      * Edit your email address
      * Click **Update**
      * Enter your secure access code you have received
      * Click **Continue**

<Note>
  **Note:**

  All the settings mentioned in the "Get set up" section have to be enabled so you and your Cardholders can email in receipts when you want.
</Note>

Contact us at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) if you want to set up forwarding rules in your email account to automatically forward receipts to PEX.

## PEX email responses

If you email a receipt on behalf of your Cardholder, you might receive these email notifications in response:

* **Success match**
  * The receipt has been successfully auto matched.
* **Duplicate receipt**
  * The receipt has either been previously submitted or it has already been mapped to a transaction.
* **No match**
  * We are having trouble matching your submitted receipt to a transaction. Please manually attach via the dashboard or mobile app.

## FAQ

<AccordionGroup>
  <Accordion title="Is there a cardholder guide on emailing receipts to PEX?">
    Yes. You can share this guide with your Cardholders — [Email to PEX (Cardholder Guide)](/cardholder-guide/email-to-pex-cardholder-guide).
  </Accordion>

  <Accordion title="Do I need to text you a receipt amount along with the image?">
    No need to email and text. You and your Cardholders can submit in whichever channel you prefer.
  </Accordion>

  <Accordion title="The receipt is too long. Can I email you images of different parts of the receipt?">
    Yes. Make sure the receipt has a date and total amount paid visible.
  </Accordion>

  <Accordion title="Can I email you more than one receipt?">
    Of course! We will auto match the receipts to their corresponding transactions.
  </Accordion>

  <Accordion title="Can I email receipts in HTML format?">
    Yes! We will auto match the receipts to their corresponding transactions.
  </Accordion>

  <Accordion title="Can I email receipts as multi-page PDFs?">
    Sure! We will auto match the receipts to their corresponding transactions.
  </Accordion>

  <Accordion title="Is there any other way I can send you a receipt?">
    Yes. You can text a photo of your receipt via SMS to PEX at this number: (640) 800-7522. More info here: [Text to PEX (Admin Guide)](/administrator-guide/text-to-pex-admin-guide)
  </Accordion>

  <Accordion title="Is there any other way to remind my cardholders to send in receipts?">
    Yes. Send bulk receipt reminders via email to all your Cardholders who have not added receipts to transactions yet:

    1. Go to the **Transactions** menu
    2. Click **Filters**
    3. Select **Attachments**
    4. Select **No attachment**
    5. Click **Add**
    6. Select all transactions in the table or the ones you need
    7. Click **Actions**
    8. Select **Send receipt reminder** (you can optionally add a note)
    9. Click **Send**
  </Accordion>

  <Accordion title="Is emailing a receipt available for both Prepaid and Credit accounts?">
    Yes.
  </Accordion>

  <Accordion title="Why do I see my email attached to the transaction?">
    When you email a receipt, only the receipt is saved to the transaction. However, if the email is missing an inline or attached receipt, we attach the email itself instead.
  </Accordion>

  <Accordion title="Why didn't my receipt match?">
    To ensure best matching results:

    * Ensure your receipt has a date and total amount paid visible.
    * Submit receipts only for purchases made using your PEX card.
  </Accordion>
</AccordionGroup>


# Enable Sage Intacct settings for PEX sync
Source: https://support.pexcard.com/administrator-guide/enable-sage-intacct-settings-for-pex-sync

Enable Sage Intacct settings for PEX sync: document numbering, sender ID, web services user, and general ledger.

## Step 1: Set up Document Numbering

Ensure document numbering is set up on your Sage account to ensure the transaction receipts port over correctly.

<Steps>
  <Step>
    Navigate to **Applications** > **Company** > **Setup tab** > **Company** > **General Information tab.**

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Edit.**
  </Step>

  <Step>
    Ensure the **Attachments sequence type** is set to "Attachments", which will automatically create a unique number for each attachment.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Save**.
  </Step>
</Steps>

Here is a sample of what the document numbering looks like if this is successful:

<Frame>
  <img alt="" />
</Frame>

## Step 2: Add PEX's Sender ID

<Steps>
  <Step>
    Navigate to **Applications** > **Company** > **Setup tab** > **Company** > **Security tab.**
  </Step>

  <Step>
    Click **Edit**.
  </Step>

  <Step>
    Go to the section labeled "Web Services authorizations".

    <Note>
      **Note:**

      You must have Web Services enabled on your account.
    </Note>
  </Step>

  <Step>
    Click **Add**.
  </Step>

  <Step>
    Sender ID = **PEX MPP**

    <Note>
      **Note:**

      It is very important to create sender ID exactly as **PEX MPP**
    </Note>
  </Step>

  <Step>
    Click **Save**.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

## Step 3: Create a Web Service PEX Sync User in Sage Intacct

You must have Web Services enabled in Intacct (*Company > Admin tab > Subscriptions*).

<Frame>
  <img alt="" />
</Frame>

Create a user at the Root Level (top level) and give it full permissions.

<Steps>
  <Step>
    Navigate to **Company** > **Company** > **Admin tab** > **Web Services users.**

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Add.**
  </Step>

  <Step>
    Set User ID = pex\_connector.

    <Note>
      **Note:**

      This username indicates a non-billable user and is used ONLY for the integration.
    </Note>
  </Step>

  <Step>
    Email address: Use the email address of the person managing the PEX account or the sync.
  </Step>

  <Step>
    User Type: select **Business.**
  </Step>

  <Step>
    Admin Privileges: select **Full.**

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Add **Role**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Save**.
  </Step>
</Steps>

Once the Web Services PEX user is created, you will receive an email from Sage Intacct containing a temporary password.

## Step 4: General Ledger Set Up

<Steps>
  <Step>
    Navigate to **General Ledger > All tab > General Ledger accounts.**

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Locate your PEX General Ledger Account (e.g., PEX GL Account).
  </Step>

  <Step>
    Click **Edit**.
  </Step>

  <Step>
    Ensure Normal Balance = Debit.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Save**.
  </Step>
</Steps>

## User Defined Dimensions

If you want to sync transactions with user defined dimensions, grant the group access to read user defined dimensions go to **Company** > **Admin** > **Roles** > Click "**Edit**" on the Web Services user > Click "**View Subscriptions**" > Check a checkbox for "**User Defined Dimensions**" > Click on "**Permissions**" for the User Defined Dimensions > Give it read only permissions > Click "**Save**" a few times.


# Enabling and Disabling Tags
Source: https://support.pexcard.com/administrator-guide/enabling-and-disabling-tags

Enable or disable PEX tags from Tag Manager so cardholders only see the tags that are currently relevant to your business.

<Frame>
  <iframe title="PEX: How to Use Tag Manager" />
</Frame>

To Disable or Enable a Tag

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click on "Business Settings"
  </Step>

  <Step>
    Click on the "Tag manager" tab
  </Step>

  <Step>
    Locate the tag you wish to Edit, and Click the pencil icon to edit

    <Frame>
      <img alt="PEX: How to Edit a Tag" />
    </Frame>
  </Step>

  <Step>
    On the Edit Tag screen, click the toggle to enable or disable

    * Green means the switch is enabled
    * Grey means the switch is disabled
  </Step>

  <Step>
    Click the "Update" button to save your changes

    <Frame>
      <img alt="PEX: How to Update a Tag" />
    </Frame>
  </Step>
</Steps>

<Note>
  **Note:**

  * Enabling or disabling a tag does not change any information for historical transactions.
</Note>


# Enabling Notifications for PEX Requests
Source: https://support.pexcard.com/administrator-guide/enabling-notifications-for-pex-requests

Opt in to email or mobile push notifications so administrators know as soon as cardholders create or cancel funding, reimbursement, and other PEX Requests.

Administrators can opt in to receive emailed or mobile push notifications of new PEX Requests made by cardholders. Administrators can also opt to receive mobile push reminders for unanswered requests. By default, email notifications are disabled and push notifications are enabled. 

Admins can receive two types of notifications:

1. A request has been created or has been set to "pending"
2. A "pending" request was canceled by the cardholder

<Note>
  **Note:**

  Cardholders cannot opt out of notifications about requests.
</Note>

[Enabling email notifications](#enabling-email-notifications) | [Enabling mobile push notifications](#disabling-or-enabling-mobile-push-notifications)

## Enabling email notifications

<Steps>
  <Step>
    To opt in to receive emailed notifications of new requests and cancelled requests, click the "My Profile" icon in the upper right corner.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click the "Notifications" tab on the profile page

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click the "Change Notifications" button

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Check the box titled "Funding requests from cardholders"
  </Step>

  <Step>
    Click "Update" to save the changes

    <Note>
      **Note:**

      Email notifications will be sent to the email address on file in your profile.
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Disabling (or enabling) mobile push notifications

Please note, you must have the [PEX Mobile app for iOS or Android](https://www.pexcard.com/mobile?utm_source=support) to receive push notifications.

You can also opt to receive notifications of new requests and cancelled requests via your mobile device. Additionally, mobile users can opt to receive a reminder notification if a request has been pending more than 24 hours after it was submitted. Mobile push notifications are enabled by default.

<Steps>
  <Step>
    Open the PEX Mobile app and log in using your administrator credentials
  </Step>

  <Step>
    Tap the settings icon in the bottom right of the screen.
  </Step>

  <Step>
    Tap the menu item titled "Notifications"
  </Step>

  <Step>
    Use the toggle buttons to turn the notifications on or off.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# Enabling Receipt Reminders for Cardholders
Source: https://support.pexcard.com/administrator-guide/enabling-receipt-reminders-for-cardholders

Turn on automatic push notifications that remind cardholders to upload missing receipts shortly after their transactions settle.

Do you require your cardholders to submit receipts, but they often forget or lose the receipt? PEX can automatically send a single gentle reminder to users to their mobile device, encouraging them to upload any missing receipts. The cardholder will receive a reminder once the transaction settles, which is usually 24-48 hours after their purchase.

<Note>
  **Note:**

  Cardholders must use [PEX Mobile app for iOS or Android](https://www.pexcard.com/mobile?utm_source=support) if you wish for them to receive receipt reminders. One receipt reminder is sent per transaction to the cardholder through the mobile app. Receipt reminders are not emailed.
</Note>

## Enabling mobile receipt reminders

By default, your cardholders will not receive receipt reminders. You must enable this feature in your Business Settings.

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)

    <Note>
      **Note:**

      * Note: the Admin must have permissions to "edit business profile" to change the receipt reminder setting
    </Note>
  </Step>

  <Step>
    Click on Business Settings
  </Step>

  <Step>
    In the Profile tab, click on the "Edit" button at the bottom below Settings

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click the checkbox under "Receipt reminder for cardholders" to enable or disable
  </Step>

  <Step>
    Enter a desired value threshold to trigger a receipt reminder
  </Step>

  <Step>
    Click "Update" to save changes

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

You can optionally set a dollar value threshold for receipt reminders. This is useful if your organization only requires receipts for transactions exceeding a certain value. To set a threshold value for reminders:

1. Enter a value > \$0 in the text box titled "Only include purchases above: \[\_\_]"
2. Click "save".
   Reminder notifications will not be sent for any transactions that fall below the threshold.

Cardholders will receive a push notification on their mobile device stating "Reminder to upload your receipt". The reminder is sent if the transaction settles without a receipt. Most transactions settle within 24-48 hours after a purchase.

Tapping the notification on one's mobile device will open the relevant transaction in the PEX mobile app, making it easy for your cardholders to attach the receipt to the appropriate transaction.

<Frame>
  <img alt="" />
</Frame>


# Enabling SMS Multi-Factor Authentication on All Programs
Source: https://support.pexcard.com/administrator-guide/enabling-sms-multifactor-authentication-on-all-programs

PEX offers Multi-Factor Authentication (MFA) to protect your account by sending you a one-time secure access code to use at login. If your organization has MFA enabled, you will be able to opt in to receive your secure access code via email or text/SMS. If you would prefer to receive your access code via text, follow the steps below to enroll your mobile device in MFA.

## 1. Verify your phone number

You can verify your phone number in two places. 

### Verify via login:

<Steps>
  <Step>
    Log into your dashboard via dashboard.pexcard.com
  </Step>

  <Step>
    Select your phone number
  </Step>

  <Step>
    When prompted, enter the secure access code sent to your phone number
  </Step>
</Steps>

### Verify via dashboard:

<Steps>
  <Step>
    Log into your dashboard via dashboard.pexcard.com
  </Step>

  <Step>
    Visit *My Profile*

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Edit or add your phone number where you would like to receive SMS MFA notifications

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Verify your phone number

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    When prompted, enter the secure access code sent to your phone number

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## 2. Opt into SMS/Text to receive your secure access code

<Steps>
  <Step>
    Once your phone number is verified, you can opt in to receive your secure access code via SMS/Text instead of email.

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    The next time you log in from an unfamiliar device or are resetting your password, and are prompted to enter a secure access code, you will be able to choose SMS/Text as your method of choice for receiving access codes in the future each time you require the code to login.
  </Step>
</Steps>


# Expanded attachment storage
Source: https://support.pexcard.com/administrator-guide/expanded-attachment-storage

Expanded Attachment Storage allows Cardholders and Admins to upload Business Attachments like invoices, purchase orders, and receipts directly to your PEX account for secure, centralized storage.

Expanded Attachment Storage allows Cardholders and Admins to upload Business Attachments like invoices, purchase orders, and receipts directly to your PEX account for secure, centralized storage.

1. **Add an attachment to your PEX account**: Add an invoice, purchase order or receipt to your PEX account.

<Note>
  **Note:**

  You can still attach an attachment to a transaction right away: Go to the **Transactions** menu → locate a transaction → click on it → click **Upload** or drag and drop the receipt file from your computer onto the upload box → click **Save**.
</Note>

The Business Attachments functionality lays the foundation for [automatic receipt matching](/administrator-guide/receipt-matching-admin-guide).

## How to upload attachments to your business account as an admin

<iframe title="Business Attachments - Administrator" />

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/)
  </Step>

  <Step>
    Click **Review** from the left navigation.
  </Step>

  <Step>
    Navigate to the **Attachments** **tab**.

    <Frame>
      <img alt="Attachments tab in the Review menu" />
    </Frame>
  </Step>

  <Step>
    Click **Upload**.
  </Step>

  <Step>
    Click **Browse** to upload your file, or drag and drop the file into that window. Note attachment specifications:

    * Max 10 MB per file
    * Max 50 MB in total (5 files x 10 MB)
    * Accepted formats: PDF, PNG, or JPG
  </Step>
</Steps>

You can see the attachment appear under the **Attachments** tab. Admins can view and manage attachments uploaded by them and uploaded by their cardholders.

If you or your Cardholders upload duplicate attachments then the system will mark them as duplicates (red info icon hovering over which says possible duplicate attachment).

<Frame>
  <img alt="Duplicate attachment indicator" />
</Frame>

## How to upload attachments to your account as a cardholder

<iframe title="Business Attachments - Cardholder" />

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/)
  </Step>

  <Step>
    Click **Attachments** from the left navigation.

    <Frame>
      <img alt="Attachments menu for cardholders" />
    </Frame>
  </Step>

  <Step>
    Click **Upload**.
  </Step>

  <Step>
    Click **Browse** to upload your file, or drag and drop the file into that window. Note attachment specifications:

    * Max 10 MB per file
    * Max 50 MB in total (5 files x 10 MB)
    * Accepted formats: PDF, PNG, or JPG
  </Step>
</Steps>

You can see the attachment appear in your **Attachments** menu. Cardholders can view and manage attachments uploaded **only** by themselves.

If you upload duplicate attachments then the system will mark them as duplicates (red info icon hovering over which says possible duplicate attachment).

<Frame>
  <img alt="Duplicate attachment indicator" />
</Frame>

## What you can do with an attachment

Each uploaded attachment has:

* Thumbnail
* Uploader First and Last Name
* Upload Timestamp
* Name
* Format Icon
* Three-dot menu. When you click on it, you can select an action to perform:
  * **View** will open a full-size attachment image.
  * **Edit** will open a modal window with editing capabilities: Add receipt, Replace receipt, Rotate clockwise, Crop, Zoom out, Zoom in, Download, Delete.
  * **Rename** will allow you to rename the attachment.
  * **Delete** will delete the attachment.

<Frame>
  <img alt="Attachment three-dot menu options" />
</Frame>

You can also view a full-size attachment image by double-clicking on the image.

## How to attach attachment to transaction?

If you want to attach the attachment (that you have previously uploaded to "Attachments") to a transaction then follow these steps:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/)
  </Step>

  <Step>
    Click **Transactions** from the left navigation.
  </Step>

  <Step>
    Locate the transaction you would like to add the attachment to.
  </Step>

  <Step>
    Click on that transaction.
  </Step>

  <Step>
    Click **Attach**. Once you click **Attach**, you will see the **Attachments** section appear below the **Attach** button.

    <Frame>
      <img alt="Click Attach on a transaction" />
    </Frame>

    <Frame>
      <img alt="Attachments section appears below the Attach button" />
    </Frame>
  </Step>

  <Step>
    Select one or more attachments that you want to attach to the transaction: check the checkbox or click on the uploader first/last name to select an attachment.

    * You can scroll horizontally to find a needed attachment.
  </Step>

  <Step>
    Click **Add**.

    * Clicking 'Cancel' will hide the list of attachments and display the Tags and Notes sections.
  </Step>
</Steps>

After clicking **Add** you will see:

* Success message stating that the attachment has been successfully attached.
* Attachment image appear next to transaction details.

If you want to add more attachments to the transaction that already has an attachment then:

* Hover over the attachment image.

<Frame>
  <img alt="Hover over attachment to see options" />
</Frame>

* Click **Attach**. Once you click **Attach**, you will see the **Attachments** section appear below the **Attach** button.
* Select one or more attachments that you want to attach to the transaction: check the checkbox or click on the uploader first/last name to select an attachment.
  * You can scroll horizontally to find a needed attachment.
* Click **Add**.

<Note>
  **Note:**

  The attachment will disappear from the **Review** menu → **Attachments** tab (if you are Admin) / **Attachments** menu (if you are Cardholder) after you attach the attachment to a transaction.
</Note>

If you want to edit the attached attachment then:

* Hover over the attachment image.

<Frame>
  <img alt="Hover over attachment to edit" />
</Frame>

* Click **Edit**. Edit the way you need.
* Click **Save**.

## How to manage Business Attachments setting?

You can enable or disable the "Business Attachment" setting in your profile. To do that:

<Steps>
  <Step>
    Go to the **Business Settings** menu. You should land on the Profile tab.
  </Step>

  <Step>
    Scroll down to the Settings section at the bottom. You will find the "Business Attachment" setting along with its status, which can be either "Enabled" or "Disabled".
  </Step>

  <Step>
    Click **Edit**.
  </Step>

  <Step>
    Scroll down to the Business Attachment section.
  </Step>

  <Step>
    Click **Enable** or **Disable**.
  </Step>

  <Step>
    Click **Update**.
  </Step>
</Steps>

<Note>
  **Note:**

  If you disable the "Business Attachment" setting then:

  * Neither you, nor your Cardholders will be able to upload attachments to "Attachments" on the PEX web app (desktop) and PEX mobile app.
  * You and your Cardholders will still be able to attach attachments directly to transactions through the "Transactions" menu on the PEX web app (desktop) and PEX mobile app.
</Note>


# Expense Envelopes for Admin
Source: https://support.pexcard.com/administrator-guide/expense-envelopes-for-admin

Expense Envelopes allow you to convert PEX transactions and receipt images to review cardholder transactions.

<Frame>
  <iframe title="Expense Envelope" />
</Frame>

## Access App

To access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Expense Envelope**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the app, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## Configure

To configure your settings select your Envelope Account Code value:

1. **PEX Source**. The source can be:

* Tag. It is recommended if you have multiple Accounts. Tags are based on your business' active PEX tags.
  * To get started, navigate to [Business Settings > Tag Manager](https://dashboard.pexcard.com/business-settings/tag-manager?utm_source=support)
  * Click **Add Tag**.
  * Name it **Account Code**.
  * Choose whether or not this tag is "Required".
    * If the "Required" checkbox is checked, cardholders must tag a transaction with it.
  * Select **Dropdown** as the Type.
  * Click **Add a New Option**.
    * Enter your account name and code in the **Display as** and **Option value** fields.
    * Every new option is a new account.
  * Check the **Enabled?** box to enable the option.
  * Click **Create tag** to finish. More details on how to create a tag can be found [here](/administrator-guide/how-to-setup-and-create-tags-with-tag-manager).
* Text is recommended if you only have 1 account. This will essentially be a hard coded number used for all transactions made on your PEX cards.
  <Frame>
    <img alt="" />
  </Frame>

2. **PEX Value**. Depending on the selected Source, you can select/enter the PEX Value.
   <Frame>
     <img alt="" />
   </Frame>

Once the configuration is set, click **Save**. Now you can navigate to the Create tab.

Please note that you also need to configure this before your cardholders can start creating and sending envelopes for your review.

## Create

A date range (one month) and approval status (approved) are prepopulated by default. Feel free to edit the dates and approval status as needed. Next, select the cardholder name from the dropdown and click **Select**. *Note: only one cardholder can be selected at a time.*

<Frame>
  <img alt="" />
</Frame>

PEX will display the transactions that match your search criteria. Every transaction has:

* Purchase Date - when the transaction was made.
* Merchant Name - where the transaction was made.
  * Paper clip - whether or not a receipt was attached to the transaction. No paper clip means no receipt attached.
* Amount - how much the transaction is.
* Account Code - the account corresponding to the transaction.
  * Click it to update if necessary.
* Notes - any notes on the transaction.
  * Click on the pencil icon
    <Frame>
      <img alt="" />
    </Frame>
    to add, edit or delete a note.
    <Frame>
      <img alt="" />
    </Frame>

The transaction list includes only:

1. Settled cardholder transactions.
2. New (not exported yet) purchase transactions: we've added in logic so you do not have to worry about duplicate transactions showing up in the export.

You can filter the transaction list by:

1. Review status (Not reviewed; Approved; Rejected).

<Frame>
  <img alt="" />
</Frame>

2. Transaction date. The limit is up to 1 year. You might use predefined filters: Today, This month, Last month, Since this time last month.

<Frame>
  <img alt="" />
</Frame>

Check transactions that you want to export and click **Export**.

<Frame>
  <img alt="" />
</Frame>

If you have multiple Account Codes please ensure your transactions are tagged with the Account Code. Tag manually or use [PEX Auto Tagger](/administrator-guide/pex-auto-tagger) to create rules that automatically tag transactions.

Enter a name for your envelope and click **Save & Export**.

<Frame>
  <img alt="" />
</Frame>

You will see a success message: "The envelope has been successfully exported". You can locate the exported envelope in the table under the "View History" tab and download it once its status is updated to "Completed".

## Approve Cardholder Envelope

<Frame>
  <img alt="" />
</Frame>

You can approve cardholder purchases in their submitted envelopes. First, select an envelope from a dropdown list.

<Frame>
  <img alt="" />
</Frame>

PEX will display the transactions of the selected envelope. Every transaction has:

* Purchase Date - when the transaction was made.
* Merchant Name - where the transaction was made.
  * Paper clip - whether or not a receipt was attached to the transaction. No paper clip means no receipt attached.
* Amount - how much the transaction is.
* Account Code - the account corresponding to the transaction.
  * Ensure that the account code is selected.
  * Click it to update if necessary.
* Notes - any notes on the transaction.
  * Click on the pencil icon
  <Frame>
    <img alt="" />
  </Frame>
  to add, edit or delete a note.
  <Frame>
    <img alt="" />
  </Frame>
* Review Status - status of the transaction.

The envelope includes only:

* Settled purchases.
* Purchases with a status of Not Reviewed or Rejected.
* New (not exported yet) purchases: we've added in logic so you do not have to worry about duplicate transactions showing up in the export.

You can approve or reject a purchase right in the Review Status column.

<Frame>
  <img alt="" />
</Frame>

If you want to bulk approve or reject purchases, check the ones you need and click **Approve** or **Reject** from the top bar.

<Frame>
  <img alt="" />
</Frame>

Finally, you can check transactions that you want to export and click **Export** -> **Save & Export**. You will see a success message: "The envelope has been successfully exported". You can locate the exported envelope in the table under the "View History" tab and download it once its status is updated to "Completed".

## View History

<Frame>
  <img alt="" />
</Frame>

On this screen, you can view a list of envelopes that have been exported by you from either the "Create" tab or the "Approve" tab, as well as those exported by your cardholders. Every envelope will have these details:

* Export time
* Envelope name
* Status
* Transactions
  * Exported transactions categorized by the status.
* Total amount
  * Total \$ amount of all transactions included in an envelope.

You can download any envelope by clicking on the download icon. This will download the PDF file containing all exported transactions and their details including receipt images (where applicable).

<Frame>
  <img alt="" />
</Frame>

## View PDF

Within the PDF you will see a summary view showing the cardholder, last 4 digits of the card and a summary of the transactions included in the envelope. Later pages show a detail of each transaction including receipt images where available.

## Support & Inquiries

<AccordionGroup>
  <Accordion title="Do I need to do anything before my cardholders can start creating envelopes?">
    Launch the Envelope app and map an Account Code to a PEX tag or text value following the guidelines outlined in the [Configure](#settings) section. This will enable your cardholders to add an Account Code to their purchases, and then create and send envelopes for your review. The Envelope app supports [tag restrictions](/administrator-guide/how-to-limit-tag-values-with-tag-restrictions).
  </Accordion>

  <Accordion title="My cardholder gets an error 'Set up incomplete. Please contact your admin to set up Account Codes to begin creating expense reports' when trying to create an envelope.">
    Launch the Envelope app and map an Account Code to a PEX tag or text value following the guidelines outlined in the [Configure](#settings) section. This will enable your cardholders to add an Account Code to their purchases, and then create and send envelopes for your review.
  </Accordion>

  <Accordion title="How can I confirm which transactions have been exported?">
    View the History tab of the Envelope to review previously exported transactions. You can also navigate to Transactions -> Card transactions -> click on the transaction line -> scroll down to the Notes section. Each exported transaction will contain a note: "Exported to Envelope `<name> (<Envelope ID>)`". This note can be edited and deleted. Be aware that if it is deleted or edited then this transaction will re-appear in the transaction list and can be exported again.
  </Accordion>

  <Accordion title="Will the same transaction show up in a future export?">
    No, we've added in logic so you do not have to worry about duplicate transactions showing up in the export. If you would like to include a transaction in a future export navigate to Transactions -> Card transactions -> click on the transaction line -> and edit the note.
  </Accordion>

  <Accordion title="I can't find the transaction in the transaction table when creating an envelope.">
    To find your transaction, make sure that:

    * It meets your search criteria (status, date).
    * It either has a receipt attached, a tag added, or both; otherwise, it wouldn’t have a "Not Reviewed" status.
    * It is already settled. There is no "Pending" label next to the merchant name.

    <Frame>
      <img alt="" />
    </Frame>

    * It has not been exported yet.
      * Exported transactions will not be shown in the transaction table.
  </Accordion>

  <Accordion title="When will I be able to download the envelope?">
    Once a cardholder submits the envelope, it immediately appears in the History tab with the status *Pending*. When you (Admin) export some or all transactions from that envelope, the status changes from *Pending* to *Completed*, and a download icon appears next to it. Click on the icon to download the file.
  </Accordion>

  <Accordion title="Does the export file include all receipts attached to a purchase?">
    Yes.
  </Accordion>

  <Accordion title="Why aren't all my receipts included in the export file?">
    It is not recommended to export transactions with multi-page PDFs attached as receipts. If you happen to attach a PDF receipt, please ensure that it is a single-page file. If it has more than one page, please take a picture or screenshot of each PDF page and attach those pictures/screenshots to a transaction as PNG or JPG files.
  </Accordion>

  <Accordion title="What notes does the export file include?">
    It includes all notes—both personal and system-generated.
  </Accordion>

  <Accordion title="What tags does the export file include?">
    It includes all purchase tags, not just the Account Code tag.
  </Accordion>

  <Accordion title="Does the export file include split purchases?">
    It includes the purchase date, merchant name, amount, and receipts for split purchases. However, it does not show the individual split amounts or their associated tags for now.
  </Accordion>

  <Accordion title="How to re-export the purchase?">
    To re-export a purchase that has already been exported, you need to remove the export note from that purchase.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Is it possible to make receipts inside envelopes larger?">
    Unfortunately, this is not possible at the moment.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+envelope@pexcard.com](mailto:appsupport+envelope@pexcard.com)


# Exporter for Acumatica
Source: https://support.pexcard.com/administrator-guide/exporter-for-acumatica

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

[Watch a demo](https://pex.navattic.com/h1c40bh7) to see how you can set-up the integration. Or, keep reading to this article and we'll walk you through the set-up process:

1. [Upload your Chart of Accounts](#1-upload-your-chart-of-accounts)
   * [Configure format and dates](#configure-format-timezone-and-dates)
2. [Configure purchases](#2-configure-purchases)
   * [Add a new field](#add-a-new-field)
3. [Configure transfers/bill payments](#3-configure-transfers/bill-payments)
   * [Add a new field](#add-a-new-field-2)
4. [Configure fees](#4-configure-fees)
   * [Add a new field](#add-a-new-field-3)
5. [Export transactions](#5-export-transactions)
   * [View history](#view-history)
     * [Download export file](#download-export-file)
6. [Import to Acumatica](#6-import-to-acumatica)
   * [Export receipts](#export-receipts)
7. [FAQ](#faq)

## 1. Upload Your Chart of Accounts

Begin by uploading your Acumatica Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Exporter for Acumatica**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to Acumatica using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## 2. Configure Purchases

You can export purchases to Acumatica.

* Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
* You can choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).

Now map purchase data to Acumatica fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
  * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
* Rename fields to make them have the same names as in Acumatica.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in Acumatica:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to Acumatica.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to Acumatica fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Acumatica.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in Acumatica:

* Click **Add a new field.**

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to Acumatica.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to Acumatica fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Acumatica.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in Acumatica:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

<Frame>
  <img alt="" />
</Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

<Frame>
  <img alt="" />
</Frame>

* *Recurring export:* To run this export on a recurring basis:
  * Select a date and time.
  * Enable the Repeat toggle.
  * Select the frequency.
  * Select end date for the schedule.
  * Click **Save**.

<Frame>
  <img alt="" />
</Frame>

## View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

## Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

<Frame>
  <img alt="" />
</Frame>

## 6. Import to Acumatica

Log in to your Acumatica account and follow the steps to import the downloaded export file into your system.

## Export Receipts

The Exporter for Acumatica cannot export receipts to Acumatica. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Acumatica" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+acumatica@pexcard.com](mailto:appsupport+acumatica@pexcard.com)


# Exporter for Bloomerang
Source: https://support.pexcard.com/administrator-guide/exporter-for-bloomerang

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

[Watch a demo](https://pex.navattic.com/h1c40bh7) to see how you can set-up the integration. Or, keep reading to this article and we'll walk you through the set-up process:

1. [Upload your Chart of Accounts](#1-upload-your-chart-of-accounts)
   * [Configure format and dates](#configure-format-timezone-and-dates)
2. [Configure purchases](#2-configure-purchases)
   * [Add a new field](#add-a-new-field)
3. [Configure transfers/bill payments](#3-configure-transfers/bill-payments)
   * [Add a new field](#add-a-new-field-2)
4. [Configure fees](#4-configure-fees)
   * [Add a new field](#add-a-new-field-3)
5. [Export transactions](#5-export-transactions)
   * [View history](#view-history)
     * [Download export file](#download-export-file)
6. [Import to Bloomerang](#6-import-to-bloomerang)
   * [Export receipts](#export-receipts)
7. [FAQ](#faq)

## 1. Upload Your Chart of Accounts

Begin by uploading your Bloomerang Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Exporter for Bloomerang**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to Bloomerang using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## 2. Configure Purchases

You can export purchases to Bloomerang.

* Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
* You can choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).

Now map purchase data to Bloomerang fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
  * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
* Rename fields to make them have the same names as in Bloomerang.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in Bloomerang:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to Bloomerang.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to Bloomerang fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Bloomerang.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in Bloomerang:

* Click **Add a new field.**

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to Bloomerang.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to Bloomerang fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Bloomerang.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in Bloomerang:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

<Frame>
  <img alt="" />
</Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

<Frame>
  <img alt="" />
</Frame>

* *Recurring export:* To run this export on a recurring basis:
  * Select a date and time.
  * Enable the Repeat toggle.
  * Select the frequency.
  * Select end date for the schedule.
  * Click **Save**.

<Frame>
  <img alt="" />
</Frame>

## View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

## Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

<Frame>
  <img alt="" />
</Frame>

## 6. Import to Bloomerang

Log in to your Bloomerang account and follow the steps to import the downloaded export file into your system.

## Export Receipts

The Exporter for Bloomerang cannot export receipts to Bloomerang. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Bloomerang" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+bloomerang@pexcard.com](mailto:appsupport+bloomerang@pexcard.com)


# Exporter for Daxko Accounting
Source: https://support.pexcard.com/administrator-guide/exporter-for-daxko-accounting

Convert PEX transactions into a Daxko Accounting compatible format for faster expense reporting within your accounting system. This application is for non-profits, YMCA's, Boys & Girls clubs, JCC's and more who use Daxko Accounting.

## Access App

To access the app:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Locate **Exporter for Daxko Accounting**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.
  </Step>
</Steps>

<Note>
  **Note:**

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## Configure App

Once the app has launched, you will be directed to set-up the app.

<Steps>
  <Step>
    Select the earliest transaction date using the date picker (up to 1 year ago)
  </Step>

  <Step>
    Enter an end date or leave it blank

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    You will be presented the option to sync Purchases, Transfers, and/or Fees
  </Step>

  <Step>
    Select the toggle to activate Purchases, which will update the toggle from grey to green

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Select if you would like to Export *All* transactions or only *Approved* transactions from the dropdown.

    <Note>
      **Note:**

      It's recommended to select *Approved* transactions.
    </Note>

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Begin mapping PURCHASES for each of the fields. All required fields denoted with \* will be enabled by default. The **Target field** maps to Daxko Accounting. The **Source** options include Text, Tag, and Transaction. The **Source value** will change based on the **Source** option selected. All options included as a default can be updated based on your preferences.

    <Note>
      **Note:**

      *PEX Account No.* is your PEX account and *Bank Account* is the account that your business uses to fund your PEX account.
    </Note>

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    If you would like to map TRANSFERS, follow the step for each of the fields. All required fields denoted with \* will be enabled by default. The **Target field** maps to Daxko Accounting. The **Source** options include Text, Tag, and Transaction. The **Source value** will change based on the **Source** option selected. All options included as a default can be updated based on your preferences.

    <Note>
      **Note:**

      *PEX Account No.* is your PEX account and *Bank Account* is the account that your business uses to fund your PEX account.
    </Note>

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    If you would like to map FEES, follow the step for each of the fields. All required fields denoted with \* will be enabled by default. The **Target field** maps to Daxko Accounting. The **Source** options include Text, Tag, and Transaction. The **Source value** will change based on the **Source** option selected. All options included as a default can be updated based on your preferences.

    <Note>
      **Note:**

      *Account No.* is the bank account where you pay FEES for the PEX platform.
    </Note>

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Once all required fields are populated, press 'Submit'.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>
</Steps>

## Schedule

*One time sync:* To run a one time report, select a date and time to run the report and press 'Save'.

<Frame>
  <img alt="image.png" />
</Frame>

*Recurring sync:* To run this report on a recurring basis, select the frequency and end date for the scheduled report.

<Frame>
  <img alt="image.png" />
</Frame>

## History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported. The Action tab will have a download button once the transactions can be downloaded (see below). If you selected a small date range with a low number of transactions, the download should be ready in less than a minute. If the date range contains a large number of transactions, it may take a few minutes to populate. Simply refresh the screen to get the latest update.

<Note>
  **Note:**

  If you selected *Approved* transactions only on the Configure screen, only approved transactions will be visible.
</Note>

<Frame>
  <img alt="image.png" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="What type of files are supported?">
    The Exporter for Daxko Accounting supports .XLS and .XLSS
  </Accordion>

  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="How many transactions can I export at a time?">
    It is recommended to upload in increments of 2,000 transactions or less. To adjust, select a smaller date range.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Daxko" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [product@pexcard.com](mailto:product@pexcard.com)


# Exporter for Foundation Software
Source: https://support.pexcard.com/administrator-guide/exporter-for-foundation-software

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

[Watch a demo](https://pex.navattic.com/h1c40bh7) to see how you can set-up the integration. Or, keep reading to this article and we'll walk you through the set-up process:

1. [Upload your Chart of Accounts](#1-upload-your-chart-of-accounts)
   * [Configure format and dates](#configure-format-timezone-and-dates)
2. [Configure purchases](#2-configure-purchases)
   * [Add a new field](#add-a-new-field)
3. [Configure transfers/bill payments](#3-configure-transfers/bill-payments)
   * [Add a new field](#add-a-new-field-2)
4. [Configure fees](#4-configure-fees)
   * [Add a new field](#add-a-new-field-3)
5. [Export transactions](#5-export-transactions)
   * [View history](#view-history)
   * [Download export file](#download-export-file)
6. [Import to Foundation Software](#6-import-to-foundation-software)
   * [Export receipts](#export-receipts)
7. [FAQ](#faq)

## 1. Upload Your Chart of Accounts

Begin by uploading your Foundation Software Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Exporter for Foundation Software**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to Foundation Software using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## 2. Configure Purchases

You can export purchases to Foundation Software.

* Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
* You can choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).

Now map purchase data to Foundation Software fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
  * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
* Rename fields to make them have the same names as in Foundation Software.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in Foundation Software:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to Foundation Software.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to Foundation Software fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Foundation Software.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in Foundation Software:

* Click **Add a new field.**

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to Foundation Software.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to Foundation Software fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Foundation Software.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in Foundation Software:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

<Frame>
  <img alt="" />
</Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

<Frame>
  <img alt="" />
</Frame>

* *Recurring export:* To run this export on a recurring basis:
  * Select a date and time.
  * Enable the Repeat toggle.
  * Select the frequency.
  * Select end date for the schedule.
  * Click **Save**.

<Frame>
  <img alt="" />
</Frame>

## View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

## Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

<Frame>
  <img alt="" />
</Frame>

## 6. Import to Foundation Software

Log in to your Foundation Software account and follow the steps to import the downloaded export file into your system.

## Export Receipts

The Exporter for Foundation Software cannot export receipts to Foundation Software. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Foundation Software" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+foundationsoftware@pexcard.com](mailto:appsupport+foundationsoftware@pexcard.com)


# Exporter for FundEasy
Source: https://support.pexcard.com/administrator-guide/exporter-for-fundeasy

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

[Watch a demo](https://pex.navattic.com/h1c40bh7) to see how you can set-up the integration. Or, keep reading to this article and we'll walk you through the set-up process:

1. [Upload your Chart of Accounts](#1-upload-your-chart-of-accounts)
   * [Configure format and dates](#configure-format-timezone-and-dates)
2. [Configure purchases](#2-configure-purchases)
   * [Add a new field](#add-a-new-field)
3. [Configure transfers/bill payments](#3-configure-transfers/bill-payments)
   * [Add a new field](#add-a-new-field-2)
4. [Configure fees](#4-configure-fees)
   * [Add a new field](#add-a-new-field-3)
5. [Export transactions](#5-export-transactions)
   * [View history](#view-history)
   * [Download export file](#download-export-file)
6. [Import to FundEasy](#6-import-to-fundeasy)
   * [Export receipts](#export-receipts)
7. [FAQ](#faq)

## 1. Upload Your Chart of Accounts

Begin by uploading your FundEasy Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Exporter for FundEasy**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to FundEasy using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## 2. Configure Purchases

You can export purchases to FundEasy.

* Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
* You can choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).

Now map purchase data to FundEasy fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
  * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
* Rename fields to make them have the same names as in FundEasy.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in FundEasy:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to FundEasy.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to FundEasy fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in FundEasy.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in FundEasy:

* Click **Add a new field.**

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to FundEasy.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to FundEasy fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in FundEasy.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in FundEasy:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

<Frame>
  <img alt="" />
</Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

<Frame>
  <img alt="" />
</Frame>

* *Recurring export:* To run this export on a recurring basis:
  * Select a date and time.
  * Enable the Repeat toggle.
  * Select the frequency.
  * Select end date for the schedule.
  * Click **Save**.

<Frame>
  <img alt="" />
</Frame>

## View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

## Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

<Frame>
  <img alt="" />
</Frame>

## 6. Import to FundEasy

Log in to your FundEasy account and follow the steps to import the downloaded export file into your system.

## Export Receipts

The Exporter for FundEasy cannot export receipts to FundEasy. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for FundEasy" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+fundeasy@pexcard.com](mailto:appsupport+fundeasy@pexcard.com)


# Exporter for MIP
Source: https://support.pexcard.com/administrator-guide/exporter-for-mip

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

[Watch a demo](https://pex.navattic.com/h1c40bh7) to see how you can set-up the integration. Or, keep reading to this article and we'll walk you through the set-up process:

1. [Upload your Chart of Accounts](#1-upload-your-chart-of-accounts)
   * [Configure format and dates](#configure-format-timezone-and-dates)
2. [Configure purchases](#2-configure-purchases)
   * [Add a new field](#add-a-new-field)
3. [Configure transfers/bill payments](#3-configure-transfers/bill-payments)
   * [Add a new field](#add-a-new-field-2)
4. [Configure fees](#4-configure-fees)
   * [Add a new field](#add-a-new-field-3)
5. [Export transactions](#5-export-transactions)
   * [View history](#view-history)
   * [Download export file](#download-export-file)
6. [Import to MIP](#6-import-to-mip)
   * [Export receipts](#export-receipts)
7. [FAQ](#faq)

## 1. Upload Your Chart of Accounts

Begin by uploading your MIP Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Exporter for MIP**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to MIP using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## 2. Configure Purchases

You can export purchases to MIP.

* Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
* You can choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).

Now map purchase data to MIP fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
  * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
* Rename fields to make them have the same names as in MIP.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in MIP:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to MIP.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to MIP fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in MIP.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in MIP:

* Click **Add a new field.**

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to MIP.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to MIP fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in MIP.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

## Add a new field

To add a field that you have in MIP:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

<Frame>
  <img alt="" />
</Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

<Frame>
  <img alt="" />
</Frame>

* *Recurring export:* To run this export on a recurring basis:
  * Select a date and time.
  * Enable the Repeat toggle.
  * Select the frequency.
  * Select end date for the schedule.
  * Click **Save**.

<Frame>
  <img alt="" />
</Frame>

## View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

## Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

<Frame>
  <img alt="" />
</Frame>

## 6. Import to MIP

Log in to your MIP account and follow the steps to import the downloaded export file into your system.

## Export Receipts

The Exporter for MIP cannot export receipts to MIP. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for MIP" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+mip@pexcard.com](mailto:appsupport+mip@pexcard.com)


# Exporter for Parish Soft
Source: https://support.pexcard.com/administrator-guide/exporter-for-parish-soft

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

## 1. Upload Your Chart of Accounts

Begin by uploading your Parish Soft Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Locate **Exporter for Parish Soft**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.

    <Note>
      **Note:**

      To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
    </Note>
  </Step>
</Steps>

### Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to Parish Soft using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

## 2. Configure Purchases

You can export purchases to Parish Soft.

<Steps>
  <Step>
    Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
  </Step>

  <Step>
    Choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).
  </Step>
</Steps>

Now map purchase data to Parish Soft fields.

<Steps>
  <Step>
    There is a set of standard fields: Account, Amount, Date, Notes, Merchant.

    * The PEX source and PEX value are prepopulated for you but you can update them if needed.
    * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
  </Step>

  <Step>
    Rename fields to make them have the same names as in Parish Soft.

    * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
  </Step>

  <Step>
    Add a new field(s).

    * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Parish Soft:

* Click **Add a new field**.

  <Frame>
    <img alt="" />
  </Frame>

* Add a field name.

* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.

* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to Parish Soft.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to Parish Soft fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Parish Soft.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Parish Soft:

* Click **Add a new field.**

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to Parish Soft.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to Parish Soft fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Parish Soft.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Parish Soft:

* Click **Add a new field**.

  <Frame>
    <img alt="" />
  </Frame>
* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

### Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

  <Frame>
    <img alt="" />
  </Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

* *Recurring export:* To run this export on a recurring basis:

  * Select a date and time.
  * Enable the Repeat toggle.
  * Select the frequency.
  * Select end date for the schedule.
  * Click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

### View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

### Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

  <Frame>
    <img alt="" />
  </Frame>

## 6. Import to Parish Soft

Log in to your Parish Soft account and follow the steps to import the downloaded export file into your system.

### Export Receipts

The Exporter for Parish Soft cannot export receipts to Parish Soft. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Parish Soft" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+parishsoft@pexcard.com](mailto:appsupport+parishsoft@pexcard.com).


# Exporter for PowerChurch
Source: https://support.pexcard.com/administrator-guide/exporter-for-powerchurch

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

## 1. Upload Your Chart of Accounts

Begin by uploading your PowerChurch Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Exporter for PowerChurch**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

### Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to PowerChurch using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

## 2. Configure Purchases

You can export purchases to PowerChurch.

* Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
* Choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).

Now map purchase data to PowerChurch fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
  * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
* Rename fields to make them have the same names as in PowerChurch.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in PowerChurch:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to PowerChurch.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to PowerChurch fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in PowerChurch.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in PowerChurch:

* Click **Add a new field.**

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to PowerChurch.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to PowerChurch fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in PowerChurch.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in PowerChurch:

* Click **Add a new field**.

  <Frame>
    <img alt="" />
  </Frame>
* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

### Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

  <Frame>
    <img alt="" />
  </Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

* *Recurring export:* To run this export on a recurring basis:

  * Select a date and time.
    * Enable the Repeat toggle.
    * Select the frequency.
    * Select end date for the schedule.
    * Click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

### View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

### Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

  <Frame>
    <img alt="" />
  </Frame>

## 6. Import to PowerChurch

Log in to your PowerChurch account and follow the steps to import the downloaded export file into your system.

### Export Receipts

The Exporter for PowerChurch cannot export receipts to PowerChurch. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for PowerChurch" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+powerchurch@pexcard.com](mailto:appsupport+powerchurch@pexcard.com).


# Exporter for Sage 100
Source: https://support.pexcard.com/administrator-guide/exporter-for-sage-100

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

## 1. Upload Your Chart of Accounts

Begin by uploading your Sage 100 Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Exporter for Sage 100**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

### Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to Sage 100 using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

## 2. Configure Purchases

You can export purchases to Sage 100.

* Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
* Choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).

Now map purchase data to Sage 100 fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
  * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
* Rename fields to make them have the same names as in Sage 100.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Sage 100:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to Sage 100.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to Sage 100 fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Sage 100.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Sage 100:

* Click **Add a new field.**

  <Frame>
    <img alt="" />
  </Frame>
* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to Sage 100.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to Sage 100 fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Sage 100.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Sage 100:

* Click **Add a new field**.

  <Frame>
    <img alt="" />
  </Frame>
* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

### Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

  <Frame>
    <img alt="" />
  </Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

* *Recurring export:* To run this export on a recurring basis:

  * Select a date and time.
  * Enable the Repeat toggle.
  * Select the frequency.
  * Select end date for the schedule.
  * Click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

### View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

### Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

  <Frame>
    <img alt="" />
  </Frame>

## 6. Import to Sage 100

Log in to your Sage 100 account and follow the steps to import the downloaded export file into your system.

### Export Receipts

The Exporter for Sage 100 cannot export receipts to Sage 100. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Sage 100" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+sage100@pexcard.com](mailto:appsupport+sage100@pexcard.com).


# Exporter for Sage 300
Source: https://support.pexcard.com/administrator-guide/exporter-for-sage-300

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

## 1. Upload Your Chart of Accounts

Begin by uploading your Sage 300 Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Exporter for Sage 300**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

### Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to Sage 300 using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## 2. Configure Purchases

You can export purchases to Sage 300.

* Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
* Choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).

Now map purchase data to Sage 300 fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
  * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
* Rename fields to make them have the same names as in Sage 300.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Sage 300:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to Sage 300.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to Sage 300 fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Sage 300.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Sage 300:

* Click **Add a new field.**

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to Sage 300.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to Sage 300 fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Sage 300.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Sage 300:

<Steps>
  * Click **Add a new field**.

  <Frame>
    <img alt="" />
  </Frame>

  * Add a field name.
  * Add a **PEX source**.
    * It can be Text, Tag, or Transaction.
  * Add a **PEX value** for a new field.
    * The **PEX value** will change based on the **PEX source** selected.
</Steps>

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

### Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

  <Frame>
    <img alt="" />
  </Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

* *Recurring export:* To run this export on a recurring basis:

  * Select a date and time.
  * Enable the Repeat toggle.
  * Select the frequency.
  * Select end date for the schedule.
  * Click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

### View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

### Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

  <Frame>
    <img alt="" />
  </Frame>

## 6. Import to Sage 300

Log in to your Sage 300 account and follow the steps to import the downloaded export file into your system.

### Export Receipts

The Exporter for Sage 300 cannot export receipts to Sage 300. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Sage 300" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+sage300@pexcard.com](mailto:appsupport+sage300@pexcard.com).


# Exporter for Sage 50
Source: https://support.pexcard.com/administrator-guide/exporter-for-sage-50

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

## 1. Upload Your Chart of Accounts

Begin by uploading your Sage 50 Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Exporter for Sage 50**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

### Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to Sage 50 using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

## 2. Configure Purchases

You can export purchases to Sage 50.

* Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
* Choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).

Now map purchase data to Sage 50 fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
  * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
* Rename fields to make them have the same names as in Sage 50.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Sage 50:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to Sage 50.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to Sage 50 fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Sage 50.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Sage 50:

* Click **Add a new field.**

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to Sage 50.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to Sage 50 fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Sage 50.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Sage 50:

* Click **Add a new field**.

  <Frame>
    <img alt="" />
  </Frame>
* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

### Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

  <Frame>
    <img alt="" />
  </Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

* *Recurring export:* To run this export on a recurring basis:

  * Select a date and time.
  * Enable the Repeat toggle.
  * Select the frequency.
  * Select end date for the schedule.
  * Click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

### View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

### Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

  <Frame>
    <img alt="" />
  </Frame>

## 6. Import to Sage 50

Log in to your Sage 50 account and follow the steps to import the downloaded export file into your system.

### Export Receipts

The Exporter for Sage 50 cannot export receipts to Sage 50. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Sage 50" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+sage50@pexcard.com](mailto:appsupport+sage50@pexcard.com).


# Exporter for Veracross
Source: https://support.pexcard.com/administrator-guide/exporter-for-veracross

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

## 1. Upload Your Chart of Accounts

Begin by uploading your Veracross Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Exporter for Veracross**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

### Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to Veracross using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

## 2. Configure Purchases

You can export purchases to Veracross.

* Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
* Choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).

Now map purchase data to Veracross fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
  * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
* Rename fields to make them have the same names as in Veracross.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Veracross:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to Veracross.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to Veracross fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Veracross.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Veracross:

* Click **Add a new field.**

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to Veracross.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to Veracross fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Veracross.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Veracross:

* Click **Add a new field**.

  <Frame>
    <img alt="" />
  </Frame>
* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

### Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

  <Frame>
    <img alt="" />
  </Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

* *Recurring export:* To run this export on a recurring basis:

  * Select a date and time.
  * Enable the Repeat toggle.
  * Select the frequency.
  * Select end date for the schedule.
  * Click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

### View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

### Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

  <Frame>
    <img alt="" />
  </Frame>

## 6. Import to Veracross

Log in to your Veracross account and follow the steps to import the downloaded export file into your system.

### Export Receipts

The Exporter for Veracross cannot export receipts to Veracross. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Veracross" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+veracross@pexcard.com](mailto:appsupport+veracross@pexcard.com).


# Exporter for Wrapbook
Source: https://support.pexcard.com/administrator-guide/exporter-for-wrapbook

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

## 1. Upload Your Chart of Accounts

Begin by uploading your Wrapbook Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Exporter for Wrapbook**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

### Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to Wrapbook using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

## 2. Configure Purchases

You can export purchases to Wrapbook.

* Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
* Choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).

Now map purchase data to Wrapbook fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
  * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
* Rename fields to make them have the same names as in Wrapbook.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Wrapbook:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to Wrapbook.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to Wrapbook fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Wrapbook.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Wrapbook:

* Click **Add a new field.**

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to Wrapbook.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to Wrapbook fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Wrapbook.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Wrapbook:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

### Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

  <Frame>
    <img alt="" />
  </Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

* *Recurring export:* To run this export on a recurring basis:

  * Select a date and time.
  * Enable the Repeat toggle.
  * Select the frequency.
  * Select end date for the schedule.
  * Click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

### View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

### Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

  <Frame>
    <img alt="" />
  </Frame>

## 6. Import to Wrapbook

Log in to your Wrapbook account and follow the steps to import the downloaded export file into your system.

### Export Receipts

The Exporter for Wrapbook cannot export receipts to Wrapbook. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Wrapbook" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+wrapbook@pexcard.com](mailto:appsupport+wrapbook@pexcard.com).


# Exporter for Yardi
Source: https://support.pexcard.com/administrator-guide/exporter-for-yardi

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

## 1. Upload Your Chart of Accounts

Begin by uploading your Yardi Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Exporter for Yardi**.
* Click **More info** > **Install** > **Launch**.

  <Note>
    **Note:**

    To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
  </Note>

### Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to Yardi using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

## 2. Configure Purchases

You can export purchases to Yardi.

* Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
* Choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).

Now map purchase data to Yardi fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
  * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
* Rename fields to make them have the same names as in Yardi.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Yardi:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to Yardi.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to Yardi fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Yardi.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Yardi:

* Click **Add a new field.**

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to Yardi.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to Yardi fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in Yardi.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in Yardi:

* Click **Add a new field**.

  <Frame>
    <img alt="" />
  </Frame>
* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

### Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

  <Frame>
    <img alt="" />
  </Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

* *Recurring export:* To run this export on a recurring basis:

  * Select a date and time.
    * Enable the Repeat toggle.
    * Select the frequency.
    * Select end date for the schedule.
    * Click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

### View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

### Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

  <Frame>
    <img alt="" />
  </Frame>

## 6. Import to Yardi

Log in to your Yardi account and follow the steps to import the downloaded export file into your system.

### Export Receipts

The Exporter for Yardi cannot export receipts to Yardi. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Yardi" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+yardi@pexcard.com](mailto:appsupport+yardi@pexcard.com).


# Exporting transactions to Xero
Source: https://support.pexcard.com/administrator-guide/exporting-transactions-to-xero

PEX offers the ability to export your transactions into many accounting platforms, including Xero.

## Export transactions to Xero

<Steps>
  <Step>
    Log in to the administrator site at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support).
  </Step>

  <Step>
    In the left navigation, click **Reports**.
  </Step>

  <Step>
    Choose **Xero export** for the report plan, or search for **Xero**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Choose your report **Start** and **End** dates.

    <Note>
      **Note:**

      To avoid creating duplicate records when downloading into Xero, choose a **Start** date that does not include records you have already downloaded.
    </Note>
  </Step>

  <Step>
    Click **Export to Xero**. This downloads an OFX file to your desktop or downloads folder.
  </Step>

  <Step>
    Open Xero and import the file.
  </Step>
</Steps>

For instructions on how to import into Xero, see [Xero's guide to importing OFX files](https://central.xero.com/s/article/About-manually-importing-bank-statements-US).


# Fixing Common Errors with File Imports
Source: https://support.pexcard.com/administrator-guide/fixing-common-errors-with-file-imports

Resolve common PEX file import errors by saving your spreadsheet as UTF-8 CSV and fixing formatting issues like accented characters or leading zeros in zip codes.

PEX cannot accept uploads in proprietary formats such as ".xls" (Excel) or ".numbers" (Numbers).

* Ensure that your file is formatted as ".csv" (comma-separated values or CSV). This is the same format the file was downloaded in.

Some uncommon characters, such as accented characters (e.g., é) or punctuation marks, may cause problems when importing files into the PEX system:

1. The PEX system expects files to be imported in UTF-8 format (the format the Excel file is already provided in)
2. To include a zip code that begins with a zero, first highlight the column (J), right click on your mouse, select *Format Cells*, select *Special* from the dropdown option, select *Zip Code*, press *OK* to save.
3. After importing a file, if you see an odd character — such as a question mark, or a question mark in a black diamond where the character should be — then the problem probably occurred because a file format is different from what the system expects
4. Many of the most common office applications, like Microsoft Excel and Apple Numbers, let you save files in multiple file formats, including ".csv"

## How to save a file as CSV in Excel

<Steps>
  <Step>
    In Excel, use the "Save As" command
  </Step>

  <Step>
    Select the "Comma Separated Values (.csv)" format to save your file as a ".csv" file
  </Step>
</Steps>

## How to save a file as CSV in Numbers

<Steps>
  <Step>
    In Numbers, use the "Export" command to save your Numbers file as a ".csv" file
  </Step>
</Steps>

## Use "Format as Text" when editing in Excel

If you are editing a CSV file in Excel, you may experience issues with formatting:

1. Excel appears to drop leading zeros from zip codes for fields formatted as "General"
2. To ensure that your file is saved correctly, please format all columns as "Text" before saving the Excel file as CSV

## Check for extra or hidden white space characters

Sometimes hidden white space characters can cause problems in file uploads.

Make sure that blank columns are truly blank.

* If you see an unexpected error (e.g., "State: NY is not a valid option for State"), the cause of the error may be an extra space either before or after the value

## Zip code missing a leading zero

This is a common occurrence for zip codes that begin with a zero, such as for New Jersey.

To resolve this, highlight the column(s) in question, change the type of data formatting for those cells from the default to one titled zip code by right clicking. Once the column has been formatted, it will stop deleting the leading zeros.

<Frame>
  <img alt="" />
</Frame>

## Further Notes

<Warning>
  **Warning** alerts will not prevent a card order from being accepted and may be ignored.
</Warning>

<Columns>
  <Frame>
    <img alt="" />
  </Frame>
</Columns>

<Warning>
  All **Error** alerts must be corrected by either removing the incorrect data or correcting it.
</Warning>

<Columns>
  <Frame>
    <img alt="" />
  </Frame>
</Columns>


# Funding Requests
Source: https://support.pexcard.com/administrator-guide/funding-requests

Funding requests are an easy way for cardholders to ask for additional funds to be added to a card.

<CardGroup>
  <Card title="What are PEX Requests?" href="/administrator-guide/what-are-pex-requests" icon="question" />

  <Card title="How to Approve or Reject a Cardholder Request" href="/administrator-guide/how-to-approve-or-reject-a-cardholder-request" icon="check" />

  <Card title="Limitations of PEX Requests" href="/administrator-guide/limitations-of-pex-requests" icon="exclamation-triangle" />

  <Card title="Enabling Notifications for PEX Requests" href="/administrator-guide/enabling-notifications-for-pex-requests" icon="bell" />

  <Card title="Auditing PEX Requests (Reporting on PEX Requests)" href="/administrator-guide/auditing-pex-requests-reporting-on-pex-requests" icon="file-alt" />

  <Card title="How to Disable the PEX Requests Feature" href="/administrator-guide/how-to-disable-the-pex-requests-feature" icon="times" />
</CardGroup>


# Getting Started with Bill Pay
Source: https://support.pexcard.com/administrator-guide/getting-started-with-bill-pay

In just a few minutes, you’ll be ready to send bills via PEX: enable the feature, add your vendors (payees), and make sure your account is funded and permissions in place.

In just a few minutes, you’ll be ready to send bills via PEX: enable the feature, add your vendors (payees), and make sure your account is funded and permissions in place.

## 1. Before you begin

Before creating or paying bills, confirm the following:

### **Required permissions**

You must be:

* an **Admin**, or

* a user with **Bill Pay permissions**, including:

  * *Manage bills*

  * *Request/delete ACH transfer* (for ACH payments)

  * *Add vendors* (to create vendors)

### **Bank accounts**

* You must have **one or more external accounts** linked for ACH payments.

### **Vendors**

* You must have **at least one vendor** created before creating your first bill.

### **Optional**

* You can connect to supported accounting platforms (limited connectors today).

## 2. Enable the Bill Pay feature

To enable Bill Pay for your business:

1. Log in to the PEX Dashboard

2. Go to **Business settings**

3. Select the **Profile** tab

4. Scroll to the **Settings** section

5. Click **Edit**

6. Scroll to the **Bill Pay** section

7. Select **Enable**

8. Click **Save**

**Note:** Only Admins with *Edit Business Profile* permission can enable or disable Bill Pay.

## 3. Add & configure vendors

To create a vendor:

1. Log in to the Dashboard

2. Navigate to **Vendors**

3. Click **Add vendor**

4. Enter the following details:

   * Vendor name

   * Vendor website

   * Tax and custom IDs (if applicable)

   * Full vendor address

   * Vendor contact name, phone, and email

5. Upload supporting documents (optional)

6. Under **Payment Information**, select payment method(s):

   * **Virtual card** (requires email for remittance)

   * **ACH** (requires vendor bank account + routing)

7. Vendors can have *both* a virtual card and ACH profile.

8. Click **Submit**

### **Vendor approval**

* Vendors will go through the **vendor approval workflow** unless your account has an auto-approval setup.

* Users with **Manage vendors** permission automatically approve vendors.

You can:

* Edit vendor details

* Approve or reject vendors

from the Vendor Details page.

## 4. Set up approval policies (optional but recommended)

Bill Pay supports multi-level approvals.

To create a policy:

1. Dashboard → **Business settings**

2. Click **Approval policies**

3. Click **Create new policy**

4. Choose policy type:

   * Threshold-based

   * Tag-based

   * Advanced

5. Name the policy

6. Choose workflow types it applies to:

   * Bill pay requests

   * Bill pay transfers

7. Configure:

   * Auto-approval for requests under a threshold

   * Sequential approval routing (optional)

8. Click **Create**

9. **Enable** the policy using the **Status toggle**

Policies do not apply until they are enabled.

## 5. What’s next?

You’re now ready to:

* **Create and submit bills** → see [Bill Pay: Create & Send a Bill Payment](/administrator-guide/create-and-send-a-bill-payment) article

* **Approve, reject, or edit bills**

* **Create payments for approved bills**

* **Manage payment bundles**

If you need troubleshooting or want to view history/reports, see the [Manage & Troubleshoot Bill Pay](/administrator-guide/manage-troubleshoot-bill-pay) article


# Google sign-in
Source: https://support.pexcard.com/administrator-guide/google-sign-in

Google sign-in lets your users log in to PEX with their Google account instead of a username and password. It works on both the PEX Dashboard and the PEX mobile app

<Note>
  **Note:**

  Google sign-in must be enabled for your PEX account. If you don't see the Google sign-in option on the Profile page, contact the PEX support team.
</Note>

## How Google sign-in works

Google sign-in uses OpenID Connect (OIDC) to securely verify your identity with Google and log you in to PEX. When you click the **Sign in with Google** button, PEX confirms your Google account matches a linked PEX account and signs you in — no separate username or password needed.

Google sign-in is available on:

* **PEX Dashboard** (web) at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
* **PEX mobile app** (iOS and Android)

## Linking your Google account (existing users)

If you already have a PEX account, link your Google account from your Profile settings.

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support) with your username and password.
  </Step>

  <Step>
    Navigate to **My Profile** by clicking your name in the top-right corner of the Dashboard.
  </Step>

  <Step>
    Scroll to the **Additional login methods** section.
  </Step>

  <Step>
    Click the **Sign in with Google** button and select your Google account.
  </Step>

  <Step>
    Complete the identity verification step (a secure access code will be sent to your email or phone).
  </Step>

  <Step>
    Once verified, your Google account will be linked. You'll see a green checkmark next to your Google email confirming the connection.
  </Step>
</Steps>

After linking, you can use either Google sign-in or your username and password to log in.

## Signing in with Google

<Steps>
  <Step>
    Go to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support) or open the PEX mobile app.
  </Step>

  <Step>
    Click or tap the **Sign in with Google** button below the standard login form.
  </Step>

  <Step>
    Select your Google account or enter your Google email in the popup window.
  </Step>

  <Step>
    You're signed in. PEX will redirect you to the Dashboard or your mobile app home screen.
  </Step>
</Steps>

<Note>
  **Note:**

  If multi-factor authentication (MFA) is enabled for your account, you may still be asked to verify your identity with a secure access code after signing in with Google.
</Note>

## Registering a new card with Google

New Cardholders can use Google sign-in during their card registration instead of creating a username and password.

<Steps>
  <Step>
    Start the card registration process from the PEX login page by clicking **Register a card**.
  </Step>

  <Step>
    After entering your card number and verification code, you'll reach the account setup step.
  </Step>

  <Step>
    Click **Continue with Google** and select your Google account.
  </Step>

  <Step>
    Your PEX account will be created and linked to your Google account automatically.
  </Step>
</Steps>

## Accepting an invitation with Google

If an administrator invites you to join a PEX business, you can use Google to set up your account.

<Steps>
  <Step>
    Open the invitation link you received by email.
  </Step>

  <Step>
    On the account setup step, click **Continue with Google** and choose your Google account.
  </Step>

  <Step>
    Your PEX account is created and linked to Google — no separate password needed.
  </Step>
</Steps>

## Removing your Google account link

You can unlink your Google account at any time from your Profile.

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support).
  </Step>

  <Step>
    Navigate to **My Profile**.
  </Step>

  <Step>
    In the **Additional login methods** section, click **Unlink** next to your Google account.
  </Step>

  <Step>
    Complete the identity verification step when prompted.
  </Step>

  <Step>
    Confirm you want to remove the link. After this, you will need to use your username and password to sign in.
  </Step>
</Steps>

## Frequently asked questions

<AccordionGroup>
  <Accordion title="What if my Google account isn't linked to PEX yet?">
    If you try to sign in with a Google account that isn't linked to any PEX account, you'll see a message explaining that the account isn't connected. Sign in with your PEX username and password first, then link your Google account from **My Profile**.
  </Accordion>

  <Accordion title="Can I link a Google account that's already used by another PEX user?">
    No. Each Google account can only be linked to one PEX user. If you see a message that the account is already linked to another user, try a different Google account or unlink your Google account from the PEX account first.
  </Accordion>

  <Accordion title="Does Google sign-in work with Multi-Program Access (MPA)?">
    Yes. Link your Google account to your primary PEX user account. Sign in with Google to access that account, then use MPA to switch to linked businesses as usual.
  </Accordion>

  <Accordion title="Is Google sign-in available on the PEX mobile app?">
    Yes. The **Sign in with Google** button appears on the mobile app login screen. The app opens a secure browser window to complete the Google sign-in flow.
  </Accordion>

  <Accordion title="Does Google sign-in replace my PEX password?">
    No. Your PEX username and password remain active. Google sign-in is an additional login option for convenience — you can always fall back to your credentials.
  </Accordion>

  <Accordion title="Do I still need to complete MFA when using Google sign-in?">
    If your business requires multi-factor authentication, you may be prompted for a secure access code after signing in with Google, just like a regular login.
  </Accordion>
</AccordionGroup>


# Groups are now unified in PEX
Source: https://support.pexcard.com/administrator-guide/groups-are-now-unified-in-pex

Cardholder groups and user groups now appear together in a single, unified groups list under Team members. Learn what changed and what to expect next.

## What changed

We've simplified how groups work in PEX. Cardholder groups and user groups now appear together in a single, unified groups list under **Team members → Groups**.

Previously, the dashboard showed two separate group types — one for cardholders and one for users. That distinction is gone. All of your groups live in one place, making it easier to see and manage your whole team in a single view.

<Note>
  **Note:**

  All of your existing groups — including cardholder groups — are still here. Names, members and any settings tied to those groups carry over automatically. No action is needed on your end.
</Note>

## What you'll see in the dashboard

* A single groups list under **Team members → Groups**
* All previously separate cardholder and user groups in one unified view
* The same group names and members you already had
* A streamlined group creation flow — no need to pick a group type when creating new groups

## What stays the same

Groups still work the way you're used to. You can create, edit and remove groups, add and remove members and use groups in spend policies, approval workflows and card management — all from the same place as before.

## Coming soon: roles

We're working on a roles feature that will give you more control over who can access what in your PEX account. You'll be able to assign predefined roles — like Manager, Bookkeeper or View-Only Admin — to users and groups, with a clear picture of exactly what each role can do.

Roles will build on the unified group structure we're introducing now. No existing user permissions will change when roles launch. We'll share more details as we get closer to release.

[Sign up to learn more and share your interest →](https://forms.gle/NAkoyf5Hja3wCJ1o7)

## Frequently asked questions

### Are my existing groups still there?

Yes. All of your groups — including cardholder groups — are still available. They now appear together in a single list rather than separately by type.

### Do I need to do anything?

No. This is an automatic update. Your groups, members and settings are all preserved.

### Does this affect the PEX API?

If your team uses the PEX API to manage groups, we'll be in touch separately with details on how this change affects your integration. You can also reach us at the address below with any questions.

***

Questions? Contact us at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com)


# Helpful Resources
Source: https://support.pexcard.com/administrator-guide/helpful-resources

Need help and don't know where to look for assistance? You've come to the right place!

Need help and don't know where to look for assistance? You've come to the right place!

***Watch a step-by-step demonstration [here](https://pex.navattic.com/bie0kfy)!***


# How does PEX ensure security of online accounts?
Source: https://support.pexcard.com/administrator-guide/how-does-pex-ensure-security-of-online-accounts

At PEX, we care about the security of your data.

As a processor of card payment and cardholder data, we are committed to ensuring the proper and secure handling of client data with multiple security controls in place. Our architecture is developed to have multiple layers of protection, including, but not limited to, secure data transfer, encryption, network configuration, and application-level controls. 

PEX has a [level I PCI DSS certification](https://www.pcisecuritystandards.org/) and is regularly audited to ensure full compliance. The PCI Attestation of Compliance (AoC) is available upon request for existing/onboarding clients.

In addition to our internal controls, PEX makes multiple tools available to help clients ensure that their accounts are secure. Some of these tools include:

* [Multi-Factor Authentication](/administrator-guide/how-to-enable-multifactor-authentication)
* [Corporate SSO via SAML](/administrator-guide/corporate-sso-via-saml-20)
* [Support for Tokenized Transactions and](/administrator-guide/adding-a-pex-card-to-a-digital-wallet-admin-guide) [Digital Wallets](/administrator-guide/adding-a-pex-card-to-a-digital-wallet-admin-guide)

PEX also performs a comprehensive review of all our processes and controls in place to protect our client’s data. An external version of our [SOC 2 report](https://us.aicpa.org/interestareas/frc/assuranceadvisoryservices/aicpasoc2report) is also available upon request for existing/on-boarding clients.\* 

If you have any questions about PEX's security practices, or wish to request additional information, please contact your sales representative, client services representative or [PEX administrator support](/administrator-guide/contact-administrator-support)


# How is My Account Billed?
Source: https://support.pexcard.com/administrator-guide/how-is-my-account-billed

See when PEX deducts account maintenance fees from your business balance, including the 2025 billing schedule for Core and Pro accounts.

Account maintenance fees are deducted directly from your PEX account's business balance. For Core and Pro accounts, fees are typically deducted on the second Wednesday of the month. All Active, Blocked, and Inactive cards are billed. If you are an Infinite customer, your billing date may differ per your account agreement.\
 

## The chart below details billing dates for 2025.

| For card accounts open between | Fees will be deducted on |
| :----------------------------- | :----------------------- |
| Dec 1 - Dec 31, 2024           | Jan 8, 2025              |
| Jan 1 - Jan 31, 2025           | Feb 12, 2025             |
| Feb 1 - Feb 28, 2025           | Mar 12, 2025             |
| Mar 1 - Mar 31, 2025           | Apr 9, 2025              |
| Apr 1 - Apr 30, 2025           | May 14, 2025             |
| May 1 - May 31, 2025           | Jun 11, 2025             |
| Jun 1 - Jun 30, 2025           | Jul 9, 2025              |
| Jul 1 - Jul 31, 2025           | Aug 13, 2025             |
| Aug 1 - Aug 31, 2025           | Sep 10, 2025             |
| Sep 1 - Sep 30, 2025           | Oct 8, 2025              |
| Oct 1 - Oct 31, 2025           | Nov 12, 2025             |
| Nov 1 - Nov 30, 2025           | Dec 10, 2025             |
| Dec 1 - Dec 31, 2025           | Jan 14, 2026             |

## The chart below details billing dates for 2026.

| For card accounts open between | Fees will be deducted on |
| :----------------------------- | :----------------------- |
| Dec 1 - Dec 31, 2025           | Jan 14, 2026             |
| Jan 1 - Jan 31, 2026           | Feb 11, 2026             |
| Feb 1 - Feb 28, 2026           | Mar 11, 2026             |
| Mar 1 - Mar 31, 2026           | Apr 8, 2026              |
| Apr 1 - Apr 30, 2026           | May 13, 2026             |
| May 1 - May 31, 2026           | Jun 10, 2026             |
| Jun 1 - Jun 30, 2026           | Jul 8, 2026              |
| Jul 1 - Jul 31, 2026           | Aug 12, 2026             |
| Aug 1 - Aug 31, 2026           | Sep 9, 2026              |
| Sep 1 - Sep 30, 2026           | Oct 14, 2026             |
| Oct 1 - Oct 31, 2026           | Nov 11, 2026             |
| Nov 1 - Nov 30, 2026           | Dec 9, 2026              |
| Dec 1 - Dec 31, 2026           | Jan 13, 2027             |

## The chart below details billing dates for 2027.

| For card accounts open between | Fees will be deducted on |
| :----------------------------- | :----------------------- |
| Dec 1 - Dec 31, 2026           | Jan 13, 2027             |
| Jan 1 - Jan 31, 2027           | Feb 10, 2027             |
| Feb 1 - Feb 28, 2027           | Mar 10, 2027             |
| Mar 1 - Mar 31, 2027           | Apr 14, 2027             |
| Apr 1 - Apr 30, 2027           | May 12, 2027             |
| May 1 - May 31, 2027           | Jun 9, 2027              |
| Jun 1 - Jun 30, 2027           | Jul 14, 2027             |
| Jul 1 - Jul 31, 2027           | Aug 11, 2027             |
| Aug 1 - Aug 31, 2027           | Sep 8, 2027              |
| Sep 1 - Sep 30, 2027           | Oct 13, 2027             |
| Oct 1 - Oct 31, 2027           | Nov 10, 2027             |
| Nov 1 - Nov 30, 2027           | Dec 8, 2027              |
| Dec 1 - Dec 31, 2027           | Jan 12, 2028             |


# How PEX Handles Merchandise Returns
Source: https://support.pexcard.com/administrator-guide/how-pex-handles-merchandise-returns

The amount of time it takes for a merchant to credit a merchandise return to a card varies by merchant.

Once the merchant has processed the transaction for a merchandise return, the funds will be credited to the original form of payment back onto the card's available balance.

If the card account is closed at the time of the merchandise return, then any credited funds will be moved to the main PEX account. If funds remain on a closed card, an administrator may 'zero out' the card or manually remove the funds. Funds removed or zeroed out from a card automatically move back to the main business balance.

If the card has been replaced, any credited funds will automatically move to the latest card's balance.


# How to Activate a New Administrator Account from an Invite
Source: https://support.pexcard.com/administrator-guide/how-to-activate-a-new-administrator-account-from-an-invite

Activate a new PEX administrator account from the email invitation sent by an existing administrator so you can access the admin site.

<Note>
  **Note:**

  **Note**: If you are the first or primary Administrator on a new account, please follow the instructions in your welcome email to activate your account. The instructions below only apply for additional Administrators added to an existing business account.
</Note>

When new Administrators are added by the primary Administrator to a business, they will receive an email instructing them on how to activate their administrator account. Once completed, they will be able to gain access to the administrator site.

If you have been invited to become an administrator for a PEX account, please follow the instructions below to activate your account.

<Steps>
  <Step>
    Check your email inbox for an email with the subject line "Complete your PEX administrator account setup for" and your organization's name

    * **IMPORTANT**: Before clicking any links in the email, confirm that the business name is correct and that the email was sent from [noreply@pexcard.com](mailto:noreply@pexcard.com)
    * You should also see the name of the administrator who invited you in the body of the email
  </Step>

  <Step>
    Click the button in the email titled "Activate account"

    * If the button does not work, copy and paste the URL in the email into a new browser window
  </Step>

  <Step>
    Confirm your email, first name and last name
  </Step>

  <Step>
    Confirm your address, or enter this information if it is blank
  </Step>

  <Step>
    Confirm your four (4) digit year of birth, e.g., 1985, or enter this information if it is blank
  </Step>

  <Step>
    Create a username

    * The username must be unique to any other username in the PEX database
    * The username can contain letters, numbers and some special characters (@, period, or underscore)
    * No spaces allowed
  </Step>

  <Step>
    Choose a password and re-enter it

    * The password must be 8-11 characters
    * The password must contain letters, numbers, and special characters
    * No spaces allowed
  </Step>

  <Step>
    Create a security question and answer

    * You can choose one of our security questions or write your own
  </Step>

  <Step>
    Click the green "Submit" button
  </Step>
</Steps>

You should now have access to the PEX account for your organization.

## Troubleshooting tips:

**Received an error?**

* The link included in the account activation email will expire after 96 hours. If you see an error stating "Invite code expired or does not exist" please contact your business administrator and ask them to re-send the invitation. For convenience, the name of the business administrator who added you is included in the invitation email.
* Address lines 1 and 2 must have 2+ characters to be accepted, single letter/number entries will trigger an error message.
* Usernames must be unique in the PEX system. If you are receiving an error message, try an updated username as your chosen username may already be taken in the PEX system.
* Have another administrator account already? Link your logins with the steps found [here](/cardholder-guide/how-to-link-multiple-administrator-or-cardholder-accounts).


# How to Activate a New PEX Card on All Programs
Source: https://support.pexcard.com/administrator-guide/how-to-activate-a-new-pex-card-on-all-programs

Activate a newly mailed PEX card as the business administrator so cardholders can begin using it for purchases.

<Note>
  **Note:**

  **Important note for cardholders:** If your card is purple, you can activate your card by following the instructions in the cardholder guide that shipped with your card.

  For all other cards, only a business administrator can activate your card. Please contact your business administrator directly.

  To register your card and be able to access your card account, please see "[How to create a new cardholder account.](/cardholder-guide/how-to-create-a-new-cardholder-user-account)"
</Note>

For security purposes, all PEX cards are inactive when they are mailed. As a business administrator, you will need to activate a card before the card can be used for purchases. The instructions below only apply for business administrators on a Prepaid Expense or Credit Expense program. If your cards are purple, cardholders must activate their own cards using the instructions provided above.

## How to Activate a New PEX Card as an Administrator

<Steps>
  <Step>
    Log into [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support) using your administrator credentials
  </Step>

  <Step>
    Click the "Cards" tab on the left
  </Step>

  <Step>
    Locate the Cardholder's name
  </Step>

  <Step>
    Click the dropdown under Status that says "Inactive"
  </Step>

  <Step>
    Select "Active"

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

*Click "Active" Status to activate the new PEX Card*

## Related topics

If you want to activate multiple cards, you may want to read "[How to Activate Multiple Cards](/administrator-guide/how-to-activate-multiple-cards)"

To learn how to fund a PEX card, read "[How to Quick Fund a Card](/administrator-guide/how-to-quick-fund-a-card)"

If you want to learn how to search cards based on specific criteria, please see "[How to Search Cards](/administrator-guide/searching-for-a-card)"


# How to Activate a Replacement Card
Source: https://support.pexcard.com/administrator-guide/how-to-activate-a-replacement-card

Activate a replacement PEX card once it's been delivered and the cardholder is ready to use it.

<Note>
  **Before you start**:

  * This can only be done from the web Admin site - it can't be completed from the mobile app.
  * As soon as you activate the new card, the old card is deactivated instantly and irreversibly. There's no undo, so don't activate the replacement until it's actually arrived.
</Note>

## How to activate a replacement card

1. Log in to the [Admin site](https://dashboard.pexcard.com/login?url=%2Fdashboard)
2. Locate the cardholder who was issued the replacement card and click their name - if you're having trouble finding them, see [How to search cards](/administrator-guide/searching-for-a-card)
3. On the card details page, click the arrow next to "Card Status" to reveal the Active and Inactive cards
4. Click the "Inactive" status and select Active from the dropdown
5. Review the change and click "Activate" on the confirmation screen - this immediately and irreversibly deactivates the old card, so confirm the replacement is ready before you click

Note: When a card is replaced - for example, because it was damaged or the cardholder's name changed - the old card stays Active until you activate the replacement. In the meantime, the cardholder may show a status of "Multiple" in your card list. That's expected: it just means they briefly have two cards on file at once.

<Frame>
  <img alt="Activate Replacement Card" />
</Frame>

<Frame>
  <img alt="" />
</Frame>


# How to Activate Multiple Cards
Source: https://support.pexcard.com/administrator-guide/how-to-activate-multiple-cards

Activating multiple cards at the same time or in a batch is quick and convenient.

## Activate multiple cards

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" tab on the left
  </Step>

  <Step>
    Using the "Filters" button on the upper left, filter the list by Status. Check the "Inactive" box to find a list of cards to activate, and click "Add" to add this filter.

    <Frame>
      <img alt="" />
    </Frame>

    *Filter the card list by Status.*
  </Step>

  <Step>
    Check the boxes to the left of names of cards you would like to activate
  </Step>

  <Step>
    At the top of the list above "Card Name", select from the drop down menu the status for "Active". Click the "Change Status" button on the following screen.

    <Frame>
      <img alt="" />
    </Frame>

    *Select Active in the drop down menu and click Change Status button on the next screen.*
  </Step>

  <Step>
    Your Change Status operation will show in the "Batch Operations" tab on the Cards screen
  </Step>
</Steps>

## Related topics

If you would like to learn how to fund multiple cards, please see "[How to Fund Multiple Cards](/administrator-guide/how-to-fund-multiple-pex-cards-at-the-same-time)"

If you would like to learn how to search cards based on certain criteria, please see "[How to Search Cards](/administrator-guide/searching-for-a-card)"


# How to Add Notes to a Card Transaction (Administrator Site)
Source: https://support.pexcard.com/administrator-guide/how-to-add-notes-to-a-card-transaction-administrator-site

Administrators can add Transaction Notes to cardholder transactions. Notes can add detail to a transaction (e.g., P.O. number, project name, event, etc.) or leave a comment for future reference.

<Note>
  **Note:**

  Administrators may not edit or remove a cardholder's note. Cardholders may edit or remove their own notes.
</Note>

Cardholders cannot see notes left by Administrators, unless the Administrator gives permission.

## How to add transaction notes

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" tab
  </Step>

  <Step>
    Locate the cardholder's name (use find in this table or filters if needed)
  </Step>

  <Step>
    Click on the cardholder's name
  </Step>

  <Step>
    Locate the cardholder transaction (review filters if needed) and click on the transaction
  </Step>

  <Step>
    Click "Add" button beside Notes at the bottom right of the transaction window

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Type your comments in the Note field
  </Step>

  <Step>
    Click "Save" button

    * Check the box to make the Note visible to the Cardholder

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# How to add PEX to your QuickBooks™️ Online account
Source: https://support.pexcard.com/administrator-guide/how-to-add-pex-to-your-quickbooks-online-account

This step is needed to export transactions to QuickBooks Online the first time. If you have more than one PEX business account, you may want to complete this process for those as well.

## Set up the PEX "bank account" in QuickBooks Online

<Steps>
  <Step>
    Log in to your QuickBooks Online account.
  </Step>

  <Step>
    Go to **Transactions** → **Chart of accounts**.
  </Step>

  <Step>
    Click **New**.
  </Step>

  <Step>
    Enter a descriptive name for the new account. We suggest "PEX", "PEX Corporate Card", "PEX Transactions", or similar.

    If your PEX account is **prepaid**:

    * Select **Bank** for the account type.
    * Select **Checking** for the detail type.

    <Frame>
      <img alt="" />
    </Frame>

    If your PEX account is **credit**:

    * Select **Credit Card** for the account type.
    * Select **Credit Card** for the detail type.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

<Note>
  **Note:**

  Many customers choose to use PEX as the bank name. If you have or may have multiple PEX accounts, consider using PEX along with the name of the business (e.g. PEX John's Theater Co, PEX Kelly's Events Inc). You should set up a PEX account in QuickBooks for each account before the **first** export of transactions can be completed.
</Note>

To import PEX transactions into QuickBooks Online via a file download, see [How to Export Transactions via a File Download to QuickBooks Desktop or QuickBooks Online](/administrator-guide/how-to-export-transactions-via-a-file-download-to-quickbooks-desktop-or-quickbooks-online).


# How to apply for PEX Credit Expense
Source: https://support.pexcard.com/administrator-guide/how-to-apply-for-pex-credit-expense

How to apply for PEX Credit Expense, the PEX Visa® Commercial Card program with a business line of credit — eligibility, the new-customer and existing-customer paths and what happens next

PEX Credit Expense gives your business a line of credit on the PEX Visa® Commercial Card. Your Cardholders spend on the card, and PEX automatically debits your linked business bank account for the full balance at the end of each statement period. PEX assigns your statement period — weekly or monthly — and your credit line when you're approved. Credit Expense requires no personal guarantee and no subscription fees.

This article walks you through applying two ways:

* **New customer** — you don't have a PEX account yet
* **Existing customer** — you already use PEX Prepaid or another PEX product

## Before you apply

Check these eligibility requirements first so you don't hit a wall mid-application:

* You'll link an external corporate bank account via Plaid (or manually via micro-deposits)
* A minimum bank balance is required. Typical qualifying customers keep a three-month average business cash balance of \$20,000 or more in their linked corporate bank account
* Sole proprietorships aren't eligible
* Public email domains (like Gmail or Yahoo) aren't eligible
* Credit Expense isn't available in all states yet

**Tip:** Linking additional bank accounts — checking, savings or money market — can strengthen your application and may result in a higher credit limit.

## Path 1: apply as a new customer

If you don't have a PEX account yet, you'll apply through our onboarding site (Start). It's a guided, step-by-step enrollment.

1. **Create your account**
   * Visit the PEX sign-up site
   * Enter your email, create a password and complete the reCAPTCHA verification
2. **Enter your business information**
   * Company name, DBA (if applicable), federal tax ID (EIN), legal structure, address, website and phone number
3. **Provide additional business details**
   * Industry, annual revenue and other details we use for underwriting
4. **Identify your control person**
   * This is the individual with significant management responsibility for your business — provide their name, title, date of birth, SSN and address
5. **Disclose beneficial owners**
   * List anyone who owns 25% or more of your company
6. **Verify your identity**
   * We verify your identity through Alloy. If automated verification can't be completed, you may be asked to upload a document
7. **Upload supporting documentation**
   * Provide any required business documents, like your EIN letter, articles of incorporation or other formation documents
8. **Choose your product**
   * You'll see three options:
     * **Prepaid Expense** — pre-fund your account to enable and track employee spending
     * **Credit Expense** (labeled "Best value") — a charge card with a line of credit for flexible cash flow management
     * **Disburse** — distribute funds to beneficiaries outside your organization
   * Select **Credit Expense**
   * Choose your anticipated monthly spend range
   * Select how many cards you need (1-15, 16-50, 51-150 or 150+)
   * Optionally, auto-order a free card shipped to your business address
9. **Link your external bank account**
   * Link your primary business bank account via Plaid (preferred) or Finicity. We'll use this account to automatically repay your full statement balance via ACH direct debit
   * **Recommended:** Link additional checking, savings or money market accounts. The more accounts you link, the more accurately we can tailor your credit limit
   * If Plaid linking fails, you can link manually via micro-deposits and upload bank statements. Micro-deposits may take 2-3 business days to appear — Plaid is faster and typically results in a larger credit line and higher approval rate
10. **Provide enhanced due diligence information (if prompted)**
    * We may ask for additional information to meet regulatory compliance requirements
11. **Review and submit**
    * Double-check your business details, documentation, product selection and linked bank accounts. Edit any section if needed, then submit

### What happens next

You'll see a progress screen while we process your application — this usually takes a few moments. There are four possible outcomes:

* **Approved** — you'll see a congratulations message with your approved credit line and statement period (weekly or monthly). Click "Get started" to begin using your account and ordering cards
* **Under review** — our team needs to review your application manually. We'll email you the final decision. In the meantime, you can start ordering cards and configuring your account
* **Declined** — we can't offer a line of credit at this time. You can switch to a Prepaid Expense - Base plan instead, or close the application
* **Delayed** — your application needs further review. We'll email you the final decision

## Path 2: apply as an existing customer

If you already use PEX, apply directly from your Dashboard:

1. Log into the PEX Dashboard
2. Click **"New account"** in the top navigation bar
3. Select **"Credit Expense"** from the dropdown menu

From here, the process depends on whether your new credit account uses the same federal tax ID (EIN) as your current account.

### Same federal tax ID

4. **Eligibility check**
   * We automatically check your eligibility. If you're not eligible, you'll see a specific message explaining why — for example, credit already exists for this EIN, a previous application was declined, a public domain email, sole proprietorship, ineligible state, no spend history or a negative prepaid balance
5. **Verify your company information**
   * Your company name and EIN are pre-populated from your existing account. Verify or update your company identifier if needed
6. **Select your anticipated monthly spend**
   * Choose your expected monthly spend range
7. **Link your external bank account**
   * Link your primary business bank account via Plaid. If your existing prepaid account already has a linked bank account, we may import it automatically
   * This account will be used for autopay at the end of each statement period. You can change it in Business Settings after credit approval
   * If Plaid linking fails, link manually via micro-deposits and upload your 3 most recent complete monthly statements — unmodified PDFs from your financial institution
   * **Recommended:** Link additional checking, savings or money market accounts (up to 10 total) to strengthen your application and potentially receive a higher credit limit
8. **Complete customer verification (Know Your Business)**
   * If your business information needs re-verification, we'll ask you to review and verify your organization's control person and beneficial owner information
   * If verification is pending our review, you'll see a "Pending PEX review" status. Wait for it to complete before submitting
9. **Accept the terms**
   * Read and agree to the PEX Credit Expense Card Program Terms
10. **Submit**
    * Click "Submit" to send your application

You'll see the same four outcomes as new customers: approved, under review, declined or delayed. If your application is delayed, [contact Administrator Support](/administrator-guide/contact-administrator-support) with questions.

### Different federal tax ID

4. Select **"Different federal tax ID"** in the modal
5. Click **"Submit"** — this opens our full onboarding site (Start) in a new browser window
6. Complete the full new customer enrollment (Path 1 above) using the new EIN

### Already have a pending application?

If you have a credit application under review, you'll see a notification letting you know we'll email you the final decision. Want to apply with a *different* federal tax ID while you wait? Click "Next" to start a new application for a separate business entity.

### Credit sub-accounts (Multi-Program Accounts)

If your organization already has a Credit Expense account and is eligible for Multi-Program Accounts (MPA):

* When you select "Same federal tax ID," the option reads **"Allocate credit line to multiple sub-accounts"**
* This lets you create sub-accounts under your existing credit line
* Your total credit line must be at least \$50,000 to allocate to sub-accounts
* Sub-account creation follows a simplified flow and results in a new account with an allocated portion of your existing credit line

## After you're approved

Whichever path you take, here's what you can do once your Credit Expense account is approved:

* Your new credit account links automatically to your Dashboard
* Switch between accounts (prepaid, credit, disburse) right from the Dashboard
* Order physical or virtual cards for your team
* Your linked bank account is set up to pay your statement automatically via ACH direct debit — change it anytime in Business Settings
* Earn a rebate on qualifying purchases — rates vary by card type and not every account earns a rebate (see the [PEX rebate terms and conditions](https://www.pexcard.com/legal/rebate-terms-conditions/))

## Frequently asked questions

**Is the PEX Visa® Commercial Card a credit card?** No. It's a charge card — your balance is due in full at the end of each statement period.

**Do I need a personal guarantee or personal credit check?** No personal guarantee is required. PEX doesn't run consumer credit checks on Cardholders either — we underwrite the business, primarily on your linked bank balances.

**What bank accounts can I link?** Business checking, savings and money market accounts. Your primary account must be a business/corporate bank account, and you can link up to 10 accounts total.

**What if I can't link my bank via Plaid?** You can link manually via micro-deposits (which take 2-3 business days to verify) and upload your 3 most recent monthly bank statements as unmodified PDFs. That said, we strongly recommend Plaid — it means faster processing, higher approval rates and potentially higher credit limits.

**Can I apply in impersonate mode?** No. Applications can't be submitted while impersonating another user.

**What permissions do I need to apply as an existing customer?** You need the "Edit Business Profile" permission (for the legacy flow) or the "Request Account" permission (for the one-click flow), and you must be an Admin user.

**What happens if my application is under review?** A PEX team member will review it and email you the final decision. In the meantime, you can start ordering cards and configuring your account.


# How to Approve or Reject a Cardholder Request
Source: https://support.pexcard.com/administrator-guide/how-to-approve-or-reject-a-cardholder-request

Approve or reject cardholder funding requests from the PEX dashboard or mobile app; approving automatically funds the cardholder's card.

In order to be able to approve or reject requests made by cardholders, an administrator must have the "Funding of Cards" permission. To check administrator permissions, please see [Setting Administrator Permissions](/administrator-guide/setting-administrator-permissions-on-all-programs).

<Note>
  **Note:**

  Approving a request will automatically and immediately fund the cardholder's account with the requested amount of funds. The cardholder will receive a notification of the status change.
</Note>

Although multiple administrators may receive notifications when a cardholder submits a request, only one administrator can approve or reject the request.

[Instructions for the PEX Dashboard site](#to-view-requests-pex-dashboard-site) | [Instructions for the Mobile App](#to-view-requests-via-the-mobile-app)

## To View Requests (PEX Dashboard Site)

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    On the Dashboard tab of the Admin view, any pending funding requests will be displayed in the lower right

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click the "See All" button to see a list of all your New funding requests
  </Step>

  <Step>
    Click the "Approve and Fund" or "Reject" buttons for each request as needed

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click the appropriate button on the confirmation screen

    * Admins are able to add an optional note to the cardholder when approving or rejecting a request.

    <Frame>
      [      <img alt="" />](#to-view-requests-via-the-mobile-app)
    </Frame>
  </Step>
</Steps>

## To View Requests via the Mobile App

<Steps>
  <Step>
    Open the mobile app and log in as an administrator.
  </Step>

  <Step>
    On the "Dashboard" screen, you will see an option titled "Cardholder Requests".
  </Step>

  <Step>
    Tap this option to display a list of pending requests.
  </Step>

  <Step>
    Swipe left on a pending request to quickly approve or reject the request.

    * You will be given the option to add an optional note and confirm the approval or rejection.
  </Step>

  <Step>
    Tap on the Request to display the full request details.
  </Step>

  <Step>
    You can approve or reject the request via the buttons on the bottom of the screen.
  </Step>
</Steps>


# How to Assign Cardholders to Groups and How to Create New Groups
Source: https://support.pexcard.com/administrator-guide/how-to-assign-cardholders-to-groups-and-how-to-create-new-groups

Create cardholder groups to organize PEX cards by department, team, project, or location, and assign or reassign cardholders to them at any time.

*Cardholder Groups are only available with [selected plans](https://www.pexcard.com/pricing?utm_source=support).*

As an Administrator, you can create, edit, and remove Groups. Groups help you organize and track your PEX cards (e.g., by Department, by Team, by Project, by Location).

* Once you have set up Groups, you can assign new Cardholders to them when you create new cards.
* You can assign Cardholders to Groups at any time thereafter, via the Cards screen.
* To delete or enable editing of a group name, you will first have to remove that group from being assigned to any cardholder. To view cards a group is assigned to, click on the group names.

<CardGroup>
  <Card title="Watch a step-by-step demonstration here!" icon="circle-play" href="https://pex.navattic.com/pde05w9" />
</CardGroup>

## How to assign multiple cardholders to an existing group

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" tab
  </Step>

  <Step>
    Filter your list to locate multiple cardholders you wish to select. Check the checkboxes next to their names.
  </Step>

  <Step>
    Click "Group" in the column above the checked list, and select from the dropdown menu

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click "Assign Group" in the confirmation screen
  </Step>
</Steps>

## How to assign an individual cardholder to existing groups, or to new groups

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" tab
  </Step>

  <Step>
    Locate the cardholder in the list, and click on their name
  </Step>

  <Step>
    Click the "Owner" tab on the card details page

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click on the name of the Team Member who is the owner of the card. This opens the Team Member profile page.
  </Step>

  <Step>
    Click the "Edit" button to edit the profile
  </Step>

  <Step>
    Select the Group from the dropdown menu to edit the Group field, or click "Create New"

    <Note>
      **Note:**

      Selecting the blank option (or "none" at top) from the dropdown menu will remove the cardholder from a Group.
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

You can also create new groups under the **Team Members** tab, then **Groups**.

<Frame>
  <img alt="" />
</Frame>

<Note>
  **Note:**

  Once you select the Group for an individual cardholder from the dropdown menu, the change automatically saves, and you can navigate back to the Team Member's profile to review the change.
</Note>

To edit or remove Groups, click on the appropriate button:

**X** to permanently remove\
**Pencil icon** to edit

<Frame>
  <img alt="" />
</Frame>

To retrieve the Group name in reports, see [How to Run Reports](/administrator-guide/how-to-run-reports).


# How to assign team member card to another cardholder user
Source: https://support.pexcard.com/administrator-guide/how-to-assign-team-member-card-to-another-cardholder-user

There may be cases when cardholders are unable to manage their accounts themselves. In such situations, someone else should be able to categorize transactions or add receipts on the cardholder’s behalf.

There may be cases when cardholders are unable to manage their accounts themselves. In such situations, someone else should be able to categorize transactions or add receipts on the cardholder’s behalf.

If you need the 'Team member card assignment' feature for your business account, please reach out to **[adminsupport@pexcard.com](mailto:adminsupport@pexcard.com)** to have it enabled.

## How to assign a team member card to another cardholder user

1. Log in to the Dashboard via [https://dashboard.pexcard.com](https://dashboard.pexcard.com/)

2. Navigate to the 'Cards' from the sidebar menu and click on that

3. Click on the 3 dots button at the top right corner

4. Click on the 'Assign to cardholder user' button\\
   <img alt="" />

5. Select the cardholder you want to assign the selected card to.\*Note: Visible only if the feature is enabled and there is no active user assigned to the card.\
   <img alt="" />\
   \*

6. Click on the Assign button.\
   Once the card is assigned, a cardholder user will be able to switch to the card from the Dashboard drop-down menu.\\
   <img alt="" />

7. To remove the assignment or reassign the card to another user, navigate to the Card owner tab and select the action button you need\
   <img alt="" />\\

   <img alt="" />

   ## FAQs

   1\. Can I delete the assignment?\
   Yes, you have to open the ‘Card details' page → ‘Card owner’ and press the 'Remove assignment’ button.

   2\. Can I reassign cards to other users?\
   Yes, you have to open the ‘Card details' page → ‘Card owner’ → press the 'Reassign’ button and select another cardholder you want to share the card with.

   3\. Can I assign a card to multiple users so that they can log in separately?\
   No, if a user can log in to the account, there is no option to share the cardholder’s account with another user.

   4\. Once I remove the assignment or reassign the card from cardholder A to cardholder B, will cardholder A stop seeing the assigned card account?\
   Yes, once you reassign the card, cardholder A won't be able to access the unassigned account anymore.


# How to Attach Receipt to Transaction (Administrator)
Source: https://support.pexcard.com/administrator-guide/how-to-attach-receipt-to-transaction-administrator

This article explains how to attach a receipt, invoice or purchase order to a transaction and view previously uploaded transactions by your Cardholders.

Coming soon, we will automatically match a receipt to a transaction. Interested to learn more? Sign up [here](https://docs.google.com/forms/d/1sqlaTgJctvM3Yg-QPzqYaPptd7VbiEYRakVqe-0LBFQ/edit).

## How to add attachment 

Complete the following steps:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Click "**Transactions**" from the left navigation.
* Locate the transaction you would like to add the receipt to.
* Click on that transaction.
* Click "**Upload**".

<Frame>
  <img alt="image.png" />
</Frame>

* Select a receipt that you want to add to the transaction.
* Click "**Save**".

PEX will verify the following:

* The image is a supported format: PDF, PNG, or JPG.
* The file contains no malware or computer viruses.
* The file is not corrupted.
* The file is smaller than 10 MB.
  If the upload is successful, the image will appear next to the transaction.

## Adding multiple attachments

To add additional attachments, complete the following:

* Hover over the receipt image.

<Frame>
  <img alt="image.png" />
</Frame>

* Click "**Add**".
* Select a receipt that you want to add to the transaction.
* Click "**Save**".

## Edit attachments

If you want to edit the attachment:

* Hover over the receipt image.

<Frame>
  <img alt="image.png" />
</Frame>

* Click "**Edit**".
  * You will see a modal window with editing capabilities: Add receipt, Replace receipt, Rotate clockwise, Crop, Zoom out, Zoom in, Download, Delete.
* Click "**Save**".

Click the "**X**" in the corner of the receipt image box to delete a receipt.

<Frame>
  <img alt="image.png" />
</Frame>

Transactions with uploaded attachments are categorized as "Not Reviewed" and appear in the "Not Reviewed". You will have the opportunity to review things like tags and notes before approving or rejecting the transaction. 

<Frame>
  <img alt="image.png" />
</Frame>

## How to attach receipt to transaction?

To add an attachment that has been previously uploaded to "Attachments" ("Review" menu -> "Attachments" tab -> Click "Upload" -> Click "Browse") to a transaction then follow these steps:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Click "**Transactions**" from the left navigation.
* Locate the transaction you would like to attach the receipt to.
* Click on that transaction.
* Click "**Attach**". Once you click "Attach", you will see the "Attachments" section appear below the "Attach" button.

<Frame>
  <img alt="image.png" />
</Frame>

* Select one or more receipts that you want to attach to the transaction
* Click "**Add**".

<Note>
  **Note:**

  Clicking "Cancel" will hide the list of receipts and display the Tags and Notes sections.
</Note>

After clicking "Add" you will see:

* Success message stating that the receipt has been successfully attached.
* Receipt image appear next to transaction details.

If you want to add more receipts to the transaction that already has a receipt then:

* Hover over the receipt image.

<Frame>
  <img alt="image.png" />
</Frame>

* Click "**Attach**". Once you click "Attach", you will see the "Attachments" section appear below the "Attach" button.
* Select one or more receipts that you want to attach to the transaction: check the checkbox or click on the uploader first/last name to select a receipt.
  * You can scroll horizontally to find a needed receipt.
* Click "**Add**"**.**

Note that the receipt will disappear from the "Review" menu -> "Attachments" tab (if you are Admin)/"Attachments" menu (if you are Cardholder) after you attach the receipt to a transaction.


# How to Block a Card on All Programs
Source: https://support.pexcard.com/administrator-guide/how-to-block-a-card-on-all-programs

Temporarily block a PEX card from the dashboard or mobile app to prevent any charges while a cardholder is away, without closing the card.

When a cardholder will not be using the PEX card for a period of time — while on vacation, for instance, or during a leave of absence — the administrator can block the card from use. This will prevent any unauthorized charges from accruing against that card.

Administrators can block cards through the PEX Web App and through the Mobile App.

Download the Mobile App:

* Download the [iOS app from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
* The download is free but carrier data rates may apply

[Instructions for the PEX Dashboard site](#how-to-block-a-card-through-the-dashboard-site) | [Instructions for the Mobile App](#how-to-block-a-card-using-the-mobile-app)

## How to block a card through the Dashboard site

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" tab
  </Step>

  <Step>
    Locate the cardholder you wish to block, and click on their name

    * You can also click the checkbox next to the individual cardholder, or select multiple cards on the cards list (to perform a bulk action)
    * Click the "Status" button above the list and select "Blocked" from the dropdown
    * Review and click "Change Status" on the confirmation screen when performing a bulk action

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    On the card details screen, click the dropdown next to Card Status
  </Step>

  <Step>
    Select "Blocked" from the dropdown

    * The status will change instantly. You may need to refresh your web browser to see the new Blocked status in effect.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## How to block a card using the Mobile App

<Steps>
  <Step>
    Log into the Mobile App
  </Step>

  <Step>
    Click the "Cards" icon at the bottom of the screen
  </Step>

  <Step>
    Click on the cardholder's name

    <Frame>
      <img alt="" />
    </Frame>

    *Click the "Cards" icon. Click on the cardholder's name.*
  </Step>

  <Step>
    Under Status, click "Blocked"

    <Frame>
      <img alt="" />
    </Frame>

    *Click "Blocked"*
  </Step>
</Steps>

<Note>
  **Note:**

  * Blocked cards are still considered to be "Open" and will be subject to monthly card fees
  * If a cardholder will no longer use the card at all (e.g., if the cardholder leaves the company) you should permanently close the card. Please see [How to Close (Terminate) a Card](/administrator-guide/how-to-close-a-card)
</Note>

You can also search cards by Status or other criteria. See [Searching for a card](/administrator-guide/searching-for-a-card).


# How to Cancel a PEX ACH Transfer
Source: https://support.pexcard.com/administrator-guide/how-to-cancel-a-pex-ach-transfer

Cancel a PEX ACH transfer you scheduled before it processes; only the administrator who scheduled the transfer can cancel it.

<Note>
  **Note:**

  *Only the Administrator who scheduled a PEX ACH Transfer can cancel it. No other administrator will be able to cancel that ACH transfer.*
</Note>

PEX processes ACH requests Monday - Friday (except on Federal Bank Holidays).

You may cancel PEX ACH transfer requests prior to processing. Only transfers in the "Requested" status can be canceled.

## How to Cancel a PEX ACH Transfer:

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Transactions" tab
  </Step>

  <Step>
    Click "Pending Transfers" tab
  </Step>

  <Step>
    Click the "**X**" icon next to the pending transaction

    * If the "X" icon is not available, the ACH transfer is being processed and it is too late to cancel the transaction, or the transfer was created by another administrator

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

*Click on the "**X**" to cancel the Pending Transfer*  

To cancel a scheduled transfer, follow the instructions above. After logging in and navigating to the "Transactions" screen:

<Steps>
  <Step>
    Click "Scheduled Transfers" tab
  </Step>

  <Step>
    Click the "**X**" icon next to the scheduled transfer

    * If the "X" icon is not available, then either the ACH transfer is being processed and it is too late to cancel the transaction, or the transfer was created by another administrator
    * If the administrator who created the transfer is unable to cancel the transfer due to too much time elapsing from when it was initiated on the PEX dashboard, the administrator should contact their bank directly to verify if it is possible to cancel the ACH on their end.
  </Step>
</Steps>


# How to Change My Username and Password (Administrator)
Source: https://support.pexcard.com/administrator-guide/how-to-change-my-username-and-password-administrator

Administrators can log into the PEX Dashboard online and change their username and/or password.

## How to Change Your Username or Password

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click "My profile" in the upper right corner (the icon of a person)

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Scroll down to the Account Details section, and Click "Edit" next to Username

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Enter your current password
  </Step>

  <Step>
    Enter your new username or password
  </Step>

  <Step>
    Re-enter to confirm new username or password
  </Step>

  <Step>
    Click the "Update" button to save changes

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## How to Change Your Password

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click "My profile" in the upper right corner (the icon of a person)
  </Step>

  <Step>
    Scroll down to the Account Details section, and Click "Edit" next to Password
  </Step>

  <Step>
    Enter your current password
  </Step>

  <Step>
    Follow the new password requirements and create your new password. Passwords must meet the following requirements:

    * Must be between 8 and 16 characters in length
    * Must contain at least one digit (0-9)
    * Must not begin with a hash symbol (#)
    * Palindromes (such as "123aba321") will be rejected
    * Must not contain your username
  </Step>

  <Step>
    Re-enter to confirm the new password
  </Step>

  <Step>
    Click "Save new password" button below

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# How to change the icon on your account
Source: https://support.pexcard.com/administrator-guide/how-to-change-the-icon-on-your-account

You can set a custom icon on your account that will display to all users of the account. This can help to differentiate multiple types of accounts.

<Frame>
  <iframe title="Custom Icons" />
</Frame>

To set a custom icon on your account, follow these several steps:

<Steps>
  <Step>
    Click the "Business Settings" tab in the left navigation
  </Step>

  <Step>
    At the top of the page, click the icon image
  </Step>

  <Step>
    Choose an icon that represents your account

    <Note>
      **Note:**

      The domain icon is based on your user email
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# How to Close a Card
Source: https://support.pexcard.com/administrator-guide/how-to-close-a-card

After a card is no longer needed, you can close it. Please note:

* Once closed, you can **not** reactivate the card, have it replaced, nor view the full 16 digit card number on the dashboard
* If you need another card for the same individual, then order a new card using the [Order Cards](/administrator-guide/how-to-order-pex-cards) button
* When you close a card, any balance on the closed card is added back into the main corporate account

Closing cards will add space to the maximum number of cards available to you under your Plan. In some cases, closing cards may reduce your total monthly fees.

[Instructions for the PEX Dashboard site](#how-to-close-a-card-via-the-pex-web-app) | [Instructions for the Mobile app](#how-to-close-a-card-using-the-mobile-app)

## How to close a card via the PEX Web App

### Method 1

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click on the "Cards" tab
  </Step>

  <Step>
    Locate and select the checkboxes next to the cards you wish to close

    * You can use Filters to narrow your list, or find a set of cards
  </Step>

  <Step>
    Click the "Status" button above the list, and select "Closed" from the dropdown menu
  </Step>

  <Step>
    Review and click "Change Status" in the confirmation screen

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

### Method 2

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click on the "Cards" tab
  </Step>

  <Step>
    Locate and select the specified card you wish to close
  </Step>

  <Step>
    Locate and select the 3 dots in the upper right corner
  </Step>

  <Step>
    Click *Close Card Account*

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## How to close a card using the Mobile App

You must have the PEX mobile app installed on your phone or mobile device. If you do not have the app, please download the app using one of the links below:

* Download the [iOS App from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android App from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)

<Note>
  **Note:**

  The download is free but carrier data rates may apply
</Note>

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click the "Cards" icon at the bottom of the screen
  </Step>

  <Step>
    Navigate to the cardholder
  </Step>

  <Step>
    Click on the cardholder's name

    <Frame>
      <img alt="" />
    </Frame>

    *Click the "Cards" icon to see the list of cardholders. Click on the cardholder's name.*
  </Step>

  <Step>
    Click "Profile" in the Cardholder Details section

    <Frame>
      <img alt="" />
    </Frame>

    *Click "Profile"*
  </Step>

  <Step>
    Click "Close Card"

    <Frame>
      <img alt="" />
    </Frame>

    *Click "Close Card"*
  </Step>

  <Step>
    Click "Close" in the confirmation dialogue box to close the card

    <Frame>
      <img alt="" />
    </Frame>

    *Click "Close" in the confirmation dialogue box*
  </Step>
</Steps>

To learn how to close several cards at once, see "[How to Close Multiple Cards](/administrator-guide/how-to-close-multiple-cards-at-once-on-all-programs)"

You might find this article useful, if you want to learn how to search cards based on certain criteria: "[How to Search Cards](/administrator-guide/searching-for-a-card)"


# How to Close Multiple Cards at Once on All Programs
Source: https://support.pexcard.com/administrator-guide/how-to-close-multiple-cards-at-once-on-all-programs

Closing cards in a batch is quick and convenient. The cards will be shown as Closed on the Administrator Site.

Once PEX cards are closed, they can **not** be reactivated.

<Note>
  **Note:**

  You must order new cards for cardholders whose cards have been closed
</Note>

## How to close multiple cards at once

<Steps>
  <Step>
    Click the "Cards" tab on the left side navigation

    * You can use the "Filters" on the top left of the list of cards or use the "Find in this table" feature to find the cards you wish to close
  </Step>

  <Step>
    Check the boxes to the left of the names of the cards you want to close

    * You must choose cards that are either Inactive, Active or Blocked
  </Step>

  <Step>
    Click the "Status" dropdown above the card list to change the Status of the selected set of cards in a bulk action
  </Step>

  <Step>
    Select "Closed" as the status
  </Step>

  <Step>
    Click "Change Status" to confirm you wish to close the cards

    * If you change your mind, choose "Cancel" or use the "x" in the top right to close the confirmation modal
  </Step>

  <Step>
    Check the status of your change by clicking the tab titled "Batch Operations"

    <Frame>
      <img alt="" />
    </Frame>

    *Click the "Status" button above the card list to change the Status of the selected cards to Closed*
  </Step>
</Steps>

<Note>
  **Note:**

  * Batch card edits/changes are scheduled
  * They are instantly acknowledged onscreen, but it may take a few moments to see the updates
</Note>

You might find this article useful, if you would like to learn how to search cards based on certain criteria: "[How to Search Cards](/administrator-guide/searching-for-a-card)"


# How to Close Your PEX Prepaid Account
Source: https://support.pexcard.com/administrator-guide/how-to-close-your-pex-prepaid-account

We're sorry to hear you are looking to close your account!

We're sorry to hear you are looking to close your account!

To close your PEX prepaid account, make sure you have an active bank account linked.

**Note:** If you'd like multiple accounts closed, please email admin support a separate email for each business account by including the individual business name in the subject line.

All cards should be closed and funds removed from all cards, then notify PEX and respond to PEX's email to authorize the closure. Do not initiate an outbound ACH of remaining funds. The full steps are detailed below.

To close a PEX Credit Expense account, there may be no outstanding balance. The balance must be cleared prior to PEX closing the account.

##

Closing Your PEX Account

**Step #1:** Confirm that you have an active bank account linked to your PEX account

In order to receive any remaining funds back after you close your PEX account, you must have an active bank account linked to your PEX account. You can confirm this by logging into your PEX dashboard, selecting Business Settings from the left side menu and then selecting External accounts. If you don't have an account associated or the associated account is no longer active, select [Add an External Account](/administrator-guide/adding-a-bank-account).

<Frame>
  <img alt="User-added image" />
</Frame>

**Step #2:** Download any reports or statements that you will need

Before closing your account, please make sure to download any reports or statements that you may need in the future. Once your account is closed, you may no longer have access to retrieve them. Please also remove funds from and close any open cards as well as cancelling any pending transfers.

**Step #3:** Notify PEX

An active administrator with full entitlements should email [adminsupport@pexcard.com](mailto:Adminsupport@pexcard.com) or call PEX requesting to close the account. Please include the full account name in the subject or body of the email. We also request you provide the reason for the closure. All requests to close an account must be approved in writing. Requests to close an account by phone will receive a followup email to proceed with the closure. This email must be responded to for PEX to proceed. Verbal approval to close an account will **not** be accepted.

**Step #4:** Confirm your bank account by responding to the email sent from PEX.

You will receive an email requesting verification of the bank account on file. Respond to the email sent by PEX to proceed to verify the account details. This is required to move forward with the closure. PEX will not move forward with the closure with an initial request.\
If more than one bank account is linked, please indicate which one should be used for funds transfer. Do not call, we cannot accept this verification verbally.

**Step #5:** Account closed

Once the bank account has been verified by the primary administrator, your PEX account will be closed and any remaining funds will be sent to the bank account that was first added to your PEX account via ACH transfer.

**Note: Do not initiate an ACH to remove funds.** **Any pending transactions and transfers will delay PEX’s ability to close an account.**

****Also Note:**** **Any transfers from your PEX business account by administrators to your bank will incur an outbound ACH transfer fee** outlined on our [pricing page](https://www.pexcard.com/pricing/complete-pricing-details/).

Once the account has been closed, the primary administrator with full entitlements will receive an email confirming that the account has been closed and funds transferred. The account closure ACH will post to your bank account the same or next business day.

**Additional Notes:**\
For administrators who manage more than one account, stipulate the name of the account exactly as it appears on the administrator dashboard in the subject or body of the email.

There are no associated fees for closing an account by PEX.

Keywords: Close account, close business, terminate account


# How to configure approval override rules
Source: https://support.pexcard.com/administrator-guide/how-to-configure-approval-override-rules

Set up approval override rules tailored to your company's needs to manage out-of-policy exceptions, ensuring flexibility while maintaining control over approval workflows.

Set up approval override rules tailored to your company's needs to manage out-of-policy exceptions, ensuring flexibility while maintaining control over approval workflows.

## Configure out-of-policy rules

Configuring an out-of-policy ruleset allows you to set manual approval overrides for all workflows in your organization. Out-of-policy rules can be applied to transactions, funding requests, reimbursements, payment transfers, and card unblocking requests. These rules will apply to all items within a specified workflow. Members of the approval override user groups will be able to approve every item within a specified workflow regardless of the approval routes.

## How to set up approval override

Approval override consists of a set of custom rules based on workflows and designated approvers required to approve workflow items (transactions, fund requests, card unblocking requests, payment transfers, or reimbursements).

### Create groups for approval override

The first step in configuring an approval override is to create a group of approvers who can approve everything, regardless of any specified approval rule. Approval groups should consist of one or more admins with permission to approve transactions, reimbursements, ACH transfers, card unblocking, or funding requests.

<Steps>
  <Step>
    To create a group, navigate to the **Team Members** page from the sidebar menu.
  </Step>

  <Step>
    Select the **Group** tab.
  </Step>

  <Step>
    Click on **Create New Group**.
  </Step>

  <Step>
    Choose **User** for the group type.
  </Step>

  <Step>
    Enter a name for the group.
  </Step>

  <Step>
    Select one or more admins that you would like to add to the group.
  </Step>
</Steps>

### Create out-of-policy rules

Now that you've created a user group for manual approval overrides, the next step is to create out-of-policy rules that you can apply to your approval workflows.

<Steps>
  <Step>
    Navigate to **Business Settings** from the sidebar menu.
  </Step>

  <Step>
    Select the **Approval Policies** tab.
  </Step>

  <Step>
    Click on the **Out-of-policy** button.
  </Step>

  <Step>
    Select the workflow type(s) that you would like the approval override rule to apply from the drop-down.
  </Step>

  <Step>
    Click on the **Save** button to save and create the Approval Policy.
  </Step>
</Steps>

### Managing out-of-policy rules

* You can delete or edit out-of-policy rules by clicking on the **Out-of-policy** button.
* Multiple out-of-policy rules can be created.
* The manual approval override group will have the ability to approve all items within a workflow (e.g., transactions), regardless of existing approval policy routes.
* The approval override functionality will override approvals for all approval policies, including inactive ones, within specified workflows (e.g., transactions or funding requests).
* Multi-level approval cannot be configured for manual approval overrides.
* An informational message will be displayed on pages (e.g., Transactions, Funding Request Details) to inform users that they belong to an approval override group.
* Once an item is approved through a manual approval override, a message will be shown next to the approver indicating that the item was approved through the approval override.

<Frame>
  <img alt="Approval override message next to approver" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="Can I delete the manual approval override from out-of-policy rules?">
    Yes, you have to click on the out-of-policy button and delete all rules.
  </Accordion>

  <Accordion title="Can I edit approval override rules?">
    Yes, you have to click on the out-of-policy button and edit the existing rules or add new ones.
  </Accordion>

  <Accordion title="How can I know that items are approved through the approval override?">
    A message will be shown next to the approver indicating that the item was approved through the approval override.
  </Accordion>

  <Accordion title="How will approvers know that they are going to override approvals?">
    An informational message will be displayed on pages (e.g., Transactions, Funding Request Details) to inform users that they belong to an approval override group.
  </Accordion>

  <Accordion title="Will there be any additional notifications for users that belong to approval override groups?">
    No, there will be no additional notifications.
  </Accordion>

  <Accordion title="Can users override approvals by using bulk actions?">
    Yes, users who can override approvals will be able to approve items using bulk actions (if this functionality is available).
  </Accordion>
</AccordionGroup>


# How To Connect PEX with Expensify
Source: https://support.pexcard.com/administrator-guide/how-to-connect-pex-with-expensify

To view PEX cardholder transactions from your [Expensify](http://www.expensify.com) account, complete the following steps.

<Steps>
  <Step>
    Log into your Expensify account
  </Step>

  <Step>
    Set up or ensure you already have a Corporate policy and that Domain Control is enabled. Information about Corporate policy and Domain Control can be found [here](https://docs.expensify.com/advanced-admin-controls-domain-control/what-is-domain-control)
  </Step>

  <Step>
    Once Corporate policy and Domain Control are turned on, navigate to Admin > Domain Control > \[select domain] > Company Cards (from within Expensify)
  </Step>

  <Step>
    Click the "Import Card/Bank" button
  </Step>

  <Step>
    Log in using the credentials (user name and password) for your "master" PEX Administrator. This is the first administrator created for your PEX Account
  </Step>

  <Step>
    Once logged in, assign each card to the respective user
  </Step>
</Steps>

<Note>
  **NOTE:**

  Commercial Feed and Visa Feeds are *not* needed in this process. Expensify is a PEX partner and imports all transactional data directly via [the PEX API](https://www.pexcard.com/solutions/pex-api?utm_source=support).
</Note>

**Troubleshooting for common issues:**

* If a *Connection Error* presents itself, this typically means that Expensify has lost their connection with PEX or the login credentials have changed. Proceed to disconnect and reconnect or update your login credentials through Expensify.
* Recently reset your password in PEX? You'll be required to also update your login credentials to gain access to Expensify. Failure to re-login/re-establish those same credentials on Expensify will result in an error message.

Please direct all questions about your Expensify account to [help@expensify.com](mailto:help@expensify.com)


# How to Create a Bulk Card Order
Source: https://support.pexcard.com/administrator-guide/how-to-create-a-bulk-card-order

To order multiple PEX cards at the same time, submit a Bulk Card Order Form with the cardholder details.

## How to create a bulk card order

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click on the "Cards" tab
  </Step>

  <Step>
    Click on the "Order Cards" blue button in the upper right
  </Step>

  <Step>
    Check to see how many new cards are available to you under the terms of your current Plan

    * You will see the number of new cards available to your organization at the top of the page
    * To request an increase in the number of cards, contact Admin Support at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com)

    <Frame>
      <img alt="" />
    </Frame>

    *Click "Order Cards." You can see how many new cards are available to your organization with your current Plan.*
  </Step>

  <Step>
    Click the tab for "Bulk Order (CSV)". Click on "Download Order Template" in CSV. Find the downloaded CSV file in your Downloads, and proceed to [Completing the Team Member card order request form in CSV](#complete) below to prepare your CSV file.

    <Note>
      **Note:**

      *Changes to the format of the form will cause the file to be rejected when attempting to upload.*
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Completing the Team Member card order request form in CSV

<Steps>
  <Step>
    Complete the Bulk Card Order Request Form in CSV (Comma Separated Value)

    * You can use the most popular spreadsheet editing programs to complete the file
      * Excel
      * Numbers
      * Google Sheets
      <Frame>
        <img alt="" />
      </Frame>

    *Use any popular spreadsheet program (e.g., Excel, Numbers) to edit the Bulk Order Template in CSV*
  </Step>

  <Step>
    The authentication system will require cardholders to enter their year of birth or a 6-digit code sent to their email address when they register their cards. Please be sure that you provide accurate information.

    * Please be sure that you provide accurate information
    * Note: Cardholders for Disburse programs must be at least 18 years old
  </Step>

  <Step>
    When you select "PRIORITYMAIL", "RUSH" or "EXPEDITED" Delivery (Column K), you incur a fee for expediting the processing and shipping of your card order (Columns F and G)
  </Step>

  <Step>
    Delivery Methods for cards:

    1. FREE - First Class Mail (10-15 Business Days) - No Charge
    2. PRIORITYMAIL - (4-8 Business Days - tracking included) - `$10` fee
    3. EXPEDITED - (up to 5 business days - tracking included) - `$55` fee
    4. RUSH - (up to 4 business days - tracking included) - `$70` fee
  </Step>

  <Step>
    Complete the Bulk Card Order Request form
  </Step>

  <Step>
    Upload the document on the card order page
  </Step>
</Steps>

### CSV details (Team Member)

This table outlines the structure and rules for each column in the PEX Team Member Bulk Card Order CSV template. Adhering to these specifications is crucial for successful uploads. All columns are required unless otherwise noted.

| Column | Field name (CSV header) | Required?                    | Description                                     | Rules and constraints                                                                   |
| :----- | :---------------------- | :--------------------------- | :---------------------------------------------- | :-------------------------------------------------------------------------------------- |
| A      | BILLING STREET1         | <Icon icon="check-square" /> | Cardholder's billing address line 1.            | Required. Maximum 26 characters.                                                        |
| B      | BILLING STREET2         |                              | Cardholder's billing address line 2.            | Optional. Maximum 26 characters.                                                        |
| C      | BILLING CITY            | <Icon icon="check-square" /> | City for the cardholder's billing address.      | Required.                                                                               |
| D      | BILLING STATE           | <Icon icon="check-square" /> | State for the cardholder's billing address.     | Required. Two letter format (e.g., MA, CA).                                             |
| E      | BILLING ZIP             | <Icon icon="check-square" /> | ZIP code for the cardholder's billing address.  | Required.                                                                               |
| F      | SHIPPING STREET1        | <Icon icon="check-square" /> | Cardholder's shipping address line 1.           | Required. Maximum 26 characters.                                                        |
| G      | SHIPPING STREET2        |                              | Cardholder's shipping address line 2.           | Optional. Maximum 26 characters.                                                        |
| H      | SHIPPING CITY           | <Icon icon="check-square" /> | City for the cardholder's shipping address.     | Required.                                                                               |
| I      | SHIPPING STATE          | <Icon icon="check-square" /> | State for the cardholder's shipping address.    | Required. Two letter format (e.g., MA, CA).                                             |
| J      | SHIPPING ZIP            | <Icon icon="check-square" /> | ZIP code for the cardholder's shipping address. | Required.                                                                               |
| K      | DELIVERY\_METHOD        | <Icon icon="check-square" /> | Method for card delivery.                       | Required. Must be one of: FREE, PRIORITYMAIL, EXPEDITED, RUSH.                          |
| L      | SHIPPING CONTACT NAME   |                              | Contact person for expedited shipments.         | Optional. Recommended if DELIVERY\_METHOD is PRIORITYMAIL, EXPEDITED, or RUSH.          |
| M      | SHIPPING CONTACT PHONE  | <Icon icon="check-square" /> | Contact phone for expedited shipments.          | Required if DELIVERY\_METHOD is PRIORITYMAIL, EXPEDITED, or RUSH. Format: XXX-XXX-XXXX. |
| N      | FIRST NAME              | <Icon icon="check-square" /> | Cardholder's first name.                        | Required. Combined FIRST NAME + LAST NAME max 22 characters.                            |
| O      | LAST NAME               | <Icon icon="check-square" /> | Cardholder's last name.                         | Required. Combined FIRST NAME + LAST NAME max 22 characters.                            |
| P      | EMAIL ADDRESS           | <Icon icon="check-square" /> | Cardholder's email address.                     | Required. Used for registration/authentication.                                         |
| Q      | DOB                     | <Icon icon="check-square" /> | Cardholder's date of birth.                     | Required. Format: MM/DD/YYYY. Used for authentication.                                  |
| R      | MOBILE PHONE            | <Icon icon="check-square" /> | Cardholder's phone number.                      | Required. Format: XXX-XXX-XXXX.                                                         |
| S      | GROUP NAME              |                              | Name of the group to assign the cardholder to.  | Optional.                                                                               |
| T      | SPENDING RULESET NAME   |                              | Name of the spending ruleset for the card.      | Optional.                                                                               |
| U      | CUSTOM ID               |                              | A custom identifier for the cardholder.         | Optional.                                                                               |
| V      | SEND INVITATION         |                              | Send an invitation email to the cardholder.     | Optional. Enter YES to send; leave empty otherwise.                                     |
| W      | VIRTUAL CARD            |                              | Designate the card as virtual only.             | Optional. Enter YES for virtual (no physical card); leave empty for physical.           |
| X      | SPEND LIMIT             |                              | Statement period spend limit for the card.      | Required for *Credit Expense* cards. Leave blank for *Prepaid*. Numeric (e.g., 5000).   |
| Y      | CARD EXPIRATION MONTHS  |                              | Length of card validity in months.              | Optional. Valid entries: 6, 12, 36, 60.                                                 |

Save the file and upload it onto the dashboard by clicking Upload.

<Note>
  **Note:**

  The form must be saved in the original format it was downloaded. Any changes to the format of the form will cause the file to be rejected and show errors.
</Note>

<Frame>
  <img alt="" />
</Frame>

## Completing the Vendor card order request form in CSV

<Steps>
  <Step>
    Complete the Bulk Card Order Request Form in CSV (Comma Separated Value)

    * You can use the most popular spreadsheet editing programs to complete the file
      * Excel
      * Numbers
      * Google Sheets
  </Step>

  <Step>
    Complete the Bulk Card Order Request form
  </Step>

  <Step>
    Upload the document on the card order page
  </Step>
</Steps>

### CSV details (Vendor)

This table outlines the structure and rules for each column in the PEX Vendor Card Order CSV template. Adhering to these specifications is crucial for successful uploads. All columns are required unless otherwise noted.

| Column | Field name (CSV header) | Required?                    | Description                                                                                                                                                                        | Rules and constraints                                                                                                                                                     |
| :----- | :---------------------- | :--------------------------- | :--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | :------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| A      | VENDOR NAME             | <Icon icon="check-square" /> | The name of the vendor. Appears on virtual cards as "VENDOR \[Vendor Name]".                                                                                                       | Required. Maximum 15 characters.                                                                                                                                          |
| B      | VENDOR EMAIL            |                              | The contact email address for the vendor.                                                                                                                                          | Optional.                                                                                                                                                                 |
| C      | MOBILE PHONE            | <Icon icon="check-square" /> | The contact phone number for the vendor.                                                                                                                                           | Required. Format: XXX-XXX-XXXX.                                                                                                                                           |
| D      | USE AUTO CARD FUNDING   |                              | Automatically fund this card for the exact purchase amount with a real-time transfer from your PEX account when the transaction occurs. Leave INITIAL FUNDING blank if set to YES. | Optional. Enter YES to enable. See [Using Auto Card Funding instead of manual card funding](/administrator-guide/using-auto-card-funding-instead-of-manual-card-funding). |
| E      | INITIAL FUNDING         |                              | The amount of funds to add to the card upon creation.                                                                                                                              | Optional. Numeric (e.g., 1000).                                                                                                                                           |
| F      | AUTO-ACTIVATION         |                              | Determines if the card should be activated immediately upon creation.                                                                                                              | Optional. Enter YES for immediate activation; leave empty otherwise.                                                                                                      |
| G      | CARD EXPIRATION MONTHS  |                              | The length of the card's validity in months.                                                                                                                                       | Optional. Valid entries: 6, 12, 36, 60.                                                                                                                                   |

Save the file and upload it onto the dashboard by clicking Upload.

<Note>
  **Note:**

  *The form must be saved in the original format it was downloaded. Any changes to the format of the form will cause the file to be rejected and show errors.*
</Note>

## Troubleshooting

See "[Fixing common errors with file imports in PEX](/administrator-guide/fixing-common-errors-with-file-imports)"


# How to Create and Send a New Administrator Invite
Source: https://support.pexcard.com/administrator-guide/how-to-create-and-send-a-new-administrator-invite

There are a few simple steps to create and invite additional Administrators in your PEX Account dashboard.

The primary Administrator has full permissions, and can create new Administrators and set their permissions.

<Note>
  **Note:**

  Creating a new administrator may only be sent from a web browser. This option is not available on the mobile app.
</Note>

***Watch a step-by-step demonstration [here](https://pex.navattic.com/hi1u0w0z)!*** \
 

**How to Create a New Administrator Invite**

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Team Members" tab
  </Step>

  <Step>
    If you are the primary Admin, or have permissions to add/edit/terminate an Administrator, you will see a blue "Invite Admin" button in the upper right corner of the Team Member page. Click this button to Invite an Admin.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Fill out the details on the page titled "Invite admin to your organization". Required fields are First Name, Last Name, and Email Address.
  </Step>

  <Step>
    (optional) Enter the address for the Admin

    * You can click the link to "Use office address" if you wish to populate these fields with your business address
  </Step>

  <Step>
    (optional) Enter a phone number
  </Step>

  <Step>
    (optional) Enter the new Administrator's date of birth (MM/DD/YYYY)

    <Note>
      * Note: Administrators must be at least 18 years old
    </Note>
  </Step>

  <Step>
    (optional) Select the permissions you want to extend to the new Administrator

    * If you do not choose any permissions, this administrator will have "view only" permissions, which will only allow the new admin to view and download reports and statements
  </Step>

  <Step>
    (optional- if applicable) If you have linked sub accounts, you will be able to select which accounts this admin will have access to under the *Accounts* section
  </Step>

  <Step>
    Click the blue "Send Invite" button at the bottom

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    The new Administrator will receive an email instructing them how to activate their account. You will be able to review the Invitation on the Invitations tab on the Team Members screen.

    * You can click on the name of the invited Admin in the list to review the information entered, resend the invitation, edit and update the invitation, or delete the invitation.
    * Status of an Invitation can read Pending or Expired.

    Please note that the activation email contains a special link which will expire after 96 hours.

    After the administrator has activated their account, you will see their name as an active administrator in the "People" tab on the Team Members page.

    * Have another administrator account already? Link your logins with the steps found [here](/cardholder-guide/how-to-link-multiple-administrator-or-cardholder-accounts).
  </Step>
</Steps>

## Troubleshooting tips

If your administrator has not received an activation email within 15 minutes, please ask them to check their spam mailbox. Confirm that you have sent the activation email to the correct email address.

**Wrong email address**? If you have sent the email to the wrong email address, you can edit the invitation and re-send it.

**Deleted email**? If the administrator has accidentally deleted the email, you can resend it by clicking on the name of the person you invited and then clicking the button titled "resend invitation".

**Expired activation email**? The link in the activation email will automatically expire after 96 hours. New administrators who do not activate their account within 96 hours will receive an error on activation. In this case, an Administrator must re-send the activation email.


# How to Create Vendor Cards
Source: https://support.pexcard.com/administrator-guide/how-to-create-vendor-cards

Vendor cards are virtual-only cards that can be used for payments towards a specific vendor.

Vendor cards have several benefits:

* Use for one-off supplier payments and subscriptions
* Prevent overspending or overbilling
* Simplify reconciliation
* Eliminate late payments

### ***Watch a step-by-step demonstration [here](https://pex.navattic.com/p3b0dw5)!***

## How to create a vendor card

Click the dropdown on the 'Order Cards' button and select 'Vendor'.

### Card settings

<Steps>
  <Step>
    Enter the name of the vendor to appear on the card (will appear on the virtual card as VENDOR \[Vendor name])
  </Step>

  <Step>
    Select the expiration length of the card.
  </Step>

  <Step>
    **Share with cardholder**

    * This option will allow you to grant a cardholder full access to vendor card details as a "card owner". This cardholder will be able to view the card number and all card transactions. Only one cardholder can be assigned to a vendor card.
  </Step>

  <Step>
    Choose whether you want the card to be immediately activated
  </Step>
</Steps>

### Funding

<Steps>
  <Step>
    Select which funding option you would like to use for the card.

    * ***Use Auto Card Funding*** — Set funds to be automatically pulled from the business account balance so that no funding is needed ahead of payment.
      * You can also set up time-based spend limits to restrict the amount that can be spent on a card in a given period.
    * ***Add funds to card*** — Set funds to be transferred to the card upon creation.
      * Enter the initial balance that you would like to set for the card.
      * You can also set the cards to be funded automatically on a recurring basis by selecting a funding frequency.
    * ***Add funds later*** — create the card now without funding. Funding can be set up later on the Card Details page or the Cards page.
  </Step>
</Steps>

### Vendor locking (optional)

<Steps>
  <Step>
    Check the box to enable vendor locking.
  </Step>

  <Step>
    Select the vendor that you would like to lock the card to

    * This option will limit the card to ONLY enable spend with the vendor you select.
    * This will prevent charges from unauthorized vendors and make reconciliation easier.
  </Step>
</Steps>

## Vendor card FAQs

<AccordionGroup>
  <Accordion title="Can I create a physical vendor card?">
    * No — Vendor cards are virtual-only cards that can be used for payments towards a specific vendor.
  </Accordion>

  <Accordion title="Can I use a Vendor card for in-store purchases?">
    * No — Vendor cards can only be used online.
  </Accordion>

  <Accordion title="Can I add a vendor card to my digital wallet (Apple Pay, Google Pay, Samsung Pay)?">
    * No — Vendor cards cannot be added to digital wallets.
  </Accordion>

  <Accordion title="How do I share vendor card information with cardholders?">
    * You can share a vendor card with ONE cardholder either when creating the vendor card or after card creation on the 'Card details' page. Choose the 'Share with cardholder' option from the blue dropdown menu on the top right of the screen.
  </Accordion>

  <Accordion title="Can I change which cardholder has access to a vendor card?">
    * Yes — On the 'Card owner' tab on the 'Card details' page, you can edit or delete the cardholder that has access.
  </Accordion>

  <Accordion title="How does vendor locking work?">
    * Vendor locking limits cards to only allow spend from a single selected vendor.
    * You can search our database to find the vendor you are looking for.
      * The vendors in our database are normalized, so for example, you can just search "Amazon" instead of "AMZN MTKP…".
  </Accordion>

  <Accordion title="Do Vendor cards count towards my card count?">
    * No — Vendor cards do not count towards your card limit and are free. Even if you have reached the maximum number of cards in your plan, you can still create Vendor cards as needed at no additional cost.
  </Accordion>

  <Accordion title="Do I have to lock card spend to a specific vendor?">
    * No, it is not required. However, it is recommended so that you can prevent charges from unauthorized vendors and make reconciliation easier.
  </Accordion>

  <Accordion title="What if I can't find the vendor I'm looking for?">
    * If you are still unable to find the vendor you want, you can choose to expand your search (see below). However, the merchant results that appear from an expanded search have not been validated in our database and it is up to your discretion to use them for your card restrictions. (See [Tips for Searching for Merchants](/administrator-guide/tips-for-searching-for-merchants))

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>
</AccordionGroup>

## See related articles

<CardGroup>
  <Card title="Creating Virtual Cards" href="/administrator-guide/creating-virtual-cards" icon="credit-card" />

  <Card title="Tips for Searching for Merchants" href="/administrator-guide/tips-for-searching-for-merchants" icon="magnifying-glass" />
</CardGroup>


# How to customize the yearly spend limit reset date
Source: https://support.pexcard.com/administrator-guide/how-to-customize-the-yearly-spend-limit-reset-date

Set a custom yearly spend limit reset date to match your business's fiscal calendar

Not every company's financial year aligns with the calendar year. With this feature, you can customize your yearly spend limit reset to match your business's unique fiscal calendar.

Once set, the system automatically resets the yearly spend limit for all Cardholders on the selected date.

## How to set a custom yearly reset date

<Steps>
  <Step>
    Log in to the Dashboard at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support).
  </Step>

  <Step>
    Navigate to **Business Settings** from the left menu.
  </Step>

  <Step>
    On the Profile page, scroll down and click **Edit**.
  </Step>

  <Step>
    Under **Yearly limit reset date**, select the desired date from the calendar.
  </Step>

  <Step>
    Scroll down and click **Update**.
  </Step>
</Steps>

## How it works

* The yearly spend limit reset occurs automatically when the selected date arrives.
* The reset applies to all existing Cardholders within the business and will apply to newly created ones once the date arrives.
* If you select a future reset date (for example, changing from January 1st to September 1st on March 3rd), the yearly spend limit resets on the newly selected date (September 1st).
* Until that date arrives, the current yearly spend limit remains unchanged.
* If you select a date that has already passed, the system does not reset spend limits retroactively.
* The next reset occurs when the selected date arrives in the following year.


# How to Delete a Receipt (Administrator)
Source: https://support.pexcard.com/administrator-guide/how-to-delete-a-receipt-administrator

The PEX platform allows both cardholders and administrators to attach an image of a receipt directly to a merchant transaction.

Once an administrator approves a receipt, however, it becomes un-editable by the cardholder, who can no longer delete it or amend it. Administrators can delete any receipt, whether it's been approved or not.

Administrators can use the PEX Mobile App and the Administrator Site to delete receipts.

[Instructions for Mobile App](/administrator-guide/how-to-delete-a-receipt-administrator#how-to-delete-a-receipt-using-the-mobile-app) | [Instructions for the PEX 2020 site](/administrator-guide/how-to-delete-a-receipt-administrator#how-to-delete-a-receipt-using-the-pex-site)

To download the PEX mobile app

* Download the [iOS app from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
* The download is free but carrier data rates may apply

## How to Delete a Receipt Using the Mobile App

<Steps>
  <Step>
    Log into the Mobile App
  </Step>

  <Step>
    Click on the "Cards" icon
  </Step>

  <Step>
    Click on the cardholder's name

    <Frame>
      <img alt="" />
    </Frame>

    *Click on the "Cards" icon. Click on the cardholder's name.*
  </Step>

  <Step>
    Click on "Transactions"
  </Step>

  <Step>
    Navigate to the transaction
  </Step>

  <Step>
    Click on the transaction

    <Frame>
      <img alt="" />
    </Frame>

    *Click on the transaction*
  </Step>

  <Step>
    Click on the receipt icon in the Transaction Details

    <Frame>
      <img alt="" />
    </Frame>

    *Click on the receipt icon*
  </Step>

  <Step>
    Click on the Trash Can icon at lower right

    <Frame>
      <img alt="" />
    </Frame>

    *Click on the Trash Can icon*
  </Step>

  <Step>
    Click "Delete" in the confirmation dialogue box
  </Step>
</Steps>

<Note>
  **Note:**

  * Deleting a receipt does not delete any transaction Notes
  * Once you delete the receipt, you can attach a new file to the transaction
</Note>

## How to Delete a Receipt Using the PEX Site

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the Cards tab
  </Step>

  <Step>
    Locate the name of the cardholder, and click on it

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    In the transaction list, Click on the transaction for which you wish to delete its attached receipt file

    * If a receipt is uploaded, it will be visible on the upper right side of the transaction window
  </Step>

  <Step>
    Click the "X" in the upper right corner of the receipt image when you hover your cursor over the box to edit or delete

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click the "Delete" button on the confirmation screen
  </Step>

  <Step>
    Alternatively, you can also open the receipt to edit it and click the "trash can" icon on the left of the receipt panel.
  </Step>
</Steps>

<Note>
  **Note:**

  * Deleting a receipt does not delete any transaction Notes
  * Once you delete the receipt, you can attach a new file to the transaction
</Note>


# How to Disable the PEX Requests Feature
Source: https://support.pexcard.com/administrator-guide/how-to-disable-the-pex-requests-feature

PEX Requests is a feature that allows your cardholders to submit requests for funding, so your organization can keep track of why funds are needed. The feature is automatically enabled on a business level for all users on the Core, Pro and Infinite plans.

Administrators can deactivate this feature by navigating to the Dashboard and then clicking "Business Settings". Deactivating this feature does not delete past requests, however, you and your cardholders will no longer be able to access any requests.

If you do not see PEX Requests under business settings, your plan does not include this feature. To find your current plan, please see [How to Find Your Plan and Available Product Features](/administrator-guide/how-to-find-your-plan-and-available-product-features)

<Note>
  **Note:**

  If you deactivate this feature and wish to re-enable it in the future, you will need to contact PEX customer support.
</Note>

## Disabling PEX Requests

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the tab titled "Business settings" in the left navigation
  </Step>

  <Step>
    Scroll down to the section titled "Settings" at the bottom of the page
  </Step>

  <Step>
    Click the button titled "Edit"
  </Step>

  <Step>
    Under "Funding Requests" click the radio button titled "Disable"
  </Step>

  <Step>
    Click the button titled "Update" to save your settings 

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# How to Dispute a Transaction
Source: https://support.pexcard.com/administrator-guide/how-to-dispute-a-transaction

Identify whether a transaction is fraudulent, a merchant dispute, or an unauthorized cardholder purchase, and learn how to report it to PEX for investigation.

Transaction disputes fall into three main categories:

1. Fraudulent Transactions: charges on lost or stolen cards, and unauthorized charges by unidentified third parties on a card that's in the cardholder's possession
2. Dispute of Charges for Goods and Services, Where the Charges Are Not Fraudulent
3. Unauthorized Purchases by Cardholder

**Fraudulent Transactions:** charges on lost or stolen cards, and unauthorized charges by unidentified third parties on a card that's in the cardholder's possession

There are two basic forms of fraudulent transactions that are possible against a PEX card:

1. Lost or Stolen Card
   * If a PEX card is lost or stolen, then an unidentified third party -- someone other than the cardholder -- might make charges on that card
   * By definition, those charges (transactions) are fraudulent
2. Unauthorized Third-Party Charges
   * A cardholder may have the PEX card in his/her possession, but an unidentified third party might make unauthorized charges against the card
   * By definition, those charges (transactions) are fraudulent

If you or the cardholder discover fraudulent transactions on a PEX card:

<Steps>
  <Step>
    Block the card immediately
  </Step>

  <Step>
    Notify PEX Customer Services immediately that there appear to be fraudulent transactions on the card by calling PEX at **+1** **866-685-1898** (Admins; see [Contact Administrator Support](/administrator-guide/contact-administrator-support)) or **+1 866-685-0898** (Cardholders; see [Contact Cardholder Support](/cardholder-guide/contact-cardholder-support))
  </Step>

  <Step>
    Give PEX Customer Services the following information:
  </Step>

  <Step>
    1. The cardholder's name
    2. The last 4 digits of the cardholder's 16-digit card number
    3. The cardholder's email address
  </Step>

  <Step>
    PEX Customer Services will issue a new card for the cardholder

    1. Provide preferred shipping address and shipping method
       1. Standard - First Class Mail, Free, 10-15 business days, no tracking
       2. Priority Mail - \$10 fee, 4-8 business days, tracking included
       3. Expedited Delivery - \$55 fee, 5 business days, tracking included
       4. Rushed Delivery - \$70 fee, 4 business days, tracking included
  </Step>

  <Step>
    PEX Customer Services will send an Affidavit to the cardholder listing the disputed transaction(s), with a copy to the Administrator
  </Step>

  <Step>
    The cardholder then must:

    1. Review the transaction(s)
    2. Fill in questions 1-3
    3. Select the best response for the second part of the form (check 1 for Fraud, check 2 for a Merchant dispute) and the correlating sub reason.
    4. Sign and date the Affidavit
    5. Send everything to PEX Customer Services at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) within the time stamp indicated in the upper right corner of the form
  </Step>

  <Step>
    PEX Customer Services will confirm to the cardholder and to the Administrator:

    1. That PEX Customer Services received the signed Affidavit and cardholder identification
    2. That the dispute resolution process has begun
  </Step>
</Steps>

<Note>
  **Note:**

  It is required that the card be replaced or closed before PEX can move forward with the dispute process.\
  It is essential to comply with all required steps, including providing all required information to PEX Customer Service so that the dispute resolution process can move forward.

  * Disputes may take 30-90 days to close, due to Visa's merchant response guidelines
  * Once the dispute process has completed, an email will be sent from the PEX Fraud Dept. of the final outcome.
</Note>

2\. **Dispute of Charges for Goods and Services, Where the Charges Are Not Fraudulent**

To dispute a merchant transaction where there is a problem -- e.g., duplicate charges for the same item/event, non-delivery of goods -- but no fraudulent charges by an unidentified third party, follow these steps:

<Steps>
  <Step>
    It is not necessary to block or replace the card
  </Step>

  <Step>
    Notify PEX Customer Services that there are disputed transactions on the card by calling PEX at **+1-866-685-1898** (Admins; see [Contact Administrator Support](/administrator-guide/contact-administrator-support)) or **+1 866-685-0898** (Cardholders; see [Contact Cardholder Support](/cardholder-guide/contact-cardholder-support))
  </Step>

  <Step>
    Provide the following information:

    1. The cardholder's name
    2. The last 4 digits of the cardholder's 16-digit card number
    3. The cardholder's email address
  </Step>

  <Step>
    PEX Customer Services will send an Affidavit to the cardholder listing the disputed transaction(s), with a copy to the Administrator
  </Step>

  <Step>
    The cardholder must:

    1. Review the disputed transactions
    2. Sign the Affidavit
    3. Include a register receipt(s), postal confirmation, and all correspondence with the merchant in question
    4. Send everything to [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) within the time stamp indicated in the upper right corner of the form
  </Step>

  <Step>
    PEX Customer Services will confirm to the cardholder and to the Administrator:

    1. That PEX Customer Services received the signed Affidavit and additional documentation
    2. That the dispute resolution process has begun
  </Step>
</Steps>

<Note>
  **Note:**

  It is essential to comply with all required steps, including providing all required information to PEX Customer Service so that the dispute resolution process can move forward.

  * Disputes may take 30-90 days to close, due to Visa's merchant response guidelines
  * Once the dispute process has completed, an email will be sent from the PEX Fraud Dept. of the final outcome.
</Note>

**3. Unauthorized Cardholder Purchases -- Employee Theft of Funds**

PEX recognizes only unauthorized transactions by an unidentified third party -- not transactions by the cardholder -- as fraudulent transactions.

Consequently, if a cardholder makes unauthorized purchases using the PEX card, then these transactions must be addressed by the business and reported to the proper authorities.

PEX is unable to submit a dispute for unauthorized purchases by employees, or for employee theft.


# How to Download Cardholder Statements as an Administrator
Source: https://support.pexcard.com/administrator-guide/how-to-download-cardholder-statements-as-an-administrator

Administrators can access statements for individual cardholders under the cardholder details.

<Note>
  **Note:**

  If you are an admin and are not able to see statements for a given cardholder, please check your permissions with your organization's primary administrator. You must have the "View Card Usage" permission enabled to be able to view cardholder statements.
</Note>

**Steps:** 

<Steps>
  <Step>
    Click on the Cards page on the left navigation
  </Step>

  <Step>
    Locate and Click on the cardholder's name
  </Step>

  <Step>
    Click the "Statements" tab
  </Step>

  <Step>
    You will see a list of available statements for that cardholder.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# How to Enable Admin Notifications
Source: https://support.pexcard.com/administrator-guide/how-to-enable-admin-notifications

PEX offers a variety of admin notifications to alert you to key account activity.

## How to Enable Admin Notifications

PEX offers a variety of admin notifications to alert you to key account activity.

You can subscribe to the following notifications:

**Email**

* *Transaction needs review*
  * Receive a notification when a cardholder has uploaded a receipt to a transaction and it is ready to be reviewed.
* *Cardholder declines*
  * Receive a notification every time a cardholder transaction is declined at point-of-sale.
* *Cardholder purchases*
  * Receive a notification whenever a cardholder makes a purchase.
* *Cardholder funding failures*
  * Receive a notification when scheduled card funding fails.
* *Funding requests from cardholders*
  * Receive a notification when a cardholder submits a funding request.
* *Daily PEX Account balance*
  * Receive a notification that contains your current account balance.
* *PEX Account funding*
  * Receive a notification when funds have been added to your PEX account.
* *Low balance reminder*
  * Receive a daily notification when your business account balance is below a certain threshold.
* *Custom report*
  * Receive a notification when a custom report is generated and available to download.
* *Expiring cards*
  * Receive a notification when cards are expiring in the next 90 days.
* PEX reimbursement request submission
  * Receive a notification whenever a cardholder submits a reimbursement request
* PEX reimbursements pending transfer
  * Receive a notification when there are approved reimbursement requests that need to be paid
* Daily digest approval reminder
  * Receive a daily email notification around 9–10 AM ET with a general list of all items pending your review (transactions, reimbursements, etc.)
  * This reminder is only available to admins with permissions to approve workflow items (transactions, reimbursements, funding requests, etc.).
  * The email will not be sent if no items are pending your review.
* Weekly digest approval reminder
  * Receive a weekly email notification around 9–10 AM ET with a general list of all items pending your review (transactions, reimbursements, etc.).
  * Only available for admins who have permissions to approve workflow items (transactions, reimbursements, funding requests, etc.)
  * The email will not be sent if there are no items pending your review.
* Monthly digest approval reminder
  * Receive a monthly email notification around 9–10 AM ET with a general list of all items pending your review (transactions, reimbursements, etc.).
  * Only available for admins who have permissions to approve workflow items (transactions, reimbursements, funding requests, etc.)
  * The email will not be sent if there are no items pending your review.

**Mobile**

* *Transaction needs review*
  * Receive a push notification when a cardholder has uploaded a receipt to a transaction and it is ready to be reviewed.

* *Funding requests from cardholders*
  * Receive a notification when a cardholder submits a funding request.

* *Pending request reminders*

  * Receive a push notification for funding requests that still require approval.

* *Expiring cards*
  * Receive a push notification when cards are expiring in the next 90 days.

###

How to Update Notification Preferences on Web

1. To manage your notification preferences on web, log in to your account at dashboard.pexcard.com.
2. Navigate to 'My Profile'.
3. Navigate to the 'Notifications' tab.
4. Select which notifications you would like to enable for email and mobile.

### How to Update Notification Preferences on Mobile

1. To manage your notification preferences on mobile, log in to the PEX app.
2. Navigate to 'Settings.'
3. Select 'Notifications.'
4. Select which notifications you would like to enable for mobile.


# How to Enable Merchant Categories for Cardholders (Mobile App)
Source: https://support.pexcard.com/administrator-guide/how-to-enable-merchant-categories-for-cardholders-mobile-app

Administrators can use the Mobile App to enable Merchant Categories for cardholders.

Download the Mobile App:

* Download the [iOS app from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
* The download is free but carrier data rates may apply

## How to enable merchant categories for cardholders, using the Mobile App

<Steps>
  <Step>
    Log into the Mobile App
  </Step>

  <Step>
    Click the "Cards" icon at the bottom of the screen
  </Step>

  <Step>
    Navigate to the cardholder
  </Step>

  <Step>
    Click on the cardholder's name
  </Step>

  <Step>
    Click "Spend Rules"
  </Step>

  <Step>
    Click on "Merchant categories"
  </Step>

  <Step>
    Click the plus sign (**+**) in the upper right corner to add/enable a Merchant Category
  </Step>

  <Step>
    Select the Merchant Category you want to add/enable
  </Step>

  <Step>
    Click "Done"
  </Step>

  <Step>
    The new Category is added to the list of Merchant Categories enabled for the cardholder
  </Step>
</Steps>


# How to Enable Multi-factor Authentication
Source: https://support.pexcard.com/administrator-guide/how-to-enable-multifactor-authentication

Multi-factor authentication helps to protect your account by sending a secure access code to your email or registered phone number. This means that even if your password is compromised, your account will not be accessible. This setting is recommended for all cardholders.

## How to Enable Multi-factor Authentication

<Steps>
  <Step>
    Log into your PEX account via [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support) site
  </Step>

  <Step>
    Click on the avatar icon on the top right corner of your screen
  </Step>

  <Step>
    Click "My Profile" from the drop down menu
  </Step>

  <Step>
    Click the button to "Edit profile"
  </Step>

  <Step>
    Click the button titled “Enable” to turn on multi-factor authentication
  </Step>

  <Step>
    This will send a 6-digit code to your email inbox. You will then need to enter the 6-digit code into the Secure Access Code confirmation text box.
  </Step>

  <Step>
    Click the “Confirm” button.

    <Note>
      **Note:**

      If you did not receive the code, please check the email address on file. You can also click the link titled "I didn't receive a code" to send another code via email.
    </Note>

    <Frame>
      <img alt="image.png" />
    </Frame>

    <br />

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>
</Steps>


# How to Export a Receipt Archive
Source: https://support.pexcard.com/administrator-guide/how-to-export-a-receipt-archive

From the 'Reports' page, you may select from a range of reports and exports from the drop-down menu button at the top of the page. On this drop-down list under 'Exports', you can export 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.

Transaction activity is **limited to 3 months** per request. For data older than twelve (12) months, [contact Administrator Support](/administrator-guide/contact-administrator-support).

**How to Export a Receipt Archive**

<Steps>
  <Step>
    Log in to the Administrator Site
  </Step>

  <Step>
    Click the "Reports" page
  </Step>

  <Step>
    Click the button on the "Generate" tab, and select from the drop-down menu "Transaction Attachments"

    <Note>
      **Note:**

      * The button will display the report type last used (from memory) or the first report type in the list (such as "Spend by Card"). Clicking the button will reveal other report types
      * Each report or export type in the drop-down will display unique options for that specific report once it is selected

      <Frame>
        <img alt="" />
      </Frame>
    </Note>
  </Step>

  <Step>
    Select the "Start Date" and "End Date" – or select from a preset time parameter:

    * *Today*
    * *This month*
    * *Last month*
    * *Since this time last month*
  </Step>

  <Step>
    Click the checkboxes for "Statuses to Include":

    * *Approved*
    * *Ignored*
    * *Not Reviewed*
    * *Rejected*
  </Step>

  <Step>
    Click the "Export" button

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click the "Report history" tab on the Reports page to download your file

    <Note>
      **Note:**

      * A window will tell you "Your report is coming soon" with a button to "Show Generated Reports". This button will take you to the Report History tab
      * If Admin notifications are enabled, the Admin will also receive an email to the email address on their profile titled "PEX Card Export Request Complete"

      <Frame>
        <img alt="" />
      </Frame>
    </Note>
  </Step>

  <Step>
    Select the "Download" icon to the left of the correct row in the "Completed archives" table

    * The archive will have a filename that contains PEX receipts and the date range of the export, as shown here:
      *PEXattachments\_20191001\_to\_20200102\_5e6a6744ee23a80b78b56710*
  </Step>

  <Step>
    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.
  </Step>

  <Step>
    Files will be removed from the list on the expiration date.
  </Step>
</Steps>

Your zip archive will include a CSV file with transaction details, a TXT file with receipt names, and the individual receipt images themselves.
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`


# How to Export Transactions via a File Download to QuickBooks Desktop or QuickBooks Online
Source: https://support.pexcard.com/administrator-guide/how-to-export-transactions-via-a-file-download-to-quickbooks-desktop-or-quickbooks-online

If you prefer not to use the connector for auto syncing PEX transactions to your QuickBooks account every 24 hours, you can manually export transactions using a file.

## Export to QuickBooks Desktop

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support).
  </Step>

  <Step>
    Navigate to [Reports](https://dashboard.pexcard.com/reports/generate?utm_source=support).
  </Step>

  <Step>
    Click on the dropdown to select "QuickBooks export" or type "QuickBooks export" to search.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select **Start** and **End** dates for the export.

    <Warning>
      **Important:**

      To avoid creating duplicate records in QuickBooks, select dates not previously exported.
    </Warning>
  </Step>

  <Step>
    Click **Export** at the bottom of the page.

    * This downloads a file ending in `.qbo` to the folder you select.
  </Step>

  <Step>
    When the download completes, double-click your downloaded `.qbo` file to open it in QuickBooks.
  </Step>

  <Step>
    Select the "Import new transactions now" option and click **OK**.
  </Step>

  <Step>
    On the right, select the bank account you want to import the transactions into.
  </Step>

  <Step>
    Click **Continue**.

    * The QuickBooks dialog box will indicate that data was successfully imported.
  </Step>

  <Step>
    Click **Transaction List**.

    * Imported transactions will appear so you can add the payee and account and either accept or delete the transaction. Under the **ACTION** column, you can select **Quick Add** or **Add More Details** to include more information. The Memo field will include the cardholder name by default.
  </Step>
</Steps>

## Export to QuickBooks Online

<Steps>
  <Step>
    Follow steps 1–4 under [Export to QuickBooks Desktop](#export-to-quickbooks-desktop) to generate and download a `.qbo` file.
  </Step>

  <Step>
    In QuickBooks Online, go to **Transactions** → **Bank transactions** → select **Upload from file** → drag and drop or select the `.qbo` file you just saved.
  </Step>

  <Step>
    Click **Open**.
  </Step>

  <Step>
    Click **Continue**.
  </Step>

  <Step>
    Select the bank account you want to import the transactions into.
  </Step>

  <Step>
    Click **Continue** and confirm the import.
  </Step>

  <Step>
    Return to the **Banking** tab to view your transactions.
  </Step>
</Steps>

## FAQ

<AccordionGroup>
  <Accordion title="My PEX account balance and my QuickBooks balance do not match">
    * PEX statements and the .qbo file export only include settled transactions.
    * Pending transactions, which appear in the card transaction history, are not final (because the transaction month and amount may change).
    * Pending transactions should not be entered into QuickBooks.
    * Be sure that the time period of the statement matches the .qbo file export start and end dates. The default statement period is a calendar month.
  </Accordion>

  <Accordion title="I cannot find my PEX account number">
    * The unique number for your PEX Account (a 13 digit number) is listed on the Transfers / ACH Instructions page of the Administrator website.
    * You must log in to retrieve your account number.

    <Note>
      **Note:**

      If you have multiple PEX Accounts, each PEX Account will have its own unique account number.
    </Note>
  </Accordion>

  <Accordion title="My file is missing older transactions">
    * A maximum of 3 months of transactions can be exported at one time.
    * PEX makes the last 12 months of spend available on the Administrator site.
    * Older months can be sourced by emailing the request, with the desired time period and file type (.qbo or .csv), to [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com).
    * PEX will email the information to you.
  </Accordion>

  <Accordion title="Limiting the file to a single cardholder account">
    * The export contains all transactions that affect the PEX Account balance, including:

      * ACH transfers
      * Wire transfers
      * Fees
      * Merchant purchases and returns

    * All cards are included — there is no .qbo file export per single PEX Card Account.
  </Accordion>

  <Accordion title="Missing transaction tags and/or notes">
    * Transaction tags and notes cannot be included in the .qbo export file.
  </Accordion>

  <Accordion title="Unable to import the file">
    <Note>
      **Note:**

      Only .qbo, .ofx, and .csv files are available.
    </Note>

    * PEX does not support .qfx.
    * Please contact Intuit for file conversion options.
  </Accordion>

  <Accordion title="Expected transactions do not appear in the exported file">
    * Only settled transactions appear in the export and statement files.
    * If a merchant has not completed the transaction process within 14 days, then:

      * The pending transaction will no longer appear on the card account.
      * There is no record of that transaction in the export.
      * If you have a receipt, but there is no settlement, then please call the merchant.
  </Accordion>
</AccordionGroup>

## Support & inquiries

For any questions related to exports, please email [appsupport+quickbooksexport@pexcard.com](mailto:appsupport+quickbooksexport@pexcard.com).


# How to Find a Cardholder's Username
Source: https://support.pexcard.com/administrator-guide/how-to-find-a-cardholders-username

Look up the username for any registered cardholder in your organization from the Team Members tab in the PEX administrator dashboard.

If a cardholder has registered an account online (see [How to Create a New Cardholder User Account](/cardholder-guide/how-to-create-a-new-cardholder-user-account)), then Administrators can find the username for any given cardholder in their organization.

## How to find a cardholder's username

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Team Members" tab
  </Step>

  <Step>
    Locate the cardholder's name

    * Or use the "find in this table" or filters to narrow the list to find the cardholder
  </Step>

  <Step>
    Click the cardholder's name
  </Step>

  <Step>
    The cardholder's username is shown on their profile details

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

<Note>
  **Note:**

  If a username is not listed, the cardholder will need to register their card in order to create their username and login credentials. A cardholder may only register their card once.
</Note>

<CardGroup>
  <Card title="Refer to HOW TO CREATE A NEW CARDHOLDER USER ACCOUNT" href="/cardholder-guide/how-to-create-a-new-cardholder-user-account" icon="user" />
</CardGroup>


# How To Find Cards using Filters on All Programs
Source: https://support.pexcard.com/administrator-guide/how-to-find-cards-using-filters-on-all-programs

You can use the Filters on the Cards list to find and manage multiple cards at the same time.

## How to manage cards using filters

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" tab
  </Step>

  <Step>
    Click "Filters"
  </Step>

  <Step>
    Select your desired parameters from the dropdown menus. Available filters include:

    * Cardholder name
    * Card number
    * Card ID
    * Group
    * Spend policy
    * Status
    * Has PIN?
    * Balance
    * Date issued
    * Expiration date
    * Date last used
  </Step>

  <Step>
    Type relevant details in the blank fields for each filter (if applicable)
  </Step>

  <Step>
    Click **Add** or the trash can icon to add or remove filters when applying multiple filters

    * Click on an existing filter badge to edit the filter
    * The "x" closes the filter edit window
    * Use the "Clear All" button to clear all filters and start over
  </Step>

  <Step>
    After clicking "Add", the list displayed is the filtered list

    * There is no limit to the number of filters you can apply to a list
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

To learn more about applying bulk actions to the card list, see below:

<CardGroup>
  <Card title="How to activate multiple cards" href="/administrator-guide/how-to-activate-multiple-cards" icon="check-double" />

  <Card title="How to fund multiple PEX cards at the same time" href="/administrator-guide/how-to-fund-multiple-pex-cards-at-the-same-time" icon="coins" />

  <Card title="How to remove funds from multiple cards" href="/administrator-guide/how-to-remove-funds-from-multiple-cards" icon="minus" />

  <Card title="How to close multiple cards at once" href="/administrator-guide/how-to-close-multiple-cards-at-once-on-all-programs" icon="layer-group" />

  <Card title="How to assign cardholders to groups" href="/administrator-guide/how-to-assign-cardholders-to-groups-and-how-to-create-new-groups" icon="users" />
</CardGroup>


# How to find your plan and available product features
Source: https://support.pexcard.com/administrator-guide/how-to-find-your-plan-and-available-product-features

Identify which PEX service plan your organization is on (Base, Core, or Pro) so you know which product features are available to you.

## How to Find Your Plan and Available Product Features

PEX currently offers three service Plans, designed to fit the varying needs of different sized organizations:

* Base
* Core
* Pro

We are constantly releasing new features for each Plan. Details on the features included in each plan can be found [here](https://www.pexcard.com/pricing?utm_source=support).

## How to Find Your Organization's Current Plan

**PEX Dashboard:**

<Steps>
  <Step>
    Log into [https://dashboard.pexcard.com/](https://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Click on "Business Settings" on the left side navigation panel
  </Step>

  <Step>
    You can see your Plan under "Plan Details" in the Profile tab of the screen
  </Step>

  <Step>
    <Note>
      **Note:**

      Base and Core pricing plans will show "Core" in this field. To clarify the pricing plan the account is on, please review the Transactions-> Business Transactions tab to view the line items labeled monthly fee.
    </Note>

    <Frame>
      <img alt="" />
    </Frame>

    *Administrators can find their Plan Details in the "Business Settings" of the Dashboard*
  </Step>
</Steps>

To change your Plan, please [contact Administrator Support](/administrator-guide/contact-administrator-support) or your Customer Success Representative.


# How to Fund by Bank ACH
Source: https://support.pexcard.com/administrator-guide/how-to-fund-by-bank-ach

If you need to have funds in your account within two (2) business days, then PEX recommends that you fund your account by Bank ACH. You will work with your bank to link to your PEX account and then initiate a transfer from your bank. Please note that your bank may charge for this service

If you have multiple PEX business accounts, each separate account will have a unique account number that begins with "926xxx."

<Frame>
  <iframe title="PEX: How to Fund Your Account" />
</Frame>

## How to Fund Your Account by Bank ACH

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)

    * Click the "Transactions" tab
    * Click the "Make a Transfer" button on the upper right corner

    <Frame>
      <img alt="" />
    </Frame>

    * Click the "ACH Instructions" tab
    * Provide your bank with the information provided.
      * Your bank may want to verify the accuracy of the account number by sending two small credit amounts ("microdeposits") to your PEX account
    * Once set-up is complete, you can initiate a transfer from your bank
    * The transfer should appear in your PEX account within two (2) business days.
  </Step>
</Steps>


# How to Fund by Wire Transfer
Source: https://support.pexcard.com/administrator-guide/how-to-fund-by-wire-transfer

A wire transfer from your bank to your PEX account is the fastest way to fund your PEX account. You may initiate wire transfers originating exclusively from Your External Account to the Your PEX Account.

* **IMPORTANT: PEX is **unable** to accept wire transfers from third-party bank accounts.**
* Third-parties are:
  * Other companies owned by the owner of your company
  * Your company's vendors or customers
  * Subsidiary or parent accounts of your company
  * Personal bank accounts
* Wires sent from third-parties will be returned to the sender

Wires are posted at PEX 8 AM- 5 PM ET, Monday - Friday (except on Federal Holidays).

* Wires received after 5 PM ET will be posted to your PEX account on the next business day
* Wire receipt times will vary, depending upon your bank's process (e.g., it may take less than 30 minutes for a wire to post, or more than 1 hour)
* PEX is unable to pinpoint the hour a wire will be received; however, wire transfers are posted within a few minutes of receipt

Most banks charge for this service. PEX does not charge a fee to receive a wire transfer.

<Note>
  **Note:**

  To avoid posting delays or wire returns, please review the following:

  * PEX can only post wires showing the **exact business name** as the PEX business account or its **registered DBA**
  * If PEX does not have your DBA document on file, then PEX will request it, and only then PEX will be able to post the wire to your account
</Note>

<Frame>
  <iframe title="PEX: How to Fund Your Account" />
</Frame>

## How to Make a Wire Transfer

<Steps>
  <Step>
    Log in to

    [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)

    You can also Print the Instructions by clicking the button provided at the bottom. Be sure that your bank does not send the wire with your name or an associated third party as the sender.

    Check back in the Administrator Site (Transactions > PEX Account Transactions) after the transfer is completed to confirm that the wired funds are available in your PEX account.

    * Click on the "Transactions" tab
    * Click the "Make a Transfer" button on the top right
    * Click on the "Wire Instructions" tab

    <Frame>
      <img alt="" />
    </Frame>

    * Provide the bank details on the screen to your bank for the wire transfer
  </Step>
</Steps>


# How to Fund From Admin Dashboard
Source: https://support.pexcard.com/administrator-guide/how-to-fund-from-admin-dashboard

You can create a transfer of funds from your bank to PEX, or schedule a transfer of funds from your bank to PEX, through the Administrator Dashboard.

Funds will deposit to your PEX account in four (4) business days.

<Note>
  **Note:**

  If your bank rejects an ACH request, they may charge you a fee (e.g., for insufficient funds). In addition, if your bank rejects an ACH request, PEX will charge a Transfer Request Return Fee of \$30. For further pricing details, the pricing page can be reviewed [here](https://www.pexcard.com/pricing/?utm_source=support).
</Note>

<Frame>
  <iframe title="PEX: How to Fund Your Account" />
</Frame>

## How to Create a Transfer of Funds from Your Bank to Your PEX Account

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Transactions" tab
  </Step>

  <Step>
    Click "Make a transfer" blue button on the upper right

    <Note>
      **Note:**

      The Make a transfer button will not be available if you do not have these Admin permissions. Check permissions in My Profile, or contact the administrator who created your profile.
    </Note>
  </Step>

  <Step>
    Select an external bank account from the drop-down list to transfer funds "From"
  </Step>

  <Step>
    The transfer will be made "To" the pre-selected PEX account
  </Step>

  <Step>
    Enter the amount to transfer from the external bank account to the PEX account
  </Step>

  <Step>
    Select Same-Day ACH or Standard ACH transfer

    <Note>
      **Note:**

      To create a scheduled transfer of funds, select the Standard ACH option to view additional scheduling options. Same-Day ACH transfers cannot be scheduled.
    </Note>
  </Step>

  <Step>
    Click the blue "Transfer" button

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

How to Transfer Funds to your external bank account:\
[How to Transfer Funds to Your External Bank Account](/administrator-guide/how-to-transfer-funds-to-your-external-bank-account-from-your-pex-account-administrator-site)

If you need to add funds to your PEX account faster, you may find the following articles useful:

1. "[How to Fund by Wire Transfer](/administrator-guide/how-to-fund-by-wire-transfer) " (fastest way)
2. "[How to Fund by Bank ACH](/administrator-guide/how-to-fund-by-bank-ach)"


# How to Fund Multiple PEX Cards at the Same Time
Source: https://support.pexcard.com/administrator-guide/how-to-fund-multiple-pex-cards-at-the-same-time

The PEX system allows you to bulk fund cards / quickly fund multiple cards at once.

<Frame>
  <iframe title="PEX: How to Fund Your Cards" />
</Frame>

## How to fund multiple cards at the same time

<Steps>
  <Step>
    Log into [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" tab
  </Step>

  <Step>
    Click the "Filters" button and select "Status"

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>

    *Filter "Active" cards to find the cards you want to fund*

    * Check the boxes to the left of names of cards you want to fund
    * Select a value from the drop down menu in the "Add Funds" column
    * Review the values entered in the confirmation screen
    * Click the "Fund Cardholders" button on the confirmation screen\
      Funds will be added to the selected cards, and removed from your main PEX account

    <Frame>
      <img alt="" />
    </Frame>

    *Check the boxes next to the cardholders' names. Use the "Add Funds" column dropdown to add funds to those cards.*

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

*Confirm the amounts you wish to fund, and click "Fund Cardholders"*

You may find this article useful when you need to defund or remove funding from multiple PEX Business Prepaid cards: "[How to Defund Multiple Cards"](/administrator-guide/how-to-remove-funds-from-multiple-cards)

You can also use the search functionality to find multiple cards to fund or remove funding from. Please see "[How to Search Cards](/administrator-guide/searching-for-a-card)"


# How to Fund Your PEX Business Account
Source: https://support.pexcard.com/administrator-guide/how-to-fund-your-pex-business-account

Welcome to PEX!

If you're ready to start using your PEX account, the first step is to fund it. We’ve made this part simple—here are **3 easy ways** to add money to your PEX account for the smoothest setup.

***Watch a step-by-step demonstration** [here](https://pex.navattic.com/sl3n0ykg)**!***

1. **Platform initiated transfer with Instant Account Verification** ***(best for low fee)***

**Why it’s great:** The easiest way to fund your new PEX accounts is to use an Instant Account Verification via Open Banking Providers to connect your business bank account. Once you have funded your PEX account you can easily issue and fund team member and vendor cards. 

**How it works:**

<Steps>
  <Step>
    Log in to your [PEX admin dashboard](https://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to **Transactions > Make a transfer**
  </Step>

  <Step>
    Click **Link Bank Account** (\*one-time set up to link with our open banking provider)
  </Step>

  <Step>
    Follow the prompts to securely connect your business bank account with Instant Account Verification via Open Banking Providers
  </Step>

  <Step>
    Choose your funding amount and submit. Funds typically arrive in **1-2 business days**
  </Step>
</Steps>

✅ Same-day transfer (may include a small fee from your bank)

⚡ Fast, secure

⛔ No cost from PEX

**2. Wire transfer –** ***(best for speed)***

**Why it’s great:** Ideal for high-value or urgent funding needs. Wires can often settle the same day, usually within a matter of hours.

**How it works:**

<Steps>
  <Step>
    Log into your business banking portal
  </Step>

  <Step>
    Choose **Wire Transfer**
  </Step>

  <Step>
    Enter the wire instructions listed in your dashboard (**Accounts > Funding Instructions**)
  </Step>

  <Step>
    Send the wire
  </Step>

  <Step>
    Confirm the transfer is completed **(Transactions > Make a Transfer)** and funds are available in your PEX account
  </Step>
</Steps>

⚡ Wires can arrive same-day if sent before the cutoff time

⚠️ PEX does not charge any fees for incoming transfers

💰 Some banks may charge a fee for outgoing wires

**3. Bank initiated ACH transfer** ***(best for bank control)*** 

**Why it’s great:** You initiate the transfer directly from your business bank account—perfect if you prefer handling payments outside of PEX.

**How it works:**

<Steps>
  <Step>
    Log into your business bank’s online platform
  </Step>

  <Step>
    Select **Send ACH Payment**
  </Step>

  <Step>
    Use the PEX account and routing numbers found in your dashboard (**Accounts > Funding Instructions**)
  </Step>

  <Step>
    Schedule and send your transfer
  </Step>
</Steps>

💡 ACH transfers typically take 2 business days depending on your bank

⛔ No cost from PEX

*Still want another option?*

**Micro deposits** *(best for scheduled ACH)*

**Why it’s great:** Micro deposits give you an extra layer of control on transfers but may take a little longer to settle so be sure to plan ahead if you choose this method. Once the bank account has been added using the [micro deposits method](/administrator-guide/microdeposit-account-verification), log in to your [PEX admin dashboard](https://dashboard.pexcard.com/?utm_source=support).

**How it works:**

<Steps>
  <Step>
    Go to **Transactions** > Make a transfer
  </Step>

  <Step>
    Select **Standard ACH Transfer**
  </Step>

  <Step>
    Choose your funding amount and **submit**
  </Step>

  <Step>
    Funds typically arrive in 4 business days
  </Step>
</Steps>

✅Multiple deposits with manual approval steps

💰 Micro deposits to confirm correct accounts are linked

⛔ No cost from PEX

**Need More Help?**

If you need a hand setting up your funding method, we’re here to help. Just reach out to [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) or chat with us in your dashboard by clicking on *Contact Us* at the bottom right of your dashboard. You can also contact us with questions in PEX Bot, which can be accessed by clicking on the question mark icon on the upper right hand corner of your dashboard, and then clicking the PEX icon on the bottom right hand side of the page.

**Full guides:**

* [Standard ACH Transfer (ACH Debit)](/administrator-guide/how-to-fund-from-admin-dashboard "null")
* [Bank ACH Transfer (ACH Credit)](/administrator-guide/how-to-fund-by-bank-ach "null")
* [Wire Transfer](/administrator-guide/how-to-fund-by-wire-transfer "null")
* [Same Day ACH Transfer](/administrator-guide/sameday-ach-transfers "null")
* [Linking a Bank Account for Transfers](/administrator-guide/adding-an-external-bank-account "null")

\*There may be instances when the connection with our open banking provider, a third party, becomes unlinked. Should you need to relink your Instant Account Verification via Open Banking Providers linked bank account, here’s how to proceed:

[Relinking unlinked bank accounts on Prepaid Expense](/administrator-guide/relinking-unlinked-bank-accounts-on-prepaid-expense)


# How to get AI-powered tag suggestions
Source: https://support.pexcard.com/administrator-guide/how-to-get-ai-powered-tag-suggestions

AI-powered suggestions help remove the bottleneck of manually tagging transactions. Acting like a teammate who already knows your organization's spending patterns, it recommends the right category or GL code for each transaction.

Are you still manually tagging each transaction at month's end? AI-powered suggestions help remove that bottleneck. Acting like a teammate who already knows your organization's spending patterns, it recommends the right category or GL code for each transaction.

Instead of spending hours manually assigning categories, you'll see smart tag suggestions appear automatically based on your past transactions. The more you use it, the better the suggestions will get, saving your team time and reducing errors.

In this article we'll walk you through:

1. [How to set up tags for expense coding](#how-to-set-up-tags-for-expense-coding)
2. [How AI-tag suggestions work](#how-ai-tag-suggestions-work)
3. [How your team can interact with AI-tag suggestions](#how-your-team-can-interact-with-ai-tag-suggestions)

<Note>
  **Pro Tip:**

  AI-powered suggestions work best with transactions that include a receipt, this allows us to improve our suggestions by using OCR (Optical Character Recognition) to identify the merchant name. Expect best results where there are multiple dropdown tags that have been used across a broad variety of transactions.
</Note>

<Frame>
  <img alt="PEX Review dashboard with AI tag suggestions" />
</Frame>

## How to set up tags for expense coding

To get the most out of AI-powered suggestions, first you'll want to set up a tag based on your existing expense categories and GL-codes from your chart of accounts.

Create a custom tag:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/)
  </Step>

  <Step>
    Go to [Business settings > Tag manager](https://dashboard.pexcard.com/business-settings/tag-manager)
  </Step>

  <Step>
    Create a Dropdown tag - Expense category.

    * In order for your account to generate AI suggestions, the tag 'Type' must be **Dropdown**.

    <Frame>
      <img alt="Dropdown tag type setting" />
    </Frame>
  </Step>

  <Step>
    Add tag options. There are three ways to add tag options:

    1. Automatically import options from your accounting system.
       * PEX recommends this way if you want to use existing GL codes from your accounting system.
       * Refer to the relevant article based on your accounting system:
         * **QuickBooks Online**: [Create PEX tags for QuickBooks Online](/administrator-guide/create-pex-tags-for-quickbooks-online)
         * **Aplos**: [PEX Connector for Aplos: Pre-configuration](/administrator-guide/pex-connector-for-aplos-preconfiguration)
         * **NetSuite**: [Create PEX tags for NetSuite](/administrator-guide/create-pex-tags-for-netsuite)
         * **Blackbaud**: [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud)
         * **Xero**: [Create PEX tags for Xero](/administrator-guide/create-pex-tags-for-xero)
  </Step>
</Steps>

More details on adding tags and tag options can be found [here](/administrator-guide/how-to-setup-and-create-tags-with-tag-manager).

Then, on your next transaction simply add the tag option that corresponds with the correct GL-code.

## How AI-tag suggestions work

When a new transaction is made, PEX automatically scans the merchant name and receipt details to suggest a tag.

AI-powered suggestions will automatically appear for transactions that include a receipt—simply look for the suggested tag with the AI icon and click **Save & Submit**. If the suggestion isn't accurate, you can simply click the dropdown and choose a different one.

The AI-tag suggestion is only applied to the transaction after you click **Save & Submit**.

<Frame>
  <img alt="AI tag suggestion on a transaction" />
</Frame>

<Note>
  **Note:**

  PEX may not generate a suggestion for every transaction. If a GL-code tag is already assigned, no suggestion will be made.
</Note>

## How your team can interact with AI-tag suggestions

**For cardholders**

After a purchase is made and a receipt is uploaded, an AI-powered suggestion will automatically be assigned to the transaction. The individual team member can choose to accept or reject the suggestion. To accept and save the suggestion, click **Save & Submit**.

<Frame>
  <img alt="Cardholder AI tag suggestion" />
</Frame>

**For Admins**

Tag suggestions will be populated on transactions that are still pending review. If transactions are missing a receipt, use [Auto Enforcer](/administrator-guide/auto-enforcer) to ensure cardholders are uploading a receipt. Without a receipt the AI will not generate a suggestion.

AI-tag suggestions can also help determine if the transaction is in policy or not.

## FAQ

<AccordionGroup>
  <Accordion title="How to set up tags?">
    You can easily create tags under [Business settings > Tag manager](https://dashboard.pexcard.com/business-settings/tag-manager) based on teams, project or spend type. You can also match tags to GL accounts from your accounting platform to simplify reports. More info [here](/administrator-guide/how-to-setup-and-create-tags-with-tag-manager).
  </Accordion>

  <Accordion title="Can I turn off AI suggestions for my account?">
    Yes, if you don't find AI suggestions helpful simply navigate to [Business settings > Profile](https://dashboard.pexcard.com/business-settings/profile) to turn off the "AI tag suggestion" option. Note: you can control AI-suggestions at the business level.

    <Frame>
      <img alt="AI tag suggestion toggle in Business settings" />
    </Frame>
  </Accordion>

  <Accordion title="How are the suggestions determined?">
    AI-suggestions are generated from the receipt attached to each transaction, previous tagging trends and existing 'Dropdown' tags available. Our AI-powered suggestions improve the more you use it.
  </Accordion>

  <Accordion title="Who can see tag suggestions?">
    Cardholders and admins will see tag suggestions whenever there is a transaction that does not already have a tag.
  </Accordion>

  <Accordion title="When will I see tag suggestions?">
    You will see tag suggestions when:

    * A purchase appears on your dashboard (pending status), or
    * A receipt is either automatically matched, manually uploaded, or replaced.

    The more purchases you tag and approve, the more accurate your suggestions will become.
  </Accordion>

  <Accordion title="How do I save a tag suggestion?">
    A tag suggestion is saved when you click "Save & Submit" in the tags section, or, as an Admin, you can also click the "Approve" button (if the tags section is open) to save a tag suggestion. Note: a tag suggestion is **not** saved if the tags section is not open and you click the "Approve" button.
  </Accordion>

  <Accordion title="Will I get suggestions for transactions that occurred before I turned on AI suggestions?">
    No. AI suggestions only apply to new transactions created after the feature is turned on. PEX doesn't retroactively tag older transactions. However, your past approved transactions and their tags are used to improve the accuracy of future suggestions.
  </Accordion>
</AccordionGroup>


# How to Increase Your Card Limit
Source: https://support.pexcard.com/administrator-guide/how-to-increase-your-card-limit

Check your current card order limit and request an increase when your plan's default allotment is not enough for the cards you need to issue.

Before you have funded your PEX account, you can order up to 30 cards. After funding your account, you will be able to order the full amount of cards in your plan.

Your Plan will come with a default number of cards that are included for a flat fee.

* Please note, however, that additional Open cards, over and above the default number in your Plan, are billed on a per-card-per-month basis
* Selected customers on older plans may see different card order limits

Before you request an increase in the number of cards that you're allowed (your "card order limit"), please check the number of cards that are currently available to you to order.

## How to check the number of cards available

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" option in the left navigation
  </Step>

  <Step>
    Click the "Order Cards" button in the upper right corner

    <Note>
      **Note:**

      Only Admins with permission to **Create Cardholder** will see the "Order Cards" button. Admins can view their permissions in "My Profile" in the upper right of the site.
    </Note>
  </Step>

  <Step>
    You will see the number of available cards at the top of the page

    * If you are still unsure about the number of cards your organization can order, then please contact Customer Service at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) for details
  </Step>
</Steps>

If you need additional cards, first close (terminate) cards that are no longer in use. This will increase your available card limit because closed cards do not count against your allowed number of available cards (see "[How to Terminate Multiple Cards](/administrator-guide/how-to-close-multiple-cards-at-once-on-all-programs) ")

<Note>
  Note that PEX considers Blocked or Inactive cards to be "Open". They count towards your card limit and are included in the number of cards that you are charged for.
</Note>

<Note>
  **Note:**

  Vendor cards do not count towards your card limit and are free. Even if you have reached the maximum number of cards in your plan, you can still create Vendor cards as needed at no additional cost. See [How to Create Vendor Cards](/administrator-guide/how-to-create-vendor-cards).
</Note>

## Ordering additional cards

Send an email to Customer Service at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) to request a card limit increase.

1. Estimate the approximate number of cards that you will need for the next 6 months; this figure is used as a benchmark when determining your new card limit.
2. Customer Service will notify you when your card limit has been increased


# How to limit tag values with Tag Restrictions
Source: https://support.pexcard.com/administrator-guide/how-to-limit-tag-values-with-tag-restrictions

Control which tags are visible to different groups or departments, reducing errors and simplifying coding.

<Note>
  *Note:*

  * *Tag restrictions are available when the "Use Tag Option Group Restrictions" setting is enabled. Contact PEX support if you’re unable to create groups.*
  * *Cardholder Groups are only available with [selected plans](https://www.pexcard.com/credit-prepaid-expense-pricing/?utm_source=support).*
  * *This feature applies to [Dropdown](/administrator-guide/how-to-setup-and-create-tags-with-tag-manager#dropdown) tags only.*
  * *To see the 'Tag Manager' tab and edit tags, you must have either the 'Manage Cardholders' or 'Edit Business Settings & Apps' permission.*
</Note>

## Set tag availability

Follow the steps to determine which groups can view each tag:

* Navigate to [Business Settings -> Tag Manager](https://dashboard.pexcard.com/business-settings/tag-manager?utm_source=support).
* Add or edit an existing tag.
* Edit the "Available to" column.

The "Available to" column lists all your groups. By default, every tag option is available to all cardholders. From the dropdown, select the relevant group(s) to limit the option's visibility and availability to those specific cardholders. You can select multiple groups.

<Frame>
  <img alt="image.png" />
</Frame>

For example, if you have Kennan who is part of the Athletics department and John from the Science department you may want to:

* Create two groups: Athletics and Science.
* Add Kennan to the Athletics group.
* Add John to the Science group.
* Update the location based on the department.
* Restrict "sports facility" to only the members of the Athletics group.
* Set the visibility of the "main campus" and "science building" tag options to only the members of the Science group.

Kennan and other Athletics group members will only see the "sports facility" tag option in the dropdown list for the Location tag when tagging their purchases. They will not see the "main campus" and "science building" tag options as shown on the screen below.

<Frame>
  <img alt="image.png" />
</Frame>

John and other Science group members will only see the "main campus" and "science building" tag options in the dropdown list for the Location tag when tagging their purchases. They will not see the "sports facility" tag option as shown on the screen below.

<Frame>
  <img alt="image.png" />
</Frame>

## Add user group

* More information on creating User groups can be found [here](/administrator-guide/how-to-assign-cardholders-to-groups-and-how-to-create-new-groups).

## CSV Import

Admins have the option to bulk upload their chart of accounts with set Tag Restrictions using a .CSV (Comma Separated Values) formatted file. Keep the following in mind:

1. By default, every tag value is available to all Admins and Cardholders.
2. To restrict certain values, include the group name in the "AVAILABLE\_TO" column.
3. User or Cardholder group can be added in the "AVAILABLE\_TO" column.
4. Ensure the group name in the .csv file matches exactly with the one in your PEX account. If the group name doesn't match exactly, the tag option won't be available to that group.
5. To add multiple groups, use commas with no spaces. For example: Math,Athletics

## FAQ

<AccordionGroup>
  <Accordion title="How do tag restrictions impact Admins?">
    Tag restrictions do not impact Admins. Every Admin can view and use tag options, regardless of restrictions.
  </Accordion>

  <Accordion title="Who has access to the tag option if the group it's assigned to is empty?">
    **In this scenario, the tag option is available only to Admins:**

    * Create "Group A".
    * Add members to "Group A".
    * Create a tag.
    * Add a tag option "B".
    * Assign tag option "B" to "Group A".
    * Remove all members from "Group A".
  </Accordion>
</AccordionGroup>


# How to manage permissions
Source: https://support.pexcard.com/administrator-guide/how-to-manage-permissions

Learn how to view and edit administrator permissions on PEX to control access to account features

Managing permissions is essential for maintaining security and ensuring admins can access the tools and information they need. This guide walks you through the list of permissions and how to keep your team working smoothly and securely.

## View your permissions

<Steps>
  <Step>
    Log in to the Dashboard at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support).
  </Step>

  <Step>
    Click the **Profile** icon in the upper-right corner.
  </Step>

  <Step>
    Select **My Profile** from the dropdown.
  </Step>

  <Step>
    Switch to the **Permissions** tab in the top menu.
  </Step>
</Steps>

## Review or edit another administrator's permissions

<Steps>
  <Step>
    Navigate to **Team Members** in the left menu.
  </Step>

  <Step>
    Find the team member and click on their row.
  </Step>

  <Step>
    On the **Personal Details** page, click **Edit Profile**.
  </Step>

  <Step>
    Scroll down to the **Permissions** section.
  </Step>

  <Step>
    Check or uncheck the boxes next to each permission.
  </Step>

  <Step>
    Click **Update**.
  </Step>
</Steps>

## Permission descriptions

* **View Administration** — View administrators, their profiles and permissions on the **Team Members** page.
* **Add/Edit/Terminate Administrator** — Invite new administrators, edit admin profiles, update permissions and remove administrators.
* **Request/Delete ACH Transfer** — Create, approve or delete ACH transfers.
* **Edit Business Settings & Apps** — Manage opt-in features via **Business Settings**, update business information (address, phone number), add and manage external bank accounts and view and manage tags.
* **Create Cardholder** — Order new cards.
* **Manage Cardholders** — Update Cardholder profiles, change card statuses (active, blocked or closed), manage merchant categories and spending rules, use merchant locking, create and edit approval policies and view and manage tags.
* **View Card Numbers** — Access card numbers from the **Card details** page. Send vendor cards to vendors (requires **Funding of Cards** permission and MFA enabled).
* **View Card Transactions** — Review spending, transaction and decline details. Generate reports for card transactions and card balances.
* **Funding of Cards** — Fund cards from the **Team Members**, **Vendors** or **Card Details** pages.
* **Approve/Reject Funding Requests** — Manage funding requests by approving or rejecting them.
* **Modify Transaction Notes** — Add, edit or delete notes linked to transactions.
* **Request Business Accounts** — Request or create additional business accounts.
* **Approve/Reject Reimbursements** — Approve, edit or reject reimbursement requests.
* **Approve/Reject Card Unblocking Requests** — Approve, edit or reject requests to unblock cards.


# How to manage purchases from the Card transactions page
Source: https://support.pexcard.com/administrator-guide/how-to-manage-purchases-from-the-card-transactions-page

With PEX's main features and thoughtful delighters, you can manage business purchases efficiently and with ease.

With PEX's main features and thoughtful delighters, you can manage business purchases efficiently and with ease.\
This article will guide you through leveraging PEX to simplify your workflow, save time, and stay in control of your spending.

***Watch a step-by-step demonstration [here](https://pex.navattic.com/ajy07kj)!***

***

### Review card transactions:

***

1. Log in to the Dashboard via [https://dashboard.pexcard.com/login](https://dashboard.pexcard.com/login)

2. Navigate to the *Transactions* from the sidebar menu and click on it.

3. A card transaction list is opened.

   * To view card transactions you must be granted the 'View card transactions' permission.

   * To search transactions by a specific cardholder or merchant use a quick search at the top upper corner.

   * Use icons displayed next to the transaction status to quickly identify whether a transaction has a note, receipt, or tag.

***

### Filters

***

Filters make it easy to find the transactions you need. Here's a guide to using them effectively. To filter transactions by specific parameters click on the 'Filters' button.

* **Transaction Amount**: Use this filter to find transactions within a specific range of amounts

* **Transaction Date**: Filter transactions by a custom date range

* **Merchant Name**: Locate transactions by one or multiple specified merchants

* **Cardholder Name**: See all transactions linked to a specific cardholder

* **Cardholder Type**: Select transactions based on team members or vendors

* **Last 4 Digits**: Search for transactions tied to a specific card by entering the last four digits

* **Review Status**: Filter transactions by their status—approved, pending, or rejected

* **Review Assignment**: Find transactions pending your review using this filter or by visiting the **Review Page**

* **Attachments**: Use this filter to identify transactions without receipts attached

* **Tags**: Locate transactions missing any tags

* **Notes:** Use this filter to identify transactions with or without notes added

* **Group**: Filter transactions by a specific cardholder group

* **Tag Values**: Search for transactions using specific tag values

<Frame>
  <img alt="" />
</Frame>

By combining all those filters, you can quickly narrow down results and access the information you need.

***

### Bulk actions

***

Bulk actions allow you to manage multiple transactions at once, streamlining your workflow and saving valuable time. Here’s how they can help:

1. Select transactions that you want to take action on by clicking on the checkboxes next to such purchases

2. Click on the 'Actions' button

3. Select from the drop-down menu which action should be applied to the selected transactions

4. Check the status of your bulk action on the 'Batch Operations' page. It may take some time to complete.

   <img alt="" />

In addition to approving, rejecting, or marking transactions as "not reviewed," you can also **send email reminders** to cardholders about missing receipts or tags, **add a note** and **apply tags to purchases in bulk**.

* Applying tag values in bulk will not work for rejected or approved transactions. You must first mark such transactions as "Not reviewed" by clicking the "Unapprove" button in the action dropdown list.

* If a tag value is already added to a transaction, the bulk action will override it with the new value.

* There is no possibility to split tags via bulk actions.

* If split tags have already been added, the bulk action will override the tag value for all splits.

<Frame>
  <img alt="" />
</Frame>

***

### Saved filters

***

Easily create and save filtered searches in the Transactions tab. Apply your desired filters, give your search a name, and access it anytime under "Saved Filters."

You can also share your saved filters with your team through a link that instantly applies the same filters to their Transactions view.

1. Click on the Filters button under the top tab menu

2. Select filters that you would like to apply to your search

3. Click on the *Add* button.

4. Add additional filter parameters if needed

5. Click on the *Save* button to save your search filters.\\
   <img alt="" />

6. Name your filter set.

   * On the modal window, copy a link to share it with colleagues, allowing them to instantly apply the same filters to their transaction view.

7. Press the *Save* button.\\
   <img alt="" />

8. To review and open your saved filters click on the *Saved filters* drop-down, and select the filter set you want to preview.

The saved filters feature is available on the Card Transactions, Declines, and Business Transactions pages.

***

### Transaction details

***

To open a transaction, review its details, tags, notes, receipt, and approval route simply hover over it and click.

<Frame>
  <img alt="" />
</Frame>


# How to manage team member cardholders
Source: https://support.pexcard.com/administrator-guide/how-to-manage-team-member-cardholders

View, filter, and take bulk actions on your team member cards — update statuses, assign groups, set spend policies, add funds, and send invites.

The **Cards** page is your central hub for managing all team member cardholders. From here you can view every card in your account, filter the list to find exactly who you need, and take bulk actions — like changing statuses, assigning groups, or adding funds — across multiple cards at once.

This article walks through the key capabilities available on the **Cards → Team members** tab.

## Navigate to the Cards page

<Steps>
  <Step>
    Log in to the Dashboard at [dashboard.pexcard.com](https://dashboard.pexcard.com/login?utm_source=support).
  </Step>

  <Step>
    Open **Cards** from the sidebar menu.
  </Step>

  <Step>
    Make sure the **Team members** tab is selected. You will also see tabs for **Vendors**, **Batch operations**, and **Card orders**.
  </Step>
</Steps>

The card list shows each team member's name, last four card digits, group, spend policy, status, and current balance.

<Frame>
  <img alt="Cards page showing team member cardholders list" />
</Frame>

## Filter your cardholders

Click the **Filters** dropdown at the top-left of the card list to narrow your view. The following filter parameters are available:

| Filter              | What it does                                                         |
| ------------------- | -------------------------------------------------------------------- |
| **Cardholder name** | Search by first or last name                                         |
| **Card number**     | Find a card by full or partial number                                |
| **Card ID**         | Locate a card by its unique internal ID                              |
| **Group**           | Show only cards in a specific group (e.g., Operational, Engineering) |
| **Spend policy**    | Show only cards assigned to a particular spend policy                |
| **Status**          | Filter by Active, Inactive, Blocked, or Closed                       |
| **Is virtual**      | Show only virtual or only physical cards                             |
| **Has PIN?**        | Filter by whether a PIN has been set                                 |
| **Balance**         | Find cards within a specific balance range                           |
| **Date issued**     | Filter by card creation date                                         |
| **Expiration date** | Find cards expiring within a date range                              |
| **Date last used**  | Filter by last transaction date                                      |
| **Is registered**   | Show registered or unregistered cardholders                          |

Select a filter, set a value, and click **Add**. You can combine multiple filters to narrow your results. Click the **✕** next to any active filter to remove it.

<Note>
  **Tip:**

  Use the **Is registered** filter to quickly identify cardholders who haven't activated their accounts yet — useful before sending bulk invite reminders.
</Note>

## Select cards for bulk actions

Once your list is filtered (or unfiltered), select cards to act on:

* Click the **checkbox** next to individual rows to select them one by one.
* Click the **header checkbox** to select all visible cards at once. A count (e.g., "19 selected") confirms your selection.

With cards selected, the **action bar** appears above the list with the following bulk operations: **Status**, **Group**, **Spend policy**, **Add funds**, **Zero balances**, **Request physical**, and **Send invites**.

## Bulk actions

Bulk actions let you manage multiple cards at once, saving time and ensuring consistency. Here's what each action does.

### Change status

Click **Status** in the action bar to update the status of all selected cards. Choose from:

* **Active** — card is enabled and can be used for transactions
* **Blocked** — card is temporarily disabled; can be reactivated later
* **Closed** — card is permanently deactivated (cannot be undone)

<Note>
  **Warning:**

  Closing a card is permanent. If you only need to temporarily suspend access, use **Blocked** instead.
</Note>

### Assign group

Click **Group** to assign all selected cards to an existing group, remove them from a group, or create a new one. Groups help you organize cardholders by department, project, or cost center.

* **None** — remove the current group assignment
* **New group** — create a group on the fly and assign selected cards to it
* **Existing groups** — pick from groups already configured (e.g., Engineering, Operational)

### Assign spend policy

Click **Spend policy** to apply or change the spend policy on all selected cards. Spend policies control transaction limits, merchant category restrictions, and other spending rules.

* **None** — remove the current policy; cards use the account-level default rules
* **Create new policy** — build a new policy and apply it immediately to selected cards

### Add funds

Click **Add funds** to load money onto all selected cards in a single step. Choose a preset amount or enter a custom value:

* Preset amounts: **$20**, **$50**, **$100**, **$150**, **\$200**
* **Custom…** — enter any amount

<Note>
  **Tip:**

  The **Quick fund** column on the card list lets you add funds to individual cards without opening the card detail page.
</Note>

### Zero balances and request physical

* **Zero balances** — set every selected card's balance to \$0.00. Funds are returned to your PEX business account.
* **Request physical** — request physical cards for selected virtual cardholders.

### Send invites

Send registration invites to unregistered cardholders in bulk:

<Steps>
  <Step>
    Select the cardholders you want to invite (or select all).
  </Step>

  <Step>
    Click **Send invites** in the action bar.
  </Step>

  <Step>
    A confirmation dialog appears. Review the message — invites will only be sent to **unregistered** cardholders. Already-registered cardholders will be counted as "Failed" on the Batch Operations page.
  </Step>

  <Step>
    Click **Send invites** to confirm.
  </Step>
</Steps>

## Track your batch operations

Every bulk action you trigger is logged on the **Batch operations** tab at the top of the Cards page. Navigate there to check whether an operation is still in progress, completed successfully, or had any failures. This is especially useful after sending invites, so you can see how many succeeded versus how many were already registered.

## Best practices

<Note>
  **Tip:**

  **Filter first, then act.** Combine the "Is registered" and "Status" filters before sending invites — this ensures you're targeting only active, unregistered cardholders and avoids unnecessary failures.
</Note>

<Note>
  **Tip:**

  **Use groups strategically.** Assign groups by department or project so you can quickly filter and fund the right cards during budget cycles.
</Note>

<Note>
  **Tip:**

  **Review Batch operations regularly.** After any bulk action, check the Batch operations tab to confirm everything completed as expected.
</Note>

Still have questions? Reach out to your account manager or [contact PEX Support](https://www.pexcard.com/contact-us/).


# How to Order PEX Cards
Source: https://support.pexcard.com/administrator-guide/how-to-order-pex-cards

Order PEX cards individually through the card order form or in bulk via CSV upload, with shipping to US addresses only.

There are two convenient ways to order PEX cards and have them shipped to addresses within the U.S.:

<Steps>
  <Step>
    Through the Card Order Form
  </Step>

  <Step>
    Upload a CSV file

    * This article covers how to order through the card order form. For details on how to place a bulk card order, please see [How to Create A Bulk Card Order](/administrator-guide/how-to-create-a-bulk-card-order).

    * Things to Note: \
      PEX can not ship cards to international addresses/outside of the 50 states\
      Tracking estimates do not include the day the card order is placed.
  </Step>
</Steps>

***Watch a step-by-step demonstration [here](https://pex.navattic.com/fpf008ta)!***\
 

## How to Order PEX Cards via the Card Order Form

<Steps>
  <Step>
    Log into dashboard.pexcard.com
  </Step>

  <Step>
    Click the "Cards" option in the left navigation
  </Step>

  <Step>
    Click "Order Cards" blue button on the upper right

    1. Select the type of card you would like – 'Team Member' or 'Vendor'
       * 'Team Member' cards can be used for purchases made by members of your organization with funds assigned to individual cardholders, and may be physical or virtual.
       * 'Vendor' cards are virtual-only cards that can be used for payments toward a specific vendor.
  </Step>
</Steps>

### Ordering Team Member Cards

<Steps>
  <Step>
    Select 'Team Member' from the drop down
  </Step>

  <Step>
    Check the number of new cards currently available in your Plan

    * If you need to increase the number of new cards available to your organization, please contact PEX Admin Support at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com)
  </Step>

  <Step>
    Enter the names, DOB, phone, and email of the people for whom you are ordering cards. Click Continue.

    * Note: Cardholders for Disburse programs must be at least 18 years old
    * Virtual cards for team members can be ordered by checking the box under "Virtual only." These cards can be viewed by admins and cardholders in the Dashboard (requires enabling enhanced security through multi-factor authentication). No physical cards are mailed out and cards are activated immediately.
  </Step>

  <Step>
    Select the expiration length of the card.
  </Step>

  <Step>
    Fill out the optional 'Attention to' line if you would like the card package to be addressed to someone other than the cardholder(s). NOTE: The attention field provided with the creation of the card will be included on the envelope for all future replacements. Neither administrators nor PEX is able to edit or remove this attn line once the card order has been placed.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Fill out the billing address field

    * 26 character limit for street address
    * 20 character limit for city
  </Step>

  <Step>
    Fill out the shipping address field

    * 26 character limit for street address
    * 20 character limit for city
    * If the shipping address is the same as the billing address, check the "Same as billing address" box
  </Step>

  <Step>
    Enter the shipping contact number
  </Step>

  <Step>
    Select delivery method:

    * First Class Mail (10 - 15 business days) - Free
    * Priority (4-8 business days) - \$10
    * Expedited (up to 5 business days) - \$55
    * Rushed (up to 4 business days) - \$70
  </Step>

  <Step>
    Click "Confirm"
  </Step>
</Steps>

For Rushed, Expedited, and Priority shipping, see [How to Track a Card Order](/administrator-guide/tracking-your-card-order) for tracking information.\
Shipping estimates do not include the day the card order is placed. Bank holidays may impact these delivery estimates. 


# How to Pay Fees on a PEX Account
Source: https://support.pexcard.com/administrator-guide/how-to-pay-fees-on-a-pex-account

Fees vary depending on the type of account you have. While some fees are billed immediately, others are billed at a later date. Here is where you can review the billing schedule.

Fees vary depending on the type of account you have. While some fees are billed immediately, others are billed at a later date. [Here](/administrator-guide/how-is-my-account-billed) is where you can review the billing schedule.

## On Prepaid Expense Accounts

All account fees are deducted automatically from the PEX Account balance reflected in the upper left corner of the administrator dashboard.\
Card fees are billed immediately after the card order is placed from the PEX Account balance. Billing fees are deducted from the PEX account balance on the second Wednesday of the month. Invoices are not provided and can be reviewed once fully paid in the next generated statement of the business account.

## On Credit Expense Accounts

Any applicable unpaid fees are invoiced to the business account and are paid at the next repayment date. Fees become available for review in your next statement cycle.

## How to verify amount owed for outstanding fees

If there is a zero dollar balance, the fees will automatically be deducted the next time the account is funded.

Go to *Transactions* and verify the last time the account was funded.\
If a partial amount was collected for fees, it will show *Partial* beside your pricing plan and the billing date. If the billing dates back to the last billing cycle, this is the remaining amount owed on the account for monthly fees.

To review your paid account fees, you can navigate to *Transactions-> PEX Account Transactions* section of your account.\
Administrators may also pay an account outstanding balance by removing funds from a card and those funds automatically move back onto the business PEX account balance.

**Note:** Once there is an outstanding balance on the business account, all funds removed from cards will automatically be used to satisfy the overdue balance until the balance is cleared.

If a partial amount was collected for a Rushed or Expedited card order, it will show *Partial* beside *Card Order* and the date of the order. You may verify the card order this is for by locating the appropriate card order under *Cards-> Card Orders* and clicking on the date to expand for further details.

The next time the account is funded, the outstanding fees will be immediately paid from the business account's available balance.

It is recommended the PEX account balance has enough funding to avoid incurring overdue fees.

Reasons you have outstanding fees may include:

* Monthly fees remain unpaid
* A recent Rushed, Expedited or Priority card order was recently placed
* An outbound ACH was recently completed
* A dormancy fee has been applied
* A recently scheduled transfer was returned

See the multiple ways you can fund your PEX account:\
[How to Fund by Bank ACH](/administrator-guide/how-to-fund-by-bank-ach)\
[How to Fund from Admin Dashboard](/administrator-guide/how-to-fund-from-admin-dashboard)\
[How to Fund by Wire Transfer](/administrator-guide/how-to-fund-by-wire-transfer)


# How to Quick Fund a Card
Source: https://support.pexcard.com/administrator-guide/how-to-quick-fund-a-card

Load funds onto an individual PEX card quickly from the administrator site or mobile app once your main business account is funded.

You can quickly fund individual cards, once your main PEX account is funded:

* Through the Administrator Site
* Through the Mobile App
  * Download the [iOS app from the App Store](https://itunes.apple.com/app/id584331280)
  * Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
  * The download is free but carrier data rates may apply

<Frame>
  <iframe title="PEX: How to Fund Your Cards" />
</Frame>

## **How to Quick Fund a Card Through the Administrator Site**

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" tab on the left side of the page
  </Step>

  <Step>
    Within the All Cards list, use the "Find in this table" function on the upper right to search and find the Cardholder. The field will begin searching based on a few letters of the person's name or the entire name.
  </Step>

  <Step>
    Enter the amount to that card in the "Quick Fund" box, the box at the far right, as a positive number, e.g., "500"
  </Step>

  <Step>
    Click the blue Arrow button
  </Step>

  <Step>
    To remove funds from a card, enter the amount to that card in the "Quick Fund" box, the box at the far right, as a negative number, e.g., "-500"

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## **How to Quick Fund a Card Through the Mobile App**

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click the "Cards" icon at the bottom of the page
  </Step>

  <Step>
    Navigate to the cardholder
  </Step>

  <Step>
    Click on the cardholder's name

    <Frame>
      <img alt="" />
    </Frame>

    *Click on the "Cards" icon. Click on the cardholder's name.*
  </Step>

  <Step>
    Enter the amount to add in the "Quick Fund" box
  </Step>

  <Step>
    Click the green "Add Funds" button

    <Frame>
      <img alt="" />
    </Frame>

    *Enter the amount in the "Quick Fund" box. Click the green "Add Funds" button.*
  </Step>

  <Step>
    Click "Transfer" in the confirmation dialogue box to add funds to the card

    <Frame>
      <img alt="" />
    </Frame>

    *Click "Transfer" in the confirmation dialogue box*
  </Step>
</Steps>

To remove funds, enter the amount in the "Quick Fund" box, as a negative number, e.g., "-500"

## Related Topics

To learn how to fund multiple cards at once, see the article, "[How to Fund Multiple PEX Cards at the Same Time](/administrator-guide/how-to-fund-multiple-pex-cards-at-the-same-time)"

You can schedule automatic funding for a card account. Please see "[Scheduled Card Funding and Low-Balance Funding](/administrator-guide/scheduled-card-funding)"


# How to Remove Admins
Source: https://support.pexcard.com/administrator-guide/how-to-remove-admins

Only administrators with 'Add/edit/terminate Administrator' permissions are able to delete Administrators in the PEX online Dashboard. If you are unable to remove an administrator, please check your permissions or ask another administrator in your organization to assist.

To remove an administrator from several linked accounts, please contact [AdminSupport@pexcard.com](mailto:AdminSupport@pexcard.com).

## How to Remove Admins

<Steps>
  <Step>
    Log into [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Team Members" tab in the left navigation
  </Step>

  <Step>
    Locate the Administrator in the Team Members list
  </Step>

  <Step>
    Click on the Administrator's name
  </Step>

  <Step>
    Click the "Delete Admin" button at the bottom
  </Step>

  <Step>
    Click the blue "Delete" button in the confirmation dialogue box

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# How to Remove Funds from Multiple Cards
Source: https://support.pexcard.com/administrator-guide/how-to-remove-funds-from-multiple-cards

Removing funds from cards in a batch is quick and convenient.

## How to remove funds from multiple Active cards

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" tab
  </Step>

  <Step>
    Click "Filters"
  </Step>

  <Step>
    In the Filters dropdown, select "Status"
  </Step>

  <Step>
    Check the checkbox for "Active" and click "Add"
  </Step>

  <Step>
    Check the boxes to the left of the names of the Active cardholders from whom you will remove funds
  </Step>

  <Step>
    Click the "Zero Balances" button above the list

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Confirm the batch action in the following confirmation screen by clicking "Zero Balances". Once the cards have been defunded, the removed balances instantly revert back to the business account balance reflected in the upper left corner of the dashboard.

    <Frame>
      <img alt="" />
    </Frame>

    If you wish to remove funds from a set of Blocked cards, filter your card list by Status = Blocked, and follow the same process as above.
  </Step>
</Steps>


# How to Replace a Damaged Card
Source: https://support.pexcard.com/administrator-guide/how-to-replace-a-damaged-card

Request a replacement for a damaged PEX card by phoning Cardholder or Administrator Support; damaged cards cannot be replaced from the web dashboard.

There are times when you may need to replace a card for an existing cardholder. If the cardholder contacts you about a damaged card, have the cardholder call PEX Cardholder Support right away at **(+1) 866-685-0898** (see [Contact Cardholder Support](/cardholder-guide/contact-cardholder-support)) to request a replacement card to the address on file with First Class shipping.

Administrators should call for a replacement when a faster shipping method or change of address than the one listed on file is needed. Administrators may call in for a replacement at **(+1) 866-685-1898** (see [Contact Administrator Support](/administrator-guide/contact-administrator-support)).

<Note>
  **Note:**

  You will **not** be able to replace a damaged card from the Administrator dashboard (PEX Web App).
</Note>

When you call, you will be asked to provide:

<Steps>
  <Step>
    The cardholder's name
  </Step>

  <Step>
    The last four (4) digits of the card number (shown to the right of the Cardholder's name in the Cards list)
  </Step>

  <Step>
    The reason for the replacement, i.e. "damaged card" or "lost card"
  </Step>

  <Step>
    The address to which the replacement card should be shipped or that it should go to the shipping address on file. Note: PEX ships to all of the 50 states and is unable to ship internationally or to US territories (Puerto Rico, Guam, US Virgin Islands, etc.)
  </Step>

  <Step>
    Delivery method from the available delivery options:

    * **Regular Delivery** — First Class Mail. 10–15 business days. No charge
    * **Priority Mail** — 4–8 business days. `$10` fee (per separate shipping address)
    * **Expedited Delivery** — Up to 5 business days. `$55` fee (per separate shipping address)
    * **Rush Delivery** — Up to 4 business days. `$70` fee (per separate shipping address)
  </Step>

  <Step>
    The current card will remain active and can still be used until the replacement arrives and is activated by an administrator.
  </Step>

  <Step>
    Once you receive the replacement card(s), you must go on to the Administrator dashboard to activate.
  </Step>
</Steps>

Administrators: You may find this article useful when you need to activate the replacement cards: [How to Activate a Replacement Card](/administrator-guide/how-to-activate-a-replacement-card)


# How to replace a primary administrator
Source: https://support.pexcard.com/administrator-guide/how-to-replace-a-primary-administrator

Steps to transfer primary admin access when an administrator departs your organization

When the primary full administrator on an account is preparing to depart the company, we recommend they first notify PEX by contacting admin support for any additional requirements and to update our records. After notifying PEX, send an admin invite with full permissions to the person who will be managing the PEX account. This allows for a seamless transition.

<Note>
  **Note:**

  It is not recommended that a departing administrator share their login credentials with a replacement. A new administrator profile is strongly encouraged.
</Note>

If the only full administrator on an account departs abruptly and there are no active full admins, documentation will be required to provide access to a new or existing partial administrator. The same documentation is required if there are no active *full* administrators or no active administrators at all.

## Adding a new primary administrator

To grant a new administrator full responsibilities, we require the following documentation on company letterhead from a high-ranking official (CEO, VP, etc.):

1. PEX account administrative changes
2. Company EIN number
3. New administrator's full name, date of birth and email address (administrators must be at least 18 years old)
4. A copy of the new administrator's government-issued ID
5. A copy of the new administrator's pay stub with the company name listed

This letter **must** come from someone in a high-standing position within the company. Once received and reviewed, we send an administrator invite to the new full administrator.

## A partial administrator replacing a full administrator

To grant a partial administrator full responsibilities, we require the following documentation on company letterhead from a high-ranking official (CEO, VP, etc.):

1. PEX account administrative changes
2. Company EIN number
3. Current partial administrator's full name and email address

Once received and reviewed, we update the partial permissions to full privileges or send an administrator invitation to the new administrator.

Send the required documentation to [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com). Once implemented, an email confirms the administrative changes have been processed.

<Note>
  **Note:**

  New and existing administrators may be required to provide updated documentation to the Compliance Department to transition to becoming the primary admin on the account. Full compliance is required.
</Note>

Once logged in, former administrators who are no longer with the company may be permanently deleted. See [How to remove admins](/administrator-guide/how-to-remove-admins) for instructions.


# How to Replace an Expiring Card
Source: https://support.pexcard.com/administrator-guide/how-to-replace-an-expiring-card

Cards expire at midnight on the last day of the month of expiration. Expired cards should be destroyed.

Renewal cards will be issued 60 days prior to the expiration date of the original card.

The new card is mailed to the address listed in the cardholder profile under Shipping Address.

The card should arrive at the shipping address on file several weeks prior to the current card's expiration date. Once received, the new card must be activated. For more information on how to activate the card, see "[How to Activate a Replacement Card](/administrator-guide/how-to-activate-a-replacement-card)."

Activating the new card will automatically close the current card, so please wait until the new card arrives to activate it.

If the replacement card has not been received within a month of the expiration date, please [Contact Administrator Support](/administrator-guide/contact-administrator-support) for assistance.

Once a card has expired, it is no longer possible to process a replacement and a new card order must instead be placed on the administrator dashboard.


# How to Report a Lost/Stolen Card
Source: https://support.pexcard.com/administrator-guide/how-to-report-a-loststolen-card

If the cardholder contacted you about a lost or stolen card, have them call PEX Customer Service immediately at (+1) 866-685-0898 to have a new (plastic) card issued for the same card account.

For cardholder assistance, see [Contact Cardholder Support](/cardholder-guide/contact-cardholder-support).

If the cardholder is unreachable and you suspect the card has been lost or stolen, block the card immediately on the administrator dashboard and then call PEX Customer Service at (+1) 866-685-1898 ext 3 (see [Contact Administrator Support](/administrator-guide/contact-administrator-support)). Customer Service can issue a replacement for the cardholder to the address on file.

<Note>
  **Notes:**

  * PEX ships to all of the 50 states and is unable to ship internationally or to US territories (Puerto Rico, Guam, US Virgin Islands, etc.)
  * Cardholders may only request a card replacement to the address on file via First Class mail. For Priority, Rushed, Expedited, or a change to the shipping address, an administrator must request the card replacement for the cardholder. We recommend administrators ensure cardholder addresses are up to date to ensure timely delivery.
  * Card order shipping estimates do not include the day the card order is placed.
</Note>

Provide the following details to process the card order:

* The company name
* The name as it appears printed on the card
* The last 4 digits of the card
* If the card was lost, stolen, or damaged
* Preferred shipping method (Administrators only)
* Preferred shipping address (Administrators only)

The new card will take approximately 10 - 15 business days via First Class Mail to arrive at the address on file.\
You may also send via Priority (`$10` - 4-8 business days), Expedite (`$55` - 5 business days), or Rush (`$70` - 4 business days) the delivery of the new card for an additional fee. This process will disrupt service for the cardholder, as the old card will not be authorized for purchases. If the cardholder did not lose the card or found the card after a new card is issued, instruct the cardholder to destroy the old card by cutting it in half or shredding it.

Once you receive the card(s), you must go on to the Administrator Site and activate the new card(s). See [How to Activate Replacement Cards](/administrator-guide/how-to-activate-a-replacement-card) for details.

<Note>
  **Note:**

  Replacing a card as lost or stolen will cause the 16 digit card number to change.
</Note>

<Warning>
  **Important**:

  Please immediately check the transaction history for the lost or stolen card. If you believe there are fraudulent transactions, please see: [How to Dispute a Transaction](/administrator-guide/how-to-dispute-a-transaction) and [Disputed Transactions](/cardholder-guide/disputed-transactions-on-all-programs).
</Warning>


# How to report fraud or dispute a transaction
Source: https://support.pexcard.com/administrator-guide/how-to-report-fraud-or-dispute-a-transaction

Steps to take if you identify unauthorized activity on your PEX card or need to dispute a transaction

If you identify unauthorized activity on your PEX card, block the card immediately to prevent additional charges.

To open a dispute — whether for unauthorized activity or a non-fraud issue — contact our call center at **1-866-685-0898** (see [Contact Cardholder Support](/cardholder-guide/contact-cardholder-support)). Our agents will promptly gather all necessary information to expedite the dispute process.

<Note>
  **Note:**

  All unauthorized activity must be reported within 60 days of the settlement date to remain eligible for dispute.
</Note>

For detailed steps on the dispute process, including how to submit affidavits and documentation, see [How to dispute a transaction](/administrator-guide/how-to-dispute-a-transaction).


# How to request credit line increase for PEX business account
Source: https://support.pexcard.com/administrator-guide/how-to-request-credit-line-increase-for-pex-business-account

You can request a credit line increase for your PEX credit business account directly from your Dashboard.

You can request a credit line increase for your PEX credit business account directly from your Dashboard.\
We use your business bank account information to tailor your credit line increase. The more relevant accounts you link, the more accurately we can determine your new limit.

## Requesting a credit line increase:

1. Log in to the Dashboard via [https://dashboard.pexcard.com](https://dashboard.pexcard.com/)
2. Navigate to the 'Dashboard' page
3. Press the 'Request credit increase' button under the 'Your credit account' Dashboard page section.

   <img alt="" />
4. Provide the requested credit line amount and a reason for that.
5. Press the 'Submit' button.

   Notes:

* Only admins with the 'Request business account' permission can submit CLI requests.
* It may take up to 2 business days to review a CLI request.
* The "Request Credit Line" button is not available for suspended accounts.
* Only one CLI request can be submitted within a 30-day period.
* Your business account should be created at least 3 months ago before you can submit a CLI request.
* If you have unlinked bank accounts, 3-month PDF bank statements are required for uploading to submit a CLI request.
* If your bank account was added via micro deposits, 3-month PDF bank statements are required for uploading to submit a CLI request.
* Once the request is created, you won’t be able to edit it.
* Once the request is approved or rejected, you will receive an email notification.


# How to Reset Your Password
Source: https://support.pexcard.com/administrator-guide/how-to-reset-your-password

You can reset your PEX password a few different ways. Both administrators and cardholders can reset their own password through the PEX website (self-service) — if you get stuck, contact PEX for help. Administrators can also reset the password for any of their cardholders (listed under the Team Members tab).

Jump to: [Reset your own password (self-service)](#reset-your-password-self-service) | [Reset a cardholder's password (admins only)](#reset-the-password-for-one-of-your-cardholder-team-members-admins-only)

## Reset your password (self-service)

1. Navigate to the login page: [dashboard.pexcard.com](http://dashboard.pexcard.com)
2. Click the link titled "Forgot your username or password"
   <Frame>
     <img alt="Forgotpassword" />
   </Frame>
3. Enter your username
   * If you've forgotten your username, click the link to receive a username reminder by email
4. The password reset link is sent to your email
5. Check your email and follow the reset link
6. Click the "Continue" button on the "Verify your identity" page
7. An OTP code is sent to your mobile device. Note: if you have more than one phone number saved to your profile, you can choose which one to use for verifying your identity.
8. When you receive the code, enter it in the "Secure Access Code" field
   * Don't enter any spaces or additional characters
   * The code is valid for one-time use only
   * If you're resetting your password from a new device and don't receive a "Secure Access Code," [contact our Customer Support team](/administrator-guide/contact-administrator-support)
9. Click "Continue" to proceed
10. On the "Reset password" page, enter and confirm your new password. Passwords must meet the following requirements:
    * At least 8 characters long
    * At least one digit (0–9)
    * Can't begin with a hash symbol (#)
    * Palindromes (such as "123aba321") are rejected
    * Can't contain your username

## Reset the password for one of your cardholder team members (admins only)

1. Log in to [dashboard.pexcard.com](http://dashboard.pexcard.com)
2. On the Team Members tab, find and click the name of the cardholder whose password needs to be reset
3. Click the "Reset Password" button at the bottom of the page
4. Review the email address shown for the cardholder - clicking "Reset Password" sends a temporary password to that email address


# How to review transactions with receipts, tags and user notes
Source: https://support.pexcard.com/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes

Administrators and cardholders can add receipts to transactions using the PEX Web App (via a web browser) or the PEX mobile apps.

## Review

To review transactions with receipts and tags:

* Log in as an Administrator to [https://dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
* Click on the Review tab in the left navigation.
  * The Review tab will open to show all "Not reviewed" transactions in the first tab.
  * Receipts uploaded to pending transactions that did not match to a settlement are listed on the "Expired" tab.
* To view a receipt in full, hover over the receipt and click on the receipt anywhere outside of the "Edit" button.
  * The receipt will open as a full screen modal.
* Alternatively, hover over the receipt and click "Edit" to review the receipt in medium size.
  * You can also download the image from the receipt screen by clicking the download button.
* Review the receipt image and corresponding transaction details and notes.
* To complete the review of a receipt, assign it to one of these three statuses:
  * **Approve.** The receipt matches the transaction details and/or the tags assigned to the transaction are correct.
    * Click the "Approve" button.
    * Approved status is indicated by a green badge in the transaction history for the card.
    * The cardholder cannot replace or delete an approved receipt.
  * **Reject:** The receipt does not match the transaction details and/or the tags applied are inaccurate.
    * Click the "Reject" button with the red "x".
    * Reach out to the cardholder to have them attach the correct receipt.
    * When a new receipt is attached, the status will change from "Rejected" to "Not reviewed".
    * "Rejected" status is indicated by a red badge in the transaction history for the card.
  * **Not Reviewed:** A transaction with a receipt will have this status until it is approved or rejected. Admins can choose to scroll to another transaction and leave the transaction in the Not Reviewed status. 
    <Frame>
      <img alt="image.png" />
    </Frame>

Once the Approved or Rejected status is assigned to a transaction with a receipt, it is considered to have been reviewed. The transaction will no longer appear in the "Review" menu unless someone updates the receipt image and/or tag data.

Administrators can replace or delete receipts if the transaction status is "Not Reviewed" or "Rejected".

<Note>
  **Note**:

  * Cardholders CANNOT modify a receipt or notes once it has been approved by an administrator. To update a receipt or note, the administrator must unapprove the transaction, make the required changes, Save, then approve the transaction again.
  * Transactions can be approved from the PEX Web App. The ability to approve or reject is unavailable on the PEX mobile app.
  * If you are unable to approve or reject a transaction, first ensure a receipt is attached, then download the receipt, delete it, then reattach.
  * If a receipt is not attached and a review to approve/decline the transaction is required for the transaction to sync, you may instead add a tag to the transaction.
</Note>

## How to configure the 'Transaction review requirements & missing info reminders' feature

The "Transaction review requirements & missing data reminders" business setting controls when the transactions are sent for the manager's review. You can find it by navigating to [Business settings -> Workflows-> click "Edit" -> find the "Transaction review requirements & missing info reminders" section](https://dashboard.pexcard.com/business-settings/update-business-settings?utm_source=support).

<Frame>
  <img alt="" />
</Frame>

**There are two modes of the business setting: Standard and Basic** 

**Standard mode (use this one if you want receipts to be attached to all transactions):**

* Transactions will not be sent for review until all required tags, receipts, or user notes are added.
* You can set up a threshold for the receipt requirement.
* You can make user notes a part of transaction review requirements and set up a threshold for that.
* 'Admin-only control...' is enabled by default and cannot be disabled. This means that once push/email or SMS receipt reminders are enabled, cardholders won't be able to disable them.
* Mobile push notifications will be sent by default if the PEX mobile app is installed; email and sms have to be enabled by cardholders.

<Frame>
  <img alt="" />
</Frame>

**Basic mode:**

* Transactions will be sent for review when any tags OR receipts are added.
* You can set up a threshold for receipt reminders (mobile push notifications will be sent by default if the PEX mobile app is installed, email and sms have to be enabled by cardholders).
* 'Admin-only control...' means that once push/email or sms receipt reminders are enabled, cardholders won't be able to disable them.

<Frame>
  <img alt="" />
</Frame>

## When transactions get into "Not Reviewed" status

You can see that a transaction is in "Not Reviewed" status in the "Transactions" menu.

<Frame>
  <img alt="" />
</Frame>

And you can also find "Not Reviewed" transactions in the "Review" menu under the "Not Reviewed" tab.

<Frame>
  <img alt="" />
</Frame>

There are conditions for transactions to appear in the "Not Reviewed" status and in the "Not Reviewed" tab:

## Scenario A

* No approval policy set up.
* The “Basic” mode under the “Transaction review requirements & missing info reminders” setting is enabled. 
  <Frame>
    <img alt="" />
  </Frame>
* Admin(s) or cardholders add either a tag (required or not), a receipt, or both.
* Then, the transaction appears to all Admins on the "Not Reviewed" tab.

## Scenario B

* No approval policy set up.
* The “Standard” mode under the “Transaction review requirements & missing info reminders” setting is enabled. 
  <Frame>
    <img alt="" />
  </Frame>
* Admins or cardholders must add required tags and receipts to all transactions to appear to all Admins on the "Not Reviewed" tab.

## Scenario C

* Approval policy is set up.
* The “Standard” mode under the “Transaction review requirements & missing info reminders” setting is enabled.
  <Frame>
    <img alt="" />
  </Frame>
* Admins or cardholders must add all required tags and a receipt for the transaction to appear on the "Not Reviewed" tab, visible only to the Admin(s) assigned to approve or decline the transaction.

## Scenario D

* Approval policy is set up.
* The “Basic” mode under the “Transaction review requirements & missing info reminders” setting is enabled. 
  <Frame>
    <img alt="" />
  </Frame>
* Admins or cardholders must add a tag (required or not) or a receipt, or both, for the transaction to appear on the "Not Reviewed" tab, visible only to the Admin(s) assigned to approve or decline the transaction[.](#scenario-a)


# How to Run Reports
Source: https://support.pexcard.com/administrator-guide/how-to-run-reports

Administrators can generate a wide variety of reports through the Administrator Site.

To access most reports, the *View Card Transactions* permission is required. The *Funding of Cards* permission may also be required to access certain reports.

***Watch a step-by-step demonstration [here](https://pex.navattic.com/i9o02qv)!***

Reports include:

1. Cardholder Activity Reports
2. Cardholder Status Reports
3. Business Account Activity Reports

Reports on transaction activity are **defaulted to 3 months** worth of activity per report or **1.1 million** records.\
If you need more than 3 months of exports please reach out to [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) and they can assist with extension.\
You can use additional filters for the reconciliation and cardholder transaction details reports.

* All report types may be sourced from the time the account was approved to present day in 3-month increments from the admin dashboard.

## How To Run Reports

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click on "Reports" on the left navigation
  </Step>

  <Step>
    Click the "Generate" tab.
  </Step>

  <Step>
    Select the "Run now" radio button if you want to run your report now

    <Frame>
      <img alt="" />
    </Frame>

    *Click the "Run now" radio button to run a report immediately*
  </Step>

  <Step>
    Click on the "Report type" drop down to see the reports available to you
  </Step>

  <Step>
    Click on the report you want
  </Step>

  <Step>
    Select the Start Date and End Date for the report period
  </Step>

  <Step>
    Or select from the following "Quick set" time parameters:

    * Today
    * This month
    * Last month
    * Since this time last month
  </Step>

  <Step>
    Click on the *"Additional filters (optional)"* if you want to filter your reports by specific tag values.

    * Available for the ***Reconciliation*** and ***Cardholder Transaction Details PDF*** reports
    * Filtering by all types of tags is available (dropdown, text, decimal, yes/no, sales tax).
    * Available for Run now, Schedule, and Export
    * Available for the Preview mode
    * Displayed on the *"Scheduled reports"* and *"Report history"* tabs
    * Additional filters functionality is available if your business account has the 'Tag Manager' feature enabled.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click on the "Preview" button to see the report on your screen (HTML format)
  </Step>

  <Step>
    Click the "Generate CSV" button to download the report, or "Print Report" button
  </Step>
</Steps>

### How to Schedule a Report

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click on "Reports"
  </Step>

  <Step>
    Click the "Generate" tab
  </Step>

  <Step>
    Click the "Schedule" radio button
  </Step>

  <Step>
    Click the dropdown to select the report you want, and when you want it to run
  </Step>

  <Step>
    Click on the *"Additional filters (optional)"* if you want to filter your reports by specific tag values.

    * Available for the ***Reconciliation*** and ***Cardholder Transaction Details PDF*** reports
    * Filtering by all types of tags is available (dropdown, text, decimal, yes/no, sales tax).
    * Available for Run now, Schedule, and Export
    * Available for the Preview mode
    * Displayed on the *"Scheduled reports"* and *"Report history"* tabs
    * Additional filters functionality is available if your business account has the 'Tag Manager' feature enabled.
  </Step>

  <Step>
    Click the "Schedule report" button

    <Frame>
      <img alt="" />
    </Frame>

    *Click the "Schedule" radio button to schedule when reports are run*
  </Step>
</Steps>

## How to See Completed and Scheduled Reports

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click on "Reports"
  </Step>

  <Step>
    Click the "Report History" tab to download completed reports
  </Step>

  <Step>
    Click the "Scheduled Reports" tab to see (and edit) scheduled reports

    <Frame>
      <img alt="" />
    </Frame>

    *Click "Report History" to see completed reports*
  </Step>
</Steps>

## How to Customize Reports

After you click the "Preview" button to generate a report:

1. Select which columns you want to see on the HTML report
   * Click the \[data table] icon at the left bottom corner of the report
   * From the menu, choose which columns you want to display. The data fields will be added or removed instantly as you click the checkboxes
   * Click the "X" to close the menu

<Frame>
  <img alt="" />
</Frame>

*Click the \[data table] icon. Select checkboxes to customize a report*

**Report Types**

The PEX system can generate a wide range of useful reports:

**Settlements**

1. Spend by card - *List transactions grouped by card*
2. Spend by category - *List transactions grouped by spend category*
3. Spend by group - *List all transactions by cardholder group*
4. Spend by transaction - *List all transactions by date*
5. Settlement detail - *List all transactions by date*
6. Authorized amount vs settled amount - *Compare authorization amount and final settlement amount for all transactions*

**Authorizations**

1. Authorization detail - *List all card-authorization transactions by date*
2. Declined authorizations - *List all card-declined transactions by date*
3. Expired authorizations - *Authorizations that expired without being settled*
4. Outstanding authorizations - *Authorizations that have not yet been settled*

**Funding**

1. Business account funding transactions - *List all business account fund transactions by date*
2. Card funding transactions - *List all card funding transactions by date*

**Status**

1. Cardholder available balance - *List all cardholders and their available balance and status*


# How to Send a Cardholder Invite
Source: https://support.pexcard.com/administrator-guide/how-to-send-a-cardholder-invite

Invite a new cardholder to register their PEX card and create login credentials, and verify whether a card has already been registered.

Cardholders are able to register their cards and create cardholder accounts before their cards are received in the mail. Cardholders are still able to register their cards upon receipt.\
Cards may only be registered once to create a cardholder login account.

* If a card is replaced by PEX, the same login credentials must be used to login to the same card account. The cardholder will be able to view their replacement card account details when they login after the administrator activates the card on the administrator dashboard.
* If a brand new card is created on the administrator dashboard, the new card account must be registered to create new login credentials. These accounts will not be linked in any way as they are two separate card accounts.
   

### **How to verify if a card has been registered**

Locate the card under the *Cards* tab, click on the card name.\
Go to the *Owner or Profile* tab on the far right.\
If this says *Owner*, their card has already been registered.

<Frame>
  <img alt="" />
</Frame>

If this says *Profile*, the card has not yet been registered.

<Frame>
  <img alt="" />
</Frame>

A username, password, security question and answer has not yet been created by the cardholder and may be created by sending the *Invite*.

### **How to send a cardholder invite**

Locate the appropriate card under the *Card*s tab, click on the card name.\
Go to the **Profile** tab.\
Click on the *Send Invite* button.

<Frame>
  <img alt="" />
</Frame>

Once the cardholder receives this email, they will be prompted to either *Activate My Account* or click on the URL.

* If the cardholder has their card in hand, advise them to proceed to click *Activate My Account*.
* If the cardholder does not yet have their card in hand, advise them to proceed to click on the URL hyperlink in the email to complete their cardholder login credentials.

<Note>
  **Note**:

  The cardholder invite will expire after 96 hours. If needed, any administrator may resend the cardholder invite the same way it was originally sent.
</Note>

Once the cardholder has registered their card, and created login credentials, they will have set up a username for their card account. On the administrator dashboard, the *Send Invite* button will no longer be available for this card account as it will be replaced by the completed *Owner* tab.


# How to send card to vendor
Source: https://support.pexcard.com/administrator-guide/how-to-send-card-to-vendor

Deliver a PEX vendor card directly to a supplier from the dashboard so they can start accepting payments from your account.

Sending a vendor card from your PEX account to a supplier is easy. Firstly, you have to create a vendor card. Only business administrators with the needed permissions ("Funding of Cards", "View Card Usage" and MFA enabled) can send vendor cards to suppliers from the PEX Dashboard website.

<Frame>
  <iframe title="Vendor Card Delivery" />
</Frame>

## (Self-service) How to send card to vendor

<Steps>
  <Step>
    Navigate to the login page: [https://dashboard.pexcard.com/](https://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Log in to the Dashboard.
  </Step>

  <Step>
    Navigate to "Cards" on the left menu tab.
  </Step>

  <Step>
    Open "Vendors".

    * If a card hasn't been created yet, click the "ORDER CARDS" button in the upper corner of the page to create a new vendor card. [Learn more](/administrator-guide/how-to-create-vendor-cards)
  </Step>

  <Step>
    Open card details.
  </Step>

  <Step>
    If you are an admin with "Funding of Cards", and "View Card Usage" permissions, and MFA turned on, the "Send to vendor" button will be displayed on the card image.

    <Note>
      **Note:**

      If you see the "Help" sub-tab, the "Send to Vendor" button will not be available. Please use the instructions displayed under the "Help" sub-tab to process your payment.
    </Note>
  </Step>

  <Step>
    Hover on the card image.
  </Step>

  <Step>
    Click the "Send to vendor" button.
  </Step>

  <Step>
    Provide the following information on the "Send to vendor" screen:

    * **Email (for remittance)** — required
    * **Message for vendor** — optional
    * **Invoice details** — optional
  </Step>

  <Step>
    We recommend you open "Spend rules" and set up the following rules: uncheck "Auto card funding", set "Time-based spend limits", set a whitelist in the "Merchants" and other spend rules to mitigate risks of compromised card usage.
  </Step>

  <Step>
    Click "Preview" to review and verify the provided details.
  </Step>

  <Step>
    Be aware that full card details (card number, expiration date, and CVV) will be sent to the vendor.
  </Step>

  <Step>
    Click "Send" if everything looks good or "Edit" in case you want to correct something.
  </Step>

  <Step>
    Success: Your vendor card has been sent to the vendor via email.
  </Step>
</Steps>

## Vendor card sending FAQ

<AccordionGroup>
  <Accordion title="Can I send my vendor card multiple times?">
    Yes, you can send your card multiple times.
  </Accordion>

  <Accordion title="How can the vendor review my card details?">
    To review full card details (card number, expiration date, CVV code) the vendor has to follow the link from the email.
  </Accordion>

  <Accordion title="How long will the vendor be able to open a link to review my card details?">
    There are two triggers for link expiration: following the link (first redemption) or 30 days from the moment of sending.
  </Accordion>

  <Accordion title="How can I mitigate the risks of compromised card usage?">
    We recommend you open "Spend rules" on the "Card details" page and set up the following rules: uncheck "Auto card funding" if possible, set "Time-based spend limits", and configure a whitelist in the "Merchants" section.
  </Accordion>

  <Accordion title="Will I receive any notifications about sending vendor cards to a supplier or viewing them by the supplier?">
    Yes, once the card is sent to the supplier all admins will receive an email notification. If the card is viewed by the vendor, email notifications will be sent to all administrators.
  </Accordion>

  <Accordion title="Can I review the history of vendor card sending?">
    Yes, please open the "Send History" sub-tab on the "Card Details" page to review the history of vendor card sending.
  </Accordion>

  <Accordion title="Can I cancel the card sending?">
    No, once a vendor card has been sent to the vendor, you can't cancel it. However, you can block or close it so as not to allow card use by the vendor.
  </Accordion>
</AccordionGroup>


# How to Set a PIN for a Cardholder
Source: https://support.pexcard.com/administrator-guide/how-to-set-a-pin-for-a-cardholder

Unlike some other cards, your PEX card does not require a PIN to work and can be processed as credit at the POS (Point of Sale)

As an administrator with Add/Edit/Terminate Card permission, you can set or change a cardholder's PIN from the admin dashboard or the PEX mobile app. Both methods are covered below.

## Set or change a PIN from the dashboard

1. Log in to [dashboard.pexcard.com](http://dashboard.pexcard.com)
2. Click "Cards"
3. Locate and click the cardholder's name
4. Click the three dots (⋮) on the far right of the details page
5. Select "Set PIN" from the dropdown
6. Enter and re-enter the 4-digit PIN in the fields provided, following the PIN requirements shown on screen
7. Check the box if you want to let the cardholder change the PIN directly
8. Click the blue "Set" button

## Set or change a PIN from the mobile app

Download the app if you haven't already — it's free, though carrier data rates may apply:

* [iOS app (App Store)](https://itunes.apple.com/app/id584331280)
* [Android app (Google Play)](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)

Then:

1. Log in to the mobile app
2. Tap the "Cards" icon at the bottom of the screen
3. Tap the cardholder's name
4. Tap "PIN"
5. Enter and re-enter the 4-digit PIN, following the PIN requirements shown on screen
6. Tap "Save" to set the PIN

<Note>
  **Good to know:**

  * **A PIN doesn't unlock cash.** Setting a PIN never gives a cardholder cash access - not at an ATM, and not as "cash back" at checkout.
    **If a cardholder forgets their PIN**, PEX Customer Service can't recover or reset it - only an administrator can. The cardholder should contact their administrator for a new one, or, if you checked the box in step 7 (dashboard) above, they can change it themselves.
    **A PIN isn't required to use the card.** PEX cards work without one! A cardholder can always complete a purchase by processing it as credit instead:
    * At the point of sale, choose the "Bypass PIN" option if the terminal offers it and follow the prompts to complete the purchase as credit.
    * If bypass isn't offered, try a [mobile wallet](/administrator-guide/adding-a-pex-card-to-a-digital-wallet-admin-guide), or ask the cashier to run the card as credit.
</Note>


# How to Set Per Purchase Spending Limits, by Merchant Category (Administrator Site)
Source: https://support.pexcard.com/administrator-guide/how-to-set-per-purchase-spending-limits-by-merchant-category-administrator-site

Administrators can set, against any Merchant Category (MCC), a maximum amount that a cardholder can spend on a single purchase (i.e., a single transaction). This can control employee spending, by limiting how much cardholders can spend per purchase at a restaurant, or on transportation, etc.

## How to Set the Spending Limit per Purchase, by Merchant Category

<Steps>
  <Step>
    Log in to [https://dashboard.pexcard.com/](https://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" tab
  </Step>

  <Step>
    Click on the name of the cardholder
  </Step>

  <Step>
    Click "Spend Rules" tab on the card details screen
  </Step>

  <Step>
    Scroll down to Merchant Categories and choose the category where you want to control the cardholder's spending per purchase.
  </Step>

  <Step>
    Add a maximum value in the Per Purchase field
  </Step>

  <Step>
    Click the "Save Changes" button. A confirmation screen will ask to confirm this action to update the spend rules.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

*Enter spend limit per purchase in the box. Click the "Save Changes" button.*

<Note>
  **Note:**

  1. The Per Purchase spending limit applies to *single* transactions, not to aggregate/cumulative spending against a Merchant Category.
     * If a cardholder's spend limit for Restaurants is \$100 Per Purchase, then PEX will decline a transaction that's submitted in the amount of \$101
     * As long as there's a sufficient balance on the card, however, the system will approve multiple individual transactions in Restaurants for \$99 each -- so that in the aggregate, the cardholder might spend much more than \$100 in Restaurants
  2. When you set maximum spending limits for two separate Categories, they may share one or more of the same MCCs. If they do, then the system will send you a warning message to tell you that this can create conflicts.
  3. When multiple categories with Maximum spend limits contain the same MCC, then PEX will apply the *lowest* spending limit to that MCC, for example:
     * MCC #5661, Shoe Stores, is contained in the PEX Merchant Category "Retail Stores." You have set a Max Purchase limit of \$500 per transaction for "Retail Stores."
     * MCC #5661, Shoe Stores, is also contained in a Custom Merchant Category "Shoes," where you have set a Max Purchase spending limit of \$200 per transaction.
     * The Max Purchase limit for that cardholder for MCC #5661 will therefore be \$200 per transaction, because PEX enforces the lower limit.
  4. If you enter a Daily spend limit in addition to a Per Purchase spend limit, the Per Purchase limit cannot be greater than the Daily limit (e.g., a cardholder cannot have a Daily spend limit of \$200 and a Per Purchase spend limit of \$500).
     * In a case like that, the system will send you an error message
     * You will not be able to continue until the conflict is resolved
</Note>


# How to Set Per Purchase Spending Limits, by Merchant Category (Mobile App)
Source: https://support.pexcard.com/administrator-guide/how-to-set-per-purchase-spending-limits-by-merchant-category-mobile-app

PEX gives Administrators sophisticated tools to manage cardholder spending, by limiting how much cardholders can spend on a single purchase in any Merchant Category (e.g., Restaurants, Retail Stores).

Administrators can set Per Purchase Spend Rules for cardholders through the Mobile App:

* Download the [iOS app from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
* The download is free but carrier data rates may apply

## How to set the spend limit per purchase, by merchant category, using the Mobile App

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click the "Cards" icon at the bottom of the screen
  </Step>

  <Step>
    Navigate to the cardholder
  </Step>

  <Step>
    Click on the cardholder's name
  </Step>

  <Step>
    Click "Spend Rules"
  </Step>

  <Step>
    Click on "Merchant categories"
  </Step>

  <Step>
    Click on the Merchant Category where you want to limit spending
  </Step>

  <Step>
    Enter the Per Purchase Limit amount in the first field
  </Step>

  <Step>
    Click "Save" in the upper right corner
  </Step>

  <Step>
    The Per Purchase limit now appears in the Category description
  </Step>
</Steps>


# How to Set Spend Limits by Merchant Category
Source: https://support.pexcard.com/administrator-guide/how-to-set-spend-limits-by-merchant-category

Admins may set a per transaction dollar limit for any merchant category using a spending rule that is applied to the cardholder's account. Admins can also set wider spending policies for the organization in Business Settings. This feature is useful to ensure that company spending policies are enforced by declining transactions that exceed company maximums and allowing only anticipated levels of spending.

This makes it easier than ever to control employee spending by limiting transaction amounts at restaurants, on transportation, and more.

When you create or modify a spending rule, you'll see a max purchase field to the right of the merchant category. In the "Per Purchase" field, any single transaction will be limited to the amount you enter in that field.

**PEX Dashboard > Cards > Cardholder Profile (Name) > Spend Rules:** 

<Frame>
  <img alt="" />
</Frame>

When you set the transaction limit, be sure to click **Save Changes** or **Update** to save the spending rule or spending policy. The value will not save automatically without this action.

<Note>
  **Note:**

  * The max purchase limit will be applied to single transactions, but does not apply to aggregate transaction volume. For example, if a merchant category limit is set to \$100 a \$101 transaction will be declined, but multiple \$99 transactions will be approved as long as there is sufficient card balance.
  * When you enable two separate merchant categories that contain one or more of the same MCCs, a warning message will appear advising that this can create conflicts. The lower max purchase limit will be applied when there is more than one max purchase limit that is associated with an MCC.
  * If you enter a daily spend limit, you cannot enter any max purchase limit that is greater than the daily spend limit. If you do so, you will receive an error message and won't be able to continue until the conflict is resolved.
</Note>


# How to Set Time-Based Spend Limits (Administrator Site)
Source: https://support.pexcard.com/administrator-guide/how-to-set-timebased-spend-limits-administrator-site

Set daily, weekly, monthly, annual, or lifetime spending limits for cardholders from the PEX administrator dashboard.

The PEX system gives Administrators powerful tools for controlling cardholder spending — by setting limits on how much a cardholder can spend in a certain period of time:

* Daily (24 hour period — Midnight to Midnight ET)
* Weekly (Sunday to Saturday)
* Monthly (1st to 31st)
* Annual (Jan 1st to Dec 31st)
* Lifetime

<Note>
  **Note:**

  Different Plans have different features. Please check your PEX Plan (contact your Account Manager for details):

  * CORE
  * PRO
  * INFINITE
</Note>

## How to set time-based spend limits through the Administrator Site

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" tab on the left side of the page
  </Step>

  <Step>
    Locate and click on the cardholder's name to open the card details page
  </Step>

  <Step>
    Click on "Spend Rules" on the card details page
  </Step>

  <Step>
    Click on the "Add Per-Time Limit" button to select from a dropdown menu the time period(s) where you will limit spending (as your Plan allows):

    * Daily
    * Weekly
    * Monthly
    * Annual
    * Lifetime

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Enter a value in the field and hit enter.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    A confirmation window will open for you to confirm the update to the cardholder spend rules.

    <Note>
      **Note:**

      a Time-Based Spend Limit can be deleted by clicking the red "X" next to the rule.
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# How to Set Time-Based Spend Limits (Mobile App)
Source: https://support.pexcard.com/administrator-guide/how-to-set-timebased-spend-limits-mobile-app

Set daily, weekly, monthly, yearly, or lifetime spending limits for cardholders from the PEX administrator mobile app.

The PEX system gives Administrators powerful tools for controlling cardholder spending — by setting limits on how much a cardholder can spend in a predetermined period of time:

* Daily (24 hour period — Midnight to Midnight ET)
* Weekly (Sunday to Saturday)
* Monthly (1st to 31st)
* Yearly (Jan 1 to Dec 31)
* Lifetime

<Note>
  **Note:**

  Different Plans have different features. Please check your Plan.
</Note>

Administrators can set Time-Based Spend Rules for cardholders using the Mobile App:

* Download the [iOS app from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
* The download is free but carrier data rates may apply

## How to set time-based spend rules using the Mobile App

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click the "Cards" icon at the bottom of the screen
  </Step>

  <Step>
    Navigate to the cardholder
  </Step>

  <Step>
    Click on the cardholder's name

    *Click the "Cards" icon to see the list of cardholders. Click on the cardholder's name.*
  </Step>

  <Step>
    Click on "Spend Rules"

    *Click "Spend Rules"*
  </Step>

  <Step>
    Click "Time-based spend limits"
  </Step>

  <Step>
    Enter the amount of the spend limit into the appropriate field:

    * Daily
    * Weekly
    * Monthly
    * Yearly
    * Lifetime
  </Step>

  <Step>
    Click "Save" in the upper right-hand corner
  </Step>
</Steps>

*Enter amounts into the "Limit" fields. Click "Save."*

<Note>
  **Note:**

  * The spend limits for shorter time periods must be lower than the spend limits for longer time periods
    * A cardholder cannot have a Daily spend limit of $900 with a Monthly spend limit of $500 (the system will not allow it)
  * It is not necessary to enter a value into every field.
    * You can leave fields blank (no time-based spend limit), and just click "Save".
</Note>


# How to set up spend policy
Source: https://support.pexcard.com/administrator-guide/how-to-set-up-spend-policy

Spend policies can be applied to cards to designate where and how the cards can be used. It helps decrease the potential for fraud and misuse. Once a spend policy is applied or updated, it takes effect immediately.

Spend policies can be applied to cards to designate where and how the cards can be used. It helps decrease the potential for fraud and misuse. Once a spend policy is applied or updated, it takes effect immediately.\
You can create multiple spend policies for your business accounts and apply them to different cardholders or cardholder groups.

***Watch a step-by-step demonstration [here](https://pex.navattic.com/1va0xg3)!***

## How to create spend policy

* Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com/)
* Click "Business settings" on the left menu
* Navigate to the 'Spend policies' top menu tab
* Click the 'Create new policy' button
* Enter policy name
* Configure rules to meet your business needs:

  ### General rules:

  Use auto-card funding:Auto Card Funding is an easy way to give your cardholders access to funds without needing to directly fund a card. This feature increases liquidity as it allows you to give multiple cardholders access to all the funds available in your PEX Account and eliminates the need to fund each card individually.

  International use:

  *Definition of "International"*

  * PEX defines as "International" any transaction outside the 50 US States and the District of Columbia
  * This is the case even when the transaction is denominated in US Dollars (e.g., in Panama, where US dollars are legal tender)

  *ISA (International Service Assessment) Fee*

  * International transactions incur the mandatory International Service Assessment (ISA) fee, 3% of the value of the transaction
  * Administrators can see the ISA fee as a separate line item within the transactions list

  ### In-person and online spend rules:

  No restrictions - A Cardholder can make purchases in-person and online.\
  Card present (in-person) transactions only - Cardholder can ONLY make purchases in-person.\
  Card not present (online) transactions only - Cardholder can ONLY make purchases online.

  ### Time-based spend limits:

  The PEX system gives Administrators powerful tools for controlling cardholder spending -- by setting limits on how much a cardholder can spend in a certain period of time:

  * * Daily (24 hour period -- Midnight to Midnight ET)
    * Weekly (Sunday to Saturday)
    * Monthly (1st to 31st)
    * Annual (Jan 1st to Dec 31st)
    * Lifetime

### Merchant categories:

Note: Admins may set a per-transaction dollar limit for any merchant category. This feature is useful to ensure that company spending policies are enforced by declining transactions that exceed company maximums and allowing only anticipated levels of spending.\
This makes it easier than ever to control employee spending by limiting transaction amounts at restaurants, on transportation, and more.\
When you create or modify a spending rule, you'll see a max purchase field to the right of the merchant category. In the "Per Purchase" field, any single transaction will be limited to the amount you enter in that field.

<Frame>
  <img alt="" />
</Frame>

### Merchants:

Merchant locking is a convenient way to restrict spending, and can be done by using merchant deny list / allow list, or by creating a vendor card and locking to a single vendor.

When searching for a vendor, it is important to keep the following tips in mind:

* * Ensure that the spelling and spacing are accurate, including dashes and apostrophes
  * Enter as many characters as possible for the most accurate search results
  * If the merchant you’re searching for has a name shorter than 4 characters, try entering in a 'space' character

If you are still unable to find the vendor you want, you can choose to expand your search (see below). However, the merchant results that appear from an expanded search have not been validated in our database and it is up to your discretion to use them for your card restrictions.

### Limit days for spending:

In cases where your employees or volunteers should not be able to spend on all seven days of the week, PEX provides the ability to limit spend by day of week. For example, you can limit spend to only Monday - Friday, or only Saturday/Sunday. Purchases made outside of these days will be declined automatically.\
Note: Days of the week are defined from midnight ET to 11:59:59ET daily.

<Frame>
  <img alt="" />
</Frame>

### Limit states for spending:

For organizations with limited geographical operations, you can reduce your risk of fraud by limiting spend by state. For example, if your organization primarily operates in California, you may wish to prevent spend in other states, especially those on the East Coast. Spend that takes place out of permissible state(s) will be automatically declined.\
Use the arrow buttons to move states from the "approved states" list to the "blocked states" list and vice versa.\
Tip: Hold cmnd+click (mac) or ctrl/shift+click (win) to select multiple states

<Frame>
  <img alt="" />
</Frame>


# How to Setup and Create Tags with Tag Manager
Source: https://support.pexcard.com/administrator-guide/how-to-setup-and-create-tags-with-tag-manager

Use Tag Manager to create transaction tags for coding, categorizing, or reconciling PEX transactions to your general ledger.

*Transaction tags are currently available with* [*select account types.*](https://www.pexcard.com/pricing?utm_source=support)

***Watch a step-by-step demonstration [here](https://pex.navattic.com/pde05w9)!***

Transaction tags are an easy, flexible way to attach additional data and information to transactions. Tags can help you code/categorize transactions or assist with reconciliation:

* Tags are often used to attach GL (general ledger) codes to transactions
* You can use tags to note when a transaction should be billed to a client and the name of the client for the billing

Tags must be configured in the Administrator application before they can be used by cardholders.

<Note>
  **Note:**

  If you are using [QuickBooks Online](/administrator-guide/create-pex-tags-for-quickbooks-online), [Aplos](/administrator-guide/pex-connector-for-aplos-preconfiguration), or one of the other accounting systems with a PEX Connector, you can use the connector to automatically create tags in PEX. The connector will keep your tab structure in sync and ensure that tagged transactions will always match your GL codes in PEX.
</Note>

## How to access Tag Manager

To open Tag Manager:

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support).
  </Step>

  <Step>
    Click **Business Settings** in the left-hand navigation.
  </Step>

  <Step>
    Click **Workflows**.
  </Step>

  <Step>
    Click **Tag Manager**.
  </Step>
</Steps>

<Note>
  **Note:**

  To see the "Tag Manager" tab and edit tags, you must have either the "Manage Cardholders" or "Edit Business Settings & Apps" permission. If you have the proper permissions but still do not see an option for "Tag Manager," please contact Admin Support for assistance.
</Note>

## Create a new tag

From the [Tag Manager](https://dashboard.pexcard.com/business-settings/tags?utm_source=support) page:

* Click **Add Tag**.
* Select the tag type you want to create — this determines how it will appear to Admins and cardholders. Select the tag type based on the type of information you want to attach to a transaction. A tag can be:
  * Dropdown
    * It is used to code transactions with GL codes, classes, departments, etc.
  * Text
    * It is a free-text entry tag that can be alphabetical, numerical, alphanumeric, or none (unrestricted).
  * Decimal
    * It allows decimal numbers (such as a dollar amount).
  * Sales Tax (\$)
  * Yes/No
    * Yes/No tag is shown as a checkbox.

### Dropdown

It is used to code transactions with GL codes, classes, departments, etc. 

* Name your tag.
  * This is what Admins and cardholders will see in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Optionally, you can add a description.
* Choose whether or not the tag is enabled. 
  * When the "Enabled" checkbox is selected, users will see this tag in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Choose whether or not the tag is required. 
  * When the "Required" checkbox is selected, users must add this tag when they click "Add" or "Edit" in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Click **Save**.

#### Add options

There are three ways to add tag options:

1. [Automatically import options from your accounting system](#automatically-import-options-from-your-accounting-system)
   * PEX recommends this way if you want to use existing GL codes from your accounting system.
2. [Add options manually](#add-options-manually)
3. [Import options from CSV](#import-options-from-csv)

#### Automatically Import Options from Your Accounting System

Refer to the relevant article based on your accounting system:

* **QuickBooks Online**: [Create PEX tags for QuickBooks Online](/administrator-guide/create-pex-tags-for-quickbooks-online)
* **Aplos**: [PEX Connector for Aplos: Pre-configuration](/administrator-guide/pex-connector-for-aplos-preconfiguration)
* **NetSuite**: [Create PEX tags for NetSuite](/administrator-guide/create-pex-tags-for-netsuite)
* **Blackbaud**: [Create PEX tags for Blackbaud](/administrator-guide/create-pex-tags-for-blackbaud)
* **Xero**: [Create PEX tags for Xero](/administrator-guide/create-pex-tags-for-xero)

#### Add Options Manually

* Click **Add option**.

<Frame>
  <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
</Frame>

* Name your option.

<Frame>
  <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
</Frame>

* This name is what the Admins and cardholders will see in the dropdown list.

<Frame>
  <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
</Frame>

* This field is limited to 200 characters. We recommend using shorter lengths as the full name may be cut off before that on older mobile devices / smaller screens.
* Add **Option Value**. 
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
  * The "Option Value" is a code used in your accounting software.
  * It provides a 1-to-1 match with your system to track and analyze transactions.
  * The "Option Value" is often (though not always) a number, e.g., a GL account number.
  * The cardholder does not see the option value.

<Note>
  **Note:**

  All option values must be unique. You will receive a duplicate entry error if the option values are not unique.
</Note>

* **Enabled** controls whether this option can be used on transactions.
  * If it is disabled, the option will not be shown in the dropdown list.

<Frame>
  <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
</Frame>

**Set tag option availability**

* Available to. You can show only relevant and necessary tag options to your employees when they tag their purchases. Note that this is available only to tags of a [Dropdown](#dropdown) tag type.  The "Available to" field lists all your groups. By default, every tag option is available to all cardholders. From the dropdown, select the relevant group(s) to limit the option's visibility and availability to those specific cardholders. You can select multiple groups. See more details in ["How to limit tag values with tag restrictions?"](/administrator-guide/how-to-limit-tag-values-with-tag-restrictions)
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Click **Save**.

##### Import CSV

You can import tag options by uploading them to PEX in a .csv (Comma Separated Values) formatted file.

* PEX does not accept uploads in proprietary formats like .xls (Excel) or .numbers (Numbers).
* Popular programs like Excel and Numbers will let you save files as .csv
* If you have problems importing the information to PEX, please see ["Fixing Common Errors with File Imports"](/administrator-guide/fixing-common-errors-with-file-imports).

Click **Import CSV** to import option values in bulk.

* Click **Select file**.
* Select the .csv file you want to upload
* Click **Open**.
* Click **Import** to upload the .csv file
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
  File example:
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>

**Note**:

* All names must be unique. You cannot add two tag options with the identical names. 
  * You will receive a duplicate entry error if the names are not unique.
* All option values must be unique. You cannot add two tag options with the identical option values. 
  * You will receive a duplicate entry error if the option values are not unique.
* If you manually add options and later import csv option values, the system will not duplicate the same tag option values from your csv if you've already added them manually.
* If you want your tag option to be available to everyone, leave a blank value in the "AVAILABLE\_TO" column.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* If the “Replace all existing options” is checked while importing a csv file then:
  * All existing tag options will be **disabled**.
  * New tag options will be added as enabled or disabled depending on the ENABLED column in the csv file.
* If you already have tag options saved but want to update them using a csv file, keep the following in mind:
  * Scenario A 
    * Update name for tag option A in the csv file
    * Do not update option value for tag option A in the csv file
      Then after importing the file:
    * No new tag option will appear
    * The name of an existing tag option A will be updated.
  * Scenario B 
    * Update name for tag option A in the csv file
    * Update option value for tag option A in the csv file
      Then after importing the file:
    * A new tag option B will appear with updated name and option value
    * An existing tag option A will not be updated.
  * Scenario C 
    * Update option value for tag option A in the csv file
    * Do not update name for tag option A in the csv file Then after importing the file:
      * You will receive a duplicate entry error because you cannot have both a new tag and an existing tag with identical names.
  * Scenario D 
    * Update "Enabled" for tag option A in the csv file Then after importing the file, the "Enabled" for an existing tag option A will be updated.

#### Options filters and actions

There are several actions you can take with options, including:

**Filtering options by:**

* Enabled/disabled status
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>

**Finding an option by name or value:**

* If you're searching for the disabled option but the list is filtered to hide disabled options, it won’t appear in the search results.
* Clear the filters to display all options first, then run the search.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>

**Disabling an option:**

<Steps>
  <Step>
    Select the option(s).
  </Step>

  <Step>
    Click **Actions**.
  </Step>

  <Step>
    Click **Disable**.
  </Step>

  <Step>
    Confirm your selection.

    <Frame>
      <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
    </Frame>
  </Step>
</Steps>

**Enabling an option:**

<Steps>
  <Step>
    Select the option(s).
  </Step>

  <Step>
    Click **Actions**.
  </Step>

  <Step>
    Click **Enable**.
  </Step>

  <Step>
    Confirm your selection.

    <Frame>
      <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
    </Frame>
  </Step>
</Steps>

**Editing an option:**

* Click the **pencil icon** next to the option you want to edit.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>

**Reordering options:**

<Steps>
  <Step>
    Select the option(s).
  </Step>

  <Step>
    Locate the row where you want to move the option(s).
  </Step>

  <Step>
    Click the **three-dot vertical menu**.
  </Step>

  <Step>
    Click **Move selected here**.

    <Frame>
      <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
    </Frame>
  </Step>
</Steps>

**Sorting options alphabetically:**

* Click **Sort alphabetically**.
* Confirm.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>

**Exporting option csv file:**

* Click **Export CSV**.

### Text

It is a free-text entry tag that can be alphabetical, numerical, alphanumeric, or none (unrestricted).

* Name your tag.
  * This is what Admins and cardholders will see in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Optionally, you can add a description.
* Choose whether or not the tag is enabled. 
  * When the "Enabled" checkbox is selected, users will see this tag in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Choose whether or not the tag is required. 
  * When the "Required" checkbox is selected, users must add this tag when they click "Add" or "Edit" in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Select a validation type for the field:
  * None
  * Alphabetic
  * Numeric
  * Alphanumeric
* Add Min Characters
* Add Max Characters 
  * If you want users to enter an exact number of characters, set the same value for both the Minimum allowed characters and Maximum allowed characters fields.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Click **Save**.

### Decimal

It allows decimal numbers (such as a dollar amount).

* Name your tag.
  * This is what Admins and cardholders will see in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Optionally, you can add a description.
* Choose whether or not the tag is enabled. 
  * When the "Enabled" checkbox is selected, users will see this tag in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Choose whether or not the tag is required. 
  * When the "Required" checkbox is selected, users must add this tag when they click "Add" or "Edit" in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Click **Save**.

### Sales Tax (\$)

* Name your tag.
  * This is what Admins and cardholders will see in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Optionally, you can add a description.
* Choose whether or not the tag is enabled. 
  * When the "Enabled" checkbox is selected, users will see this tag in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Choose whether or not the tag is required. 
  * When the "Required" checkbox is selected, users must add this tag when they click "Add" or "Edit" in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Click **Save**.

### Yes/No

Yes/No tag is shown as a checkbox.

* Name your tag.
  * This is what Admins and cardholders will see in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Optionally, you can add a description.
* Choose whether or not the tag is enabled. 
  * When the "Enabled" checkbox is selected, users will see this tag in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Choose whether or not the tag is required. 
  * When the "Required" checkbox is selected, users must add this tag when they click "Add" or "Edit" in the Tags section on a transaction.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>
* Click **Save**.

## Tag filters and actions

There are several actions you can take with tags, including:

**Filtering tags by:**

* Type
* Enabled status
* Required status
* Deleted status
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>

**Finding a tag by name:**

* If you're searching for a deleted tag but the list is filtered to hide deleted tags, it won’t appear in the search results.
  * The same is true for all other statuses: enabled, disabled, required, not required.
* Clear the filters to display all tags first, then run the search.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>

**Disabling a tag:**

<Steps>
  <Step>
    Select the tag(s).
  </Step>

  <Step>
    Click **Actions**.
  </Step>

  <Step>
    Click **Disable**.
  </Step>

  <Step>
    Confirm your selection.

    <Frame>
      <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
    </Frame>
  </Step>
</Steps>

**Enabling a tag:**

<Steps>
  <Step>
    Select the tag(s).
  </Step>

  <Step>
    Click **Actions**.
  </Step>

  <Step>
    Click **Enable**.
  </Step>

  <Step>
    Confirm your selection.

    <Frame>
      <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
    </Frame>
  </Step>
</Steps>

**Making a tag required:**

<Steps>
  <Step>
    Select the tag(s).
  </Step>

  <Step>
    Click **Actions**.
  </Step>

  <Step>
    Click **Make required**.
  </Step>

  <Step>
    Confirm your selection.

    <Frame>
      <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
    </Frame>
  </Step>
</Steps>

**Making a tag not required:**

<Steps>
  <Step>
    Select the tag(s).
  </Step>

  <Step>
    Click **Actions**.
  </Step>

  <Step>
    Click **Make not required**.
  </Step>

  <Step>
    Confirm your selection.

    <Frame>
      <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
    </Frame>
  </Step>
</Steps>

**Deleting a tag:**

<Steps>
  <Step>
    Select the tag(s).
  </Step>

  <Step>
    Click **Actions**.
  </Step>

  <Step>
    Click **Delete**.
  </Step>

  <Step>
    Confirm your selection.

    <Frame>
      <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
    </Frame>
  </Step>
</Steps>

**Editing a tag:**

* Click the **pencil icon** next to the tag you want to edit.
  <Frame>
    <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
  </Frame>

**Reordering tags:**

<Steps>
  <Step>
    Select the tag(s).
  </Step>

  <Step>
    Locate the row where you want to move the tag(s).
  </Step>

  <Step>
    Click the **three-dot vertical menu**.
  </Step>

  <Step>
    Click **Move selected here**.

    <Frame>
      <img alt="PEX: How to Setup and Create Tags with Tag Manager" />
    </Frame>
  </Step>
</Steps>

## FAQ

<AccordionGroup>
  <Accordion title="I am using a csv to upload tag options for a dropdown tag. What does this error mean: &#x22;CSV file has one or more duplicate entries">
    **Option values (usually GL codes) must be unique.** Please ensure there are no duplicate option values in your file.
  </Accordion>

  <Accordion title="Once a cardholder has tagged their transactions, how can I prevent them from changing the tag at a later time?">
    Once a transaction has been approved or rejected by an administrator, the cardholder can no longer edit or change a tag for the transaction.
  </Accordion>

  <Accordion title="How can I ensure that I receive transactions for review only when the required tags have been added?">
    Enable the "Review requirements" business setting. More details [here](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes#review).
  </Accordion>

  <Accordion title="What tag option values can Admins view and use when updating a tag(s) on a purchase?">
    Tag restrictions do not impact Admins. Every Admin can view and use all tag options, regardless of restrictions.
  </Accordion>

  <Accordion title="What does the asterisk (*) next to a tag name mean?">
    The asterisk (\*) next to a tag name indicates that the tag is **required** for all purchases. When a tag is marked as required:

    * Cardholders and Admins must fill in this tag before they can save tags on a transaction.
    * The "Required?" setting is configured on the **Settings** tab when creating or editing a tag. Check "Required?" to ensure a valid value for this tag must always be supplied.
    * If your account has [review requirements](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes#review) enabled, transactions without the required tag will remain in the review queue until the tag is completed.

    **How to set or change this:**

    1. Go to **Business Settings** > **Workflows** > **Tag Manager**.
    2. Click the **pencil icon** next to the tag you want to edit, or select the **Required** checkbox when creating a new tag.
    3. Check or uncheck **Required** and click **Save**.

    You can update this setting at any time — it takes effect immediately for all future transactions.
  </Accordion>

  <Accordion title="Can I delete a tag?">
    Yes. To delete a tag, select the tag(s) → click **Actions** → click **Delete** → confirm your selection.  We recommend disabling tags instead of deleting them. That way, you won't need to recover them if you need them again later. To disable a tag, select the tag(s) → click **Actions** → click **Disable** → confirm your selection.
  </Accordion>

  <Accordion title="Can I delete a tag option?">
    No, tag options cannot be deleted—you can only disable them. To disable a tag option, select the tag option(s) →  click **Actions** →  click **Disable** →  confirm your selection.
  </Accordion>
</AccordionGroup>


# How to Transfer Funds Between Two PEX Accounts
Source: https://support.pexcard.com/administrator-guide/how-to-transfer-funds-between-two-pex-accounts

Move funds instantly between two linked prepaid PEX accounts from the administrator dashboard, and learn what permissions are required — applies to prepaid accounts only

Applies to: prepaid accounts only.

If your organization has more than one prepaid PEX account, you can move funds directly from one PEX account to another without sending money back to your external bank first. These account-to-account transfers post immediately — there is no ACH waiting period and no transfer fee.

## Before you start

* Both accounts must be **prepaid** accounts. Credit Expense accounts can't send or receive these transfers, and they don't appear in the **From** or **To** lists.
* The accounts must be **linked accounts** within your organization. See [Linked Accounts and Sub-accounts on All Programs](/administrator-guide/linked-accounts-and-subaccounts-on-all-programs). If you don't yet have a second account, contact Administrator Support or your Customer Success Representative.
* You must be an administrator on **both** accounts — the sending account and the receiving account. If you're only an admin on one of them, the other account won't appear in the "To" list.
* Your administrator profile must have the **"Request/delete ACH transfer"** permission enabled on the account you start from. This permission controls the Make a Transfer page, so without it the button and page are not available to you.
* The sending account must have enough available balance. Transfers that would drop the sending account below its minimum balance requirement are rejected.

<Note>
  **Permissions:** Primary administrators have all permissions by default. Other administrators need "Request/delete ACH transfer" turned on under their profile in Team Members > (select admin) > Permissions. The permission description reads: *Create, approve, or delete ACH transfers; schedule and modify scheduled transfers.*
</Note>

## How to transfer funds between two PEX accounts

<Steps>
  <Step>
    Log in to the [PEX dashboard](https://dashboard.pexcard.com/?utm_source=support). You can start from either account — these steps use the account you're sending funds **from**.
  </Step>

  <Step>
    Click **Transactions** in the left navigation.
  </Step>

  <Step>
    Click **Make a Transfer** (blue button in the upper right).
  </Step>

  <Step>
    In the **From** field, select the PEX account the funds should come out of.
  </Step>

  <Step>
    In the **To** field, select the PEX account that should receive the funds. Your other PEX accounts appear under the **Linked accounts** heading in the dropdown — external bank accounts are listed separately above them under **External accounts**. Only accounts you administer appear here, and each one shows its current balance.

    <Frame>
      <img alt="The &#x22;To&#x22; dropdown showing external accounts and linked PEX accounts with their balances" />
    </Frame>
  </Step>

  <Step>
    Enter the amount in **Amount to transfer**.
  </Step>

  <Step>
    Click **Transfer**, then review the details and click **Confirm**.
  </Step>

  <Step>
    You'll see a "Transfer completed" confirmation, and the funds are available in the receiving account right away.
  </Step>
</Steps>

<Note>
  **Note:**

  You can run the transfer from either side. If you're logged in to the account that's receiving the funds, pick the other PEX account in the **From** field — your current account will then be the only choice in **To**.
</Note>

## Scheduling a recurring transfer between PEX accounts

You can make an account-to-account transfer recurring:

<Steps>
  <Step>
    On the Make a Transfer page, select the **From** and **To** PEX accounts and enter an amount.
  </Step>

  <Step>
    Check **Make this a scheduled transfer**.
  </Step>

  <Step>
    Choose how often the transfer should run — on the 1st of the month, or on a specific day of the week.
  </Step>

  <Step>
    Click **Transfer** and confirm. The transfer appears on the **Scheduled Transfers** page, where you can edit or delete it later.
  </Step>
</Steps>

## Where to see the transfer

Completed account-to-account transfers appear under **Transactions > Business Transfers** for both accounts. Scheduled ones appear under **Transactions > Scheduled Transfers**.

## Troubleshooting

<AccordionGroup>
  <Accordion title="Can I transfer funds to or from a Credit Expense account?">
    No. Account-to-account transfers apply to prepaid accounts only. A Credit Expense account has a line of credit rather than a funded balance, so it can't send or receive a transfer and won't appear in the **From** or **To** lists.
  </Accordion>

  <Accordion title="The other PEX account doesn't appear in the 'To' list">
    The account is a Credit Expense account, the accounts are not linked or you are not an administrator on the other account. Confirm the link under Business Settings > Linked accounts, and have an admin add you to the other account.
  </Accordion>

  <Accordion title="'Invalid request. Businesses are linked incorrectly or admin doesn't have required permissions.'">
    The two accounts aren't linked in a way that permits transfers, or your administrator profile is missing the "Request/delete ACH transfer" permission. Contact Administrator Support if the link looks correct.
  </Accordion>

  <Accordion title="'Insufficient funds' or 'This transfer would violate the minimum balance limit on the account.'">
    The sending account doesn't have enough available balance, or the transfer would take it below the minimum balance configured for the account. Fund the sending account first, or lower the transfer amount.
  </Accordion>

  <Accordion title="I don't see the 'Make a Transfer' button">
    Your administrator profile is missing the "Request/delete ACH transfer" permission. Ask your primary administrator to enable it.
  </Accordion>
</AccordionGroup>

## Related articles

* [Linked Accounts and Sub-accounts on All Programs](/administrator-guide/linked-accounts-and-subaccounts-on-all-programs)
* [Account Funding](/administrator-guide/account-funding)
* [How to Transfer Funds to Your External Bank Account from Your PEX Account (Administrator Site)](/administrator-guide/how-to-transfer-funds-to-your-external-bank-account-from-your-pex-account-administrator-site)


# How to Transfer Funds to Your External Bank Account from Your PEX Account (Administrator Site)
Source: https://support.pexcard.com/administrator-guide/how-to-transfer-funds-to-your-external-bank-account-from-your-pex-account-administrator-site

You can transfer funds from your PEX Account to a registered bank account.

* The transfer will take approximately two (2) business days

## How to Move Funds To Your External Bank Account from PEX

<Steps>
  <Step>
    Log into [https://dashboard.pexcard.com/](https://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Click the "Transactions" tab in the left navigation
  </Step>

  <Step>
    Click "Make a Transfer" (blue button on upper right)
  </Step>

  <Step>
    Select the PEX Account from the drop-down list in the "From" field
  </Step>

  <Step>
    Select an external bank account from the drop-down list in the "To" field

    * If there is only one option, it will be pre-selected
  </Step>

  <Step>
    Enter the amount to transfer in the "Amount to transfer" box
  </Step>

  <Step>
    Click the "Transfer" button at bottom
  </Step>

  <Step>
    Review and click the "Confirm" button on the confirmation screen

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

<Note>
  **Note:**

  Any transfers from your PEX business account by administrators to your bank will incur a \$10 outbound transfer fee. These and other fees are outlined on our [pricing page](https://www.pexcard.com/pricing/complete-pricing-details/?utm_source=support).
</Note>


# How to Transfer Funds to Your External Bank Account (via the Mobile App)
Source: https://support.pexcard.com/administrator-guide/how-to-transfer-funds-to-your-external-bank-account-via-the-mobile-app

Administrators can transfer funds to their external bank account from their PEX account using the PEX Mobile App.

<Note>
  **Note:**

  The external bank account must be on record with PEX
</Note>

Download the Mobile App:

* Download the [iOS app from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder\&hl=en_US)
* The download is free but carrier data rates may apply

**How to Transfer Funds to Your External Bank Account from Your PEX Account Using the Mobile App:**

<Steps>
  <Step>
    Log into the Mobile App
  </Step>

  <Step>
    Click on the "Transfers" icon at the bottom of the screen
  </Step>

  <Step>
    Click on "Transfers"

    <Frame>
      <img alt="" />
    </Frame>

    *Click on the Transfers icon. Click on "Transfers."*
  </Step>

  <Step>
    Click on the "**+**" sign at top right to initiate a new transfer

    <Frame>
      <img alt="" />
    </Frame>

    *Click on the "**+**" sign at top right*
  </Step>

  <Step>
    Select the PEX account to transfer funds "From" (from the dropdown menu -- if there is only one choice it will be preselected)
  </Step>

  <Step>
    Select the external bank account to transfer funds "To"
  </Step>

  <Step>
    Enter the amount to transfer
  </Step>

  <Step>
    Click the green "Create" button

    <Frame>
      <img alt="" />
    </Frame>

    *Click the green "Create" button*
  </Step>

  <Step>
    Click "Transfer" in the confirmation dialogue box

    *Click "Transfer" in the confirmation dialogue box*
  </Step>
</Steps>

<Note>
  **Note:**

  **Any transfers from your PEX business account by administrators to your bank will incur a \$10 outbound ACH transfer fee.** These and other fees are outlined on our [pricing page](https://www.pexcard.com/pricing/complete-pricing-details/?utm_source=support).
</Note>


# How to Update a Cardholder Profile
Source: https://support.pexcard.com/administrator-guide/how-to-update-a-cardholder-profile

Administrators can update cardholder profiles:

* Through the PEX Web App (desktop)
* Through the Mobile App
  * Download the [iOS app from the App Store](https://itunes.apple.com/app/id584331280)
  * Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
  * The download is free but carrier data rates may apply

<Frame>
  <iframe title="PEX: Cardholder Training" />
</Frame>

## How to update a cardholder profile through the Web App / Dashboard

<Steps>
  <Step>
    Log in to dashboard.pexcard.com
  </Step>

  <Step>
    Click the "Team Members" tab
  </Step>

  <Step>
    Locate the cardholder
  </Step>

  <Step>
    Click on the cardholder's name

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click the "Edit Profile" button at the bottom

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Edit "Personal address" (this also counts as the "Card Billing Address" for online purchases)
  </Step>

  <Step>
    Edit "Shipping Address" (for reissued and replacement cards)
  </Step>

  <Step>
    Click the "Update" button to save changes
  </Step>
</Steps>

## How to update a cardholder profile through the Mobile App

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click the "Cards" icon at the bottom of the screen
  </Step>

  <Step>
    Click on the cardholder's name

    <Frame>
      <img alt="" />
    </Frame>

    *Click the "Cards" icon. Click on the cardholder's name.*
  </Step>

  <Step>
    Click on "Profile" in Cardholder Details

    <Frame>
      <img alt="" />
    </Frame>

    *Click on "Profile"*
  </Step>

  <Step>
    Click on "Edit Profile"

    <Frame>
      <img alt="" />
    </Frame>

    *Click on "Edit Profile"*
  </Step>

  <Step>
    Make changes to the Profile
  </Step>

  <Step>
    Click the green "Save" button at the end of the Edit Profile section

    <Frame>
      <img alt="" />
    </Frame>

    *Click the green "Save" button*
  </Step>
</Steps>


# How to Update the Name of a PEX Business Account
Source: https://support.pexcard.com/administrator-guide/how-to-update-the-name-of-a-pex-business-account

We recognize that businesses may, at times, need to change the name they are operating under.

We recognize that businesses may, at times, need to change the name they are operating under.

#### If your business's EIN number is remaining the same but you're now doing business under a new name:

* PEX can process a name change for your account.
* You will need to provide the relevant documentation confirming you have changed the name of your business with the state that you operate in.
  * Examples of such documentation: DBA form, Fictitious or Assumed Name form, or Articles of Amendment

#### If your business will have a new EIN number and you will be doing business under a new name:

* If your business's EIN number has or will change, this is considered a new entity and therefore a new application is required on our apply site [here](https://www.pexcard.com/pricing/).

To initiate the process of updating the name of your PEX account, please email us at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) with your request.

If applicable, you will be required to upload a DBA or other relevant documentation on via your PEX dashboard.

Visit [https://dashboard.pexcard.com/login](https://dashboard.pexcard.com/login) to upload your documentation. For your security, never send any sensitive information via email.

### How to Update Your Business Documentation To Your Dashboard

1. Go to the Business Settings tab on your dashboard, click on the Documents tab.
2. Upload or drag and drop required documentation.


# How to Update Your Business Address on All Programs
Source: https://support.pexcard.com/administrator-guide/how-to-update-your-business-address-on-all-programs

Update the business address associated with your PEX account from Business Settings in the administrator dashboard.

## How to Update your Business Address

You can update your business address by logging into the Dashboard, and following the instructions below:

<Steps>
  <Step>
    Log into [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    From the "Dashboard" tab, click "Business Settings" on the left side navigation
  </Step>

  <Step>
    Click the "Edit" button under your Business Profile address information

    <Frame>
      <img alt="" />
    </Frame>

    *Click "Edit" to update the Business Address*
  </Step>

  <Step>
    Update your business address in the fields provided
  </Step>

  <Step>
    To update the **billing address** for all cardholders, check the box "I want to update all cardholder billing addresses to match the above address"
  </Step>

  <Step>
    To update the **shipping address** for all cardholders, check the box "I want to update all cardholder shipping addresses to match the above address"
  </Step>

  <Step>
    Click the "Update" button to save changes

    <Frame>
      <img alt="" />
    </Frame>

    *Click the blue "Update" button to save changes.*
  </Step>
</Steps>

Street addresses are limited to 26 characters and city names to 20 characters when filling out billing and shipping addresses.

<Note>
  **Note:**

  Administrators are required to have the Edit Business Profile permission enabled to update these fields.
</Note>


# How to View a Card Number
Source: https://support.pexcard.com/administrator-guide/how-to-view-a-card-number

The card preview functionality is an easy way for administrators to be able to view card details after ordering physical plastic cards, while those cards are being produced and shipped.

<Note>
  **Note:**

  [Multi-factor authentication](/cardholder-guide/enabling-sms-multifactor-authentication-for-cardholders) must be enabled for administrators and cardholders. The card must be set to **Active.** Administrators and cardholders must also have the following permissions in order to view card numbers.

  **Admin**

  * *Funding of Cards* permission
  * *View Cards Usage* permission

  **Cardholders**

  * *Card Details Viewing: Allow* (admins can change this setting on the dashboard under Card Details)
</Note>

<Warning>
  **IMPORTANT:**

  **You must not save card details on your local machine or transmit details via email.** You can copy/paste the card details into a secure website for immediate online payments.
</Warning>

## Viewing a card number

For security reasons, all views of card numbers are logged and an email notification will be sent to all other administrators on the account.

<Note>
  **Note:**

  These email notifications are mandatory and cannot be disabled.
</Note>

<Steps>
  <Step>
    Log in to the PEX admin site.
  </Step>

  <Step>
    Navigate to the card list screen by clicking "Cards" in the left menu
  </Step>

  <Step>
    Find the card you are interested in viewing.

    <Note>
      **Note:**

      The card status must be "Active". You cannot view card details for "Inactive", "Blocked" or "Closed" cards.
    </Note>
  </Step>

  <Step>
    Hover over the card. You will see a button "View Card Details". Click the button.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    A confirmation modal will appear. Viewing a card number will send a notification to all administrators on the account.
  </Step>

  <Step>
    Click "View card details" and you will be able to see the full card number as well as the 3 digit code on the back of the physical plastic card.
  </Step>
</Steps>

After viewing the card number, you can use the card for online transactions or add the card to a digital wallet such as Apple Pay, Google Pay or Samsung Pay. Please see [Adding a PEX Card to a Digital Wallet](/administrator-guide/adding-a-pex-card-to-a-digital-wallet-admin-guide) for additional details.


# How to view account history
Source: https://support.pexcard.com/administrator-guide/how-to-view-account-history

Track important changes made to your PEX account over time — approval policy updates, user permission changes, card status changes, and other administrative actions.

The **Account history** page helps you track important changes made to your account over time. It shows when and what was updated, such as approval policy changes, user permission updates, card status changes, and other administrative actions.

<Note>
  **Required permissions:**

  To access the Account history page, you need both the **Add/edit/terminate administrator** and **Edit business settings & apps** permissions. See [Setting Administrator Permissions on All Programs](/administrator-guide/setting-administrator-permissions-on-all-programs) for how to grant these.
</Note>

## View account history

<Steps>
  <Step title="Log in to the Dashboard">
    Sign in at [https://dashboard.pexcard.com](https://dashboard.pexcard.com).
  </Step>

  <Step title="Open the Account security menu">
    Click the **Account security** icon (the shield) in the top-right corner of the page, then select **Account history** from the drop-down menu.

    <Frame>
      <img alt="The Account security drop-down menu in the top-right of the PEX Dashboard, showing Login activity, Security checklist, and Account history options." />
    </Frame>
  </Step>

  <Step title="Review events">
    On the **Account history** page, you can review events such as:

    * Approval policy updates
    * User permission changes
    * Card status changes
    * New admin user created
  </Step>

  <Step title="Open an event for details">
    Click any event to see more details, then click **GET AI analysis** for a detailed AI-generated description of the event.

    <Frame>
      <img alt="The Event Details panel showing the event name, actor, timestamp, and a Link to share field." />
    </Frame>

    <Note>
      **Tip:**

      Use the **Link to share** field to copy a direct link to the event so you can share it with a colleague. Only users with the **Add/edit/terminate administrator** and **Edit business settings & apps** permissions can open the shared link or access the Account history page.
    </Note>
  </Step>
</Steps>


# How to View MCCs in a Merchant Category
Source: https://support.pexcard.com/administrator-guide/how-to-view-mccs-in-a-merchant-category

View the list of merchant category codes (MCCs) included in each PEX merchant category from Business Settings.

## How to See the MCCs (Merchant Category Codes) in a Merchant Category

<Frame>
  <img alt="" />
</Frame>

<Steps>
  <Step>
    Log into the Admin site
  </Step>

  <Step>
    Click the "Business Settings" tab
  </Step>

  <Step>
    Click "Merchant Categories" in the Business Settings

    * The 13 original PEX Merchant Categories will be listed first
    * Any Custom Categories will appear after the original PEX Merchant Categories

    <Frame>
      <img alt="" />
    </Frame>

    *Click "Merchant categories." The original PEX Categories appear first, followed by Custom Merchant Categories*
  </Step>

  <Step>
    Click on the name of the original PEX Category to open the list of Visa MCCs in that Category

    <Frame>
      <img alt="" />
    </Frame>

    *Click on the Merchant Category to see the MCCs in that Category*
  </Step>

  <Step>
    Click on the name of any Custom Category

    * You can see the MCCs in the Custom Category in the next screen
    * You can also edit the MCCs in the Custom Category in the next screen
  </Step>
</Steps>

* *Click on the name of a Custom Category to see and edit the MCCs in the Custom Category*


# How to view and understand your rebate details
Source: https://support.pexcard.com/administrator-guide/how-to-view-rebate-details

Learn how PEX rebates work and where to view your rebate totals in the Dashboard.

## Where to find your rebate details

If your account earns rebate rewards, the **My rebates** widget appears on the main Dashboard when you log in as an administrator. It displays:

* **Year-to-date** — Rebate amount earned this year
* **Lifetime earned** — Total rebates earned since account creation

<Frame>
  <img alt="My rebates widget" />
</Frame>

<Note>
  **Note:** Not every account earns rebates. If your program doesn't include a rebate, you won't see the rebate details described below.
</Note>

## If you don't see the My rebates widget

If the **My rebates** widget isn't on your Dashboard, your account may not earn rebates, or the feature may not be enabled for your account. Contact your PEX account manager or [PEX Support](https://www.pexcard.com/contact-us/) if you have questions about rebates on your account.

## Understanding your rebates

### What rebates are

Rebates are a percentage of your qualifying card spend that we return to your account. They are our way of giving you back a portion of what you spend on everyday business purchases.

### Which transactions are eligible

We count settled card purchases made during a calendar month. To be eligible, a purchase must be:

* made with a U.S. merchant
* a signature, online or card-not-present purchase

The following are not eligible:

* PIN debit transactions
* international purchases
* purchases at certain excluded merchants, such as Walmart, Amazon, Costco, Target, CVS, PayPal, Venmo, Starbucks and a few others
* refunds and reversals that reduce the month's qualifying spend

### Vendor card rebates vs. Member card rebates

Your PEX account can have two kinds of card spend:

| Card type                                    | What it is                                                     |
| -------------------------------------------- | -------------------------------------------------------------- |
| Vendor cards                                 | Virtual cards created for a specific vendor or supplier        |
| Member cards (also called team member cards) | Cards for your employees or other members of your organization |

If you have both card types, each one earns its own rate and may be different.

### How rebates are calculated

Each month we add up the eligible spend for each card type and multiply it by the matching rate:

1. Vendor card spend × vendor rebate rate
2. Member card spend × member rebate rate
3. Add the two amounts together

If your account has only one active card type, we use that rate only.

### When rebates are paid

Rebates are processed once per month. We pay the rebate for one calendar month on the last business day of the next month.

* Spend in June is paid at the end of July.
* For Credit Expense accounts, the rebate is applied as a statement credit to the current billing invoice.
* For prepaid accounts, the rebate is deposited into your account.

<Note>
  **Note:** Starting in August 2026, Credit Expense rebates are moving from the billing cycle to a monthly calendar schedule. The change is happening in waves, so your account may switch on a different date. Once your account is on the new schedule, the rebate is calculated on one calendar month and paid on the last business day of the next month.
</Note>

### Delinquency check

Before we pay a rebate on a Credit Expense account, we check whether the account is delinquent. If the account is past due when we process that month's rebate, the rebate is forfeited. Once the account is current, future rebates will continue to be paid.

Prepaid accounts are not subject to a delinquency check because they are funded before spending.

## Frequently asked questions

**How do I know if my account earns rebates?**<br />If your program includes rebates, the **My rebates** widget appears on your PEX Dashboard. Not every account has rebates. Contact your PEX account manager or [PEX Support](https://www.pexcard.com/contact-us/) if you have questions about rebates on your account.

**When will I receive my rebate?**<br />Rebates are processed once per month and paid on the last business day of the following month.

**How is my rebate amount calculated?**<br />We multiply your eligible vendor card spend by the vendor rebate rate and your eligible member card spend by the member rebate rate, then add the two amounts together.

**How can I see my rebate activity?**<br />Your year-to-date and lifetime rebate totals appear in the **My rebates** widget on your PEX Dashboard.

**Can I still earn rebates if my account is past due?**<br />For Credit Expense accounts, a rebate for a month is forfeited if the account is delinquent when we process it. Once the account is current, future rebates resume.

**Why are some purchases not eligible for rebates?**<br />PIN debit, international purchases and purchases at certain merchants do not meet our rebate program terms, so they are excluded from qualifying spend.

## Note for existing customers

Until August 2026, the rebate schedule worked slightly differently. Credit Expense rebates were paid together with the billing cycle. Prepaid rebates were generated on the second Wednesday of the following month.

## Rebate terms

The amounts shown on your Dashboard are a summary. For the full details of how rebates are earned and applied, see the [PEX rebate terms and conditions](https://www.pexcard.com/legal/rebate-terms-conditions/).


# Import tag options from CSV
Source: https://support.pexcard.com/administrator-guide/import-tag-options-from-csv

Upload a CSV export from QuickBooks Online to populate PEX tag option values when automatic sync is not an option.

There are two ways to add tag option values in PEX:

1. Automatically import options from QuickBooks Online.
   * We strongly recommend using automatic sync of tag options from QuickBooks Online to PEX. This will keep your PEX tags and QuickBooks fields in sync. Manually adding tag options or importing them from a CSV file typically takes much more time.
2. Import options from CSV.
   * If you still want to import options from CSV, follow the below instructions.

## Import options from CSV

<Steps>
  <Step>
    Begin by generating an Account list report: navigate to your QuickBooks Online account -> Transactions -> Chart of Accounts -> Run Report.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Download the Account List report as an Excel or CSV file.
  </Step>

  <Step>
    Open the file in a spreadsheet editor to prepare your data for import into PEX.
  </Step>

  <Step>
    Make the following changes to the file:

    * **If you are using Account numbers for your expense account e.g. 2000 Travel Expense. Please remove the preceding Account number. Only the name of the account is expected in the PEX Tag Manager.**
      * Remove all non-Expense Accounts i.e. Type = Expense. PEX only supports syncing to Expense accounts.
  </Step>

  <Step>
    Save the report.
  </Step>

  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Go to [Business Settings > Tag manager](https://dashboard.pexcard.com/business-settings/tag-manager?utm_source=support)
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Create a PEX tag named **Expense Category**.
  </Step>

  <Step>
    Optionally, add a description like "Expense Categories".
  </Step>

  <Step>
    Choose whether or not this tag is "Required".

    * If the "Required" checkbox is checked, cardholders must tag a transaction with it.
  </Step>

  <Step>
    Select **Dropdown** as the Type.
  </Step>

  <Step>
    Click **Import CSV**.
  </Step>

  <Step>
    Click **Download sample CSV file**.
  </Step>

  <Step>
    Open the downloaded CSV sample.
  </Step>

  <Step>
    **Copy all the values from the Full name column from the Account list report saved in step 2 in the Option value column in the .CSV file format downloaded in step 14.**

    * Note: The PEX connector uses the "Option value" while exporting transactions into QuickBooks. The values for "Option value" should exactly match the values used by your chart of accounts.
      * You can edit the values shown in the "Display as" column. The value shown in "Display as" is the value that the cardholder will see in PEX when tagging the transaction.
  </Step>

  <Step>
    Save the CSV file.
  </Step>

  <Step>
    Click **Select file**.
  </Step>

  <Step>
    Select the CSV file you have just saved.
  </Step>

  <Step>
    Click **Open**.
  </Step>

  <Step>
    Click **Import** to upload the CSV file.
  </Step>

  <Step>
    Click **Create tag** to create the new tag.

    * The new tag will appear in the Tag Manager page.
  </Step>
</Steps>


# In-person and online transaction spend
Source: https://support.pexcard.com/administrator-guide/inperson-and-online-transaction-spend

The PEX card can be limited to in-person, online, or both types of spend. You have the option to restrict cardholders from spending either in store or at virtual retailers. If no restrictions are needed, simply use the no restrictions option.

In-person and online Spend Rules options are

* **No restrictions** - A Cardholder can make purchases in-person and online.
* **Card present (in-person) transactions only** - Cardholder can ONLY make purchases in-person.
* **Card not present (online) transactions only** - Cardholder can ONLY make purchases online.

**[Instructions for the PEX site](#instructions-for-the-pex-site)** **| [Instructions for the Mobile App](#through-the-mobile-app)**

Administrators with "Manage Cardholder" permission can enable or disable "Card Not Present" use of the card:

## **Instructions for the PEX site**

<Steps>
  <Step>
    Log in to dashboard.pexcard.com
  </Step>

  <Step>
    Click on the "Cards" tab
  </Step>

  <Step>
    Locate and click on the cardholder's name
  </Step>

  <Step>
    Click on "Spend Rules" in the card details page
  </Step>

  <Step>
    Select the option under “In-person and online spend rules”
  </Step>

  <Step>
    Click "Save Changes" to update the spend rules for the card

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## **Through the mobile app**

* Download the [iOS app from the App Store](https://apps.apple.com/app/id584331280)
* Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click the "Cards" icon at the bottom of the screen

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click on the cardholder's name

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click "Spend Rules"

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click "In-person and online spend"

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select an option to limit transaction spend, In-person, online or both.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# Instant Account Verification
Source: https://support.pexcard.com/administrator-guide/instant-account-verification

Protecting your personal and banking information is one of PEX's highest priorities. To facilitate transfers while ensuring the highest levels of security for your accounts, PEX has partnered with Open Banking Providers. Instant Account Verification via Open Banking Providers proprietary technology provides a seamless and secure process to connect your PEX account with your bank account(s) at major financial institutions.

**About Instant Account Verification**

In order to link your PEX account to an account at a third-party bank, PEX must verify that you own the bank account in question. Historically, PEX has done this verification via "microdeposits", where PEX makes 2 small deposits and corresponding withdrawals to the other account. You then prove you have access to the account by viewing the amounts of the deposits and providing that information to PEX. This process often takes 2-3 days, but can take longer.

Instant account verification for ACH deposits and debits replaces external account verification via microdeposits. It provides an easy and immediate way to connect an external bank account to your PEX account. This verification takes place using the same secure process you use to log in to your bank online.

Instant account verification:

1. uses bank-level 256-bit end-to-end encryption and anonymized encrypted databases, with very strict access controls, to ensure your data is protected at all times
2. protects your credentials and account numbers from being seen. No person at PEX nor Open Bank Providers can see your username or password
3. provides read-only access. Neither PEX nor our Open Banking Providers can change any settings on your account

**Supported Financial Institutions**

Instant Account Verification via Open Banking Providers's technology can be used to connect bank accounts in seconds for 3,800+ financial institutions in the U.S.—covering the majority of deposit accounts. They support all leading financial organizations including: 

* Bank of America
* BBVA
* Charles Schwab
* Chase
* Citibank
* Fidelity
* PNC
* Regions Bank
* SunTrust
* USAA
* US Bank
* Wells Fargo

**About Instant Account Verification via Open Banking Provider Technology**

Instant Account Verification via Open Banking Providers is used by Fortune 500 companies, financial organizations and fintech companies to provide seamless access to bank data for tens of millions of people. Instant Account Verification via Open Banking Providers maintains multiple levels of information security controls which are regularly evaluated for effectiveness against industry standards internally and by independent security auditors. Please see their [security documentation](https://plaid.com/security/) for details about their practices.

For questions about instant account verification, Instant Account Verification via Open Banking Providers Technology or PEX's security practices, please contact our [support team](/administrator-guide/contact-administrator-support).


# International Use of PEX Cards on All Programs
Source: https://support.pexcard.com/administrator-guide/international-use-of-pex-cards-on-all-programs

Cardholders can use PEX cards Internationally, when the Administrator gives them permission.

* There are certain countries where the US Government and our banking partners block the use of the card, to fight the funding of terrorism and to prevent money laundering and fraudulent transactions.
* The full list of sanctioned countries can be found at the bottom of this article.

[Instructions for the Mobile App](/administrator-guide/international-use-of-pex-cards-on-all-programs#how-to-enable-or-disable-international-spend-mobile-app)

## How to Enable or Disable International Use of PEX Cards

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" tab
  </Step>

  <Step>
    Locate and click on the cardholder's name to open their Card Details
  </Step>

  <Step>
    Click on "Spend Rules" tab on the Card Details page
  </Step>

  <Step>
    Check/uncheck the box beside "International Use" to turn the card On or Off for international use
  </Step>

  <Step>
    Click the blue "Save Changes" button at the bottom of the page

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## How to Enable or Disable International Spend (Mobile App)

Make sure you have the PEX Mobile app installed on your phone

* Download the [iOS app from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
* The download is free but carrier data rates may apply

To allow cardholders to spend internationally:

<Steps>
  <Step>
    Open the Mobile App and Log in
  </Step>

  <Step>
    Click the "Cards" icon at the bottom of the screen to see the list of cardholders
  </Step>

  <Step>
    Locate the cardholder
  </Step>

  <Step>
    Click on the cardholder's name

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click on "Spend Rules"

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click on "International Use"

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click the "On/Off" button to give the cardholder permission to use the card internationally (or not). Green for on.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

**International Use of the PEX Card: Definition, ISA, Sanctioned Countries** 

*Definition of "International"*

* PEX defines as "International" any transaction outside the 50 US States and the District of Columbia
* This is the case even when the transaction is denominated in US Dollars (e.g., in Panama, where US dollars are legal tender)

*ISA (International Service Assessment) Fee*

* International transactions incur the mandatory International Service Assessment (ISA) fee, 3% of the value of the transaction
* Administrators can see the ISA fee as a separate line item within the transactions list

## Sanctioned and High Risk Countries

In accordance with US Government sanctions, and in keeping with rules of our issuing bank to minimize the risk of money laundering and fraudulent transactions, the PEX card will not work in the following countries:

AFGHANISTAN\
BELARUS\
CENTRAL AFRICAN REPUBLIC\
CONGO (Brazzaville)\
CONGO, Democratic Republic\
CRIMEA Region of Ukraine\
CUBA\
DARFUR Region of Sudan\
IRAN\
IRAQ\
KOREA, NORTH\
LEBANON\
LIBYA\
MALI\
NICARAGUA\
RUSSIA\
SOMALIA\
SOUTH SUDAN\
SUDAN\
SYRIA\
VENEZUELA\
YEMEN\
YUGOSLAVIA


# Limitations of PEX Requests
Source: https://support.pexcard.com/administrator-guide/limitations-of-pex-requests

Review the default $10,000 per-request limit for cardholder PEX Requests and note that Realtime Funding accounts do not support PEX Requests.

By default the maximum amount a cardholder can ask for in a Request is \$10,000 USD.

If your cardholders will routinely be requesting more than \$10,000 per request, please [contact the PEX admin support team](/administrator-guide/contact-administrator-support) for assistance.

<Note>
  **Note:**

  PEX Requests are not available for accounts using Realtime Funding.
</Note>


# Limiting Spend by Day of Week
Source: https://support.pexcard.com/administrator-guide/limiting-spend-by-day-of-week

In cases where your employees or volunteers should not be able to spend on all seven days of the week, PEX provides the ability to limit spend by day of week. For example, you can limit spend to only Monday - Friday, or only Saturday/Sunday. Purchases made outside of these days w

In cases where your employees or volunteers should not be able to spend on all seven days of the week, PEX provides the ability to limit spend by day of week. For example, you can limit spend to only Monday - Friday, or only Saturday/Sunday. Purchases made outside of these days will be declined automatically.

Note: Days of the week are defined from midnight ET to 11:59:59ET daily.

## How to limit spend by day of week

1. Login to the administrator site and choose "Cards" from the left navigation
2. Choose the card you wish to limit spending by day for
3. Choose the tab titled "Spend rules"
4. Scroll down to "Limit days for spending"
5. Click to disable or enable specific days of the week
   * Days highlighted in blue mean spend is enabled
   * Days with a white background mean spend is disabled
   * Click "everyday" to automatically enable spend on all days of the week

<img alt="" />For customers on select plans, you can also set days of the week as part of a spend policy.


# Limiting Spend by State (US)
Source: https://support.pexcard.com/administrator-guide/limiting-spend-by-state-us

For organizations with limited geographical operations, you can reduce your risk of fraud by limiting spend by state. For example, if your organization primarily operates in California, you may wish to prevent spend in other states, especially those on the East Coast. Spend that takes place out of permissible state(s) will be automatically declined.

<Note>
  **Note:**

  Any geographical or state specific spend rules only apply to "card present" use.
</Note>

<Frame>
  <iframe title="Geographical Spend Rules" />
</Frame>

## How to limit spend by state

<Steps>
  <Step>
    Log in to the PEX administrator site and choose "Cards" from the left navigation
  </Step>

  <Step>
    Choose the card for which you wish to limit spend
  </Step>

  <Step>
    Click the tab titled "Spend rules"
  </Step>

  <Step>
    Scroll down until you see a section titled "Limit states for spending"
  </Step>

  <Step>
    Use the arrow buttons to move states from the "approved states" list to the "blocked states" list and vice versa.

    <Tip>
      **Tip:**

      Hold **⌘ + click** (Mac) or **Ctrl / Shift + click** (Windows) to select multiple states
    </Tip>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

Customers on selected plans can also limit spend by state as part of a spend policy.


# Linked Accounts and Sub-accounts on All Programs
Source: https://support.pexcard.com/administrator-guide/linked-accounts-and-subaccounts-on-all-programs

Manage multiple PEX accounts or departmental sub-accounts from a single login on Pro or Infinite plans.

Linked Accounts enable administrators to view and manage multiple PEX accounts within an organization. Linked accounts may be program or departmental sub-accounts tied to specific budgets and priorities. Available for organizations on a [Pro or Infinite plan](https://www.pexcard.com/pricing?utm_source=support). Please contact Administrator Support or your Customer Success Representative if you wish to open additional accounts with PEX.

<Frame>
  <iframe title="PEX: Link Multiple Accounts" />
</Frame>

## How to Access Linked Accounts

### Option 1: Via Side Menu

<Steps>
  <Step>
    To switch between accounts, navigate to the sidebar dropdown under your company name. 

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Scroll through all of your open accounts and select the account you wish to access.
  </Step>
</Steps>

### Option 2: Via "Business Settings"

<Steps>
  <Step>
    You may also access another account by visiting ‘Business Settings.’ Choose "Business Settings" from the left menu. 

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Navigate to the ‘Linked accounts’ tab. 

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select the account you wish to access.
  </Step>
</Steps>

### Option 3: Via the mobile app

<Steps>
  <Step>
    Log in to the app and click 'Settings.'
  </Step>

  <Step>
    Your linked admin and cardholder accounts will appear at the top of the screen.
  </Step>
</Steps>

### How to Add Admins

<Steps>
  <Step>
    Navigate to the ‘Team Members’ page.
  </Step>
</Steps>

#### How to add a new admin

<Steps>
  <Step>
    Select ‘Invite Admin’

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Fill out the required fields to send an invite. 

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Enabling additional administrators to access linked accounts

<Steps>
  <Step>
    Click the icon next to ‘Invite Admin’ and select ‘Add admin from linked account.’

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select the account from which you are adding the admin. 

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select the admin you wish to add.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    The admin you added will now show under the ‘Invitations’ tab with a pending status until they accept their invitation. 

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## How to See Closed Accounts

 

Option 1: Via Side Menu

<Steps>
  <Step>
    Navigate to the sidebar dropdown under your company name. 

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Scroll to the bottom and select ‘View All.’ 

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Sort by ‘Status’ to view closed accounts. 

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

#### Option 2: Via ‘Business Settings’

<Steps>
  <Step>
    Select ‘Business Settings’ on the side menu.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select the ‘Linked accounts’ tab. 

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Sort by ‘Status’ to view closed accounts. 

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# Linking bank accounts
Source: https://support.pexcard.com/administrator-guide/linking-bank-accounts

PEX requires at least one linked bank account for Credit Expense underwriting and repayments — here's what you need to know about your options

Linking additional accounts that show meaningfully more cash assets could result in a higher limit. You can connect via Plaid or by uploading bank statements.

## Plaid versus bank statement connections

Linking via Plaid is the preferred method. It's safe — your credentials are never shared with PEX. If Plaid doesn't work with your bank, or you'd prefer not to establish an ongoing connection, you may apply with three months of bank statements instead.

<Warning>
  **If you use bank statements, keep in mind:**

  Statements must be downloaded as PDFs directly from your online banking. You'll need to verify microdeposits before using the credit line, and you'll need to re-upload statements periodically for as long as your credit account is open.
</Warning>

<Tip>
  **Tip:**

  Regardless of connection method, all accounts must be in the name of the business applying for the account.
</Tip>

## Connecting additional external bank accounts

PEX assigns credit lines based on several factors, including cash in your linked accounts. Linking additional accounts that show meaningfully more cash assets may allow PEX to assign you a higher credit limit.

All accounts must be in the name of the business applying for the account.

## Frequently asked questions

<AccordionGroup>
  <Accordion title="Why is Plaid the preferred connection method?">
    Plaid is secure and fast. Your login credentials are never shared with PEX — only the data needed for underwriting is accessed. It also keeps your connection active without requiring you to re-upload documents.
  </Accordion>

  <Accordion title="What if Plaid doesn't work with my bank?">
    You can apply using three months of bank statements instead. Statements must be downloaded as PDFs directly from your online banking portal — screenshots or third-party exports won't be accepted.
  </Accordion>

  <Accordion title="What are microdeposits and why do I need to verify them?">
    When you connect via bank statements, PEX sends small test deposits to confirm you own the account. You'll need to verify these amounts before your credit line is activated.
  </Accordion>

  <Accordion title="Can I link a personal bank account?">
    No. All linked accounts must be in the name of the business applying for the account. Personal accounts are not eligible.
  </Accordion>

  <Accordion title="Will linking more accounts increase my credit limit?">
    It may. PEX considers the cash in your linked accounts when assigning a credit line. Linking additional accounts that show meaningfully more cash assets could result in a higher limit.
  </Accordion>

  <Accordion title="How often do I need to re-upload bank statements?">
    If you connected via bank statements rather than Plaid, you'll need to periodically re-upload current statements for as long as your credit account is open. PEX will let you know when updated statements are needed.
  </Accordion>
</AccordionGroup>

<Note>
  **Need help?**

  Still have questions? Reach out to your admin or [contact PEX Support](https://www.pexcard.com/contact-us/).
</Note>


# Lost-receipt affidavit
Source: https://support.pexcard.com/administrator-guide/lost-receipt-affidavit

Let Cardholders submit a signed affidavit when a receipt is unavailable and control which transaction amounts are eligible

When a receipt is unavailable, a lost-receipt affidavit lets a Cardholder submit a signed statement in its place. The transaction stays documented and can continue through your normal review and reconciliation process.

This article explains how to manage the feature, set a transaction limit and submit an affidavit.

## What a lost-receipt affidavit is

A lost-receipt affidavit is a signed declaration that a Cardholder completes when they can't provide a receipt for a card purchase. They select a reason, describe the business purpose and confirm that the expense is valid.

PEX creates a signed affidavit PDF and attaches it to the transaction. The affidavit then acts as the receipt and follows your normal review and approval process.

<Frame>
  <img alt="Generated lost-receipt affidavit showing the transaction, Cardholder declaration, attestation and signature" />
</Frame>

## Turn lost-receipt affidavits on or off

An account administrator can enable or disable the feature.

<Steps>
  <Step title="Open workflow settings">
    Go to **Business settings → Workflows → Workflow settings**.
  </Step>

  <Step title="Edit the settings">
    Select **Edit**.
  </Step>

  <Step title="Find the lost-receipt affidavit setting">
    In the **Card purchases** section, find **Lost-receipt affidavit**.
  </Step>

  <Step title="Choose a setting">
    Select **Enable** or **Disable**.
  </Step>

  <Step title="Save the change">
    Select **Update**.
  </Step>
</Steps>

<Frame>
  <img alt="Update workflow settings page with the lost-receipt affidavit enabled and no maximum transaction amount" />
</Frame>

When the feature is enabled, Cardholders see the affidavit option on eligible transactions. When it's disabled, the option is hidden.

<Note>
  **Note:**

  If the **Lost-receipt affidavit** setting isn't available, [contact PEX administrator support](/administrator-guide/contact-administrator-support) for help enabling the feature on your account.
</Note>

## Set a maximum transaction amount

You can limit affidavits to purchases at or below a specific amount. Larger purchases will still require a receipt.

When the feature is enabled, enter an amount in **An affidavit can be submitted for transactions up to \$**:

* Leave the amount at **\$0** to allow an affidavit for a transaction of any amount
* Enter **\$0.01** or more to set a maximum, such as **\$75.00**

Select **Update** to save the change. Cardholders can't submit an affidavit for a transaction above the maximum.

## Check your current settings

The **Workflow settings** tab shows the current lost-receipt affidavit setup:

* **Enabled** and **No maximum transaction amount** means affidavits are available for transactions of any amount
* **Enabled** and **Up to \$X.XX** means affidavits are available at or below that amount
* **Disabled** means the feature isn't available

## Submit a lost-receipt affidavit

When the feature is enabled, a Cardholder can submit an affidavit from an eligible transaction.

<Steps>
  <Step title="Open the transaction">
    Go to **Transactions** and select the transaction.
  </Step>

  <Step title="Choose the affidavit option">
    In the **Receipts** section, select **I don't have a receipt**.

    <Frame>
      <img alt="Transaction details page with the I don't have a receipt option in the Receipts section" />
    </Frame>
  </Step>

  <Step title="Select a reason">
    Choose why the receipt isn't available, such as **Lost or misplaced**, **Never received from the merchant**, **Digital-only** or **Other**.
  </Step>

  <Step title="Enter the business purpose">
    Describe what the purchase was for. Include attendees when applicable.
  </Step>

  <Step title="Confirm the declaration">
    Select the checkbox confirming that the transaction is valid, the receipt is genuinely unavailable and you made a reasonable effort to obtain one.
  </Step>

  <Step title="Submit the affidavit">
    Select **Submit affidavit**.

    <Frame>
      <img alt="Submit lost receipt affidavit form with reason, business purpose, confirmation checkbox and Submit affidavit button" />
    </Frame>
  </Step>
</Steps>

PEX generates the signed affidavit PDF and attaches it to the transaction as its receipt.

The **I don't have a receipt** option only appears when:

* The feature is enabled
* The transaction is a card purchase that still needs a receipt
* The transaction amount doesn't exceed the configured maximum

After a receipt or affidavit is attached, the option is no longer available. Administrators can still approve or reject the transaction through the normal review process.

## Submit an affidavit from your phone

You can only submit a lost-receipt affidavit on the web for now. There's no dedicated option in the PEX Mobile app yet.

Our dashboard is mobile responsive, so you don't have to wait until you're at a computer. Open [dashboard.pexcard.com](https://dashboard.pexcard.com) in your phone's browser, sign in and submit the affidavit just like you would on the desktop.

<Frame>
  <img alt="Lost-receipt affidavit form on dashboard.pexcard.com in a mobile browser showing the reason, business purpose, confirmation checkbox and Submit affidavit button" />
</Frame>

## Download an affidavit

Once submitted, the affidavit is attached to the transaction as its receipt, so you can download it just like any other receipt. Open the transaction, open the affidavit attachment and select the download button to save the PDF.

You can download the affidavit from both the web dashboard and the PEX Mobile app.

## FAQ

<AccordionGroup>
  <Accordion title="Can I submit a lost-receipt affidavit in the PEX Mobile app?">
    Not yet. Affidavits are only available on the web for now. Open [dashboard.pexcard.com](https://dashboard.pexcard.com) in your phone's browser to submit one on the go — the dashboard is mobile responsive.
  </Accordion>

  <Accordion title="Why can't I see the I don't have a receipt option?">
    The option only appears when the feature is enabled, the transaction is a card purchase that still needs a receipt and the amount doesn't exceed the configured maximum. If you still don't see it, [contact PEX administrator support](/administrator-guide/contact-administrator-support).
  </Accordion>

  <Accordion title="Is there a limit on the transaction amount?">
    An account administrator can set a maximum amount. Affidavits are available for transactions at or below that amount, and larger purchases still require a receipt. Leave the maximum at **\$0** to allow an affidavit for a transaction of any amount.
  </Accordion>

  <Accordion title="What happens after I submit an affidavit?">
    PEX generates a signed affidavit PDF and attaches it to the transaction as its receipt. The affidavit then follows your normal review and approval process.
  </Accordion>

  <Accordion title="Can I download the affidavit later?">
    Yes. The affidavit becomes an attachment on the transaction, so you can download the PDF just like any other receipt — from both the web dashboard and the PEX Mobile app.
  </Accordion>

  <Accordion title="Can I edit or remove an affidavit after I submit it?">
    Once an affidavit is attached, the **I don't have a receipt** option is no longer available on that transaction. Administrators can still approve or reject the transaction through the normal review process. [Contact PEX administrator support](/administrator-guide/contact-administrator-support) if you need to make a change.
  </Accordion>
</AccordionGroup>


# Low Balance Alerts for your PEX Account
Source: https://support.pexcard.com/administrator-guide/low-balance-alerts-for-your-pex-account

Administrators can subscribe to emails with an alert if your PEX Account Balance drops below a certain value. This is useful if you wish to ensure that the balance in your business account remains above a certain value.

To enable alerts on your PEX account, please [contact PEX Administrator Support](/administrator-guide/contact-administrator-support) with the email addresses for the administrators should receive notifications and the threshold for which alerts should be enabled. Note that this functionality is not available on the admin dashboard and can only be setup by reaching out to PEX Admin Support.

When writing to Admin Support, please provide the following details:

a) the dollar amount threshold that should trigger the alert\
b) the email/s of the admin/s that should receive the notification.

Each administrator with the notification enabled will receive an email shortly after the balance has dropped below the specified threshold. Additional alerts will be sent upon changes to the PEX Account Balance, if the balance continues to remain below the threshold.

If your cardholders are interested in receiving reminders when their card balance drops below a certain threshold, please see: [Enabling Low Balance Alerts (for Cardholders)](/cardholder-guide/enabling-low-balance-reminders-for-your-card)


# Low Balance Transfers
Source: https://support.pexcard.com/administrator-guide/low-balance-transfers

Low-balance transfers allow admins to set a minimum target prepaid PEX Account balance, an amount that they want to always have available for their daily operations. Once enabled the PEX system will automatically schedule ACH transfers to top up the PEX Account balance back up to

Low-balance transfers allow admins to set a minimum target prepaid PEX Account balance, an amount that they want to always have available for their daily operations. Once enabled the PEX system will automatically schedule ACH transfers to top up the PEX Account balance back up to the target level, whenever it drops below.

To set up Low-balance transfers go to the Transactions section of the Dashboard and select the Make A Transfer button. Then navigate to the second section titled "Low-balance transfers". Note that this functionality is controlled by an internal business setting, and if you don't see it as an option, you may need to request enablement of Low-balance transfers through customer support.

Low-balance transfers can be enabled by clicking the checkbox, and then selecting the linked external bank account from which the transfers should originate. If you have access to Same Day ACH through your bank account, you can select it for faster processing times. Same Day ACH is available from external bank accounts linked through Instant Account Verification via Open Banking Providers online verification. Note that the minimum ACH amount scheduled through Low-balance transfers is $100, so your PEX Account balance needs to drop by $100 or more below the target balance before an ACH will be automatically scheduled.

<Frame>
  <img alt="Screenshot 2024-10-02 at 11.12.23 AM.png" />
</Frame>


# Manage & Troubleshoot Bill Pay
Source: https://support.pexcard.com/administrator-guide/manage-troubleshoot-bill-pay

Helps users handle scheduled payments, modify/cancel payments, view history, and resolve common issues.

Helps users handle scheduled payments, modify/cancel payments, view history, and resolve common issues.

## 1. Manage Bills & Payments

### **Editing bills**

* You can edit **tags** while a bill is pending approval.

* After approval, bills cannot be edited except by cancelling and creating a new bill.

### **Approving or rejecting bills**

* Open the Bill Details page

* Click **Approve** or **Reject**

### **Vendor review**

* Vendors must be approved before use in Bill Pay

* Manage from the Vendor Details page

## 2. View Payment History & Reports

To review historical payments:

1. Go to **Reports**

2. Select **Bill pay reconciliation**

3. Choose a timeframe

4. Export to CSV (PDF not supported)

You can filter by:

* Vendor

* Status

* Date

* Amount

## 3. Payment Failures & How to Fix Them

To investigate a failed payment:

1. Open the Payment bundle

2. Click the payment line item for details

### **Common failure reasons**

* **Insufficient funds** in the external bank account

* **Incorrect vendor banking info**

* **Vendor bank rejects ACH**

* **Virtual card delivery email is invalid**

### **How to resolve**

* Add funds to your external account

* Verify and correct vendor payment details

* Recreate payment bundle as needed

## 4. Frequently Asked Questions

### 1. Can I pay bills using different bank accounts?

Yes — any connected external account can be used.

### 2. Is there a fee for Bill Pay?

* **Virtual cards:** free

* **ACH:** free during beta (after beta: \$1 per ACH depending on plan)

### 3. Do I need an invoice to pay a vendor?

No, uploading an invoice is optional.

### 4. What is the daily limit for Bill Pay?

\$25,000 per day, per PEX business account.

### 5. How do I request a higher Bill Pay limit?

Email **[adminsupport@pexcard.com](mailto:adminsupport@pexcard.com)** with your business requirements.

### 6. Do I get notifications when payments process?

No — Bill Pay currently does **not** send due-date or completion notifications.

### 7. Can I issue a check?

Not yet. (Coming soon.)

### 8. How do I opt out of Bill Pay?

Dashboard → Business settings → Profile → Settings → Edit → Disable Bill Pay.

### 9. What account types support Bill Pay?

Prepaid and Credit expense programs.

## 5. Helpful Tips

* Keep vendor information up to date (especially banking and emails)

* Use consistent invoice numbers to simplify reconciliation

* Schedule payments with appropriate lead time

* Export reports regularly for accounting use


# Managing Cards
Source: https://support.pexcard.com/administrator-guide/managing-cards

Browse guides on managing PEX cards, including virtual and vendor cards, digital wallets, spending limits, card statuses, and card closures.

<CardGroup>
  <Card title="In-person and online transaction spend" href="/administrator-guide/inperson-and-online-transaction-spend" icon="exchange-alt" />

  <Card title="Limiting Spend by State (US)" href="/administrator-guide/limiting-spend-by-state-us" icon="map-marker-alt" />

  <Card title="How to send card to vendor" href="/administrator-guide/how-to-send-card-to-vendor" icon="paper-plane" />

  <Card title="Creating Virtual Cards" href="/administrator-guide/creating-virtual-cards" icon="credit-card" />

  <Card title="Using Custom ID to Link Cardholder Accounts to External Systems" href="/administrator-guide/using-custom-id-to-link-cardholder-accounts-to-external-systems" icon="link" />

  <Card title="Adding a PEX Card to a Digital Wallet (Admin Guide)" href="/administrator-guide/adding-a-pex-card-to-a-digital-wallet-admin-guide" icon="mobile-alt" />

  <Card title="How to Create Vendor Cards" href="/administrator-guide/how-to-create-vendor-cards" icon="building" />

  <Card title="How to View a Card Number" href="/administrator-guide/how-to-view-a-card-number" icon="eye" />

  <Card title="Using Auto Card Funding Instead of Manual Card Funding" href="/administrator-guide/using-auto-card-funding-instead-of-manual-card-funding" icon="sync" />

  <Card title="Does PEX offer Virtual Cards?" href="/administrator-guide/does-pex-offer-virtual-cards" icon="question-circle" />

  <Card title="Auto-Switch Vendor Cards" href="/administrator-guide/autoswitch-vendor-cards" icon="random" />

  <Card title="Card Statuses: Inactive, Active, Blocked, and Closed on All Programs" href="/administrator-guide/card-statuses-inactive-active-blocked-and-closed-on-all-programs" icon="info-circle" />

  <Card title="How to Block a Card on All Programs" href="/administrator-guide/how-to-block-a-card-on-all-programs" icon="ban" />

  <Card title="Searching for a Card" href="/administrator-guide/searching-for-a-card" icon="search" />

  <Card title="How to Close a Card" href="/administrator-guide/how-to-close-a-card" icon="times-circle" />

  <Card title="How to Close Multiple Cards at Once on All Programs" href="/administrator-guide/how-to-close-multiple-cards-at-once-on-all-programs" icon="layer-group" />

  <Card title="How to Set a PIN for a Cardholder" href="/administrator-guide/how-to-set-a-pin-for-a-cardholder" icon="key" />

  <Card title="Removing Funds from a Card" href="/administrator-guide/removing-funds-from-a-card" icon="minus-circle" />

  <Card title="How to Update a Cardholder Profile" href="/administrator-guide/how-to-update-a-cardholder-profile" icon="user-edit" />

  <Card title="How to Set Per Purchase Spending Limits, by Merchant Category (Mobile App)" href="/administrator-guide/how-to-set-per-purchase-spending-limits-by-merchant-category-mobile-app" icon="chart-line" />

  <Card title="How to Find a Cardholder's Username" href="/administrator-guide/how-to-find-a-cardholders-username" icon="user" />

  <Card title="How to Activate a Replacement Card" href="/administrator-guide/how-to-activate-a-replacement-card" icon="check-circle" />

  <Card title="How to Set Time-Based Spend Limits (Administrator Site)" href="/administrator-guide/how-to-set-timebased-spend-limits-administrator-site" icon="clock" />

  <Card title="How to Enable Merchant Categories for Cardholders (Mobile App)" href="/administrator-guide/how-to-enable-merchant-categories-for-cardholders-mobile-app" icon="store" />

  <Card title="How to Increase Your Card Limit" href="/administrator-guide/how-to-increase-your-card-limit" icon="arrow-up" />

  <Card title="Fixing Common Errors with File Imports" href="/administrator-guide/fixing-common-errors-with-file-imports" icon="file-import" />

  <Card title="How to Fund Multiple PEX Cards at the Same Time" href="/administrator-guide/how-to-fund-multiple-pex-cards-at-the-same-time" icon="coins" />

  <Card title="How to Remove Funds from Multiple Cards" href="/administrator-guide/how-to-remove-funds-from-multiple-cards" icon="minus" />

  <Card title="How to Set Time-Based Spend Limits (Mobile App)" href="/administrator-guide/how-to-set-timebased-spend-limits-mobile-app" icon="mobile-alt" />

  <Card title="Scheduled Card Funding" href="/administrator-guide/scheduled-card-funding" icon="calendar" />

  <Card title="How to Create a Bulk Card Order" href="/administrator-guide/how-to-create-a-bulk-card-order" icon="boxes" />

  <Card title="How to Replace a Damaged Card" href="/administrator-guide/how-to-replace-a-damaged-card" icon="wrench" />

  <Card title="How to Assign Cardholders to Groups and How to Create New Groups" href="/administrator-guide/how-to-assign-cardholders-to-groups-and-how-to-create-new-groups" icon="users" />

  <Card title="How To Find Cards using Filters on All Programs" href="/administrator-guide/how-to-find-cards-using-filters-on-all-programs" icon="filter" />

  <Card title="How to Activate Multiple Cards" href="/administrator-guide/how-to-activate-multiple-cards" icon="check-double" />

  <Card title="How to Replace an Expiring Card" href="/administrator-guide/how-to-replace-an-expiring-card" icon="calendar-times" />

  <Card title="How to Report a Lost/Stolen Card" href="/administrator-guide/how-to-report-a-loststolen-card" icon="shield-alt" />
</CardGroup>


# Managing Custom Merchant Categories
Source: https://support.pexcard.com/administrator-guide/managing-custom-merchant-categories

Custom Merchant Categories are currently available with [selected plans](https://www.pexcard.com/pricing?utm_source=support).

**Custom Merchant Categories**

The PEX system gives organizations a set of flexible tools to manage spending, including the ability to create Custom Merchant Categories.

The original PEX Merchant Categories are broad-based.

* The category "Travel & Transportation," for instance, includes hundreds of Visa Merchant Category Codes (MCCs) for airlines, hotels, rental cars, taxis, tolls, and more.
* An Administrator might want cardholders to fly only on certain airlines, or stay only at certain hotels, however
* Administrators can create Custom Merchant Categories to help effect policies like that.

Administrators can manage a group of PEX Merchant Categories as part of a Spend Rule.

1. When using Custom Merchant Categories, the same MCC might sit in two different Merchant Categories that you have selected for a cardholder Spend Rule, or that are in a Spending Ruleset.
   * For example, you might create a Custom Merchant Category that includes MCCs:
     * \#7523, Automobile Parking Lots and Garages
     * \#4784, Tolls, Road and Bridge Fees
     * \#5542, Automated Fuel Dispensers
   * If you then also select the PEX Merchant Category called Travel, then those three codes in the Custom Merchant Category would be duplicated, because they already exist in Travel.
2. This will not cause a problem with cardholder spending. But please be aware that:
   * When you enable two separate Merchant Categories that contain one or more of the same MCCs, a warning message will appear to tell you that this can create conflicts
   * The *lower* maximum purchase limit will be applied to the card when there is more than one maximum purchase limit associated with an MCC
   * If the spend limit for an MCC in Category A is \$500, for instance, and the spend limit for the same MCC in Category B is \$200, then the PEX system will enforce the \$200 spend limit
3. The cardholder will have access to all merchants included in both categories. The cardholder will not be limited only to the merchants included in the custom merchant category.


# Managing your business settings
Source: https://support.pexcard.com/administrator-guide/managing-your-business-settings

Configure your company profile, workflow rules, and spending policies to keep your PEX account running the way your business needs it to.

<Note>
  **For Admins & Account Managers:**

  Your **Business Settings** area is where you control how your PEX account operates at the company level. It's organized into three main sections — **Profile**, **Workflows**, and **Spend Controls** — each accessible from the left-hand navigation menu under **Business settings**.
</Note>

## Profile

The Profile section contains your company's core account information and connected bank accounts. Navigate to **Business settings → Profile**.

### Business profile

View and update your company details, including:

* **Business Name** — your registered company name on the PEX platform.
* **Address** — your company's mailing address.
* **Mobile phone**, **Phone extension**, and **Fax** — contact numbers associated with your account.

Click the **Edit** button below the profile details to make changes.

### Plan details

Below the business profile, you'll see your current **Plan** (e.g., Pro) along with a summary of your account usage:

* Open Team Member card accounts this month and current count.
* Open Vendor card accounts this month and current count.

### External accounts

Select the **External accounts** tab to manage the bank accounts linked to your PEX account. These are the checking accounts used when transferring funds to or from PEX.

Each linked account shows the **Bank** name, last four digits of the **Account** number, a **Description** (e.g., Business Account), its **Status** (Active or Pending), and **Online Validation** state (Linked or Unlinked).

From here you can:

* **Add a new external account** by clicking the green **Add external account** button.
* **Edit or remove** an existing account using the action icons on each row.
* **Validate** a pending account to activate it for transfers.

<Note>
  **Note:**

  Bank accounts on the PEX platform must be checking or operating accounts held in your company's name. Authorize PEX to debit your bank account by informing your bank to allow-list PEX using the company ID shown on this page.
</Note>

## Workflows

The Workflows section lets you configure transaction review requirements, tagging, approval chains, and auto-tagging rules. Navigate to **Business settings → Workflows** to access four tabs.

### Workflow settings

This tab controls the baseline rules for card purchases and internal requests.

#### Card purchases

* **Transaction review requirements & missing data reminders** — choose a review standard (e.g., Standard) and define what's required. For example: receipts for all transactions, and user notes only for transactions equal to or greater than a specific dollar amount (e.g., \$200.00).
* **Business attachments** — toggle the ability to attach files to transactions at the business level.
* **Receipt matching** — automatically match uploaded receipts to transactions.

#### Requests

* **Funding requests** — allow cardholders to request additional funds on their cards.
* **Spend rule requests** — allow cardholders to request changes to their spending rules.
* **Card unblocking requests** — control whether cardholders can request that a blocked card be unblocked.

Click **Edit** to change any of these settings.

### Tag manager

Tags let you add custom data fields to transactions — such as expense accounts, order codes, or invoice numbers. Navigate to **Workflows → Tag manager**.

From this tab you can:

* **Add a new tag** using the green **Add tag** button.
* **Filter** the tag list by enabled/disabled or deleted status.
* View all active tags (e.g., Teaching accounts, Human Resources, Athletics, Department).
* **Enable Split Tags** if your organization needs to split a single transaction across multiple tag values.

<Note>
  **Tip:**

  If your accounting software is already connected through the Apps page, sync your GL codes directly through the Tag Manager — it keeps everything aligned automatically.
</Note>

### Approval policies

Create approval workflows that define which transactions or requests need sign-off and by whom. Navigate to **Workflows → Approval policies**.

Each policy shows its **Name**, **Status** (Active or Inactive), and which **Workflow** type it applies to — such as Funding request, Payment transfer, Transaction, Reimbursement request, or Spend rule requests.

From here you can:

* **Create a new policy** using the green **Create new policy** dropdown.
* **Configure out-of-policy** behavior for transactions that fall outside any defined policy.
* Change a policy's status between Active and Inactive using the dropdown on each row.

### Auto Tagger

Automatically tag cardholder transactions based on rules you define — no manual coding required. Navigate to **Workflows → Auto Tagger**.

If no rules exist yet, click **Create a Rule** to get started. Each rule has a **Priority**, **Name**, **Description**, and **Active** status. An advanced mode is available if you need more specifications or tags per rule.

<Note>
  **Tip:**

  Use the Auto Tagger together with Receipt Matching for maximum automation — your cardholders handle receipts, and the system handles GL coding.
</Note>

## Spend controls

Spend controls let you define exactly where and how cardholders can use their PEX cards. Navigate to **Business settings → Spend controls** to access three tabs.

### Spend policies

A spend policy is a collection of spend rules that you can apply to one or many cardholders. For example, you might create one policy for your "Sales Team" and another for your "Delivery Drivers."

Each policy row shows the policy **Name**, number of **Cards** assigned, and which controls are enabled or disabled:

* **Time-based spend limits** — restrict spending by time period.
* **International** — allow or block international transactions.
* **In-person and online spend rules** — set separate rules for physical and digital purchases.
* **Auto card funding** — automatically add funds to cards when balances drop.
* **MCC (Merchant Category Code) restrictions** — limit spending to specific merchant types.
* **Merchant deny list / allow list** — block or allow specific merchants.

Click **Create new policy** to build a new set of rules, or use the edit icon on an existing policy to modify it.

### Merchant categories

Create custom merchant categories to further control where cardholders can spend. Each category must contain at least one Visa merchant category code (MCC).

The table shows each category's **Name**, the number of **Cards** it applies to, a **Description** of the merchant types included, and the count of **MCCs** in the category. Pre-built categories cover common areas such as Restaurants, Retail Stores, Fuel Pumps Only, Healthcare & Childcare, Professional Services, and Entertainment.

Click **Create new category** to define a custom grouping tailored to your business needs.

### Merchant lists

Create specific lists of merchants to use in cardholder spend rules. This allows you to build allow-lists or deny-lists of individual merchants by name rather than by category.

Click **Create new merchant list** to get started. Each list shows its **Name**, **Description**, and number of **Merchants** included.

<Note>
  **Tip:**

  Combine spend policies with merchant categories and merchant lists for layered control — restrict by time, by merchant type, *and* by individual merchant in a single policy.
</Note>

***

Still have questions? [Contact PEX Support](https://www.pexcard.com/contact-us/).


# MediaWeb Export
Source: https://support.pexcard.com/administrator-guide/mediaweb-export

The MediaWeb export allows you to export PEX transactions into a compatible MediaWeb format for simplified production accounting.

To get started:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Reports](https://dashboard.pexcard.com/reports/generate?utm_source=support).
  </Step>

  <Step>
    Select the **Media Services - Settlement Transactions** report.
  </Step>

  <Step>
    Select **Run now**.
  </Step>

  <Step>
    Set the start and end dates or use predefined filters: Today, This month, Last month, Since this time last month.
  </Step>

  <Step>
    Click **Preview**.
  </Step>

  <Step>
    Click **Generate CSV**.
  </Step>

  <Step>
    Click **Show generated reports**.
  </Step>

  <Step>
    Click on the **Download** icon to download the report.
  </Step>

  <Step>
    Go to your MediaWeb account.
  </Step>

  <Step>
    Import the report to your MediaWeb account.
  </Step>
</Steps>


# Multi-Program Access
Source: https://support.pexcard.com/administrator-guide/multiprogram-access

Create separate credit entities for different locations, divisions, or operational units using a single credit line. Each sub-account operates independently with its own cards, spending controls, reporting, and payment schedules.

## Overview

Create separate credit entities for different locations, divisions, or operational units using a single credit line. Each sub-account operates independently with its own cards, spending controls, reporting, and payment schedules.

**Ideal for:** Multi-location businesses, holding companies, franchises, or organizations needing segregated spending across operational units.

***

## Prerequisites

* Active PEX Credit Expense account
* Approved credit line of \$50,000 or higher
* At least one verified external bank account

***

## How It Works

### Credit Allocations

Divide your approved credit line across sub-accounts. Example with a \$50,000 credit line you can allocate:

* Downtown Location: \$20,000
* Airport Location: \$15,000
* Mall Location: \$15,000

**Note:** Each sub-account has its own allocation. Your total credit line stays the same—no additional underwriting required.

### Sub-Account Independence

Each sub-account has:

* **Dedicated credit allocation** (isolated from other entities)
* Separate statements and payment schedules
* Independent spending controls and policies
* Entity-specific reporting
* Individual cardholder management
* Isolated bank accounts

***

## Setup

### 1. Create Sub-Accounts

1. Click **New Account > Credit Expense** (top right)
2. Select **Allocate credit line to multiple sub-entities**
3. Enter sub-account name (e.g., "Downtown Location")
4. Set spending limit
5. Click **Submit**

### 2. Set Credit Allocations

1. Go to **Business Settings > Entity Management**
2. Click **Set Allocation** next to each sub-account
3. Enter allocation amount
4. Click **Save Allocations**

**Important:**

* Total allocations cannot exceed your credit line
* Allocations can only be changed once per billing cycle

### 3. Assign Bank Accounts

Each sub-account must have at least one assigned bank account for payments:

1. Go to **Business Settings > External Accounts**
2. Assign bank accounts in the **Sub-Account Assignments** column
3. Use **Visible to Sub-Accounts** dropdown to control visibility

Each sub-account can customize spending policies, merchant restrictions, card controls, and reporting.

***

## User Roles & Permissions

### Primary Account Administrator

**Full control over:**

* Creating and deleting sub-accounts
* Setting credit allocations (once per billing cycle)
* Managing bank account assignments
* Viewing consolidated reporting
* Managing user permissions

**Key responsibilities:**

* Monitor allocation utilization
* Adjust allocations based on business needs
* Manage payment sources and resolve issues
* Oversee compliance and policy enforcement
* Respond to allocation alerts

**Restriction:** Credit allocations can only be modified once per billing cycle.

### Sub-Account Administrator

**Can manage:**

* Cardholders and spending within allocated limits
* Entity-specific policies and approvals
* Reporting for your sub-account only
* Statement reviews and expense categorization

**Cannot:**

* View other entities' data or allocations
* Modify bank accounts or payment sources
* Create new entities
* Access company-wide credit information
* Use allocations from other entities

***

## Payment & Billing

### How Payments Work

Each sub-account receives separate monthly statements paid independently from assigned bank accounts:

* Entity A: Due 15th, paid from Entity A's bank
* Entity B: Due 30th, paid from Entity B's bank

### Payment Sources

**Entity-Specific Accounts (Recommended)**

* Each sub-account has at least one assigned account
* Complete financial segregation
* Cleaner accounting

**Shared Account (Optional)**

* Primary Administrator assigns same account to multiple entities
* Useful for centralized payment management
* Entities still receive separate statements

### Payment Failures

If a sub-account's bank has insufficient funds:

* Payment attempts from Primary Entity's default account
* Both administrators are notified
* No late fees on first backup attempt

***

## Best Practices

**Setup:**

* Use clear naming (e.g., "Chicago North Store" vs "Store 1")
* Assign dedicated administrators per location
* Set up entity-specific bank accounts
* Configure spending policies before issuing cards

**Managing Allocations:**

* Monitor utilization for efficient allocation
* Plan adjustments carefully (once per billing cycle only)
* Maintain buffers for unexpected expenses
* Respond promptly to allocation alerts

**User Management:**

* Invite users to specific entities during onboarding
* Use location-based assignments
* Review access quarterly
* Train administrators on permissions

***

## Troubleshooting

**"My sub-account is at its credit limit but others have available allocation"** Each sub-account has dedicated allocation. Contact your Primary Administrator to request adjustment (once per billing cycle).

**"I can't change credit allocations"** Allocations can only be changed once per billing cycle. Wait until next period.

**"I can't see a bank account"** Bank accounts must be assigned to your sub-account by the Primary Administrator. Contact them to request assignment.

**"My payment failed"**

* Check assigned bank account has sufficient funds
* Verify account is active and connected
* Contact Primary Administrator if account needs changing

**"Cards aren't working"**

* Check if allocation is exceeded
* Verify spending policies aren't blocking transactions
* Confirm card is assigned to correct sub-account

***

## FAQ

**What happens if my main credit line changes?**

*Decreased by PEX:* Allocations reduced pro-rata. The one-per-cycle limit is temporarily lifted.

*Increased by PEX:* No automatic change to sub-account allocations. Primary Administrator must manually allocate additional credit via **Business Settings > Entity Management**.

**Can I move allocations between entities?** Only Primary Administrators can adjust allocations, once per billing cycle.

**What if my sub-account exceeds its allocation?** New transactions decline until balance is reduced through payments or Primary Administrator increases allocation.

**Can I use another sub-account's unused allocation?** No. Allocations are dedicated and cannot be shared.

**Can sub-accounts see the main company's bank accounts?** Only accounts specifically assigned to them. Primary Administrators control visibility.

**How do I close a sub-account?** Contact your PEX account manager. Requirements:

* \$0 outstanding balance
* All cards cancelled/deactivated
* All pending transactions settled
* Final statement paid

**Can I change which bank account pays for a sub-account?** Yes. Sub-Account Administrators can assign different accounts. Primary Administrators can reassign at any time via **Business Settings > External Accounts**.

***

**Need help?**

* **Sub-Account Administrators:** Contact your Primary Administrator
* **Primary Administrators and technical issues:** See [Contact Administrator Support](/administrator-guide/contact-administrator-support)


# Navigating the PEX Dashboard: An Introduction
Source: https://support.pexcard.com/administrator-guide/navigating-the-pex-dashboard-an-introduction

New to PEX and don't know where to get started? You've come to the right place!

New to PEX and don't know where to get started? You've come to the right place!

***Watch a step-by-step demonstration [here](https://pex.navattic.com/fry052p)!***


# Other
Source: https://support.pexcard.com/administrator-guide/other

Find miscellaneous administrator topics including Visa Savings Edge, account security, billing, PDF troubleshooting, accessibility, and service status.

<CardGroup>
  <Card title="Can I Use My PEX Card with Visa Savings Edge?" href="/administrator-guide/can-i-use-my-pex-card-with-visa-savings-edge" icon="credit-card" />

  <Card title="How does PEX ensure security of online accounts?" href="/administrator-guide/how-does-pex-ensure-security-of-online-accounts" icon="shield-check" />

  <Card title="Troubleshooting Viewing of PDF Receipts" href="/administrator-guide/troubleshooting-viewing-of-pdf-receipts" icon="file-pdf" />

  <Card title="Accessibility Standards" href="/administrator-guide/accessibility-standards" icon="universal-access" />

  <Card title="How is My Account Billed?" href="/administrator-guide/how-is-my-account-billed" icon="money-bill-wave" />

  <Card title="PEX Funding Scheduler" href="/administrator-guide/pex-funding-scheduler" icon="calendar-days" />

  <Card title="Checking the status of PEX services" href="/administrator-guide/checking-the-status-of-pex-services" icon="server" />
</CardGroup>


# PDF bank statement underwriting for Credit Expense
Source: https://support.pexcard.com/administrator-guide/pdf-bank-statement-underwriting-for-credit-expense

How to apply for a Credit Expense account using PDF bank statement underwriting when Instant Account Verification is not available

Existing PEX prepaid customers can apply for an additional Credit Expense account using both Instant Account Verification via Open Banking Providers and PDF bank statement underwriting.

We recommend using Open Banking Providers for Instant Account Verification. PEX uses your bank balance and transaction data to underwrite your business credit line for the Credit Expense product. In some scenarios, Instant Account Verification may not be an option for your business or may not be compatible with your bank. In those situations, you can use PDF bank statement underwriting.

<Note>
  **Note:**

  Instant Account Verification via Open Banking Providers results in higher approval rates and credit lines.
</Note>

## Before you start

Ensure your bank account has been linked on your PEX business. You can link an external bank account through Instant Account Verification or micro-deposits. If using micro-deposits, complete the validation process first — this can take 2 to 3 business days.

## How to apply using PDF bank statements

<Steps>
  <Step>
    Once your bank account is linked and validated, click **New account** at the top right of the **Business Settings** screen in the PEX admin Dashboard. Select **Credit Expense**.

    <img alt="New account button on Business Settings screen" />
  </Step>

  <Step>
    If your business only has external bank accounts linked through micro-deposits (or accounts where Instant Account Verification has become unlinked), you'll see the option to upload PDF bank statements.
  </Step>

  <Step>
    If you have multiple bank accounts linked, select the account associated with your PDF bank statements using the blue selection picker. The system checks that the statements match the selected account.
  </Step>

  <Step>
    Upload the last 3 complete months of bank statements into the upload box. Your bank account must have at least 90 days of history.

    <img alt="PDF bank statement upload screen" />
  </Step>
</Steps>

PEX underwrites your credit line based on the financial data demonstrated in the bank statements. We recommend maintaining a minimum balance of \$20,000 throughout the 3 months of statement history to be considered for Credit Expense.

<Note>
  **Note:**

  If you have multiple bank accounts linked, they will all be imported to your new Credit Expense business if approved.
</Note>


# Perk-AmTrav integration
Source: https://support.pexcard.com/administrator-guide/perk-amtrav-integration

Book travel on Perk-AmTrav with your PEX card and have itemized invoices and trip details flow back into PEX automatically

Book travel on Perk-AmTrav with your PEX card and have receipts flow back into PEX automatically.

***See how the integration works in this [interactive demo](https://pex.navattic.com/pk1j02c2)!***

Book flights, hotels and rail on Perk-AmTrav with your PEX card. Itemized invoices and trip details flow back into PEX automatically and attach to the matching transaction — ready for tagging and reconciliation. There's no charge to use this integration.

## What you get

* **No-touch reconciliation.** Receipts are matched to transactions as bookings occur, so there's nothing to upload and no one to chase.
* **Complete audit trail.** Trip details arrive with the transaction, giving you full visibility into travel spend.
* **One payment method for travel.** Use the same PEX card for booking and for spend on the road, with your existing spend rules and approval workflows in place.
* **Faster month-end close.** Transactions arrive documented, ready to tag and sync to your accounting software or ERP.

## What you need to get started

* A PEX account
* A Perk-AmTrav account

Setup is a one-time step — add your PEX card to your Perk-AmTrav profile so bookings paid with it flow back into PEX automatically.

<Steps>
  <Step>
    In Perk-AmTrav, open your traveler profile and go to **Credit Cards for Bookings**.
  </Step>

  <Step>
    Select **Add New Credit Card** and enter your PEX card details — card number, expiration date, cardholder name and billing address.
  </Step>

  <Step>
    Save the card so it's available as a form of payment for your Perk-AmTrav bookings.
  </Step>
</Steps>

Once your PEX card is saved, choose it as the form of payment when you book and receipts start flowing into PEX.

## How it works

<Steps>
  <Step>
    Book a flight, hotel or rail trip in Perk-AmTrav and pay with your PEX card.
  </Step>

  <Step>
    Perk-AmTrav sends the itemized invoice and trip details to PEX.
  </Step>

  <Step>
    PEX matches the receipt to the card transaction and attaches it automatically.
  </Step>

  <Step>
    Review, tag and reconcile the transaction in PEX the same way you would any other purchase.
  </Step>
</Steps>

<Note>
  **Note:**

  Receipts attach to the transaction they belong to, so you can tag them, run reports on them and export them to your accounting software with the rest of your PEX spend.
</Note>

## FAQ

**How are receipts matched to the transaction?**

We look for items including amount, Cardholder, date/time and merchant to match the receipt directly to the correct transaction.

**Which PEX products are supported?**

Both are supported — Credit Expense and Prepaid Expense.

**Is there a charge to use this integration?**

No. There's no charge to use the Perk-AmTrav integration.

**Do I need to set anything up?**

Just once — add your PEX card to your Perk-AmTrav profile under **Credit Cards for Bookings**, then choose it as the form of payment when you book. After that, receipts flow into PEX automatically.

**What kinds of travel are covered?**

Flights, hotels and rail booked through Perk-AmTrav and paid for with your PEX card.

## Support & inquiries

For any questions related to this integration, please email [appsupport+amtrav@pexcard.com](mailto:appsupport+amtrav@pexcard.com).


# PEX Auto Tagger
Source: https://support.pexcard.com/administrator-guide/pex-auto-tagger

Create dynamic rules that auto tag transactions with PEX tags. Creating rules reduces reconciliation time and enhances reporting.

***Watch a step-by-step demonstration [here](https://pex.navattic.com/3mo0z2j)!***

<Note>
  **Note:**

  To use this app, tags must be enabled and set up on your PEX account. If your account does not include tags, please contact [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com).
</Note>

## Install

To use the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Auto Tagger**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the app, you need to enable the following permissions: *Edit business settings & apps*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## Create Rules

To start, click **Create Rule** on the top right.

<Frame>
  <img alt="" />
</Frame>

<Steps>
  <Step>
    Set a **name** for the rule (e.g., Fuel, see sample below).
  </Step>

  <Step>
    Select the **category** from the dropdown including Cardholder First Name, Cardholder Last Name, Cardholder Group, Merchant Category, Merchant MCC Code, Merchant Name, Transaction Any Note, Transaction Approval Status, Transaction Description, or Transaction Type.

    * Merchant categories usually include more than one merchant category code. You can add custom merchant categories under [Business Settings -> Merchant categories](https://dashboard.pexcard.com/business-settings/merchant-categories?utm_source=support).
  </Step>

  <Step>
    Specify the condition (e.g., Contains, Does Not Contain) and the value for the rule. The contents will populate based on the information in your profile. *Note: If "Ignore Capitalization" is selected, this criteria will be omitted from the rule selection.*
  </Step>

  <Step>
    Indicate the **PEX tag** and associated value that you would like to use for this rule. Note: Only active PEX tags will be populated. Tags are managed within Business settings > Tag manager.
  </Step>

  <Step>
    Select **Create**.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

Once the rule has been created, you will be able to view the ***Priority*** or order to which the rules are applied, ***Name*** that you gave your rule, ***Description*** of what the rule does, ***Enabled*** shows the status of the rule (active/inactive), and ***Updated By*** shows the admin who last updated the rule.

<Frame>
  <img alt="" />
</Frame>

## Add multiple conditions and tags

<Steps>
  <Step>
    Select **Advanced Mode**\*.\*

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select **Create Rule**\*.\*

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Add a name and description.

    <Frame>
      <img alt="" />
    </Frame>

    You can autogenerate a description after you add at least one specification and one tag value. Until then the "Generate" button will be disabled.
  </Step>

  <Step>
    Add specifications. To enter more than one specification, select **+ Add Specification**.

    <Frame>
      <img alt="" />
    </Frame>

    Note that the "**Condition**" field might have "**Regex Matches**" option for some properties. Example: Property - Merchant Name, Condition - Regex Matches, Value - (\[Ww]almart|\[Tt]arget). If you are interested in regular expressions, you can use [this tool](https://regexr.com/7kmgm).
  </Step>

  <Step>
    Add tags. To enter more than one tag, select ***+ A*****dd Tag Value**\*.\*

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select **Create**\*.\*

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Update rules

At any time Admins can edit rules previously created including change the priority of rules to be applied, delete rules, or edit the categories.

<Steps>
  <Step>
    Click on the edit icon to the right of the rule.
  </Step>

  <Step>
    From here you can update the rule name, category & tag values and the priority of the rule.
  </Step>

  <Step>
    Click **Update**.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

## Run Rules

Admins can:

* View the time of last sync.
* Disable all rules from processing:
  * Click on the Manage tab, you'll be able to view if the Auto Tagger is enabled or disabled and the last time of sync.
  * If you would like to disable all active rules from processing, click "DISABLE AUTO TAGGING".
* Admin can also run ad-hoc auto tagging. You don't need to enable auto tagging to run ad-hoc auto tagging.

<Frame>
  <img alt="" />
</Frame>

## Auto Tagger Custom Options

You can set custom options when running ad-hoc auto tagging:

* Click **Run now**.
* Click **Custom options**.
  * Select a start date. Transactions after this date will be processed.
    * Start date must be less than 1 year ago.
    * Leave empty to default to 2 weeks ago.
  * Select an end date. Transactions after this date will not be processed.
    * Leave empty to default to today.
  * Decide if to process closed cardholders.
    * By default, Auto Tagger skips closed cardholder accounts.
  * Decide if to reprocess transactions.
    * By default, Auto Tagger skips transactions it has already tagged.
* Click **Run**.

## FAQ

<AccordionGroup>
  <Accordion title="What transactions does Auto Tagger run my rules against?">
    Auto Tagger runs your rules only against:

    * Active cards' transactions.
    * Settled transactions.
    * Transactions in the "Not Reviewed" and "Rejected" statuses.
      * If a transaction in the "Rejected" status is tagged, its status reverts to "Not Reviewed".
    * Purchase transactions.
    * Transactions up to 2 weeks in the past and on a go forward basis.
  </Accordion>

  <Accordion title="When are the rules applied to transactions?">
    For first time rule set-up, Auto Tagger will be applied to transactions up to 2 weeks in the past. Once a rule is active, Auto Tagger will update transactions every 60 minutes. To view past tags, click on a transaction and look at the details.
  </Accordion>

  <Accordion title="Can I add more than one condition or tag?">
    Yes. Please visit the adding multiple conditions and tags above.
  </Accordion>

  <Accordion title="Are split tags supported?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I auto tag transactions older than two weeks?">
    Yes, but only manually. To perform this action, follow these steps:

    <Steps>
      <Step>
        Click on "Manage"
      </Step>

      <Step>
        Select "Run Now"
      </Step>

      <Step>
        Choose "Custom Options"
      </Step>

      <Step>
        In the Custom Options section, specify the desired start date. Please note that the start date cannot be more than one year in the past.
      </Step>

      <Step>
        Adjust any other options as necessary.
      </Step>

      <Step>
        Finally, click on "Run" to initiate the process.
      </Step>
    </Steps>
  </Accordion>

  <Accordion title="Why doesn't Auto Tagger retag my transactions?">
    Auto Tagger tag transactions only once. Auto Tagger adds a transaction note when it tags a transaction. To reprocess and retag transactions, follow these steps:

    <Steps>
      <Step>
        Click on "Manage"
      </Step>

      <Step>
        Select "Run Now"
      </Step>

      <Step>
        Choose "Custom Options"
      </Step>

      <Step>
        In the Custom Options section, specify the desired start date. Please note that the start date cannot be more than one year in the past.
      </Step>

      <Step>
        Adjust any other options as necessary.
      </Step>

      <Step>
        Finally, click on "Run" to initiate the process.
      </Step>
    </Steps>
  </Accordion>
</AccordionGroup>


# PEX Batch Funding
Source: https://support.pexcard.com/administrator-guide/pex-batch-funding

Batch Funding allows you to fund/defund multiple cardholders via .CSV file import. Only Active, Inactive, and Blocked cards can be funded by the app. This app is available to Admins only.

## How to Install PEX Batch Funding

<Steps>
  <Step>
    Log in to your PEX account [dashboard.pexcard.com](https://dashboard.pexcard.com/?utm_source=support) and navigate to 'Apps' section on the left-hand side menu.
  </Step>

  <Step>
    Click on the 'Available' tab.
  </Step>

  <Step>
    Look for 'Batch Funding' and click on 'More Information' at the bottom of the app card.
  </Step>

  <Step>
    Click 'Install' to install the app on your PEX account. The Connector is web-based, so you do not need to download anything.
  </Step>

  <Step>
    Once installed successfully, click on 'Launch' option to launch the app.
  </Step>
</Steps>

<Note>
  **Note:**

  To install the app, you need to enable the following permission: *Edit business settings & apps*. You can enable it in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

Once the app is installed, you can access it in the future via the 'Installed' section on the Apps page. Click the button 'Launch' to access the app.

<Frame>
  <img alt="image.png" />
</Frame>

## Summary Section

The summary displays the following information:

* **PEX Account Name**: the 'business name'. A hover over the info icon displays the full un-trimmed name and also account id (useful for support).
* **Account Status**: the current business account status.
* **Account Balance**: the current business account balance.
* **Pending Funding**: the sum of all pending funding amounts of cardholders.
* **Available Funding**: the current amount available to use for funding cardholders. This is the 'Account Balance' minus the sum of all 'Pending Funding'.

## How to Batch Fund Cards

There are two ways to batch fund cards:

* Filling out Cardholders table
* Filling out a csv file

## Filling out Cardholders table

* Populate the 'Funding Amount' column with the amount you want to fund the card with for each cardholder. The 'Ending Balance' column amount will automatically adjust and show you the value. This will be the amount of the card after it gets funded with the amount you enter in the 'Funding Amount' column.
  * Optionally you can populate the 'Ending Balance' column. This entered amount will be the balance of the card i.e. card will be funded by the difference of card available balance and the ending balance amount entered by you. The 'Funding Amount' column amount will automatically adjust and show you the value.
    * You can defund a card if you input a negative value in the 'Funding Amount' column. Though, the 'Ending Balance' column value cannot be negative.
* Click on the 'Fund' button, and then 'Fund Pending'.

You can see if the funding was successful in the 'Funding Status' column.

You can also:

* Refresh the Cardholders list by clicking 'Refresh'.
* Sort any table column values in ascending/descending order.
* Filter any column by the item you need.
* Display all or specific columns by clicking 'Manage Columns' -> checking the ones you need.

## Filling out a csv file

<Steps>
  <Step>
    Click on Export and Export all.

    * Optionally, you can select few cards only and click on Export selected. This would include only selected cards in the CSV file as opposed to including all the cards from the business.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    CSV file with all cardholders will get downloaded onto your system.
  </Step>

  <Step>
    Open the CSV file.
  </Step>

  <Step>
    Populate the 'Funding Amount' column with the amount you want to fund the card with for each cardholder.

    * Optionally you can populate the 'Ending Balance' column. This entered amount will be the balance of the card i.e. card will be funded by the difference of card available balance and the ending balance amount entered in CSV.
      * If both Funding Amount and Ending Balance is populated, Funding Amount is used by the app.
      * You can defund a card if you input a negative value in the 'Funding Amount' column. Though, the 'Ending Balance' column value cannot be negative.
  </Step>

  <Step>
    Save the CSV file.
  </Step>

  <Step>
    Click on the 'Import' button.
  </Step>

  <Step>
    Select the CSV file you have just saved.
  </Step>

  <Step>
    Click on the 'Open' button.
  </Step>

  <Step>
    Click on the 'Fund' button, and then 'Fund Pending'.
  </Step>
</Steps>

The app will show the notification at the top when funding is successful or if there are some errors.

<Frame>
  <img alt="image.png" />
</Frame>

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="Can I defund cards using Batch Funding?">
    You can defund a card if you input a negative value in the 'Funding Amount' column. Please note, the 'Ending Balance' column value cannot be negative.
  </Accordion>

  <Accordion title="Which fields are required in the import file?">
    The download option prepopulates the CSV file. The minimum information needed is the *Account ID* and *Ending Balance* OR *Funding Amount.*
  </Accordion>
</AccordionGroup>


# PEX Connector for Airtable
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-airtable

The PEX Connector for Airtable allows Admins to sync settled PEX transactions to Airtable. You should create the Airtable table beforehand in your Airtable account.

## Creating Airtable Table

<Steps>
  <Step>
    [Sign in](https://airtable.com/login) your Airtable Account.
  </Step>

  <Step>
    Add a base. The Airtable table will be automatically created in the base.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Name the base and the table.
  </Step>
</Steps>

## Airtable Table Format

In order to sync transaction data from PEX, the Airtable table should have the following columns and strictly adhere to the below listed data format.

<Note>
  **Note:**

  Column headers should be named exactly the same because the sync is case-sensitive.
</Note>

| Columns                | Data type                                                                                                                                                  |
| ---------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Transaction ID         | Number<br />Format: Decimal places (0)<br />Allow negative numbers OFF                                                                                     |
| Merchant ID            | Single line text                                                                                                                                           |
| MCC                    | Single line text                                                                                                                                           |
| Merchant Name          | Single line text                                                                                                                                           |
| Transaction Time (EST) | Date<br />Date format: ISO<br />Include time ON<br />Time format: 12 hour<br />Use the same time zone for all collaborators OFF<br />Display time zone OFF |
| Settlement Time (EST)  | Date<br />Date format: ISO<br />Include time ON<br />Time format: 12 hour<br />Use the same time zone for all collaborators OFF<br />Display time zone OFF |
| Cardholder ID          | Number<br />Format: Decimal places (0)<br />Allow negative numbers OFF                                                                                     |
| Cardholder Name        | Single line text                                                                                                                                           |
| Card Number            | Single line text                                                                                                                                           |
| Description            | Single line text                                                                                                                                           |
| Amount                 | Currency<br />Currency symbol: $<br />Precision: $1.00<br />Allow negative numbers ON                                                                      |
| Cardholder Group       | Single line text                                                                                                                                           |

<Frame>
  <img alt="image.png" />
</Frame>

## Accessing App

To access the app:

<Steps>
  <Step>
    Log in to your account [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to Apps on the left side of your PEX menu.
  </Step>

  <Step>
    Select the "**Available**" tab.
  </Step>

  <Step>
    Scroll to locate PEX Connector for Airtable.
  </Step>

  <Step>
    Click "**More info**" on the tile.
  </Step>

  <Step>
    Click "**Install**".
  </Step>

  <Step>
    Click "**Launch**".
  </Step>
</Steps>

<Note>
  **Note:**

  To install the app, you need to enable the following permissions: *Edit business settings & apps*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## Initializing App

Once the app has launched, follow the steps:

<Steps>
  <Step>
    Click "**Connect**" to link your PEX account to your Airtable account.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Enter your Access token and Table URL.

    * To create a token:
      * Go to [https://airtable.com/create/tokens/new](https://airtable.com/create/tokens/new)
        * Name a token.

    <Frame>
      <img alt="image.png" />
    </Frame>

    * Click "**+ Add a scope**".
    * Select two permissions: *data.records:read*, *data.records:write*

    <Frame>
      <img alt="image.png" />
    </Frame>

    * Click "**+ Add a base**" and select the table you created to sync transactions to.

    <Frame>
      <img alt="image.png" />
    </Frame>

    * Click "**Create token**".
    * Click on the "**Copy**" icon.

    <Frame>
      <img alt="image.png" />
    </Frame>

    * Paste the copied token into the **Access Token** field.

    <Frame>
      <img alt="image.png" />
    </Frame>

    * Open your the table you created to sync transactions to.
    * Copy its link.

    <Frame>
      <img alt="image.png" />
    </Frame>

    * Paste the copied link into the **Table URL** field.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Click "**Connect**".
  </Step>

  <Step>
    Once connected, you will see a valid connection status.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>
</Steps>

## Using App

To view your synced transactions:

<Steps>
  <Step>
    [Sign in](https://airtable.com/login) your Airtable Account.
  </Step>

  <Step>
    Locate your Airtable base and table that you sync transactions to.
  </Step>

  <Step>
    Click on it.
  </Step>

  <Step>
    View your synced settled transactions.
  </Step>
</Steps>

When a new transaction is settled, its record will appear in your Airtable Table as a new row.

<Note>
  **Note:**

  The PEX Connector syncs:

  1. Only settled transactions.
  2. No past transactions.
</Note>

## How PEX shares data with Airtable

Connecting PEX to your Airtable account is required to sync transaction data into your Airtable table. The PEX Connector for Airtable will only read and write data to your linked Airtable table. For more information on the PEX Privacy Policy, please navigate [here](https://www.pexcard.com/legal/privacy-policy/?utm_source=support).

## Support & Inquiries

For any questions related to your connector, please email [appsupport+airtable@pexcard.com](mailto:appsupport+airtable@pexcard.com)


# PEX Connector for Aplos (Credit)
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-aplos-charge

Sync purchases, bill payments, fees, rebates and reimbursements from your PEX Credit Expense account into Aplos, and map Aplos fields and 990 tags to PEX tags

Auto-sync purchases, bill payments, fees, rebates and cardholder reimbursements from PEX into Aplos, keeping your data accurate, organized, and up-to-date. Map Aplos fields such as Account, Fund, etc. to PEX tags. PEX also supports Aplos Tags including 990 Tags. Additionally, you can import your existing list of vendors, referred to as "contacts" in Aplos, into PEX to automatically create vendor cards. Follow this [link](/administrator-guide/aplos-vendor-card-creation) for more details on how to auto create vendor cards.

To configure this integration, you don't even need to wait for your account manager. You can get started right away with just your Aplos and PEX credentials.

Note: PEX Connector for Aplos does not sync receipts from PEX to Aplos. As a workaround, we recommend installing [Google Drive](/administrator-guide/connector-for-google-drive) or [OneDrive](/administrator-guide/pex-connector-for-onedrive) from the PEX marketplace to store PEX receipts.

## Pre-Configuration

Prior to using this guide, please ensure you have completed all set-up components detailed in [this article](/administrator-guide/pex-connector-for-aplos--set-up).

## Configuring Connector in PEX

Log into your PEX account to finalize the set up.

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Scroll to locate PEX Connector for Aplos.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## Select your use case(s)

There are currently two options for how you can connect PEX with Aplos. We recommend as many as possible to make your reconciliation experience seamless.

* [Auto create vendor cards from my Aplos contact list](/administrator-guide/aplos-vendor-card-creation).
* Sync transactions from PEX to Aplos nightly.

Click on the "Sync transactions from PEX to Aplos nightly".

<Frame>
  <img alt="" />
</Frame>

## Choose What to Sync

* **Sync Aplos Funds/Accounts to PEX Tags**.
  * Enable this option to successfully retrieve your Fund and Account list from Aplos.
* **Automatically import PEX purchases with Fund and Account tags, fees, bill payments and rebates**.
  * Enable this option to import PEX purchases, fees, bill payments and rebates in Aplos.
  * PEX purchases must have the Account and Fund PEX Tags and be approved in order to sync. For details on transaction review, please see our article [How to Review Transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).
  * Examples of a PEX Fee include an ISA fee for international use or priority shipping fees.
  * An example of a bill payment would be an ACH transfer from your business checking account to your PEX business account.
    * If you are funding your PEX account from more than one Operating Account, choose the primary funding account since the Connector only supports one Bank Account.
* **Automatically import cardholder reimbursements into Aplos**.
  * Enable this option to import paid PEX cardholder reimbursements into Aplos as expenses.
  * Only reimbursement requests that have been approved and **paid** in PEX will sync. Pending or unpaid reimbursement requests do not sync.
    * To learn more about creating and paying reimbursements in PEX, see [What are Reimbursements](/administrator-guide/what-are-reimbursements) and [Approving and Paying a Reimbursement Request](/administrator-guide/approving-and-paying-a-reimbursement-request).
* **Sync 990 Tag**.
  * You can enable this option to successfully retrieve 990 tags from Aplos.
  * If you enable 990 Tag, make sure you have 990 tag enabled in Aplos. Otherwise, your transactions will not sync.
  <Frame>
    <img alt="" />
  </Frame>
* **Select a liability account that represents your PEX balance**.
  * Purchases will credit this account.
  * Bill payments will debit this account.
  * Fees in PEX will credit this account.
  * Rebates in PEX will debit this account.
  <Note>
    Note that the liability account you select should be of the "Register" type in Aplos.
  </Note>
  <Frame>
    <img alt="" />
  </Frame>
* **Select the Start date to begin the sync**.
  * Transactions after this date will sync to Aplos.
  * Reimbursements with a payment processing date on and after this date will sync to Aplos.
  * The start date must be `<1` year in the past.
* **Select the Post date for syncing transactions to Aplos**: either Settlement Time or Transaction Time.
  <Frame>
    <img alt="Image" />
  </Frame>

Click "Next".

## Configure contact sync options

### **Purchases**

* **Use a single contact for your expenses**
  * With this option, all PEX purchases will be booked against a single contact selected from the drop down list.
  <Tip>
    **Tip:** Consider creating a new contact in Aplos called "PEX" if you would like to book all of your PEX purchases against a single contact.
  </Tip>
  <Frame>
    <img alt="Image" />
  </Frame>
* **Create a contact for each unique merchant**
  * With this option, PEX will book purchases against corresponding contacts that already exist in your Aplos account. If there is no corresponding contact then PEX will auto create a new contact in Aplos.
  * Note that the connector will not create duplicate contacts, but "Walmart23455", "Walmart-brooklyn223" are two unique contacts from the connector's point of view. If you don't want to have "Walmart23455" and "Walmart-brooklyn223" then read below.
  <Frame>
    <img alt="Image" />
  </Frame>

#### Standardized merchant names

With the "**Create a contact for each unique merchant**" option, you can also sync your purchases with standardized merchant names if you check "Use standardized merchant names" checkbox.

<Frame>
  <img alt="Image" />
</Frame>

This means that a purchase "Walmart23455" and a purchase "Walmart-brooklyn223" will be recorded in Aplos with "Walmart" as a contact instead of "Walmart23455" or "Walmart-brooklyn223".

### **Reimbursements**

* **Use a single contact**
  * With this option, all PEX reimbursements will be booked against a single contact selected from the drop down list. **Tip:** Consider creating a new contact in Aplos called “PEX” if you would like to book all of your PEX reimbursements against a single contact.
  <Frame>
    <img alt="Image" />
  </Frame>
* **Create a contact for each unique employee**
  * With this option, PEX will book reimbursements against corresponding contacts that already exist in your Aplos account. If there is no corresponding contact then PEX will auto create a new contact for the given employee in Aplos.
    <Frame>
      <img alt="Image" />
    </Frame>

Click “Next”.

## Configure Tag Mapping

Map the Fund, Account fields and Aplos tags. The Fund and Account mapping is required to sync purchases and reimbursements to Aplos. The mapping configured on this step applies to purchases and reimbursements.

### Fund (required)

Map the Aplos field “Fund” to the PEX tag called “Fund” that you have previously created following the instructions in the ["Setting up Tags in PEX"](/administrator-guide/pex-connector-for-aplos--set-up#fund-tag) section.

<Frame>
  <img alt="" />
</Frame>

Make sure to enable the "Sync" toggle. This will pull your funds from Aplos into PEX as tag option values.

<Frame>
  <img alt="" />
</Frame>

The mapping and auto sync allows you and your cardholders to select a tag value for each purchase.

For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a tag value ("Building Fund" in our example below) of the "Fund" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Aplos connector setup and sync tag options from Aplos to PEX.

<Frame>
  <img alt="" />
</Frame>

When you or your cardholders tag a purchase with a tag option ("Building Fund" in the example above), that purchase will be recorded under the Building Fund in Aplos after syncing.

If you are using split tag functionality on the PEX platform, the connector will support that while exporting the purchases and create the same split structure for purchases in Aplos.

### Account (required)

Map the Aplos field “Account” to the PEX tag called “Account” that you have previously created following the instructions in the ["Setting up Tags in PEX"](/administrator-guide/pex-connector-for-aplos--set-up#account-tag) section.

<Frame>
  <img alt="" />
</Frame>

Make sure to enable the "Sync" toggle. This will pull your expense accounts from Aplos into PEX as tag option values. Note: **Only** expense accounts will sync from Aplos into PEX; asset, income, liability, and other account types will not sync from Aplos into PEX.

<Frame>
  <img alt="" />
</Frame>

The mapping and auto sync allows you and your cardholders to select a tag value for each purchase.

For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a tag value ("Travel" in our example below) of the "Account" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Aplos connector setup and sync tag options from Aplos to PEX.

<Frame>
  <img alt="" />
</Frame>

When mapping to a tag, you can also specify a default "Account" value: for example, Uncategorized, as highlighted below.

<Frame>
  <img alt="" />
</Frame>

Note that a purchase will not be tagged with this default value ("Uncategorized" in our example) on the transaction details. It means that if you or your cardholders forget to tag a purchase before it is synced to Aplos, the default value ("Uncategorized" in our example) will be applied to this purchase during the sync.

If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,

<Frame>
  <img alt="" />
</Frame>

that specific purchase will be recorded in Aplos under the corresponding account ("Travel" in our example below) after syncing. Tags take precedence over default values.

<Frame>
  <img alt="" />
</Frame>

If you are using split tag functionality on the PEX platform, the connector will support that while exporting the purchases and create the same split structure for purchases in Aplos.

### Tags (optional)

<Frame>
  <img alt="" />
</Frame>

PEX tags can also be mapped to your Aplos tags if they are enabled in Aplos. If you have a tag that is required in Aplos, it is required to map it in PEX to successfully sync transactions. If you have multiple Aplos tags, click on the blue plus sign (+) on the right side of your screen to map a PEX tag to each Aplos tag.

The corresponding PEX tag(s) should be created first following the instructions in the ["Setting up Tags in PEX"](/administrator-guide/pex-connector-for-aplos--set-up#other-tags) section. Mapping to a PEX tag, setting a default value, and tagging a purchase work the same way with Aplos tags as they do with the Aplos Fund and Account fields described above.

Click "Next".

## Bill Payments

**All purchase transactions must have fund and account tags (approval is optional) for bill payments to sync successfully to Aplos**.

When you fund a PEX account via an ACH transfer, the bill payment amount will credit an account ("1000-Checking" in our example below) selected in the dropdown field "Bank Account". If you are funding your PEX account from more than one Operating Account, choose the primary funding account since the Connector only supports one Bank Account.

<Frame>
  <img alt="Image" />
</Frame>

At the same time, the bill payment amount will debit the liability account you selected as your PEX balance ("2000-Credit Card" in the example below) on the "Sync Selection" step.

<Frame>
  <img alt="Image" />
</Frame>

You must select an Aplos payee for bill payments.

<Frame>
  <img alt="Image" />
</Frame>

## Fees

The fee amount will debit an account ("5100-PEX Fees" in our example below) selected in the dropdown field "Account".

<Frame>
  <img alt="Image" />
</Frame>

At the same time, the fee amount will credit the liability account you selected as your PEX balance ("2000-Credit Card" in the example below) on the "Sync Selection" step.

<Frame>
  <img alt="Image" />
</Frame>

You must select an Aplos fund and contact for fees. If you enable the "Sync 990 Tag" option at the first step then you should select the respective 990 tag option for fees.

<Frame>
  <img alt="Image" />
</Frame>

## Rebates

The rebate amount will credit an expense or income account ("4020-PEX Rebates and rewards" in our example below) selected in the dropdown field "Account".

<Frame>
  <img alt="Image" />
</Frame>

At the same time, the rebate amount will debit the liability account you selected as your PEX balance ("2000-Credit Card" in the example below) on the "Sync Selection" step.

<Frame>
  <img alt="Image" />
</Frame>

You must select an Aplos fund and contact for rebates. If you enable the "Sync 990 Tag" option at the first step then you should select the respective 990 tag option for rebates.

<Frame>
  <img alt="Image" />
</Frame>

## **Reimbursements**

This section is available only if the “Automatically import cardholder reimbursements into Aplos” option on the “Sync Selection” step is enabled.

PEX reimbursements are payments made to a cardholder to reimburse them for out-of-pocket expenses. When this option is enabled, each eligible (paid) reimbursement is posted to Aplos as a **balanced journal entry**, following the same pattern used for transfers, fees, and rebates. The journal entry is coded using the **Fund**, **Account**, **contact**, and **tags** you configure for reimbursements.

The reimbursement amount will credit a bank account (“1000 - Checking” in our example below) selected in the dropdown field “Bank Account”.

<Frame>
  <img alt="Image" />
</Frame>

At the same time, the reimbursement amount will debit the expense account that the reimbursement is tagged with (“Building & Property Maintenance” in the example below)/or the default expense account set on the “Purchases and Reimbursements” step.

<Frame>
  <img alt="Image" />
</Frame>

Click "Finish".

### **How to tag a reimbursement?**

**Admin view**

Go to the “Reimbursements” menu -> select any request -> select a Fund value of the “Fund” tag (for example, “Building Fund”) and an Account value of the “Account” tag (for example, “Building & Property Maintenance”).

<Frame>
  <img alt="Image" />
</Frame>

**Cardholder view**

Cardholders go to the “Requests” menu -> select “Reimbursements” -> click “New reimbursement” -> select a Fund value and an Account value of the respective tags.

<Frame>
  <img alt="Image" />
</Frame>

* If a reimbursement is not tagged, the default Fund and default Account configured for reimbursements are applied during the sync.
* If a reimbursement has no Fund and no default Fund is set, or no Account and no default Account is set, the reimbursement will not sync.
* If you enable the “Sync 990 Tag” option at the first step, you should also select the respective 990 tag option for reimbursements.

## Review Transactions in PEX

To review transactions in PEX:

* Navigate to [Transactions > Card Transactions](https://dashboard.pexcard.com/transactions/card-transactions?utm_source=support)
* Click on a transaction row.
* If a receipt is missing, add it by uploading or dragging and dropping.
* Add **Fund** and **Account** tags.
* Click **Save & Submit**.

<Frame>
  <img alt="" />
</Frame>

## Auto Tagger

The Auto Tagger app is a great complement to Aplos. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## Start syncing

Navigate to the History tab and click "Sync Now" to initiate the sync between PEX and Aplos.

<Frame>
  <img alt="" />
</Frame>

Manual sync will process transactions based on the start date specified on the **Sync Selection** step, with a limit of 1 year back from today. If there is no start date specified on the **Sync Selection** step then manual sync will process transactions only up to 2 months back from today.

<Frame>
  <img alt="" />
</Frame>

Each sync also imports tag option values from Aplos to PEX if the "Sync" toggle is enabled.

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

Once transactions are synced to Aplos, you can view their history in the Sync History table and view the synced transactions in your Aplos account.

<Frame>
  <img alt="" />
</Frame>

## View Transactions in Aplos

Log into Aplos account and navigate to *Fund Accounting -> Transactions -> Registers -> Select a PEX account ("2000-Credit Card" in the example)* to view synced transactions.

<Frame>
  <img alt="Image" />
</Frame>

## **View Reimbursements in Aplos**

Log into Aplos account and navigate to *Fund Accounting -> Transactions -> Registers -> Select a bank account (the one configured on the Other Options step, “1000-Checking” in the example)* to view synced reimbursements.

<Frame>
  <img alt="Image" />
</Frame>

## Manage Sync

<Frame>
  <img alt="" />
</Frame>

On the Manage sync tab you can:

* Enable/disable auto-sync.
  * Enabled: Transactions/tag option values sync automatically every 24 hours.
  * Disabled: Transactions/tag option values sync will not sync automatically.
  <Frame>
    <img alt="" />
  </Frame>
  * Auto-sync will always process transactions based on the start date specified on the **Sync Selection** step, with a maximum limit of 2 months back from today. If there is no start date specified on the **Sync Selection** step then auto-sync will sync transactions up to 2 months back from today.
  <Frame>
    <img alt="" />
  </Frame>
* View/Edit configuration settings.
* Disconnect from your Aplos account.

## FAQ

<AccordionGroup>
  <Accordion title="Why is my purchase not syncing?">
    Your purchase might not have synced yet because:

    * It is still in a pending status (not settled).
    * You have not tagged it with the Account and Fund tags.
    * You have not approved the purchase.
      <Note>
        Note that the above is applicable only to purchase transactions.
      </Note>
  </Accordion>

  <Accordion title="Why is my reimbursement not syncing?">
    A reimbursement might not have synced yet because:

    * The “Automatically import cardholder reimbursements into Aplos” option is not enabled on the **Sync Selection** step.
    * The reimbursement request has not been **paid** yet in PEX — only approved and paid reimbursements sync.
    * Its payment processing date is before the start date specified on the **Sync Selection** step.
    * It has no Fund, or no Account and no default Account was set for reimbursements. Both a Fund and an Account are required to sync (via a tag or a default).
    * It was returned or cancelled — returned/cancelled reimbursements are skipped.
  </Accordion>

  <Accordion title="The &#x22;Sync now&#x22; button does not sync my transactions.">
    You might have accumulated too many transactions, causing a timeout. To resolve this, set a more recent start date in the "Start date" field, such as one month ago, save the configuration, and click "Sync now".

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Can I combine manual tag options creation and automatic tag options sync from Aplos to PEX?">
    We strongly recommend using automatic sync of tag options from Aplos to PEX. This will keep your PEX tags and Aplos fields in sync. For more information, check out the ["Setting up Tags in PEX"](/administrator-guide/pex-connector-for-aplos--set-up#setting-up-tags-in-pex) section to add tags and test tag options.

    Once added, enable the "Sync" toggle for fields on the "Mapping Options" step (as shown in the example below).

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Why have duplicate transactions synced over?">
    PEX adds a "Synced with Aplos" note to transactions that have already synced over to Aplos. Deleting this note will trigger a re-sync of the transaction. To add additional details, you can create a separate note. If you need to modify the "Synced with Aplos" note without triggering a duplicate sync, simply add your content before or after the existing text "Synced with Aplos".
  </Accordion>

  <Accordion title="Will a previously synced transaction re-sync to my Aplos account if I change its status (Rejected -> Approved), re-tag or add another receipt?">
    Every synced transaction has a "Synced with Aplos" note. As long as you don't remove the "Synced with Aplos" note on a transaction, it will not re-sync to your Aplos account.
  </Accordion>

  <Accordion title="Will credits/refunds sync over to Aplos?">
    Credits/refunds will also sync over as a separate line item if appropriately tagged.
  </Accordion>

  <Accordion title="Why do synced transactions show the wrong standardized contact name in Aplos?">
    We’ve reached out to the Aplos team and are waiting on a fix. In the meantime, you can manually create a contact in Aplos using the correct standardized name (like “Amazon” or “Apple”). This ensures future purchases sync with the correct contact name.
  </Accordion>

  <Accordion title="Can transactions be automatically tagged?">
    Yes. PEX Auto Tagger offers a solution. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)
  </Accordion>

  <Accordion title="Do pending transactions get synced?">
    No. Only transactions in settled status get synced to your account. If you see a "Pending" label next to the merchant name as shown on the screen below, then the transaction is still in the pending status.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="How to identify which purchase transactions have synced?">
    There are two ways to identify which purchase transactions have synced to Aplos:

    1. Every synced purchase has a "Synced with Aplos" note.

    <Frame>
      <img alt="" />
    </Frame>

    2. Navigate to Reports -> select the Generate tab -> select the Reconciliation report -> click “Preview” -> see the Transaction Notes column. Every cell with a "Synced with Aplos" note marks a purchase that has synced to Aplos.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="How to identify which purchase transactions have not synced?">
    Navigate to Reports -> select the Generate tab -> select the Reconciliation report -> click “Preview” -> see the Transaction Notes column. Any cell without a "Synced with Aplos" note marks a purchase that likely hasn't synced to Aplos. This is usually because the Aplos Fund tag and/or the Aplos Account tag columns are also empty.

    <Frame>
      <img alt="" />
    </Frame>

    Keep in mind that purchase transactions must have fund and account tags to sync successfully to Aplos.
  </Accordion>

  <Accordion title="Didn’t find the answer you were looking for?">
    Check out our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.
  </Accordion>
</AccordionGroup>

## Support & Inquiries

For any questions related to your connector, please email [aplos@pexcard.com](mailto:aplos@pexcard.com)


# PEX Connector for Aplos: Pre-configuration
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-aplos-preconfiguration

Create PEX tags and configure settings in Aplos to use the connector.

## Setting up Tags in PEX

PEX Tag manager is your one stop shop to sync Aplos fields with PEX tags. Each PEX tag corresponds to an Aplos field. Tags are essential to make the PEX Connector for Aplos functional.

PEX purchases must have an Account and Fund assigned in PEX before syncing into Aplos. The following explains how to add two required tags: Account and Fund.

## Account Tag

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Go to [Business Settings -> Tag manager](https://dashboard.pexcard.com/business-settings/tags?utm_source=support)
* Click **Add Tag**.
* Select **Dropdown** as the type.
* Enter a name: **Account**.
* Optionally, add a description like "Expense Accounts".
* Check **Enabled** to make this tag visible on transactions.
* Select the box to make this field required (Account is required).
  * If the "Required" checkbox is checked, cardholders must tag a transaction with it.
* Click **Save tag** to finish.
  * The new tag will appear on the Tag Manager page.
  <Frame>
    <img alt="" />
  </Frame>

## Fund Tag

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Go to [Business Settings -> Tag manager](https://dashboard.pexcard.com/business-settings/tags?utm_source=support)
* Click **Add Tag**.
* Select **Dropdown** as the type.
* Enter a name: **Fund**.
* Optionally, add a description like "Funds".
* Check **Enabled** to make this tag visible on transactions.
* Select the box to make this field required (Fund is required).
  * If the "Required" checkbox is checked, cardholders must tag a transaction with it.
* Click **Save tag** to finish.
  * The new tag will appear on the Tag Manager page.
  <Frame>
    <img alt="" />
  </Frame>

## Other tags

Optionally, you can also add other tags like 990 Tag following the same steps as described for the Account Tag and Fund Tag above.

Once the tags are set up, you will also see them:

* In the PEX Tag dropdown lists in connector setup steps.

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  <img alt="" />
</Frame>

* On the PEX transaction details screen, so you and your Cardholders can tag transactions.

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</Frame>

## Configuring the PEX Connector in Aplos

<Frame>
  <iframe title="Video" />
</Frame>

Log into your Aplos account to begin the set up.

## 1. Create PEX as a Contact

* Navigate to **People** > **Contact List**
* Press the green **(+)** on the top right
* Select "Company" as the **Contact Type** at the top of the list
* Enter "PEX" under the **Company** field
* Click **Save & Close**.

## 2. Create PEX as a Register

This will be the place where your PEX transactions are stored.

* Navigate to **Fund Accounting** > **Accounts** > Account List
* Scroll to find **Current Assets** and click the (+) button
* Enter a **Number** not currently in use
* Enter "PEX PREPAID CARDS" as the **Name**
* Ensure **Status** is enabled
* Select "Use as a register" for **Type**
* Keep **Activity** set to "Cash"
* Press **Save**.

## 3. Authorize PEX and Aplos to Communicate

This will allow your transactions to sync automatically once you set up the PEX Connector for Aplos on the PEX side.

* Navigate to **Fund Accounting** > **Prepaid Cards**
* Select **Log Into PEX**
* Enter your PEX email address (used during the PEX Application) and password
* Click **Login**
* Click **Allow**.

## Configuring PEX Connector for Aplos

For details on how to configure the PEX Connector for Aplos on the PEX side, please visit:

* [Connector for Aplos (Prepaid)](/administrator-guide/pex-connector-for-aplos-prepaid) article if you are a prepaid business.
* [Connector for Aplos (Credit)](/administrator-guide/pex-connector-for-aplos-charge) article if you are a credit business.


# PEX Connector for Aplos (Prepaid)
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-aplos-prepaid

Sync purchases, transfers, fees, rebates and reimbursements from your PEX Prepaid account into Aplos, and map Aplos fields and 990 tags to PEX tags.

Auto-sync purchases, transfers, fees, rebates and cardholder reimbursements from PEX into Aplos, keeping your data accurate, organized, and up-to-date. Map Aplos fields such as Account, Fund, etc. to PEX tags. PEX also supports Aplos Tags including 990 Tags. Additionally, you can import your existing list of vendors, referred to as "contacts" in Aplos, into PEX to automatically create vendor cards. Follow this [link](/administrator-guide/aplos-vendor-card-creation) for more details on how to auto create vendor cards.

To configure this integration, you don't even need to wait for your account manager. You can get started right away with just your Aplos and PEX credentials.

<Note>
  **Note:**

  PEX Connector for Aplos does not sync receipts from PEX to Aplos. As a workaround, we recommend installing [Google Drive](/administrator-guide/connector-for-google-drive) or [OneDrive](/administrator-guide/pex-connector-for-onedrive) from the PEX marketplace to store PEX receipts.
</Note>

## Pre-Configuration

Prior to using this guide, please ensure you have completed all set-up components detailed in [this article](/administrator-guide/pex-connector-for-aplos--set-up).

## Configuring Connector in PEX

Log into your PEX account to finalize the set up.

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Scroll to locate PEX Connector for Aplos.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## Select your use case(s)

There are currently two options for how you can connect PEX with Aplos. We recommend as many as possible to make your reconciliation experience seamless.

* [Auto create vendor cards from my Aplos contact list](/administrator-guide/aplos-vendor-card-creation).
* Sync transactions from PEX to Aplos nightly.

Click on the "Sync transactions from PEX to Aplos nightly".

<Frame>
  <img alt="" />
</Frame>

## Choose What to Sync

* **Sync Aplos Funds/Accounts to PEX Tags**.
  * Enable this option to successfully retrieve your Fund and Account list from Aplos.
* **Automatically import PEX Purchases into Aplos**.
  * Enable this option to import PEX purchases as expenses in Aplos.
  * You can choose to sync all PEX transactions (regardless of approval status) or just approved (recommended).
  * PEX purchases must have an Account and Fund PEX Tag in order to sync. For details on transaction review, please see our article [How to Review Transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes#how-to-review-transactions-with-receipts-tags-and-user-notes).
* **Automatically import PEX transfers into Aplos**.
  * Enable this option to import PEX transfers to Aplos.
  * An example of a transfer would be an ACH/wire transfer from your business checking account to your PEX business account.
  * If you are funding your PEX account from more than one Operating Account, choose the primary funding account since the Connector only supports one Bank Account.
* **Automatically import Fees into Aplos**.
  * Enable this option to import PEX business and cardholder fees to Aplos.
  * Examples of a PEX Fee include an ISA fee for international use or priority shipping fees.
* **Automatically import Rebates into Aplos**.
  * Enable this option to import PEX rebates to Aplos.
  * This option is available only if "Automatically import PEX Purchases into Aplos" is **on**.
* **Automatically import cardholder reimbursements into Aplos**.
  * Enable this option to import paid PEX cardholder reimbursements into Aplos as expenses.
  * Only reimbursement requests that have been approved and **paid** in PEX will sync. Pending or unpaid reimbursement requests do not sync.
    * To learn more about creating and paying reimbursements in PEX, see [What are Reimbursements](/administrator-guide/what-are-reimbursements) and [Approving and Paying a Reimbursement Request](/administrator-guide/approving-and-paying-a-reimbursement-request).
* **Sync 990 Tag**.
  * You can enable this option to successfully retrieve 990 tags from Aplos.
  * If you enable 990 Tag, make sure you have 990 tag enabled in Aplos. Otherwise, your transactions will not sync.
  <Frame>
    <img alt="" />
  </Frame>
* **Select an asset account that represents your PEX balance**.
  * Purchases will credit this account.
  * Transfers will debit this account.
  * Fees in PEX will credit this account.
  * Rebates in PEX will debit this account.
  <Note>
    Note that the asset account you select should be of the "Register" type in Aplos.
  </Note>
  <Frame>
    <img alt="" />
  </Frame>
* **Select the Start date to begin the sync**.
  * Transactions on and after this date will sync to Aplos.
  * Reimbursements with a payment processing date on and after this date will sync to Aplos.
  * The start date must be `<1` year in the past.
* **Select the Post date for syncing transactions to Aplos**: either Settlement Time or Transaction Time.
  <Frame>
    <img alt="Image" />
  </Frame>

Click "Next".

## Configure contact sync options

### Purchases

* **Use a single contact for your expenses**
  * With this option, all PEX purchases will be booked against a single contact selected from the drop down list.
  <Tip>
    **Tip:** Consider creating a new contact in Aplos called "PEX" if you would like to book all of your PEX purchases against a single contact.
  </Tip>
  <Frame>
    <img alt="Image" />
  </Frame>
* **Create a contact for each unique merchant**
  * With this option, PEX will book purchases against corresponding contacts that already exist in your Aplos account. If there is no corresponding contact then PEX will auto create a new contact in Aplos.
  * Note that the connector will not create duplicate contacts, but "Walmart23455", "Walmart-brooklyn223" are two unique contacts from the connector's point of view. If you don't want to have "Walmart23455" and "Walmart-brooklyn223" then read below.
  <Frame>
    <img alt="Image" />
  </Frame>

#### Standardized merchant names

With the "**Create a contact for each unique merchant**" option, you can also sync your purchases with standardized merchant names if you check "Use standardized merchant names" checkbox.

<Frame>
  <img alt="Image" />
</Frame>

This means that a purchase "Walmart23455" and a purchase "Walmart-brooklyn223" will be recorded in Aplos with "Walmart" as a contact instead of "Walmart23455" or "Walmart-brooklyn223".

### Reimbursements

* **Use a single contact**
  * With this option, all PEX reimbursements will be booked against a single contact selected from the drop down list.
  <Tip>
    **Tip:** Consider creating a new contact in Aplos called "PEX" if you would like to book all of your PEX reimbursements against a single contact.
  </Tip>
  <Frame>
    <img alt="Image" />
  </Frame>
* **Create a contact for each unique employee**
  * With this option, PEX will book reimbursements against corresponding contacts that already exist in your Aplos account. If there is no corresponding contact then PEX will auto create a new contact for the given employee in Aplos.
    <Frame>
      <img alt="Image" />
    </Frame>

Click "Next".

## Configure Tag Mapping

Map the Fund, Account fields and Aplos tags. The Fund and Account mapping is required to sync purchases and reimbursements to Aplos. The mapping configured on this step applies to purchases and reimbursements.

### Fund (required)

Map the Aplos field “Fund” to the PEX tag called “Fund” that you have previously created following the instructions in the ["Setting up Tags in PEX"](/administrator-guide/pex-connector-for-aplos--set-up#fund-tag) section.

<Frame>
  <img alt="" />
</Frame>

Make sure to enable the "Sync" toggle. This will pull your funds from Aplos into PEX as tag option values.

<Frame>
  <img alt="" />
</Frame>

The mapping and auto sync allows you and your cardholders to select a tag value for each purchase.

For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a tag value ("Building Fund" in our example below) of the "Fund" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Aplos connector setup and sync tag options from Aplos to PEX.

<Frame>
  <img alt="" />
</Frame>

When mapping to a tag, you can also specify a default "Fund" value: for example, General Fund, as highlighted below.

<Frame>
  <img alt="" />
</Frame>

Note that a purchase will not be tagged with this default value ("General Fund" in our example) on the transaction details. It means that if you or your cardholders forget to tag a purchase before it is synced to Aplos, the default value ("General Fund" in our example) will be applied to this purchase during the sync.

If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,

<Frame>
  <img alt="" />
</Frame>

that specific purchase will be recorded against the fund ("Building Fund" in our example below) you tagged the purchase with. Tags take precedence over default values.

<Frame>
  <img alt="" />
</Frame>

If you are using split tag functionality on the PEX platform, the connector will support that while exporting the purchases and create the same split structure for purchases in Aplos.

### Account (required)

Map the Aplos field “Account” to the PEX tag called “Account” that you have previously created following the instructions in the ["Setting up Tags in PEX"](/administrator-guide/pex-connector-for-aplos--set-up#account-tag) section.

<Frame>
  <img alt="" />
</Frame>

Make sure to enable the "Sync" toggle. This will pull your expense accounts from Aplos into PEX as tag option values. Note: **Only** expense accounts will sync from Aplos into PEX; asset, income, liability, and other account types will not sync from Aplos into PEX.

<Frame>
  <img alt="" />
</Frame>

The mapping and auto sync allows you and your cardholders to select a tag value for each purchase.

For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a tag value ("Travel" in our example below) of the "Account" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Aplos connector setup and sync tag options from Aplos to PEX.

<Frame>
  <img alt="" />
</Frame>

When mapping to a tag, you can also specify a default "Account" value: for example, Uncategorized, as highlighted below.

<Frame>
  <img alt="" />
</Frame>

Note that a purchase will not be tagged with this default value ("Uncategorized" in our example) on the transaction details. It means that if you or your cardholders forget to tag a purchase before it is synced to Aplos, the default value ("Uncategorized" in our example) will be applied to this purchase during the sync.

If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,

<Frame>
  <img alt="" />
</Frame>

that specific purchase will be recorded against the account ("Travel" in our example below) you tagged the purchase with. Tags take precedence over default values.

<Frame>
  <img alt="" />
</Frame>

If you are using split tag functionality on the PEX platform, the connector will support that while exporting the purchases and create the same split structure for purchases in Aplos.

### Tags (optional)

<Frame>
  <img alt="" />
</Frame>

PEX tags can also be mapped to your Aplos tags if they are enabled in Aplos. If you have a tag that is required in Aplos, it is required to map it in PEX to successfully sync transactions. If you have multiple Aplos tags, click on the blue plus sign (+) on the right side of your screen to map a PEX tag to each Aplos tag.

The corresponding PEX tag(s) should be created first following the instructions in the ["Setting up Tags in PEX"](/administrator-guide/pex-connector-for-aplos--set-up#other-tags) section. Mapping to a PEX tag, setting a default value, and tagging a purchase work the same way with Aplos tags as they do with the Aplos Fund and Account fields described above.

Click "Next".

## Transfers

When you fund a PEX account via either an ACH transfer or wire transfer, the transfer amount will credit an account ("1000-Checking" in our example below) selected in the dropdown field "Bank Account". If you are funding your PEX account from more than one Operating Account, choose the primary funding account since the Connector only supports one Bank Account.

<Frame>
  <img alt="Image" />
</Frame>

At the same time, the transfer amount will debit the asset account you selected as your PEX balance ("1200-PEX Account" in the example below) on the "Sync Selection" step.

<Frame>
  <img alt="Image" />
</Frame>

You must select an Aplos fund and contact for transfers.

<Frame>
  <img alt="Image" />
</Frame>

## Fees

The fee amount will debit an account ("5100-PEX Fees" in our example below) selected in the dropdown field "Account".

<Frame>
  <img alt="Image" />
</Frame>

At the same time, the fee amount will credit the asset account you selected as your PEX balance ("1200-PEX Account" in the example below) on the "Sync Selection" step.

<Frame>
  <img alt="Image" />
</Frame>

You must select an Aplos fund and contact for fees. If you enable the "Sync 990 Tag" option at the first step then you should select the respective 990 tag option for fees.

<Frame>
  <img alt="Image" />
</Frame>

## Rebates

This section is available only if the "Automatically import Rebates into Aplos" on the step "Sync Selection" is enabled.

<Frame>
  <img alt="Image" />
</Frame>

The rebate amount will credit an expense or income account ("4020-PEX Rebates and rewards" in our example below) selected in the dropdown field "Account".

<Frame>
  <img alt="Image" />
</Frame>

At the same time, the rebate amount will debit the asset account you selected as your PEX balance ("1200-PEX Account" in the example below) on the "Sync Selection" step.

<Frame>
  <img alt="Image" />
</Frame>

You must select an Aplos fund and contact for rebates. If you enable the "Sync 990 Tag" option at the first step then you should select the respective 990 tag option for rebates.

<Frame>
  <img alt="Image" />
</Frame>

## ​​​Reimbursements

This section is available only if the “Automatically import cardholder reimbursements into Aplos” option on the “Sync Selection” step is enabled.

PEX reimbursements are payments made to a cardholder to reimburse them for out-of-pocket expenses. When this option is enabled, each eligible (paid) reimbursement is posted to Aplos as a **balanced journal entry**, following the same pattern used for transfers, fees, and rebates. The journal entry is coded using the **Fund**, **Account**, **contact**, and **tags** you configure for reimbursements.

The reimbursement amount will credit a bank account ("1000 - Checking" in our example below) selected in the dropdown field "Bank Account".

<Frame>
  <img alt="Image" />
</Frame>

At the same time, the reimbursement amount will debit the expense account that the reimbursement is tagged with (“Building & Property Maintenance” in the example below)/or the default expense account set on the "Purchases and Reimbursements" step.

<Frame>
  <img alt="Image" />
</Frame>

Click “Finish”.

### **How to tag a reimbursement?**

**Admin view**

Go to the “Reimbursements” menu -> select any request -> select a Fund value of the “Fund” tag (for example, “Building Fund”) and an Account value of the “Account” tag (for example, “Building & Property Maintenance”).

<Frame>
  <img alt="Image" />
</Frame>

**Cardholder view**

Cardholders go to the “Requests” menu -> select “Reimbursements” -> click “New reimbursement” -> select a Fund value and an Account value of the respective tags.

<Frame>
  <img alt="Image" />
</Frame>

* If a reimbursement is not tagged, the default Fund and default Account configured for reimbursements are applied during the sync.
* If a reimbursement has no Fund and no default Fund is set, or no Account and no default Account is set, the reimbursement will not sync.
* If you enable the “Sync 990 Tag” option at the first step, you should also select the respective 990 tag option for reimbursements.

## Review Transactions in PEX

To review transactions in PEX:

* Navigate to [Transactions > Card Transactions](https://dashboard.pexcard.com/transactions/card-transactions?utm_source=support)
* Click on a transaction row.
* If a receipt is missing, add it by uploading or dragging and dropping.
* Add **Fund** and **Account** tags.
* Click **Save & Submit**.

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  <img alt="" />
</Frame>

## Auto Tagger

The Auto Tagger app is a great complement to Aplos. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## Approve Transactions in PEX

<Frame>
  <img alt="" />
</Frame>

This is necessary to sync transactions into Aplos if you configured the connector to sync approved transactions only.

* Navigate to [Transactions > Card Transactions](https://dashboard.pexcard.com/transactions/card-transactions?utm_source=support)
* Click on the **Not reviewed**.
  * Click **Approved**.

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  <img alt="" />
</Frame>

## Start syncing

Navigate to the History tab and click "Sync Now" to initiate the sync between PEX and Aplos.

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  <img alt="" />
</Frame>

Manual sync will process transactions based on the start date specified on the **Sync Selection** step, with a limit of 1 year back from today. If there is no start date specified on the **Sync Selection** step then manual sync will process transactions only up to 2 months back from today.

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  <img alt="" />
</Frame>

Each sync also imports tag option values from Aplos to PEX if the "Sync" toggle is enabled.

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  <img alt="" />
</Frame>

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  <img alt="" />
</Frame>

Once transactions are synced to Aplos, you can view their history in the Sync History table and view the synced transactions in your Aplos account.

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  <img alt="" />
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## View Transactions in Aplos

Log into Aplos account and navigate to *Fund Accounting -> Transactions -> Registers -> Select a PEX account ("1200-PEX Account" in the example)* to view synced transactions.

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  <img alt="Image" />
</Frame>

## View Reimbursements in Aplos

Log into Aplos account and navigate to *Fund Accounting -> Transactions -> Registers -> Select a bank account (the one configured on the Other Options step, "1000-Checking" in the example)* to view synced reimbursements.

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  <img alt="Image" />
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## Manage Sync

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  <img alt="" />
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On the Manage sync tab you can:

* Enable/disable auto-sync.
  * Enabled: Transactions/tag option values sync automatically every 24 hours.
  * Disabled: Transactions/tag option values will not sync automatically.
  <Frame>
    <img alt="" />
  </Frame>
  * Auto-sync will always process transactions based on the start date specified on the **Sync Selection** step, with a maximum limit of 2 months back from today. If there is no start date specified on the **Sync Selection** step then auto-sync will sync transactions up to 2 months back from today.
  <Frame>
    <img alt="" />
  </Frame>
* View/Edit configuration settings.
* Disconnect from your Aplos account.

## FAQ

<AccordionGroup>
  <Accordion title="Why is my purchase not syncing?">
    Your purchase might not have synced yet because:

    * It is still in a pending status (not settled).
    * You have not tagged it with the Account and Fund tags.
    * You have not approved the purchase, but the connector is configured to sync only approved purchases.

    <Frame>
      <img alt="" />
    </Frame>

    <Note>
      Note that the above is applicable only to purchase transactions.
    </Note>
  </Accordion>

  <Accordion title="Why is my reimbursement not syncing?">
    A reimbursement might not have synced yet because:

    * The “Automatically import cardholder reimbursements into Aplos” option is not enabled on the **Sync Selection** step.
    * The reimbursement request has not been **paid** yet in PEX — only approved and paid reimbursements sync.
    * Its payment processing date is before the start date specified on the **Sync Selection** step.
    * It has no Fund and no default Fund was set for reimbursements, or no Account and no default Account was set for reimbursements. Both a Fund and an Account are required to sync (via a tag or a default).
    * It was returned or cancelled — returned/cancelled reimbursements are skipped.
  </Accordion>

  <Accordion title="The &#x22;Sync now&#x22; button does not sync my transactions.">
    You might have accumulated too many transactions, causing a timeout. To resolve this, set a more recent start date in the "Start date" field, such as one month ago, save the configuration, and click "Sync now".

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Can I combine manual tag options creation and automatic tag options sync from Aplos to PEX?">
    We strongly recommend using automatic sync of tag options from Aplos to PEX. This will keep your PEX tags and Aplos fields in sync. For more information, check out the ["Setting up Tags in PEX"](/administrator-guide/pex-connector-for-aplos--set-up#setting-up-tags-in-pex) section to add tags and test tag options.

    Once added, enable the "Sync" toggle for fields on the "Mapping Options" step (as shown in the example below).

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Why have duplicate transactions synced over?">
    PEX adds a "Synced with Aplos" note to transactions that have already synced over to Aplos. Deleting this note will trigger a re-sync of the transaction. To add additional details, you can create a separate note. If you need to modify the "Synced with Aplos" note without triggering a duplicate sync, simply add your content before or after the existing text "Synced with Aplos".
  </Accordion>

  <Accordion title="Will a previously synced transaction re-sync to my Aplos account if I change its status (Rejected -> Approved), re-tag or add another receipt?">
    Every synced transaction has a "Synced with Aplos" note. As long as you don't remove the "Synced with Aplos" note on a transaction, it will not re-sync to your Aplos account.
  </Accordion>

  <Accordion title="Will credits/refunds sync over to Aplos?">
    Credits/refunds will also sync over as a separate line item if appropriately tagged.
  </Accordion>

  <Accordion title="Why do synced transactions show the wrong standardized contact name in Aplos?">
    We’ve reached out to the Aplos team and are waiting on a fix. In the meantime, you can manually create a contact in Aplos using the correct standardized name (like “Amazon” or “Apple”). This ensures future purchases sync with the correct contact name.
  </Accordion>

  <Accordion title="Can transactions be automatically tagged?">
    Yes. PEX Auto Tagger offers a solution. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)
  </Accordion>

  <Accordion title="Do pending transactions get synced?">
    No. Only transactions in settled status get synced to your account. If you see a "Pending" label next to the merchant name as shown on the screen below, then the transaction is still in the pending status.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="How to identify which purchase transactions have synced?">
    There are two ways to identify which purchase transactions have synced to Aplos:

    1. Every synced purchase has a "Synced with Aplos" note.

    <Frame>
      <img alt="" />
    </Frame>

    2. Navigate to Reports -> select the Generate tab -> select the Reconciliation report -> click “Preview” -> see the Transaction Notes column. Every cell with a "Synced with Aplos" note marks a purchase that has synced to Aplos.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="How to identify which purchase transactions have not synced?">
    Navigate to Reports -> select the Generate tab -> select the Reconciliation report -> click “Preview” -> see the Transaction Notes column. Any cell without a "Synced with Aplos" note marks a purchase that likely hasn't synced to Aplos. This is usually because the Aplos Fund tag and/or the Aplos Account tag columns are also empty.

    <Frame>
      <img alt="" />
    </Frame>

    Keep in mind that purchase transactions must have fund and account tags to sync successfully to Aplos.
  </Accordion>

  <Accordion title="Didn’t find the answer you were looking for?">
    Check out our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.
  </Accordion>
</AccordionGroup>

## Support & Inquiries

For any questions related to your connector, please email [aplos@pexcard.com](mailto:aplos@pexcard.com)


# PEX Connector for Google Sheets
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-google-sheets

The PEX Connector for **Google Sheets** allows Admins to sync settled PEX purchases to Google Sheets. Spreadsheets will be automatically created and grouped by month allowing you to reference all transactions on a go forward basis.

## Accessing App

To access the app:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Click "**Apps**" from the left navigation.
  </Step>

  <Step>
    Navigate to the "**Available**" tab.
  </Step>

  <Step>
    Locate "**Google Sheets**".
  </Step>

  <Step>
    Click "**More info**" on the tile.
  </Step>

  <Step>
    Click "**Install**".
  </Step>

  <Step>
    Click "**Launch**".
  </Step>
</Steps>

<Note>
  **Note:**

  To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).  
</Note>

## Initializing App

Follow the steps to connect your PEX account and your Google account:

<Steps>
  <Step>
    Once the app has launched for the first time click "**Connect**". 

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Click "**Connect**" below to authenticate your account with the application.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    You are redirected to a Google sign in form.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Select your Google account or enter its email/phone and password.
  </Step>

  <Step>
    Click "**Continue**".

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Check the following checkbox to grant PEX permission to access your Google Account.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    Click "**Continue**".
  </Step>
</Steps>

Once successfully connected, you are redirected to the "Manage" tab. You will see green checkmarks and the statuses "Valid PEX Connection" and "Valid Connection".

<Frame>
  <img alt="image.png" />
</Frame>

## Using App

<Steps>
  <Step>
    Sign in your [Google Sheets](https://docs.google.com/spreadsheets) connected to a Google Account that you have selected to sync transactions to.
  </Step>

  <Step>
    Locate the spreadsheet named "PEX Transactions (\<Year>)" by following this path: PEX\Transactions\PEX Transactions (\<Year>).
  </Step>

  <Step>
    Double-click on it.
  </Step>

  <Step>
    View your synced settled purchase transactions.
  </Step>
</Steps>

**Synced settled purchase transactions are broken down by:**

1. Month: Navigate between spreadsheet’s bottom tabs to view transactions for a particular month.
2. Year: A new spreadsheet named "PEX Transactions (\<Year>)" will be automatically created for every year.

**Every transaction record contains the following fields:**

1. Transaction ID
2. Merchant ID
3. MCC
4. Merchant Name
5. Transaction Time (EST)
6. Settlement Time (EST)
7. Cardholder ID
8. Cardholder Name
9. Description
10. Amount
11. Cardholder Group

When a new transaction is settled then its record will appear in your "PEX Transactions (\<Year>)" spreadsheet as a new row.

<Note>
  **Note:**

  The PEX Connector syncs:

  1. Only settled purchase transactions.
  2. No past transactions.
</Note>

## How PEX shares data with Google

Connecting PEX to your Google account is required to sync transaction data into your personal Google Sheets. The PEX Connector for Google Sheets will only read and write data to your "PEX Transactions (\<Year>)" spreadsheet. For more information on the PEX Privacy Policy, please navigate [here](https://www.pexcard.com/legal/privacy-policy/?utm_source=support).

## Support & Inquiries

For any questions related to your connector, please email [appsupport+googlesheets@pexcard.com](mailto:appsupport+googlesheets@pexcard.com)


# PEX Connector for OneDrive
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-onedrive

The PEX Connector for OneDrive allows Admins to download and sync Cardholder receipts into OneDrive.

## Connect PEX and OneDrive

To connect your PEX and OneDrive from the PEX Marketplace follow these steps:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Locate **Connector for OneDrive**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.
  </Step>
</Steps>

<Note>
  **Note:**

  To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

<Steps>
  <Step>
    Once the app has launched for the first time click "Connect" on the right side panel to begin.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    The app will request the following permissions to read your file structure. Click "Continue".

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>

  <Step>
    You will be directed to "Sign In" or select an already signed in OneDrive account. Click "Accept" to give PEX permission to access your OneDrive.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Step>
</Steps>

## Configure settings

<Steps>
  <Step>
    Fill in following options:

    * Purchase Receipts. Select "Approved" or "All" transactions ("Approved" is recommended).
      * Start Date. This is the date to start syncing from.
      * End Date. This is the final date of sync.
      * Path Template. Customize how you would like your receipts to be displayed within your OneDrive folder. Click the arrow on the right side to select one of the different file options.
      * Automatic Sync. Enable this to sync receipts every hour.
  </Step>

  <Step>
    Press "Sync Receipts".

    <Frame>
      <img alt="image.png" />
    </Frame>

    If there are no Start and End dates entered when you click "Sync Receipts", the connector will default to the 1st day of the prior month. When automatic sync is **on**, the connector auto optimizes its dates to the same 1st day of the prior month.
  </Step>
</Steps>

To pause or stop syncing receipts from PEX into OneDrive, press the "Disconnect" button.

<Frame>
  <img alt="image.png" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="What happens/shows up if all of your Approved Transactions are synced over but you're missing a transaction that turns out to be unapproved?">
    On the history tab, there is a view of all receipts “total” and the total number that have been synced “processed”.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="How often does it sync if you don't enable the auto sync to sync hourly?">
    It will sync every time you click the “Sync Receipts” button.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="What do the permissions mean when connecting to OneDrive?">
    Default OpenId scopes:

    * `openid` - The app receives a unique identifier for the user.
    * `profile` - Allows the app to see your users' basic info (name, picture, user name).
    * `email` - Allows the app to see your users' primary email address.

    Additional OpenId scope:

    * `offline_access` - Allows the app to store and refresh its tokens used for API access.

    Microsoft Graph Scopes:

    * `User.Read` - Allows users to sign-in to the app, and allows the app to read the profile of signed-in users. It also allows the app to read basic company information of signed-in users.
    * `Files.ReadWrite.AppFolder` - Allows the app to read, create, update, and delete files in the **application's** folder. The user's other files and folders are never accessed by the application.
  </Accordion>

  <Accordion title="What does each status mean in the top right bar on the Manage page?">
    * Idle - PEX is not actively syncing to OneDrive (ad hoc syncs only)
    * Pending - PEX is connecting to sync automatically (each hour) to OneDrive
    * Syncing - PEX is syncing automatically (each hour) to OneDrive
  </Accordion>

  <Accordion title="Are there any limitations for the start date?">
    The Start Date is max 1 year in the past.
  </Accordion>

  <Accordion title="Does the sync end date have any limitations if an Admin wants to sync back only, say, a specific period of time in the past?">
    The only limitation is up to 1 year in the past. The user could do however June 15 - December 15 2024 if they wanted to (assuming today is June 15, 2025).
  </Accordion>

  <Accordion title="Where does the Path Template come from?">
    We’ve incorporated feedback to come up with the most common types of configurations. Let us know if you have another preferred way to store receipts and we can update accordingly.
  </Accordion>

  <Accordion title="How do I re-download receipts?">
    Previously synced receipts will not re-download if the file is already present in the PEX Receipts file hierarchy or if it has a sync note from being previously downloaded.

    <Frame>
      <img alt="image.png" />
    </Frame>

    In order to re-download receipts, delete the sync note (shown above) on the relevant transactions and click "Sync Receipts" or wait for automatic sync to sync the receipts.
  </Accordion>

  <Accordion title="What does the Disconnect button do?">
    The disconnect button removes the connection between PEX and the OneDrive account. If you disconnect, receipts will no longer port over into OneDrive.
  </Accordion>
</AccordionGroup>

## Support & Inquiries

For any questions related to your connector, please email [appsupport+onedrive@pexcard.com](mailto:appsupport+onedrive@pexcard.com)


# PEX Connector for Procore
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-procore

Sync PEX expense transactions, receipts, tags, and notes with Procore. Set up Tag Manager tags, connect your Procore service account, and choose what to sync.

[Procore](https://www.procore.com) is a popular suite of tools for construction management and accounting.

The PEX Connector for Procore lets you sync PEX expense transactions, receipts, tags or G/L codes, notes, and more with your Procore account. Besides posting PEX transactions to Procore, the connector can keep your PEX tags aligned with the latest projects, cost codes, and cost types in Procore so you avoid manual updates.

<Note>
  **Note:**

  Auto-login for users in the Procore app is not available yet.
</Note>

## Setting up tags within PEX

Tags are essential for the PEX Connector for Procore. Set up at least one tag with a temporary value before you configure the connector. You can set up to three tags: **Projects**, **Cost codes**, and **Cost types**.

### Projects tag

<Steps>
  <Step>
    Go to **Business settings** > [**Tag Manager**](https://dashboard.pexcard.com/business-settings/tags?utm_source=support).
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Set **Name** to `Procore Projects`.
  </Step>

  <Step>
    Add a **Description** such as "Project names".
  </Step>

  <Step>
    (Optional) Select **Required** if cardholders must use this tag on every transaction.
  </Step>

  <Step>
    Choose **Dropdown** as the **Type**.
  </Step>

  <Step>
    Click **Add a new option** and enter `Test` for both **Display as** and **Option value**.

    <Note>
      **Note:**

      After the connector is configured, Procore will supply real project values. Tag Manager still needs at least one option to save the tag—use **Test** as a placeholder for now.
    </Note>
  </Step>

  <Step>
    Ensure **Enabled** is selected.
  </Step>

  <Step>
    Click **Save tag**.
  </Step>
</Steps>

### Cost codes tag

<Steps>
  <Step>
    Go to **Business settings** > [**Tag Manager**](https://dashboard.pexcard.com/business-settings/tags?utm_source=support).
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Set **Name** to `Procore Cost Codes`.
  </Step>

  <Step>
    (Optional) Add a **Description** such as "Cost codes".
  </Step>

  <Step>
    Select **Required** — cost codes are required for this integration.
  </Step>

  <Step>
    Choose **Dropdown** as the **Type**.
  </Step>

  <Step>
    Click **Add a new option** and enter `Test` for both **Display as** and **Option value**.

    <Note>
      **Note:**

      After the connector is configured, Procore will sync cost code options. You need a temporary option (e.g. **Test**) to save the tag initially.
    </Note>
  </Step>

  <Step>
    Ensure **Enabled** is selected.
  </Step>

  <Step>
    Click **Save tag**.
  </Step>
</Steps>

### Cost types tag

<Steps>
  <Step>
    Go to **Business settings** > [**Tag Manager**](https://dashboard.pexcard.com/business-settings/tags?utm_source=support).
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Set **Name** to `Procore Cost Types`.
  </Step>

  <Step>
    (Optional) Add a **Description** such as "Cost types".
  </Step>

  <Step>
    Select **Required** — cost types are required for this integration.
  </Step>

  <Step>
    Choose **Dropdown** as the **Type**.
  </Step>

  <Step>
    Click **Add a new option** and enter `Test` for both **Display as** and **Option value**.

    <Note>
      **Note:**

      After the connector is configured, Procore will sync cost type options. You need a temporary option (e.g. **Test**) to save the tag initially.
    </Note>
  </Step>

  <Step>
    Ensure **Enabled** is selected.
  </Step>

  <Step>
    Click **Save tag**.
  </Step>
</Steps>

After tags are set up, they appear on the PEX transaction details screen. Cardholders and administrators can use them to categorize each transaction.

<Note>
  **Note:**

  Once the Procore connector is configured, **Display as** and **Option value** for these tags are populated automatically from Procore.
</Note>

## Connect to your Procore account

After you log in to PEX and create your tags, follow these steps:

<Steps>
  <Step>
    In PEX, open **Apps** in the left menu.
  </Step>

  <Step>
    Select the **Available** tab.
  </Step>

  <Step>
    Find **PEX Connector for Procore** and open the app tile.
  </Step>

  <Step>
    Click **Install**, then **Launch**.

    <Frame>
      <img alt="PEX Connector for Procore install and launch" />
    </Frame>

    <Note>
      **Note:**

      To install the connector, enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. Enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
    </Note>
  </Step>

  <Step>
    Enter your **Client ID** and **Client Secret** in the corresponding fields.
  </Step>

  <Step>
    Click **Submit**.

    * Your **Company ID** fills in automatically. If you have more than one company, select the one you want to sync transactions to.
  </Step>

  <Step>
    Click **Next**.
  </Step>
</Steps>

### Create a Procore service account

If you do not have a **Client ID** and **Client Secret**, create a service account in Procore:

<Steps>
  <Step>
    Log in to Procore.
  </Step>

  <Step>
    Open your profile, then select **Account & Admin Settings**.
  </Step>

  <Step>
    In **Company Settings** on the right, select **Service Accounts**.

    <Frame>
      <img alt="Procore Service Accounts" />
    </Frame>
  </Step>

  <Step>
    Click **+ New** above the Company Settings menu.
  </Step>

  <Step>
    Set **App Type** to **Marketplace**.
  </Step>

  <Step>
    Set **Marketplace App** to **PEX Connector**.
  </Step>

  <Step>
    Name the service account (for example `PEX-Connector`) and click **Create**.
  </Step>

  <Step>
    Copy the **Client ID** and **Client Secret** and paste them into the connector fields in PEX. Copy the secret before you close the page—you cannot view it again later.
  </Step>
</Steps>

### Directory (Admin) permissions

Your service account needs **Directory (Admin)** access so data can import into Procore.

<Steps>
  <Step>
    Open your company **Directory** tool.

    <Frame>
      <img alt="Procore Directory tool" />
    </Frame>
  </Step>

  <Step>
    Find the service account and click **Edit**.
  </Step>

  <Step>
    On the contact page, scroll to the permissions matrix. Configure access by selecting **Admin** for each tool in the matrix.

    <Frame>
      <img alt="Service account permissions matrix" />
    </Frame>
  </Step>

  <Step>
    Click **Save**.
  </Step>
</Steps>

## Choose what to sync

* Enable the **first** option to import all Procore projects into PEX as a tag.
* Enable the **second** option to import all Procore cost codes into PEX as a tag.
* Enable the **third** option to import all Procore cost types into PEX as a tag.
* Enable the **fourth** option to import PEX purchases as expenses in Procore. You can sync **all** transactions or **approved only**.
  * For transaction review, see [How to review transactions with receipts, tags, and user notes](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).
* Enable the **fifth** option to attach PEX receipts to expenses in Procore.
* Choose a **vendor** from the list. PEX transactions post under this vendor in Procore. Create a vendor in Procore first if you need one.

<Frame>
  <img alt="Procore sync options" />
</Frame>

### Limit which projects sync

If you do not want every Procore project as a tag, turn **OFF** the first option (auto-create Procore projects as PEX tags). The connector then lets you pick specific projects.

<Frame>
  <img alt="Select Procore projects to sync" />
</Frame>

Select projects on this screen. They appear only as **option values** under your Procore Projects tag.

<Frame>
  <img alt="Procore project selection" />
</Frame>

## Managing the connector

On the connector dashboard you can:

* View or edit configuration **settings**
* Turn project sync on or off
* View sync **history**
* Run a sync **manually**
* **Disconnect** from Procore

## Support & Inquiries

See [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) for more help.

For connector questions, email [appsupport+procore@pexcard.com](mailto:appsupport+procore@pexcard.com).


# PEX Connector for Procore — Set up
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-procore--set-up

The PEX Connector for Procore automates importing PEX transactions into your Procore account.

## Setting up tags within PEX

Tags are essential for the PEX Connector for Procore. Set up at least one tag with a temporary value before you configure the Procore connector. You can set up to three tags: **Projects**, **Cost codes**, and **Cost types**.

### Projects tag

<Steps>
  <Step>
    Go to **Business settings** > [**Tag Manager**](https://dashboard.pexcard.com/business-settings/tags?utm_source=support).
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Set **Name** to `Procore Projects`.
  </Step>

  <Step>
    Add a **Description** such as "Project names".
  </Step>

  <Step>
    (Optional) Select **Required** if cardholders must use this tag on every transaction.
  </Step>

  <Step>
    Choose **Dropdown** as the **Type**.
  </Step>

  <Step>
    Click **Add a new option** and enter `Test` for both **Display as** and **Option value**.

    <Note>
      **Note:**

      After the connector is configured, Procore will supply real project values. Tag Manager still needs at least one option to save the tag—use **Test** as a placeholder for now.
    </Note>
  </Step>

  <Step>
    Ensure **Enabled** is selected.
  </Step>

  <Step>
    Click **Save tag**.
  </Step>
</Steps>

### Cost codes tag

<Steps>
  <Step>
    Go to **Business settings** > [**Tag Manager**](https://dashboard.pexcard.com/business-settings/tags?utm_source=support).
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Set **Name** to `Procore Cost Codes`.
  </Step>

  <Step>
    (Optional) Add a **Description** such as "Cost codes".
  </Step>

  <Step>
    Select **Required** — cost codes are required for this integration.
  </Step>

  <Step>
    Choose **Dropdown** as the **Type**.
  </Step>

  <Step>
    Click **Add a new option** and enter `Test` for both **Display as** and **Option value**.

    <Note>
      **Note:**

      After the connector is configured, Procore will sync cost code options. You need a temporary option (e.g. **Test**) to save the tag initially.
    </Note>
  </Step>

  <Step>
    Ensure **Enabled** is selected.
  </Step>

  <Step>
    Click **Save tag**.
  </Step>
</Steps>

### Cost types tag

<Steps>
  <Step>
    Go to **Business settings** > [**Tag Manager**](https://dashboard.pexcard.com/business-settings/tags?utm_source=support).
  </Step>

  <Step>
    Click **Add Tag**.
  </Step>

  <Step>
    Set **Name** to `Procore Cost Types`.
  </Step>

  <Step>
    (Optional) Add a **Description** such as "Cost types".
  </Step>

  <Step>
    Select **Required** — cost types are required for this integration.
  </Step>

  <Step>
    Choose **Dropdown** as the **Type**.
  </Step>

  <Step>
    Click **Add a new option** and enter `Test` for both **Display as** and **Option value**.

    <Note>
      **Note:**

      After the connector is configured, Procore will sync cost type options. You need a temporary option (e.g. **Test**) to save the tag initially.
    </Note>
  </Step>

  <Step>
    Ensure **Enabled** is selected.
  </Step>

  <Step>
    Click **Save tag**.
  </Step>
</Steps>

After tags are set up, they appear on the PEX transaction details screen. Cardholders and administrators can use them to categorize each transaction.

<Note>
  **Note:**

  Once the Procore connector is configured, **Display as** and **Option value** for these tags are populated automatically from Procore.
</Note>

## Configuring the PEX Connector for Procore

For steps to configure the connector, see [PEX Connector for Procore](/administrator-guide/pex-connector-for-procore).


# PEX Connector for QuickBooks Desktop
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-quickbooks-desktop

Sync PEX transactions directly to your QuickBooks Desktop company file.

**Supported versions:**

QuickBooks Pro, Premier, Accountant, and Enterprise Solutions (2018 or later), U.S. editions only. Not supported on macOS.

<Frame>
  <iframe title="YouTube video player" />
</Frame>

## Prerequisites

* QuickBooks Desktop credit card account to track PEX card spending. You can create a new one specifically for PEX (e.g., "PEX Credit Card Account") or use an existing one. See [How To Add PEX to Your QuickBooks Desktop Account](/administrator-guide/adding-pex-to-your-quickbooks-desktop-account) for instructions.
* *(Optional)* PEX tags created and ready. To ensure purchases sync to the correct accounts or items right away, create tags beforehand. See [Create tags for QuickBooks Desktop](/administrator-guide/create-pex-tags-for-quickbooks-desktop) for instructions.

## Setup

### 1. Install the Connector

Follow the steps:

* Log in to [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support) and go to **Apps** → **Available**.
* Find **PEX Connector for QuickBooks Desktop** and click **Install**, then **Launch**.

<Note>
  **Note:**

  Requires the following permissions: Edit business settings & apps, Manage cardholder, View card transactions. Enable them under [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

### 2. Configure Sync Options

* **Purchases to sync** — choose all PEX purchases (regardless of approval status) or approved only. For details on transaction review, see [How to Review Transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).
* **Vendor** — enable **Create a vendor account for each unique merchant** to match PEX transaction merchants to existing vendors in your QuickBooks company file. If no matching vendor is found, one will be automatically created.
  * Optionally, enable **Use normalized merchant names** to standardize merchant names — for example, "Walmart23455" and "Walmart-brooklyn223" will both be recorded as "Walmart" in QuickBooks.
    * If **Create a vendor account for each unique merchant** is disabled, enter a default vendor name in the **Vendor name** field — all PEX transactions will be booked against that vendor. Consider creating a vendor called "PEX" in QuickBooks for this purpose.
* **Start date** — transactions after this date will be synced. Cannot be more than one year in the past. For automatic ongoing sync, set a start date only and leave the end date blank.
* **End date** — optionally set an end date to sync a specific period. Ideal for a one-time manual sync.

<Frame>
  <img alt="" />
</Frame>

### 3. Configure QuickBooks Accounts

Enter the credit card account to track PEX card spending that you created in the [Prerequisites section](#prerequisites).

* Purchases in PEX will be charged to this account.
* Fees in PEX will be charged to this account.
* Bill payments to PEX will reduce the amount owed on this account.

Enter the credit card account name exactly as it appears in your QuickBooks company file. For sub-accounts, use the full hierarchy separated by colons (e.g., `PEX Main:PEX Credit Card Account`).

Then enter the bank account used to pay down your PEX balance. The name entered must match exactly the bank account name in your QuickBooks company file.

<Frame>
  <img alt="" />
</Frame>

### 4. Map PEX tags

Map up to four QuickBooks fields to PEX tags. Tags must be created beforehand — see [Create tags for QuickBooks Desktop](/administrator-guide/create-pex-tags-for-quickbooks-desktop).

* **Expense Account**
* **Item**
* **Class**
* **Customer:Job**

For each field, you can set a **default value** (used when a transaction isn't tagged) and enable **auto-sync**. Make sure to turn auto-sync on — it pulls field options directly from QuickBooks into PEX as tag values, so you never need to add them manually. New options added in QuickBooks are synced to PEX automatically.

At minimum, set a default for either **Expense Account** (to sync as expenses) or **Item** (to sync as items) — or both. Without at least one default, untagged transactions will fail to sync.

<Frame>
  <img alt="" />
</Frame>

### 5. Configure Purchase Options

Optionally configure how purchase notes are mapped in QuickBooks:

* **Copy notes to expense** — copies the PEX transaction note to the expense memo in QuickBooks.
* **Copy notes to expense lines** — copies the PEX transaction note to individual expense lines in QuickBooks.

### 6. Download Web Connector File

Click **Download Connector File** and save it to your machine.

<Frame>
  <img alt="" />
</Frame>

### 7. Web Connector Setup (*one time only*)

<Note>
  **Note:**

  Full Admin permissions in QuickBooks Desktop are required to complete the following setup.
</Note>

<Steps>
  <Step>
    Open **QuickBooks Web Connector** (or via QuickBooks → File → Update Web Services).

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Add an application** and select the downloaded `.qwc` file.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Authorize the application.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select your preferred access level.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Enter your PEX Admin password in the Password field.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## How to Sync Transactions

**Manual Sync**

To manually sync, place a check in the box on the left and click **Update Selected** at the top of the Web Connector.

<Frame>
  <img alt="" />
</Frame>

***

**Auto Sync**

To auto-sync, check **Auto-Run** and set an interval in minutes. Note that auto-sync will only run if the **machine is turned on** and the **Web Connector window is open**.

<Frame>
  <img alt="" />
</Frame>

## How Transactions Are Recorded in QuickBooks

When syncing to QuickBooks, each transaction is recorded as either an Item or an Expense. If an **Item** value is set — either via a tag or a default — it will **always win over the Expense Account**.

Since fees and transfers cannot be tagged in PEX, they rely entirely on your default settings. Make sure at least one default (Item or Expense Account) is configured to prevent sync failures.

**Purchases**

| Tagged with Item? | Default Item configured? | Tagged with Expense Account? | Default Expense Account configured? | Recorded as   |
| :---------------- | :----------------------- | :--------------------------- | :---------------------------------- | :------------ |
| Yes               | No                       | Yes                          | No                                  | Item          |
| Yes               | No                       | No                           | Yes                                 | Item          |
| Yes               | No                       | No                           | No                                  | Item          |
| No                | Yes                      | Yes                          | No                                  | Item          |
| No                | Yes                      | No                           | Yes                                 | Item          |
| No                | Yes                      | No                           | No                                  | Item          |
| No                | No                       | Yes                          | No                                  | Expense       |
| No                | No                       | No                           | Yes                                 | Expense       |
| No                | No                       | No                           | No                                  | ⚠️ Sync fails |

**Transfers, Cardholder Fees, Business Fees** *(never tagged in PEX — same logic for all three)*

| Default Item configured? | Default Expense Account configured? | Recorded as   |
| :----------------------- | :---------------------------------- | :------------ |
| Yes                      | Yes/No                              | Item          |
| No                       | Yes                                 | Expense       |
| No                       | No                                  | ⚠️ Sync fails |

## Tips & Limitations

* QuickBooks Desktop Sync does not use the QuickBooks Bank Feed — transactions post directly to your company file. To review transactions prior to posting, use the PEX transaction review process.
* For the first sync, always use a date range to ensure transactions appear as you expect.
* Once started, sync cannot be stopped or cancelled.
* Syncs the following transaction types: card transactions, fees (e.g., monthly account maintenance fee, shipping fees, ISA fees), bill payments, and merchant credits.
* Transaction notes are synced to QuickBooks.
* Receipt images are not synced.
* If you prefer not to manually tag each transaction, [PEX Auto Tagger](/administrator-guide/pex-auto-tagger) allows you to create dynamic rules that tag transactions automatically.

## FAQ

<AccordionGroup>
  <Accordion title="Is MacOS supported?">
    No.
  </Accordion>

  <Accordion title="Can transactions be auto-tagged?">
    Yes — use [PEX Auto Tagger](/administrator-guide/pex-auto-tagger) to create rules that tag transactions automatically.
  </Accordion>

  <Accordion title="What transaction types sync to QuickBooks?">
    Purchases, bill payments, cardholder fees, business fees.
  </Accordion>

  <Accordion title="Do pending transactions sync?">
    No — only settled transactions sync.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="What date is used for syncing?">
    Transaction settlement date is used for syncing.
  </Accordion>

  <Accordion title="Do I need to re-download the file after changing connector settings (accounts, mapping, etc.)?">
    No — changes apply automatically.
  </Accordion>

  <Accordion title="Transactions not syncing?">
    * Verify account names match exactly between PEX and QuickBooks (Lists → Chart of Accounts).
    * Make sure the password entered in the Password field matches your PEX Admin Account password.

    <Frame>
      <img alt="" />
    </Frame>

    * Make sure the machine is turned on and the Web Connector window is open.
    * If you're getting a 504 Gateway Timeout, reduce your date range and run a manual sync.

    <Frame>
      <img alt="" />
    </Frame>

    * If using VPN, download the connector file within your VPN instance.
  </Accordion>

  <Accordion title="How do I export transactions manually via a file?">
    See [How to Export Transactions via a File Download to QuickBooks Desktop or QuickBooks Online](/administrator-guide/how-to-export-transactions-via-a-file-download-to-quickbooks-desktop-or-quickbooks-online).

    See our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.
  </Accordion>

  <Accordion title="Can we install and run the PEX Web Connector on multiple computers?">
    We recommend using only one active Web Connector setup per organization. While you can physically install it on different machines, they must all connect to the *same* shared QuickBooks company file. Do not run the sync on multiple computers simultaneously, as this will lead to duplicate transaction entries.
  </Accordion>
</AccordionGroup>

<AccordionGroup>
  <Accordion />
</AccordionGroup>

For any questions related to your connector, please email [appsupport+quickbooksdesktop@pexcard.com](mailto:appsupport+quickbooksdesktop@pexcard.com)


# PEX Connector for QuickBooks Desktop (Prepaid)
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-quickbooks-desktop-prepaid

Sync PEX transactions directly to your QuickBooks Desktop company file.

**Supported versions:** QuickBooks Pro, Premier, Accountant, and Enterprise Solutions (2018 or later), U.S. editions only. Not supported on macOS.

<Frame>
  <iframe title="YouTube video player" />
</Frame>

## Prerequisites

* QuickBooks Desktop bank account for your PEX funds. You can create a new one specifically for PEX (e.g., "PEX Account") or use an existing one. See [How to add PEX to your QuickBooks Desktop account](/administrator-guide/adding-pex-to-your-quickbooks-desktop-account) for instructions.
* *(Optional)* PEX tags created and ready. To ensure purchases sync to the correct accounts or items right away, create tags beforehand. See [Create PEX tags for QuickBooks Desktop](/administrator-guide/create-pex-tags-for-quickbooks-desktop) for instructions.

## Setup

### 1. Install the Connector

Follow the steps:

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support) and go to **Apps** → **Available**.
  </Step>

  <Step>
    Find **PEX Connector for QuickBooks Desktop** and click **Install**, then **Launch**.

    <Note>
      **Note:**

      Requires the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. Enable them under [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
    </Note>
  </Step>
</Steps>

### 2. Configure sync options

* **Purchases to sync** — choose all PEX purchases (regardless of approval status) or approved only. For details on transaction review, see [How to Review Transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).
* **Vendor** — enable **Create a vendor account for each unique merchant** to match PEX transaction merchants to existing vendors in your QuickBooks company file. If no matching vendor is found, one will be automatically created.
  * Optionally, enable **Use normalized merchant names** to standardize merchant names — for example, "Walmart23455" and "Walmart-brooklyn223" will both be recorded as "Walmart" in QuickBooks.
  * If **Create a vendor account for each unique merchant** is disabled, enter a default vendor name in the **Vendor name** field — all PEX transactions will be booked against that vendor. Consider creating a vendor called "PEX" in QuickBooks for this purpose.
* **Start date** — transactions after this date will be synced. Cannot be more than one year in the past. For automatic ongoing sync, set a start date only and leave the end date blank.
* **End date** — optionally set an end date to sync a specific period. Ideal for a one-time manual sync.

<Frame>
  <img alt="" />
</Frame>

### 3. Enter a bank account

Enter the QuickBooks bank account for your PEX funds that you created in the [Prerequisites](#prerequisites) section.

* Transfers to PEX will be added to this account.
* Purchases in PEX will be deducted from this account.
* Fees in PEX will be deducted from this account.

Enter the bank account name exactly as it appears in your QuickBooks company file. For sub-accounts, use the full hierarchy separated by colons (e.g., `PEX Main:PEX Account`).

<Frame>
  <img alt="" />
</Frame>

### 4. Map PEX tags

Map up to four QuickBooks fields to PEX tags. Tags must be created beforehand — see [Create PEX tags for QuickBooks Desktop](/administrator-guide/create-pex-tags-for-quickbooks-desktop).

* **Expense Account**
* **Item**
* **Class**
* **Customer:Job**

For each field, you can set a **default value** (used when a transaction isn't tagged) and enable **auto-sync**. Make sure to turn auto-sync on — it pulls field options directly from QuickBooks into PEX as tag values, so you never need to add them manually. New options added in QuickBooks are synced to PEX automatically.

At minimum, set a default for either **Expense Account** (to sync as expenses) or **Item** (to sync as items) — or both. Without at least one default, untagged transactions will fail to sync.

<Frame>
  <img alt="" />
</Frame>

### 5. Configure purchase options

Optionally configure how purchase notes are mapped in QuickBooks:

* **Copy notes to expense** — copies the PEX transaction note to the expense memo in QuickBooks.
* **Copy notes to expense lines** — copies the PEX transaction note to individual expense lines in QuickBooks.

### 6. Download Web Connector file

Click **Download Connector File** and save it to your machine.

<Frame>
  <img alt="" />
</Frame>

### 7. Web Connector setup (*one time only*)

<Note>
  **Note:**

  Full Admin permissions in QuickBooks Desktop are required to complete the following setup.
</Note>

<Steps>
  <Step>
    Open **QuickBooks Web Connector** (or via QuickBooks → File → Update Web Services).

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Add an application** and select the downloaded `.qwc` file.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Authorize the application.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select your preferred access level.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Enter your PEX Admin password in the Password field.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## How to sync transactions

### Manual sync

To manually sync, place a check in the box on the left and click **Update Selected** at the top of the Web Connector.

<Frame>
  <img alt="" />
</Frame>

### Auto sync

To auto-sync, check **Auto-Run** and set an interval in minutes. Note that auto-sync will only run if the **machine is turned on** and the **Web Connector window is open**.

<Frame>
  <img alt="" />
</Frame>

## How transactions are recorded in QuickBooks

When syncing to QuickBooks, each transaction is recorded as either an Item or an Expense. If an **Item** value is set — either via a tag or a default — it will **always win over the Expense Account**.

Since fees and transfers cannot be tagged in PEX, they rely entirely on your default settings. Make sure at least one default (Item or Expense Account) is configured to prevent sync failures.

**Purchases**

| Tagged with Item? | Default Item configured? | Tagged with Expense Account? | Default Expense Account configured? | Recorded as   |
| :---------------- | :----------------------- | :--------------------------- | :---------------------------------- | :------------ |
| Yes               | No                       | Yes                          | No                                  | Item          |
| Yes               | No                       | No                           | Yes                                 | Item          |
| Yes               | No                       | No                           | No                                  | Item          |
| No                | Yes                      | Yes                          | No                                  | Item          |
| No                | Yes                      | No                           | Yes                                 | Item          |
| No                | Yes                      | No                           | No                                  | Item          |
| No                | No                       | Yes                          | No                                  | Expense       |
| No                | No                       | No                           | Yes                                 | Expense       |
| No                | No                       | No                           | No                                  | ⚠️ Sync fails |

**Transfers, Cardholder Fees, Business Fees** *(never tagged in PEX — same logic for all three)*

| Default Item configured? | Default Expense Account configured? | Recorded as   |
| :----------------------- | :---------------------------------- | :------------ |
| Yes                      | Yes/No                              | Item          |
| No                       | Yes                                 | Expense       |
| No                       | No                                  | ⚠️ Sync fails |

## Tips and limitations

* QuickBooks Desktop Sync does not use the QuickBooks Bank Feed — transactions post directly to your company file. To review transactions prior to posting, use the PEX transaction review process.
* For the first sync, always use a date range to ensure transactions appear as you expect.
* Once started, sync cannot be stopped or cancelled.
* Syncs the following transaction types: card transactions, fees (e.g., monthly account maintenance fee, shipping fees, ISA fees), ACH, wire transfers, and merchant credits.
* Transaction notes are synced to QuickBooks.
* Receipt images are not synced.
* If you prefer not to manually tag each transaction, [PEX Auto Tagger](/administrator-guide/pex-auto-tagger) allows you to create dynamic rules that tag transactions automatically.

## FAQ

<AccordionGroup>
  <Accordion title="Is macOS supported?">
    No.
  </Accordion>

  <Accordion title="Can transactions be auto-tagged?">
    Yes — use [PEX Auto Tagger](/administrator-guide/pex-auto-tagger) to create rules that tag transactions automatically.
  </Accordion>

  <Accordion title="What transaction types sync to QuickBooks?">
    Purchases, transfers, cardholder fees, business fees.
  </Accordion>

  <Accordion title="Do pending transactions sync?">
    No — only settled transactions sync.

    <Frame>
      <img alt="Pending transaction label in PEX" />
    </Frame>
  </Accordion>

  <Accordion title="What date is used for syncing?">
    Transaction settlement date is used for syncing.
  </Accordion>

  <Accordion title="Do I need to re-download the file after changing connector settings (accounts, mapping, etc.)?">
    No — changes apply automatically.
  </Accordion>

  <Accordion title="Transactions not syncing?">
    * Verify account names match exactly between PEX and QuickBooks (Lists → Chart of Accounts).
    * Make sure the password entered in the Password field matches your PEX Admin Account password.

    <Frame>
      <img alt="" />
    </Frame>

    * Make sure the machine is turned on and the Web Connector window is open.
    * If you're getting a 504 Gateway Timeout, reduce your date range and run a manual sync.

    <Frame>
      <img alt="" />
    </Frame>

    * If using VPN, download the connector file within your VPN instance.
  </Accordion>

  <Accordion title="How do I export transactions manually via a file?">
    See [How to Export Transactions via a File Download to QuickBooks Desktop or QuickBooks Online](/administrator-guide/how-to-export-transactions-via-a-file-download-to-quickbooks-desktop-or-quickbooks-online).
  </Accordion>

  <Accordion title="Where can I find more troubleshooting help?">
    See our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.
  </Accordion>

  <Accordion title="Can we install and run the PEX Web Connector on multiple computers?">
    We recommend using only one active Web Connector setup per organization. While you can physically install it on different machines, they must all connect to the *same* shared QuickBooks company file. Do not run the sync on multiple computers simultaneously, as this will lead to duplicate transaction entries.
  </Accordion>
</AccordionGroup>

For any questions related to your connector, please email [appsupport+quickbooksdesktop@pexcard.com](mailto:appsupport+quickbooksdesktop@pexcard.com).


# PEX Connector for QuickBooks Online (Credit)
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-quickbooks-online-charge

Auto-sync purchases, payments, fees, rebates, reimbursements and receipt images from PEX into QuickBooks Online, and map QuickBooks fields to PEX tags

Still don't have an account with PEX? Follow this [link](https://start.pexcard.com/get-started?partnerBusinessId=personal-info) to sign up.

Auto-sync purchases, credit card payments, fees, rebates, reimbursements and receipt images from PEX into QuickBooks Online, keeping your data accurate, organized, and up-to-date. Map QuickBooks Online fields such as Category, Class, Customer, Property, etc. to PEX tags. 

Also, you can pull in your existing list of vendors from QuickBooks Online into PEX to auto create vendor cards. Follow this [link](/administrator-guide/quickbooks-online-vendor-card-creation) for more details on how to auto create vendor cards.

Watch this video to learn how to install the QuickBooks Online connector [here.](https://www.youtube.com/watch?v=dOgR31TmGMg\&t=1s)

## Link PEX and QuickBooks Online

Log into your PEX account to finalize the set up.

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Scroll to locate PEX Connector for QuickBooks Online.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.

    <Note>
      **Note:**

      To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
    </Note>
  </Step>
</Steps>

## Select your use case(s)

There are currently two options for how you can connect PEX with QuickBooks Online. We recommend as many as possible to make your reconciliation experience seamless.

* [Create vendor cards from my QuickBooks vendors](/administrator-guide/quickbooks-online-vendor-card-creation).
* Sync transactions from PEX to QuickBooks nightly.

Click on the "Sync transactions from PEX to QuickBooks nightly".  

<Frame>
  <img alt="" />
</Frame>

Click the green button to connect to your QuickBooks Online account:

<Frame>
  <img alt="image.png" />
</Frame>

<Steps>
  <Step>
    Enter your QuickBooks Online Email Address and Password.
  </Step>

  <Step>
    Click **Continue**.
  </Step>

  <Step>
    Click **Connect**.

    You are redirected back to the connector screen.

    You are now connected to QuickBooks. Please wait while we engage the configuration wizard to finish your setup.
  </Step>

  <Step>
    Click on the "Sync transactions from PEX to QuickBooks nightly".  

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Choose What to Sync

<Frame>
  <img alt="" />
</Frame>

You can:

* **Automatically import PEX purchases as QuickBooks expenses**.
  * Enable this option to import PEX purchases as expenses in QuickBooks.
    * You can choose to sync all PEX transactions (regardless of approval status) or just approved (recommended).
    * PEX purchases must have a Category PEX Tag in order to sync. For details on transaction review, please see our article [How to Review Transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).
* **Automatically import PEX attachments as expense attachments in QuickBooks**. 
  * Enable this option to import PEX receipts as expense attachments in QuickBooks.
    * If a purchase has multiple receipts, they will all sync to QuickBooks.
    * This option is available only if the "Automatically import PEX purchases as QuickBooks expenses" toggle is **enabled**.
* **Automatically import PEX credit card payments as QuickBooks credit card payments**.
  * Enable this option to import PEX credit card payments as QuickBooks credit card payments.
    * An example of a credit card payment would be an ACH debit from the linked bank account to pay the full statement balance.
    * From the drop down list, please select the bank account in QuickBooks corresponding to your business checking account.
    * This account will be credited when syncing credit card payments to QuickBooks.
* **Automatically import PEX account fees as QuickBooks expenses**.
  * Enable this option to import PEX account fees.
    * Examples of a PEX Fee include an ISA fee for international use or priority shipping fees. 
    * Only business-level fees will sync to QuickBooks if the "Automatically import PEX purchases as QuickBooks expenses" toggle is disabled. Card-level fees will not sync.
    * From the drop down list, please select the expense category to debit when syncing fees to QuickBooks.
* **Automatically import PEX rebates**.
  * Enable this option to import PEX account rebates.
    * From the drop down list, please select the bank account, income or expense category to credit when syncing rebates to QuickBooks.
    * This option is available only if the "Automatically import PEX purchases as QuickBooks expenses" toggle is **enabled**.
* **Automatically import cardholder reimbursements**.
  * Enable this option to import PEX cardholder reimbursements.
    * From the drop down list, please select the bank account to credit when syncing reimbursements to QuickBooks.
* **Specify a start date for the sync**.
  * Transactions on and after this date will sync.
    * Reimbursements with a payment processing date on and after this date will sync.
    * The start date must be \<1 year in the past.

Click **Next**. 

## Configure vendor sync options

Select one of the following:

* **Choose a vendor for your purchases**.
  * With this option, all PEX purchases will be booked against a single vendor selected from the drop down list.
  * Tip: Consider creating a new vendor in QuickBooks called "PEX" if you would like to book all of your PEX purchases against a single vendor.
  <Frame>
    <img alt="" />
  </Frame>
* **Create a vendor for each unique merchant**. 
  * With this option, PEX will book purchases against corresponding vendors that already exist in your QuickBooks account. If there is no corresponding vendor then PEX will auto create a new vendor in your QuickBooks company file.
  * Note that the connector will not create duplicate vendors, but "Walmart23455", "Walmart-brooklyn223" are two unique vendors from the connector's point of view. If you don't want to have "Walmart23455" and "Walmart-brooklyn223" then read below.
  <Frame>
    <img alt="" />
  </Frame>

## Standardized merchant names

With the "**Create a vendor for each unique merchant**" option, you can also sync your purchases with standardized merchant names if you check "Use standardized merchant names" checkbox. 

<Frame>
  <img alt="" />
</Frame>

This means that a purchase "Walmart23455" and a purchase "Walmart-brooklyn223" will be recorded in QuickBooks with "Walmart" as a vendor instead of "Walmart23455" or "Walmart-brooklyn223". 

Click **Next**.

## Configure Sync Options

<Frame>
  <img alt="" />
</Frame>

Configure your payment account and payment method.

* **Please choose a credit card payment account to show for your PEX purchases**.
  * The account you select will represent your PEX balance and serve as the **Payment account** for all your PEX expenses in QuickBooks. The account must be of Account Type: **Credit Card** and Detail Type: **Credit Card**.
    <Frame>
      <img alt="" />
    </Frame>
  * Learn how to add a payment account in QuickBooks Online [here](/administrator-guide/how-to-add-pex-to-your-quickbooks-online-account).
    * We recommend creating a new payment account named "PEX Credit Account" to clearly identify all purchases made using PEX.
  * Purchases will credit this account.
  * Credit card payments will debit this account.
  * Fees in PEX will credit this account.
  * Rebates in PEX will debit this account.
* **Please choose a payment method to show for your PEX purchases**.
  * This will serve as the **Payment** **Method** for all your PEX expenses in QuickBooks.
    <Frame>
      <img alt="" />
    </Frame>
  * We recommend creating a new payment method named "PEX" to clearly identify all purchases made using PEX.

Click **Next**.

## Configure expense category

*Transaction tags are available with* *[selected plans](https://www.pexcard.com/pricing?utm_source=support).* *Customers without tags will be asked to choose a default category for all transactions.*

* You can map a QuickBooks field "Category" to a PEX tag. That tag must be created beforehand, following the logic described in the [Create PEX tags for QuickBooks Online](/administrator-guide/create-pex-tags-for-quickbooks-online) article. 
  <Frame>
    <img alt="" />
  </Frame>
* Make sure to enable the "Sync Tag Options from QuickBooks" toggle. This will pull your expense categories from QuickBooks into PEX as tag option values.
  <Frame>
    <img alt="" />
  </Frame>
  The mapping and auto sync allows you and your cardholders to select a tag value for each purchase and reimbursement. For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a tag value ("Advertising" in our example below) of the "Expense Category" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the QuickBooks connector setup and sync tag options from QuickBooks to PEX.
  <Frame>
    <img alt="" />
  </Frame>
  The purchase will debit the expense category that it is tagged with ("Advertising" in our example above). If you are using split tag functionality on the PEX platform, the connector will support that while exporting the purchases and create the same split structure for purchases in QuickBooks.

Click **Next**.

## Configure Tag Mapping

PEX tags can also be mapped to other QuickBooks fields for coding of purchases and reimbursements.

* If you use Class, Customer, Billable, or Tax fields in QuickBooks, map them to PEX tags. Those PEX tags must be created beforehand, following the logic described in the [Create PEX tags for QuickBooks Online](/administrator-guide/create-pex-tags-for-quickbooks-online) article. Note: 
  * **Class**, **Customer**, and **Location** should be mapped to PEX tags with the type set to "Dropdown".
    * **Billable** and **Tax** should be mapped to PEX tags with the type set to "Yes/No".
    <Frame>
      <img alt="" />
    </Frame>
* Make sure to enable the "Sync" toggle. This will pull your Classes, Customers, and Locations from QuickBooks into PEX as tag option values.
  <Frame>
    <img alt="" />
  </Frame>

Click **Next**.

## Choose default expense category

You can select a default expense category for your purchases. Only untagged purchases will default to the category selected here. 

<Note>
  **Note:**

  It’s recommended to tag purchase transactions before syncing to QuickBooks. Untagged transactions will sync to the selected default category.
</Note>

<Frame>
  <img alt="" />
</Frame>

Also, you can select additional configurations to map purchase notes within your QuickBooks account.

* Copy PEX transaction notes to QuickBooks expense Memo.
  * Enable this option to include the cardholder's name and purchase notes in the Memo field.
    * If disabled, the Memo field will remain empty.
* Copy PEX transaction notes to QuickBooks expense Description.
  * Enable this option to include the cardholder's name and purchase notes in the Description field, along with the vendor name.
    * If disabled, the Description field will contain only the vendor name.

Click **Next**.

## Configure reimbursement sync options

Configure your reimbursement sync options.

<Frame>
  <img alt="" />
</Frame>

* **Automatically import reimbursement attachments as expense attachments in QuickBooks.**
  * Enable this option to import reimbursement attachments as expense attachments in QuickBooks.
* **Configure employee sync options.**
  * Use a single employee for your reimbursements. 
    * With this option, all PEX reimbursements will be booked against a single employee selected from the drop down list.
      * Tip: Consider creating a new employee in QuickBooks called ‘PEX’ to book all of your PEX reimbursements with a single employee.
    * Create an employee for each unique cardholder.
    * With this option, PEX will book reimbursements against corresponding employees that already exist in your QuickBooks account. If there is no corresponding employee then PEX will auto create a new employee for the given cardholder in your QuickBooks company file.
* **Choose a payment method to represent reimbursements**.
  * This will serve as the **Payment** **Method** for all PEX reimbursements in QuickBooks.
    <Frame>
      <img alt="" />
    </Frame>
* **You can set a default expense category for reimbursements**.
  * Only reimbursements without a category tag will default to the category selected here. They will debit the selected default category.
    * Note: It’s recommended to tag reimbursements before syncing to QuickBooks. Tagged reimbursements will debit the expense category that they are tagged with ("Office Supplies" in the examples below).  **Admin view**<br />For that go to the "Requests" menu -> select "Reimbursements" -> select any request -> select an expense category value ("Office Supplies" in our example below) of a tag ("Expense Category" in our example below).
      <Frame>
        <img alt="" />
      </Frame>
      **Cardholder view**<br />For that cardholders go to the "Requests" menu -> select "Reimbursements" -> click "New reimbursement" -> select an expense account value ("Office Supplies" in our example below) of a tag ("Expense Category" in our example below). 
      <Frame>
        <img alt="" />
      </Frame>
      Note that you and your cardholders can select one of the tag values for each reimbursement once you finish the QuickBooks connector setup and sync tag options from QuickBooks to PEX.
* Also, you can select additional configurations to map reimbursement notes within your QuickBooks account.
  * Copy PEX reimbursement notes to QuickBooks expense Memo.
    * Enable this option to include the cardholder's name and reimbursement notes in the Memo field.
    * If disabled, the Memo field will remain empty.
  * Copy PEX reimbursement notes to QuickBooks expense Description.
    * Enable this option to include the cardholder's name and reimbursement notes in the Description field, along with the vendor name.
    * If disabled, the Description field will contain only the vendor name.

## Configure bill sync

Configure your bill sync from PEX to QuickBooks. PEX will sync bill payments as **bill payments**. 

Bill payments in QuickBooks:

<Frame>
  <img alt="" />
</Frame>

Note that you can sync vendors from QuickBooks to PEX instead of manually creating them in PEX. Find more details [here](https://support.pexcard.com/administrator-guide/quickbooks-online-vendor-card-creation).

To sync bill payments to QuickBooks: 

* Select a bank account that bill payments made via ACH will be deducted from.
  * Note that bill payments made with a vendor card will be deducted from the account selected in the PEX Account field.
    <Frame>
      <img alt="" />
    </Frame>
* **Sync attachments.**
  * If checked, bill attachments will sync to QuickBooks.
* **Create a vendor in QuickBooks for each unique merchant.**
  * *Checked:* PEX will match bill payments to existing QuickBooks vendors or auto-create new ones if they don't exist.
  * *Unchecked:* Map vendors manually using a static value or PEX tag in the Mappings table below.
* **Copy PEX notes to QuickBooks Memo.**
  * *Checked:* The Memo field will include "Paid by \[user name]" and the bill payment notes.
  * *Unchecked:* The Memo field will only include "Paid by \[user name]."
* **Copy PEX notes to QuickBooks Description.**
  * *Checked:* The Description field will include the vendor name and bill payment notes.
  * *Unchecked:* The Description field will only include the vendor name.
* **Sync outstanding bills from QuickBooks into PEX.**
  * Check to sync outstanding bills from QuickBooks Online to PEX for payment.

## Bill Payment Fields Mapping

Fields can be mapped to either static values or PEX tags. If using PEX tags, create them in advance following the [Create PEX tags for QuickBooks Online](/administrator-guide/create-pex-tags-for-quickbooks-online) article. 

**Example: Mapping the "Expense Account" field**

*Option 1: Static value* 

* Select a single QuickBooks account (e.g., "Advertising") that will apply to all PEX bills during sync. 
  <Frame>
    <img alt="" />
  </Frame>
  Note: Static values are used only during sync — they won't appear on the bill details in PEX.

*Option 2: PEX tag* 

* Map to a PEX tag (e.g., "Expense Account") so you can select a value for each bill. 
  <Frame>
    <img alt="" />
  </Frame>
  You can add tags when creating or updating a bill: go to the Tags section -> select a tag value (e.g., "Office Supplies") -> click "Preview". Note: Tag values are available after completing the QuickBooks connector setup and syncing tag options from QuickBooks to PEX.  
  <Frame>
    <img alt="" />
  </Frame>

*Default values*

* When mapping to a tag, you can specify a default value (e.g., "Uncategorized"). If a bill isn't tagged before sync, the default value is applied.
  <Frame>
    <img alt="" />
  </Frame>
  The default value (e.g., "Uncategorized") won't appear on the bill details in PEX. It's only applied during sync if the bill hasn't been tagged. If you tag a bill (e.g., with "Accounting"), that tag value will be used instead. Tags take precedence over default values.
  <Frame>
    <img alt="" />
  </Frame>

*Vendor mapping* 

If "Create a QuickBooks vendor for each unique merchant" is unchecked, you can map all bills to a single static vendor. Create a new vendor in QuickBooks called "PEX".

<Frame>
  <img alt="" />
</Frame>

Select "PEX" in the Value column.

<Frame>
  <img alt="" />
</Frame>

## When will bill payments sync to QuickBooks?

Bill payments made with vendor cards or via ACH will sync when the transfer status shows "Completed" AND the estimated payout date is populated.

<Frame>
  <img alt="Image" />
</Frame>

## Auto Tagger

The Auto Tagger app is a great complement to QuickBooks. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)  

## Approve Transactions in PEX

<Frame>
  <img alt="" />
</Frame>

This is necessary to sync transactions into QuickBooks if you configured the connector to sync approved transactions only.

<Steps>
  <Step>
    Navigate to [Transactions > Card Transactions](https://dashboard.pexcard.com/transactions/card-transactions?utm_source=support)
  </Step>

  <Step>
    Click on the **Not reviewed**.
  </Step>

  <Step>
    Click **Approved**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Start syncing

Navigate to the Manage Sync tab and click on the green sync button to initiate the sync between PEX and QuickBooks.

<Frame>
  <img alt="" />
</Frame>

Manual sync will process transactions based on the start date specified on the **Sync Selection** step, with a limit of 1 year back from today. If there is no start date specified on the **Sync Selection** step then manual sync will process transactions only up to 2 months back from today. 

<Frame>
  <img alt="" />
</Frame>

Each sync also imports tag option values from QuickBooks to PEX if the "Sync" toggle is enabled.

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

Once transactions are synced to QuickBooks, you can view their history in the Sync History table and view the synced transactions in your QuickBooks account.

<Frame>
  <img alt="" />
</Frame>

## View Transactions in QuickBooks

Log into QuickBooks account and navigate to *Transactions -> Chart of accounts -> Click "View Register" next to the account representing your PEX account ("PEX Credit Account" in the example below)* to view synced transactions. 

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

## View Reimbursements in QuickBooks

Log into QuickBooks account and navigate to *Transactions -> Chart of accounts -> Click "View Register" next to the bank account you selected to use for reimbursements ("Chase Bank" in the example below)* to view synced reimbursements. 

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

A single payment can include multiple reimbursements. If there is more than one, PEX creates a separate expense in QuickBooks for each reimbursement.

## Manage sync

<Frame>
  <img alt="" />
</Frame>

On the "Manage sync" tab you can:

* Run a manual sync between PEX and QuickBooks by clicking on the green sync button.
  <Frame>
    <img alt="" />
  </Frame>
  * Auto-sync is enabled by default. With auto-sync enabled, transactions and tag option values sync automatically every 24 hours.
  * Auto-sync will always process transactions based on the start date specified on the **Sync Selection** step, with a maximum limit of 2 months back from today. If there is no start date specified on the **Sync Selection** step then auto-sync will sync transactions up to 2 months back from today.   
  <Frame>
    <img alt="" />
  </Frame>
* View/Edit configuration settings.
* View/Edit tag mapping.
* View Sync history.
* Disconnect from your QuickBooks account.

If you don't have vendor cards created from your QuickBooks vendor list yet then you will also see an info box "Control Vendor Spend with PEX Vendor Cards". Clicking "Get started" will help you create vendor cards from your QuickBooks vendor list. More details can be found in this [support article](/administrator-guide/quickbooks-online-vendor-card-creation).

## FAQ

<AccordionGroup>
  <Accordion title="Can the connector support separate QuickBooks Online accounts for each card?">
    Not at this time. The connector will sync all card transactions but only supports a single QuickBooks Online account.
  </Accordion>

  <Accordion title="Can I combine manual tag options creation and automatic tag options sync from QuickBooks Online to PEX?">
    We strongly recommend using automatic sync of tag options from QuickBooks Online to PEX. This will keep your PEX tags and QuickBooks Online fields in sync. For more information, check out the support article [Create PEX tags for QuickBooks Online](/administrator-guide/create-pex-tags-for-quickbooks-online) to add tags and test tag options.

    Once added, enable the "Sync Tag options from QuickBooks" toggle for fields on the "Expense Options" and "Tag Options" steps (as shown in the example below).  

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Accordion>

  <Accordion title="Can tags be set up to feed into the Class field in QuickBooks Online?">
    When the Class field is enabled in QuickBooks Online settings, you can map it to a tag within PEX. This mapping populates the Class field on transactions in QuickBooks Online when data syncs from PEX. If the Class field is mapped to a PEX tag and the "Sync" toggle is enabled,

    <Frame>
      <img alt="" />
    </Frame>

    PEX will sync all Classes to the specified PEX tag during a manual or auto sync.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="For the accounts in QuickBooks that have Parent/Child accounts or sub-accounts how does that look in tags?">
    The hierarchy is synced into tag options having values like ParentA:ChildA:LeafA and names will have LeafA unless there are more than one LeafA option, in such case those duplicates use the fully qualified name (the hierarchy with colons).
  </Accordion>

  <Accordion title="Can I import tag options from a CSV file?">
    We strongly recommend using automatic sync of tag options from QuickBooks Online to PEX. This will keep your PEX tags and QuickBooks fields in sync. Manually adding tag options or importing them from a CSV file typically takes much more time. If you still want to import options from CSV, follow the instructions in the [Import tag options from CSV](/administrator-guide/import-tag-options-from-csv) article.
  </Accordion>

  <Accordion title="Can I update transactions that have already been synced to my QuickBooks Online account?">
    If you need to re-tag or add another receipt to transactions that have already been synced to your QuickBooks Online account then:

    <Steps>
      <Step>
        Go to your PEX account.
      </Step>

      <Step>
        Update transactions the way you need.
      </Step>

      <Step>
        Go to your QuickBooks Online account.
      </Step>

      <Step>
        Delete the transactions that you want to update to avoid the duplicate transaction issue.
      </Step>

      <Step>
        Go back to your PEX account.
      </Step>

      <Step>
        Locate the transactions that you want to re-sync to your QuickBooks Online account.
      </Step>

      <Step>
        Open each of those transactions and remove the "Synced with QuickBooks Online" note.

        <Frame>
          <img alt="image.png" />
        </Frame>
      </Step>

      <Step>
        Sync manually or wait for auto-sync to re-sync updated transactions.
      </Step>
    </Steps>
  </Accordion>

  <Accordion title="Will a previously synced transaction re-sync to my QuickBooks Online account if I change its status (Rejected -> Approved), re-tag or add another receipt?">
    Every synced transaction has a "Synced with QuickBooks Online" note. As long as you don't remove the "Synced with QuickBooks Online" note on a transaction, it will not re-sync to your QuickBooks Online account.
  </Accordion>

  <Accordion title="How do I sync the cardholder name with each transaction in QuickBooks Online?">
    The cardholder's name can be included in the Description field in category details as well as in the Memo field. You can configure this on the [Choose default expense category](#choose-default-expense-category) step.

    * *Copy PEX transaction notes to QuickBooks expense Memo*.
      * Enable this option to include the cardholder's name and purchase notes in the Memo field.
        * If disabled, the Memo field will remain empty.  
        <Frame>
          <img alt="" />
        </Frame>
    * *Copy PEX transaction notes to QuickBooks expense Description*.
      * Enable this option to include the cardholder's name and purchase notes in the Description field, along with the vendor name.
        * If disabled, the Description field will contain only the vendor name.
        <Frame>
          <img alt="" />
        </Frame>

    Please see the sample below, where cardholder "Jane Air" is showing up in QuickBooks for this purchase.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Accordion>

  <Accordion title="What types of accounts are supported?">
    Bank, Credit Card, Expense, Other Expense, Cost of Goods Sold, and Income accounts are supported. Fixed accounts are not supported.
  </Accordion>

  <Accordion title="Can transactions be automatically tagged?">
    Yes. PEX Auto Tagger offers a solution. It allows you to create rules that auto-tag purchases. [Learn more](/administrator-guide/pex-auto-tagger).
  </Accordion>

  <Accordion title="Do pending transactions get synced?">
    No. Only transactions in settled status get synced to your account. If you see a "Pending" label next to the merchant name as shown on the screen below, then the transaction is still in the pending status.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Accordion>

  <Accordion title="Need to export transactions manually via a file?">
    Click [here](/administrator-guide/how-to-export-transactions-via-a-file-download-to-quickbooks-desktop-or-quickbooks-online).
  </Accordion>
</AccordionGroup>

**Didn’t find the answer you were looking for?** Check out our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.

## Support & inquiries

For any questions related to your connector, please email [appsupport+quickbooksonline@pexcard.com](mailto:appsupport+quickbooksonline@pexcard.com).


# PEX Connector for QuickBooks Online (Prepaid)
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-quickbooks-online-prepaid

Auto-sync purchases, transfers, fees, rebates, reimbursements and receipt images from PEX into QuickBooks Online, keeping your data accurate, organized, and up-to-date. Map QuickBooks Online fields such as Category, Class, Customer, Property, etc. to PEX tags.

Also, you can pull in your existing list of vendors from QuickBooks Online into PEX to auto create vendor cards. [Follow this link](/administrator-guide/quickbooks-online-vendor-card-creation) for more details on how to auto create vendor cards.

To configure this integration, you don't even need to wait for your account manager. You can get started right away with just your QuickBooks Online and PEX credentials.

## Link PEX and QuickBooks Online

Log in to your PEX account to finalize the setup.

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Scroll to locate **PEX Connector for QuickBooks Online**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.

    <Note>
      **Note:**

      To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
    </Note>
  </Step>
</Steps>

## Select your use case(s)

There are currently two options for how you can connect PEX with QuickBooks Online. We recommend as many as possible to make your reconciliation experience seamless.

* [Create vendor cards from my QuickBooks vendors](/administrator-guide/quickbooks-online-vendor-card-creation).
* Sync transactions from PEX to QuickBooks nightly.

Click on the "Sync transactions from PEX to QuickBooks nightly".

<Frame>
  <img alt="" />
</Frame>

Click the green button to connect to your QuickBooks Online account:

<Frame>
  <img alt="" />
</Frame>

<Steps>
  <Step>
    Enter your QuickBooks Online Email Address and Password.
  </Step>

  <Step>
    Click **Continue**.
  </Step>

  <Step>
    Click **Connect**.

    You are redirected back to the connector screen. You are now connected to QuickBooks. Please wait while we engage the configuration wizard to finish your setup.
  </Step>

  <Step>
    Click on the "Sync transactions from PEX to QuickBooks nightly".

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Choose what to sync

<Frame>
  <img alt="" />
</Frame>

You can:

* **Automatically import PEX purchases as QuickBooks expenses**.
  * Enable this option to import PEX purchases as expenses in QuickBooks.
  * You can choose to sync all PEX transactions (regardless of approval status) or just approved (recommended).
  * PEX purchases must have a Category PEX Tag in order to sync. For details on transaction review, please see our article [How to Review Transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).
* **Automatically import PEX attachments as expense attachments in QuickBooks**. 
  * Enable this option to import PEX receipts as expense attachments in QuickBooks.
  * If a purchase has multiple receipts, they will all sync to QuickBooks.
  * This option is available only if the "Automatically import PEX purchases as QuickBooks expenses" toggle is **enabled**.
* **Automatically import PEX transfers as QuickBooks transfers**.
  * Enable this option to import PEX transfers as QuickBooks transfers.
  * An example of a transfer would be an ACH/wire transfer from your business checking account to your PEX business account.
  * From the drop down list, please select the bank account in QuickBooks corresponding to your business checking account.
  * This account will be credited when syncing transfers to QuickBooks.
* **Automatically import PEX account fees as QuickBooks expenses**.
  * Enable this option to import PEX account fees.
  * Examples of a PEX Fee include an ISA fee for international use or priority shipping fees. 
  * Only business-level fees will sync to QuickBooks if the "Automatically import PEX purchases as QuickBooks expenses" toggle is disabled. Card-level fees will not sync.
  * From the drop down list, please select the expense category to debit when syncing fees to QuickBooks.
* **Automatically import PEX rebates**.
  * Enable this option to import PEX account rebates.
  * From the drop down list, please select the bank account, income or expense category to credit when syncing rebates to QuickBooks.
  * This option is available only if the "Automatically import PEX purchases as QuickBooks expenses" toggle is **enabled**.
* **Automatically import cardholder reimbursements.**
  * Enable this option to import PEX cardholder reimbursements.
  * From the drop down list, please select the bank account to credit when syncing reimbursements to QuickBooks.
* **Specify a start date for the sync**.
  * Transactions on and after this date will sync.
  * Reimbursements with a payment processing date on and after this date will sync.
  * The start date must be less than 1 year in the past.

Click **Next**. 

## Configure vendor sync options

Select one of the following:

* **Use a single vendor for your purchases.** 
  * With this option, all PEX purchases will be booked against a single vendor selected from the drop down list.
  * Tip: Consider creating a new vendor in QuickBooks called "PEX" if you would like to book all of your PEX purchases against a single vendor.
    <Frame>
      <img alt="" />
    </Frame>
* **Create a vendor for each unique merchant**. 
  * With this option, PEX will book purchases against corresponding vendors that already exist in your QuickBooks account. If there is no corresponding vendor then PEX will auto create a new vendor in your QuickBooks company file.
  * Note that the connector will not create duplicate vendors, but "Walmart23455", "Walmart-brooklyn223" are two unique vendors from the connector's point of view. If you don't want to have "Walmart23455" and "Walmart-brooklyn223" then read below.
    <Frame>
      <img alt="" />
    </Frame>

## Standardized merchant names

With the "**Create a vendor for each unique merchant**" option, you can also sync your purchases with standardized merchant names if you check "Use standardized merchant names" checkbox. 

<Frame>
  <img alt="" />
</Frame>

This means that a purchase "Walmart23455" and a purchase "Walmart-brooklyn223" will be recorded in QuickBooks with "Walmart" as a vendor instead of "Walmart23455" or "Walmart-brooklyn223". 

Click **Next**.

## Configure sync options

<Frame>
  <img alt="" />
</Frame>

Configure your payment account and payment method.

* **Please choose a payment account to show for your PEX purchases**.
  * The account you select will represent your PEX balance and serve as the **Payment account** for all your PEX expenses in QuickBooks. The account must be of Account Type: **Bank** and Detail Type: **Checking**.
    <Frame>
      <img alt="" />
    </Frame>
    * Learn how to add a payment account in QuickBooks Online [here](/administrator-guide/how-to-add-pex-to-your-quickbooks-online-account).
      * We recommend creating a new payment account named "PEX" to clearly identify all purchases made using PEX.
    * Purchases will credit this account.
    * Transfers will debit this account.
    * Fees in PEX will credit this account.
    * Rebates in PEX will debit this account.
* **Please choose a payment method to show for your PEX purchases**.
  * This will serve as the **Payment** **Method** for all your PEX expenses in QuickBooks.
    <Frame>
      <img alt="" />
    </Frame>
    * We recommend creating a new payment method named "PEX" to clearly identify all purchases made using PEX.

Click **Next**.

## Configure expense category

*Transaction tags are available with* *[selected plans](https://www.pexcard.com/pricing?utm_source=support).* *Customers without tags will be asked to choose a default category for all purchases.*

* You can map a QuickBooks field "Category" to a PEX tag. That tag must be created beforehand, following the logic described in the [Create PEX tags for QuickBooks Online](/administrator-guide/create-pex-tags-for-quickbooks-online) article.
  <Frame>
    <img alt="" />
  </Frame>
* Make sure to enable the "Sync Tag Options from QuickBooks" toggle. This will pull your expense categories from QuickBooks into PEX as tag option values.
  <Frame>
    <img alt="" />
  </Frame>
  The mapping and auto sync allows you and your cardholders to select a tag value for each purchase and reimbursement. For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a tag value ("Advertising" in our example below) of the "Expense Category" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the QuickBooks connector setup and sync tag options from QuickBooks to PEX.
  <Frame>
    <img alt="" />
  </Frame>
  The purchase will debit the expense category that it is tagged with ("Advertising" in our example above). If you are using split tag functionality on the PEX platform, the connector will support that while exporting the purchases and create the same split structure for purchases in QuickBooks.

Click **Next**.

## Configure tag mapping

PEX tags can also be mapped to other QuickBooks fields for coding of purchases and reimbursements.

* If you use Class, Customer, Billable, or Tax fields in QuickBooks, map them to PEX tags. Those PEX tags must be created beforehand, following the logic described in the [Create PEX tags for QuickBooks Online](/administrator-guide/create-pex-tags-for-quickbooks-online) article. Note:
  * **Class**, **Customer**, and **Location** should be mapped to PEX tags with the type set to "Dropdown".
    * **Billable** and **Tax** should be mapped to PEX tags with the type set to "Yes/No".
    <Frame>
      <img alt="" />
    </Frame>
* Make sure to enable the **Sync** toggle. This will pull your Classes, Customers, and Locations from QuickBooks into PEX as tag option values.
  <Frame>
    <img alt="" />
  </Frame>

Click **Next**.

## Choose default expense category

You can select a default expense category for your purchases. Only untagged purchases will default to the category selected here.

<Note>
  **Note:**

  It’s recommended to tag purchase transactions before syncing to QuickBooks. Untagged transactions will sync to the selected default category.
</Note>

<Frame>
  <img alt="" />
</Frame>

Also, you can select additional configurations to map purchase notes within your QuickBooks account.

* Copy PEX transaction notes to QuickBooks expense Memo.
  * Enable this option to include the cardholder's name and purchase notes in the Memo field.
    * If disabled, the Memo field will remain empty.
* Copy PEX transaction notes to QuickBooks expense Description.
  * Enable this option to include the cardholder's name and purchase notes in the Description field, along with the vendor name.
    * If disabled, the Description field will contain only the vendor name.

Click **Next**.

## Configure reimbursement sync options

Configure your reimbursement sync options.

<Frame>
  <img alt="" />
</Frame>

* **Automatically import reimbursement attachments as expense attachments in QuickBooks.**
  * Enable this option to import reimbursement attachments as expense attachments in QuickBooks.
* **Configure employee sync options.**
  * Use a single employee for your reimbursements. 
    * With this option, all PEX reimbursements will be booked against a single employee selected from the drop down list.
      * Tip: Consider creating a new employee in QuickBooks called ‘PEX’ to book all of your PEX reimbursements with a single employee.
    * Create an employee for each unique cardholder.
    * With this option, PEX will book reimbursements against corresponding employees that already exist in your QuickBooks account. If there is no corresponding employee then PEX will auto create a new employee for the given cardholder in your QuickBooks company file.
* **Choose a payment method to represent reimbursements**.
  * This will serve as the **Payment** **Method** for all PEX reimbursements in QuickBooks.
    <Frame>
      <img alt="" />
    </Frame>
* **You can set a default expense category for reimbursements**.
  * Only reimbursements without a category tag will default to the category selected here. They will debit the selected default category.
    * Note: It’s recommended to tag reimbursements before syncing to QuickBooks. Tagged reimbursements will debit the expense category that they are tagged with ("Office Supplies" in the examples below).  **Admin view**<br />For that go to the "Requests" menu -> select "Reimbursements" -> select any request -> select an expense category value ("Office Supplies" in our example below) of a tag ("Expense Category" in our example below).
      <Frame>
        <img alt="" />
      </Frame>
      **Cardholder view** For that cardholders go to the "Requests" menu -> select "Reimbursements" -> click "New reimbursement" -> select an expense account value ("Office Supplies" in our example below) of a tag ("Expense Category" in our example below).
      <Frame>
        <img alt="" />
      </Frame>
      Note that you and your cardholders can select one of the tag values for each reimbursement once you finish the QuickBooks connector setup and sync tag options from QuickBooks to PEX.
* Also, you can select additional configurations to map reimbursement notes within your QuickBooks account.
  * Copy PEX reimbursement notes to QuickBooks expense Memo.
    * Enable this option to include the cardholder's name and reimbursement notes in the Memo field.
      * If disabled, the Memo field will remain empty.
  * Copy PEX reimbursement notes to QuickBooks expense Description.
    * Enable this option to include the cardholder's name and reimbursement notes in the Description field, along with the vendor name.
      * If disabled, the Description field will contain only the vendor name.

## Configure bill sync

Configure your bill sync from PEX to QuickBooks. PEX will sync bill payments as **bill payments**. 

Bill payments in QuickBooks:

<Frame>
  <img alt="" />
</Frame>

Note that you can sync vendors from QuickBooks to PEX instead of manually creating them in PEX. Find more details [here](https://support.pexcard.com/administrator-guide/quickbooks-online-vendor-card-creation).

To sync bill payments to QuickBooks: 

* Select a bank account that bill payments made via ACH will be deducted from.
  * Note that bill payments made with a vendor card will be deducted from the account selected in the PEX Account field.
    <Frame>
      <img alt="" />
    </Frame>
* **Sync attachments.**
  * If checked, bill attachments will sync to QuickBooks.
* **Create a vendor in QuickBooks for each unique merchant.**
  * *Checked:* PEX will match bill payments to existing QuickBooks vendors or auto-create new ones if they don't exist.
  * *Unchecked:* Map vendors manually using a static value or PEX tag in the Mappings table below.
* **Copy PEX notes to QuickBooks Memo.**
  * *Checked:* The Memo field will include "Paid by \[user name]" and the bill payment notes.
  * *Unchecked:* The Memo field will only include "Paid by \[user name]."
* **Copy PEX notes to QuickBooks Description.**
  * *Checked:* The Description field will include the vendor name and bill payment notes.
  * *Unchecked:* The Description field will only include the vendor name.
* **Sync outstanding bills from QuickBooks into PEX.**
  * Check to sync outstanding bills from QuickBooks Online to PEX for payment.

## Bill payment fields mapping

Fields can be mapped to either static values or PEX tags. If using PEX tags, create them in advance following the [Create PEX tags for QuickBooks Online](/administrator-guide/create-pex-tags-for-quickbooks-online) article. 

**Example: Mapping the "Expense Account" field**

*Option 1: Static value* 

* Select a single QuickBooks account (e.g., "Advertising") that will apply to all PEX bills during sync. 
  <Frame>
    <img alt="" />
  </Frame>
  Note: Static values are used only during sync — they won't appear on the bill details in PEX.

*Option 2: PEX tag* 

* Map to a PEX tag (e.g., "Expense Account") so you can select a value for each bill. 
  <Frame>
    <img alt="" />
  </Frame>
  You can add tags when creating or updating a bill: go to the Tags section -> select a tag value (e.g., "Office Supplies") -> click "Preview". Note: Tag values are available after completing the QuickBooks connector setup and syncing tag options from QuickBooks to PEX.  
  <Frame>
    <img alt="" />
  </Frame>

*Default values*

* When mapping to a tag, you can specify a default value (e.g., "Uncategorized"). If a bill isn't tagged before sync, the default value is applied.
  <Frame>
    <img alt="" />
  </Frame>
  The default value (e.g., "Uncategorized") won't appear on the bill details in PEX. It's only applied during sync if the bill hasn't been tagged. If you tag a bill (e.g., with "Accounting"), that tag value will be used instead. Tags take precedence over default values.
  <Frame>
    <img alt="" />
  </Frame>

*Vendor mapping* 

If "Create a QuickBooks vendor for each unique merchant" is unchecked, you can map all bills to a single static vendor. Create a new vendor in QuickBooks called "PEX".

<Frame>
  <img alt="" />
</Frame>

Select "PEX" in the Value column.

<Frame>
  <img alt="Image" />
</Frame>

## When will bill payments sync to QuickBooks?

Bill payments made with vendor cards or via ACH will sync when the transfer status shows "Completed" AND the estimated payout date is populated.

<Frame>
  <img alt="Image" />
</Frame>

## Auto Tagger

The Auto Tagger app is a great complement to QuickBooks. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## Approve transactions in PEX

<Frame>
  <img alt="" />
</Frame>

If you configured the connector to sync only approved purchases, then approving purchases in PEX is necessary before they can sync to QuickBooks. To approve a purchase:

<Steps>
  <Step>
    Navigate to [Transactions > Card Transactions](https://dashboard.pexcard.com/transactions/card-transactions?utm_source=support)
  </Step>

  <Step>
    Click **Not reviewed**
  </Step>

  <Step>
    Click **Approved**

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Start syncing

Navigate to the Manage Sync tab and click on the green sync button to initiate the sync between PEX and QuickBooks.

<Frame>
  <img alt="" />
</Frame>

Manual sync will process transactions based on the start date specified on the **Sync Selection** step, with a limit of 1 year back from today. If there is no start date specified on the **Sync Selection** step then manual sync will process transactions only up to 2 months back from today.

<Frame>
  <img alt="" />
</Frame>

Each sync also imports tag option values from QuickBooks to PEX if the **Sync** toggle is enabled.

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

Once transactions are synced to QuickBooks, you can view their history in the Sync History table and view the synced transactions in your QuickBooks account.

<Frame>
  <img alt="" />
</Frame>

## View transactions in QuickBooks

Log into QuickBooks account and navigate to *Transactions -> Chart of accounts -> Click "View Register" next to the account representing your PEX account ("PEX Account" in the example below)* to view synced transactions.

<Frame>
  <img alt="" />
</Frame>

<br />

<Frame>
  <img alt="" />
</Frame>

## View reimbursements in QuickBooks

Log into QuickBooks account and navigate to *Transactions -> Chart of accounts -> Click "View Register" next to the bank account you selected to use for reimbursements ("Chase Bank" in the example below)* to view synced reimbursements.

<Frame>
  <img alt="" />
</Frame>

<br />

<Frame>
  <img alt="" />
</Frame>

A single payment can include multiple reimbursements. If there is more than one, PEX creates a separate expense in QuickBooks for each reimbursement.

## Manage sync

<Frame>
  <img alt="" />
</Frame>

On the "Manage sync" tab you can:

* Run a manual sync between PEX and QuickBooks by clicking on the green sync button.
  <Frame>
    <img alt="" />
  </Frame>
  * Auto-sync is enabled by default. With auto-sync enabled, transactions and tag option values sync automatically every 24 hours.
  * Auto-sync will always process transactions based on the start date specified on the **Sync Selection** step, with a maximum limit of 2 months back from today. If there is no start date specified on the **Sync Selection** step then auto-sync will sync transactions up to 2 months back from today.
    <Frame>
      <img alt="" />
    </Frame>
* View/Edit configuration settings.
* View/Edit tag mapping.
* View Sync history.
* Disconnect from your QuickBooks account.

If you don't have vendor cards created from your QuickBooks vendor list yet then you will also see an info box "Control Vendor Spend with PEX Vendor Cards". Clicking "Get started" will help you create vendor cards from your QuickBooks vendor list. More details can be found in this [support article](/administrator-guide/quickbooks-online-vendor-card-creation).

## FAQ

<AccordionGroup>
  <Accordion title="Can the connector support separate QuickBooks Online accounts for each card?">
    Not at this time. The connector will sync all card transactions but only supports a single QuickBooks Online account.
  </Accordion>

  <Accordion title="Can I combine manual tag options creation and automatic tag options sync from QuickBooks Online to PEX?">
    We strongly recommend using automatic sync of tag options from QuickBooks Online to PEX. This will keep your PEX tags and QuickBooks Online fields in sync. For more information, check out the support article [Create PEX tags for QuickBooks Online](/administrator-guide/create-pex-tags-for-quickbooks-online) to add tags and test tag options.

    Once added, enable the "Sync Tag options from QuickBooks" toggle for fields on the "Expense Options" and "Tag Options" steps (as shown in the example below).

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Can tags be set up to feed into the Class field in QuickBooks Online?">
    When the Class field is enabled in QuickBooks Online settings, you can map it to a tag within PEX. This mapping populates the Class field on transactions in QuickBooks Online when data syncs from PEX. If the Class field is mapped to a PEX tag and the "Sync" toggle is enabled,

    <Frame>
      <img alt="" />
    </Frame>

    PEX will sync all Classes to the specified PEX tag during a manual or auto sync.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="For the accounts in QuickBooks that have Parent/Child accounts or sub-accounts how does that look in tags?">
    The hierarchy is synced into tag options having values like ParentA:ChildA:LeafA and names will have LeafA unless there are more than one LeafA option, in such case those duplicates use the fully qualified name (the hierarchy with colons).
  </Accordion>

  <Accordion title="Can I import tag options from a CSV file?">
    We strongly recommend using automatic sync of tag options from QuickBooks Online to PEX. This will keep your PEX tags and QuickBooks fields in sync. Manually adding tag options or importing them from a CSV file typically takes much more time. If you still want to import options from CSV, follow the instructions in the [Import tag options from CSV](/administrator-guide/import-tag-options-from-csv) article.
  </Accordion>

  <Accordion title="Can I update transactions that have already been synced to my QuickBooks Online account?">
    If you need to re-tag or add another receipt to transactions that have already been synced to your QuickBooks Online account then:

    <Steps>
      <Step>
        Go to your PEX account.
      </Step>

      <Step>
        Update transactions the way you need.
      </Step>

      <Step>
        Go to your QuickBooks Online account.
      </Step>

      <Step>
        Delete the transactions that you want to update to avoid the duplicate transaction issue.
      </Step>

      <Step>
        Go back to your PEX account.
      </Step>

      <Step>
        Locate the transactions that you want to re-sync to your QuickBooks Online account.
      </Step>

      <Step>
        Open each of those transactions and remove the "Synced with QuickBooks Online" note.

        <Frame>
          <img alt="" />
        </Frame>
      </Step>

      <Step>
        Sync manually or wait for auto-sync to re-sync updated transactions.
      </Step>
    </Steps>
  </Accordion>

  <Accordion title="Will a previously synced transaction re-sync if I change its status, re-tag, or add another receipt?">
    Every synced transaction has a "Synced with QuickBooks Online" note. As long as you don't remove the "Synced with QuickBooks Online" note on a transaction, it will not re-sync to your QuickBooks Online account.
  </Accordion>

  <Accordion title="How do I sync the cardholder name with each transaction in QuickBooks Online?">
    The cardholder's name can be included in the Description field in category details as well as in the Memo field. You can configure this on the [Choose default expense category](#choose-default-expense-category) step.

    * *Copy PEX transaction notes to QuickBooks expense Memo*.
      * Enable this option to include the cardholder's name and purchase notes in the Memo field.
        * If disabled, the Memo field will remain empty.
        <Frame>
          <img alt="" />
        </Frame>
    * *Copy PEX transaction notes to QuickBooks expense Description*.
      * Enable this option to include the cardholder's name and purchase notes in the Description field, along with the vendor name.
        * If disabled, the Description field will contain only the vendor name.
        <Frame>
          <img alt="" />
        </Frame>

    Please see the sample below, where cardholder "Jane Air" is showing up in QuickBooks for this purchase.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="What types of accounts are supported?">
    Bank, Expense, Other Expense, Cost of Goods Sold, and Income accounts are supported. Fixed accounts are not supported.
  </Accordion>

  <Accordion title="Can transactions be automatically tagged?">
    Yes. PEX Auto Tagger offers a solution. It allows you to create rules that auto-tag purchases. [Learn more](/administrator-guide/pex-auto-tagger).
  </Accordion>

  <Accordion title="Do pending transactions get synced?">
    No. Only transactions in settled status get synced to your account. If you see a **Pending** label next to the merchant name as shown on the screen below, then the transaction is still in the pending status.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Can one QuickBooks account be connected to multiple PEX businesses?">
    Yes.
  </Accordion>

  <Accordion title="Need to export transactions manually via a file?">
    Click [here](/administrator-guide/how-to-export-transactions-via-a-file-download-to-quickbooks-desktop-or-quickbooks-online).
  </Accordion>
</AccordionGroup>

If you didn't find the answer you need, see [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting).

## Support & inquiries

For any questions related to your connector, please email [quickbooks@pexcard.com](mailto:quickbooks@pexcard.com).


# PEX Connector for Sage Intacct (Credit)
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-sage-intacct-charge

Connect PEX to Sage Intacct (Credit): sync purchases, bill payments, fees, rebates and receipts as GL journal entries or credit card transactions, plus tag mapping and optional vendor card creation

Don't have a PEX account yet? [Sign up](https://apply.pexcard.com/personal-info).

Auto-sync purchases, bill payments, fees, rebates, and receipt images from PEX into Sage Intacct, keeping your data accurate, organized, and up-to-date. Map Sage Intacct fields such as Expense Account, Class, Customer, Project, and more to PEX tags.

You can also pull your existing vendor list from Sage Intacct into PEX to auto-create vendor cards. See the [Sage Intacct vendor card creation](/administrator-guide/sage-intacct-vendor-card-creation) article for details.

To configure this integration, you don't need to wait for your account manager. You can get started with your Sage Intacct and PEX credentials.

<Note>
  **Note:**

  Sage Intacct must be accessed through the production environment. To obtain production access, contact Sage Intacct.
</Note>

## Pre-configuration

Prior to using this guide, please ensure you have completed all set-up components:

1. [Enable Sage Intacct settings for PEX sync: document numbering, sender ID, web services user, and general ledger](/administrator-guide/enable-sage-intacct-settings-for-pex-sync)
2. [Create PEX tags](/administrator-guide/create-pex-tags-for-sage-intacct)

## Link PEX and Sage Intacct

Log in to your PEX account to finalize the setup.

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Scroll to locate **PEX Connector for Sage Intacct**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.

    <Note>
      **Note:**

      To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
    </Note>
  </Step>

  <Step>
    Enter your Company ID, Web Services User ID, and Web Services User Password.

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Connect**.

    You are redirected to the connector screen. You are now connected to Sage Intacct. Please wait while the configuration wizard finishes your setup.
  </Step>

  <Step>
    Select your use case(s).

    There are two ways you can connect PEX with Sage Intacct. Choose as many as you need to make your reconciliation experience seamless.

    1. [Auto create vendor cards from my Sage Intacct vendor list](/administrator-guide/sage-intacct-vendor-card-creation).
    2. Sync transactions from PEX to Sage Intacct nightly.

    Click **Sync transactions from PEX to Sage Intacct nightly** to configure transaction sync.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Choose what to sync

<Frame>
  <img alt="" />
</Frame>

You can:

* **Automatically import PEX purchases**
  * Enable this option to import PEX purchases as expenses in Intacct.
  * You can choose to sync all PEX transactions (regardless of approval status) or just approved (recommended).
  * PEX purchases must have an Expense Account tag in order to sync. For details on transaction review, please see our article [How to Review Transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).
* **Automatically import PEX attachments**
  * Enable this option to import PEX receipts as expense attachments in Intacct.
    * This option is available only if the "Automatically import PEX purchases" toggle is **enabled**.
* **Automatically import PEX bill payments**
  * Enable this option to import PEX bill payments.
    * An example of a bill payment would be an ACH transfer from your business checking account to your PEX business account.
    * From the drop down list, please select the bank account in Intacct corresponding to your business checking account.
    * This account will be credited when syncing bill payments to Intacct.
* **Automatically import PEX account fees**
  * Enable this option to import PEX account fees.
    * Examples of a PEX Fee include an ISA fee for international use or priority shipping fees.
    * From the drop down list, please select the expense account to debit when syncing fees to Intacct.
* **Automatically import PEX rebates**
  * Enable this option to import PEX account rebates.
    * From the drop down list, please select the income or expense account to credit when syncing rebates to Intacct.
    * This option is available only if the "Automatically import PEX purchases" toggle is **enabled**.
* **Automatically import cardholder reimbursements**
  * Enable this option to import PEX cardholder reimbursements.
* **Specify a start date for the sync**
  * Transactions on and after this date will sync.
    * Reimbursements with a payment processing date on and after this date will sync.
    * The start date must be less than 1 year in the past.

Click **Next**. 

## Configure vendor sync options

Select one of the following:

* **Choose a vendor for your purchases**.
  * With this option, all PEX purchases will be booked against a single vendor selected from the drop down list.
    * Tip: Consider creating a new vendor in Intacct called "PEX" if you would like to book all of your PEX purchases against a single vendor.
    <Frame>
      <img alt="" />
    </Frame>
* **Create a vendor for each unique merchant**. 
  * With this option, PEX will book purchases against corresponding vendors that already exist in your Intacct account. If there is no corresponding vendor then PEX will auto create a new vendor in Intacct.
    * Note that the connector will not create duplicate vendors, but "Walmart23455", "Walmart-brooklyn223" are two unique vendors from the connector's point of view. If you don't want to have "Walmart23455" and "Walmart-brooklyn223" then read below.
    <Frame>
      <img alt="" />
    </Frame>

## Standardized merchant names

With the "**Create a vendor for each unique merchant**" option, you can also sync your purchases with standardized merchant names if you check "Use standardized merchant names" checkbox. 

<Frame>
  <img alt="" />
</Frame>

This means that a purchase "Walmart23455" and a purchase "Walmart-brooklyn223" will be recorded in Intacct with "Walmart" as a vendor instead of "Walmart23455" or "Walmart-brooklyn223". 

Click **Next**.

## Configure sync options

PEX can sync purchases and fees (cardholder and business fees) to Intacct as **GL journal entries** or as **credit card transactions**.  

<Frame>
  <img alt="" />
</Frame>

GL journal entries in Intacct:

<Frame>
  <img alt="" />
</Frame>

Credit card transactions in Intacct:

<Frame>
  <img alt="" />
</Frame>

## GL journal entries

<Frame>
  <img alt="" />
</Frame>

If you choose to sync purchases and fees (cardholder and business fees) to Intacct as GL journal entries, you need to configure your asset account, journal, and a default location.

* **Please choose an asset account to reflect your PEX business balance**.
  * The account you select will represent your PEX balance.
    * We recommend creating a new asset account named "PEX" to clearly identify all purchases made using PEX. To do this, go to **General Ledger** > **General Ledger accounts** (under the **All** tab) > **Add**.
      <Frame>
        <img alt="" />
      </Frame>
    * Purchases will credit this account.
    * Bill payments will debit this account.
    * Fees in PEX will credit this account.
    * Rebates in PEX will debit this account.
* **Please choose a journal to use for your PEX transactions**.
  * We recommend creating a new journal named "PEX" to clearly identify all transactions made using PEX. To do this, go to **General Ledger** > **Journals** (under the **Setup** tab) > **Add**.
    <Frame>
      <img alt="" />
    </Frame>
* **Please choose a default location for your PEX purchases, bill payments, fees, rebates**.

Click **Next**.

## Credit card transactions

<Frame>
  <img alt="" />
</Frame>

If you choose to sync purchases and fees (cardholder and business fees) to Intacct as credit card transactions, you need to configure your credit card and a default location.

* **Please choose a credit card to reflect your PEX business balance**. 
  * The credit card you select will represent your PEX balance.
    * We recommend creating a new credit card named "PEX" to clearly identify all purchases made using PEX. To do this, go to **Cash Management** > **Credit Card** (under the **All** tab) > **Add**.
      <Frame>
        <img alt="" />
      </Frame>
    * Purchases will credit this card.
    * Fees in PEX will credit this card.
    * Rebates in PEX will debit this card. 
    * Rebates will sync as journal entries (not as credit card transactions).
      * Rebates will sync to the journal associated with the liability account that the selected credit card is linked to in Intacct.
* **Please choose a default location for your PEX purchases, fees, rebates**.

<Note>
  **Note:**

  * Bill payments will not sync to Intacct if you sync transactions as credit card transactions. An example of a bill payment would be an ACH transfer from your business checking account to your PEX business account.
  * The journal that PEX syncs transactions to will be the one associated with the liability account that the selected credit card is linked to in Intacct.
</Note>

Click **Next**.

## Purchase field mappings

*Transaction tags are available with* [*selected plans*](https://www.pexcard.com/pricing?utm_source=support)*.*

* You can map an Intacct field "Expense Account" to a PEX tag. That tag must be created beforehand, following the logic described in the [Create PEX tags for Sage Intacct](/administrator-guide/create-pex-tags-for-sage-intacct) article.
  <Frame>
    <img alt="" />
  </Frame>
* Make sure to enable the **Sync** toggle. This will pull your expense accounts from Intacct into PEX as tag option values.
  <Frame>
    <img alt="" />
  </Frame>
  The mapping and auto sync allows you and your cardholders to select a tag value for each purchase and reimbursement.
  For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a tag value ("Advertising" in our example below) of the "Expense Account" tag -> click "Save & Submit". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Intacct connector setup and sync tag options from Intacct to PEX.
  <Frame>
    <img alt="" />
  </Frame>
  The purchase will debit the expense account that it is tagged with ("Advertising" in our example above).
  If you are using split tag functionality on the PEX platform, the connector will support that while exporting the purchases and create the same split structure for purchases in Intacct.
* When mapping to a tag, you can also specify a default "Expense Account" value: for example, Uncategorized, as highlighted below.
  <Frame>
    <img alt="" />
  </Frame>
  Note that a purchase will not be tagged with this default value ("Uncategorized" in our example) on the purchase details. It means that if you or your cardholders forget to tag a purchase before it is synced to Intacct, the default value ("Uncategorized" in our example) will be applied to this purchase during the sync.
  If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,
  <Frame>
    <img alt="" />
  </Frame>
  that specific purchase will be recorded against the expense account ("Accounting" in our example below) you tagged the purchase with. Tags take precedence over default values.
  <Frame>
    <img alt="" />
  </Frame>

PEX tags can also be mapped to other Intacct fields for coding of purchases and reimbursements.

* If you use Class, Customer, Project, Location, Department, Employee, Item, Warehouse, Billable fields or User Defined Dimensions in Intacct, map them to PEX tags. Those PEX tags must be created beforehand, following the logic described in the [Create PEX tags for Sage Intacct](/administrator-guide/create-pex-tags-for-sage-intacct) article. Note:
  * All of the above fields should be mapped to PEX tags with the type set to "Dropdown".
    * Only **Billable** should be mapped to a PEX tag with the type set to "Yes / No".
    <Frame>
      <img alt="" />
    </Frame>
* Make sure to enable the **Sync** toggle. This will pull your classes, customers, and other fields from Intacct into PEX as tag option values.
  <Frame>
    <img alt="" />
  </Frame>
* You can select a default value for every tag.
  * Note that a purchase will not be tagged with this default value. It means that if you or your cardholders forget to tag a purchase before it is synced to Intacct, the default value will be applied to this purchase during the sync.
    <Frame>
      <img alt="" />
    </Frame>

Click **Next**.

## Bill payment field mappings

You can also set default fields for bill payments so the connector knows which values to use when syncing bill payments to Intacct. These values will be applied to bill payment transactions during the sync to Intacct.    

<Frame>
  <img alt="" />
</Frame>

Click **Next**.

## Fee field mappings

You can also set default fields for fees so the connector knows which values to use when syncing fees to Intacct. These values will be applied to fee transactions during the sync to Intacct.   

<Frame>
  <img alt="" />
</Frame>

Click **Next**.

## Rebate field mappings

You can also set default fields for rebates so the connector knows which values to use when syncing rebates to Intacct. These values will be applied to rebate transactions during the sync to Intacct. 

<Frame>
  <img alt="" />
</Frame>

Click **Next**.

## Configure reimbursement sync options

PEX can sync reimbursements to Intacct as **GL journal entries** or as **paid bills**.  

<Frame>
  <img alt="" />
</Frame>

GL journal entries in Intacct:

<Frame>
  <img alt="" />
</Frame>

Paid bills in Intacct:

<Frame>
  <img alt="" />
</Frame>

To sync reimbursements to Intacct, you have to: 

* **Select whether to sync reimbursements to Intacct as GL journal entries or as paid bills**.
  * If you choose GL journal entries, select a bank account that reimbursements will credit in Intacct.
    <Frame>
      <img alt="" />
    </Frame>
    * If you choose paid bills, select a bank account that reimbursements will use to pay bills in Intacct.
    <Frame>
      <img alt="" />
    </Frame>
* **Configure vendor sync options**. Select one of the following: 
  * **Use a single vendor for your reimbursements**.
    * With this option, all PEX reimbursements will be booked against a single vendor selected from the drop down list.
      * Tip: Consider creating a new vendor in Intacct called "PEX" if you would like to book all of your PEX reimbursements against a single vendor.
      <Frame>
        <img alt="" />
      </Frame>
    * **Create a vendor for each unique cardholder**.
    * With this option, PEX will book reimbursements against corresponding cardholders (saved as vendors) that already exist in your Intacct account. If there is no corresponding cardholder-vendor then PEX will auto create a new cardholder-vendor in Intacct.
* **Optionally set a default expense account**.
  * Only reimbursements without an expense account tag will default to the account selected here. They will debit the selected default account.
    * It’s recommended to tag reimbursements before syncing to Intacct. Tagged reimbursements will debit the expense account that they are tagged with ("Office Supplies" in the example below). 
    <Frame>
      <img alt="" />
    </Frame>
    * Reimbursements use the same tag mappings, tags, and tag options as purchase transactions. In other words, the mappings set in the [Purchase field mappings](#purchase-field-mappings) step apply to both purchase transactions and reimbursements.
    * If there is no tag and no default expense account, the reimbursement will not sync.
* **Automatically import reimbursement attachments as expense attachments into Sage Intacct**.
  * Enable this option to import reimbursement attachments to Intacct.

Click **Next**.

## Other options

On this step, you can map a vendor within your Sage Intacct account.

**Memo field in Intacct.** Switch **on** the toggle "Copy a vendor to the Sage Intacct memo field" if you want to sync the vendor name to the memo field. If the toggle is **on**, the connector will copy a vendor name to the memo field for:

* Purchase/reimbursement recorded as a GL journal entry.
* Purchase recorded as a credit card transaction.
* Reimbursement recorded as a paid bill.

**Vendor field in Intacct.** The connector will automatically copy a vendor name to the vendor field if it is:

* Purchase/reimbursement recorded as a GL journal entry.
* Purchase recorded as a credit card transaction.
* Reimbursement recorded as a paid bill.

**Description field in Intacct.**

* The connector will automatically copy a cardholder name and PEX transaction notes to the description field if it is:
  * Purchase/reimbursement recorded as a GL journal entry.
    * Reimbursement recorded as a paid bill.
* The connector will automatically copy a cardholder name and a vendor name to the description field if it is a purchase recorded as a credit card transaction.

You can also decide if to sync ISA fees as business fees. 

* Switch **on** the toggle to sync ISA fees as business fees. This means that ISA fees will debit the expense account selected on the first step.
  <Frame>
    <img alt="" />
  </Frame>
* Switch **off** the toggle to sync ISA fees as purchases.

Click **Finish**.

## Auto Tagger

The Auto Tagger app is a great complement to Intacct. It allows you to create rules that auto-tag purchases. [Learn more about PEX Auto Tagger](/administrator-guide/pex-auto-tagger).

## Approve transactions in PEX

<Frame>
  <img alt="" />
</Frame>

If you configured the connector to sync only approved purchases, then approving purchases in PEX is necessary before they can sync to Intacct. To approve a purchase:

<Steps>
  <Step>
    Navigate to [Transactions > Card Transactions](https://dashboard.pexcard.com/transactions/card-transactions?utm_source=support)
  </Step>

  <Step>
    Click **Not reviewed**.

    * Click **Approved**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Start syncing

Navigate to the Manage Sync tab and click on the green sync button to initiate the sync between PEX and Intacct.

<Frame>
  <img alt="" />
</Frame>

Manual sync will process transactions based on the start date specified on the **Sync Selection** step, with a limit of 1 year back from today. If there is no start date specified on the **Sync Selection** step then manual sync will process transactions only up to 2 months back from today. 

<Frame>
  <img alt="" />
</Frame>

Each sync also imports tag option values from Intacct to PEX if the "Sync" toggle is enabled.

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

Once transactions are synced to Intacct, you can view their history in the Sync History table and view the synced transactions in your Intacct account.

<Frame>
  <img alt="" />
</Frame>

## View transactions in Intacct

If you sync transactions as GL journal entries, log in to your Intacct account and navigate to **General Ledger** > **Journal Entries** (under the **All** tab). Click **View transactions** next to the journal you configured (on the **Configure sync options** step) to sync PEX transactions and view the synced transactions.

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

If you sync transactions as credit card transactions, log in to your Intacct account and navigate to **Cash Management** > **Credit Card transactions** (under the **All** tab) to view the synced transactions.

<Frame>
  <img alt="" />
</Frame>

## View reimbursements in Intacct

If you sync reimbursements as GL journal entries, log in to your Intacct account and navigate to **General Ledger** > **Journal Entries** (under the **All** tab).

<Frame>
  <img alt="" />
</Frame>

Click **View transactions** next to the journal you configured (on the **Configure sync options** step) to sync PEX transactions and view the synced reimbursements.

<Frame>
  <img alt="" />
</Frame>

If you sync reimbursements as paid bills, log in to your Intacct account and navigate to **Accounts Payable** > **Bills** (under the **All** tab) to view the synced reimbursements.

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

A single payment can include multiple reimbursements. If there is more than one, PEX creates a separate GL journal entry/paid bill in Intacct for each reimbursement.

## Manage sync

<Frame>
  <img alt="" />
</Frame>

On the "Manage sync" tab you can:

* Run a manual sync between PEX and Intacct by clicking on the green sync button.
  <Frame>
    <img alt="" />
  </Frame>
  * Enable/disable auto-sync.
    * With auto-sync enabled, transactions and tag option values sync automatically every 24 hours.
      * Auto-sync will always process transactions based on the start date specified on the **Sync Selection** step, with a maximum limit of 2 months back from today. If there is no start date specified on the **Sync Selection** step then auto-sync will sync transactions up to 2 months back from today.   
      <Frame>
        <img alt="" />
      </Frame>
* View/Edit configuration settings.
* View/Edit tag mapping.
* View Sync history.
* Change your Intacct account credentials if your Intacct password has changed.
* Disconnect from your Intacct account.

## FAQ

<AccordionGroup>
  <Accordion title="I can't select a default location during connector configuration">
    If you see the error below and can't select a default location,

    <Frame>
      <img alt="" />
    </Frame>

    you need to grant PEX access to read locations:

    <Steps>
      <Step>
        Go to **Company** > **Admin** > **Roles**
      </Step>

      <Step>
        Click **Edit** on the Web Services user
      </Step>

      <Step>
        Click **View Subscriptions**
      </Step>

      <Step>
        Click **Permissions** for the Company
      </Step>

      <Step>
        Find **Locations**
      </Step>

      <Step>
        Select **View** and **List**

        <Frame>
          <img alt="" />
        </Frame>
      </Step>

      <Step>
        Click **Save**
      </Step>

      <Step>
        Click **Save**
      </Step>
    </Steps>
  </Accordion>

  <Accordion title="Can I combine manual tag options with automatic sync from Sage Intacct to PEX?">
    We strongly recommend using automatic sync of tag options from Intacct to PEX. This keeps your PEX tags and Intacct fields in sync. For more information, see [Create PEX tags for Sage Intacct](/administrator-guide/create-pex-tags-for-sage-intacct).

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Will a previously synced transaction re-sync if I change its status, re-tag, or add a receipt?">
    Every synced transaction has a "Synced with Sage Intacct" note. As long as you don't remove that note on a transaction, it will not re-sync to your Sage Intacct account.
  </Accordion>

  <Accordion title="Can transactions be automatically tagged?">
    Yes. If you prefer not to manually tag each transaction, PEX Auto Tagger lets you create dynamic rules that automatically tag transactions. [Learn more about PEX Auto Tagger](/administrator-guide/pex-auto-tagger).
  </Accordion>

  <Accordion title="Do pending transactions get synced?">
    No. Only transactions in settled status get synced to your account. If you see a **Pending** label next to the merchant name as shown below, the transaction is still pending.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Do transactions sync to the top-level entity or the sub-entity level?">
    The connection between PEX and Sage Intacct is established at the top level, with permissions to access all entities. Journal entries are posted at the sub-entity level using the location field on each purchase.
  </Accordion>
</AccordionGroup>

If you didn't find the answer you need, see [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting).

## Support & inquiries

For any questions related to your connector, please email [appsupport+sageintacct@pexcard.com](mailto:appsupport+sageintacct@pexcard.com).


# PEX Connector for Sage Intacct (Prepaid)
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-sage-intacct-prepaid

Connect PEX to Sage Intacct (Prepaid): sync purchases, transfers, fees, rebates and receipts, and map Intacct fields to PEX tags and optionally auto-create vendor cards from Intacct

Don't have a PEX account yet? [Sign up](https://apply.pexcard.com/personal-info).

Auto-sync purchases, transfers, fees, rebates, and receipt images from PEX into Sage Intacct, keeping your data accurate, organized, and up-to-date. Map Sage Intacct fields such as Expense Account, Class, Customer, Project, and more to PEX tags.

You can also pull your existing vendor list from Sage Intacct into PEX to auto-create vendor cards. See the [Sage Intacct vendor card creation](/administrator-guide/sage-intacct-vendor-card-creation) article for details.

To configure this integration, you don't need to wait for your account manager. You can get started with your Sage Intacct and PEX credentials.

<Note>
  **Note:**

  Sage Intacct must be accessed through the production environment. To obtain production access, contact Sage Intacct.
</Note>

<Frame>
  <iframe title="YouTube video player" />
</Frame>

## Pre-configuration

Prior to using this guide, please ensure you have completed all set-up components:

1. [Enable Sage Intacct settings for PEX sync: document numbering, sender ID, web services user, and general ledger](/administrator-guide/enable-sage-intacct-settings-for-pex-sync)
2. [Create PEX tags](/administrator-guide/create-pex-tags-for-sage-intacct)

## Link PEX and Sage Intacct

Log in to your PEX account to finalize the setup.

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Scroll to locate **PEX Connector for Sage Intacct**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.

    <Note>
      **Note:**

      To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
    </Note>
  </Step>

  <Step>
    Enter your Company ID, Web Services User ID, and Web Services User Password.

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Connect**.

    You are redirected to the connector screen. You are now connected to Sage Intacct. Please wait while the configuration wizard finishes your setup.
  </Step>

  <Step>
    Select your use case(s).

    There are two ways you can connect PEX with Sage Intacct. Choose as many as you need to make your reconciliation experience seamless.

    1. [Auto create vendor cards from my Sage Intacct vendor list](/administrator-guide/sage-intacct-vendor-card-creation).
    2. Sync transactions from PEX to Sage Intacct nightly.

    Click **Sync transactions from PEX to Sage Intacct nightly** to configure transaction sync.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Choose What to Sync

<Frame>
  <img alt="" />
</Frame>

You can:

* **Automatically import PEX purchases**
  * Enable this option to import PEX purchases as expenses in Intacct.
  * You can choose to sync all PEX transactions (regardless of approval status) or just approved (recommended).
    * PEX purchases must have an Expense Account tag in order to sync. For details on transaction review, please see our article [How to Review Transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).
* **Automatically import PEX attachments**
  * Enable this option to import PEX receipts as expense attachments in Intacct.
    * This option is available only if the "Automatically import PEX purchases" toggle is **enabled**.
* **Automatically import PEX transfers**
  * Enable this option to import PEX transfers.
    * An example of a transfer would be an ACH/wire transfer from your business checking account to your PEX business account.
    * From the drop down list, please select the bank account in Intacct corresponding to your business checking account.
    * This account will be credited when syncing transfers to Intacct.
* **Automatically import PEX account fees**
  * Enable this option to import PEX account fees.
    * Examples of a PEX Fee include an ISA fee for international use or priority shipping fees.
    * From the drop down list, please select the expense account to debit when syncing fees to Intacct.
* **Automatically import PEX rebates**
  * Enable this option to import PEX account rebates.
    * From the drop down list, please select the income or expense account to credit when syncing rebates to Intacct.
    * This option is available only if the "Automatically import PEX purchases" toggle is **enabled**.
* **Automatically import cardholder reimbursements**
  * Enable this option to import PEX cardholder reimbursements.
* **Specify a start date for the sync**
  * Transactions on and after this date will sync.
    * Reimbursements with a payment processing date on and after this date will sync.
    * The start date must be less than 1 year in the past.

Click **Next**.

## Configure vendor sync options

Select one of the following:

* **Choose a vendor for your purchases**.
  * With this option, all PEX purchases will be booked against a single vendor selected from the drop down list.
    * Tip: Consider creating a new vendor in Intacct called "PEX" if you would like to book all of your PEX purchases against a single vendor.
    <Frame>
      <img alt="" />
    </Frame>
* **Create a vendor for each unique merchant**.
  * With this option, PEX will book purchases against corresponding vendors that already exist in your Intacct account. If there is no corresponding vendor then PEX will auto create a new vendor in Intacct.
    * Note that the connector will not create duplicate vendors, but "Walmart23455", "Walmart-brooklyn223" are two unique vendors from the connector's point of view. If you don't want to have "Walmart23455" and "Walmart-brooklyn223" then read below.
    <Frame>
      <img alt="" />
    </Frame>

## Standardized merchant names

With the "**Create a vendor for each unique merchant**" option, you can also sync your purchases with standardized merchant names if you check "Use standardized merchant names" checkbox.

<Frame>
  <img alt="" />
</Frame>

This means that a purchase "Walmart23455" and a purchase "Walmart-brooklyn223" will be recorded in Intacct with "Walmart" as a vendor instead of "Walmart23455" or "Walmart-brooklyn223".

Click **Next**.

## Configure sync options

<Frame>
  <img alt="" />
</Frame>

Configure your asset account, journal and a default location.

* **Please choose an asset account to reflect your PEX business balance**.
  * The account you select will represent your PEX balance.
    * We recommend creating a new asset account named "PEX" to clearly identify all purchases made using PEX. To do this, go to **General Ledger** > **General Ledger accounts** (under the **All** tab) > **Add**.
      <Frame>
        <img alt="" />
      </Frame>
    * Purchases will credit this account.
    * Transfers will debit this account.
    * Fees in PEX will credit this account.
    * Rebates in PEX will debit this account.
* **Please choose a journal to use for your PEX transactions**.
  * We recommend creating a new journal named "PEX" to clearly identify all transactions made using PEX. To do this, go to **General Ledger** > **Journals** (under the **Setup** tab) > **Add**.
    <Frame>
      <img alt="" />
    </Frame>
  * Purchases will credit this account.
  * Transfers will debit this account.
  * Fees in PEX will credit this account.
  * Rebates in PEX will debit this account.
* **Please choose a journal to use for your PEX transactions**.
  * We recommend creating a new journal named "PEX" to clearly identify all transactions made using PEX. To do this, go to **General Ledger** > **Journals** (under the **Setup** tab) > **Add**.
  <Frame>
    <img alt="" />
  </Frame>
* **Please choose a default location for your PEX purchases, transfers, fees, rebates**.

Click **Next**.

## Purchase field mappings

*Transaction tags are available with* [*selected plans*](https://www.pexcard.com/pricing?utm_source=support)*.*

* You can map an Intacct field "Expense Account" to a PEX tag. That tag must be created beforehand, following the logic described in the [Create PEX tags for Sage Intacct](/administrator-guide/create-pex-tags-for-sage-intacct) article.
  <Frame>
    <img alt="" />
  </Frame>
* Make sure to enable the **Sync** toggle. This will pull your expense accounts from Intacct into PEX as tag option values.
  <Frame>
    <img alt="" />
  </Frame>
  The mapping and auto sync allows you and your cardholders to select a tag value for each purchase and reimbursement.
  For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a tag value ("Advertising" in our example below) of the "Expense Account" tag -> click "Save & Submit". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Intacct connector setup and sync tag options from Intacct to PEX.
  <Frame>
    <img alt="" />
  </Frame>
  The purchase will debit the expense account that it is tagged with ("Advertising" in our example above).
  If you are using split tag functionality on the PEX platform, the connector will support that while exporting the purchases and create the same split structure for purchases in Intacct.
* When mapping to a tag, you can also specify a default "Expense Account" value: for example, Uncategorized, as highlighted below.
  <Frame>
    <img alt="" />
  </Frame>
  Note that a purchase will not be tagged with this default value ("Uncategorized" in our example) on the purchase details. It means that if you or your cardholders forget to tag a purchase before it is synced to Intacct, the default value ("Uncategorized" in our example) will be applied to this purchase during the sync.
  If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,
  <Frame>
    <img alt="" />
  </Frame>
  that specific purchase will be recorded against the expense account ("Accounting" in our example below) you tagged the purchase with. Tags take precedence over default values.
  <Frame>
    <img alt="" />
  </Frame>

PEX tags can also be mapped to other Intacct fields for coding of purchases and reimbursements.

* If you use Class, Customer, Project, Location, Department, Employee, Item, Warehouse, Billable fields or User Defined Dimensions in Intacct, map them to PEX tags. Those PEX tags must be created beforehand, following the logic described in the [Create PEX tags for Sage Intacct](/administrator-guide/create-pex-tags-for-sage-intacct) article. Note:
  * All of the above fields should be mapped to PEX tags with the type set to "Dropdown".
    * Only **Billable** should be mapped to a PEX tag with the type set to "Yes / No".
    <Frame>
      <img alt="" />
    </Frame>
* Make sure to enable the "Sync" toggle. This will pull your classes, customers, etc. from Intacct into PEX as tag option values.
  <Frame>
    <img alt="" />
  </Frame>
* You can select a default value for every tag.
  * Note that a purchase will not be tagged with this default value. It means that if you or your cardholders forget to tag a purchase before it is synced to Intacct, the default value will be applied to this purchase during the sync.
    <Frame>
      <img alt="" />
    </Frame>

Click **Next**.

## Transfer field mappings

You can also set default fields for transfers so the connector knows which values to use when syncing transfers to Intacct. These values will be applied to transfer transactions during the sync to Intacct.

<Frame>
  <img alt="" />
</Frame>

Click **Next**.

## Fee field mappings

You can also set default fields for fees so the connector knows which values to use when syncing fees to Intacct. These values will be applied to fee transactions during the sync to Intacct.

<Frame>
  <img alt="" />
</Frame>

Click **Next**.

## Rebate field mappings

You can also set default fields for rebates so the connector knows which values to use when syncing rebates to Intacct. These values will be applied to rebate transactions during the sync to Intacct.

<Frame>
  <img alt="" />
</Frame>

Click **Next**.

## Other options

On this step, you can map a vendor within your Sage Intacct account. This is available for purchase transactions and reimbursements (both GL journal entries and paid bills).

* Switch **on** the toggle "Copy a vendor to the Sage Intacct memo field" if you want to sync the vendor name to your Sage Intacct memo field.
  * Overall, vendors will be copied to the memo field and also synced to the vendor field of journal entry/paid bill details in your Sage Intacct account.

Note that the connector will automatically copy a cardholder and PEX transaction notes to the Sage Intacct description field.

You can also decide if to sync ISA fees as business fees.

* Switch **on** the toggle to sync ISA fees as business fees. This means that ISA fees will debit the expense account selected on the first step.
  <Frame>
    <img alt="" />
  </Frame>
* Switch **off** the toggle to sync ISA fees as purchases.

Click **Finish**.

## Configure reimbursement sync options

PEX can sync reimbursements to Intacct as **GL journal entries** or as **paid bills**.

<Frame>
  <img alt="" />
</Frame>

GL journal entries in Intacct:

<Frame>
  <img alt="" />
</Frame>

Paid bills in Intacct:

<Frame>
  <img alt="" />
</Frame>

To sync reimbursements to Intacct, you have to:

* **Select whether to sync reimbursements to Intacct as GL journal entries or as paid bills**.
  * If you choose GL journal entries, select a bank account that reimbursements will credit in Intacct.
    <Frame>
      <img alt="" />
    </Frame>
    * If you choose paid bills, select a bank account that reimbursements will use to pay bills in Intacct.
    <Frame>
      <img alt="" />
    </Frame>
* **Configure vendor sync options**. Select one of the following:
  * **Use a single vendor for your reimbursements**.
    * With this option, all PEX reimbursements will be booked against a single vendor selected from the drop down list.
      * Tip: Consider creating a new vendor in Intacct called "PEX" if you would like to book all of your PEX reimbursements against a single vendor.
      <Frame>
        <img alt="" />
      </Frame>
    * **Create a vendor for each unique cardholder**.
    * With this option, PEX will book reimbursements against corresponding cardholders (saved as vendors) that already exist in your Intacct account. If there is no corresponding cardholder-vendor then PEX will auto create a new cardholder-vendor in Intacct.
* **Optionally set a default expense account**.
  * Only reimbursements without an expense account tag will default to the account selected here. They will debit the selected default account.
    * It’s recommended to tag reimbursements before syncing to Intacct. Tagged reimbursements will debit the expense account that they are tagged with ("Office Supplies" in the example below).
    <Frame>
      <img alt="" />
    </Frame>
    * Reimbursements use the same tag mappings, tags, and tag options as purchase transactions. In other words, the mappings set in the [Purchase field mappings](#purchase-field-mappings) step apply to both purchase transactions and reimbursements.
    * If there is no tag and no default expense account, the reimbursement will not sync.
* **Automatically import reimbursement attachments as expense attachments into Sage Intacct**.
  * Enable this option to import reimbursement attachments to Intacct.

Click **Next**.

## Auto Tagger

The Auto Tagger app is a great complement to Intacct. It allows you to create rules that auto-tag purchases. [Learn more about PEX Auto Tagger](/administrator-guide/pex-auto-tagger)

## Approve transactions in PEX

<Frame>
  <img alt="" />
</Frame>

If you configured the connector to sync only approved purchases, then approving purchases in PEX is necessary before they can sync to Intacct. To approve a purchase:

<Steps>
  <Step>
    Navigate to [Transactions > Card Transactions](https://dashboard.pexcard.com/transactions/card-transactions?utm_source=support)
  </Step>

  <Step>
    Click **Not reviewed**

    * Click **Approved**

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Start syncing

Navigate to the Manage Sync tab and click on the green sync button to initiate the sync between PEX and Intacct.

<Frame>
  <img alt="" />
</Frame>

Manual sync will process transactions based on the start date specified on the **Sync Selection** step, with a limit of 1 year back from today. If there is no start date specified on the **Sync Selection** step then manual sync will process transactions only up to 2 months back from today.

<Frame>
  <img alt="" />
</Frame>

Each sync also imports tag option values from Intacct to PEX if the "Sync" toggle is enabled.

<Frame>
  <img alt="" />
</Frame>

<br />

<Frame>
  <img alt="" />
</Frame>

Once transactions are synced to Intacct, you can view their history in the Sync History table and view the synced transactions in your Intacct account.

<Frame>
  <img alt="" />
</Frame>

## View transactions in Intacct

Log in to your Intacct account and navigate to **General Ledger** > **Journal Entries** (under the **All** tab). Click **View transactions** next to the journal you configured to sync PEX transactions to view the synced transactions.

<Frame>
  <img alt="" />
</Frame>

<br />

<Frame>
  <img alt="" />
</Frame>

## View reimbursements in Intacct

If you sync reimbursements as GL journal entries, log in to your Intacct account and navigate to **General Ledger** > **Journal Entries** (under the **All** tab).

<Frame>
  <img alt="" />
</Frame>

Click **View transactions** next to the journal you configured (on the **Configure sync options** step) to sync PEX transactions and view the synced reimbursements.

<Frame>
  <img alt="" />
</Frame>

If you sync reimbursements as paid bills, log in to your Intacct account and navigate to **Accounts Payable** > **Bills** (under the **All** tab) to view the synced reimbursements.

<Frame>
  <img alt="" />
</Frame>

<br />

<Frame>
  <img alt="" />
</Frame>

A single payment can include multiple reimbursements. If there is more than one, PEX creates a separate GL journal entry/paid bill in Intacct for each reimbursement.

## Manage sync

<Frame>
  <img alt="" />
</Frame>

On the "Manage sync" tab you can:

* Run a manual sync between PEX and Intacct by clicking on the green sync button.
  <Frame>
    <img alt="" />
  </Frame>
  * Enable/disable auto-sync.
    * With auto-sync enabled, transactions and tag option values sync automatically every 24 hours.
    * Auto-sync will always process transactions based on the start date specified on the **Sync Selection** step, with a maximum limit of 2 months back from today. If there is no start date specified on the **Sync Selection** step then auto-sync will sync transactions up to 2 months back from today.
      <Frame>
        <img alt="" />
      </Frame>
* View/Edit configuration settings.
* View/Edit tag mapping.
* View Sync history.
* Change your Intacct account credentials if your Intacct password has changed.
* Disconnect from your Intacct account.

## How does data flow between PEX and Intacct?

If everything is configured correctly and transactions are tagged, PEX will sync the following data points to Intacct:

* Cardholder name and last 6 digits
* Merchant name (Description field in)
* Transaction date and time (Description field in)
* Transaction amount
* Project name

## FAQ

<AccordionGroup>
  <Accordion title="I can't select a default location during connector configuration">
    If you see the error below and can't select a default location,

    <Frame>
      <img alt="" />
    </Frame>

    you need to grant PEX access to read locations:

    <Steps>
      <Step>
        Go to **Company** > **Admin** > **Roles**
      </Step>

      <Step>
        Click **Edit** on the Web Services user
      </Step>

      <Step>
        Click **View Subscriptions**
      </Step>

      <Step>
        Click **Permissions** for the Company
      </Step>

      <Step>
        Find **Locations**
      </Step>

      <Step>
        Select **View** and **List**

        <Frame>
          <img alt="" />
        </Frame>
      </Step>

      <Step>
        Click **Save**
      </Step>

      <Step>
        Click **Save**
      </Step>
    </Steps>
  </Accordion>

  <Accordion title="Can I combine manual tag options with automatic sync from Sage Intacct to PEX?">
    We strongly recommend using automatic sync of tag options from Intacct to PEX. This keeps your PEX tags and Intacct fields in sync. For more information, see [Create PEX tags for Sage Intacct](/administrator-guide/create-pex-tags-for-sage-intacct).

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Will a previously synced transaction re-sync if I change its status, re-tag, or add a receipt?">
    Every synced transaction has a "Synced with Sage Intacct" note. As long as you don't remove that note on a transaction, it will not re-sync to your Sage Intacct account.
  </Accordion>

  <Accordion title="Can transactions be automatically tagged?">
    Yes. If you prefer not to manually tag each transaction, PEX Auto Tagger lets you create dynamic rules that automatically tag transactions. [Learn more about PEX Auto Tagger](/administrator-guide/pex-auto-tagger).
  </Accordion>

  <Accordion title="Do pending transactions get synced?">
    No. Only transactions in settled status get synced to your account. If you see a **Pending** label next to the merchant name as shown below, the transaction is still pending.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Do transactions sync to the top-level entity or the sub-entity level?">
    The connection between PEX and Sage Intacct is established at the top level, with permissions to access all entities. Journal entries are posted at the sub-entity level using the location field on each purchase.
  </Accordion>
</AccordionGroup>

If you didn't find the answer you need, see [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting).

## Support & inquiries

For any questions related to your connector, please email [appsupport+sageintacct@pexcard.com](mailto:appsupport+sageintacct@pexcard.com).


# PEX Connector for Xero (Credit)
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-xero-charge

Auto-sync purchases, bill payments, fees, rebates and receipt images from PEX into Xero, keeping your data accurate, organized, and up-to-date. Map Xero journal entry fields such as Expense Account, Expense Type, Office, etc. to PEX tags.

To configure this integration, you don't even need to wait for your account manager. You can get started right away with just your Xero and PEX credentials.

* [Link PEX and Xero](#link-pex-and-xero)
* [PEX syncs to Xero](#pex-sync-options)
* [PEX syncs from Xero](#xero-sync-options)
* [Configure accounts](#account-options)
* [Purchases](#purchase-options)
  * [Purchase contacts](#purchase-contact-options)
* [Fees](#fee-options)
* [Rebates](#rebates-options)
* [Manage connector](#manage-connector)
* [Auto Tagger](#auto-tagger)
* [View transactions in Xero](#view-transactions-in-xero)
* [FAQ](#faq)

## Link PEX and Xero

To connect your PEX and your Xero accounts from the PEX Marketplace follow these steps:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Scroll to locate PEX Connector for Xero.
* Click **More info** > **Install** > **Launch**.
* Click **Connect** to link your PEX and Xero accounts.
* Enter your Xero Email Address and Password.
* Click **Log In**.
* Click **Allow access**.

<Note>
  **Note:**

  To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## PEX Sync Options

Select what type of transactions to sync:

**Purchases**\
Enable this option to allow PEX to import PEX purchases as expenses in Xero. You can choose to sync all PEX transactions (regardless of approval status) or just approved ones. For details on transaction review, see our [resource on reviewing transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).

**Fees**\
Enable this option to have PEX import PEX account fees to Xero.

**Bill Payments**\
Enable this option to have PEX import bill payments to Xero. An example of a bill payment would be an ACH debit from the linked bank account to pay the full statement balance.

**Rebates**\
Enable this option to have PEX import rebates to Xero. This option is available **only** if the "Purchases" toggle is ON.

**Start Date**\
Specify a start date for the sync. Transactions after this date will be synced automatically. The end date is optional. The start date and the end date could facilitate a narrow transaction window which is helpful initially to check the transaction sync.

<Frame>
  <img alt="" />
</Frame>

Click "Next".

## Xero Sync Options

Field Column will show all the fields from Xero. You can link each of these fields to an existing PEX tag. If you choose to use PEX tags, you must create them in advance, following the logic described in the [Create PEX tags for Xero](/administrator-guide/create-pex-tags-for-xero) article.

Syncing tag options should be **on** to import data from Xero. For example, the values for the PEX tag "Expense Account" will be automatically populated with the names of all your expense accounts.

<Frame>
  <img alt="" />
</Frame>

Along with expense accounts, you can include Overhead and Direct Costs accounts in the PEX tag "Expense Account":

* Turn **on** the Overhead toggle if you want to include Overhead accounts.
* Turn **on** the Direct Costs toggle if you want to include Direct Costs accounts.

<Frame>
  <img alt="" />
</Frame>

Click "Next".

## Account options

<Frame>
  <img alt="" />
</Frame>

Please select accounts for each transaction type:

* **Source Cash**
  * Select a Xero bank account that represents your business checking account.
  * Bill payments to PEX will credit this account.

<Frame>
  <img alt="" />
</Frame>

* **PEX Cash**
  * Select a Xero bank account of credit card type that represents your PEX bank account.
  * Bill payments to PEX will debit this account.
  * Purchases in PEX will credit this account.
  * Fees in PEX will credit this account.
  * Rebates to PEX will debit this account.
    <Frame>
      <img alt="" />
    </Frame>
* **Purchases**
  The connector needs to know which expense account to *debit* when syncing purchases. You can select either a static option or PEX tag:
  * **Static option. Use this `<Expense Account>` for PEX purchases: `<Xero expense account>`**. All PEX purchases will be recorded against a single expense account that you select in the second highlighted field below ("PEX Purchases" in our example).
  <Frame>
    <img alt="" />
  </Frame>
  You must select one account of the "Expense" type. The dropdown lists **only** accounts of the "Expense" type. The same account can be used for both purchases and fees.
  * PEX purchase transactions that sync to Xero will *debit* the selected expense account ("PEX Purchases" in our example above).
* **PEX Tag.**

  * **Use this `<PEX Tag>` for PEX purchases: `<PEX tag name>`**. Select a PEX tag for expense accounts in the second highlighted field below (Expense Account" in our example). That tag must be created beforehand, following the logic described in the [Create PEX tags for Xero](/administrator-guide/create-pex-tags-for-xero) article.

  <Frame>
    <img alt="" />
  </Frame>

  * This lets a Xero expense account be dynamic for each transaction.
  * If you select a PEX tag in the second highlighted field above ("Expense Account" in our example) then you and your cardholders will be able to select one of the expense accounts for each purchase transaction.

  For that go to the "Transactions" menu -> locate a transaction -> click on it -> select an expense account value ("Advertising" in our example below) of a tag ("Expense Account" in our example below) -> click "Save". Note that you and your cardholders can select one of the tag values for each transaction once you finish the Xero connector setup and sync tag options from Xero to PEX.

  <Frame>
    <img alt="" />
  </Frame>

  * When mapping to a tag, you can also set a default expense account in the "**If the expense account tag is missing on a PEX purchase, default to: `<Xero expense account>`**" (see the highlighted below). It ("PEX Purchases" in our example) will be used if you or your cardholders forget to tag a purchase before it's synced to Xero.
    <Frame>
      <img alt="" />
    </Frame>
    If you or your cardholders do tag a purchase transaction with an expense account value from the tag chosen in the highlighted field below,
    <Frame>
      <img alt="" />
    </Frame>
    that specific purchase transaction will be recorded against the expense account ("Advertising" in our example below) you tagged the transaction with. Tags take precedence over default values.
    <Frame>
      <img alt="" />
    </Frame>
* **Fees**
  * PEX fee transactions that sync to Xero will *debit* this account ("PEX Fees" in our example below). You must select one account of the "Expense" type. The dropdown will display **only** accounts of the "Expense" type. The same account can be used for both purchases and fees.
    <Frame>
      <img alt="" />
    </Frame>
* **Rebates**
  * PEX rebate transactions that sync to Xero will *credit* this account ("Other Revenue" in our example below). You must select one account of the "Expense" or "Revenue" type. The dropdown control will display **only** accounts of the "Expense" and "Revenue" types.
    <Frame>
      <img alt="" />
    </Frame>

Click "Next".

## Purchase Options

Configure options for syncing PEX purchases.

**Receipts**

You can enable automatic syncing of PEX purchase receipts as Xero transaction attachments.

<Frame>
  <img alt="" />
</Frame>

**Expense Field Mappings**

In this table, you have the option to map additional fields when syncing PEX purchases as Xero transactions. You can map the fields from Xero to either a static value or PEX tag.

If you go with PEX tags then you must create them beforehand following the logic described in the [Create PEX tags for Xero](/administrator-guide/create-pex-tags-for-xero) article. You can map a default value to use when the tag is missing.

For example, if the "Expense Type" is one of the fields on your purchase:

* Mapping the "Expense Type" to a static value allows you to select one expense type ("Supplies" in our example below) from Xero, which will then be applied to all PEX purchases.
  <Frame>
    <img alt="" />
  </Frame>
  Note that a purchase will not be tagged with this static value. You will not see this static value on the transaction details. The static value will be used only when syncing a purchase to Xero.
* Mapping the "Expense Type" to a PEX tag ("Xero Expense Type" in our example below) means that you and your cardholders can select one of the tag values for each purchase.

  <Frame>
    <img alt="" />
  </Frame>

  For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a tag value ("Travel" in our example below) of the "Xero Expense Type" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Xero connector setup and sync tag options from Xero to PEX.

  <Frame>
    <img alt="" />
  </Frame>

  When mapping to a tag, you can also specify a default "Expense Type" value: for example, Supplies, as highlighted below.

  <Frame>
    <img alt="" />
  </Frame>

  Note that a purchase will not be tagged with this default value ("Supplies" in our example) on the transaction details. It means that if you or your cardholders forget to tag a purchase before it is synced to Xero, the default value ("Supplies" in our example) will be applied to this purchase during the sync.

  If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,

  <Frame>
    <img alt="" />
  </Frame>

  that specific purchase will be recorded against the tag option ("Travel" in our example below) you tagged the purchase with. Tags take precedence over default values.

  <Frame>
    <img alt="" />
  </Frame>

  If you are using split tag functionality on the PEX platform, the connector will support that while exporting the purchases and create the same split structure for purchases in Xero.

  **Item Description** can be mapped to a PEX text tag. This automatically defaults to the PEX Purchase description when the field is not mapped or the tag is missing.

Click "Next".

## Purchase Contact Options

Configure contact options for PEX purchases.

Select one of the following:

* **Use this `<Xero contact>` as the transaction contact: `<Xero contact>`**. With this option, all PEX purchases will be recorded against a single contact that you select in the second highlighted field below ("PEX" in our example).

  <Frame>
    <img alt="" />
  </Frame>

  <Tip>
    **Tip:**

    Consider creating a new contact in Xero called 'PEX' if you would like to record all of your PEX purchases against a single contact.
  </Tip>

  * **Use this `<PEX Tag>` as the transaction contact: `<PEX tag name>`**. Select a PEX tag for contacts in the second highlighted field below ("Xero contact" in our example).

  <Frame>
    <img alt="" />
  </Frame>

  * That tag must be created beforehand following the logic described in the [Create PEX tags for Xero](/administrator-guide/create-pex-tags-for-xero) article.
  * This lets a Xero contact be dynamic for each transaction.
  * If you select a PEX tag in the second highlighted field above ("Xero Contact" in our example) then you and your cardholders will be able to select one of the contacts for each purchase transaction.

  For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a contact value ("PEX" in our example below) of a tag ("Xero Contact" in our example below) -> click "Save".

  <Frame>
    <img alt="" />
  </Frame>

  <Note>
    **Note:**

    * You and your cardholders can select one of the tag values for each transaction once you finish the Xero connector setup and sync tag options from Xero to PEX.
    * If you go with "**Use this `<PEX Tag>` as the transaction contact: `<PEX tag name>`**" then your purchases must be tagged; otherwise, purchases will fail to sync.
  </Note>
* **Create a Xero contact for each unique merchant**. With this option, PEX will record transactions against corresponding contacts that already exist in your Xero account. If there is no corresponding contact then PEX will auto create a new contact in Xero.
  <Frame>
    <img alt="" />
  </Frame>
  * Note that the connector will not create duplicate contacts, but "Walmart23455", "Walmart-brooklyn223" are two unique contacts from the connector's point of view. If you don't want to have "Walmart23455" and "Walmart-brooklyn223" then read below.

## Standardized merchant names

With the "**Create a Xero contact for each unique merchant**" option, you can also synchronize your purchases with standardized merchant names if you check "Use standardized merchant names" checkbox.

<Frame>
  <img alt="" />
</Frame>

This means that a purchase transaction "Walmart23455" and a purchase transaction "Walmart-brooklyn223" will be recorded in Xero with "Walmart" as a contact instead of "Walmart23455" or "Walmart-brooklyn223".

Click "Next".

## Fee options

Configure options for syncing PEX fees:

* **Contact**
  * You can map a single Xero Contact to use for PEX fees.
  <Frame>
    <img alt="" />
  </Frame>
* **Expense Field Mappings**
  * You can map additional fields when syncing PEX fees as Xero transactions. However, you can map to static values **only** because account fees cannot have tags in PEX.
  <Frame>
    <img alt="" />
  </Frame>

## Rebates options

Configure options for syncing PEX rebates:

* **Contact**
  * You can map a single Xero Contact to use for PEX rebates.
  <Frame>
    <img alt="" />
  </Frame>
* **Expense Field Mappings**
  * You can map additional fields when syncing PEX rebates as Xero transactions. However, you can map to static values **only** because rebates cannot have tags in PEX.
  <Frame>
    <img alt="" />
  </Frame>

## Manage Connector

<Frame>
  <img alt="" />
</Frame>

On the "Manage" tab you can:

* View/Edit configuration setting.
* View/Refresh Sync history.
* Trigger Sync manually:
  * From PEX to Xero (transactions)
  * From Xero to PEX (tag option values)
* Disconnect from your Xero account.

Clicking on the Fields or Transactions count in the Sync History grid will open a modal with further details of the synced/failed data.

<Frame>
  <img alt="" />
</Frame>

<Frame>
  <img alt="" />
</Frame>

## Auto Tagger

The Auto Tagger app is a great complement to Xero. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## View Transactions in Xero

Log into Xero account and navigate to *Accounting -> Account Transactions ->*

<Frame>
  <img alt="" />
</Frame>

*-> Select accounts -> Click Update* to view synced transactions.

<Frame>
  <img alt="" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title={`Why don't I see Expense Type and Office fields on the "Xero Sync Options" step?`}>
    You need to add tracking categories before they appear on the "Xero Sync Options" step:

    * Go to your Xero account.
    * Click on the "**Accounting**" tab.
    * Select "**Tracking categories**".
    * Click "**+Add Tracking category**".
      * Add a tracking category for Expense Type and Office.

    Note that a maximum of four categories in total (including no more than 2 active categories) can exist at any one time and you cannot add a new tracking category until an existing one has been archived or deleted.
  </Accordion>

  <Accordion title="Can I combine manual tag options creation and automatic tag options sync from Xero to PEX?">
    We strongly recommend using automatic sync of tag options from Xero to PEX. This will keep your PEX tags and Xero fields in sync. For more information, check out the support article [Create PEX tags for Xero](/administrator-guide/create-pex-tags-for-xero) to add tags and test tag options.

    Once added, enable "Sync" for fields on the "Xero Sync Options" step (as shown in the example below).

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="What happens if I delete or archive an account in Xero?">
    The deleted or archived account's tag option will be disabled in Tag Manager after the next sync of tag options from Xero to PEX.

    <Frame>
      <img alt="" />
    </Frame>

    Note that if you restore the archived account in Xero, its tag option will not automatically re-enable in Tag Manager; you will need to enable it manually.
  </Accordion>

  <Accordion title="Will a previously synced transaction re-sync to my Xero account if I change its status (Rejected -> Approved), re-tag or add another receipt?">
    Every synced transaction has a "Synced with Xero" note. As long as you don't remove the "Synced with Xero" note on a transaction, it will not re-sync to your Xero account.
  </Accordion>

  <Accordion title="Can transactions be automatically tagged?">
    Yes. PEX Auto Tagger offers a solution. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)
  </Accordion>

  <Accordion title="Do pending transactions get synced?">
    No. Only transactions in settled status get synced to your account. If you see a "Pending" label next to the merchant name as shown on the screen below, then the transaction is still in the pending status.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Didn’t find the answer you were looking for?">
    Check out our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.
  </Accordion>
</AccordionGroup>

## Support & inquiries

For questions related to your connector, please email [appsupport+xero@pexcard.com](mailto:appsupport+xero@pexcard.com)


# PEX Connector for Xero (Prepaid)
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-xero-prepaid

Auto-sync purchases, transfers, fees, rebates and receipt images from PEX into Xero, keeping your data accurate, organized, and up-to-date. Map Xero journal entry fields such as Expense Account, Expense Type, Office, etc. to PEX tags.

To configure this integration, you don't even need to wait for your account manager. You can get started right away with just your Xero and PEX credentials.

## Link PEX and Xero

To connect your PEX and your Xero accounts from the PEX Marketplace follow these steps:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Scroll to locate PEX Connector for Xero.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.
  </Step>

  <Step>
    Click **Connect** to link your PEX and Xero accounts.
  </Step>

  <Step>
    Enter your Xero Email Address and Password.
  </Step>

  <Step>
    Click **Log In**.
  </Step>

  <Step>
    Click **Allow access**.
  </Step>
</Steps>

<Note>
  **Note:**

  To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## PEX Sync Options

Select what type of transactions to sync:

**Purchases**\
Enable this option to allow PEX to import PEX purchases as expenses in Xero. You can choose to sync all PEX transactions (regardless of approval status) or just approved ones. For details on transaction review, see our [resource on reviewing transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).

**Fees**\
Enable this option to have PEX import PEX account fees to Xero.

**Transfers**\
Enable this option to have PEX import transfers to Xero. An example of a transfer would be an ACH/wire transfer from your business checking account to your PEX business account.

**Rebates**\
Enable this option to have PEX import rebates to Xero. This option is available **only** if the "Purchases" toggle is ON.

**Start Date**\
Specify a start date for the sync. Transactions after this date will be synced automatically. The end date is optional. The start date and the end date could facilitate a narrow transaction window which is helpful initially to check the transaction sync.

<Frame>
  <img alt="" />
</Frame>

Click "Next".

## Xero Sync Options

Field Column will show all the fields from Xero. You can link each of these fields to an existing PEX tag. If you choose to use PEX tags, you must create them in advance, following the logic described in the [Create PEX tags for Xero](/administrator-guide/create-pex-tags-for-xero) article.

Syncing tag options should be **on** to import data from Xero. For example, the values for the PEX tag "Expense Account" will be automatically populated with the names of all your expense accounts.

<Frame>
  <img alt="" />
</Frame>

Along with expense accounts, you can include Overhead and Direct Costs accounts in the PEX tag "Expense Account":

<Steps>
  <Step>
    Turn **on** the Overhead toggle if you want to include Overhead accounts.
  </Step>

  <Step>
    Turn **on** the Direct Costs toggle if you want to include Direct Costs accounts.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

Click "Next".

## Account options

<Frame>
  <img alt="image.png" />
</Frame>

Please select accounts for each transaction type:

* **Source Cash**
  * Select a Xero bank account that represents your business checking account.
    * Transfers to PEX will credit this account.
    <Frame>
      <img alt="" />
    </Frame>
* **PEX Cash**
  * Select a GL account from Xero that represents your PEX business balance.
    * Transfers to PEX will debit this account.
    * Purchases in PEX will credit this account.
    * Fees in PEX will credit this account.
    * Rebates to PEX will debit this account.
    <Frame>
      <img alt="" />
    </Frame>
* **Purchases**
  The connector needs to know which expense account to *debit* when syncing purchases. You can select either a static option or PEX tag:
  * **Static option. Use this `<Expense Account>` for PEX purchases: `<Xero expense account>`**. All PEX purchases will be recorded against a single expense account that you select in the second highlighted field below ("PEX Purchases" in our example).
    <Frame>
      <img alt="" />
    </Frame>
    You must select one account of the "Expense" type. The dropdown lists **only** accounts of the "Expense" type. The same account can be used for both purchases and fees.
    * PEX purchase transactions that sync to Xero will *debit* the selected expense account ("PEX Purchases" in our example above).
    * **PEX Tag.**
    * **Use this `<PEX Tag>` for PEX purchases: `<PEX tag name>`**. Select a PEX tag for expense accounts in the second highlighted field below (Expense Account" in our example). That tag must be created beforehand, following the logic described in the [Create PEX tags for Xero](/administrator-guide/create-pex-tags-for-xero) article.
      <Frame>
        <img alt="" />
      </Frame>
      * This lets a Xero expense account be dynamic for each transaction.
      * If you select a PEX tag in the second highlighted field above ("Expense Account" in our example) then you and your cardholders will be able to select one of the expense accounts for each purchase transaction.
        For that go to the "Transactions" menu -> locate a transaction -> click on it -> select an expense account value ("Advertising" in our example below) of a tag ("Expense Account" in our example below) -> click "Save". Note that you and your cardholders can select one of the tag values for each transaction once you finish the Xero connector setup and sync tag options from Xero to PEX.
      <Frame>
        <img alt="" />
      </Frame>
      * When mapping to a tag, you can also set a default expense account in the "**If the expense account tag is missing on a PEX purchase, default to: `<Xero expense account>`**" (see the highlighted below). It ("PEX Purchases" in our example) will be used if you or your cardholders forget to tag a purchase before it's synced to Xero.
      <Frame>
        <img alt="" />
      </Frame>
      If you or your cardholders do tag a purchase transaction with an expense account value from the tag chosen in the highlighted field below,
      <Frame>
        <img alt="" />
      </Frame>
      that specific purchase transaction will be recorded against the expense account ("Advertising" in our example below) you tagged the transaction with. Tags take precedence over default values.
      <Frame>
        <img alt="" />
      </Frame>
* **Fees**
  * PEX fee transactions that sync to Xero will *debit* this account ("PEX Fees" in our example below). You must select one account of the "Expense" type. The dropdown will display **only** accounts of the "Expense" type. The same account can be used for both purchases and fees.
    <Frame>
      <img alt="" />
    </Frame>
* **Rebates**
  * PEX rebate transactions that sync to Xero will *credit* this account ("Other Revenue" in our example below). You must select one account of the "Expense" or "Revenue" type. The dropdown control will display **only** accounts of the "Expense" and "Revenue" types.
    <Frame>
      <img alt="" />
    </Frame>

Click "Next".

## Purchase Options

Configure options for syncing PEX purchases.

**Receipts**\
You can enable automatic syncing of PEX purchase receipts as Xero transaction attachments.

<Frame>
  <img alt="" />
</Frame>

**Expense Field Mappings**\
In this table, you have the option to map additional fields when syncing PEX purchases as Xero transactions. You can map the fields from Xero to either a static value or PEX tag.

If you go with PEX tags then you must create them beforehand following the logic described in the [Create PEX tags for Xero](/administrator-guide/create-pex-tags-for-xero) article. You can map a default value to use when the tag is missing.

For example, if the "Expense Type" is one of the fields on your Purchase:

* Mapping the "Expense Type" to a static value allows you to select one expense type ("Supplies" in our example below) from Xero, which will then be applied to all PEX purchases.
  <Frame>
    <img alt="" />
  </Frame>
  Note that a purchase will not be tagged with this static value. You will not see this static value on the transaction details. The static value will be used only when syncing a purchase to Xero.
* Mapping the "Expense Type" to a PEX tag ("Xero Expense Type" in our example below) means that you and your cardholders can select one of the tag values for each purchase.

  <Frame>
    <img alt="" />
  </Frame>

  For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a tag value ("Travel" in our example below) of the "Xero Expense Type" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Xero connector setup and sync tag options from Xero to PEX.

  <Frame>
    <img alt="" />
  </Frame>

  When mapping to a tag, you can also specify a default "Expense Type" value: for example, Supplies, as highlighted below.

  <Frame>
    <img alt="" />
  </Frame>

  Note that a purchase will not be tagged with this default value ("Supplies" in our example) on the transaction details. It means that if you or your cardholders forget to tag a purchase before it is synced to Xero, the default value ("Supplies" in our example) will be applied to this purchase during the sync.

  If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,

  <Frame>
    <img alt="" />
  </Frame>

  that specific purchase will be recorded against the tag option ("Travel" in our example below) you tagged the purchase with. Tags take precedence over default values.

  <Frame>
    <img alt="" />
  </Frame>

  If you are using split tag functionality on the PEX platform, the connector will support that while exporting the purchases and create the same split structure for purchases in Xero.

  **Item Description** can be mapped to a PEX text tag. This automatically defaults to the PEX Purchase description when the field is not mapped or the tag is missing.

Click "Next".

## Purchase Contact Options

Configure contact options for PEX purchases.

Select one of the following:

* **Use this `<Xero contact>` as the transaction contact: `<Xero contact>`**. With this option, all PEX purchases will be recorded against a single contact that you select in the second highlighted field below ("PEX" in our example).
  <Frame>
    <img alt="" />
  </Frame>
  * Tip: Consider creating a new contact in Xero called 'PEX' if you would like to record all of your PEX purchases against a single contact.

* **Use this `<PEX Tag>` as the transaction contact: `<PEX tag name>`**. Select a PEX tag for contacts in the second highlighted field below ("Xero contact" in our example).

  <Frame>
    <img alt="" />
  </Frame>

  * That tag must be created beforehand following the logic described in the [Create PEX tags for Xero](/administrator-guide/create-pex-tags-for-xero) article.
    * This lets a Xero contact be dynamic for each transaction.
    * If you select a PEX tag in the second highlighted field above ("Xero Contact" in our example) then you and your cardholders will be able to select one of the contacts for each purchase transaction.
      For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a contact value ("PEX" in our example below) of a tag ("Xero Contact" in our example below) -> click "Save".
    <Frame>
      <img alt="" />
    </Frame>

  <Note>
    **Note:**

    * You and your cardholders can select one of the tag values for each transaction once you finish the Xero connector setup and sync tag options from Xero to PEX.
    * If you go with "**Use this `<PEX Tag>` as the transaction contact: `<PEX tag name>`**" then your purchases must be tagged; otherwise, purchases will fail to sync.
  </Note>

* **Create a Xero contact for each unique merchant**. With this option, PEX will record transactions against corresponding contacts that already exist in your Xero account. If there is no corresponding contact then PEX will auto create a new contact in Xero.
  <Frame>
    <img alt="" />
  </Frame>
  * Note that the connector will not create duplicate contacts, but "Walmart23455", "Walmart-brooklyn223" are two unique contacts from the connector's point of view. If you don't want to have "Walmart23455" and "Walmart-brooklyn223" then read below.

## Standardized merchant names

With the "**Create a Xero contact for each unique merchant**" option, you can also synchronize your purchases with standardized merchant names if you check "Use standardized merchant names" checkbox.

<Frame>
  <img alt="" />
</Frame>

This means that a purchase transaction "Walmart23455" and a purchase transaction "Walmart-brooklyn223" will be recorded in Xero with "Walmart" as a contact instead of "Walmart23455" or "Walmart-brooklyn223".

Click "Next".

## Fee options

Configure options for syncing PEX fees:

* **Contact**
  * You can map a single Xero Contact to use for PEX fees.
    <Frame>
      <img alt="" />
    </Frame>
* **Expense Field Mappings**
  * You can map additional fields when syncing PEX fees as Xero transactions. However, you can map to static values **only** because account fees cannot have tags in PEX.
    <Frame>
      <img alt="" />
    </Frame>

## Rebates options

Configure options for syncing PEX rebates:

* **Contact**
  * You can map a single Xero Contact to use for PEX rebates.
    <Frame>
      <img alt="" />
    </Frame>
* **Expense Field Mappings**
  * You can map additional fields when syncing PEX rebates as Xero transactions. However, you can map to static values **only** because rebates cannot have tags in PEX.
    <Frame>
      <img alt="" />
    </Frame>

## Manage Connector

<Frame>
  <img alt="" />
</Frame>

On the "Manage" tab you can:

<Steps>
  <Step>
    View/Edit configuration setting.
  </Step>

  <Step>
    View/Refresh Sync history.
  </Step>

  <Step>
    Trigger Sync manually:

    * From PEX to Xero (transactions)
      * From Xero to PEX (tag option values)
  </Step>

  <Step>
    Disconnect from your Xero account.
  </Step>
</Steps>

Clicking on the Fields or Transactions count in the Sync History grid will open a modal with further details of the synced/failed data.

<Frame>
  <img alt="image.png" />
</Frame>

<Frame>
  <img alt="image.png" />
</Frame>

## Auto Tagger

The Auto Tagger app is a great compliment to Xero. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## View Transactions in Xero

<Steps>
  <Step>
    Log into Xero account and navigate to *Accounting -> Account Transactions ->*

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    *-> Select accounts -> Click Update* to view synced transactions.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## FAQ

<AccordionGroup>
  <Accordion title="Why don't I see Expense Type and Office fields on the &#x22;Xero Sync Options&#x22; step?">
    You need to add tracking categories before they appear on the "Xero Sync Options" step:

    <Steps>
      <Step>
        Go to your Xero account.
      </Step>

      <Step>
        Click on the "**Accounting**" tab.
      </Step>

      <Step>
        Select "**Tracking categories**".
      </Step>

      <Step>
        Click "**+Add Tracking category**".

        * Add a tracking category for Expense Type and Office.
      </Step>
    </Steps>

    <Note>
      **Note:**

      Note that a maximum of four categories in total (including no more than 2 active categories) can exist at any one time and you cannot add a new tracking category until an existing one has been archived or deleted.
    </Note>
  </Accordion>

  <Accordion title="Can I combine manual tag options creation and automatic tag options sync from Xero to PEX?">
    We strongly recommend using automatic sync of tag options from Xero to PEX. This will keep your PEX tags and Xero fields in sync. For more information, check out the support article [Create PEX tags for Xero](/administrator-guide/create-pex-tags-for-xero) to add tags and test tag options.

    Once added, enable "Sync" for fields on the "Xero Sync Options" step (as shown in the example below).

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Accordion>

  <Accordion title="What happens if I delete or archive an account in Xero?">
    The deleted or archived account's tag option will be disabled in Tag Manager after the next sync of tag options from Xero to PEX.

    <Frame>
      <img alt="" />
    </Frame>

    <Note>
      **Note:**

      Note that if you restore the archived account in Xero, its tag option will not automatically re-enable in Tag Manager; you will need to enable it manually.
    </Note>
  </Accordion>

  <Accordion title="Will a previously synced transaction re-sync to my Xero account if I change its status (Rejected -> Approved), re-tag or add another receipt?">
    Every synced transaction has a "Synced with Xero" note. As long as you don't remove the "Synced with Xero" note on a transaction, it will not re-sync to your Xero account.
  </Accordion>

  <Accordion title="Can transactions be automatically tagged?">
    Yes. PEX Auto Tagger offers a solution. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)
  </Accordion>

  <Accordion title="Do pending transactions get synced?">
    No. Only transactions in settled status get synced to your account. If you see a "Pending" label next to the merchant name as shown on the screen below, then the transaction is still in the pending status.

    <Frame>
      <img alt="image.png" />
    </Frame>
  </Accordion>

  <Accordion title="Didn't find the answer you were looking for?">
    Didn't find the answer you were looking for? Check out our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.
  </Accordion>
</AccordionGroup>

## Support & Inquiries

For questions related to your connector, please email [appsupport+xero@pexcard.com](mailto:appsupport+xero@pexcard.com)


# PEX Connector for Zapier
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-zapier

Connect PEX to more than 4,000 apps on Zapier to automate workflows such as sending emails or logging transactions.

PEX Connector for Zapier allows you to [connect with more than 4000 apps available on the Zapier platform](https://www.zapier.com/apps). You can easily automate the workflows by choosing a variety of actions offered by the PEX connector on the Zapier platform. This article walks you through the standard steps to use the PEX connector for Zapier with Gmail as an example. PEX can be connected with any of the apps available on the Zapier platform following these steps.

Please note you must have a Zapier account first. (Zapier offers free introductory accounts at the time of this article.)

## Steps to Connect PEX to other Apps

<Steps>
  <Step>
    Log in to your Zapier account.
  </Step>

  <Step>
    On the Zapier account dashboard, click on the 'Make a Zap' button.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select Trigger app, i.e the app which would start the workflow and the trigger event, for example, Gmail is chosen here as a trigger app

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Log in to your Gmail account as prompted
  </Step>

  <Step>
    Choose Action app as PEX

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Choose an Action event from the drop-down list. PEX continues to add more actions to expand its capabilities.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Log in to your PEX account.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    To get the PEX connector token for Zapier,
    Log in to PEX dashboard site (dashboard.pexcard.com)
    Select the Apps section, look for the Zapier app.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select the Zapier App
    Click on Install
    Once the app is installed, it is ready to launch. Click on Launch

    <Note>
      **Note:**

      To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
      If you have created tokens for your PEX connector for Zapier before, you can see the details here. You can not access the old tokens.
      Please generate a new token by clicking on the 'Create Token' button,
      Copy the generated token
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Paste the Token string copied in the Token filed on the Zapier platform.
    Please make sure the PEX Environment is selected as 'Production'

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click on 'Yes, Continue'
  </Step>

  <Step>
    Next, fill up the required information

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Follow the next prompts to complete the Zap Set up and turn ON the Zap.
  </Step>
</Steps>

## **Support & Inquiries**

For any questions related to your connector, please email [appsupport+zapier@pexcard.com](mailto:appsupport+zapier@pexcard.com)


# PEX Connector for Zoho Books
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-zoho-books

The PEX Connector for Zoho Books lets you sync PEX expense transactions, receipts, tags or Expense Accounts, notes and more with your Zoho Books account. In addition to automatically adding PEX transactions to your Zoho Books account, this Connector can also keep your tags in PEX up to date with the most recent Customer and Expense Account in Zoho Books, eliminating manual updates.

## Configuring the PEX Connector for Zoho Books

To access the PEX Connector for Zoho Books, please click [here](https://zohobooksconnect.pexcard.com/connect) or visit the [ZohoBooks app store](https://www.zoho.com/us/books/addons/) and search for PEX Connector.

<Note>
  **Note:**

  To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

<Steps>
  <Step>
    **Authenticate with PEX**

    Click the top button to log in to your PEX account. This will open a window. You should use the same credentials you use to log in at [https://dashboard.pexcard.com](https://admin.pexcard.com). If you do not have a PEX business account already, click the button to apply for one. If you have a PEX business account but do not have an administrator login, please contact your organization's PEX administrator for a new account.
  </Step>

  <Step>
    **Connect to your Zoho Books account**

    After you log in to your PEX account, click on the 'Connect to Zoho Books' to connect to your Zoho Books account.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    **Choose Zoho Books organization from the drop down list that you want to connect with your PEX account.**

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    **Choose which items you would like to sync**

    * Enable the first option to allow PEX to import PEX purchases as expenses in Zoho Book. You can choose if you wish to sync all PEX transactions (regardless of approval status) or just approved ones.
      * For details on transaction review, please see [How to Review Transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes)
    * Enable the second option to import PEX receipts as expense attachments in Zoho Books.
    * Enable the third option to have PEX import Transfers to your Zoho Books account. An example of a transfer would be an ACH/Wire transfer from your Business Checking account to your PEX business account.
    * Enable fourth option to have PEX account fees (E.g. Card expedite fees or monthly maintenance fees) in to Zoho Books
    * Choose an account from the drop down list which is set up for your PEX business account in Zoho Books.
    * Enable the fifth option if you want to automatically create a unique vendor in your Zoho Books company file for each PEX transaction merchant. If you do not choose this option, all PEX transactions will be booked against a single vendor selected from the drop down option.
    * Specify a start date for the sync. Transactions after this date will be synced.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    **Configure Tag Mapping**

    *Transaction tags are available with* [*selected plans*](https://www.pexcard.com/pricing?utm_source=support)*. For more information about tags, please see* [*How to Setup and Create Tags with Tag Manager*](/administrator-guide/how-to-setup-and-create-tags-with-tag-manager)*. Customers without tags will be asked to choose a default category for all transactions.*

    Note that assigning an Expense Account is mandatory for transactions to be imported from PEX to Zoho Books.

    * PEX tags can be mapped to Zoho Books fields for automatic classification of transactions
    * Expense Account should be mapped to a PEX tag. You must provide a tag mapping for Expense Account.
    * If you use Customer in your Zoho Books Online account, you can also map to specific PEX tag.
      * Note: 'Expense Category', and 'Customer', can be mapped only to the PEX tags with type set to 'Dropdown'.
    * Sync Tag Options from Zoho Books gives an option to import data from your Zoho Books Account when configuring your PEX tags
      * For example, if you enable "Sync Tag Options from Zoho Books" for Expense Account, the values for the PEX tag will be populated with the names of all accounts where the type is Expense in your Zoho Books chart of accounts. This helps reduce manual efforts to populate PEX tags with the data from your Zoho Books account.
        * Enabling 'Sync Tag Options from Zoho Books'  will not cause duplicate values in corresponding PEX tag

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    **Choose Default values for Transfer and Fees.**

    * For Transfer transactions choose an asset account from which funds will be taken/debited while creating a transfer. Choose value from the Drop down list.
    * to create Fees transaction in your Zoho Books
      * Choose an expense account from the drop down list which will be applied for all the Fees.
        * Choose a customer from the drop down list which will be applied for all the Fees.
        * Choose the Vendor from the drop down list which will be applied for all the Fees.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Managing the PEX Connector

Click on Manage Connector tab to

* View/Edit configuration setting
* View/Edit tag mapping
* Disconnect from your Zoho Books account

<Frame>
  <img alt="" />
</Frame>

Click on Sync history tab to

* View Sync history
* Trigger sync manually

<Frame>
  <img alt="" />
</Frame>

**Support & Inquiries**

**Didn’t find the answer you were looking for?** Check out our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.

For any questions related to your connector, please email [appsupport+zohobooks@pexcard.com](mailto:appsupport+zohobooks@pexcard.com)


# PEX Connector for Zoho Expense
Source: https://support.pexcard.com/administrator-guide/pex-connector-for-zoho-expense

Auto-sync purchases, transfers, fees and receipt images from PEX into Zoho Expense, ensuring your data is clean, accurate and up to date. Map Zoho Expense fields such as Expense Account and Customer to PEX tags.

## Connect PEX and Zoho Expense

To connect your PEX and your Zoho Expense accounts from the PEX Marketplace follow these steps:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Locate **Connector for Zoho Expense**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.

    * You'll be re-directed to a **Connect** tab.
  </Step>
</Steps>

<Note>
  **Note:**

  To install the connector, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

<Steps>
  <Step>
    Click **Connect to Zoho Expense**.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    You will be redirected to the Zoho Expense Sign in page.

    * Enter email or mobile number.
      * Enter password.
      * Enter OTP.
      * Click **Verify**.
      * Click **Accept**.
  </Step>
</Steps>

## Configure Settings

To configure settings:

<Steps>
  <Step>
    Choose your Zoho Expense organization to connect with your PEX account.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Next**.
  </Step>

  <Step>
    Choose what transactions you would like to sync:

    * **Automatically import PEX purchases into Zoho Expense**.
      * Enable this option to import PEX purchases as expenses.
        * You can choose to sync all PEX transactions (regardless of approval status) or just approved (recommended).
        * PEX purchases must have an Expense Account PEX Tag in order to sync. For details on transaction review, please see our article [How to Review Transactions](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes).
      * **Automatically import PEX attachments as expense attachments in Zoho Expense**.
      * Enable this option to import PEX receipts as expense attachments.
        * This option is available only if the "Automatically import PEX purchases into Zoho Expense" toggle is **enabled**.
    * **Automatically import PEX transfers into Zoho Expense**.
      * Enable this option to import PEX transfers.
        * A example of a transfer would be an ACH/wire transfer from your business checking account to your PEX business account.
    * **Automatically import PEX fees into Zoho Expense**.
      * Enable this option to import PEX fees.
        * Examples of a PEX Fee include an ISA fee for international use or priority shipping fees.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    **Choose an account you have set up in Zoho Expense to represent your PEX funds**.

    * Transfers that sync to Zoho Expense will debit the selected account.
      * Purchases that sync to Zoho Expense will credit this account.
      * Fees that sync to Zoho Expense will credit this account (both business account fees and ISA fees).

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    **Create a merchant for each unique PEX merchant**.

    * If you **enable** this option, PEX will book purchases against corresponding merchants that already exist in your Zoho Expense account. If there is no corresponding merchant then PEX will auto create a new merchant in Zoho Expense.
      * Note that the connector will not create duplicate merchants, but "Walmart23455", "Walmart-brooklyn223" are two unique merchants from the connector's point of view.
      * If you **disable** this option, all PEX purchases will be booked against a single merchant selected from the drop down list.
      * Tip: Consider creating a new merchant in Zoho Expense called "PEX" if you would like to book all of your PEX purchases against a single merchant.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    **Specify a start date for the sync**.

    * Transactions on and after this date will sync.
      * The start date must be less than 1 year in the past.
  </Step>

  <Step>
    Click **Next**.
  </Step>
</Steps>

## Configure Tag Mapping

*Transaction tags are available with* [*selected plans*](https://www.pexcard.com/pricing?utm_source=support)*. For more information about tags, please see* [*How to Setup and Create Tags with Tag Manager*](/administrator-guide/how-to-setup-and-create-tags-with-tag-manager)*. Customers without tags will be asked to choose a default category for all purchases.*

<Steps>
  <Step>
    You can map a Zoho Expense field "Expense Account" to a PEX tag. That tag must be created beforehand, following the logic described in the [Create PEX tags for Zoho Expense](/administrator-guide/create-pex-tags-for-quickbooks-online) article.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Make sure to enable the "Sync Tag Options from Zoho Expense" toggle. This will pull your expense accounts from Zoho Expense into PEX as tag option values.

    <Frame>
      <img alt="" />
    </Frame>

    The mapping and auto sync allows you and your cardholders to select a tag value for each purchase.
    For that go to the "Transactions" menu -> locate a transaction -> click on it -> select a tag value ("Advertising" in our example below) of the "Zoho Expense Account" tag -> click "Save". Note that you and your cardholders can select one of the tag values for each purchase once you finish the Zoho Expense connector setup and sync tag options from Zoho Expense to PEX.

    <Frame>
      <img alt="" />
    </Frame>

    The purchase will debit the expense category that it is tagged with ("Advertising" in our example above).
  </Step>

  <Step>
    If you use a Customer field in Zoho Expense, map it to a PEX tag. That PEX tag must be created beforehand, following the logic described in the [Create PEX tags for Zoho Expense](/administrator-guide/create-pex-tags-for-quickbooks-online) article.

    * Make sure to enable the "Sync" toggle. This will pull your Customers from Zoho Expense into PEX as tag option values.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click **Next**.
  </Step>
</Steps>

## Choose Defaults

<Steps>
  <Step>
    **Purchases**:

    * You can select a default expense account and customer for your purchases. Only untagged purchases will default to the expense account and customer selected here.
      * Note: It’s recommended to tag purchase transactions before syncing to Zoho Expense. Untagged transactions will sync to the selected default expense account and customer.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    **Transfers**:

    * Choose an asset account from which funds will be taken to use when syncing transfers into Zoho Expense (e.g., Checking).
      * Choose an expense account to which funds will be allocated when syncing transfers into Zoho Expense (e.g., General).
        The transfer example flow might be this: Checking -> General -> PEX Card (account selected to represent your PEX funds).

    <Frame>
      <img alt="" />
    </Frame>

    * Choose a customer that will be applied for all your transfers syncing to Zoho Expense.
    * Choose a merchant that will be applied for all your transfers syncing to Zoho Expense.
  </Step>

  <Step>
    **Fees**:

    * Choose an expense account that all your fees syncing to Zoho Expense will debit.
      * Choose a customer that will be applied for all your fees syncing to Zoho Expense.
      * Choose a merchant that will be applied for all your fees syncing to Zoho Expense.
  </Step>
</Steps>

## Start syncing

<Steps>
  <Step>
    Navigate to the History tab and click the "Sync now" button to initiate the sync between PEX and Zoho Expense.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Manual sync will process transactions based on the start date specified on the **Choose what to sync** step, with a limit of 1 year back from today. If there is no start date specified on the **Choose what to sync** step then manual sync will process transactions only up to 2 months back from today.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Auto-sync is enabled by default. With auto-sync enabled, transactions and tag option values sync automatically every 24 hours.

    Auto-sync will always process transactions based on the start date specified on the **Choose what to sync** step, with a maximum limit of 2 months back from today. If there is no start date specified on the **Choose what to sync** step then auto-sync will sync transactions up to 2 months back from today.

    Each sync also imports tag option values from Zoho Expense to PEX if the "Sync" toggle is enabled.

    <Frame>
      <img alt="" />
    </Frame>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

Once transactions are synced to Zoho Expense, you can view their history in the Sync History table and view the synced transactions in your Zoho Expense account.

## Auto Tagger

The Auto Tagger app is a great complement to Zoho Expense. It allows you to create rules that auto-tag purchases. [Learn more.](/administrator-guide/pex-auto-tagger)

## Manage Connector

On the Settings tab you can:

* View/Edit configuration settings.
* View/Edit tag mapping.
* Disconnect from your Zoho Expense account.

<Frame>
  <img alt="" />
</Frame>

## Support

**Didn’t find the answer you were looking for?** Check out our [Accounting Software Connector Troubleshooting](/administrator-guide/accounting-software-connector-troubleshooting) article.

For any questions related to your connector, please email [appsupport+zohoexpense@pexcard.com](mailto:appsupport+zohoexpense@pexcard.com)


# PEX Exporter for ACS Technologies
Source: https://support.pexcard.com/administrator-guide/pex-exporter-for-acs-technologies

Convert PEX transactions into an ACS Technologies Realm–compatible format for faster expense reporting. For nonprofits and religious organizations that use Realm for accounting.

## Access app

To access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Go to [Apps → Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **PEX Exporter for ACST**.
* Click **More info**, then **Install**, then **Launch**.

<Note>
  ***Note:***

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## Configure app

Once the app has launched, you will be directed to set up the app.

<Steps>
  <Step>
    Select the earliest transaction date using the date picker (up to 1 year ago).
  </Step>

  <Step>
    Enter an end date or leave it blank.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    You will be presented the option to sync Purchases, Transfers, and/or Fees.
  </Step>

  <Step>
    Select the toggle to activate Purchases, which will update the toggle from grey to green.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select if you would like to Export All transactions or only Approved transactions from the dropdown.

    <Note>
      **Note:**

      It's recommend to select Approved transactions only.
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Begin mapping PURCHASES for each of the fields. All required fields denoted with \* will be enabled by default. The **Target field** maps to Realm. The **Source** options include Text, Tag, and Transaction. The **Source value** will change based on the **Source** option selected. All options included as a default can be updated based on your preferences.

    <Note>
      **Note:**

      *Custom Account Segments are used as additional categories within Realm. Examples include 01 General Fund - 5000 Core Account Food - 01 Children's Department. Additionally, Tags selected are based on your business' active PEX tags. To manage tags, navigate to Business settings > Tag manager.*
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    If you would like to map TRANSFERS, follow the step for each of the fields. All required fields denoted with \* will be enabled by default. The **Target field** maps to Realm. The **Source** options include Text, Tag, and Transaction. The **Source value** will change based on the **Source** option selected. All options included as a default can be updated based on your preferences.

    <Note>
      **Note:**

      *Account No.* is the bank account your business uses to fund transactions.
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    If you would like to map FEES, follow the step for each of the fields. All required fields denoted with \* will be enabled by default. The **Target field** maps to Realm. The **Source** options include Text, Tag, and Transaction. The **Source value** will change based on the **Source** option selected. All options included as a default can be updated based on your preferences.

    <Note>
      **Note:**

      *Account No.* is the bank account where you pay FEES for the PEX platform.
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Once all required fields are populated, press 'Submit'.

    <Columns>
      <Frame>
        <img alt="" />
      </Frame>
    </Columns>
  </Step>
</Steps>

## Schedule export

*One time sync:* To run a one time report, select a date and time to run the report and press 'Save'.

<Frame>
  <img alt="" />
</Frame>

*Recurring sync:* To run this report on a recurring basis, select the frequency and end date for the scheduled report.

<Frame>
  <img alt="" />
</Frame>

*Run Now:* Coming soon you'll have the ability to run this instantly.

## View history

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported. The Action tab will have a download button once the transactions can be downloaded (see below). If you selected a small date range with a low number of transactions, the download should be ready in less than a minute. If the date range contains a large number of transactions, it may take a few minutes to populate. Simply refresh the screen to get the latest update.

<Note>
  **Note:**

  if you selected *Approved* transactions only on the Configure screen, only approved transactions will be visible.
</Note>

<Frame>
  <img alt="" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="What type of files are supported?">
    The PEX Exporter for ACS Technologies supports .CSV and .XLS
  </Accordion>

  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for ACS Technologies" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+acst@pexcard.com](mailto:appsupport+acst@pexcard.com)


# PEX Exporter for Extreme Reach
Source: https://support.pexcard.com/administrator-guide/pex-exporter-for-extreme-reach

Extreme Reach provides streamlined reconciliation and reporting with a production accounting solution, Luca.

The PEX Exporter for Extreme Reach automates generating a .CSV file with your PEX activity such as purchases, transfers, and fees. This file can be used to upload the details into your Extreme Reach account.

The PEX Exporter for Extreme Reach makes it easier to:

* Generate compatible files on a schedule
* Keep track of the PEX transactions already been included in the file, avoiding duplication
* Customize configuration setting per individual business need

<Note>
  ***Note:***

  *PEX File Exporter for Extreme Reach does not support receipt images in the export file.*
</Note>

## Configuring the PEX File Exporter for Extreme Reach

### Accessing the App

<Steps>
  <Step>
    Log on to your PEX account on [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support).
  </Step>

  <Step>
    Navigate to the "Apps" section in the left-hand side menu.
  </Step>

  <Step>
    Click on "Available" at the top.
  </Step>

  <Step>
    Click on the "Install" button at the bottom to install the app. Once installed, click on the "Launch" button, which will launch/open the app.

    <Note>
      **Note:**

      you do not need to download any file to install an app. The exporter is web-based.
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Configuration

<Steps>
  <Step>
    Select the earliest transaction date. The exporter will pick transactions that are settled on and after this date.
  </Step>

  <Step>
    There are three settings corresponding to three types of transactions on the PEX platform:

    * Sync Purchases - Includes your PEX card purchases made at the merchant.
    * Sync Transfers - Includes PEX account funding/defunding transactions.
    * Sync Fees - Includes PEX account fees if any.
  </Step>

  <Step>
    Enable the desired type of transaction(s) and set up the configuration for each type of transaction.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Configure purchases, transfers, and fees

You are presented with the option to sync Purchases, Transfers, and/or Fees. Let's start with Purchases. Turn the toggle ON the Sync Purchases and select if you want to export "all" or only "approved" transactions.

The table represents the configuration for each column in the file:

* Enabled. This option controls if the corresponding Target field will be included in the file. If turned OFF, the Target field will be excluded from the file and if turned ON, the Target field will be included. All required fields denoted with \* will be enabled by default.
* Target field. These are the name of the columns in the file.
* Source. Select which data shall be populated in the Target field. The source can be:
  * Transaction means that data from transactions will be used, e.g. amount and date may be mapped with the transaction.
  * Text means that you select to populate the target field with the Text that is entered in the source column.
  * Tag means that you select to populate the data from the tag value. Tags selected are based on your business' active PEX tags. To manage tags, navigate to Business settings > Tag manager.
* Source value. Depending on the selected Source, you can select/enter the source value.

<Note>
  **Note:**

  All options included as a default can be updated based on your preferences.
</Note>

<Frame>
  <img alt="" />
</Frame>

Repeat the setup in the same way for Transfers and Fees. Once all required fields are populated, press "Submit".

## Schedule file generation

A schedule can be created specifying the Schedule date and Schedule time on which the file will be generated. The schedule can be made recurring by turning on the Repeat toggle switch.

<Frame>
  <img alt="" />
</Frame>

Once the Schedule is saved, you will see a list of your saved schedules. Options in the "Action" column will allow you to run ad-hoc reports or delete the schedule.

<Frame>
  <img alt="" />
</Frame>

## History

When the export file is run now or per the set schedule, the file will be available to download in the History section.

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported. The Action tab will have a download button once the transactions can be downloaded (see below). If you selected a small date range with a low number of transactions, the download should be ready in less than a minute. If the date range contains a large number of transactions, it may take a few minutes to populate. Simply refresh the screen to get the latest update.

<Note>
  **Note:**

  If you selected Approved transactions only on the Configure screen, only approved transactions will be visible.
</Note>

<Frame>
  <img alt="" />
</Frame>

## Support & Inquiries

<AccordionGroup>
  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Extreme Reach" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions related to your exporter, please email [appsupport+extremereach@pexcard.com](mailto:appsupport+extremereach@pexcard.com)


# PEX Exporter for Microsoft Dynamics Great Plains (Credit)
Source: https://support.pexcard.com/administrator-guide/pex-exporter-for-microsoft-dynamics-great-plains-charge

Convert PEX transactions into a Microsoft Dynamics Great Plains compatible format for faster expense reporting within your accounting system.

**Coming soon**: Integrate with Microsoft Dynamics Business Central. Learn more [here](https://forms.gle/qqH3vwn6W4gDrCmy7)

### Accessing the app

Log on to your PEX account on [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support).

<Steps>
  <Step>
    Log on to your PEX account on [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support).
  </Step>

  <Step>
    Navigate to the "Apps" section in the left-hand side menu.
  </Step>

  <Step>
    Click on "Available" at the top.
  </Step>

  <Step>
    Find the "PEX Exporter for Microsoft Dynamics" app.
  </Step>

  <Step>
    Click on "More info" at the bottom of the app tile.
  </Step>

  <Step>
    Click on the "Install" button at the bottom to install the app.
  </Step>

  <Step>
    Once installed, click on the "Launch" button, which will launch/open the app.
  </Step>
</Steps>

<Note>
  **Note:**

  1. You do not need to download any file to install an app. The exporter is web-based.
  2. In order to see the application, you need to be an Admin with *ViewCardUsage* and *Edit Business Profile* permissions.

  <Frame>
    <img alt="" />
  </Frame>
</Note>

### Configuration

1\. Select the earliest transaction date. The exporter will pick transactions that are settled on and after this date.\
2\. There are three settings corresponding to three types of transactions on the PEX platform:

* Sync Purchases includes your PEX card purchases made at the merchant.
* Sync Bill Payments includes Credit Expense balance pay off.
* Sync Fees includes PEX account fees if any.

Enable the desired type of transaction(s) and set up the configuration for each type of transaction. Once the app has launched, you will be directed to set-up the app.

### Configure Purchase/Bill Payment/Fee Transactions

You are presented with the option to sync Purchases, Bill Payments, and/or Fees. Let's start with Purchases. Turn the toggle ON the Sync Purchases and select if you want to export "all" or only "approved" transactions.

The table represents the configuration for each column in the file:

* Enabled. This option controls if the corresponding Target field will be included in the file. If turned OFF, the Target field will be excluded from the file and if turned ON, the Target field will be included. All required fields denoted with \* will be enabled by default.
* Target field. These are the name of the columns in the file.
* Source. Select which data shall be populated in the Target field. The source can be:
  * Transaction means that data from transactions will be used, e.g. amount and date may be mapped with the transaction.
    * Text means that you select to populate the target field with the Text that is entered in the source column.
    * Tag means that you select to populate the data from the tag value. Tags selected are based on your business' active PEX tags. To manage tags, navigate to Business settings > Tag manager.
* Source value. Depending on the selected Source, you can select/enter the source value.

<Note>
  **Note:**

  All options included as a default can be updated based on your preferences.

  <Frame>
    <img alt="" />
  </Frame>
</Note>

Repeat the setup in the same way for Bill Payments and Fees. Once all required fields are populated, press "Submit".

<Note>
  **Note:**

  1. When configuring bill payments, *Account No.* is the bank account your business uses to pay Credit Expense bill payments.
  2. When configuring fees, *Account No.* is the bank account from which you pay fees for the PEX platform. Tags selected are based on your business' active PEX tags. To manage tags, navigate to Business settings > Tag manager.
</Note>

### Schedule

A schedule can be created specifying the Schedule date and Schedule time on which the file will be generated. The schedule can be made recurring by turning on the Repeat toggle switch.

Once the Schedule is saved, you will see a list of your saved schedules. Options in the "Action" column will allow you to run ad-hoc reports or delete the schedule.

<Frame>
  <img alt="" />
</Frame>

### History

When the export file is run now or per the set schedule, the file will be available to download in the History section.

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported. The Action tab will have a download button once the transactions can be downloaded (see below). If you selected a small date range with a low number of transactions, the download should be ready in less than a minute. If the date range contains a large number of transactions, it may take a few minutes to populate. Simply refresh the screen to get the latest update.

<Note>
  **Note:**

  If you selected *Approved* transactions only on the Configure screen, only approved transactions will be visible.
</Note>

### FAQ

<AccordionGroup>
  <Accordion title="What type of files are supported?">
    The PEX Exporter for Microsoft Dynamics supports .CSV and .XLS
  </Accordion>

  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Microsoft Dynamics" note. If you remove this note, the purchase will be re-exported.

    For any questions, please email [dynamics@pexcard.com](mailto:dynamics@pexcard.com)
  </Accordion>
</AccordionGroup>


# PEX Exporter for Microsoft Dynamics Great Plains (Prepaid)
Source: https://support.pexcard.com/administrator-guide/pex-exporter-for-microsoft-dynamics-great-plains-prepaid

Convert PEX transactions into a Microsoft Dynamics Business Central compatible format for faster expense reporting within your accounting system. This application is for mid-sized businesses who use Microsoft Dynamics Business Central for accounting.

**Coming soon:** Integrate with Microsoft Dynamics. Learn more [here](https://forms.gle/qqH3vwn6W4gDrCmy7).

## Accessing the app

Log on to your PEX account on [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support).

<Steps>
  <Step>
    Navigate to the **Apps** section in the left-hand side menu.
  </Step>

  <Step>
    Click **Available** at the top.
  </Step>

  <Step>
    Find the **PEX Exporter for Microsoft Dynamics** app.
  </Step>

  <Step>
    Click **More info** at the bottom of the app tile.
  </Step>

  <Step>
    Click **Install** at the bottom to install the app.
  </Step>

  <Step>
    Once installed, click **Launch** to open the app.
  </Step>
</Steps>

<Note>
  **Note:**

  1. You do not need to download any file to install an app. The exporter is web-based.
  2. In order to see the application, you need to be an Admin with *ViewCardUsage* and *Edit Business Profile* permissions.
</Note>

## Configuration

<Steps>
  <Step>
    Select the earliest transaction date. The exporter will pick transactions that are settled on and after this date.
  </Step>

  <Step>
    There are three settings corresponding to three types of transactions on the PEX platform:

    * **Sync Purchases** includes your PEX card purchases made at the merchant.
    * **Sync Transfers** includes PEX account funding/defunding transactions.
    * **Sync Fees** includes PEX account fees if any.

    Enable the desired type of transaction(s) and set up the configuration for each type of transaction. Once the app has launched, you will be directed to set up the app.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Configure purchase, transfer, and fee transactions

You are presented with the option to sync Purchases, Transfers, and/or Fees. Start with **Purchases**. Turn the toggle **ON** for Sync Purchases and select whether you want to export **all** or only **approved** transactions.

The table represents the configuration for each column in the file:

* **Enabled.** This option controls whether the corresponding Target field is included in the file. If turned **OFF**, the Target field is excluded; if **ON**, it is included. All required fields denoted with an asterisk (`*`) are enabled by default.
* **Target field.** These are the names of the columns in the file.
* **Source.** Select which data is populated in the Target field. The source can be:
  * **Transaction** — data from the transaction is used (e.g. amount and date may be mapped from the transaction).
  * **Text** — the target field is populated with the text you enter in the source column.
  * **Tag** — the target field is populated from a tag value. Tags are based on your business's active PEX tags. To manage tags, go to **Business settings** > **Tag manager**.
* **Source value.** Depending on the selected Source, you can select or enter the source value.

<Note>
  **Note:**

  All options included as a default can be updated based on your preferences.

  <Frame>
    <img alt="" />
  </Frame>
</Note>

Repeat the setup in the same way for **Transfers** and **Fees**. Once all required fields are populated, click **Submit**.

<Note>
  **Note:**

  1. When configuring transfers, *Account No.* is the bank account your business uses to fund transactions.
  2. When configuring fees, *Account No.* is the bank account from which you pay fees for the PEX platform. Tags selected are based on your business's active PEX tags. To manage tags, go to **Business settings** > **Tag manager**.
</Note>

## Schedule

You can create a schedule by specifying the **Schedule date** and **Schedule time** when the file will be generated. The schedule can be recurring by turning on the **Repeat** toggle.

<Frame>
  <img alt="" />
</Frame>

Once the schedule is saved, you will see a list of your saved schedules. Options in the **Action** column let you run ad hoc reports or delete the schedule.

## History

When the export file is run now or on the set schedule, the file is available to download in the **History** section.

The **History** tab lists prior exports, including the date range selected, status, number of transactions found, number eligible, and number exported. The **Action** column includes a download button when the file is ready. For a small date range with few transactions, the download is usually ready in less than a minute. For a large date range, it may take a few minutes—refresh the screen for the latest status.

<Note>
  **Note:**

  If you selected *Approved* transactions only on the Configure screen, only approved transactions are shown.
</Note>

<Frame>
  <img alt="" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="What type of files are supported?">
    The PEX Exporter for Microsoft Dynamics supports .CSV and .XLS.
  </Accordion>

  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Connector for Microsoft Dynamics" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [dynamics@pexcard.com](mailto:dynamics@pexcard.com).


# PEX Exporter for Serenic Navigator
Source: https://support.pexcard.com/administrator-guide/pex-exporter-for-serenic-navigator

Serenic Navigator is a popular suite of software used by non-profit organizations.

The PEX Exporter for Serenic Navigator automates generating a .CSV file with your PEX activity such as purchases, transfers, and fees. This file can be used to upload the details into your Serenic Navigator account.

The PEX Exporter for Serenic Navigator makes it easier to:

* Generate compatible files on a schedule.
* Keep track of the PEX transactions already been included in the file, avoiding duplication.
* Customize configuration setting per individual business need.

<Note>
  **Note:**

  ***Note:** PEX File Exporter for Serenic Navigator does not support receipt images in the export file.*
</Note>

### **Configuring the PEX File Exporter for Serenic Navigator**

### **Accessing the App**

<Steps>
  <Step>
    Log on to your PEX account on [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support).
  </Step>

  <Step>
    Navigate to the "Apps" section in the left-hand side menu.
  </Step>

  <Step>
    Click on "Available" at the top.
  </Step>

  <Step>
    Find the "PEX Exporter for Serenic Navigator" app. Click on "More info" at the bottom of the app tile.
  </Step>

  <Step>
    Click on the "Install" button at the bottom to install the app. Once installed, click on the "Launch" button, which will launch/open the app. Note: You do not need to download any file to install an app. The exporter is web-based.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

### **Configuration**

<Steps>
  <Step>
    Select the earliest transaction date. The exporter will pick transactions that are settled on and after this date.
  </Step>

  <Step>
    There are three settings corresponding to three types of transactions on the PEX platform:

    * Sync Purchases - Includes your PEX card purchases made at the merchant.
    * Sync Transfers - Includes PEX account funding/defunding transactions.
    * Sync Fees - Includes PEX account fees if any.

    Enable the desired type of transaction(s) and set up the configuration for each type of transaction.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

### **Configure Purchases/Transfers/Fees Transactions**

You are presented with the option to sync Purchases, Transfers, and/or Fees. Let's start with Purchases. Turn the toggle ON the Sync Purchases and select if you want to export "all" or only "approved" transactions.

The table represents the configuration for each column in the file:

* Enabled. This option controls if the corresponding Target field will be included in the file. If turned OFF, the Target field will be excluded from the file and if turned ON, the Target field will be included. All required fields denoted with \* will be enabled by default.
* Target field. These are the name of the columns in the file.
* Source. Select which data shall be populated in the Target field. The source can be:
  * Transaction means that data from transactions will be used, e.g. amount and date may be mapped with the transaction.
    * Text means that you select to populate the target field with the Text that is entered in the source column.
    * Tag means that you select to populate the data from the tag value. Tags selected are based on your business' active PEX tags. To manage tags, navigate to Business settings > Tag manager.
* Source value. Depending on the selected Source, you can select/enter the source value.

<Note>
  **Note:**

  All options included as a default can be updated based on your preferences.
</Note>

<Frame>
  <img alt="" />
</Frame>

Repeat the setup in the same way for Transfers and Fees. Once all required fields are populated, press "Submit".

### **Schedule file generation**

A schedule can be created specifying the Schedule date and Schedule time on which the file will be generated. The schedule can be made recurring by turning on the Repeat toggle switch.

<Frame>
  <img alt="" />
</Frame>

Once the Schedule is saved, you will see a list of your saved schedules. Options in the "Action" column will allow you to run ad-hoc reports or delete the schedule.

<Frame>
  <img alt="" />
</Frame>

### **History**

When the export file is run now or per the set schedule, the file will be available to download in the History section.

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported. The Action tab will have a download button once the transactions can be downloaded (see below). If you selected a small date range with a low number of transactions, the download should be ready in less than a minute. If the date range contains a large number of transactions, it may take a few minutes to populate. Simply refresh the screen to get the latest update.

<Note>
  **Note:**

  If you selected *Approved* transactions only on the Configure screen, only approved transactions will be visible.
</Note>

<Frame>
  <img alt="" />
</Frame>

### **Support & Inquiries**

<Accordion title="Can I re-export a purchase?">
  Every exported purchase has a "Synced to PEX Connector for Serenic Navigator" note. If you remove this note, the purchase will be re-exported.
</Accordion>

For any questions related to your exporter, please email [appsupport+serenicnavigator@pexcard.com](mailto:appsupport+serenicnavigator@pexcard.com)


# PEX Exporter for Shelby (Credit)
Source: https://support.pexcard.com/administrator-guide/pex-exporter-for-shelby-charge

Automate generation of a Shelby Next-compatible XLSX file containing PEX purchases, bill payments and fees from your Credit Expense account

[Shelby Financial](https://www.shelbysystems.com/blog/shelbynext-financials-church-fund-accounting-software-review/) is a popular suite of software used by churches and non-profit organizations.

The PEX Exporter for Shelby Next automates generating a .xlsx file with your PEX activity such as purchases, bill payments, and fees. This file can be used to upload the details into your Shelby Next account.

The PEX Exporter for Shelby makes it easier to:

* Generate compatible files on a schedule.
* Keep track of the PEX transactions already been included in the file, avoiding duplication.
* Customize configuration setting per individual business need.

<Note>
  **Note:**

  ***Note** - PEX File Exporter for Shelby Next does not support receipt images in the export file.*
</Note>

### **Accessing the App**

<Steps>
  <Step>
    Log on to your PEX account on [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support).
  </Step>

  <Step>
    Navigate to the "Apps" section in the left-hand side menu.
  </Step>

  <Step>
    Click on "Available" at the top.
  </Step>

  <Step>
    Find the "Shelby Next" app. Click on "More info" at the bottom of the app tile.
  </Step>

  <Step>
    Click on the "Install" button at the bottom to install the app. Once installed, click on the "Launch" button, which will launch/open the app. Note: you do not need to download any file to install an app. The exporter is web-based.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

### **Configuration**

<Steps>
  <Step>
    Select the earliest transaction date. The exporter will pick transactions that are settled on and after this date.
  </Step>

  <Step>
    There are three settings corresponding to three types of transactions on the PEX platform:

    * Sync Purchases includes your PEX card purchases made at the merchant.
    * Sync Bill Payments includes Credit Expense balance pay off.
    * Sync Fees includes PEX account fees if any.

    Enable the desired type of transaction(s) and set up the configuration for each type of transaction.
  </Step>
</Steps>

### **Configure Purchase/Bill Payment/Fee Transactions**

You are presented with the option to sync Purchases, Bill Payments, and/or Fees. Let's start with Purchases. Turn the toggle ON the Sync Purchases and select if you want to export "all" or only "approved" transactions.

The table represents the configuration for each column in the file:

* Enabled. This option controls if the corresponding Target field will be included in the file. If turned OFF, the Target field will be excluded from the file and if turned ON, the Target field will be included. All required fields denoted with \* will be enabled by default.
* Target field. These are the name of the columns in the file.
* Source. Select which data shall be populated in the Target field. The source can be:
  * Transaction means that data from transactions will be used, e.g. amount and date may be mapped with the transaction.
  * Text means that you select to populate the target field with the Text that is entered in the source column.
  * Tag means that you select to populate the data from the tag value. Tags selected are based on your business' active PEX tags. To manage tags, navigate to Business settings > Tag manager.
* Source value. Depending on the selected Source, you can select/enter the source value.

<Note>
  **Note:**

  All options included as a default can be updated based on your preferences.
</Note>

<Frame>
  <img alt="" />
</Frame>

Repeat the setup in the same way for Bill Payments and Fees. Once all required fields are populated, press "Submit".

### **Schedule File Generation**

A schedule can be created specifying the Schedule date and Schedule time on which the file will be generated. The schedule can be made recurring by turning on the Repeat toggle switch.

Once the Schedule is saved, you will see a list of your saved schedules. Options in the "Action" column will allow you to run ad-hoc reports or delete the schedule.

<Frame>
  <img alt="" />
</Frame>

### **History**

When the export file is run now or per the set schedule, the file will be available to download in the History section.

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported. The Action tab will have a download button once the transactions can be downloaded (see below). If you selected a small date range with a low number of transactions, the download should be ready in less than a minute. If the date range contains a large number of transactions, it may take a few minutes to populate. Simply refresh the screen to get the latest update.

<Note>
  **Note:**

  If you selected *Approved* transactions only on the Configure screen, only approved transactions will be visible.
</Note>

### **Support & Inquiries**

<Accordion title="Can I re-export a purchase?">
  Every exported purchase has a "Synced to PEX Connector for Shelby" note. If you remove this note, the purchase will be re-exported.
</Accordion>

For any questions related to your exporter, please email [shelby@pexcard.com](mailto:shelby@pexcard.com)


# PEX Exporter for Shelby (Prepaid)
Source: https://support.pexcard.com/administrator-guide/pex-exporter-for-shelby-prepaid

Automate generation of a Shelby Next-compatible XLSX file containing PEX purchases, transfers, and fees from your Prepaid account.

[Shelby Financial](https://www.shelbysystems.com/blog/shelbynext-financials-church-fund-accounting-software-review/) is a popular suite of software used by churches and non-profit organizations.

The PEX Exporter for Shelby Next automates generating a .xlsx file with your PEX activity such as purchases, transfers, and fees. This file can be used to upload the details into your Shelby Next account.

The PEX Exporter for Shelby makes it easier to:

* Generate compatible files on a schedule.
* Keep track of the PEX transactions already been included in the file, avoiding duplication.
* Customize configuration setting per individual business need.

<Note>
  **Note:**

  ***Note** - PEX File Exporter for Shelby Next does not support receipt images in the export file.*
</Note>

### **Accessing the App**

<Steps>
  <Step>
    Log on to your PEX account on [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support).
  </Step>

  <Step>
    Navigate to the "Apps" section in the left-hand side menu.
  </Step>

  <Step>
    Click on "Available" at the top.
  </Step>

  <Step>
    Find the "Shelby Next" app. Click on "More info" at the bottom of the app tile.
  </Step>

  <Step>
    Click on the "Install" button at the bottom to install the app. Once installed, click on the "Launch" button, which will launch/open the app. Note: you do not need to download any file to install an app. The exporter is web-based.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

### **Configuration**

<Steps>
  <Step>
    Select the earliest transaction date. The exporter will pick transactions that are settled on and after this date.
  </Step>

  <Step>
    There are three settings corresponding to three types of transactions on the PEX platform:

    * Sync Purchases - Includes your PEX card purchases made at the merchant.
    * Sync Transfers - Includes PEX account funding/defunding transactions.
    * Sync Fees - Includes PEX account fees if any.

    Enable the desired type of transaction(s) and set up the configuration for each type of transaction.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

### **Configure Purchase/Transfer/Fee Transactions**

You are presented with the option to sync Purchases, Transfers, and/or Fees. Let's start with Purchases. Turn the toggle ON the Sync Purchases and select if you want to export "all" or only "approved" transactions.

The table represents the configuration for each column in the file:

* Enabled. This option controls if the corresponding Target field will be included in the file. If turned OFF, the Target field will be excluded from the file and if turned ON, the Target field will be included. All required fields denoted with \* will be enabled by default.
* Target field. These are the name of the columns in the file.
* Source. Select which data shall be populated in the Target field. The source can be:
  * Transaction means that data from transactions will be used, e.g. amount and date may be mapped with the transaction.
  * Text means that you select to populate the target field with the Text that is entered in the source column.
  * Tag means that you select to populate the data from the tag value. Tags selected are based on your business' active PEX tags. To manage tags, navigate to Business settings > Tag manager.
* Source value. Depending on the selected Source, you can select/enter the source value.

<Note>
  **Note:**

  All options included as a default can be updated based on your preferences.
</Note>

<Frame>
  <img alt="" />
</Frame>

Repeat the setup in the same way for Transfers and Fees. Once all required fields are populated, press "Submit".

### **Schedule File Generation**

A schedule can be created specifying the Schedule date and Schedule time on which the file will be generated. The schedule can be made recurring by turning on the Repeat toggle switch.

<Frame>
  <img alt="" />
</Frame>

Once the Schedule is saved, you will see a list of your saved schedules. Options in the "Action" column will allow you to run ad-hoc reports or delete the schedule.

<Frame>
  <img alt="" />
</Frame>

### **History**

When the export file is run now or per the set schedule, the file will be available to download in the History section.

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported. The Action tab will have a download button once the transactions can be downloaded (see below). If you selected a small date range with a low number of transactions, the download should be ready in less than a minute. If the date range contains a large number of transactions, it may take a few minutes to populate. Simply refresh the screen to get the latest update.

<Note>
  **Note:**

  If you selected *Approved* transactions only on the Configure screen, only approved transactions will be visible.
</Note>

<Frame>
  <img alt="" />
</Frame>

### **Support & Inquiries**

<Accordion title="Can I re-export a purchase?">
  Every exported purchase has a "Synced to PEX Connector for Shelby" note. If you remove this note, the purchase will be re-exported.
</Accordion>

For any questions related to your exporter, please email [shelby@pexcard.com](mailto:shelby@pexcard.com)


# PEX Funding Scheduler
Source: https://support.pexcard.com/administrator-guide/pex-funding-scheduler

The PEX Funding Scheduler is an optional app for the PEX platform that allows you to create customized funding schedules for your cardholders. You schedule the day and time, and amount of funds to load onto a card. The app does the rest.

## How to Install the Funding Scheduler

To install the Funding Scheduler:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to Apps on the left side of your PEX menu.
  </Step>

  <Step>
    Select the "**Available**" tab.
  </Step>

  <Step>
    Locate Funding Scheduler.
  </Step>

  <Step>
    Click "**More info**" on the tile.
  </Step>

  <Step>
    Click "**Install**".
  </Step>

  <Step>
    Click "**Launch**".
  </Step>
</Steps>

Once the app is installed, you can access it in future via the "Installed" tab on the Apps page. Just click the button titled "Launch" to access the app.

<Frame>
  <img alt="" />
</Frame>

<Note>
  **Note:**

  To install the app, you need to enable the following permission: *Edit business settings & apps*. You can enable it in [My Profile -> Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

## How to Schedule a Funds Transfer

To schedule a funds transfer:

* Select the appropriate cardholder(s) from your PEX account. Find the cardholder by applying a filter:
  * Include all cardholders
  * Only include cardholders with Schedules
  * Only include cardholders without Schedules
    <Frame>
      <img alt="image.png" />
    </Frame>
* Specify the last name of the cardholder to narrow the search criteria.
  <Frame>
    <img alt="image.png" />
  </Frame>
* Click on the "Add" button in front to each cardholder name to set the funding schedule for that cardholder.
  <Frame>
    <img alt="image.png" />
  </Frame>
* Input details for the funding event:
  * Funding Date - Date on which card will be funded.
  * Funding Time - Time of funding on the funding date.
  * Amount - Dollar amount for funding.
  * Note - optional note for funding.
* You can choose to repeat the funding schedule. Toggle the switch and select:
  * Number of days/weeks/months after which the funding schedule is expected to repeat.
  * Date until which the schedule is expected to repeat.
    Note: If the funding date is set for the 31st of the month, all months following that do not have 31 days will post on the preceding day of the month to ensure funding on the last day of any given month.
* Click "Save" to save the schedule.
  <Frame>
    <img alt="image.png" />
  </Frame>

You can set multiple schedules for the same cardholder. Each schedule will be used for funding once. Please also note that only one funding can be scheduled at a specific date and time per cardholder. If you schedule multiple card funding at the same time, only the first funding will take place.

A schedule can be deleted by clicking on the trash can symbol for that schedule.

## View schedules

The View schedules tab allows you to view active funding for a cardholder. You'll be able to see the time of funding, cardholder name and last 4 digits of their card, amount, schedule details and confirmation #. 

<Frame>
  <img alt="image.png" />
</Frame>

## View history

The History tab allows you to view past funding for a cardholder. You'll be able to see the time of funding, cardholder name and last 4 digits of their card, amount, status of the funding and transaction ID.

<Frame>
  <img alt="image.png" />
</Frame>

## Export

The Export tab allows you to view upcoming funding for all cardholders in a downloadable csv. Select within a date range, or leverage a preconfigured report of "Tomorrow", "This Week", "This Month", or "This Year". Within the report, you can view one time funding requests and ongoing funding requests.

<Frame>
  <img alt="image.png" />
</Frame>


# PEX MCP Server
Source: https://support.pexcard.com/administrator-guide/pex-mcp-server

PEX now supports the Model Context Protocol (MCP) server, enabling AI assistants like Claude to interact directly with PEX business accounts. Through the PEX MCP Server, users can access the PEX Card External API to manage cards, transactions, balances, spending rules, and more, 

PEX now supports the Model Context Protocol (MCP) server, enabling AI assistants like Claude to interact directly with PEX business accounts. Through the PEX MCP Server, users can access the PEX Card External API to manage cards, transactions, balances, spending rules, and more, all using natural language. This integration empowers admins to seamlessly analyze business spending, review transactions, and monitor card activity through their preferred AI assistant.

Things you can do using the PEX MCP server:

* "Show me all unreviewed transactions this month"
* "What did our M\&S team spend last week?"
* "Check the business balance across both accounts"
* "Look up John's recent card activity"
* "Which transactions are over \$500 and missing receipts?"

## To get started:

1. Log in to the Dashboard via [https://dashboard.pexcard.com](https://dashboard.pexcard.com/)

2. Navigate to the 'Profile' icon at the top right corner and click on that

3. Click on the 'Authorized apps' tab\
   Notes: The Feature is available only for admin users\
   If you don't see the tab, contact the PEX support team at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) to get the feature enabled

4. Click on the 'MCP server config' button

5. Click on the 'Generate' button on the modal window\\
   <img alt="" />

6. Follow the instructions [here](https://marketplace.pexcard.com/build-your-app/mcp-server) to install the PEX MCP server.


# PEX Spend Analytics
Source: https://support.pexcard.com/administrator-guide/pex-spend-analytics

**PEX Spend Analytics** provides insights on your company's PEX spend including spend over the current vs. prior month, your top merchants and MCC codes, and more.

## Accessing app

To access the app:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Locate **PEX Spend Analytics**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.
  </Step>
</Steps>

## Selecting your report

From the dropdown, select the report you wish to view and click launch. View details below on each report.

## Cardholder spend

The Cardholder spend report displays an overview by cardholder. Here you can see the following information:

1. Total cardholder spend over the past 2 months.
2. Last 4 digits, the total amount, total # of transactions and average spend in the current month.

Click on the export filter at the top to filter the report by date or export to Excel.

<Frame>
  <img alt="" />
</Frame>

## Total spend

The Total spend report displays an overview of your PEX spend for the current and prior month. Here you can see the following information:

1. Total spend and % compared to the prior month
2. Last month spend
3. \# of transactions
4. The amount and merchant for your largest purchase
5. Total spend year to date (YTD)
6. Total spend over month
7. Total spend last 4 weeks

Click on the export filter at the top to filter the report by date or export to Excel.

<Frame>
  <img alt="" />
</Frame>

## Merchant spend

The Merchant spend report displays an overview of your spend by merchant category for the current month. Here you can see the following information:

1. Spend by merchant category (sorted descending)
2. A table of merchants including total amount, total transactions and average spend.

Click on the export filter at the top to filter the report by date or export to Excel.

<Frame>
  <img alt="" />
</Frame>

## MCC spend

The MCC Spend report lists the merchant categories that your business has purchased using your PEX card over the past month. Here you can see the following information:

1. Spend by MCC Name & Code (including % of your total spend and dollar amount)

Click on the export filter at the top to filter the report by date or export to Excel.

<Frame>
  <img alt="" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="How frequently does the data update?">
    Your spend information is updated 4 times a day.
  </Accordion>

  <Accordion title="How far back does the data go?">
    Data is visible from January 1, 2022.
  </Accordion>

  <Accordion title="What type of transactions are included in these calculations?">
    The totals include settled transactions only. Pending transactions are not included.
  </Accordion>

  <Accordion title="What type of exports are available?">
    All charts are exportable to Excel. Simply navigate to the Export button on the top bar.
  </Accordion>

  <Accordion title="Can I view spend across all of my PEX accounts?">
    At this time, you can only view analytics for an individual account. We are working to add this across multiple accounts in the future.
  </Accordion>
</AccordionGroup>

For any questions related to Spend Analytics including any other information you would like to see, please email [appsupport+spendanalytics@pexcard.com](mailto:appsupport+spendanalytics@pexcard.com)


# PEX Split Tags
Source: https://support.pexcard.com/administrator-guide/pex-split-tags

Allocate a single PEX expense across multiple account codes or funding sources using Split Tags on Pro and higher plans.

PEX Split Tags enables you to allocate a single expense to multiple account codes or funding sources. This article guides you through the steps on how to use PEX Split Tags. 

<Frame>
  <iframe title="PEX: How to Use Tag Manager" />
</Frame>

## Permissions

Your account need to be enrolled in PEX Pro pricing plan or higher to take advantage of PEX Tags and Split Tag functionality. If you are already using PEX tags with your PEX account, it's easy to get the Split tag feature turned on. Please contact [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com). 

## How to enable Split Tags

Once your account is enabled for the Split tag by admin support, you will find the "Enable Split Tags" check box in Tag manager. Check the box. 

<Frame>
  <img alt="PEX: How to Enable Split Tags" />
</Frame>

## How to use Split Tags

On each transaction, the "Split" option will be visible in the Tags section.  

<Frame>
  <img alt="PEX: How to Use Split Tags" />
</Frame>

When you click "Split", the set of tags will be replicated with a 50% split of the transaction amount as default. The transaction can be split multiple times. Users can edit the amount or the percentage allocation for each split. **Sum of the all split amounts should match the Transaction amount**. 

Click on the "Save" button to save the tags. 

<Frame>
  <img alt="PEX: How to Save Split Tags" />
</Frame>

You can verify the allocation tag values and the amounts for each allocation. 

<Frame>
  <img alt="PEX: How to Verify Split Tags" />
</Frame>


# PEX tag matching with accounting systems
Source: https://support.pexcard.com/administrator-guide/pex-tag-matching-with-accounting-systems

How PEX matches transaction tags to entities in your accounting platform when automatic tag sync is turned off, including match order and hierarchy handling.

## Who is this article for?

Transaction tags are a flexible way to attach extra data to transactions.

PEX recommends syncing tags with your accounting platform using a connector when you can. Some businesses need more control over tags and leave **Sync tag** options off. This article explains how PEX still matches tags to data in your accounting system in that case.

## What steps does PEX take when matching tags to third-party data?

PEX tries to match tags in this order:

1. Tag **option value** in PEX → entity **ID**
2. Tag **name** in PEX (the **Display as** value) → entity **name**
3. Tag **option value** in PEX → entity **name**
4. Tag **name** in PEX (**Display as**) → entity **name** using **hierarchy + delimiter**
5. Tag **option value** in PEX → entity **name** using **hierarchy + delimiter**

The last two steps help match within hierarchical expense categories. For example, an app might use:

1. `Hotels`
2. `Sales:Demos:Hotels`

PEX looks for the most specific child category first—in this example, `Sales:Demos:Hotels`. If no child match is found, it tries the parent category.

For implementation details, see the tag-matching code in [`MatchingExtension.cs`](https://github.com/pexcard/pex-sdk-dotnet/blob/master/src/PexCard.Api.Client.Core/Extensions/MatchingExtension.cs) in the [`pex-sdk-dotnet`](https://github.com/pexcard/pex-sdk-dotnet) repository on GitHub.


# Providing Online Account Access to Cardholders on All Programs
Source: https://support.pexcard.com/administrator-guide/providing-online-account-access-to-cardholders-on-all-programs

Administrators can reduce their daily administrative burden and also empower staff when they give cardholders online access to their PEX card accounts.

**A cardholder's most common question is, "What is my card balance?"** With online access (a profile set up at [https://dashboard.pexcard.com/registration](https://dashboard.pexcard.com/registration?utm_source=support)), a cardholder can: 

* Check their card balances for themselves
* Track their purchases, and upload receipts
* Help spot unfamiliar transactions on their card

If you want to offer this feature to your cardholders, then please be sure to enter accurate information when creating their profiles during the card ordering process (email address, DOB, etc.).

* Cardholders will need this information to

a) to register and create their PEX cardholder accounts, and\
b) to get access to their individual card account information

To enable your cardholders to register their cards and create login credentials, follow these steps:\
[How to Send a Cardholder Invite](/administrator-guide/how-to-send-a-cardholder-invite)


# Quick Start for Administrators
Source: https://support.pexcard.com/administrator-guide/quick-start-for-administrators

Everything you need to know to get up and running on the PEX platform.

<CardGroup>
  <Card title="Using a Vendor Card for Subscriptions (Step by Step for Google Workspace)" href="/administrator-guide/using-a-vendor-card-for-subscriptions-step-by-step-for-google-workspace" icon="google" />

  <Card title="How to Enable Multi-factor Authentication" href="/administrator-guide/how-to-enable-multifactor-authentication" icon="shield-check" />

  <Card title="Enabling SMS Multi-Factor Authentication on All Programs" href="/administrator-guide/enabling-sms-multifactor-authentication-on-all-programs" icon="shield-check" />

  <Card title="Understanding credit line and spend limits for Credit Expense programs" href="/administrator-guide/understanding-credit-line-and-spend-limits-for-charge-expense-programs" icon="credit-card" />

  <Card title="Contact Administrator Support" href="/administrator-guide/contact-administrator-support" icon="envelope" />

  <Card title="How to Activate a New PEX Card on All Programs" href="/administrator-guide/how-to-activate-a-new-pex-card-on-all-programs" icon="credit-card" />

  <Card title="How to Quick Fund a Card" href="/administrator-guide/how-to-quick-fund-a-card" icon="credit-card" />

  <Card title="How to Activate a New Administrator Account from an Invite" href="/administrator-guide/how-to-activate-a-new-administrator-account-from-an-invite" icon="user" />

  <Card title="How to Reset Your Password" href="/administrator-guide/how-to-reset-your-password" icon="key" />

  <Card title="How to Order PEX Cards" href="/administrator-guide/how-to-order-pex-cards" icon="credit-card" />

  <Card title="How to Fund Your PEX Business Account" href="/administrator-guide/how-to-fund-your-pex-business-account" icon="credit-card" />

  <Card title="Adding a Bank Account" href="/administrator-guide/adding-a-bank-account" icon="credit-card" />

  <Card title="Setting Spend Rules for a Card" href="/administrator-guide/setting-spend-rules-for-a-card" icon="credit-card" />

  <Card title="Providing Online Account Access to Cardholders on All Programs" href="/administrator-guide/providing-online-account-access-to-cardholders-on-all-programs" icon="credit-card" />

  <Card title="Streamline Your Purchase Workflow: Tips & Best Practices" href="/administrator-guide/streamline-your-purchase-workflow-tips-best-practices" icon="list-check" />

  <Card title="Configuring multi-level approval policies" href="/administrator-guide/configuring-multilevel-approval-policies" icon="sitemap" />
</CardGroup>


# Sync QuickBooks Online vendors to PEX
Source: https://support.pexcard.com/administrator-guide/quickbooks-online-vendor-card-creation

Sync your QuickBooks Online vendors into PEX as vendors with linked vendor cards ready for bills and payments

<Frame>
  <iframe title="YouTube video player" />
</Frame>

**Sync vendors to PEX** turns your QuickBooks Online vendor list into PEX vendors you can pay right away. For each vendor you select, PEX creates a vendor record from your QuickBooks data and links a vendor card as its default payment method in one step. You get a ready-to-use vendor list for bills and payments without re-entering anyone, and you can save 1% on vendor spend with a PEX Vendor Card.

## Accessing the app

Log into your PEX account to finalize the set up.

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
  </Step>

  <Step>
    Scroll to locate **PEX Connector for QuickBooks Online**.
  </Step>

  <Step>
    Click **More info** > **Install** > **Launch**.
  </Step>
</Steps>

## Select your use case(s)

There are currently two options for how you can connect PEX with QuickBooks Online. We recommend as many as possible to make your reconciliation experience seamless.

* Create vendor cards from my QuickBooks vendors.
* Sync transactions from PEX to QuickBooks nightly.

<Steps>
  <Step>
    Click **Create vendor cards from my QuickBooks vendors** to open the **Sync vendors to PEX** wizard.

    <Frame>
      <img alt="QuickBooks Online vendor card use case" />
    </Frame>
  </Step>

  <Step>
    Click the green button to connect to your QuickBooks Online account if you are not already connected.
  </Step>
</Steps>

The wizard has three steps: **Select vendors**, **Configure options** and **Confirm**.

## Step 1 — Select vendors

<Steps>
  <Step>
    You will see a dual-panel picker: your QuickBooks vendors on the left under **All** and your picks on the right under **Selected**. Each row shows the vendor name and its QuickBooks spend so you have context while you choose.

    <Note>
      **Note:**

      PEX imports only **active** vendors.
    </Note>

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Sort the list **A to Z**, **Z to A** or by **spend**, and use the search box to filter by vendor name.
  </Step>

  <Step>
    Click a vendor row to select it. Selected vendors move to the **Selected** panel.

    <Note>
      **Note:**

      You can sync up to **25** vendors at a time.
    </Note>
  </Step>

  <Step>
    A vendor with no address in QuickBooks shows a **No address** label and is grayed out so you cannot select it. Hover over the row and you will see: *Address is required. Add an address in QuickBooks and refresh this page.* Add the address in QuickBooks Online, then refresh the wizard.
  </Step>

  <Step>
    If a vendor is missing from the list, add them in QuickBooks Online first. See [Add a vendor in QuickBooks Online](https://quickbooks.intuit.com/learn-support/en-us/help-article/vendor-management/add-vendor-quickbooks-online/L29cgm4Ag_US_en_US?uid=ld34zhpc). After you add them, the name is searchable in PEX.
  </Step>

  <Step>
    To start over, click **Reset**. It appears once you select at least one vendor.
  </Step>

  <Step>
    Click **Next**. If you have not selected a vendor, PEX shows *Select at least one vendor*.
  </Step>
</Steps>

## Step 2 — Configure options

<Steps>
  <Step>
    On the **Configure how your vendors are used** screen you will see every vendor you selected. Each vendor is created in PEX with a linked vendor card for payments, so here you set the funding for those cards. An info banner shows how much you have available for funding.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Set funding per vendor:

    * **Prepaid**: turn on **Auto Funding** to fund the card from your PEX Business Balance, or add an **Initial Funding** amount for that vendor card.
    * **Credit**: set the **Card Limit** for each vendor card.
  </Step>

  <Step>
    Use the **Automatically map expenses from vendor cards to vendors in QuickBooks** toggle at the bottom. It is **on** by default.
  </Step>

  <Step>
    When the toggle is **on**, spending on each vendor's card maps back to the matching QuickBooks vendor for reporting. When it is **off**, PEX books all your PEX purchases against a single vendor.
  </Step>

  <Step>
    Click **Next**.
  </Step>
</Steps>

## Step 3 — Confirm

<Steps>
  <Step>
    On the **Confirm syncing vendors to PEX** screen, a banner reminds you what happens for each vendor. PEX will:

    1. Create a vendor with the name, address and email from QuickBooks.
    2. Create and link a vendor card as the default payment method.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Review the summary table, then click **Sync vendors** to confirm. Use **Back** to change funding options or **Cancel** to close the wizard.

    <Note>
      **Note:**

      Before creating a vendor, PEX checks whether that QuickBooks vendor already exists in PEX (by QuickBooks vendor ID first, then by name). If it already exists, PEX skips it so you never get a duplicate. This is why the wizard works cleanly alongside bill sync: vendors you sync here are recognized when unpaid bills sync in.
    </Note>
  </Step>

  <Step>
    If a vendor name in QuickBooks is longer than 15 characters, the vendor card name in PEX is truncated to 15 characters. The vendor record keeps the full name.
  </Step>
</Steps>

## Managing vendors

<Steps>
  <Step>
    After you sync, PEX opens the **Manage vendors** tab, where you can view the PEX vendors created from your QuickBooks vendor list. All vendor cards are **activated** on creation and can be used immediately.

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click a vendor name to open the vendor detail page in your Dashboard's **Vendors** section.
  </Step>

  <Step>
    The table shows the sync and status of each vendor:

    * **Prepaid**: Date Created, Vendor Name, Auto Funding, Initial Funding, Sync Status, Vendor Status (Draft, Pending, Onboarded, Closed) and Card Status (Open, Closed).
    * **Credit**: Date Created, Vendor Name, Card Limit, Sync Status, Vendor Status (Draft, Pending, Onboarded, Closed) and Card Status (Open, Closed).
  </Step>

  <Step>
    If you have not synced any vendors yet, you will see *No vendors synced yet. Click SYNC VENDORS to get started.*
  </Step>
</Steps>

For connector questions, email [quickbooks@pexcard.com](mailto:appsupport+quickbooksonline@pexcard.com)


# Receipt Capture
Source: https://support.pexcard.com/administrator-guide/receipt-capture

Attach receipts to transactions for full reconciliation and audit compliance.

<CardGroup>
  <Card title="Enabling Receipt Reminders for Cardholders" href="/administrator-guide/enabling-receipt-reminders-for-cardholders" icon="bell" />

  <Card title="What is an Expired Receipt?" href="/administrator-guide/what-is-an-expired-receipt" icon="calendar-xmark" />

  <Card title="How to Attach Receipt to Transaction (Administrator)" href="/administrator-guide/how-to-attach-receipt-to-transaction-administrator" icon="paperclip" />

  <Card title="How to Delete a Receipt (Administrator)" href="/administrator-guide/how-to-delete-a-receipt-administrator" icon="eraser" />

  <Card title="How to review transactions with receipts, tags and user notes" href="/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes" icon="magnifying-glass" />

  <Card title="How to Export a Receipt Archive" href="/administrator-guide/how-to-export-a-receipt-archive" icon="file-export" />

  <Card title="Supported Browsers for PEX Websites" href="/administrator-guide/supported-browsers-for-pex-websites" icon="window-restore" />

  <Card title="Receipt Capture Terms of Use" href="/administrator-guide/receipt-capture-terms-of-use" icon="file-shield" />
</CardGroup>


# Receipt Capture Terms of Use
Source: https://support.pexcard.com/administrator-guide/receipt-capture-terms-of-use

You agree that your use of Receipt capture is governed by these Terms of Use. PEX is not responsible for the content, completeness or accuracy of attachments displayed. Receipts can be viewed by the cardholder as well as all PEX business administrators.

Except as otherwise provided below, receipts will be stored until the earlier of: (1) 25 months from the date of the Card transaction on the receipt, or (2) the date that your PEX account is closed. Notwithstanding the foregoing, PEX may delete or purge receipts for any reason in its sole discretion, with or without notice. For example, we may remove receipts or otherwise delete information in your account if it (a) is found to contain viruses or other potentially damaging computer code; (b) contains illegal, copyrighted or objectionable contents, (c) contains content other than receipts or (d) exceeds storage capacity established for this service or any specific account. PEX may modify this service for any reason at any time, in its sole discretion, with or without notice.

You agree that PEX may collect information contained in or about your receipts and our use of this information is governed by the [PEX Privacy Policy](https://www.pexcard.com/privacy-policy?utm_source=support).


# Receipt matching (Admin guide)
Source: https://support.pexcard.com/administrator-guide/receipt-matching-admin-guide

Receipt Matching uses AI to automatically match receipts to a transaction, streamlining the reconciliation process within your PEX account.

Receipt Matching uses AI to automatically match receipts to a transaction, streamlining the reconciliation process within your PEX account.

## Uploading receipts

From a Web Browser:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/)
  </Step>

  <Step>
    Click **Review** from the left navigation.

    <Frame>
      <img alt="Review menu in left navigation" />
    </Frame>
  </Step>

  <Step>
    Navigate to the **Attachments** tab.
  </Step>

  <Step>
    Click **Upload**.
  </Step>

  <Step>
    Click **Browse** to upload your file, or drag and drop the file into that window. Note attachment specifications:

    * Max 10 MB per file
    * Max 50 MB in total (5 files x 10 MB)
    * Accepted formats: PDF, PNG, or JPG
  </Step>
</Steps>

<Frame>
  <img alt="Attachments tab" />
</Frame>

All receipts will appear under the "Attachments" tab and will be ready to match to a transaction.

## Reviewing matches

All matches are ready for Admin review on the **Not Reviewed** tab (details on when transactions get into "Not Reviewed" status). You can also view matched receipts on the "Transaction details" screen.

### Review menu

Once a receipt is matched, you'll have the ability to review and approve the transaction on the **Not reviewed** tab to ensure all necessary items such as the receipt image, tags and notes are correct. More info [here](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes). You'll be able to identify these matches with the sparkle icon and the "Auto match" label.

<Frame>
  <img alt="Auto match label on Review menu" />
</Frame>

### Transaction details

You can also view auto matches on **Transaction details** screen. You'll be able to identify these matches with the sparkle icon and the "Auto match" label.

<Frame>
  <img alt="Auto match label on Transaction details" />
</Frame>

## Editing receipts

PEX will take a best guess at matching the receipt image to a transaction based on things like the vendor name, amount and time of the transaction. If you need to replace the receipt matched to a transaction, you can:

* Replace a receipt:
  * Click **Edit**
  * Click on the **Replace receipt** icon
  * Replace the image
  * Click **Save**

* Delete a receipt:
  * Click **Edit**
  * Click on the **Trash bin** icon
  * Click **Delete** in the confirmation message
  * Click **Save**

* Delete a receipt (alternate method):
  * Click on the cross icon
  * Click **Delete** in the confirmation message

If a receipt is edited or deleted, the image will reappear in the Attachments tab.

## Waiting for a match

Some transactions may appear in PEX later than when you send the receipt. Examples include:

1. **Amazon**: Transactions may not immediately appear because Amazon processes payments only when items are ready to ship. This means there could be a gap between when the receipt is sent and when the transaction posts.
2. **Hotels**: These merchants often authorize charges after checkout, leading to a delay between the stay and the final charge appearing on the account.
3. **Airlines/Travel Agencies**: Travel-related transactions may be delayed due to ticketing, reservations, or itinerary changes.

As a result, you might see a "Waiting for a Match" message on the receipt thumbnail. PEX is waiting for your transaction to appear to auto-match it.

<Frame>
  <img alt="Waiting for a Match message" />
</Frame>

Hovering over the clock icon will show the next scheduled attempt for auto-matching.

While PEX is waiting for a match:

* You can manually match the receipt.
* You cannot edit the receipt.
* You can delete the receipt.

## Detecting duplicates

PEX has built in detection to look for duplicate attachments. If one of the receipt images is a potential duplicate, it will be flagged with an (i) and a potential duplicate attachment warning.

<Frame>
  <img alt="Duplicate attachment warning" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="When is an Auto match made?">
    PEX attempts to match a receipt to a transaction each time you or your cardholders:

    * Manually uploaded a receipt to the "Attachments" tab
    * Sent a receipt via [SMS](/administrator-guide/text-to-pex-admin-guide)
    * Sent a receipt via [email](/administrator-guide/email-to-pex-admin-guide)

    Transactions that have already been approved or with an existing receipt will not be included in the match.
  </Accordion>

  <Accordion title="How does PEX do the matching?">
    PEX uses AI and looks at data such as cardholder, merchant name, date and amount of the transaction.
  </Accordion>

  <Accordion title="Does the match work on AUTH and Settled transactions?">
    PEX will look for both AUTH and Settled purchases as long as they are not yet approved or have an existing receipt.
  </Accordion>

  <Accordion title="What happens if the auto match is not correct?">
    Admins can remove or delete an auto match from a transaction, the receipt will reappear in the "Attachments" tab and can be attached to the correct transaction.
  </Accordion>

  <Accordion title="Why didn't my receipt match?">
    To ensure best matching results:

    * Ensure your receipt has a date and total amount paid visible.
    * Submit receipts only for purchases made using your PEX card.
  </Accordion>

  <Accordion title="What happens to the cardholder receipt?">
    Once PEX makes an auto match, the receipt is matched to the transaction and ready for review.
  </Accordion>

  <Accordion title="What types of attachments are supported?">
    Receipts work best. Invoices and Purchase orders are not supported at this time.
  </Accordion>

  <Accordion title="Will my multi-page PDF receipt be auto matched?">
    Yes.
  </Accordion>
</AccordionGroup>


# Recent Changes
Source: https://support.pexcard.com/administrator-guide/recent-changes

PEX is an evergreen SaaS platform, which means that our engineering and product teams are constantly working to improve our products and services. As part of our continuous deployment process we make updates to our software every single day, multiple times throughout the day. The

PEX is an evergreen SaaS platform, which means that our engineering and product teams are constantly working to improve our products and services. As part of our continuous deployment process we make updates to our software every single day, multiple times throughout the day. These updates may be fixes & improvements to existing functionality, or new functionality not yet available to our users. This article provides updates on changes that we have made summarized on a weekly basis. Please be sure to subscribe to our [monthly product blog](https://www.pexcard.com/blog/) for

## Mar-16, 2025 to Mar-20, 2026

* **CSP, Dashboard, Internal API, Reporting, Fraud Service, Credit**

This set of releases continued to mature credit application, disputes, and bill inbox/vendor payment workflows end-to-end. CSP added richer credit/dispute tooling (contextual credit application reprocess errors, decision reason display, audit event visibility, applicant external login visibility, AllowedLoginMethods, created date in admin search, due date surfaced for reverification, SBFE alerts, and statement links). Dashboard expanded Bill Inbox (Inbox filters/selection/bulk actions and Review tab), improved account linking UX, added automation for bulk “Send Invites”, and refined “Authorized apps”/MCP server access experiences (beta badge, info messaging). Internal API increased bank statement upload limits and fixed duplicate-statement and bill-pay statement issues, added vendor payment support for non-platform payments, and improved external login flows (including fixes for Google sign-up/sign-in edge cases). Fraud optimized dispute eligibility performance. Credit focused on reliability and telemetry: fixed AMS alert onboarding issues, JSON/NaN crashes blocking alert emails, SQL timeouts, Salesforce onboarding case creation gaps, resubmit validations and state transitions, and preserved original submission data on resubmits; it also added early reverification triggers for prolonged Plaid disconnections.

(CSP-1537, CSP-1552; Dashboard-4172, Dashboard-4179, Dashboard-4189; Internal API-1128, Internal API-1129; REP-related items surfaced in CSP; CONDOR-329; Credit-916)

* **Purchasing, Invoicing, Metadata, Search**

Bill Pay and Bill Inbox improvements were reinforced at the service layer. Purchasing added vendor icon/logo support for Bill Inbox History/Review, fixed vendor creation so IconUrl/LogoUrl populate correctly, added a NonPlatformPaymentEnabled vendor flag, and improved observability/logging hygiene (OTEL updates, devsql DNS, Linux console logging disabled). Invoicing upgraded to .NET 10, added due date filtering support in Bill Inbox search (noted earlier), expanded Bill Inbox remit-to fields/address fields, added non-platform payment as a payment method, and added a paginated endpoint for open business account numbers (not a blocker). Metadata shipped multiple Bill Inbox and Visa Enhanced stability fixes (attachments tab placement, JSON conversion and deserialization failures, OTEL package update). Search improved stability and correctness by removing \~70s timeouts caused by unnecessary enrichment in CardholderSearchCount and fixing occasional networkTransactionId formatting issues; it also updated OTEL.

(Purchasing SVC-457; Invoicing-422, Invoicing-430; Metadata-1198; Search SVC-230)

* **CSP, Approval Service, Dashboard**

Group-based workflows and admin tooling improved. CSP deprecated the “Use Cardholder Groups” setting in favor of newer group handling, added AllowedLoginMethods business setting, and improved admin search results (Created Date). Dashboard added the ability to choose between user vs cardholder groups when configuring group-based approval rules across approval workflows. Approval Service shipped .NET 10 + OTEL upgrades (and earlier added user-group logic for “If” conditions).

(CSP-1537; Dashboard-4134, Dashboard-4143; Approval SVC-170)

* **Cardholder, Embossing, Security & Identity**

Cardholder and identity data alignment continued to support “cardholder group” isolation. Cardholder exposed SecurityGroupId on Cardholder Group API responses and implemented dual-write syncing to Security.\[Group] type=2 and GroupXUser; it also disabled Linux console logging to prevent log accumulation. Embossing migrated its EmbossingRecordsGet stored procedure to use the IdentityLegacyMap + GroupXUser path, then temporarily restricted EmbossingRecordsGet to Cardholder GroupType only to avoid cross-group leakage, and included a dev environment fix plus documentation migration. Security & Identity compatibility changes were consumed by CSP/BM (AllowedLoginMethods and .NET 10 OAuth2 compatibility).

(Cardholder-590; EMBOSSING-62, EMBOSSING-63; CSP-1537)

* **Bank, Scheduling, IVR, LogEngine, Audit, MalwareProcessing**

A consistent operational theme was .NET 10 upgrades, OpenTelemetry updates, and reducing Linux log growth by disabling NLog consoleTarget. Bank fixed asset report validation behavior when a Plaid item is deleted (KnownFailure vs 500), added Plaid connection attributes, refactored HttpClient, and disabled console logging on Linux. Scheduling Service upgraded to .NET 10 + OTEL, disabled Linux console logging, migrated AGENTS.md, and fixed a Hangfire null-reference issue. IVR upgraded to .NET 10 + OTEL and continued release-process validation (SWARM testing). LogEngine delivered support fixes for inaccurate network transaction IDs. Audit also continued OTEL updates and removed Semantic Kernel in favor of Agent Framework (previously), aligning with the broader platform direction. MalwareProcessing patched high severity vulnerabilities (previously).

(Bank-667; Scheduling SVC-34; IVR-186, IVR-197; LogEngine-33; Audit items previously noted; MalwareProcessing Core 41 previously noted)

* **CSP, Dashboard, Bank**

Supportability improvements were visible across UI: correlation IDs were added to bank-connection and login/auth error messaging, reducing time-to-diagnose. Dashboard also improved legal-name prefill and wallet/account-linking experiences to reduce fulfillment and account-access issues.

(Dashboard-4134, Dashboard-4143, Dashboard-4172; CSP-1511; Bank-667)

* **BeneficialOwnerCore**

Compliance reporting continued with fixes to report schedules and destinations (314a destination path fixes). (BeneficialOwnerCore-Release-183)

* **Marketplace, Connectors, Rules Engine**

Marketplace and connectors continued both functional improvements and security/maintenance. Marketplace shipped an MCP server tab info message and updated manifests. NetSuite/Dynamics connector updates addressed multiple UX and sync issues (locations, settings, OAuth relogin routing, excluding system notes, description sync rules, expense category removal, new receipt endpoint, invalid value mapping, and more), plus a follow-up to increase parallel cardholder processing batch size. Rules Engine shipped a .NET 10 + OTEL upgrade and a fix for standardized vendor name toggle behavior.

(marketplace-329; marketplace-manifests-155; pex-connector-netsuite-288, pex-connector-netsuite-289; RE-Release-797)

## Mar-9, 2025 to Mar-12, 2026

* **CSP, Dashboard, Internal API, ExternalAPI, Reporting, Fraud Service**

Customer support and dispute workflows were the primary theme. CSP and Dashboard improved dispute handling/visibility, aligned dispute PDF generation to Reporting, and expanded tooling around ACH errors, Ocrolus duplicate detection, and credit/dispute data shown to support users. Internal API and ExternalAPI continued rolling out external login/registration capabilities, improved dispute case details (including better Salesforce case subject/description data), strengthened tag dependency rules, and continued dupe invoice flagging. Reporting added/updated dispute PDF output and patched a Magick.NET security vulnerability, while Fraud Service exposed additional fraud-engine options.

(CSP-1495, CSP-1511; Dashboard-4134, Dashboard-4143, Dashboard-4145, Dashboard-4153; Internal API-1099, InternalAPI-1111, InternalAPI-1123; ExternalAPI-684; REP-609, REP-615; CONDOR-324)

* **Search, LogEngine, Audit**

Platform reliability and operational noise reduction. Search and TransactionHub/LogEngine moved forward with .NET 10 upgrades and multiple bug fixes, plus new fields to improve transaction search/sync accuracy (AuthorizationResponseCode/TransmissionDateTime) and fixes for network transaction ID accuracy. Search/Audit/LogEngine also disabled NLog console logging on Linux to prevent unintended log accumulation, and Audit further reduced complexity by replacing Semantic Kernel with the Agent Framework while updating OpenTelemetry.

(Search SVC-218, Search-211, Search SVC-215; LogEngine-19, LogEngine-32, LogEngine-33; Audit-258, Audit-260, Audit-263)

* **Security & Identity, Business Management, Start, Mobile**

Authentication and onboarding improvements rolled out across web and mobile. Security & Identity continued OIDC Authentication/Registration work, added pre-checks to prevent orphaned accounts, expanded external login method support, and fixed OAuth/OTP reliability and error-reporting gaps. Start added Google Sign-Up/Sign-In, improved credit application wording and bank-statement fallback/duplicate-detection UX, patched a high-severity “core” CVE, and removed Microsoft Clarity. Business Management introduced/expanded partner settings and access gates (including MCP Server Access, AllowedLoginMethods), enabled Card Switch by default, and improved correlation-ID logging practices. Mobile 32.0.23 improved logging and MFA convenience (iOS), and fixed multiple first-time login and reimbursement/tagging UX issues.

(Security-SVC-1023, Security-SVC-1033, Security-SVC-1036; Business-1401, Business-1402, Business-1404, Business-1408; Start Site-338, Start-339, Start-351; Mobile 32.0.23)

* **Credit, Bank, Balance Engine, Approval Service, Rules Engine**

Credit and adjacent services focused on correctness, account lifecycle, and supportability. Credit delivered a large reliability release covering application resubmits, Ocrolus webhook hardening/recovery, multiple 500/validation fixes, audit events, retries for stuck applications, and multi-program account closure, plus decision-reason support. Bank improved Plaid/asset-report validation behavior (KnownFailure vs 500), added Plaid connection attributes, and reduced Linux log accumulation. Balance Engine fixed scheduled funding and credit billing-period issues and improved operational procedures. Approval Service and Rules Engine both added/expanded user-group support in rules configuration and improved merchant normalization/MCC mapping, with additional Linux log hardening.

(Credit-900; Bank-667; BE-Release-1200; Approval Service-167; RE-Release-791)

* **MalwareProcessing, Metadata, IVR**

Security and stability maintenance. MalwareProcessing patched high severity vulnerabilities and migrated documentation. Metadata continued dupe invoice flagging work, strengthened tag dependency constraints, improved duplicate detection support, added remit-to bank fields in bill email analysis, and fixed invoice/SMS/attachment edge cases. IVR focused on Linux deployment/process verification, reduced Linux log growth, and improved receipt/note SMS behavior.

(MalwareProcessing Core 41; Metadata-1194; IVR-159, IVR-160, IVR-162)

* **Marketplace, Apps, Connectors**

Broad Marketplace security patching, largely centered on CVE-2026-27970 (“core”) and related compiler CVEs, plus documentation migrations (AGENTS.md). Several connectors/apps also included targeted functional fixes (NetSuite filtering and inactive mapped field failures, Concur purchase sync).

(marketplace-manifests-143; pex-app-envelope-127; pex-app-analytics-69; pex-app-auto-tagger-381; pex-app-funding-scheduler-130; pex-app-batch-funding-121; pex-connector-data-export-250; pex-connector-intacct-185; pex-connector-zohobooks-63; pex-connector-google-sheets-166; pex-connector-xero-91; pex-connector-procore-54; pex-connector-google-drive-189; pex-connector-onedrive-129; pex-connector-netsuite-268; pex-connector-concur-257)

* **BeneficialOwnerCore, SalesForce**

Compliance/reporting and CRM metadata updates. BeneficialOwnerCore continued Bancorp-required reporting (314(a), Monthly Originators) and fixed scheduling/control-file naming issues. SalesForce shipped multiple metadata/configuration updates (including AccountTags, new queue/status, picklist updates, quota and event object metadata changes).

(BeneficialOwnerCore-Release-180, -181, -182; SalesForce-1397)

## Mar-2, 2025 to Mar-6, 2026

* **CSP, Internal API, ExternalAPI, Fraud Service, Reporting**

Dispute and case workflows were strengthened and aligned across systems. CSP switched dispute PDF generation to use the Reporting service (replacing PdfDispute.Client) and added more dispute-related UI/hardening (including XSS encoding fixes). Internal API expanded dispute support with dispute detail endpoints and added transaction details into Salesforce case descriptions after dispute submission, plus continued support for fraud-driven dispute flows. Fraud Service improved dispute search (search by cardholder name, filter by origin: CSP vs Dashboard), added an origin indicator (where the dispute was created), and introduced a client SDK for retrieving/downloading dispute attachments; it also fixed eligibility/search defects that could allow duplicate dispute attempts and name searches returning no results. Reporting added dispute form PDF generation (including questionnaire fields) and patched a high-severity Magick.NET CVE. ExternalAPI added a new Vendor/Active endpoint (not a blocker), migrated GET /Partner to Platform data, added an option to bypass/enable tag-save validation, and fixed incorrect HasAttachments flags.

(CSP-1495; Internal API-1080, Internal API-1084; CONDOR-316; REP-605, REP-609; ExternalAPI-684)

* **Dashboard, Start, Mobile**

Dashboard continued the transaction UX rollout and operational improvements. It removed Microsoft Clarity, renamed the Bill Inbox Pending tab to Inbox, reduced dependency loading time, added support for adding unregistered cardholders to user groups, and shipped Multi-Program Account Closure. Scheduled funding views were improved with “Max Per Funding” and MaxFundingAmount support, and multiple defects were fixed across receipts/notes concurrency, tag restrictions by group, backward compatibility for tag disabling + tag dependencies, partial receipt uploads, visibility TypeErrors, missing funding transaction IDs, vendor creation redirects, and ensuring the correct card is closed on fraud disputes. Additional fixes addressed regressions and bill pay/dispute UX gaps, plus dupe invoice flagging and general transaction UX missing features.

Start added Google Sign-Up/Sign-In, updated credit application text and Credit ZBA screen wording, patched a high-severity “core” CVE (CVE-2026-27970), and later removed Microsoft Clarity.

Mobile 32.0.23 went live with improved logging and iOS-only MFA code prepopulation (SMS/Gmail), plus many fixes across first-time login/verify identity, reimbursement creation/submission (including split-tag cases), tag UX/scroll behavior, approval flow visibility, attachment deletion behavior for auto-matched receipts, note editing/navigation issues, validation text/field alignment, and iOS secure code timing/profile edit issues.

(Dashboard-4106, Dashboard-4117; Start Site-338, Start-339; Mobile 32.0.23)

* **Search, LogEngine, Audit**

Search and logging were updated to support richer transaction data, scheduled funding limits, and operational stability. Search added AuthorizationResponseCode and TransmissionDateTime to purchase transaction search and also synced HasNote/HasTag on cardholder transactions. It added MaxFundingAmount to scheduled funding search results, added CardholderTypeId for faster filtering and the ability to identify registered vs non-registered cardholders, added GetProcessorTranId lookup support for TransactionMetadataSync, and improved stored procedure performance with OPTION(RECOMPILE). Follow-up Search fixes addressed dashboard card-funding display errors, cache-key issues, null TranId DataExceptions, and FK constraint failures in metadata delete flows; it also standardized filtering to use CardholderTypeId and disabled NLog consoleTarget on Linux to prevent log accumulation.

LogEngine added AuthorizationResponseCode and TransmissionDateTime to sync DTOs, later upgraded TransactionHub to .NET 10, disabled NLog consoleTarget on Linux, and addressed date/time inconsistencies between transaction list and details.

Audit patched the critical SemanticKernel CVE (CVE-2026-25592), later disabled NLog consoleTarget on Linux, and added a new CreditApplicationResubmittedEvent audit event.

(Search SVC-208, Search-211, Search SVC-215; LogEngine-19, LogEngine-32; Audit-258, Audit-260)

* **Security & Identity, Business Management, Cardholder, Bank**

Identity, onboarding, and group management received major updates. Security & Identity introduced OIDC Authentication & Registration (resolved), strengthened GroupType isolation (including seeding Cardholder group types and filtering at-risk stored procedures), fixed SQL timeouts in login audit device list, and resolved OTP reliability issues tied to stale keep-alive connections and update failures. It also added Search Engine sync when cardholder invite status changes and supports adding unregistered cardholders to user groups.

Business Management added partner schema + CRM fallback, new endpoints to retrieve partner/partner business ID, enabled Card Switch by default, enabled EAP by default (resolved), allowed document uploads for closed customers, and updated logging so Semantic Kernel services use PexLogger for correlation IDs. Follow-up enabled EarlyAutopaymentAccess for specific templates and added a new partner (Bakertilly) plus a setting to gate MCP server access.

Cardholder fixed ETD empty-file generation failures related to PGP encryption, added SecurityGroupId column + indexes to CardholderGroups, updated OpenTelemetry package, addressed a stuck error-queue message, and updated SQL references.

Bank patched a P1 issue where a NullReferenceException in PlaidApiProvider masked real Plaid error details.

(Security-SVC-1023; Business-1401, Business-1402, Business-1404; Cardholder-586; Bank-665)

* **Fraud Service**

Fraud Engine added bill payment controls and reliability improvements. It introduced an ACH safeguard rule for bill payments and updated rule queries to avoid deprecated tables. Later releases added “Admin Created Date”, fixed divide-by-zero errors in fraud rule stored procedures, and disabled NLog consoleTarget on Linux to prevent unintended log accumulation.

(CONDOR-319, CONDOR-323)

* **Metadata, Internal API, Dashboard**

Invoice/tagging data integrity was improved. Internal API added dupe invoice flagging and prevented adding dependencies to disabled/deleted tags; Dashboard also shipped dupe invoice flagging and fixed several tag recommendation/visibility issues tied to group restrictions and dependency backward compatibility. Search/Internal API also coordinated on dropping previously migrated columns (counts/group) from Search.Cardholder.

(Internal API-1099; Dashboard-4117, Dashboard-4106; Search SVC-208; ExternalAPI-684)

* **MalwareProcessing**

Patched high severity vulnerabilities and migrated AGENTS.md documentation.

(MalwareProcessing Core 41)

* **Connectors, Marketplace, Apps**

Multiple integrations and marketplace packages were updated. NetSuite connector patched a high severity “core” CVE, improved filtering queries via Rutter API, and fixed sync failures when mapped custom fields are inactive. Concur connector fixed purchase sync for a customer. Marketplace manifests fixed Dynamics manifest issues and updated Auto Tagger logo styling. Funding Scheduler fixed stuck/blocked scheduled funding records.

(pex-connector-netsuite-268; pex-connector-concur-257; marketplace-manifests-143; pex-app-funding-scheduler-128)

* **IVR**

Deployment process verification and Linux logging hardening. One deployment validated the Linux-only release process, and a follow-up disabled NLog consoleTarget on Linux to prevent log accumulation.

(IVR-159, IVR-160)

* **BeneficialOwnerCore**

Added new bank reporting outputs (53rd 314(a) bank report implementation and a Monthly Originators report required by Bancorp to support Bill Payment; both noted as not blockers).

(BeneficialOwnerCore-Release-177)

## Feb-23, 2025 to Feb-27, 2026

* **Dashboard, Start**

Dashboard expanded dispute support and transaction UX. Users can now review submitted disputes from Card details → Disputes, and dispute creation logic/validations were improved (including fixes so cardholders can create disputes and clearer dispute warning wording). Tag Dependencies shipped preview tag visibility and improved required-child-tag validation (“otherwise” condition), plus multiple UX fixes (tags disappearing on bill pay screen, dependency-related error messaging, saving tags without dependency selected). This set also addressed many UI/responsiveness issues (subnav ellipsis behavior, large MCC text, missing tag recommendations, long notes on mobile browser, extra scrollbars, console warnings) and included dependency security patches (minimatch/ajv/qs CVEs). A later release added Bill Inbox UX enhancements (History tab + Pending tab phase 2), MaxFundingAmount UI for scheduled funding, early asset report validation with PDF fallback in credit apply flow, and multiple transaction-page reliability fixes. A no-code deployment then enabled the new transaction details page in Prod/Sandbox.

Start improved the credit apply / bank-statement flow by prompting applicants to confirm sweep accounts, fixing a PDF underwriting upload issue (3 months of statements), correcting an ngx-pex/core misconfiguration, and improving clarity in the bank statement fallback delete modal.

(Dashboard-4056, Dashboard-4077, Dashboard-4084; Start-332)

* **Internal API, CSP, Fraud Service, Reporting**

Dispute flows were expanded end-to-end. Internal API added endpoints for the “Fraud” dispute reason flow, dispute details, and improvements so dispute eligibility checks are accessible to cardholders when enabled by business settings; it also populated transaction details into the Salesforce case description after dispute submission. CSP added more details to the dispute details page. Fraud Service added dispute origin indicators (Dashboard vs CSP), expanded dispute search to support cardholder name and origin filters, and introduced a client SDK for retrieving/downloading dispute attachments; it also fixed issues that allowed attempts to re-dispute already-disputed transactions and fixed name-search returning 0 results. Reporting added a dispute form PDF generation endpoint and included cardholder questionnaire fields in the dispute PDF.

(Internal API-1080, Internal API-1084; CSP-1481; CONDOR-316; REP-605)

* **Internal API, Dashboard, CSP, Business Management, Credit, Balance Engine**

Several cross-service features progressed together. Bill Inbox support advanced with Internal API Bill Inbox functions + structured Bill Inbox item fields, and Dashboard Bill Inbox UX enhancements (History and additional Pending phase work). Mandatory EAP work landed across Internal API, Dashboard, CSP, and Business Management. Multi-Program Credit Line Allocation Management was enabled through Internal API and surfaced in Dashboard, while Credit improved CLI diagnostics (decision reasons), reduced Ocrolus-related 500s, and passed BankStatementDaysAvailable to Alloy underwriting. Balance Engine improved scheduled funding performance (notes queued separately), fixed enqueue-fund and delinquency-cycle issues, and added a MaxFundingAmount cap; Internal API added MaxFundingAmount support and exposed BillInboxEmailAddress in business settings responses. Business Management added DisputeForm document category, embossing branch code read/write endpoints, opt-in data completeness validation at onboarding, and patched a critical SemanticKernel CVE. CSP improved sweep/ZBA visibility and added “Previous Credit Line”, plus security hardening and maintenance migrations.

(Internal API-1080, Internal API-1084, InternalAPI-1087; Dashboard-4056, Dashboard-4077; CSP-1481, CSP-1486; Business-1391; Credit-878; BE-Release-1193, BE-Release-1194)

* **Metadata, Search (sync & enhanced data ops)**

Metadata restored and improved Search synchronization and enhanced Visa transaction operations. It fixed Search SVC synchronization not working, ensured Fund/Defund cardholder transactions can return HasNote/HasTag in cardholder transaction search (not a blocker), removed an unused Search.Cardholder dependency from tag recommendation feedback queries, and added TagValueName to SQL tag tables. It added reconciliation endpoints for unmatched Visa enhanced transactions and multiple matching/job-processing fixes (fine-tuned match logic, duplicate matched IDs, null PostingDate), enabled deleting SMS notes, and tracked group type (User/Cardholder) for tag option restrictions. Follow-up fixes addressed tag option restriction upsert 500s and an ObjectDisposedException app crash when logging.

(Metadata-1183, Metadata-1185)

* **Log Service, CSP**

Log Service added validation for Tag Dependencies bulk tagging and expanded TransactionHub legacy integration via ITransactionLogProvider. CSP also began refactoring transaction log queries to use the TransactionHub service client (not a blocker).

(Log Service-18; CSP-1481)

* **Reports (custom)**

Delivered two support-relevant reports: a reconciliation report fix restoring missing GL codes, and a non-consolidated Credit Expense cardholder report by business.

(CE-SettlementRecon-18; CE-CardholderCreditLimitByBusiness-1)

* **IVR**

First PROD release of IVR Service to Linux.

(IVR-146)

* **Marketplace, Apps, Connectors**

Security, branding, and targeted integration fixes. Marketplace updated the “Build your app with PEX” → “Deepen your experience” banner. Envelope hotfix patched multiple dependency CVEs (eslint/minimatch/ajv/qs/webpack). Analytics app patched lodash high severity vulnerability. Auto Enforcer fixed a customer rule-date update issue, patched compiler CVE, and resolved Clarity icon upgrade issues. Connectors shipped targeted fixes: Data Export MIP exporter save behavior with future end dates, GreenSlate expired password handling, Concur charges not downloading for a cardholder, and Intacct specs swapping between Sage business details.

(marketplace-322; pex-app-envelope-125; pex-app-analytics-67; pex-app-auto-enforcer-266; pex-connector-data-export-248; pex-connector-greenslate-129; pex-connector-concur-254; pex-connector-intacct-183)

* CRM

set Onboarding Stage to QA Review on logic fall-through.

(CRM-702)

## Feb-16, 2025 to Feb-19, 2026

* **Dashboard, Mobile, and Customer-Facing UI**

Dashboard expanded disputes and tagging UX while continuing Tag Dependencies improvements. New work added dispute creation logic and eligibility validation messaging, triggers to block cards when “Fraud” is selected as the dispute reason, and multiple transaction-details fixes (auto-match label behavior, arrows/UX consistency, required tag validation). Tag Dependencies shipped bulk tagging and more modal updates (bill/reimbursement), and Admin capabilities were restored to delete system-generated notes. Additional fixes addressed broken UI actions on transaction details, tag-rule configuration edge cases (“Any value”), SDACH page freeze errors, verification notification links, attachment indicators, merchant list description hints, UI for long tag titles, resolution/layout issues, and attachment upload limits. Dashboard also shipped Bill Inbox “Pending” tab work, moved to NodeJS v22, and fixed several responsive/layout issues (tag layout on mobile resolutions, filter group name display, unnecessary footer visibility).

Mobile app 31.9.18 was published to 100% of users, focusing on matching/receipt retry visibility, switching to new Metadata endpoints for attachments, improving action dropdown consistency, extending reimbursement logging, and improving reject reason UX. It also fixed multiple stability and workflow issues: crashes, null-reference race conditions, reimbursement approval visibility, rematch time display, enum/logging issues, wrong admin name on rejected fund requests, handling 409 conflict for already-registered cardholder verification, opening receipt reminder notifications for settled transactions, and avoiding auto-match sparkles when receipts weren’t auto-matched.

(Dashboard-4000, Dashboard-4022, Dashboard-4028; Mobile 31.9.18)

* **Internal API, Search, Log Engine, and Audit**

Internal API continued to build out dispute and notes support: it reintroduced/standardized endpoints for dispute eligibility checks and dispute initiation, fixed CH access to tag dependency sets, added a new disputes list endpoint, added an endpoint to set onboarding bank account sweep flag, enabled admins to delete system-generated notes, and ensured dispute creation sets Dashboard as the origin. It also updated SQL Server references to the devsql DNS entry as part of infra standardization.

Search Service continued performance work and cleanup: added a CardholderUserInfo table for faster aggregation, added ApprovalCode into TransactionPurchaseLifeCycle, stopped dual-writing cardCounts/group fields into Search.Cardholder, and fixed timeout errors for search count queries.

Log Engine added a TransactionLog API for CSP compatibility, added ApprovalCode to the transaction details sync endpoint, and included bug fixes around that CSP compatibility work.

Audit shipped a new audit event for Bank Sweep Indicator changes and patched a critical SemanticKernel CVE (CVE-2026-25592).

(Internal API-1064, Internal API-1069; Search SVC-195, Search Service-197; LogEngine-15; Audit-255)

* **Rules Engine, Balance Engine, Bank/BankHub, and Business Management**

Rules Engine fixed several policy/ruleset reliability issues (errors copying prepaid spend policies into credit businesses, failures saving cardholder spending rulesets), added an “Install Default Spend Policies” endpoint, and updated transaction logging with DecisionResultInput.

Balance Engine fixed a P1 production alert (Fund call exception), added an endpoint to apply default EAP settings, and migrated documentation.

BankHub addressed missing icons and continued its BAU migration work (Windows service to Linux) with documentation updates.

Bank Service added sweep/ZBA account indicator support, reduced noisy logs when Ocrolus books are checked after deletion, added asset report pre-validation/status, handled 425 “Too early” responses when getting Ocrolus book summary, updated SQL Server references, and included the CSP-facing Ocrolus Books search fix.

Business Management shipped Early Autopay II automation (auto-enable for monthly credit customers), installed default spending rulesets during account creation, set FullMetadataRequirements=true by default, updated S\&I client dependency for correlation ID propagation, and patched the critical SemanticKernel CVE; it also updated SQL Server references.

(RE-Release-783; BE-Release-1189; BankHub-407; Bank-662; Business-1384)

* **CSP, Credit, Invoicing, Reporting, CRM, and Salesforce**

Credit had multiple operational releases: Credit-868 was a deployment for Experian password rotation (no code changes). Credit-870 introduced multi-program credit line allocation management and added a “Voluntary Credit Limit Decrease” AAN reason. Credit-871 improved Ocrolus webhook recovery for failed Plaid asset reports and updated SQL references.

Invoicing fixed a P1 issue where HandleAchCompletion silently no-ops when PaymentTransfer is in Exception state with InboundAchCheckStatusError, and added DueDate support to BillInbox sorting (not a blocker).

Reporting shipped fixes for credit statement generation when credit line wasn’t active during the statement period (P1).

CRM-701 expanded platform/strategic account sync (new fields including EstYearlyRevenue and three new strategic account fields), improved contact update behavior after account changes, and continued infra/maintenance cleanup (SQL reference updates, removing deprecated APIs, documentation migration).

Salesforce releases added contact creation endpoint support and metadata updates (including Affiliated\_Entity\_Vintage\_\_c and Success Reviewed checkbox), and later prevented updates to \`sales\_marketing\_attribution\_\_c\`.

(Credit-868, Credit-870, Credit-871; Invoicing-409; REP-603; CRM-701; Salesforce-1375, Salesforce-1377)

* **IVR, Connectors, and Beneficial Owner**

IVR was upgraded for security and hosting: patched System.Private.Uri CVEs (2019-0981 / 2019-0657) and migrated IVR from IIS to a Windows Service.

A QBD API connector hotfix fixed a Marketplace issue where QBD CreditCardCharge sync fails when AccountRef is empty and the transaction is tagged with an Item.

Beneficial Owner Console Core shipped a fix to include all required columns for the 53rd bank report CSV and migrated documentation.

(IVR-111; pex-connector-qbd-api-76; BeneficialOwnerCore-Release-169)

## Feb-9, 2025 to Feb-12, 2026

* **Dashboard, Start, and Customer-Facing UI**

Dashboard continued Tag Dependencies and transaction details redesign work by updating the purchase and reimbursement details modals, improving UX when adding tags that violate dependency rules, and adding a Launch Hub dropdown update. It also fixed regression test failures and several workflow/UX issues (Early AutoPay banner behavior, incorrect preselected workflow for group-based policies, CH info box visibility, clearer errors for already-registered cardholders during registration, and better messaging when disabling/deleting tags with dependencies). Dashboard patched a high-severity axios vulnerability (CVE-2026-25639) and improved token-generation UX by requiring an access code before generating external API tokens, plus removed the ability to set “None” spend policy for Credit Expense cardholders.

Start shipped the axios CVE fix and a broader Start bundle (security patching, asset report check + bank statement fallback, duplicate detection, partner list updates, and automation/devops updates).

(Dashboard-3977, Dashboard-3983; Start-324, Start-325)

* **Internal API, Search, and Platform Performance**

Internal API improved validation and dispute flows: better 4xx validation messages, dispute initiation endpoint updates, eligibility-check endpoint for disputing, and CRM SF case creation/updating triggers when “Fraud” is selected as a dispute reason. It also respected the new MFA reason “Generate external API token,” updated note payloads to include UploadChannel (SMS) and UploadChannelSentFrom (phone), and fixed several issues (correlation ID propagation in OAuth token requests via updated S\&I client, inability to switch to Basic review-requirements flow, missing accountNumber validation on change card status, cancelled requests appearing in review requisitions, transaction details suggested value issues with multiple attachments/auto-match, and improved 404 error messaging). Follow-up releases fixed a silent failure when an already-registered cardholder verifies a card, and added a batch admin endpoint for sending invites along with small UI/support fixes (sandbox authorized apps name; metadata next retry date visibility for Amazon receipt matching).

Search Service continued performance optimization by adding a CardholderGroup table.

(InternalAPI-1056, Internal API-1057, Internal API-1060; Search SVC-193)

* **CSP, Security & Identity, and Notifications**

CSP improved AAN management and known vendor workflows: fixed filtering AANs by business name, fixed resetting search filters after searching by Platform Business Account ID, added/expanded Known Vendors management, and fixed Ocrolus Books search errors by Book ID/Platform Account ID. Additional CSP work streamlined known vendor updates into a single button, showed Visa enhanced transaction data on Transaction Details (not a blocker), replaced the Raw Data modal with an interactive JSON tab with search, and fixed issues around closing credit businesses/credit accounts.

Security & Identity fixed missing correlation ID headers on OAuth token requests, optimized refresh token deletion, added a new MFA reason (“Generate external API token”), migrated docs, fixed Cardholder Linkage secure access issues (SAC/DOB), fixed “User permissions changed” auditing, logged admin-created events for redemption flow, and fixed missing actor details in AdminCreated events from CSP.

Notification Service added PexRequestContext to client definitions, exposed emails sent to the user in CSP, migrated docs, fixed a connection issue that caused OTP sending errors, and shipped a follow-up bug fix for an AutoMapper failure when attachments are provided.

(CSP-1462, CSP-1465, CSP-1466, CSP-1467; Security-SVC-1006; NotificationSVC-68, Notification-70)

* **Metadata, Visa Enhanced Data, and Attachments**

Metadata focused on attachment reliability, matching, and Visa enhanced data capabilities. It fixed email attachment visibility in Dashboard for cardholders with unique emails, corrected cases where emails were treated as phone numbers, and adjusted logging for client request cancellations. It added a Visa Enhanced Transaction Search endpoint, introduced a retry attachment analysis endpoint, improved multi-user matching, expanded SMS receipt submission text capture (including truncation rules), fixed timestamp behavior for SMS async attachment ingestion, improved Visa enhanced workers matching using Business Account ID, and added an endpoint to validate tag dependencies and required tags before saving.

(Metadata-1158)

* **Purchasing, Cardholder, Credit, Invoicing, Reporting, and Connectors**

Purchasing added Sunlight Card Switching support with a new endpoint to retrieve a known vendor by id, and added richer system notes for manual request cancellations.

Cardholder Service added a bulk “Send Invites” job type and made ReportDate optional on ETD file generation endpoints to support scheduled jobs.

Credit Service improved reliability and customer ops: it now sends Alloy details about Ocrolus PDF failure reasons (resolved), fixed a P1 production incident where SBFE/Experian alerts stopped working, integrated with Notification Svc to send AANs after PDF generation completes, fixed unexpected Ocrolus asset report errors for a specific customer, and added “Voluntary closure” as an account management AAN reason.

Invoicing shipped baseline Bill Pay Inbox requirements and schema enhancements (normalized vendor info and AttachmentMetadataId), plus a fix for UpdatePaymentTransfer error handling.

Reporting added carved-out merchants for automated rebate calculations, updated consumption of Credit history endpoint for point-in-time credit limits (P1), patched a Magick.NET high-severity security alert, constrained pending transactions by statement date range (P1), continued AAN PDF generation work, and fixed an incorrect starting balance/statement issue (P2).

NetSuite connector fixed an issue where Indiana NetSuite purchases were not syncing. A custom scheduled card funding report was also released for CommOp.

(Purchasing SVC-446, Purchasing-448; CH svc Cardholder-579; Credit svc Credit-862; Invoicing-407; Report svc REP-602; pex-connector-netsuite-264; report CE-ScheduledCardFunding-2)

## Feb-2, 2025 to Feb-6, 2026

* **Dashboard, Start, and Customer-Facing UI**

Dashboard shipped further work around transaction details and account history. This includes a transaction details modal redesign (not enabled everywhere yet), business settings grouping improvements, updated login imagery (approval workflow / cardholder approval workflow), and respecting the new BM “Account history access” gating setting. Dashboard also added support for copying rulesets between linked accounts and viewing existing tokens (without exposing token values), plus multiple performance/stability fixes (cache repository errors, long loading when closing cards). Sunlight Card Switching work continued with support for the \`CardSwitchEnabled\` business setting and related UI/flow changes.

Start added duplicate bank statement validation to reduce repeated/duplicate submissions.

Mobile app 31.8.0 was published, focusing on logging cleanup, pipeline updates (.NET 10 / Xcode 26.2), and multiple transaction experience improvements: reloading transaction lists after metadata updates, switching to new Internal API metadata endpoints for tag CRUD/splitting, supporting advanced “Transaction review requirements & missing data reminders,” and enabling users to open transactions directly from “missing info” push notifications. Bug fixes covered date filtering (transactions + ledger), tag edit behavior with disabled/deleted tags, status refresh issues after adding/deleting required info/notes, missing info reminder navigation, non-clickable “3 dots” UI, tag opening issues on transaction details, ledger duplicate dates, spend request UI tweaks, receipt/note delays, layout fixes for larger screens, decline amount mismatch, and notes indicators on unblock requests.

(Dashboard-3947, Dashboard-3962, Dashboard-3964; Start-318; Mobile app 31.8.0)

* **Internal API, External API, Search, and Core Platform**

Internal API expanded dispute and platform tooling support: added/extended endpoints to initiate disputes, introduced account tags on business accounts (and endpoints to edit them), fixed audit history filtering so events generated after 02.01.2026 appear for the default filter, and added endpoints for generating a \`pex-mcp-tool\` external token and copying rulesets between linked accounts. It also added an option to control whether save-tag requests are validated, and fixed a 500x issue coming from the onboarding-checklist endpoint.

External API added bill pay enhancements and normalization: \`PayeeNameNormalized\` on bill payment search items, exposing “Use Bill Pay” in business settings responses, a new \`GetBillPaymentRequest\` endpoint, and a fix for Account history showing External API actions with no actor.

Search Service focused on performance: introduced a dedicated CardholderStatusCounts table and optimized related queries (with a follow-up optimization release and documentation migration).

(InternalAPI-1035, Internal API-1042; ExternalAPI-678; Search Service-190, Search SVC-192)

* **Metadata, Visa Enhanced Data, and Reporting-Adjacent Enhancements**

Metadata continued hardening and Visa Enhanced Data work. A major release (Metadata-1122) consolidated multiple improvements: storing Visa Enhanced Data, fixing Fleet Line JSON deserialization type mismatches, sanitizing card data from transaction metadata, moving tag recommendations/attachment analysis to the new Metadata service layer, improving reliability by publishing with PlatformBusinessAccountId and adding retry logic, and cleanup/refactors (dead code removal, DI cleanup to constructor injection only). A hotfix ensured \`x-correlation-id\` is present in logs, and an additional hotfix expanded BillInbox extraction/recording, fixed Visa enhanced transaction endpoint validation (502 when StartDate > EndDate), added basic text capture from SMS receipt submission (not a blocker), aligned Visa config away from vault variables into locked encrypted variables, migrated AGENTS.md for Transaction Metadata, and continued Visa Enhanced Data storage/config improvements.

(Metadata-1122, Metadata-1139, Metadata-1143)

* **Business (BM), CSP, Credit, Bank, and Rules Engine**

Business Management introduced and refined account tags and per-account gating: added the Account Tags field and management endpoints, added the \`CardSwitchEnabled\` business setting, fixed validation so account tags can’t be set for invalid account IDs, and changed “Account history access” to default to true across templates.

CSP delivered a large set of fixes and feature additions: improved VISA Enhanced Data searching (including gas station transactions), fixed PD JsonSerializer issues, added manual account labels/ratings visibility (not a blocker), added/expanded AAN visibility and audit trail, fixed invoices retrieval errors, repaired search-by-business-account-id flows for Credit/Receivable, removed card numbers from query string parameters, surfaced the BM “Use account audit history” setting in CSP, improved SBFE registration status visibility, and supported Sunlight Card Switching gating via \`CardSwitchEnabled\`. A follow-up CSP release added “show JSON data” for VISA enhanced transaction data and fixed multiple AAN-automation-related issues that blocked actions on credit businesses and broke notifications in some regions.

Credit work included readiness for a new endpoint to retrieve AAN reasons for CSP (as a blocker for CSP credit-line updates) and confirmation that active AAN automation work is acceptable to release even while customer notifications aren’t fully enabled yet. Additionally, Credit-854 (released yesterday) integrated with Report Svc for PDF generation, added allocation history endpoints for point-in-time balance calculations, and fixed several P2 issues (allocation validation failures, bad PDFs still flowing to manual review, and Ocrolus webhook status reasons).

Rules Engine added copy-ruleset functionality, fixed lifetime spend targeting, improved merchant normalization/MCC mapping and merchant validation, corrected network-data behavior for similar merchant names/mapped MCCs, and fixed incorrect EventPlatformBusinessAccountId population on spending ruleset assignment events.

(BM svc Business-1367, Business-1369; CSP-1451, CSP-1457; Credit-849 , Credit-854; RE-Release-778)

* **Cardholder, Fraud, Purchasing, Log Engine, IVR, Callback, and Connectors**

Cardholder Service completed a .NET 10 upgrade, fixed Sunlight Card Switch vendor creation issues, added an endpoint to retrieve a cardholder profile by embossing id, and migrated AGENTS.md documentation; a follow-up release updated Sunlight production variables (no code changes).

Fraud Service expanded dispute support: added an eligibility-check endpoint for disputing, added endpoints for dispute attachment details and downloads, stored additional fields needed for Dashboard dispute flows, enabled adding attachments to the dispute form, and fixed a P2 issue where \`Status\` was null in POST /disputes.

Purchasing Service migrated documentation and fixed a Sunlight Card Switching issue where merchant suggestion id was missing in SQL.

Log Engine added a new DecisionResultInput model to AuthMessageModel and migrated AGENTS.md.

IVR addressed a PD incident by fixing an ObjectDisposedException in GetCardholdersData and migrated AGENTS.md.

QBO connector hotfix improved Bill Pay UX/backend behavior (admin save, bill payments, sync, wording, attachment checkbox default) and ensured it respects the “Use Bill Pay” business setting.

Callback service is ready for PROD with a PexCard.\* migration and client package rename.

(CH svc Cardholder-574, Cardholder-576; Fraud svc CONDOR-309; Purchasing SVC-445; LogEngine-11; IVR SVC-91; pex-connector-qbo-177; Callback-28)

## Jan-26, 2025 to Jan-30, 2026

* **Dashboard, Start, and Web Apps**

Dashboard continued Launch Hub, policy UX, Tag Dependencies, and account history improvements. We renamed the Onboarding Checklist to “Launch Hub”, updated its imagery, and added confirmation messages when users change approval policy data (name, thresholds, out-of‑policy rules). Tag Dependencies UX was enhanced with rule editing, an updated Tag Manager tab, confirmation pop‑ups when leaving unsaved changes, and a new Notes filter option on the consolidated transactions page. Transaction details were refactored to use signals and the new metadata API response format; Audit/Account history UI was improved; and Bill Inbox menu and prod‑ready gating were added. Multiple bugs were fixed: incorrect admin review banner vs. available actions, Sunlight card status editing, CH approvals failing with 404, Ripon deny‑list issues, switches for Manage/Create Cardholder not working, empty notes added on approval, Tag Manager tab errors, high JS error volume, and a lodash (4.17.21) security alert. Start added an asset report screening feature for Credit Flow plus related test automation work. The Envelope app patched several high‑severity CVEs (lodash, compiler, qs), fixed cardholder transactions not loading on the Create tab, and resolved Clarity icon issues.

(Dashboard-3912, Dashboard-3914, Dashboard-3932, Dashboard-3936; Start-316; pex-app-envelope-123)

* **Internal API, Search, and Audit**

Search service fixed transaction filtering so that combining \`HasTag\` and \`HasNote\` now works with an AND clause. Internal API expanded AI‑analysis and audit features by extending the list of events with AI analysis, adding error handling for the audit events search endpoint, and later enabling the \`AuditEventAnalysisEnabled\` pipeline variable (config only). It iterated on Tag Dependencies APIs, added \`GetAuditEventById\`, removed the old Linked Credit MPA Businesses endpoint, respected a new BM setting that gates Account audit history, and added a new endpoint to initiate disputes. Bugs were fixed around mapping demo cards to specific cardholder accounts and inability to save tag dependencies. Audit service introduced Agent Context Tools and then updated the AI‑analysis prompt to avoid mentioning internal IDs, event source, or embossing information.

(Search SVC-188; Internal API-1021, Internal API-1025, InternalAPI-1030, InternalAPI-1031; Audit svc Audit-247, Audit-248)

* **Metadata and Visa Enhanced Data**

Metadata focused on stability, security, and enhanced data. It fixed PD app crashes and decryption key‑not‑present errors, resolved JSON deserialization issues for Fleet Line sequence numbers, and upgraded Magick.NET‑Q16‑AnyCPU to address vulnerabilities. Functionally, it switched tag recommendations and attachment analysis to the new Metadata service layer, started sending bill analysis to Invoicing BillInbox, stored Visa Enhanced Data in Transaction Metadata (with Visa company id now configured/validated via appsettings), restricted disabling/deleting tags, ensured auto‑approval triggers correctly when notes are added, and cleaned up legacy Attachments/User/Business APIs. It also added lookup of businesses by TO/FROM email and sanitized card data from transaction metadata payloads while continuing Visa Enhanced Data storage.

(Metadata-1103, Metadata-1120)

* **CSP, Business, Credit, Bank, Cardholder, and Purchasing**

CSP improved billing and Visa Enhanced Data UX by adding a button to append billing periods for charge accounts, moving the Real‑Time Visa Enhanced Data button to a more prominent spot, and showing SBFE Registration Status and a registration button. Several bugs were fixed: incorrect fraud alert transaction dates, ET time zone for application submitted time, default time range in simple search, errors when searching Real‑Time Visa Enhanced Data, and inability to apply Payment Status and Risk Level filters on the Credit tab. Business service fixed a typo in CSP’s close reason (“CustomerWithdrew”), added a new partner AmTravt, resolved P2 KYC errors in QA logs (GetKycRefreshApplication and TriggerKycRefresh), and introduced a new BM setting to gate Account audit history. Credit service delivered multiple P1/P2 bug fixes around Ocrolus asset report errors and statement processing, integrated with Report Svc and Notification Svc for AAN PDF creation and delivery, and added endpoints for AAN Reason Codes, credit line history (point‑in‑time balance), and SBFE alert monitoring; it also now sends HSOriginalSource data to Alloy and avoids AAN calls when no data was sent. Bank service improved asset report failure handling by setting \`bankauthenticationmethod = all\`, fixed a P1 mismatch between Bank Svc and Ocrolus portal errors, aligned Split Plaid Link configuration for Credit Flow, enhanced logging for asset report endpoints, and fixed Same Day ACH validation job 500s in QA. Cardholder service fixed enhanced data file generation so it doesn’t pick up already‑assigned cardholders, added a \`SendEmptyFile\` config for ETD generation, added a delete endpoint for Sunlight card switch cleanup, updated Sunlight Card Switch to use the known vendors list from Purchasing (only supported vendors), updated VIDS filenames, and attempted (then reverted) a .NET 10 upgrade. Purchasing service added \`VendorNameNormalized\` to \`VendorGetResponse\` to support normalized vendor logic in downstream Sunlight features.

(CSP-1438; BM svc Business-1359, Business-1361; Credit svc Credit-846; Bank svc Bank-652; CH svc Cardholder-569; Purchasing SVC-442)

* **Apps, Marketplace, and Malware Processing**

Connector and core app releases focused heavily on dependency security updates and resilience. The GreenSlate connector upgraded Magick.NET‑Q8‑AnyCPU and lodash to fix high‑severity vulnerabilities; the Blackbaud connector likewise patched lodash‑4.17.21. NetSuite connector resolved repeated timeouts on load, improved UX by showing the customer field, synced customer names into the Memo field, and upgraded compiler/core/lodash to versions that address CVE‑2026‑22610 and related issues. MalwareProcessing Core upgraded Magick.NET‑Q16‑AnyCPU to resolve a high‑severity security alert, continuing the broader hardening across platform services.

(pex-connector-greenslate-126; pex-connector-blackbaud-305; pex-connector-netsuite-263; MalwareProcessing Core-38)

## Jan-19, 2025 to Jan-22, 2026

* **Dashboard, Start, and Mobile**

Dashboard: Improved login image, required notes, subnav text, event naming, and Q1 webinar promotion. Advanced Tag Dependencies UX (added tag-based filtering), enabled review/receipt features toggle, upgraded Sunlight Card Switching, and provided “Correlation ID on errors”. Fixed account creation bugs, duplicated API call prevention, history UI polish, and ensured dispute creation supports attachments.

Start: Enhanced analytics for bank account linking, fixed/added Split Plaid Link config for Credit Flow (Start-315), and improved security (critical/high severity CVEs).

Mobile v31.7.13: Updated UI for iOS 26/Xcode 26 changes, log cleanup, fixed keyboard, receipt, transaction approval, and toast bugs, improved quick action UI, “not reviewed” label logic, and improved Person Directed Supports handling.

(Dashboard-3890, Dashboard-3894, Dashboard-3895, Dashboard-3897, Dashboard-3901, Start-314, Start-315, mobile app 31.7.13)

* **Internal API & Platform**

Internal API added/updated dispute, audit event AI analysis, tag dependency, and attachment-handling endpoints, reimb receipt validation, and improved visibility on system/client exceptions, asset reports, and business actor metadata. Updated to use HasUserNote for user/system note distinction. Fixed receipt visibility, logs, Sunlight Card Switching demo, audit/history display, Plaid config for Credit Flow, and errors on system notes.

Log Engine introduced “missing transaction info” reminders.

(Internal API-1008, Internal API-1010, Internal API-1016, Log Engine-8)

* **Security, Fraud, Cardholder, Approval, IVR**

Security maintained Mend/CVE compliance.

Fraud, approval and cardholder services improved receipt upload validation, SFTP/proxy config, Sunlight Card Switching flexibility, bill payment QA, and fixed key errors.

IVR Service improved monitoring for frequent error bursts.

(S\&I Svc Security-SVC-995, Fraud svc CONDOR-293, Cardholder-561, Approval Service-163, IVR SVC-87)

* **Metadata & Reporting**

Metadata released dependency rule editing/filters, PD/cancelation alert handling, improved Visa Enhanced Data APIs, removed sensitive test data, fixed OpenAI/attachment upload bugs, and prioritized active tags over deleted ones. Emergency hotfixes resolved service crashes (PD, StackOverflow/exceptions, etc).

Reports: Added annual spending and audit reports for Samaritan, updated Credit Welcome emails, rebate variable logic, tweaked AAN PDF generation, improved compliant reason code APIs, and fixed start/end balance/PDF errors.

(Metadata-1085, TransactionMetaData-1097, report CE-SpendByCard3Years-2, report CE-SpendByCard3Years-3, Report svc REP-592)

* **Marketplace & Integrations**

Major marketplace, app, and connector updates for security (CVE-2026-22610, CVE-2025-66412, Magick.NET, compiler/core), icon upgrades, reliability, clarity, and batch funding scheduler improvements. OneDrive exited beta status. GreenSlate, Intacct, QBO, Blackbaud, Automation, Airtable, CMIC, Xero, NetSuite, Procore, Zohobooks, Data Export and Auto Tagger received dependency/UX/security updates.

(pex-app-funding-scheduler-126, pex-app-batch-funding-119, marketplace-manifests-140, pex-connector-intacct-182, pex-connector-automation-153, pex-app-auto-tagger-374, pex-app-analytics-66, pex-connector-qbo-170, pex-connector-blackbaud-304, pex-connector-airtable-146, pex-connector-concur-251, pex-connector-cmic-204, pex-connector-data-export-247, pex-connector-xero-89, pex-connector-netsuite-258, pex-connector-qbd-39, pex-connector-zohobooks-61, pex-connector-greenslate-124, pex-connector-greenslate-125, pex-connector-procore-52, marketplace-321)

* **Business Management, CSP, CRM, Beneficial Ownership**

BM svc: Enhanced request context, fixed SAP Concur “remind for receipts”, instability, QA payment transfer, and updated Mongo/Redis tracing.

CSP: Better timezone support, displaying and editing new business settings (BillPayInboxEmail, UseTagDependencies), real-time VISA Enhanced Data, menu cleanup, permission fixes, actor/exception handling, and edited session recordings.

CRM: New API endpoints, account update fix, disabled BasedOnBusiness logic, migrated core/services to PexCard.\*.

Beneficial Ownership: pipeline config changes, improved output folder, service reliability.

(BM svc Business-1355, BM svc Business-1358, CSP-1423, CSP-1426, CSP-1431, CRM-684, CRM-685, Beneficial Ownership Core - 3073)

* **Balance Engine & Core**

Balance Engine added calendar/invoice endpoints, billing enhancements, and payment transfer bug fixes.

Webhook Delivery Service migrated to PexCard.\*.

Audit migrated to Microsoft agent framework and improved recurring job scheduling, fixed timeouts.

Search SVC: HasUserNote on transactions, SE Recon Endpoint addition.

(BE-Release-1185, webhook-delivery-service-273, Audit svc Audit-243, Search SVC-187)

## Jan-12, 2025 to Jan-15, 2026

* **Dashboard, Start, and Mobile**\
  Dashboard advanced its Tag Dependencies UX (Settings tab), bulk and in-line disputing from Card details, and improved error messaging for approval policy changes. Added account history viewing for users with proper permissions, page title-casing for brand alignment, and a single “Profile” tab naming standard. Fixed background subscription leaks and several security issues (including CVEs). Brand UX improvements and analytics for Start, plus security patches and better feedback for bank statement upload errors.\
  (Dashboard-3874, Dashboard-3879, Dashboard-3882, Start-313)
* **Internal API, Platform & Core Services**\
  InternalAPI removed legacy review requirements, added Tag Dependencies APIs, webhook processing for Sunlight Card Switching, enhanced account audit events, and new field handling in business metadata. Improved logging, error handling, and fixed consistency/validation in asset reports, exceptions, and permission callbacks.\
  Core/LogEngine updated review, context, and error handling for transaction history and service instrumentation.\
  (InternalAPI-988, Internal API-1000, LogEngine-6)
* **Security, Approvals, Fraud, Cardholder, Data Protection**\
  Security & Identity fixed PlatformBusinessId issues in UserPermissionChanged, updated context passing, and event handling.\
  Approvals added EventPlatformAccountId to audit records, security upgrades, and maintained Mend/CVE compliance.\
  Fraud fixed null “Status” in dispute search, policy events, and AAN reason codes API.\
  Cardholder made ETD generation field corrections, enriched sunlight card switching logic, improved webhook configuration, and made SFTP/VISA proxy improvements.\
  DataProtection added key management and improved client security configs.\
  (Security-SVC-995, Approval Service-163, Fraud svc CONDOR-293, CH svc Cardholder-549, Cardholder-554, Cardholder-558, DataProtection svc DataProtection-260, DataProtection svc DataProtection-261)
* **Metadata & Reporting**\
  Metadata: fixed restarts, improved Enhanced Data API, handled invoice emailing, improved tag and status ordering/display, legacy API cleanups, handling for circular references (StackOverflow), and delivered new tag dependency/field endpoints. Emergency hotfixes deployed for transaction service crashes.\
  Report Service: fixed incorrect starting balances, PDF statement failures, added AAN PDF and compliant reason code APIs, improved rebate query performance, and patched all Mend-vulnerability issues.\
  (Metadata-1065, Metadata-1076, Metadata-1081, Report svc REP-589, report CE-CardFundingTransactions)
* **Marketplace & Integrations**\
  Massive work on Marketplace and connectors: all migrated to PexCard.\* packages, UI and icon upgrades for QBO/APLOS/Blackbaud/Intacct, security patching (critical/medium CVEs on compiler, core, preact), and reliability fixes.\
  Major highlights: connection cards/tabs/setting cards for QBO; reliability, Angular 19, and clarity upgrades for Intacct, Blackbaud, Aplos, plus Memo sync and customer display for NetSuite (257).\
  (pex-connector-qbo-169, pex-connector-intacct-181, pex-connector-blackbaud-303, pex-connector-netsuite-257, pex-connector-aplos-288, marketplace-319, pex-app-analytics-64, pex-connector-cmic-199, pex-connector-data-export-246, pex-connector-onedrive-124, pex-connector-google-drive-184, pex-connector-airtable-142, pex-connector-netsuite-254, pex-connector-google-sheets-154, pex-connector-concur-247, pex-connector-xero-87, PEX-Connector-116)
* **Purchasing, Salesforce, and Banking**\
  Purchasing Service enhanced merchant suggestion and context, improved known vendor handling, and enriched Sunlight card logic.\
  Salesforce now features “All Activity” and “All Cases” sections, new account hierarchy updates, and sub-reasoning/fields.\
  Banking: further OTEL instrumentation, configuration and profile updates (limited access by onboarding status), and fixed instability in several banking profile scenarios.\
  (Purchasing SVC-441, Salesforce-1357, BM svc Business-1348, Bank svc Bank-646, BankHub-347)
* **CSP & Beneficial Owner**\
  CSP made “Spending Power” the standard terminology, implemented multi-account overview and multi-bank views, improved statement and rebate navigation, and fixed several customer/exception errors, serialization problems, styling, and permission states. Beneficial Owner reporting logic was further refined.\
  (CSP-1412, CSP-1414)
* **Search, Embossing, and Other Core Releases**\
  Search Engine removed legacy review logic and improved client context.\
  Embossing Service continued scheduled card updates for Blood Cancer programs.\
  (Search-185, Embossing svc EMBOSSING-59)

## Jan-5, 2025 to Jan-9, 2026

* **Dashboard, Start, Mobile, and Marketplace Apps**\
  Dashboard shipped major new dispute workflows: bulk transaction dispute selection, in-line creation from Card details → Purchases, enhanced Tag Dependencies UX in Settings, improvements to limited access messaging for Credit, updated onboarding checklist, UI polish for new login imagery, new 'Disburse' button consolidation, settings for 'early\_autopayment\_settings\_saved' events, and refactored use of IntApi business attachment endpoints. Additional fixes covered sidebar debounce, account balance reloads, cache invalidation, minor UI and text issues, bulk assignment UX, and error message clarity.\
  Start now adds CorrelationId details on file upload errors and fixes for missing Fed Tax ID error messaging.\
  Mobile app v31.6.19 used Internal API for business attachments, standardized OTEL env names, improved logs, refined input UX for filters and numeric fields, and patched more than a dozen bugs including permissions, error messages, and receipt behavior.\
  Marketplace and connectors migrated to PexCard.\* packages, handled widespread security patching (compiler CVEs), upgraded workflow tab display (Auto Enforcer, Auto Tagger), and applied validation and UI bug fixes throughout exports and integrations.\
  (Dashboard-3857, Dashboard-3858, Dashboard-3870, Start-307, mobile app 31.6.19, marketplace-manifests-139, pex-connector-cmic-199, pex-connector-data-export-246, pex-app-analytics-64, pex-app-funding-scheduler-122, pex-app-batch-funding-113, pex-app-auto-tagger-363, pex-connector-onedrive-124, pex-connector-google-drive-184, pex-connector-airtable-142, pex-connector-netsuite-254, pex-connector-google-sheets-154, pex-connector-concur-247, pex-connector-xero-87, PEX-Connector-116)
* **Internal API, External API, and Platform Services**\
  Internal API consolidated approval endpoints, improved nuget dependency management, removed obsolete endpoints, added audit actor details, allowed asset report validation/polling, and fixed bugs in matching, assignment, and review flows.\
  ExternalAPI migrated to PexCard.\* packages, updated user ID handling with Metadata APIs, improved bill/process/validation error paths, and enabled cardholder transaction queries using Search Service.\
  Multiple services migrated to, or upgraded with, the PexCard.Engine.Core package, emphasizing consistency and performance.\
  (Internal API-977, Internal API-984, ExternalAPI-671, Balance engine BE-Release-1181, MalwareProcessing Core -36, Wire Listener-140, LogEngine-6)
* **Security, Fraud, Data Protection, and Log/Audit Services**\
  Security & Identity added PexRequestContext to client/MQ, patched MFA, rate-limit, and performance issues.\
  Fraud Svc fixed dispute search “Status: null” bug (IncludeSalesforceStatus), addressed Credit/ACH edge cases, and kept up with core/package migrations.\
  Data Protection Service expanded authentication endpoints, improved client context passing, and overall security posture.\
  Log Engine migrated to PexCard.\* packages, added client request context, fixed transaction history CPU spikes, and improved error messaging for push notifications.\
  Audit Service migrated to .NET 10, retooled audit event structure, and maintained package parity.\
  (Security-SVC-994, Fraud svc CONDOR-293, DataProtection svc DataProtection-260, LogEngine-6, Audit svc Audit-233)
* **Metadata, Approvals, Beneficial Owner, CSP, and Credit**\
  Metadata upgraded dependency handling, SDK/tag API enhancements (including bidirectional deps), cleaned up legacy APIs, patched bugs with attachment names and email extraction, and supported new mobile endpoints.\
  Approvals Service resolved security vulnerabilities, consolidated API templates, and upgraded packages.\
  Beneficial Owner disabled legacy reporting, fixed CRM call errors, and absorbed new platform improvements.\
  CSP further improved dispute PDF watermarking, L2/L3 VISA workflow, risk/invite bug fixes, and refined ledger/rebate navigation.\
  Credit Svc delivered core upgrades, PDF, book summary, and feed bug fixes (including critical app/PD alerts), and continued pipeline and state machine enhancements.\
  (Metadata-1055, Approval SVC-162, Approval SVC-161, BeneficialOwnerCore-Release-166, Beneficial Owner Release -165, CSP-1391, CSP-1392, Credit svc Credit-831, Credit svc Credit-832)
* **Bank, Embossing, Invoicing, and Purchasing**\
  BankHub migrated to PexCard.\* packages, improved user access in multi-bank contexts, added asset pre-validation and balance history features, and addressed PD alert errors.\
  Embossing Service updated records for Blood Cancer United-Susan Lang (DI) and Blood Cancer Financial Relief DI.\
  Invoicing migrated to PexCard.\* packages, upgraded balance engine, and validated payment transfer creation.\
  Purchasing upgraded foundational packages, modernized vendor sync, cleaned up legacy dependencies, and ensured critical bug fixes for vendor management/QC.\
  (Bank svc Bank-646, BankHub-347, Embossing svc EMBOSSING-59, Invoicing-387, Purchasing SVC-437, Purchasing SVC-438)
* **Reports**\
  Cardholder funding reports now support tags; various report generation logic and template endpoints got significant fixes (PDFs, summaries, .zip, asset polling, etc).\
  New custom/consolidated reporting released in CE-CardFundingTransactions.\
  (report CE-CardFundingTransactions, Report svc REP-577)

## Dec-29, 2025 to Jan-2, 2026

* **Dashboard, Start, and Marketplace Apps** Dashboard released multiple enhancements and fixes: improved API communication, instrumented Posthog for session recording, removed unused endpoints, deduplicated balance API calls, refined selection logic, tightened approval/reject permissions by approval policy status, clarified errors after receipt additions, fixed primary account and tag UI, and patched workflow/403 errors and CVE-2025-15284 vulnerabilities. Other releases included fine-tuning UI with alignment fixes, removing request/response bodies from Posthog, and quick bug-patch releases. Start instrumented Posthog session recording, updated default bank configs and financial partner naming, and enforced trimming on business names in account management. Marketplace app images now show the latest versions (manifest refresh). (Dashboard-3842, Dashboard-3844, Dashboard-3845, Dashboard-3846, Start-305, Start-303, Business-1328, marketplace-manifests-139)

* **Internal API, Notification, Approval, and Purchasing Services** Internal API added endpoints for Linked Credit MPA Businesses, Sunlight Card Switching support, receipt visibility on mobile, fixed card linking problems, switched to new Metadata attachments architecture, resolved assignment-listing issues, and numerous community/business logic bug fixes. Notification Service migrated to PexCard.\* packages. Approval Service migrated to PexCard.\* packages, added consolidated template creation/updating endpoints, and continued service modernization. Purchasing Service migrated to PexCard.\* packages, removed merchant schema dependencies, updated Sunlight vendor sync logic, improved error messaging for vendor management, and integrated critical upgrades to the PexCard.Engine.Core package. (Internal API-967, InternalAPI-971, Internal API-972, Notification SVC-61, Approval SVC-161, Purchasing SVC-437, Purchasing SVC-438)

* **Metadata, Malware, Cardholder, Invoicing** Metadata fixed email-uploaded attachment names, cleaned up legacy state/suggested match/payment request APIs, added mobile-get attachment link endpoint, and upgraded foundational components. Malware Service was migrated to PexCard.\* packages and patched to address Mend.io security vulnerabilities (CVE-2025-66628). Cardholder Service patched P1 errors related to conditional "Amount" validation. Invoicing Service migrated to PexCard.\* packages, upgraded foundational components, improved balance engine integration, and added validation on payment transfers. (Metadata-1044, Malware-35, CH svc Cardholder-545, Cardholder-546, Invoicing-387)

* **Rules, Velocity, Bank, Business Management, CSP & Notification** Rules Engine, Velocity Service, Bank Service, and Invoicing Service all upgraded to the latest PexCard.Engine.Core package for consistency and performance. Bank Service also added a new endpoint for retrieving Ocrolus Signals. Business Management updated Databasics default configs, renamed financial partners, and fixed P2 errors for business-name field trimming. CSP migrated to PexCard.\* packages and resolved MFA code display, customer record, and SBFE file filtering bugs. Notification Management migrated to PexCard.\* packages. (RE-Release-770, VELOCITY-Release-198, Bank svc Bank-637, BM svc Business-1328, CSP-1385, Notification SVC-61)

* **Audit and Approvals**Audit service defined a structure for new approval history event updates, implemented engine upgrades, and continued PexCard.\* migration. Approval service created consolidated approval template endpoints and upgraded to PexCard.\* packages. (Audit svc Audit-227, Audit svc Audit-228, Approval SVC-161)

## Dec-22, 2025 to Dec-24, 2025

* **Dashboard, Start, and Marketplace Apps** Dashboard deployed a hotfix to resolve the star indicator on all linked accounts, improved login imagery, added tracking for “Explore more” button clicks, optimized calls to /Business/GetBusinessSettings using CacheService, enabled Monthly Statement XLSX export for credit, surfaced new workflow sub-module apps, addressed bank-link redirect behaviors, adopted new IntApi business attachment endpoints, improved approval policy navigation, corrected PDF statement file naming, and resolved an error when uploading business attachments. Start defaulted Sap Concur customers to the Credit product if no other is specified in the URL. Marketplace Apps took Exporter apps out of beta and added Auto Enforcer & Auto Tagger to the workflow tab. (Dashboard-3824, Dashboard-3828, Start-303, marketplace-manifests-138)

* **Mobile App** Mobile app v31.5.27 migrated to PexCard.\* packages, cleaned up logs, improved iOS input for numeric fields, standardized tab title case, introduced filters for the card requests tab, displayed “not reviewed” statuses for pending approvals, changed the “Note” icon to the new design, and addressed several bug fixes. (mobile app 31.5.27)

* **Reports & Custom Reports** Report Service migrated to PexCard.\* packages, resolved persistent PDF/ZIP generation errors affecting customers, ensured missing ReportTemplateId values are handled in statement template endpoints, and enabled new reporting features including custom report CE-ConsolidatesSettlementRecon-1. (Report svc REP-577, CE-ConsolidatesSettlementRecon-1)

* **Security & Fraud** Security & Identity Service preserved RateLimitBypass setting during ThreeScaleApplication updates, migrated client packages, and fixed PexGetCardholderMetadata performance as well as MFA OTP “not found” exceptions. Fraud Management updated fast credit line utilization and ACH deposit/account rules, fixed reimbursements with no spend history, and migrated to PexCard.\* packages for compliance and performance. (Security-SVC-992, Fraud svc CONDOR-292)

* **Credit, Velocity, and Workflow**

Credit Service resolved a P1 SQL error during funds verification requests.

Velocity Service fixed an annual spend limit approval bug, migrated to PexCard.\* packages, renamed client libraries, and quickly addressed recent PD alerts with a patch release.

App workflow improvements allow apps to be surfaced in new workflow sub-modules.

(Credit svc Credit-819, VELOCITY-Release-195, VELOCITY-Release-197)

## Dec-15, 2025 to Dec-18, 2025

* **Internal API, Metadata, and Audit** Internal API extended business setting feature flags and gating for Dashboard Disputes, ensured the Card Owner subnav persists when a cardholder was ever assigned, fixed PDF upload errors on the Attachments screen, prevented unintended MPA access via cardholder/vendor assignment, enabled Monthly Statement XLSX exports, migrated to PexCard.\* packages, added new endpoints to search for audit events, fixed viewing of auto‑matched receipts, and improved Finicity bank-link failure handling.Metadata resolved PD alerts and PDF conversion failures, fixed regex parsing issues for currency detection, corrected display of reviewed attachments on the Attachments tab, migrated Transaction Metadata to PexCard.\* packages, added and extended “get attachment by MetadataId for Auto-Match” endpoints, included transaction details in Suggested Match responses, and added indexing on TagRecommendation for BusinessId and Created to improve performance.Audit Service added a new event for approval policy changes, adjusted CDP flag handling for card status changes, and migrated to PexCard.\* packages.(InternalAPI-947, InternalAPI-952, InternalAPI-959, Metadata-1030, Metadata-1036, Audit-223, Audit-225)

* **Dashboard, Start, and Connectors** Dashboard introduced an Audit history page, fixed card order date filtering, updated business setting UI, credit acknowledgment flow, duplicate bank account handling, enhanced assignment filtering, updated login image, and added alerting and automation improvements. It also fixed routing after policy page creation and primary account flag behavior. Start improved product selection for Credit Expense, allowed always-visible correlation IDs on error, added a new partner ("Perk"), and made UX, error and security fixes. Multiple connectors (pex-connector-blackbaud, auto-enforcer) received security patches, branding updates, backend setting enhancements, and package migrations. (Dashboard-3804, Dashboard-3805, Dashboard-3816, Start-299, Start-300, Start-302, pex-connector-blackbaud-301, pex-app-auto-enforcer-258)

* **Search Engine, Rules Engine, Beneficial Owner, and Reports** Search Engine migrated core components to PexCard.\* packages, improved reconciliation logic, and fixed metadata tag representation issues. Rules Engine enhanced merchant reconciliation with failure tracking, improved null reference handling, vendor standardization, and migrated to PexCard.\* packages. Beneficial Owner Core improved sandbox error handling, migrated its console to PexCard.\* packages, and implemented the latest regulatory bank report. Report Service added Monthly Statement XLSX export for credit, refined reporting template endpoint, and renamed packages. (Search Engine-152, Search Engine-181, Rules Engine-Release-767, RE-Release-769, BeneficialOwnerCore-Release-164, Report svc REP-573)

* **Bank, Business Management, Credit, IVR, and SalesForce** Bank Service migrated to PexCard.\* packages, split models into new libraries, and aligned package names. Business Management migrated to new package structure, fixed slow-performing endpoints, and improved client package clarity. Credit Service updated AAN PDF generation & delivery, migrated to PexCard.\* packages, fixed state transition bugs, and improved SBFE reporting. IVR service migrated to PexCard.\* packages, upgraded receipt sending logic to new Metadata endpoints, improved logging with phone masking, and validated email callback signatures. SalesForce improved campaign attribution, standardized source/motion, and updated tests. (Bank svc Bank-636, BM svc Business-1325, Credit svc Credit-815, Credit svc Credit-818, IVR-71, IVR-72, SalesForce-1344)

## Dec-8, 2025 to Dec-11, 2025

* **Internal API, Metadata, and Reporting** Internal API switched to the new Metadata business attachments approach, restricted team member card assignment if a cardholder was ever invited or registered, improved menu endpoint with Redis cache and smarter permission checks, added a “Max Attachment Number Per Single Upload” business setting, enabled Monthly Statement CSV download, and resolved multiple bugs related to new endpoints and credit MPA flows. Metadata addressed SQL timeouts in email attachments, renamed packages for clarity, fixed approval triggers and missing review notifications, added retry history, cleaned up legacy APIs, and restricted visible business attachments to only those created within the last year. Reports Service adopted the new Metadata Attachments API, introduced Monthly Statement CSV downloads, and updated client package naming. (InternalAPI-923, Internal API-930, Metadata-1022, Metadata-1027, Report svc REP-571)

* **Dashboard, Start, Log Engine, Mobile, and Connectors** Dashboard fixed review tab order, improved attachment uploads by respecting business settings, adopted Monthly Statement CSV download, reset assignment states on failure, and tackled critical bugs including UI inconsistencies, SSO issues, and patched high-severity security alerts. Start defaulted product selection for specific integrations, fixed document display and validation bugs, improved handling of required government ID/POA docs, resolved bank routing number correction stalls, ensured correct username field format, and patched security vulnerabilities. Log Engine switched to using new Metadata State APIs, completed client package renaming, fixed missing review admin notifications, and corrected balance display for certain adjustment transactions. PEX connectors (Google Drive, GreenSlate, QBD, Concur) updated branding, improved sync behaviors, resolved security vulnerabilities, and migrated to PexCard.\* packages. Mobile App v31.4.13 (phased rollout) improved logging, enabled review/approval/reject for reimbursements and card requests by cardholders, fixed automation, map, and policy flows, and addressed multiple UI/UX and bug fixes. (Dashboard-3792, Start-293, Start-296, Log Engine-356, pex-connector-google-drive-179, pex-connector-greenslate-114, pex-connector-qbd-37, pex-connector-qbd-api-75, pex-connector-concur-243, Mobile App 31.4.13)

* **Search, Approval, Notification, Fraud, and Rules Engine** Search Service launched interval-based purchase transaction reconciliation APIs, fixed inserts in daily recon, and renamed client packages. Approval Service added indexes for approval hierarchy, adopted new packages and Metadata APIs, and optimized performance on workflow routing. Notification Service completed package renaming for better maintainability. Fraud Service updated Finicity ACH rule logic, integrated Salesforce case handling, and migrated client package naming. Rules Engine released support for “Per purchase” spend limits, improved logging, added receipt support, handled vendor standardization, and completed package renaming across the codebase. (Search SVC-170, Approval SVC-159, Notification SVC-60, Fraud svc CONDOR-285, VELOCITY-Release-192, RE-Release-762, RE-Release-764, RE-Release-765)

* **Business Management, Data Protection, Embossing, and Auto Enforcer** Business Management migrated to new client package structure, updated audit client integration, improved partner settings, launched new dispute handling and attachment upload limit settings, and made "Use disputes" admin-configurable. Data Protection and Audit services transitioned to new package namespaces, with Audit also renaming Security and Identity client packages. Embossing enabled outbound HTTP/2 requests for microservices and completed migration to new packages. Auto Enforcer improved MCC code/merchant validation logic and fixed edge case bugs. (BM svc Business-1323, DataProtection svc DataProtection-258, Audit svc Audit-222, Embossing svc EMBOSSING-58, pex-app-auto-enforcer-251)

* **ExternalAPI** ExternalAPI added file extension support to the attachment API, improved sorting and vendor cards responses, enabled bypass for 3Scale hits in internal apps, expanded endpoints to expose search service transactions (including declines and purchases), and delivered multiple bug fixes around approvals, sorting, and vendor/bill document management. (ExternalAPI-656)

## Dec-1, 2025 to Dec-4, 2025

* Internal API, Audit, Approval, and Invoicing: Internal API enabled user switching to closed cardholder MPA accounts from Linked accounts, anticipated monthly spend in the Same EIN-Credit flow, business rules for team member card assignments, and fixed attachment updates. Audit Service added a manual override event for Credit Application. Approval optimized the workflows-in-route endpoint. Invoicing addressed transfer job timeout errors, matched ACH/bill pay dashboard states, adopted new PaymentRequest APIs, and resolved reporting errors on QA.\
  (Internal API-895, Audit svc Audit-218, Approval-153, Invoicing-383)
* Dashboard and Marketplace: Dashboard followed Internal API logic to prevent assignment of registered/invited cardholders, added anticipated spend and attachment UX enhancements. It included multiple bug fixes: round trip mile toggle, file upload error messages, linked account switching, assignment text, reimbursement unapproval, vendor assignment consistency, validation for zero payments, chat bot integration, assignment state management, and menu info optimization. Marketplace upgraded Angular and Clarity libraries.\
  (Dashboard-3769, Dashboard-3774, marketplace-313)
* Search Engine: Search Engine solved NULL TypeName/CategoryName results for cardholder transactions and optimized daily reconciliation stored procedures for greater performance and token filtering.\
  (Search Engine-165, Search Engine-168)
* Credit, Purchasing, Embossing, and Metadata: Credit released AAN PDF generation, solved race conditions, improved SBFE reporting (with date parameters and segment mapping), patched timeouts and subaccount display, and required audit entries for override actions. Metadata service fixed SQL timeout in attachments. Purchasing upgraded to .NET 10. Embossing added new codes for Premier Marine LLC-Disburse.\
  (Credit svc Credit-807, Metadata-102, Purchasing-429, Embossing-54)
* BankHub, Bank Services, and Beneficial Owner Core: BankHub and Bank Services fixed CRM deserialization, Plaid bank linking with various account numbers, and critical bugs. BeneficialOwnerCore limited concurrent calls to Business Svc in reporting. (BankHub-345, Bank svc Bank-632, BeneficialOwnerCore-Release-160)
* Security & Identity, NetSuite Connector, and BM Business: Security & Identity added RateLimit bypass flag, optimized user search procedures, and solved SQL timeouts. Netsuite's connector updated header colors and branding. Business Management fixed MPA link creation, card creation with whitespace, CRM document calls, 500 errors, KYC review status, attachment limits, and confirmed email processes.\
  (S\&I svc Security-SVC-981, pex-connector-netsuite-246, BM svc Business-1317)
* CSP (Client Services Portal): CSP introduced team member card assignment settings, attachment upload limits, audit client and doc revisions, and fixed credit subaccount display. A manual credit payment release turned off auto unsuspension. (CSP-1375, CSP-1378)


# Refreshing your browser cache
Source: https://support.pexcard.com/administrator-guide/refreshing-your-browser-cache

How to force refresh or clear your browser cache to resolve page loading issues on the PEX website

On rare occasions, pages may load slowly or display an error on the PEX website. If this happens, it may be caused by your browser cache. To fix the problem, perform a force refresh of the page or clear the browser cache.

## What is a browser cache?

To speed up web browsing, browsers download web pages and store them locally in an area called the "cache." When you visit the same page again, the browser loads it from cache instead of downloading everything again.

## Forcing a clean page reload

Require your browser to load a new version of the page by pressing these keys simultaneously:

* **Windows:** Ctrl + F5
* **Mac/Apple:** Command + Shift + R
* **Linux:** Ctrl + F5

You can also hold Shift and click the **Refresh** button in your browser's address bar.

## Clearing your browser cache

If a force refresh doesn't fix the issue, clear your browser's cache:

**Chrome:** Click **More** (top right) → **More tools** → **Clear browsing data**. Choose a time range (select **All time** to delete everything). Check **Cookies and other site data** and **Cached images and files**, then click **Clear data**.

**Firefox:** Click the menu button → **Preferences** → **Privacy & Security**. In the Cookies and Site Data section, click **Clear Data**. Uncheck **Cookies and Site Data**, then click **Clear**.

**Safari:** Choose **History** → **Clear History**, select how far back you want to clear and click **Clear History**.

**Edge:** Click the menu button (top right) → **Settings** → under Clear Browsing Data, click **Choose What to Clear** → click **Clear**.

If these steps don't resolve the issue, contact your technical support team for assistance. You can also try another web browser as a short-term workaround.


# Rejecting a Cardholder transaction
Source: https://support.pexcard.com/administrator-guide/rejecting-a-cardholder-transaction

How to reject a Cardholder purchase that is missing required information such as GL coding or a note and request the Cardholder to resubmit

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.

## How to reject a purchase

<Steps>
  <Step>
    Log in to the Dashboard via [https://dashboard.pexcard.com](https://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to **Transactions** from the sidebar menu and click on it
  </Step>

  <Step>
    Locate the purchase that was submitted for review. You can use the **Review Status** filter to show only transactions pending your approval
  </Step>

  <Step>
    Click on the transaction to open the details modal
  </Step>

  <Step>
    Review the transaction and identify what information is missing or incorrect
  </Step>

  <Step>
    Click the **Reject** button at the bottom of the modal window
  </Step>

  <Step>
    Add a note to the Cardholder explaining why the purchase was rejected and what information they need to provide

    <Frame>
      <img alt="Confirm rejection modal with an explanatory note field where an admin types a message to the Cardholder before confirming the rejection" />
    </Frame>
  </Step>

  <Step>
    Click **Confirm** to complete the rejection
  </Step>
</Steps>

Once rejected, the Cardholder receives a notification with your note and can resubmit the purchase with the correct information.

## FAQ

<AccordionGroup>
  <Accordion title="If I reject a purchase, will this item show up on my balance sheet?">
    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.
  </Accordion>

  <Accordion title="Can I reject multiple transactions at once?">
    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.
  </Accordion>

  <Accordion title="Will the Cardholder be notified when I reject their purchase?">
    Yes, the Cardholder receives an email and push notification (if enabled) letting them know their purchase was rejected along with the note you provided.
  </Accordion>
</AccordionGroup>


# Relinking unlinked bank accounts on Credit Expense
Source: https://support.pexcard.com/administrator-guide/relinking-unlinked-bank-accounts-on-credit-expense

Reconnect an external bank account that has become unlinked from your Credit Expense program so PEX can verify funds for statement repayment.

Relinking unlinked bank accounts on Credit Expense

PEX uses Instant Account Verification via Open Banking Providers to link customers' external bank accounts used for the [repayment of their Credit Expense statement balances](/administrator-guide/repayment-for-credit-expense-programs). Instant Account Verification via Open Banking Providers provides data connectivity to most banks in the United States. We use Instant Account Verification via Open Banking Providers  to verify that there are sufficient funds in the external account for repayment, and also use this account balance data to underwrite [Credit Lines](/administrator-guide/understanding-credit-line-and-spend-limits-for-charge-expense-programs) ​​​​.

### Frequently Asked Questions

<AccordionGroup>
  <Accordion title="What should I do when my bank account becomes unlinked?">
    Sometimes the Instant Account Verification via Open Banking Providers link for your external bank account can become unlinked. This usually happens if you make a change to your banking login credentials. For some banks the Instant Account Verification via Open Banking Providers link can also time out, and you will need to reconnect your bank on the "External accounts" screen within PEX "Business settings." You will receive email notifying you if your bank account becomes unlinked, and it will be indicated under the "Online validation" column.

    The first step to relinking a bank account is to click the edit "Pencil" button next to your unlinked account. 

    <Frame>
      <img alt="" />
    </Frame>

    Then click the "Relink External Account" button, which will pop up the Instant Account Verification via Open Banking Providers linking dialogue. Follow the steps eventually leading you to your bank's login portal to provide your credentials for verification. If you have multiple checking accounts linked, you can also change your designated autopay account within the screen that the edit "Pencil" icon leads to.

    <Frame>
      <img alt="" />
    </Frame>

    If the relinking method described above results in an error message, you should then try adding the same account or another bank account with the "Add an External Account" button on the main "External accounts" page. This button will also allow you to log back into your unlinked account through the Instant Account Verification via Open Banking Providers linking dialogue, but there may be more verification steps depending on your bank. It will replace your unlinked bank in the list and continue be used for autopay if you've designated it as such.

    <Frame>
      <img alt="" />
    </Frame>
  </Accordion>

  <Accordion title="Can I make repayments via Same Day ACH if my bank account is unlinked?">
    Autopay will still occur even if your bank account is unlinked. However, you repayment will not immediately replenish your Credit Line, and will instead be subject to 3 business day delay to ensure that the funds are fully settled. Manual repayments from the "Transactions" screen are not allowed from unlinked bank accounts.
  </Accordion>

  <Accordion title="What happens if my bank account is unlinked for an extended period?">
    If your Instant Account Verification via Open Banking Providers connection is unstable, we recommend that you relink your bank account in the 24 hours before your statement end date when Autopay occurs at 12pm Eastern Time. If the Instant Account Verification via Open Banking Providers connection is unstable with your bank, be sure to relink at least once per statement period, so that the PEX Credit Risk team has recent balance data to service your Credit Line. Having an unlinked bank account for an extended period could result in credit line decreases or account suspension.
  </Accordion>
</AccordionGroup>


# Relinking unlinked bank accounts on Prepaid Expense
Source: https://support.pexcard.com/administrator-guide/relinking-unlinked-bank-accounts-on-prepaid-expense

PEX uses Instant Account Verification via Open Banking Providers to link customer external bank accounts used to create transfers and fund your business account. Instant Account Verification via Open Banking Providers is third party technology that provides data connectivity to most banks in the United States.

Follow the steps below to relink your unlinked external bank account:

<Steps>
  <Step>
    Log in to the Dashboard via [https://dashboard.pexcard.com](https://dashboard.pexcard.com/?utm_source=support)
  </Step>

  <Step>
    Navigate to the 'Business settings' from the sidebar menu and click.
  </Step>

  <Step>
    Click on the 'External accounts' tab at the top of the 'Business settings' page.
  </Step>

  <Step>
    Find the external bank account that should be relinked. 

    * Under the 'Online Validation' column, you will see it labeled 'Unlinked'.
  </Step>

  <Step>
    Click on the pencil icon to edit your external bank account.
  </Step>

  <Step>
    Click on the 'Relink External Account' on the 'Edit external account' page.
  </Step>

  <Step>
    Follow the steps provided by the Instant Account Verification via Open Banking Providers linking dialogue.

    * Follow the steps eventually leading you to your bank's login portal to provide your credentials for verification.
    * If the relinking method described above results in an error message, you can try adding the same account or another bank account with the "Add an External Account" button on the main "External accounts" page. Adding a duplicate bank account this way will fully replace it with a fresh Instant Account Verification via Open Banking Providers connection. To duplicate the bank account, click on the dropdown arrow option on the blue *Add an External Account* button.\
      You will be guided through the same Instant Account Verification via Open Banking Providers linking dialogue, though there may be additional verification steps depending on your bank. Once the bank account has been linked, the Online validation field showing *unlinked* should update to *linked.* Linked banks can be used for Same Day ACH transfers.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## FAQ

<AccordionGroup>
  <Accordion title="Why does my bank account become unlinked?">
    * Sometimes the Instant Account Verification via Open Banking Providers link for your external bank account can become unlinked. This usually happens if you make a change to your banking login credentials or Instant Account Verification via Open Banking Providers have made updates that require a customer to relink. For some banks, the Instant Account Verification via Open Banking Providers link can also time out. Your bank may email to notify you if your bank account becomes unlinked. You can verify if your bank account has become unlinked by navigating to your bank account on your PEX dashboard by going to Business settings-> External accounts. It will be listed under the "Online validation" column and will reflect as either linked or unlinked.
  </Accordion>

  <Accordion title="Can I make transfers via Same Day ACH if my bank account is unlinked?">
    * No, you can not make Same Day ACH transfers from your unlinked external bank accounts.
  </Accordion>

  <Accordion title="Can I make ACH transfers if my bank account is unlinked?">
    * Yes, you can make ACH transfers from your unlinked external bank accounts.  However, you won't be able to make Same Day ACH transfers if your external bank account gets unlinked.  Try relinking, duplicating, or readding the bank account with the above steps.
  </Accordion>

  <Accordion title="How do I add a new external bank account?">
    * Click on the 'Add an external account' button at the bottom of the 'External accounts' page, agree to the terms, and follow the steps provided by the Instant Account Verification via Open Banking Providers linking dialogue.
  </Accordion>
</AccordionGroup>


# Removing Funds from a Card
Source: https://support.pexcard.com/administrator-guide/removing-funds-from-a-card

You can quickly remove funds from individual cards:

* Through the Administrator Site
* Through the Mobile App
  * Download the [iOS app from the App Store](https://itunes.apple.com/app/id584331280)
  * Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
  * The download is free but carrier data rates may apply
* The funds will go back into your main PEX account
* **Note:** *Defunding cards is not an available feature on cardholder owned Disburse account programs*

## How to remove funds from a card using the Administrator Site

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" tab
  </Step>

  <Step>
    Locate the cardholder's name
  </Step>

  <Step>
    In the "Quick Fund" box at right, enter the amount to remove as a negative number (e.g., "-200")
  </Step>

  <Step>
    Click the blue "Arrow" button. The removed balance instantly reverts back to the business account balance reflected in the upper left corner of the dashboard.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## How to remove funds from a card using the Mobile App

<Steps>
  <Step>
    Log into the Mobile App
  </Step>

  <Step>
    Click the "Cards" icon at the bottom of the screen
  </Step>

  <Step>
    Navigate to the cardholder
  </Step>

  <Step>
    Click on the cardholder's name

    <Frame>
      <img alt="" />
    </Frame>

    *Click the "Cards" icon. Click on the cardholder's name.*
  </Step>

  <Step>
    In the "Quick Fund" box, enter the amount to remove from the card (as a positive number, e.g., 200)
  </Step>

  <Step>
    Click the blue "Remove Funds" button

    <Frame>
      <img alt="" />
    </Frame>

    *In the "Quick Fund" box, enter the amount to remove. Click the blue "Remove Funds" button.*
  </Step>

  <Step>
    Click "Transfer" in the confirmation dialogue box to remove funds from the card

    <Frame>
      <img alt="" />
    </Frame>

    *Click "Transfer" in the confirmation dialogue box*
  </Step>
</Steps>

You might find this article useful, if you want to remove funds from multiple cards: "[How to Remove Funds from Multiple Cards](/administrator-guide/how-to-remove-funds-from-multiple-cards)"

You might find this article useful, if you want to learn how to search cards based on certain criteria: "[How to Search Cards](/administrator-guide/searching-for-a-card)"


# Repayment for Credit Expense programs
Source: https://support.pexcard.com/administrator-guide/repayment-for-credit-expense-programs

How repayment works on a Credit Expense program — PEX debits your linked bank account for the full balance at the end of each statement period

* PEX will automatically initiate a Same Day ACH transfer for the sum of the business's settled transactions from the designated linked external bank account.
* To ensure your first payment is successful, you must allow PEX to debit your linked external bank account. Find the PEX Company ID by logging on to PEX Dashboard and navigating to tab 'External accounts' under 'Business settings' - inform your bank to allow PEX debits originating from that Company ID.
  * Note: On a Credit Expense program, you must allow for debits up to your credit line.
* The credit line replenishment date can be viewed from the pending tab information bubble below the Payment history tab. Please allow 1 day for the credit line to replenish from the repayment post date.

<Frame>
  <img alt="" />
</Frame>

## Early Repayment

Customers can also manually initiate early repayment on the dashboard site. Once the repayment transaction has settled, the amount repaid will be added to the available credit. Repayment in excess of the current balance of settled transactions for a business is not allowed.

## **Early Repayment and Resetting the Cardholder's Spend Counter**

If you wish to reset the Cardholder's spend counter after an early repayment, there are 3 options. All Cardholder's spend counters will reset automatically at the end of the billing cycle. 

Option # 1 Reset the limit counter during early repayment for all cardholder accounts.\
The Payments tab can be located on the navigation listed on the left side of your administrator dashboard.

<Frame>
  <img alt="" />
</Frame>

Option #2 Select a group of Cardholder accounts on the main Card tab and then click on the Reset Spend Counter button. 

<Frame>
  <img alt="" />
</Frame>

Option #3 Go into the Cardholder's account and use the menu icon to select Reset spend counter for that individual cardholder's account.

<Frame>
  <img alt="" />
</Frame>


# Reports and Statements
Source: https://support.pexcard.com/administrator-guide/reports-and-statements

PEX provides many reports in different formats. Learn how to find the data you need.

<CardGroup>
  <Card title="Changing the Statement Start Date on All Programs" href="/administrator-guide/changing-the-statement-start-date-on-all-programs" icon="calendar-days" />

  <Card title="Available Reports and Monthly Statements on Prepaid & Disburse Programs" href="/administrator-guide/available-reports-and-monthly-statements-on-prepaid--disburse-programs" icon="file-chart-column" />

  <Card title="How to Run Reports" href="/administrator-guide/how-to-run-reports" icon="chart-line" />

  <Card title="Viewing monthly statements" href="/administrator-guide/viewing-monthly-statements" icon="file-pdf" />
</CardGroup>


# Adding a new card program
Source: https://support.pexcard.com/administrator-guide/requesting-a-new-card-program

How to create additional linked PEX accounts for your organization

Many large organizations find it helpful to have multiple linked PEX accounts. For example, a property management organization may have an account for each location, or an events company may have an account for each event they produce. Creating a new account is quick and easy.

## How to open a new card program

<Note>
  **Note:**

  Admins must have the **Request Business Accounts** permission enabled. Additional accounts cannot be created until your account has full access.
</Note>

<Steps>
  <Step>
    Click **Business Settings** in the left menu.
  </Step>

  <Step>
    Click **New Account** in the top right.
  </Step>

  <Step>
    Select the type of account you want to create:

    * Prepaid Expense
    * Grants
    * Rewards & Incentives
    * Credit (not available for all customers)
  </Step>

  <Step>
    Select whether you will be creating an account with the same federal tax ID/EIN as your originating account or a different EIN.
  </Step>
</Steps>

### Same federal tax ID/EIN

<Steps>
  <Step>
    Enter a nickname for your new account. This name is appended to the originating account name. For example, company "XYZ Co" with nickname "Prepaid" is created as "XYZ Co - Prepaid."
  </Step>

  <Step>
    Click **Submit** to instantly access your new account. Once approved, this account is linked to your originating account and accessible from the account dropdown.
  </Step>
</Steps>

### Different federal tax ID/EIN

<Steps>
  <Step>
    Complete an application by following the steps and providing the necessary information and documentation. Once approved, this account is linked to your originating account and accessible from the account dropdown.
  </Step>
</Steps>

## How to resume a partially completed application

<Steps>
  <Step>
    Click **Business Settings** in the left menu.
  </Step>

  <Step>
    Select the **Linked account** tab from the top menu.
  </Step>

  <Step>
    Click on the **Incomplete Application** row to resume your application.
  </Step>
</Steps>

## FAQ

**Why can't I see an application that another business administrator submitted?**

Each business administrator can only see the applications they created. You cannot view another administrator's application.

**Why was my new business application rejected?**

Contact [admin support](/administrator-guide/contact-administrator-support) to review your submitted application.


# Revalidating Your PEX Credit Expense Account
Source: https://support.pexcard.com/administrator-guide/revalidating-your-pex-credit-expense-account

Revalidating your linked bank account on your PEX Credit Expense account may be required to ensure the connection between PEX and the bank account on file remains up to date. This helps ensure your account remains in good standing.

Revalidating your linked bank account on your PEX Credit Expense account may be required to ensure the connection between PEX and the bank account on file remains up to date. This helps ensure your account remains in good standing.

* Accounts may be required to reverify periodically as required by PEX. Should a revalidation be required, administrators will be notified in writing by email.
* To begin the revalidation process, proceed to login to your PEX administrator account.
* You will have two prompts that enable you to revalidate the account. Proceed to click on either of these two hyperlinks to get started.

<Frame>
  <img alt="" />
</Frame>

* If you bypass this prompt, you may also reverify your account by navigating to the *Notifications* section on the right side of your dashboard.

<Frame>
  <img alt="" />
</Frame>

## Revalidating an Open Bank Provider

If your linked bank account on file is linked with an Open Bank Provider, you may find you do not have the *Start Verification* prompts above and can proceed to reverify with [these](/administrator-guide/relinking-unlinked-bank-accounts-on-credit-expense) steps.

## Revalidating a bank account added with micro deposits

If your linked bank account on file is linked with the micro deposits method, utilizing the provided prompts is required to proceed.

* Click on one of the *Start Reverification* links and follow the prompts to continue adding bank statements for the bank account on file.
* Once completed, your documentation will be reviewed by one of the members of PEX's Credit Department in the order the documentation is received.
* Please allow 2-3 business days for processing. Once the documentation has been processed, you will no longer receive prompts for reverification.

## Troubleshooting

If for any reason you are no longer able to view the reverification links on your administrator dashboard, please log out, then clear cookies and cache from your device, and log back in.

For more information, please see [PEX Credit Expense Card Program Terms](https://www.pexcard.com/legal/credit-expense-card-program-terms/).


# Reviewing and approving transactions: statuses, tags, receipts and notes
Source: https://support.pexcard.com/administrator-guide/reviewing-and-approving-transactions

What each review status means, how the approval route decides who can approve, when tags, receipts and notes can still be edited and what you can do from the PEX mobile app

Everything that happens on the transaction details page — what each review status means, how the approval route decides who can approve, when transaction information can still be edited and what you can do from the PEX mobile app.

<Note>
  **For Admins, Approvers & Cardholders:**

  This guide explains the review workflow for a single card purchase, from the moment it appears in your account until it is approved — and what to do when something needs to be changed after a decision has been made.
</Note>

## 1. Transaction statuses

Every settled card purchase carries one review status. It is shown as a label in the top-right corner of the transaction details page and in the **Review Status** column of your transactions list.

| Status           | What it means                                                                                                                                                                                                                                                                                     |
| ---------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **No status**    | The transaction is still missing information your business requires, so it has not been sent for review yet. A blue banner at the top of the page tells you exactly what is missing, for example: *"Please add the required tags, attachment and user note to send this transaction for review."* |
| **Not reviewed** | All required information is in place and the transaction is waiting for an approver to make a decision.                                                                                                                                                                                           |
| **Approved**     | The transaction has completed its approval route. It is locked for editing.                                                                                                                                                                                                                       |
| **Rejected**     | An approver sent it back. The rejection reason appears as a read-only note in the Notes section, together with the reviewer's name and the date and time.                                                                                                                                         |

What counts as "required" is defined in your [business settings](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes):

* **Tags** marked as required are always checked.
* A **receipt (attachment)** becomes mandatory once the transaction amount reaches the attachment threshold.
* A **user note** becomes mandatory when required notes are enabled and the amount reaches the notes threshold.

Each time you save a tag, note or receipt while something is still missing, PEX shows a reminder such as *"Tags saved. Additional info is required to send this transaction for review."*

<Tip>
  **Pending transactions:**

  A transaction that has not settled yet shows the authorization amount, has no review status and cannot be approved, rejected or split. You can still add tags, notes and receipts to it — the review status appears as soon as it settles.
</Tip>

## 2. How approval works

The right-hand side of the transaction details page shows the **approval route** generated by the [approval policies](/administrator-guide/configuring-multilevel-approval-policies) configured for your business, displayed as a timeline.

* Each step of the timeline is an **approval level**, and each level lists the **approver groups** allowed to act at that level.
* Completed steps show who acted and when — for example *"Approved by Jane Doe"* with a timestamp, plus a comment icon if the approver left a note. If the step was completed outside the normal route, the line reads *"through a manual approval override"*.
* While the transaction is waiting, the widget shows **"Awaiting Approval by \<group names>"**, so you always know who the next approver is.
* Routing can be **linear** (level 2 can only act after level 1 has approved) or parallel (all levels can act at any time).

### Action buttons

The buttons at the bottom of the page depend on the current status and on your position in the approval route.

#### Approve / Reject

Available when the status is **Not reviewed** and you are an eligible approver — that is, pending at the current level or a member of the [override group](/administrator-guide/how-to-configure-approval-override-rules).

* **[Reject](/administrator-guide/rejecting-a-cardholder-transaction)** always requires a **reason**. The reason is saved and displayed as a note on the transaction.
* **Approve** normally needs no comment. When you approve through an **override**, a confirmation dialog appears where you may optionally explain why you are bypassing the standard route.
* If more levels remain, you see *"Your approval has been accepted."* When yours is the final approval, the transaction becomes **Approved** and you see *"Transaction marked as approved."*
* Any unsaved tags, notes or receipts on the page are saved automatically before the decision is submitted.

<Note>
  **Looking for a "Mark as reviewed" button?**

  Marking a transaction as reviewed is done with the **Approve** button. The reverse action is **Mark as not reviewed** (called **Unapprove** in the bulk **Actions** menu of the transactions list).
</Note>

#### Mark as not reviewed

Available when the status is **Approved** or **Rejected**, for users who are in the approval route or in the override group. It returns the transaction to **Not reviewed** and re-opens it for editing.

#### Edit

Shown to Cardholders on their own **Rejected** transactions. It moves the transaction back to **Not reviewed** so the Cardholder can correct the tags, receipt or note and send it through the approval route again.

Cardholders who are not designated approvers never see Approve or Reject — they only manage their own transaction information and, where applicable, use **Edit**.

### Reviewing several transactions at once

The same decisions are available from the transactions list:

* **Actions → Approve / Reject / Unapprove** for all selected transactions.
* Clicking the status label in the **Review Status** column: a not-reviewed transaction offers *Approved* and *Rejected*; an approved or rejected transaction offers *Not Reviewed*.

Card transactions → select transactions → **Actions**

## 3. When tags, receipts and notes can be edited

<Warning>
  **The rule in one sentence:**

  Tags, receipts and notes can be added, changed or deleted while the transaction has **no status yet** or is **Not reviewed**. As soon as it is **Approved** or **Rejected**, the page becomes read-only.
</Warning>

Once a decision is made, the Add and Save buttons, the receipt drop zone and the edit/delete icons all disappear. To change something afterwards the transaction has to be re-opened first:

* an approver or administrator uses **Mark as not reviewed** (or **Reset approval**), or
* for a rejected transaction, the Cardholder uses **Edit**.

<Note>
  **Note:**

  If you need to edit the data on an approved transaction, for example its tags, press the **Mark as not reviewed** button on the transaction details page. Only users who could approve the transaction can unapprove it.
</Note>

After that the fields are editable again and the transaction goes back through the approval route. Editing is also temporarily blocked while a save or a status change is in progress, and if you try to leave the page with unsaved changes PEX asks you to confirm that you want to discard them.

### Tags

* Tags marked as required by your business must be completed before the transaction can be sent for review.
* A settled transaction can be **split**, allocating the amount across several tag sets so different departments, projects or GL codes can share one purchase. Splitting is not available for pending transactions.
* If your business uses **AI-powered tag suggestions**, proposed values (and the reason behind them) appear automatically, and are refreshed after you upload a receipt. You are always free to accept, change or ignore them.

### Receipts and attachments

* Accepted formats are **PNG, JPEG, PDF, HEIC and WEBP**. The maximum number of attachments per transaction and the maximum file size are set by your business.
* You can upload a new receipt, replace an existing one or delete one — deleting asks for confirmation.
* Uploaded files are scanned before they can be opened. A just-uploaded receipt is briefly unavailable, and files that fail the scan or are flagged as malware are reported so you can remove and replace them.
* Receipts that arrived by SMS or email and have not been matched yet are offered in an **unmatched** list, so you can attach one with a single click. PEX may also propose a [suggested match](/administrator-guide/receipt-matching-admin-guide) for the transaction.

<Tip>
  **Lost receipt affidavit:**

  When your administrator has enabled it, a transaction with no receipt shows an **"I don't have a receipt"** link that opens a short [affidavit form](/administrator-guide/lost-receipt-affidavit) to use in place of the receipt. Affidavits are only allowed up to an amount limit set by your business; above that limit PEX explains that an affidavit is not available and suggests obtaining a duplicate receipt.
</Tip>

### Notes

* Each note is limited to **200 characters**; the remaining characters are counted as you type. Use **Add**, then **Save note** (or **Cancel**).
* You can edit or delete **your own** notes only. Administrators can additionally remove system-generated notes.
* Notes can only be modified by users with the note permission — Cardholders on their own transactions, and administrators allowed to modify transaction notes.
* Administrators can tick **"Visible to cardholder"** on a note. Notes without this flag remain internal to the administrator side.
* PEX also writes its own notes for status changes and automated actions. They are hidden by default — tick **"Show all notes"** to display them. Notes received through [Text to PEX](/administrator-guide/text-to-pex-admin-guide) are marked *"via SMS"*.
* Approval and rejection reasons appear in the same list as read-only notes, stamped with the reviewer's name, the date and time and the resulting status.

## 4. On the mobile app

The PEX mobile app mirrors the Dashboard behavior for the same transaction:

* Open a transaction to see the amount, merchant, card, status and full details — including the rejection reason.
* Add a receipt from the **camera, photo gallery, the PEX folder or a file**, view or delete existing receipts and see the same scan states. The app also warns you inline when the receipt you just uploaded doesn't appear to match the transaction.
* Edit tags (including required tags) and add or edit notes, with the same option to show system notes.
* Cardholders cannot add or change receipts on transactions that are already **Approved** — the same rule as in the Dashboard.
* Administrators and designated approvers get **Approve**, **Reject** and **Mark as not reviewed** right on the transaction, with the same prompts: a mandatory reason for a rejection and a reason prompt when approving through an override. Confirmations read *"Transaction marked as approved / rejected / not reviewed."*
* Push notifications about a transaction open its details screen directly, and receipts or notes sent by SMS (Text to PEX) appear on the transaction just as they do in the Dashboard.

## Frequently asked questions

<AccordionGroup>
  <Accordion title="Why can't I edit the tags on a transaction?">
    It has most likely already been approved or rejected. Ask an approver or administrator to use **Mark as not reviewed**, or — if it was rejected and it is your own transaction — use the **Edit** button.
  </Accordion>

  <Accordion title="Why is there no status on my transaction?">
    Required information is still missing. Read the blue banner at the top of the transaction details page: it lists exactly what is needed before the transaction can be sent for review.
  </Accordion>

  <Accordion title="I approved the transaction but it is still 'Not reviewed'. Why?">
    Your business uses a multi-level approval policy and additional levels still have to approve. The approval route shows who is next.
  </Accordion>

  <Accordion title="Can an approval be undone?">
    Yes. Approvers in the route and members of the override group can use **Mark as not reviewed** (or **Unapprove** in bulk) to return the transaction to **Not reviewed**.
  </Accordion>
</AccordionGroup>


# Sage Intacct Vendor Card Creation
Source: https://support.pexcard.com/administrator-guide/sage-intacct-vendor-card-creation

Sage Intacct Vendor Card Creation feature enables you to effortlessly generate PEX vendor cards from your vendor list within Sage Intacct. You can save 1% of all vendor spend with a PEX Vendor Card.

<Frame>
  <iframe title="Sage Intacct Bulk Vendor Card Creation" />
</Frame>

## Configuring vendor card creation for Sage

## 1. Accessing the app

* Log on to your PEX account on [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support).
* Navigate to the "Apps" section in the left-hand side menu.
* Click on "Available" at the top.
* Find the "Connector for Sage Intacct" app. Click on "More info" at the bottom of the app tile.
* Click on the "Install" button at the bottom to install the app. Once installed, click on the "Launch" button, which will launch/open the app. Note: You do not need to download any file to install an app. The connector is web-based.

<Frame>
  <img alt="image.png" />
</Frame>

 

## 2. Select your use case(s)

There are currently two options for how you can connect PEX with Sage Intacct. We recommend as many as possible to make your reconciliation experience seamless.

* Auto create vendor cards from my Sage Intacct vendor list.
* Sync transactions from PEX to Sage Intacct nightly.

Click on the "Auto create vendor cards from my Sage Intacct vendor list".  \
 

## 3. Connect to your Sage Intacct account

After you log in to your PEX account, make sure that you are already connected to Sage Intacct.

<Frame>
  <img alt="image.png" />
</Frame>

<Frame>
  <img alt="image.png" />
</Frame>

## 4. Select vendors to auto create vendor cards for

You will see a list of your top vendors. 

"A to Z" and "Z to A" are the "Your Sage Intacct vendors" list sorting options.

Select a vendor(s) you want to auto create a vendor card(s) for by clicking on a vendor name in the "Your Sage Intacct vendors" list. Use hold cmnd+click (mac) or ctrl/shift+click (win) for multi selection. If you want to select all vendors check the "Select All" button. Note: you can select up to 25 at a time.

If you do not see a vendor listed, you can search for and select any vendor that exists in your Sage account. To search, start typing the vendor name in the Search bar of the "Your Sage Intacct vendors" list. 

If a desired vendor is not in the "Your Sage Intacct vendors" list, then follow [this link](https://www.intacct.com/ia/docs/en_US/help_action/Accounts_Payable/Setup/Vendors/Set_up/vendors.htm) to a Sage Intacct support article on how to add a vendor to your Sage Intacct account. Once added, this vendor name will be searchable from within PEX.

Once you select vendor(s) you want to auto create PEX vendor card(s) for in the "Your Sage vendors" list, click on the right-arrow button to add them to the "Selected vendors" list.\
  \
To remove a pre-selected vendor from the list, click on the vendor name and the left-arrow button. The vendor will disappear from the "Selected vendors" list and appear again in the "Your Sage vendors" list.

To clear the whole "Selected vendors" list, click "Reset".

Note: The system will create vendor cards only for vendors that are in the "Selected vendors" list.

To proceed, click "Next".\
 

## 5. Add card details

On this screen, you will see all vendors that you added to the "Selected vendors" list. You might have 2 options:

* Set an auto card funding limit which will come from your PEX Business Balance.
* Turn off auto card funding and add initial funding for that vendor card (available only if you have a PEX Prepaid account).
  Clicking "Create" will create vendor cards and redirect you to the "Manage vendor cards" tab. All the vendor cards will be activated on creation and can be used immediately.

Note: if you have the transaction sync with Sage already set up to book your purchases against a single vendor then you will see the "Automatically map expenses from vendors cards to vendors in Sage Intacct" option on the screen. By default, it is ON. If you leave it ON, then:

* The system will book PEX purchases against the corresponding vendors on your created vendor cards.
* If your purchases do not have corresponding vendors, then the system will book PEX purchases against a single vendor.

Should you turn this option OFF, the system will book all your PEX purchases against a single vendor.\
 

## Managing vendor cards

Now you can view your PEX vendor cards created from your Sage Intacct vendor list. To manage a vendor card, click on it.

If you don't have the transaction sync with Sage Intacct already set up then you will also see an info box "Sync your transactions to Sage Intacct nightly". Clicking "Get started" will help you to set up the transaction sync between your PEX account and your Sage Intacct account. More details can be found in these support articles:

* [Connector for Sage Intacct (Prepaid)](/administrator-guide/pex-connector-for-sage-intacct-prepaid)
* [Connector for Sage Intacct (Credit)](/administrator-guide/pex-connector-for-sage-intacct-charge)

For any questions related to your connector, please email [sageintacct@pexcard.com](mailto:quickbooks@pexcard.com).


# Same-Day ACH Transfers
Source: https://support.pexcard.com/administrator-guide/sameday-ach-transfers

PEX allows you to perform a 'same day' transfer of funds from your Business Checking account to your PEX account. If you initiate a Same Day ACH transfer before 12:15 PM ET, the funds will be available in your PEX account at 1:00 PM ET. Transfers submitted after 12:15 PM ET will be processed the next business day.

<Frame>
  <iframe title="PEX: How to Fund Your Account" />
</Frame>

## How to initiate a same day ACH transfer

<Note>
  **Note:**

  Some customers may need to relink their external bank accounts through Instant Account Verification via Open Banking Providers  to access Same Day ACH transfers. All customers will have access to increased Same Day ACH daily transaction limits by linking or relinking their bank accounts through Instant Account Verification via Open Banking Providers.
</Note>

<Steps>
  <Step>
    Log on to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click on the tab titled "Transactions"
  </Step>

  <Step>
    Go to "Make a transfer"
  </Step>

  <Step>
    Select the 'From' bank account (if you have multiple bank account accounts)
  </Step>

  <Step>
    Enter the Amount to transfer

    <Note>
      **Note:**

      Same day ACH transfers are subject to lower transfer limits compared to standard ACH transfers. If you need to transfer an amount in excess of your Same day ACH limit, you will need to choose "Standard ACH Transfer" as noted below.
    </Note>
  </Step>

  <Step>
    The "Same day ACH transfer" radio button will be selected by default. If you wish to transfer funds using the standard ACH process, you can choose "Standard ACH Transfer" 

    * You will see the expected time when funds will be available under the option you choose.
  </Step>

  <Step>
    Click the blue "Transfer" button

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# Scheduled Card Funding
Source: https://support.pexcard.com/administrator-guide/scheduled-card-funding

Automatically top up PEX cards to a target balance on a daily, weekly, or monthly schedule using scheduled card funding.

*Scheduled card funding is available to selected customers. Please contact your client success manager or PEX admin support if you are interested in enabling this feature for your account.*

The PEX system lets administrators automatically add funds to card balances on a recurring schedule. The system "tops up" a card to a specified **Target balance** at the chosen **Frequency**, for example, adjusting a card balance to `$5,000` on the 1st of every month.

Available frequencies:

* Daily
* A specific day of the week (Monday through Sunday)
* 1st of the month

You may also be interested in the [PEX Funding Scheduler](/administrator-guide/pex-funding-scheduler) app, which provides more flexibility in your schedules.

<Tip>
  **Tip:**

  You can also use **Auto Card Funding** (available under the *Spend Rules* tab on a card's detail page) to ensure a cardholder always has access to funds when they need them, rather than on a fixed schedule. [Learn more](/administrator-guide/using-auto-card-funding-instead-of-manual-card-funding).
</Tip>

<Note>
  **Note:**

  The standard maximum allowed balance on a single PEX card is `$50,000`. There is no required minimum balance on a card. (If a card is not being actively used, we recommend setting the balance to `$0` in order to reduce the possibility of fraud.)
</Note>

The *Request Funding* feature will not override the set amount for *Scheduled Card Funding*. The administrator should disable this setting and either use the *Funding Scheduler* app to add funds or manually fund the card at that time.

The Scheduled Card Funding form has the following fields:

### Frequency

Select how often the card should be funded. Options include Daily, a specific day of the week (Monday–Sunday), or the 1st of the month.

### Target balance

Enter the balance you want the card to reach after each scheduled funding event. The system calculates the difference between the card's current balance and the target balance, then funds that difference.

For example, if the Target balance is set to **`$5,000`** and the card's current balance is **`$3,200`**, the system will fund **`$1,800`** to bring the balance up to `$5,000`.

### Maximum funding amount (optional)

This field is available under **"More options"** and lets you cap the amount that can be transferred to the card in a single scheduled funding event.

When set, the system will fund whichever is less: the amount needed to reach the Target balance, or the Maximum funding amount. Leave this field empty for no limit — the card will always be topped up to the full Target balance.

## How to schedule card funding

Administrators can easily schedule regular funding of card balances:

<Steps>
  <Step>
    Log in to the dashboard as an admin
  </Step>

  <Step>
    Click "Cards" tab in the left navigation
  </Step>

  <Step>
    Locate and click on the cardholder's name
  </Step>

  <Step>
    Click the **"Scheduled card funding"** tab on the card detail page
  </Step>

  <Step>
    Select the desired schedule from the Frequency dropdown (e.g., "1st of the month")
  </Step>

  <Step>
    Enter the desired amount in the Target balance field. This is the balance the card will be topped up to on each scheduled funding date
  </Step>

  <Step>
    *(Optional)* Click **"More options"** to reveal the Maximum funding amount field. Enter a value to cap the amount funded per event, or leave it empty for no limit
  </Step>

  <Step>
    Review the summary text displayed below the form to confirm your settings (for example: *I would like this card balance to equal `$5,000.00` every 1st of the month. Each funding should not exceed `$2,000.00`*)
  </Step>

  <Step>
    Click the **"Set"** button (or **"Update"** if modifying an existing schedule)
  </Step>

  <Step>
    Click **"Update"** in the confirmation dialog to confirm. The dialog will display the full details including any maximum funding cap.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## How to stop scheduled card funding

Administrators can easily stop scheduled card funding:

<Steps>
  <Step>
    Log in to the Dashboard as an Administrator
  </Step>

  <Step>
    Click "Cards" option in the left navigation
  </Step>

  <Step>
    Locate and click on the cardholder's name
  </Step>

  <Step>
    Click "Scheduled Card Funding"
  </Step>

  <Step>
    Click "Remove"
  </Step>

  <Step>
    Click the "Remove" button in the confirmation dialogue box
  </Step>
</Steps>


# Searching for a Card
Source: https://support.pexcard.com/administrator-guide/searching-for-a-card

Quickly find a PEX card by cardholder name or partial match using the search and filter tools on the Cards tab of the administrator site.

## Searching for a card via the Administrator Site

The fastest way to find a specific card is to use the "Find in this Table" box on the top right of the card page.

<Steps>
  <Step>
    Log in to dashboard.pexcard.com
  </Step>

  <Step>
    Click the "Cards" tab on the left navigation
  </Step>

  <Step>
    On the top right of the screen, enter the name of the cardholder.

    * You can also enter partial names.
  </Step>
</Steps>

The Filter function will let you narrow your search results by specific criteria. Use multiple criteria to get more precise results.

<Steps>
  <Step>
    Click the "Filter" dropdown to see options:

    * Cardholder Name
    * Card Number
    * Card ID
    * Group
    * Spending Policy
    * Status
    * Has PIN?
    * Balance
    * Date Issued
    * Expiration Date
    * Date Last Used
  </Step>

  <Step>
    Enter the Cardholder Name, Card Number, Card ID, in the box to the right of your selection
  </Step>

  <Step>
    Click the blue Add button.
  </Step>

  <Step>
    The filter is added, resulting in a filtered view of the card list based on the criteria selected / entered.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

*In this example, a filter to find Active Status was used to narrow the list. Then, a second filter for Balance is selected, looking for a balance greater than \$250. This will be applied to the list in combination with the Active Status filter.*

<Frame>
  <img alt="" />
</Frame>

*Use multiple filters in combination. Here, the list shows cards with an Active Status as well as a Balance greater than \$250.*


# Setting Administrator Permissions on All Programs
Source: https://support.pexcard.com/administrator-guide/setting-administrator-permissions-on-all-programs

The primary Administrator has full permissions, and can both create Administrators and set their permissions. In order to change the permissions for another Administrator, you yourself must have the permission to 'Add/edit/delete administrators'.

## How to Set an Administrator's Permissions

<Frame>
  <img alt="" />
</Frame>

<Steps>
  <Step>
    Log into [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Team Members" tab on the left side
  </Step>

  <Step>
    Click on the name of the Administrator for whom you wish to edit permissions

    <Frame>
      <img alt="" />
    </Frame>

    *Click on the Team Member's administrator profile to open the profile page*
  </Step>

  <Step>
    Click "Edit Profile" button on the Administrator's profile

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select the permissions (check boxes) you want the Administrator to have
  </Step>

  <Step>
    Click the blue "Update" button to save changes
  </Step>
</Steps>

<Note>
  **Note:**

  PEX is not authorized to update administrator permissions. Partial administrators must speak to an administrator with full privileges to update their permissions for them.
</Note>


# Setting Spend Rules for a Card
Source: https://support.pexcard.com/administrator-guide/setting-spend-rules-for-a-card

Spend rules can be added to cards to designate where, and how the cards can be used. It helps decrease the potential for fraud and misuse. Once spend rules are set or updated on a card, it takes effect immediately.

***Watch a step-by-step demonstration [here](https://pex.navattic.com/1va0xg3)!*** 

## How to Add Spend Rules to a Card:

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click "Cards" on the left menu
  </Step>

  <Step>
    Locate and click on a Cardholder's name
  </Step>

  <Step>
    Click on "Spend Rules" tab
  </Step>

  <Step>
    When the radial button for "Custom rules for this cardholder" is selected, you may select the **Merchant Categories** section according to your desired spend rule. Make sure the check box for "Allow purchases at these places" is checked within each category. A check mark will appear next to categories that are selected (i.e. turned on)

    <Frame>
      <img alt="PEX: Setting Spend Rules for a Card" />
    </Frame>
  </Step>

  <Step>
    Once you make your spend rule selections, be sure to click the blue "Save Changes" button at the bottom. The spend rules will take effect immediately.

    * If you would like to remove or edit a spend rule category from a card, follow the steps above and remove the check from the box of that category, and click the "Save Changes" button at the bottom.
    * When the radial button for "Use a predefined policy" is selected, use the drop down menu to browse and select predefined policies that may already be set up. Click "Apply" and confirm your selection for the changes to take effect.

    <Frame>
      <img alt="PEX: Setting Spend Rules for a Card" />
    </Frame>
  </Step>
</Steps>


# Setting up your Chart of Accounts
Source: https://support.pexcard.com/administrator-guide/setting-up-your-chart-of-accounts

PEX uses tags to represent your organization's Chart of Accounts — including GL codes, cost centers, departments, projects, and any other accounting dimensions you track. By mapping your accounting structure into PEX, cardholders can code transactions at the point of purchase, an

PEX uses **tags** to represent your organization's Chart of Accounts — including GL codes, cost centers, departments, projects, and any other accounting dimensions you track. By mapping your accounting structure into PEX, cardholders can code transactions at the point of purchase, and that data flows cleanly into your accounting or ERP system.

*Note: Your accounting or ERP system is the recommended source of truth. Before configuring tags in PEX, confirm your Chart of Accounts is finalized in your ERP. Any updates to GL codes or account structures should be made in your ERP first, then reflected in PEX. A list of Accounting/ERP platforms that PEX integrates with can be found [here](https://marketplace.pexcard.com/available-apps/category/accounting).*

This guide walks through the four steps to set up, refine, and manage your Chart of Accounts in PEX.

## Step 1 — Create tags

Tags are the building blocks of your Chart of Accounts in PEX. Each tag represents a category (for example, "GL Code" or "Department"), and within each tag you'll add the individual values that cardholders select when coding a transaction (for example, "6100 – Office Supplies" or "Marketing").

To create tags, navigate to **Tag Manager** in your Admin settings.

1. From Dashboard, go to **Business** **Settings → Workflows **→** Tag Manager**.

2. Select **Create Tag** and enter the tag name (e.g., "Expense Account") and the tag type. Choose whether the tag is required or optional at the time of purchase.

3. Add your tag values using one of the following methods. Each value should match the corresponding code or name in your ERP exactly to ensure clean data on export.
   1. ***Recommended:*** Create a test value when syncing with your Accounting or ERP system. The remaining values will sync directly from your accounting software. Check out our support guides for set up help for your accounting or ERP platform.
   2. You have the ability to add values individually, or upload them in bulk using a CSV file.

4. Save the tag. It will be immediately available for cardholders to use when coding transactions.

<Frame>
  <img alt="" />
</Frame>

For full instructions, see [How to Setup and Create Tags with Tag Manager →](/administrator-guide/how-to-setup-and-create-tags-with-tag-manager)

## Step 2 — Disable tags that are not relevant

If your Chart of Accounts includes accounts that don't apply to PEX spend (e.g., payroll accounts, depreciation entries, or balance sheet accounts), you can disable those tag values so they don't appear in cardholder coding options. This keeps the list clean and reduces the chance of miscoding.

Disabling a tag value does not delete it — it simply hides it from cardholders. You can re-enable it at any time.

1. In **Tag Manager**, open the tag you want to manage.
2. Navigate to **Options** and locate the tag value(s) you want to remove from view and select the check box. This can be done in bulk.
3. Click on **Actions** and update the status to **Disable.** Disabled values will no longer appear for cardholders when coding transactions. Any previously coded transactions using that value will retain their coding.

<Frame>
  <img alt="" />
</Frame>

<Note>
  **Note:**

  Disabling a tag value only affects future transaction coding. Historical transactions coded with that value are not affected.
</Note>

For full instructions, see [Enabling and Disabling Tags →](/administrator-guide/enabling-and-disabling-tags)

## Step 3 — Create filters based on tag values (Advanced)

Tag-based filtering allows you to control which tag values are presented to cardholders based on the context of their transaction — for example, showing only the GL codes that apply to a specific expense category or merchant type. This reduces friction for cardholders and improves coding accuracy.

1. In **Tag Manager**, open the tag you want to filter and click on the edit button.
2. Navigate to the **Visibility** tab and locate Tag-based filtering
3. Define the filter criteria based on the selected tag — this can be based on the value of another tag (for example, when "Category" is "Travel," show only travel-related GL codes).
4. Assign the relevant tag values that should display when the filter condition is met. Values not included in the filter will be hidden for that context.
5. Save the filter. The filtered view will apply to all cardholders in real time.

<Frame>
  <img alt="" />
</Frame>

<Tip>
  **Tip:**

  Tag-based filtering works especially well when you have a large Chart of Accounts. By chaining tags together — for example, filtering GL codes based on a selected department — you can present cardholders with a short, relevant list rather than the full account list.
</Tip>

For full instructions, see [Tag Manager: Tag-Based Filtering →](/administrator-guide/tag-manager-tagbased-filtering)

## Step 4 — Limit tag values with Tag Restrictions

Tag Restrictions allow you to limit which tag values specific cardholders or groups can select. This is useful when certain departments should only code to their own cost center or GL codes — preventing cardholders from accidentally selecting accounts outside their scope.

1. In **Tag Manager**, open the tag you want to filter and click on the edit button.
2. Navigate to the **Visibility** tab and Group-based filtering
3. Select the Edit icon and choose the cardholder or group the restriction will apply to.
4. Select the tag values that this cardholder or group is permitted to use. Only the values you select will be available to them during transaction coding.
5. Save the restriction. The cardholder's view of available tag values will update immediately.

<Note>
  **Note:**

  Tag Restrictions override tag-based filters. If a cardholder is restricted to specific values and a filter is also applied, the cardholder will only see values that satisfy both the restriction and the filter.
</Note>

For full instructions, see [How to Limit Tag Values with Tag Restrictions →](/administrator-guide/how-to-limit-tag-values-with-tag-restrictions)

## Maintaining your Chart of Accounts

Your Chart of Accounts will evolve over time. Here are a few best practices for keeping PEX in sync with your ERP:

* **When adding/disabling new GL codes in your ERP** — sync the tag values in your integration so that the value becomes active/disabled in PEX Tag Manager.
* **When restructuring your Chart of Accounts** — review your tag-based filters and restrictions to ensure they still reflect the correct account groupings.
* **Periodically audit your tag values** — compare your active PEX tag values against your ERP's active account list to catch any discrepancies before they affect reporting.

  ### <img alt="image.png" />

### Related articles

* [How to Setup and Create Tags with Tag Manager](/administrator-guide/how-to-setup-and-create-tags-with-tag-manager)
* [Enabling and Disabling Tags](/administrator-guide/enabling-and-disabling-tags)
* [Tag Manager: Tag-Based Filtering](/administrator-guide/tag-manager-tagbased-filtering)
* [How to Limit Tag Values with Tag Restrictions](/administrator-guide/how-to-limit-tag-values-with-tag-restrictions)


# Streamline Your Purchase Workflow: Tips & Best Practices
Source: https://support.pexcard.com/administrator-guide/streamline-your-purchase-workflow-tips-best-practices

PEX best practices for configuring, enforcing, and reviewing purchase transactions — so your books stay clean and your team stays compliant.

<Note>
  **For Admins & Accounting Teams:**

  This guide covers PEX best practices for configuring, enforcing, and reviewing purchase transactions — so your books stay clean and your team stays compliant.
</Note>

## Your workflow at a glance

Follow these seven steps across three phases to build a reliable, end-to-end purchase workflow.

<Frame>
  <img alt="Seven-step purchase workflow across three phases: Configure (1. Connect accounting system/ERP, 2. Sync GL Codes, 3. Set approvals), Enforce (4. Configure review rules, 5. Use PEX automation, 6. Review & approve), and Analyze (7. Run reports)." />
</Frame>

## Phase 1 — Configure

### 1. Connect to your accounting system

PEX supports 50+ integrations. Once your account is connected to your accounting software, all purchases sync automatically — no manual data entry, fewer mistakes, and a much more effective flow.

<Note>
  **Tip:**

  Check the **Apps** page to find your accounting software and connect in just a few clicks.
</Note>

### 2. Sync your GL codes

Use the Tag Manager to [create, sync, or import your GL codes](/administrator-guide/how-to-setup-and-create-tags-with-tag-manager) so that every transaction can be properly categorized.

**Business settings → Workflows → Tag manager**

<Note>
  **Tip:**

  If your accounting software is already connected, sync your GL codes directly — it takes just a few clicks and keeps everything aligned automatically.
</Note>

### 3. Set up approval policy

Define how transactions get approved based on your company's needs. PEX supports several [types of approval policies](/administrator-guide/configuring-multilevel-approval-policies) that you can use individually or combine for more advanced rules.

**Business settings → Workflows → Approval policies**

#### Available policy types

* **Threshold-based** — approve based on transaction amount
* **Department (group)-based** — route approvals by team or department
* **Code (tag)-based** — assign approvers by expense category
* **Advanced** — combine all three types into a single policy

#### Avoid bottlenecks with the Out-of-policy feature

What happens when an approver is on vacation? Set up [out-of-policy rules](/administrator-guide/how-to-configure-approval-override-rules) so that designated top managers can approve items by bypassing the standard approval chain — keeping purchases moving without delays.

**Business settings → Workflows → Approval policies → Out-of-policy**

## Phase 2 — Enforce

### 4. Configure transaction review requirements

Align PEX's default rules with your company's compliance requirements so employees know exactly what's expected for every purchase.

**Business settings → Workflows → Workflow settings → [Transaction review requirements](/administrator-guide/how-to-review-transactions-with-receipts-tags-and-user-notes)**

* **Standard** — requires GL coding, receipt upload, and an explanatory note for each transaction. Includes automatic reminders for cardholders when anything is missing.
* **Basic** — for simpler compliance rules that don't require tags or receipts. Lightweight and easy for your team.

<Note>
  **Auto-Enforcer:**

  Want stricter compliance? Enable [Auto-Enforcer](/administrator-guide/auto-enforcer) to automatically block a cardholder's card when transaction info is still missing and they haven't followed company rules.
</Note>

<Note>
  **Share with your team:**

  Once your workflow is configured, send your employees our cardholder guide — [Managing Your Purchases with PEX](/cardholder-guide/managing-your-purchases-with-pex) — so they can self-educate on adding receipts, tags, and notes.
</Note>

### 5. Automate your workflow with PEX AI-powered features

Reduce manual work and keep all required info flowing in automatically. PEX offers smart automation tools that handle receipts, notes, and GL codes so your team can focus on what matters.

**Business settings → Workflows → Card purchases**

#### For receipts & notes — Receipt matching

Cardholders simply send receipts and notes directly via [SMS](/administrator-guide/text-to-pex-admin-guide) or [Email](/administrator-guide/email-to-pex-admin-guide). PEX automatically matches them to the correct transactions through [receipt matching](/administrator-guide/receipt-matching-admin-guide) — no manual uploading needed.

#### For GL codes — AI-powered tag suggestions

Smart [tag suggestions](/administrator-guide/how-to-get-ai-powered-tag-suggestions) appear automatically based on your past transactions. The more your team uses it, the better the suggestions get — saving time and reducing coding errors.

#### For GL codes (rule-based) — Auto Tagger app

Create dynamic rules that [automatically tag transactions](/administrator-guide/pex-auto-tagger) with the right PEX tags. Rule-based tagging reduces reconciliation time and enhances the accuracy of your reporting.

<Note>
  **Tip:**

  Use Receipt Matching together with either AI Tag Suggestions or the Auto Tagger app for maximum automation — your cardholders handle receipts, and the system handles coding.
</Note>

### 6. Review and approve transactions before end of month

Make sure every transaction gets reviewed by a manager before the books close. Use these filters to find what still needs attention:

* **Transactions awaiting review:** **Transactions → Filter → Review Status → Not Reviewed**
* **Transactions missing required data:** **Transactions → Filter → Review Status → Missing Info**

<Note>
  **Tip:**

  Set up [daily or weekly digest approval reminders](/administrator-guide/how-to-enable-admin-notifications) so you never miss a pending approval transaction. Go to **Profile → Notifications → Digest Reminders**.
</Note>

<Note>
  **Tip:**

  Install our Mobile app to get real-time push notifications and approve purchases directly from your phone.
</Note>

## Phase 3 — Analyze

### 7. Use reports to your advantage

PEX offers a suite of [built-in reports](/administrator-guide/how-to-run-reports) to help you monitor spending, track compliance, and generate the exports your finance team needs. Explore the Reports section to find transaction summaries, approval status breakdowns, and more.

<Note>
  **Tip:**

  Schedule reports to run automatically and have them delivered to your inbox — one less manual step at month-end.
</Note>


# Submitting disputes from the Dashboard
Source: https://support.pexcard.com/administrator-guide/submitting-disputes-from-the-dashboard

How cardholders and administrators dispute settled card transactions from the PEX Dashboard — selecting transactions, choosing a fraud or billing reason and uploading supporting documents

The Disputes workflow allows cardholders and administrators to dispute settled card transactions directly from the PEX platform. Whether a transaction is unauthorized (fraud) or there is a billing disagreement with a merchant, the dispute process guides you through selecting transactions, choosing a reason, answering required questions, and optionally uploading supporting documents. Once submitted, disputes are sent for review. Once reviewed by the PEX team, we will email you.

<Note>
  **For Admins & Cardholders:**

  Disputes must be submitted per card — all transactions in one dispute need to belong to the same card number, and only settled transactions are eligible.
</Note>

## Your dispute workflow at a glance

Follow these five steps to submit and track a dispute from start to finish.

<Steps>
  <Step title="Select transactions">
    Pick one or more settled transactions on the same card from the Purchases tab
  </Step>

  <Step title="Choose a reason">
    Fraud (unauthorized) or another disagreement — the system checks eligibility for you
  </Step>

  <Step title="Answer questions">
    Confirm card possession, describe the issue and add reason-specific details
  </Step>

  <Step title="Attach documents">
    Optional — upload a receipt or police report to support your case
  </Step>

  <Step title="Submit & we review">
    Land on Disputed transactions — we email you once reviewed
  </Step>
</Steps>

### Selecting transactions to dispute:

1. Log in to the Dashboard via [https://dashboard.pexcard.com](https://dashboard.pexcard.com)
2. Click 'Cards' from the sidebar menu
3. Select the needed card and click on it
4. Select the 'Purchases' tab on the Card details page
5. Select one or more transactions using the checkboxes on the left side of the transaction grid
   * Only settled (non-pending) transactions are eligible for dispute
   * All selected transactions must belong to the same card number
   * Transactions that have already been disputed cannot be disputed again
6. Click the 'Actions' dropdown button above the transaction grid.
7. Click 'Dispute' from the dropdown menu.
8. On the 'Dispute reason' modal window, check the number of eligible transactions (calculated by the system)
   * Hover over the info icon next to the eligible count to see the full eligibility criteria.
9. Select one of the two dispute reason options:
   * **Unauthorized transaction (fraud):** Select this if neither you nor anyone authorized to use your card conducted or benefited from the described transactions<br />*Important: Selecting this option **will immediately block the card** to prevent any further fraudulent actions*
   * **Other disagreement or dispute:** Select this if you are aware of the merchant and/or transaction but disagree with it (e.g., incorrect amount, goods not delivered, canceled subscription still being charged)
10. Click 'Confirm' to proceed to the dispute form.

### Completing the dispute form

After confirming the dispute reason, you will be taken to the 'Create dispute' page. The page displays your business name, cardholder name, card number (last 4 digits), and the selected transactions. Complete the required questions below:

1. **Card possession:** Indicate whether you had the card in your possession at the time of the transaction(s) by selecting 'Yes' or 'No'.
2. **Dispute description:** Describe in detail why you are disputing the charges.
3. **Additional questions based on the dispute reason:**
   * **If you selected 'Unauthorized transaction (fraud)':**
     * Select the status of your card from the 'My card was' dropdown:
       * *Lost on* - Provide the date your card was lost and the location where it was lost.
       * *Stolen on* - Provide the date your card was stolen and the location where it was stolen.
       * *Used by* - Provide the date and the name of the person who used your card.
       * *Card was in my possession at the time of unauthorized use* - No additional details required.
       * *Other* - Provide a written description of the circumstances.
   * **If you selected 'Other disagreement or dispute':**
     * Select a reason from the dropdown:
       * *The merchant charged me an incorrect amount* - Enter the correct amount.
       * *The merchant charged me \[X] times instead of the expected \[Y] time(s)* - Enter the number of times you were charged and the expected number.
       * *The goods or services were not delivered at all* - No additional details required.
       * *The goods or services were not delivered on time or in expected manner or quality* - No additional details required.
       * *I canceled a subscription on \[date] but the merchant continues to charge me* - Enter the cancellation date.
       * *I paid for my goods or services via other means. I attached the proof of payment* - No additional details required (attach proof in the upload section).
       * *I returned my goods on \[date] but the merchant has not refunded me in 30+ days* - Enter the date the goods were returned.
       * *Other reason* - Provide a written description.
4. Check the box labeled 'I have a document to upload (receipt, police report)' if you have any documents to upload (optional)
   * Click 'Upload' or drag and drop files into the upload area
   * Accepted file formats: JPEG, PNG, and PDF
     * You may upload up to 5 files per dispute
     * Uploaded files will appear in a list showing the file name and size. You can remove individual files by clicking the remove button next to each file
     * If you uncheck the upload checkbox, all previously uploaded files will be removed
5. Click 'Submit' to submit the dispute for review
   * After successful submission, you will see a confirmation message and be redirected to the 'Disputed transactions' tab

## FAQ

1. **How to make the 'Disputes' feature enabled in the Dashboard?**<br />Contact PEX support to request enabling the feature.
2. **Who can submit disputes?**
   Depending on your business settings that are managed by PEX, disputes can be submitted by administrators only, or by both administrators and cardholders. Contact your account administrator to check your business's dispute access settings.
3. **Which transactions can I dispute?**
   Only settled transactions that have not been previously disputed and belong to the same card number can be disputed together. Pending transactions are not eligible for dispute.
4. **What happens if I select 'Unauthorized transaction (fraud)'?**
   Your card will be immediately blocked to prevent further unauthorized use. A new card will be reissued or the account will be closed.
5. **Can I dispute transactions from multiple cards at once?**
   No. All transactions in a single dispute must belong to the same card. To dispute transactions from different cards, submit separate disputes.
6. **What file types can I upload as supporting documents?**
   You can upload JPEG images, PNG images, and PDF documents. Up to 5 files can be attached per dispute.
7. **Where can I find the 'Disputed transactions' tab?**
   Administrators can find it under 'Transactions' in the sidebar menu. The 'Disputes' tab is only visible if the dispute feature is enabled for your business.
8. **Can I edit or cancel a dispute after submitting?**
   Once a dispute has been submitted, it cannot be edited from the Dashboard. Contact PEX support if you need to modify or cancel a submitted dispute.
9. **What should I do if I get an error while submitting?**
   Ensure all required fields are filled in correctly and try again. If the problem persists, contact PEX support.


# Supported Browsers for PEX Websites
Source: https://support.pexcard.com/administrator-guide/supported-browsers-for-pex-websites

PEX supports the two latest versions of most mainstream browsers.

To ensure you are getting the most out of the PEX platform, please upgrade your browser to the latest version of any of the browsers below:

### **For any computer**

<CardGroup>
  <Card title="Google Chrome" href="https://www.google.com/chrome/" icon="chrome" />

  <Card title="Mozilla Firefox" href="https://www.mozilla.org/en-US/firefox/new/" icon="firefox" />
</CardGroup>

### **For Apple Macs**

<Card title="Safari" href="https://support.apple.com/downloads/safari" icon="safari" />

### **For Windows (10)**

<Card title="Microsoft Edge" href="https://www.microsoft.com/en-us/edge" icon="edge" />

Please note that PEX no longer supports Internet Explorer.


# Switching accounting platforms: what to update in PEX
Source: https://support.pexcard.com/administrator-guide/switching-accounting-platforms

When you change accounting software, your PEX tag manager, Auto Tagger rules, Auto Enforcer policies, and integrations all need a review. This guide walks you through what to audit, update, and in what order.

## Overview

Switching your organization's accounting software affects more than just your general ledger. In PEX, your GL structure lives inside your tag manager — and that tag manager powers your Auto Tagger rules, Auto Enforcer policies, cardholder coding workflows, and accounting integrations. When your chart of accounts changes, each of these areas needs a review.

This article walks you through what to audit, what to update, and in what order — so your team can keep coding and reconciling without interruption.

## Is your current platform nearing end of life?

Two widely used platforms have announced end-of-life dates that may affect your timeline.

**QuickBooks Desktop** — Intuit is ending support for QuickBooks Desktop in May 2026. If your team currently uses the QuickBooks Desktop integration with PEX, you need to migrate to a supported platform. QuickBooks Online has a native PEX integration available through the [PEX Marketplace](https://marketplace.pexcard.com).

**Microsoft Dynamics GP (Great Plains)** — Microsoft has announced end-of-life for Dynamics GP in 2029. If you are on this platform, now is a good time to evaluate your migration path. PEX supports Microsoft Dynamics Business Central, which is a natural next step for many GP customers.

If you are mid-migration or evaluating platforms, start the PEX steps in this article as soon as your new chart of accounts is confirmed — not after go-live.

## Supported accounting integrations

PEX connects with 50+ accounting, ERP, and productivity platforms at no extra cost. The full list is available at [marketplace.pexcard.com](https://marketplace.pexcard.com). Below are the accounting platforms organized by vertical.

### General accounting and ERP

| Platform                            | Notes                                                                                                                             |
| ----------------------------------- | --------------------------------------------------------------------------------------------------------------------------------- |
| QuickBooks Online                   | Featured · Nightly transaction imports with receipts; create vendor cards from QuickBooks                                         |
| Oracle NetSuite                     | Featured · Daily sync with receipts; track against customers, vendors, departments, locations, and classes                        |
| Sage Intacct                        | Featured · Sync receipts and transactions for faster reconciliation                                                               |
| Microsoft Dynamics Business Central | Featured · Sync PEX receipts and transactions into your Dynamics account for more efficient expense management and reconciliation |
| Xero                                | Featured · Sync receipts and transactions for faster reconciliation                                                               |
| Acumatica                           | Export transactions for easier expense reconciliation                                                                             |
| Sage 50                             | Export data for small business accounting                                                                                         |
| Sage 100                            | Export transactions for mid-sized business finances                                                                               |
| Sage 300                            | Export transactions for multi-entity financial tracking                                                                           |
| Zoho Books                          | Sync receipts and transactions to reduce manual bookkeeping                                                                       |
| Yardi                               | Export transactions for real estate accounting                                                                                    |
| QuickBooks Desktop                  | ⚠️ End of life May 2026 — migrate to QuickBooks Online or another supported platform                                              |

### Nonprofit and faith-based

| Platform                       | Notes                                                                                  |
| ------------------------------ | -------------------------------------------------------------------------------------- |
| Aplos                          | Featured · Sync PEX with Aplos to reduce reconciliation for nonprofits and churches    |
| Blackbaud Financial Edge       | Featured · Sync transactions and allocations to populate journal entries automatically |
| MIP Accounting                 | Export transactions to support nonprofit fund accounting                               |
| Bloomerang                     | Export data for nonprofit financial tracking                                           |
| ACS Technologies (Realm)       | Convert transactions into ACS Technologies accounting for easier reconciliation        |
| Daxko                          | Convert transactions into Daxko Accounting for easier reconciliation                   |
| fundEZ                         | Export transactions for streamlined nonprofit fund tracking                            |
| ParishSOFT Accounting          | Export transactions for simplified church financial reporting                          |
| PowerChurch Software           | Export data for accurate church financial records                                      |
| Serenic Navigator              | Convert transactions for easier reconciliation                                         |
| Shelby (ShelbyNext Financials) | Import custom transaction reports tailored for church financial requirements           |
| Veracross                      | Export transactions to streamline school accounting                                    |

### Construction

| Platform            | Notes                                                                                  |
| ------------------- | -------------------------------------------------------------------------------------- |
| CMiC                | Sync transactions into CMiC for expense management                                     |
| Foundation Software | Export data for streamlined construction accounting                                    |
| Procore             | Direct connection between PEX and Procore to manage construction expenses and receipts |

### Media and entertainment

| Platform                  | Notes                                                                         |
| ------------------------- | ----------------------------------------------------------------------------- |
| Greenslate                | Sync transactions for production accounting                                   |
| Extreme Reach (Luca)      | Convert transactions into Luca for easier reconciliation                      |
| Media Services (MediaWeb) | Export transactions in a compatible MediaWeb format for production accounting |
| Wrapbook                  | Export transactions for production finances                                   |

### Expenses and travel

| Platform   | Notes                                                                                  |
| ---------- | -------------------------------------------------------------------------------------- |
| SAP Concur | Featured · Sync PEX transactions into SAP Concur Expense for travel expense management |
| Databasics | Export transactions for easier expense reconciliation                                  |

### Productivity and automation

| Platform           | Notes                                                                      |
| ------------------ | -------------------------------------------------------------------------- |
| Airtable           | Automatically export settled transactions into Airtable                    |
| Google Drive       | Copy cardholder receipts into Google Drive to reduce manual file downloads |
| Google Sheets      | Dynamically export settled transactions into Google Sheets                 |
| Microsoft OneDrive | Copy cardholder receipts into OneDrive to reduce manual file downloads     |
| Slack              | Get instant transaction alerts and approval notifications in Slack         |
| Zapier             | Connect PEX with 4,000+ apps available on Zapier                           |

Don't see your platform? Use the [PEX API](https://developer.pexcard.com) to build a custom integration.

## Before you begin

Complete these three steps before you change anything in PEX.

**1. Export your current tag manager**

Go to **Tags** in the admin portal and export your full tag list. This is your source of truth for what is currently mapped to cardholder groups, Auto Tagger rules, and Auto Enforcer policies. Save it.

**2. Document your Auto Tagger and Auto Enforcer rules**

Open each rule set and note which tags it references. Any rule that uses a GL-mapped tag needs to be updated after you rebuild your tag manager. There is no bulk-export for rules, so document them manually or take screenshots before you make changes.

**3. Get your new chart of accounts from Finance**

You need the complete, finalized list of GL accounts from your new platform before you touch PEX. Partial lists lead to rework. Confirm with your Finance or accounting lead that the chart of accounts is final and approved.

## Step 1: Review your existing tag structure

Open **Tags** in the admin portal and take stock of what you have.

* Which tags map directly to GL accounts in your current platform?
* Which tags are used for other purposes — departments, projects, locations — that are not tied to GL codes?
* Are any tags assigned to specific cardholder groups or spend categories?
* Are there tags that are no longer used and can be retired?

Tags that are not GL-mapped may not need to change at all. Focus your migration effort on the tags that feed your accounting integration.

## Step 2: Build your new GL tags in PEX

Once you have your new chart of accounts in hand, add your new GL codes as tags in PEX.

1. Go to **Tags** in the admin portal and select **Add tag**.
2. Create each new GL account as a tag. Use the same naming convention your accounting platform uses so coding is intuitive for cardholders.
3. If your new platform uses a segment structure (department + GL account + location, for example), decide whether to model that as separate tag fields or a combined value. Keep it simple for cardholders — the fewer decisions they need to make at the point of purchase, the better.
4. Assign the new tags to the appropriate cardholder groups before you disable the old ones.

<Note>
  **Note:**

  Hold off on disabling your old GL tags until your team has finished coding all transactions from the prior period. Cardholders and admins still need those tags to reconcile anything that hit before the switch.
</Note>

## Step 3: Update your Auto Tagger rules

Auto Tagger applies tags to transactions automatically based on merchant, category, or other criteria. If any of your rules reference old GL tags, they need to be updated before the new tags go live.

For each Auto Tagger rule that references a GL tag:

1. Open the rule in **Auto Tagger**.
2. Replace the old GL tag with the corresponding tag from your new chart of accounts.
3. Confirm the merchant or category criteria still apply under your new platform's coding structure.
4. Save and test with a sample transaction if possible.

Rules that apply non-GL tags (like department or location) typically do not need to change.

## Step 4: Update your Auto Enforcer policies

Auto Enforcer flags or blocks transactions based on policy rules — some of which may reference specific tags. Review each policy for GL tag dependencies.

Common areas to check:

* **Receipt requirements** tied to specific GL accounts or spend categories
* **Approval rules** that trigger based on how a transaction is tagged
* **Spend alerts** or flags that reference specific GL values

Update the tag references in each affected policy. If you are restructuring your GL hierarchy significantly, this is also a good time to review whether your policy rules still reflect how your organization wants to manage spend.

## Step 5: Reconnect your accounting integration

If you use a PEX accounting integration, you need to reconfigure it after your platform migration. The general steps are:

1. Disconnect the existing integration from the **Apps** section in the admin portal.
2. Authenticate and reconnect to your new platform.
3. Remap your PEX tags to the corresponding GL accounts in your new chart of accounts.
4. Run a test export before your go-live date to confirm transactions are mapping correctly.

For platform-specific setup instructions, visit the [Apps & Other Integrations](/administrator-guide/apps-and-other-integrations) section and search for your accounting platform by name.

## Step 6: Disable old GL tags

Once you have confirmed:

* All prior-period transactions are fully coded and reconciled
* Finance has closed the books for the final period on the old platform
* All Auto Tagger and Auto Enforcer rules have been updated
* Your new accounting integration is tested and working

…you can disable the old GL tags in PEX. We recommend keeping them in a disabled state rather than deleting them. Disabled tags remain visible in transaction history and exports, which helps with audits and any late-period adjustments.

## Step 7: Communicate the change to your team

Cardholders and admins notice when the tag list changes. Give them a heads-up before the switch.

**For admins:** Share the mapping between old and new GL tags, the go-live date, and who to contact with questions.

**For cardholders:** Keep it simple. Tell them the tag list is changing on a specific date, what the new tags look like, and that the old ones are going away. A one-page reference card with the new GL codes and their descriptions goes a long way.

If cardholders have pending or unsubmitted transactions, ask them to code and submit those before the cutover date — while the old tags are still active.

## After the switch: validation checklist

Run through these in the first week after cutover.

* [ ] New GL tags are active and visible to the right cardholder groups
* [ ] Old GL tags are disabled and no longer selectable
* [ ] Auto Tagger rules are applying the correct new tags
* [ ] Auto Enforcer policies are triggering correctly
* [ ] A test export to the new accounting platform mapped transactions correctly
* [ ] No post-cutover transactions are coded to retired GL tags
* [ ] Cardholders have confirmed they can see and select the new tags

## Related articles

* [Setting up your chart of accounts](/administrator-guide/setting-up-your-chart-of-accounts)
* [PEX Auto Tagger](/administrator-guide/pex-auto-tagger)
* [Auto Enforcer](/administrator-guide/auto-enforcer)
* [PEX Connector for QuickBooks Online (Prepaid)](/administrator-guide/pex-connector-for-quickbooks-online-prepaid)
* [Connector for NetSuite (Prepaid)](/administrator-guide/connector-for-netsuite-prepaid)
* [PEX Connector for Sage Intacct (Prepaid)](/administrator-guide/pex-connector-for-sage-intacct-prepaid)
* [Connector for Microsoft Dynamics 365](/administrator-guide/connector-for-microsoft-dynamics-365)
* [PEX Connector for Xero (Prepaid)](/administrator-guide/pex-connector-for-xero-prepaid)
* [PEX Connector for Aplos (Prepaid)](/administrator-guide/pex-connector-for-aplos-prepaid)
* [Connector for Blackbaud (Prepaid)](/administrator-guide/connector-for-blackbaud-prepaid)


# Tag Manager: Tag-based filtering
Source: https://support.pexcard.com/administrator-guide/tag-manager-tagbased-filtering

Tag-based filtering creates parent-child relationships between dropdown tags. When your cardholder selects a value in the parent tag, the child tag automatically shows only relevant options.

Example: Select "2024-001 Riverside Apartments" as Job → Cost Code filters to "03000 Concrete," "05000 Metals," "26000 Electrical" — only the codes assigned to that job.

## Prerequisites

* *Edit business settings & apps* or Manage cardholder permission enabled (verify in [My Profile > Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support)).
* At least two active dropdown-type tags in [Business Settings > Tags](https://dashboard.pexcard.com/login?url=/business-settings/workflows/tags\&utm_source=support). Tag-based filtering only works with dropdown tags.

## How It Works

Tag-based filtering links two dropdown tags. When a cardholder selects a value in the parent tag, the child tag shows only relevant options.

* **Conditions:** Define specific mappings — "When \[parent options] selected → show \[child options]." You can create multiple conditions.
* **Otherwise:** Controls what shows when no condition matches.

<Frame>
  <img alt="PEX: Tag-based filtering" />
</Frame>

## Set Up a Tag-Based Filter

<Steps>
  <Step>
    Go to [Business Settings > Workflows > Tags](https://dashboard.pexcard.com/login?url=/business-settings/workflows/tags\&utm_source=support)
  </Step>

  <Step>
    Click the *child tag* you want to filter
  </Step>

  <Step>
    Open the **Visibility** tab
  </Step>

  <Step>
    Select the *parent tag*
  </Step>

  <Step>
    Click **Add condition** and define your rules

    * *Example:*
      * *If Job = "Riverside Apartments" → show "03000 Concrete," "05000 Metals"*
      * *If Job = "Downtown Office Tower" → show "09000 Finishes," "26000 Electrical"*
        <Frame>
          <img alt="PEX: Tag-based filtering" />
        </Frame>
  </Step>

  <Step>
    Set the **Otherwise** condition

    * Options: "All options," "None," or a specific list.
    * *Example: "None" — requires a valid Job selection first*
  </Step>

  <Step>
    Click **Save**
  </Step>
</Steps>

<Tip>
  **Tips:**

  * If the child tag is required, make sure Otherwise has at least one option — or cardholders won't be able to complete tagging.
  * When only one valid child option remains and the tag is required, it auto-fills.
</Tip>

**Limits:**

* Maximum **10** filters per business
* Maximum **3** tags in a chain (A → B → C)
* Each child tag can have only **one** parent

## View Tag-Based Filters

To see all tag-based filters:

* Go to [Business Settings > Workflows > Tags](https://dashboard.pexcard.com/login?url=/business-settings/workflows/tags\&utm_source=support)
* Click **View tag-based filters** at the bottom of the page

See all filters in a tree diagram. Click the pencil icon to edit any tag's visibility settings.

<Frame>
  <img alt="PEX: Tag-based filtering" />
</Frame>

## Preview Before You Launch

Preview what a user will see when tagging transactions before rolling out your filters:

* Go to [Business Settings > Workflows > Tags](https://dashboard.pexcard.com/login?url=/business-settings/workflows/tags\&utm_source=support)
* Click **Preview tag visibility**
* Select a **user** from the dropdown to simulate their view
* Select parent tag values to see how child options filter

The preview shows all tags the selected user has access to, including both tags that are part of a filter and independent tags. Child tags appear disabled until a parent value is selected. 

<Note>
  **Note:**

  The preview respects tag-group filters. If certain options are limited to specific cardholder groups, only options the selected user can access will appear.
</Note>

## Edit or Delete a Filter

**To edit:** Open the tag's **Visibility** tab → update rules or Otherwise condition → **Save**.

**To delete:** Open the tag's **Visibility** tab → click on the Delete icon. 

## How Filtering Appears to Users

Here is what users experience when tagging transactions, reimbursements, or bills:

* Linked tags are grouped together, with parent tags above their children.
* Child tags are disabled until parent is selected
* Changing the parent clears the child selection
* Independent tags work as usual

<Frame>
  <img alt="PEX: Tag-based filtering" />
</Frame>

## Existing Transactions with Invalid Combinations

Transactions tagged before a filter was created may have combinations that no longer match your rules. These display a **warning icon (⚠️)** next to the invalid tag.

* **View mode:** Warning shown, data preserved
* **Edit mode:** Invalid value cleared, user can select a valid option

## FAQ

<AccordionGroup>
  <Accordion title="Which tag types are supported?">
    Dropdown tags only. Text, Decimal, Yes/No, and Sales Tax tags cannot be used.
  </Accordion>

  <Accordion title="Can a tag be both parent and child?">
    Yes. Job → Cost Code → Cost Type (Cost Code is both)
  </Accordion>

  <Accordion title="Can a child have multiple parents?">
    No. One parent per child tag.
  </Accordion>

  <Accordion title="Do tag-based filters affect accounting integrations (e.g., NetSuite, QuickBooks)?">
    No. Filters only control what users see in PEX. All options remain available for sync mapping.
  </Accordion>

  <Accordion title="What happens if I disable or delete a tag used in a tag-based filter?">
    Remove the tag-based filter first before disabling or deleting the tag.
  </Accordion>

  <Accordion title="What happens when a user changes the parent tag value on an already-tagged transaction?">
    The child tag value is automatically cleared. The user must select a new child value from the updated allowed options.
  </Accordion>

  <Accordion title="Can I use tag-based filtering with group-based filtering?">
    Yes. Both work together. If a tag option is restricted to certain cardholder groups, tag-based filtering only shows options the user has access to and that match the filter conditions.
  </Accordion>

  <Accordion title="Will the filter apply when tagging in bulk?">
    Yes. Tag-based filtering applies to both individual and bulk tagging.
  </Accordion>

  <Accordion title="How do I know which tags have tag-based filters configured?">
    In the tags list ([Business Settings > Workflows > Tags](https://dashboard.pexcard.com/login?url=%2Fbusiness-settings%2Fworkflows%2Ftags\&utm_source=support)), tags with active tag-based filters display a tooltip icon—hover to see parent-child relationship details. Click [View tag-based filters](https://dashboard.pexcard.com/business-settings/tags/tag-based-filters?utm_source=support) for a complete overview.
  </Accordion>
</AccordionGroup>

## Support & Inquiries

For any questions or for more information, please [contact Administrator Support](/administrator-guide/contact-administrator-support) or contact your PEX account manager.


# Tags
Source: https://support.pexcard.com/administrator-guide/tags

Transactions can be tagged with many different types of metadata, including General Ledger codes. Find out how to configure Tags on the PEX platform and use them to organize your transactions.

<CardGroup>
  <Card title="PEX Split Tags" href="/administrator-guide/pex-split-tags" icon="split" />

  <Card title="Tag Manager: Tag-based filtering" href="/administrator-guide/tag-manager-tagbased-filtering" icon="filter" />

  <Card title="Enabling and Disabling Tags" href="/administrator-guide/enabling-and-disabling-tags" icon="toggle-on" />

  <Card title="Deleting a Tag" href="/administrator-guide/deleting-a-tag" icon="trash" />

  <Card title="How to Setup and Create Tags with Tag Manager" href="/administrator-guide/how-to-setup-and-create-tags-with-tag-manager" icon="pencil" />
</CardGroup>


# Text to PEX (Admin guide)
Source: https://support.pexcard.com/administrator-guide/text-to-pex-admin-guide

Set up your business so cardholders can text or email receipts and notes to PEX, and PEX matches them to the right transaction automatically

Text in your receipts and notes via SMS or [Email](mailto:receipts@pexcard.com). PEX will auto match receipts and notes to their transactions for you.

## Enable cardholders to text in receipts

### Admin setup required

Configure these settings to allow cardholders to text receipts:

<Steps>
  <Step>
    Go to [Business settings → Workflows in the side navigation → Workflow settings tab → click Edit](https://dashboard.pexcard.com/business-settings/workflows)
  </Step>

  <Step>
    Under **Transaction review requirements & missing data reminders**, select **Basic**
  </Step>

  <Step>
    Check "*Send reminders immediately after each transaction to add missing receipt(s) for purchases above*"

    * Set minimum purchase amount in the dollar field to trigger reminders (e.g., \$100 = reminders only for purchases above \$100).
    * Leave empty to send reminders for all purchases.
      * If disabled, cardholders will not receive SMS receipt reminders.
  </Step>

  <Step>
    Enable **Business Attachments** (on by default)

    * If disabled, cardholders can send receipts via SMS, but receipts won't be stored as business attachments or auto-matched.
  </Step>

  <Step>
    Enable **Receipt Matching** (on by default)

    * Allows PEX AI to automatically match receipts to transactions.
  </Step>

  <Step>
    Click **Update**
  </Step>
</Steps>

<Frame>
  <img alt="Image" />
</Frame>

### Cardholder setup required

Have your cardholders enable SMS receipt reminders in their profiles. Cardholder steps:

* **Verify your phone number**:
  1. Go to [My Profile](https://dashboard.pexcard.com/account/profile)
     <Frame>
       <img alt="My Profile page" />
     </Frame>
     <Frame>
       <img alt="Profile details with phone number" />
     </Frame>
  2. To add another phone number for SMS receipt reminders:
     * Click **Edit Profile**
     * Edit your Phone or Alternative Phone number
     * Click **Update**
  3. Verify the phone number for SMS receipt reminders:
     * Click **Verify**
       <Frame>
         <img alt="Verify phone number" />
       </Frame>
     * Click **Send code**
     * Enter the Secure Access Code you have received
     * Click **Verify**
     <Note>
       **Note:** If both Phone and Alternative Phone numbers are verified, SMS receipt reminders go to your Phone number.
     </Note>
* **Enable SMS receipt reminder**:
  1. Go to [Notifications](https://dashboard.pexcard.com/account/notifications)
  2. Locate the "Receipt reminder" notification
  3. Check the SMS box across it
  4. Click **Update Notifications**

Cardholders are ready to receive SMS receipt reminders.

**Share with cardholders:** [Text to PEX (Cardholder Guide)](/cardholder-guide/text-to-pex-cardholder-guide)

## Add PEX as a contact

On your mobile device, create a new contact called "PEX" with phone #: (640) 800-7522. Use this number for SMS reminders and to text receipts and notes to PEX.

## Reply with receipt image

When your cardholders make a purchase, they will receive an SMS receipt reminder from PEX (640) 800-7522. They simply reply with a receipt photo. For best matching, receipts should show date and total amount paid. PEX auto-matches receipts and sends confirmation SMS.

## Send a note with your receipt

You and your cardholders can include a note with your receipt in two ways:

* **Same message:** Add note text in the same SMS as the receipt image.
  * Works for anonymous senders too.
* **Follow-up message:** Send the receipt image first, then reply with your note as a separate text message within **15 minutes**.
  * Not available for anonymous senders.

PEX will attach the note to the same transaction as your receipt. Use notes to add context such as business purpose, project name, or other details you may require.

<Note>
  **Note:**

  Follow-up notes must be sent within 15 minutes or they won't be associated with the receipt.
</Note>

## Send SMS without reminder

You and your cardholders can also text PEX a receipt directly without waiting for a reminder.

* Save PEX number to your contacts: (640) 800-7522.
* Send receipt photo(s) via SMS (multiple receipts allowed).
* PEX auto-matches receipts and sends confirmation SMS.
* Include notes in the same message as receipt, or reply within **15 minutes** to attach to the same transaction.

**Make sure the phone number you use is verified.** To verify:

* Go to [My Profile](https://dashboard.pexcard.com/account/profile)
* Locate your phone number
  * To add another phone number for SMS receipt reminders:
    * Click **Edit Profile**
    * Edit your Phone or Alternative Phone number
    * Click **Update**
* Click **Verify**
* Click **Send code**
* Enter the Secure Access Code you received
* Click **Verify**

<Note>
  **Note:**

  All settings in [Admin Setup Required](https://support.pexcard.com/administrator-guide/text-to-pex-admin-guide#admin-setup-required) must be enabled for SMS receipt submission to work.
</Note>

## **Send a receipt anonymously**

You can submit receipts by text message even if your phone number isn't linked to a Cardholder account — so bookkeepers, assistants, or other third parties can send in receipts on a Cardholder's behalf without needing their own PEX login.

If PEX can't tell which business the receipt belongs to, you'll get a text asking for the last 4 digits of the card used for the purchase.

* You have 24 hours to respond.
* Your reply must be just the 4 digits (for example, "1234").
* No reply in 24 hours? The request expires and you'll get a notification.
* Reply with valid digits and a match is found, you'll get a confirmation.

If you're sending receipts from a number that isn't linked to a Cardholder account, you can still add a note — just include it in the same text as the receipt image, and it'll be attached to the matched transaction automatically. Sending the note as a separate follow-up message isn't supported for anonymous senders at this time.

## PEX SMS responses

If you send a receipt via SMS on behalf of a cardholder, you might receive these notifications:

* **Success match**:
  * *"Thank you! Your receipt has been auto matched."*
* **Duplicate receipt**:
  * *"This receipt has already been submitted. Please send each receipt only once."*
* **Unrecognized phone number**:
  * *"We don't recognize this phone number. Please update and verify your phone number in your PEX profile, then resend the receipt."*
* **Retry start (waiting for transaction)**:
  * *"Waiting for your transaction to appear in PEX. We'll keep checking and auto-match it for you soon. Thank you!"*
* **Retry expired (auto-match failed)**:
  * *"The receipt couldn't be auto-matched. You can check the reason in the Attachment thumbnail menu. Please, manually add the receipt to the transaction."*
* **No match**:
  * *"Receipt auto match was not successful. Manually upload and match your receipt to the purchase transaction using PEX mobile app or dashboard."*
* **Last 4 digits** (anonymous sender only):
  * *"We received your receipt but need more information to match it. Please reply with the last 4 digits of the PEX card used for this purchase."*

For best matching results, resend with a clear image showing the merchant name, total amount paid, and transaction date.

If a second attempt still doesn't match, you can manually attach the receipt. Log into your PEX dashboard, view your [transactions](https://dashboard.pexcard.com/transactions/card-transactions), and attach the receipt where applicable.

## FAQ

<AccordionGroup>
  <Accordion title="Is there a cardholder guide for sending receipts via SMS?">
    Yes. Share this guide with your cardholders: [Text to PEX (Cardholder Guide)](/cardholder-guide/text-to-pex-cardholder-guide)
  </Accordion>

  <Accordion title="Why can't my cardholders edit their phone number? It's grayed out.">
    Contact [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) to grant cardholders phone number editing permission.
  </Accordion>

  <Accordion title="Why don't my cardholders have a 'Verify' button?">
    Contact [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) to grant cardholders phone number editing permission.
  </Accordion>

  <Accordion title="Can I text you a receipt amount along with the image?">
    No need. We will only look for the receipt image. This is enough for us to auto match the receipt to the transaction.
  </Accordion>

  <Accordion title="The receipt is too long. Can I text you images of different parts of the receipt?">
    Yes. Make sure the receipt has a date and total amount paid visible.
  </Accordion>

  <Accordion title="Can I text you more than one receipt?">
    Of course! We will auto match the receipts to their corresponding transactions.
  </Accordion>

  <Accordion title="How much does it cost to send a receipt via SMS to PEX?">
    Message & data rates may apply according to your carrier.
  </Accordion>

  <Accordion title="Is there any other way I can send you a receipt?">
    Yes. You and your cardholders can send or forward the receipt(s) to us via email at [receipts@pexcard.com](mailto:receipts@pexcard.com). See the [Email to PEX (Admin Guide)](/administrator-guide/email-to-pex-admin-guide) for details.
  </Accordion>

  <Accordion title="Is there another way to remind cardholders to send receipts?">
    Yes. Send bulk receipt reminders via email:

    1. Go to **Transactions** menu
    2. Click **Filters** → Select **Attachments** → Select **No attachment** → Click **Add**
    3. Select transactions in the table (all or specific ones)
    4. Click **Actions** → Select **Send receipt reminder**
    5. Optionally add a note
    6. Click **Send**
  </Accordion>

  <Accordion title="Is sending a receipt via SMS available for both Prepaid and Credit accounts?">
    Yes.
  </Accordion>

  <Accordion title="Does PEX support international phone numbers for cardholders?">
    Not at the moment. Cardholders with international phone numbers cannot receive receipt reminders and cannot send a receipt from an international phone number.
  </Accordion>

  <Accordion title="Why didn't my receipt match?">
    To ensure best matching results:

    * Ensure your receipt has a date and total amount paid visible.
    * Submit receipts only for purchases made using your PEX card.
  </Accordion>
</AccordionGroup>


# The PEX Marketplace
Source: https://support.pexcard.com/administrator-guide/the-pex-marketplace

Looking to see what apps the PEX Marketplace has to offer? You've come to the right place!

Looking to see what apps the PEX Marketplace has to offer? You've come to the right place!

***Watch a step-by-step demonstration [here](https://pex.navattic.com/71g80smb)!***


# Tips for keeping your PEX account safe
Source: https://support.pexcard.com/administrator-guide/tips-for-keeping-your-pex-account-safe

Follow password hygiene, credential sharing, and account monitoring best practices to help protect your PEX administrator and cardholder accounts.

PEX takes the security of your account very seriously.

<Frame>
  <iframe title="Security Checklist" />
</Frame>

You can help safeguard your PEX account by taking specific actions, including:

1. Safeguard Your Password
   * Use a secure and unique password to access your PEX account.
   * Do not share your PEX password with anyone else
   * Do not use the same password for PEX that you use for any other websites
   * If you use a shared computer to access PEX, then do not store your password in the web browser
     * If you get a prompt asking if the web browser can remember your PEX password for you, say NO
2. Do not share your PEX account credentials with others
   * Only create Administrator and Cardholder accounts that are tied to an individual's email account.
   * Avoid using shared group email accounts.
3. Protect your accounts with Multi-Factor Authentication
   * Send a secure access code to your email or registered phone number during log in
4. Protect your account from Phishing Scams and Spoofed Websites
   * Verify any emails received from PEX are from @pexcard.com domains
     * PEX will **NEVER** call you for your secure access code or password
   * Verify your dashboard URL before entering login credentials
     * The PEX dashboard link will always be: [https://dashboard.pexcard.com](https://dashboard.pexcard.com/)
     * If you see any variation of that link, this may be a fraudulent site
       * Do **NOT** enter your credentials and email [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) immediately
5. Monitor Cardholder transactions regularly
   * Set a policy for Cardholders to monitor transactions regularly
6. Disable International use of PEX cards if there's no need for it
7. Defund and close (terminate) unused cards
8. Terminate Administrator accounts for former employees.
9. Use the PEX Mobile app (iOS and Android) to stay on top of your account activity on-the-go.

If you see suspicious transactions on your account, then **contact us immediately**:

* By email at [**adminsupport@pexcard.com**](mailto:adminsupport@pexcard.com)
* Call PEX at **+1-866-685-1898** (see [Contact Administrator Support](/administrator-guide/contact-administrator-support)).


# Tips for Searching for Merchants
Source: https://support.pexcard.com/administrator-guide/tips-for-searching-for-merchants

Merchant locking is a convenient way to restrict spending, and can be done by using merchant deny list / allow list or by creating a vendor card and locking to a single vendor.

When searching for a vendor, it is important to keep the following tips in mind:

* Ensure that the spelling and spacing are accurate, including dashes and apostrophes
* Enter as many characters as possible for the most accurate search results
* If the merchant you’re searching for has a name shorter than 4 characters, try entering in a 'space' character

If you are still unable to find the vendor you want, you can choose to expand your search (see below). However, the merchant results that appear from an expanded search have not been validated in our database and it is up to your discretion to use them for your card restrictions.

<Frame>
  <img alt="image.png" />
</Frame>

To ensure that you choose the correct option when selecting from expanded search results, we recommend finding the exact vendor name as it appears on a transaction. Then, search for that vendor name using quotes (e.g. "Manny's Pizza Shop"). **Results are case sensitive and must match EXACTLY**. This will ensure that transactions are added to the deny list / allow list appropriately.


# Tracking your card order
Source: https://support.pexcard.com/administrator-guide/tracking-your-card-order

Look up the shipment tracking number for a PEX card order and review expected delivery windows for Priority, Expedited, and Rushed shipping.

Administrators can find a shipment tracking number for card orders on the "Card order history" page in the Administrator Site.

Card tracking information is typically available 4 business days after the card order is placed, not including the day the card order was submitted. Tracking is provided for the following shipping methods:

1. Priority Delivery: Expected within 4-8 business days
2. Expedited Delivery: Expected within 5 business days
3. Rushed Delivery: Expected within 4 business days

## **How to Track a Card Order**

1. Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)

* Click the "Cards" tab in the left navigation
* Click the "Card orders" tab
* Click on the card order from the list to see order details on the order date
* Review the tracking method and shipment date
* Click on the Tracking Number to check the status of a card order.

<Note>
  **Note:**

  This will open a page on a 3rd party shipping website for additional tracking and delivery information.
</Note>

* PEX is unable to make changes or intercept deliveries. To schedule a redelivery, make address or receiver name changes, inquiries, etc, contact your local delivery service and provide your tracking number.

<Frame>
  <img alt="" />
</Frame>


# Troubleshooting Not Receiving a Temporary Password or Secure Access Code
Source: https://support.pexcard.com/administrator-guide/troubleshooting-not-receiving-a-temporary-password-or-secure-access-code

In the event a cardholder or an administrator is not receiving a temporary password or a secure access code email, recommend the following troubleshooting steps:

In the event a cardholder or an administrator is not receiving a temporary password or a secure access code email, recommend the following troubleshooting steps:

* If you are not receiving the code through the phone app, proceed to retrieve the code through the desktop dashboard. If successful, proceed to login through the app.
* Check the email's Trash/Junk/Spam/Other box
* Add PEX Card to your trusted incoming emails address book:
* Reset passwords come from - [noreply@pexcard.com](mailto:noreply@pexcard.com)
* Security access codes from - [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com)
* Once you've saved the emails to your email's address book, you may try to reset your password once more and should then receive the email with the code. An administrator may also reset a cardholder's password.
* Have an administrator change the email on file to a non-business email, such as an email address ending in yahoo, gmail, edu, etc. If the emails are successful in being received by a generic (non-work) email address, speak with your IT Department as soon as possible to *whitelist the PEX domain*, which would allow all PEX emails to be received to your company email addresses. When this occurs, the emails are being blocked by the company's security filters and should be removed.

In the event your company IT Department has verified the emails are being allowed to be delivered to the receiver and you still have not received the temporary password or the secure access code email, please email [AdminSupport@pexcard.com](mailto:AdminSupport@pexcard.com) for additional assistance.


# Troubleshooting viewing of PDF receipts
Source: https://support.pexcard.com/administrator-guide/troubleshooting-viewing-of-pdf-receipts

Resolve browser issues that prevent you from viewing PDF receipts uploaded by cardholders, including downloading the file as a workaround.

## Troubleshooting Viewing of PDF Receipts

PEX allows cardholders to upload receipts in .JPG, .PNG, and .PDF formats. In most cases, you will be able to view the receipt in your web browser.

Some browsers may block PDF receipts from being loaded by the browser. If you receive an error "plugin blocked" when trying to view a PDF receipt, first check to see if you have a PDF viewing plugin installed (note: you may need to ask your organization's computer administrator for assistance). If you have problems with a specific browser, the following may help:

* Google Chrome: [Troubleshooting PDF files](https://support.google.com/chrome/thread/26389684?hl=en)
* Safari: [Enabling Plugins for Safari](https://support.apple.com/guide/safari/disable-block-a-safari-plug-sfri27594/mac)
* Firefox: [Different ways to access PDF files](https://support.mozilla.org/en-US/kb/different-ways-access-pdf-files-firefox)

If you are still unable to view PDF files in your browser, you may need to download the files to review. To download a file for review, please follow the steps below:

<Steps>
  <Step>
    Ensure you have a PDF viewer such as Adobe Acrobat or Preview (Mac) to view the file
  </Step>

  <Step>
    Hover over the receipt image and click "Edit"
  </Step>

  <Step>
    On the left of the modal, click the "download" icon

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    If the file does not automatically open, find the file on your desktop and click to open.
  </Step>
</Steps>


# Types of reports
Source: https://support.pexcard.com/administrator-guide/types-of-reports

Overview of all report types available on PEX, including settlement, authorization, funding and status reports

The PEX system can generate a wide range of useful reports.

## Settlements

1. **Spend by card** — list transactions grouped by card
2. **Spend by category** — list transactions grouped by spend category
3. **Spend by group** — list all transactions by Cardholder group
4. **Spend by transaction** — list all transactions by date
5. **Settlement detail** — list all transactions by date
6. **Authorized amount vs settled amount** — compare authorization amount and final settlement amount for all transactions

## Authorizations

1. **Authorization detail** — list all card-authorization transactions by date
2. **Declined authorizations** — list all card-declined transactions by date
3. **Expired authorizations** — authorizations that expired without being settled
4. **Outstanding authorizations** — authorizations that have not yet been settled

## Funding

1. **Business account funding transactions** — list all business account fund transactions by date
2. **Card funding transactions** — list all card funding transactions by date

## Status

1. **Cardholder available balance** — list all Cardholders and their available balance and status


# Understanding credit line and spend limits for Credit Expense programs
Source: https://support.pexcard.com/administrator-guide/understanding-credit-line-and-spend-limits-for-charge-expense-programs

Credit Expense gives your business a line of credit — how your credit line, current balance, available credit and statement period work together

Some terms and definitions are unique to Credit Expense customers. These are defined below:

* **Credit Line** - The total amount of credit extended to a customer by PEX. The Credit Line is the total amount available to be spent by the business per Statement Period.
* **Current Balance** - The sum of all settled transactions during the current Statement Period on a business or a cardholder. It does not include pending transactions.
* **Available Credit -** The remaining capacity for additional purchases for a business or cardholder. For a business, Available Credit is equal to the Credit Line minus any settled and pending transactions during the current Statement Period. For cardholders, Available Credit is the \[Statement Period] Spend Limit minus any settled and pending transactions. Note that if there is no Available Credit at a business level, cardholders are no longer able to make further purchases regardless of their \[Statement Period] Spend Limits or Available Credit. The sum of all settled and pending transactions across all cardholders of a business, cannot exceed the Credit Line amount.
* **Statement Period** - The time period for which the Credit Line is available. At the end of the Statement Period, repayment is due. On the last day of the Statement Period, a Same Day ACH transfer (from the linked external bank account) will be automatically initiated for the full Current Balance.
* **\[Statement Period] Spend Limits** - Individual cardholders can have Spend Limits assigned which will limit their ability to access the entire Credit Line. The maximum Spend Limit for a cardholder is the full Credit Line. Multiple cardholders can have Spend Limits set to the full Credit Line. For example, if the business has $50,000 as a Credit Line and 5 cardholders, each cardholder can have a $50,000 Spend Limit. If one cardholder spends $49,000, then the other cardholders will only be able to spend $1,000 between all 4 of them. Spend Limits can be edited after card ordering by selecting the cardholder in the Cards section of the Dashboard, and then going to the Spend Rules tab.


# Understanding Credit Line decreases
Source: https://support.pexcard.com/administrator-guide/understanding-credit-line-decreases

If your PEX Credit Expense limit has decreased, learn what that means, why it can happen and what you can do next

If your PEX Credit Expense limit has decreased, this article explains what that means, why it can happen and what you can do next.

## What a Credit Line decrease is

Your Credit Line is the spending limit available on your PEX Credit Expense account. A Credit Line decrease, sometimes called a CLD, is when we lower that limit.

We review Credit Lines on an ongoing basis, and we may raise or lower your Credit Line based on your current financial profile. If we decrease your Credit Line, you'll receive a formal notice by email explaining the decision.

## The notice you'll receive

When we decrease your Credit Line, we send a formal Adverse Action Notice by email, with a PDF copy attached. Your notice includes:

* **Your new and previous limit** — what your Credit Line was decreased to, and what it was before
* **The principal reason(s) for the decision** — the specific reason(s) your limit was lowered
* **Your current account status** — your balance and available credit at the time of the notice
* **How to reach us** — contact details for questions about the decision

Start with your notice — it lists the exact reason(s) for your specific decrease.

## Why a Credit Line decrease can happen

A decrease is a normal part of how we manage credit responsibly. It's not a penalty, and in most cases it reflects a change in your linked account or financial profile. Your notice lists the specific reason(s); the most common ones are:

* **Your linked account balance is lower relative to your Credit Line.** Your Credit Line is informed by the balances in your Linked External Account. If those balances decline, we may reduce your limit to a level that better reflects your current account activity.
* **A change in your linked account activity.** We monitor how your linked account is used. A meaningful shift in deposits, balances or overall activity can affect the limit we can support.
* **A negative credit event.** During periodic credit reviews, a change in your business's financial profile or a new risk factor can lead to a lower limit.
* **A missed or failed payment.** If an automatic debit fails, a payment is returned or your account goes into default, we may reduce your Credit Line.
* **A broken connection to your linked account.** We need an active connection to your Linked External Account to verify your available cash balances. If your bank credentials change or the connection drops and we can't verify your balance, we may lower or suspend your Credit Line until it's restored.

## What to do if your Credit Line is decreased

* **Read the notice we send.** It lists the principal reason(s) for the change, which is the best starting point.
* **Reconnect your linked account.** If the decrease was related to a broken connection, update your bank credentials in the Dashboard so we can verify your balance again. This supports a new review of your account — it doesn't automatically restore your previous limit.
* **Send any documentation we requested.** During a credit review we may ask for supporting documents, like recent bank statements. These help us complete our review, but they're part of an ongoing evaluation, not an appeal of the decision already made.
* **Contact us with questions.** Email us at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com), or use the contact details in your notice.

## Requesting a Credit Line increase

A lower limit isn't permanent. As your financial profile changes, your Credit Line can move up too. We review Credit Lines periodically and may increase your limit based on your linked account balances, activity and overall risk profile.

When your financials strengthen — for example, higher balances in your linked account or steady, growing activity — you can ask us to review your limit. This starts a new review; it isn't a way to challenge or reverse a prior decrease.

To [request an increase](/administrator-guide/how-to-request-credit-line-increase-for-pex-business-account):

* Apply for a Credit Line increase through your PEX Dashboard
* Have recent supporting documentation ready, such as bank statements, for the review
* We'll review your request and let you know the outcome

## Your rights under the Equal Credit Opportunity Act

Every Adverse Action Notice includes a required federal notice about your rights. In short, the Equal Credit Opportunity Act prohibits creditors from discriminating against credit applicants on the basis of race, color, religion, national origin, sex, marital status or age; because your income comes from a public assistance program; or because you have exercised a right under the Consumer Credit Protection Act. The federal agency that administers compliance for us is the Federal Trade Commission. The full notice, including the FTC's address, appears on your Adverse Action Notice.

## Questions about your Credit Line?

You can contact PEX administrator support with any questions:

* By email at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com)
* By phone at **+1-866-685-1898** (see [Contact Administrator Support](/administrator-guide/contact-administrator-support))

You can also write to us at:

Prepaid Expense Card Solutions, Inc.<br />
169 Madison Ave Suite 15440<br />
New York, NY 10016


# Understanding merchant categories
Source: https://support.pexcard.com/administrator-guide/understanding-merchant-categories

Understand how PEX groups Visa and Mastercard merchant category codes (MCCs) into 13 PEX Merchant Categories to help you track and control spending.

Visa® and Mastercard® have established Merchant Category Codes (MCCs) that they assign to the many different kinds of establishments that accept their cards, e.g.:

* \#7210, Laundry, Cleaning and Garment Services
* \#7211, Laundries Services - Family and Commercial
* \#7216, Dry Cleaners
* \#7217, Carpet and Upholstery Cleaning

To help Administrators capture and track spending, PEX has bundled hundreds of individual Visa and Mastercard Merchant Category Codes (MCCs) into "**PEX Merchant Categories**" that are comprised of similar or related kinds of businesses.

* "Travel & Transportation," includes more than 600 Travel-and Transportation-related individual MCCs, e.g.:
  * **Airlines:** #3000, United; #3001 American, et al.
  * **Rental Cars:** #3387, Alamo; #3389 Avis, et al.
  * **Hotels:** #3504, Hilton; #3509, Marriott, et al.
  * **General Travel & Transportation:** #4121, Taxicabs and Limousines; #4784, Tolls and Bridge Fees, et al.

The 13 PEX Merchant Categories, with representative examples of the types of merchants included in each Category, are:

1. **Associations & Organizations**: Religious organizations, Local and Federal government services, Post Office
2. **Automotive Dealers**: Car dealers, recreational vehicle dealers, farm equipment dealers
3. **Educational Services**: Colleges, as well as business, trade, and grammar schools
4. **Entertainment**: Movies, golf, bowling, sports clubs, amusement parks
5. **Fuel pumps Only**: "Pay at the pump" at gas stations
6. **Fuel & convenience stores**: Gas station stores and other convenience stores
7. **Grocery Stores**: Food stores, bakeries, candy stores
8. **Hardware Stores**: Hardware, building supplies, construction materials, paint stores, industrial equipment merchants
9. **Healthcare & Childcare Services**: Doctors, dentists, hospitals, medical services, elder care, child care
10. **Professional Services**: Contractors, heating, plumbing, HVAC, utilities, freight, cleaning services, printing, couriers, exterminators, repair shops, legal services
11. **Restaurants**: Fast food and sit-down restaurants
12. **Retail Stores**: Clothing stores, office supply stores, department stores, book stores, furniture stores, electronics stores
13. **Travel & Transportation**: Airlines, hotels, rental cars, tolls, buses, railroads, taxis

Custom Merchant Categories are also available with [selected plans](https://www.pexcard.com/pricing?utm_source=support). Please see "[Managing Custom Merchant Categories](/administrator-guide/managing-custom-merchant-categories)."

## How to Find Merchant Categories

<Steps>
  <Step>
    Click on the "Business Settings" tab
  </Step>

  <Step>
    Click on "Merchant categories" tab in the Business Settings page

    * The 13 default PEX Merchant Categories are indicated with a PEX logo on the left
  </Step>

  <Step>
    Click on the name of the PEX Merchant Category to see the MCCs that are included in that Category. For example, *Grocery Stores* includes *Candy, Nut and Confectionery Stores*, *Bakeries*, and *Caterers*

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# Universal Exporter
Source: https://support.pexcard.com/administrator-guide/universal-exporter

With PEX it's easier than ever to reconcile your company expenses with your accounting platform of choice. Set-up typically takes 10-15 minutes and you can schedule automatic exports on a daily, weekly or monthly basis.

## 1. Upload Your Chart of Accounts

Begin by uploading your Chart of Accounts into the Tag Manager in PEX. More details [here](/administrator-guide/create-tags-for-exporter-app).

Once your Chart of Accounts is in PEX, let's access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Universal Exporter**.
* Click **More info** > **Install** > **Launch**.

<Note>
  **Note:**

  To install the exporter, you need to enable the following permissions: *Edit business settings & apps*, *Manage cardholder*, *View card transactions*. You can enable them in [My Profile → Permissions](https://dashboard.pexcard.com/account/permissions?utm_source=support).
</Note>

### Configure format, timezone and dates

After the app launches:

<Steps>
  <Step>
    Select your report format: CSV or XLSX.
  </Step>

  <Step>
    Select your preferred timezone.
  </Step>

  <Step>
    Select the earliest transaction date you want to export to your accounting platform using the date picker (up to 1 year ago).

    * You can leave it empty to default 1 year ago.
  </Step>

  <Step>
    Enter an end date or leave it blank.
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

## 2. Configure Purchases

You can export purchases to your accounting platform.

* Enable "Export purchases?" to successfully export PEX purchases, which will update the toggle from grey to green.
* Choose to sync all PEX purchases (regardless of approval status) or just approved (recommended).

Now map purchase data to your accounting platform fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
  * We recommend mapping the Account field to the PEX source Tag. This enables the expense account to be dynamic for each purchase. In the PEX value column, select a tag that you previously created by following the instructions in the [Create Tags for Exporter app](/administrator-guide/create-tags-for-exporter-app) article.
* Rename fields to make them have the same names as in your accounting platform.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in your accounting platform:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 3. Configure Transfers/Bill Payments

You can export transfers (if your business is prepaid) or bill payments (if your business is credit) to your accounting platform.

* Enable "Export transfers?/Export bill payments?" to successfully export PEX transfers/bill payments, which will update the toggle from grey to green.

Now map transfer/bill payment data to your accounting platform fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in your accounting platform.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in your accounting platform:

* Click **Add a new field.**

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

## 4. Configure Fees

You can export fees to your accounting platform.

* Enable "Export fees?" to successfully export PEX fees, which will update the toggle from grey to green.

Now map fee data to your accounting platform fields.

* There is a set of standard fields: Account, Amount, Date, Notes, Merchant.
  * The PEX source and PEX value are prepopulated for you but you can update them if needed.
* Rename fields to make them have the same names as in your accounting platform.
  * As soon as you rename a field in one section, it is auto renamed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Add a new field(s).
  * As soon as you add a new field (e.g., Class), it (Class) appears in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

<Frame>
  <img alt="" />
</Frame>

### Add a new field

To add a field that you have in your accounting platform:

* Click **Add a new field**.

<Frame>
  <img alt="" />
</Frame>

* Add a field name.
* Add a **PEX source**.
  * It can be Text, Tag, or Transaction.
* Add a **PEX value** for a new field.
  * The **PEX value** will change based on the **PEX source** selected.

Also, you can:

* Remove any field that you don't need.
  * As soon as you remove a field in one section, it is auto removed in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).
* Reorder fields.
  * As soon as you reorder fields in one section, they are reordered in **all** sections (Export purchases?, Export transfers?, Export bill payments?, Export fees?).

### Save configuration

When you configured everything, click **Save** to save your configuration.

## 5. Export transactions

To export transactions, click on the **Schedule** tab. There are three options:

* *Run Now:* To run the export now, click **Run now**.

  <Frame>
    <img alt="" />
  </Frame>

* *One time scheduled export:* To schedule a one time export, select a date and time and click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

* *Recurring export:* To run this export on a recurring basis:

  * Select a date and time.
  * Enable the Repeat toggle.
  * Select the frequency.
  * Select end date for the schedule.
  * Click **Save**.

  <Frame>
    <img alt="" />
  </Frame>

### View History

The History tab shows you a list of prior exports including the date range selected, status, # transactions found, # transactions eligible, and # transactions exported.

<Frame>
  <img alt="" />
</Frame>

If you configured the app to export only approved transactions, # transactions eligible can differ from # transactions found. For example, you have 60 transactions found, but only 45 of them are approved and therefore only 45 are eligible for export.

<Frame>
  <img alt="" />
</Frame>

### Download Export File

You will see a **Download** button in the Action column on the History tab once the export file can be downloaded. Click **Download** to download the file.

* If you selected a small date range with a low number of transactions, the export file should be ready for download in less than a minute. If the date range contains a large number of transactions, it may take a few minutes. Simply **refresh** the screen to get the latest update.

  <Frame>
    <img alt="" />
  </Frame>

## 6. Import to your accounting platform

Log in to your accounting platform account and follow the steps to import the downloaded export file into your system.

### Export Receipts

The Universal Exporter cannot export receipts to your accounting platform. But you can export receipts from PEX using the following apps:

* [Google Drive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/connector-for-google-drive).
* [Microsoft OneDrive](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/pex-connector-for-onedrive).
* [Envelope PDF](https://dashboard.pexcard.com/apps/available?utm_source=support). More details [here](/administrator-guide/expense-envelopes-for-admin).

## FAQ

<AccordionGroup>
  <Accordion title="Are split tags supported for the export?">
    At this time, split tags are not supported.
  </Accordion>

  <Accordion title="Can I re-export a purchase?">
    Every exported purchase has a "Synced to PEX Universal Exporter" note. If you remove this note, the purchase will be re-exported.
  </Accordion>
</AccordionGroup>

For any questions, please email [appsupport+universalexporter@pexcard.com](mailto:appsupport+universalexporter@pexcard.com).


# Updating and Validating Your Business Documentation
Source: https://support.pexcard.com/administrator-guide/updating-and-validating-your-business-documentation

Provide and periodically update the Know Your Customer (KYC) information PEX requires for Control Persons and Beneficial Owners under the USA Patriot Act.

As required by our banking partners, and to help the US Federal Government fight money laundering and terrorist funding in accordance with the USA Patriot Act, PEX must obtain, verify, and record information that identifies each business that opens and maintains an account with PEX, and the personal information ("Personally Identifiable Information") of its Control Person and Beneficial Owner(s). This process is often referred to as KYC or "Know Your Customer".

In addition, PEX is required to periodically review and update your business's information and documentation.

A **Control Person** is one individual with significant responsibility for managing the legal entity, such as a: Chief Executive Officer, Chief Financial Officer, Chief Operating Officer, Managing Member, General Partner, President, Vice President, Treasurer or individual who regularly performs similar functions.

A **Beneficial Owner** is a person, who, directly or indirectly, through any contract, arrangement, understanding, relationship or otherwise, owns 25% or more of the equity interests (or shares) of the legal entity.

The information we collect about the Control Person and the Beneficial Owner(s) includes:

* Name
* Address
* Date of Birth

<Note>
  **Note:**

  Control Person and Beneficial Owners must be at least 18 years old
</Note>

* Social Security Number (passport is required for persons without a SSN)
* Government-issued ID (valid picture ID such as passport or state-issued driver's license)

PEX will also ask for documentation about the business entity. The documents required will vary depending upon your organization's legal structure.

**Required Business Documentation**

Required documentation may include:

**Taxpayer ID: TIN/ EIN/ FEIN (may be required)**

PEX will require a Federal ID number for your organization:

* TIN (Tax Identification Number)
* EIN (Employer Identification Number), or
* FEIN (Federal Employer Identification Number)

These are 9-digit numbers issued by the Federal Government, typically shown in the format "12-3456789."

**Proof of Address (required)**

Proof of Address can be supplied by uploading a utility bill, bank statement, lease agreement, or mortgage document dated within the last 90 days.

**Certificate of Good Standing (may be required)**

A certificate of good standing can be obtained from the Secretary of State for the State in which your organization is registered. Many States will allow you to obtain a Certificate of Good Standing online. Some States may require you to pay a fee to receive a paper copy.

**Formation Document (may be required)**

The formation document for your organization will vary, based on the type of organization:

* **Corporation**: Articles of Incorporation, Certificate of Incorporation, or Certificate of Registration
* **Partnership**: Statement of Partnership existence or Certificate of Registration
* **Limited Liability Company**: Articles of Organization, Certificate of Formation, Operating Agreement, or Certificate of Registration
* **Limited Partnership**: Statement of Qualification, Foreign Statement of Qualification (for LLLP), Certificate of Limited Partnership (for LP), or Certificate of Registration
* **Nonprofit Corporation:**  Articles of Organization, Certificate of Formation, Operating Agreement, or Certificate of Registration
* **Sole Proprietorship**: Business Certificate (trade certificate) or Business License
* **Political Campaign**: Statement of Organization or Form FEC (Federal Election Commission)

**DBA Form (required if the organization is conducting business under a fictitious name/DBA)**

If your organization is doing business under another name, you will need to submit an assumed name or fictitious name certificate.

**501(c)(3) Determination Letter (required for nonprofit pricing)**

If your organization is registered with the IRS as a tax exempt nonprofit, PEX may ask you to supply your determination letter.

**Representative Association (may be required)**

Upload only if PEX requests this. PEX will ask for a letter from the business owner, on company letterhead or pay stubs as an acceptable form of rep association which grants you authority to represent the business.

## How to Update Your Business Documentation

1. Go to the Business Settings tab on your dashboard, click on the Documents tab.
2. Upload or drag and drop required documentation.


# Renting a Car with Your PEX card
Source: https://support.pexcard.com/administrator-guide/using-a-pex-card-to-rent-a-car

Use this article to navigate renting cars with your PEX card; whether you're using the Credit Expense Card, a Prepaid Expense Card, or need to configure rental restrictions through Spend Rules.

**PEX Credit Expense**

PEX now offers a **Credit Expense Card** that can be used to reserve and rent vehicles just like any standard credit card — no workarounds needed. Cardholders with the Credit Expense Card can present it at the time of reservation and at pickup without restriction.
Cardholders should first verify policies over the phone with the location where the vehicle will be retrieved before a reservation is made. Most merchants share information online, however, those policies may not be location specific.

💡 **Want to learn more about our credit product?** Contact our support team at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com).

**Using a PEX Prepaid Expense Card for Car Rentals**

If your organization uses PEX Prepaid Expense Cards, please note the following:

Most car rental companies will not allow you to **reserve** a rental car using a prepaid debit card; however, they will allow you to **pay** for the rental upon return of the vehicle.

**Recommended process:**

1. **Before making a reservation**, cardholders should verify the rental location's prepaid card policy directly by phone. Policies listed online may not reflect location-specific rules.
2. Use a personal or corporate credit card to **reserve and pick up** the vehicle.
3. Upon return, ask the merchant to run the final transaction on your **PEX Prepaid Card** for final payment.

**Limiting Car Rentals with the PEX Card**

Business Administrators can restrict a cardholder's ability to rent a car by updating the **Spend Rules** for that cardholder.

1. Navigate to the **Category** table on the **Spend Rules** tab for the cardholder.
2. Uncheck the boxes under the **"Travel & Transportation"** column.
3. The card will then decline at all merchants within that category, including car rental companies, airlines, railroads, taxis, buses, and gas stations.

**Note:** Even if Travel & Transportation is disabled for a cardholder, an Administrator can still grant access to specific rental car companies by creating a **Custom Merchant Category** containing the desired vendors and assigning it to that cardholder.

<Note>
  **Note:**

  Changes to Spend Rules are real-time, so be sure to inform the cardholder of spend rule updates.

  For information on how to set or update spend rules, see [How to Set Spend Rules on a Card](/administrator-guide/setting-spend-rules-for-a-card) and [Managing Custom Merchant Categories](/administrator-guide/managing-custom-merchant-categories).
</Note>


# Using a Vendor Card for Subscriptions (Step by Step for Google Workspace)
Source: https://support.pexcard.com/administrator-guide/using-a-vendor-card-for-subscriptions-step-by-step-for-google-workspace

Walk through setting up a PEX vendor card to pay for a recurring Google Workspace subscription.

<Frame>
  <img alt="image.png" />
</Frame>

<Frame>
  <img alt="image.png" />
</Frame>

<Frame>
  <img alt="image.png" />
</Frame>


# Using Auto Card Funding Instead of Manual Card Funding
Source: https://support.pexcard.com/administrator-guide/using-auto-card-funding-instead-of-manual-card-funding

Auto Card Funding is an easy way to give your cardholders access to funds without needing to directly fund a card. This feature increases liquidity as it allows you to give multiple cardholders access to all the funds available in your PEX Account and eliminates the need to fund each card individually.

When Auto Card Funding is enabled on a card, that card will maintain a \$0 balance until it is used for a transaction. If the transaction is approved, the funds will immediately be transferred to the card in realtime. This also creates a direct one-to-one relationship between card funding and transactions, allowing you to easily connect card funding with spend.

<Note>
  **Note:**

  Not all accounts have this option available. If you do not see this option on your cards, please contact your customer success manager or [PEX administrator support](/administrator-guide/contact-administrator-support).
</Note>

<Info>
  **Best practice:**

  When you enable auto card funding, we highly recommend strong spend rules to protect your cardholders from overspending and then link to spend rules / policies. Learn more about [managing spend rule policies](/administrator-guide/approving-a-spend-request#managing-the-spend-rule-requests-feature).
</Info>

## Enabling Auto Card Funding

<Steps>
  <Step>
    Log in to dashboard.pexcard.com
  </Step>

  <Step>
    Click on the "Cards" tab and select the card you wish to enable this for
  </Step>

  <Step>
    Click the tab titled "Spend Rules"
  </Step>

  <Step>
    Check the box next to "Use auto card funding"
  </Step>

  <Step>
    Scroll down and click "Save"
  </Step>
</Steps>

<Note>
  Note that after you enable Auto Card Funding, the card balance will show as "N/A" for not applicable. If a card has a positive balance prior to enabling Auto Card Funding, you will be prompted to de-fund the card as part of enabling this setting.
</Note>


# Using Custom ID to Link Cardholder Accounts to External Systems
Source: https://support.pexcard.com/administrator-guide/using-custom-id-to-link-cardholder-accounts-to-external-systems

Many customers wish to be able to link a PEX card account profile to a record in another system. For example, a company may want to link their cardholder to employee records in their HRIS, or link to enrollees in an incentives program. The Custom ID field is designed to facilitate this use case.

The Custom ID field is a user defined id which can be assigned to the card holder profile. The field is alphanumeric and has a maximum length of 50 characters. This field is optional and can be assigned via [the PEX API](http://developer.pexcard.com), or on the Card Profile screen.

<Frame>
  <img alt="" />
</Frame>

The Custom ID is also included in the "Spend by Card" report for easy reconciliation.


# Using PEX with Tallie and QuickBooks
Source: https://support.pexcard.com/administrator-guide/using-pex-with-tallie-and-quickbooks

PEX is pleased to have [Tallie](https://tallie.com/) as a [PEX Partner](https://www.pexcard.com/partners?utm_source=support).

Tallie can display a direct, real-time feed of PEX transactions and sends the data to your company's accounting system.

This Tallie article will show you how to configure Tallie to export to a QuickBooks Desktop bank account: [https://help.tallie.com/hc/en-us/articles/360053201251-Exporting-Non-Reimbursable-Expenses-to-QuickBooks-Bank-Accounts](https://help.tallie.com/hc/en-us/articles/360053201251-Exporting-Non-Reimbursable-Expenses-to-QuickBooks-Bank-Accounts)


# Viewing monthly statements
Source: https://support.pexcard.com/administrator-guide/viewing-monthly-statements

Administrators can view their PEX monthly statements through the Administrator Site. All statements are available as PDF files. You will need to have a PDF viewer such as Adobe Acrobat or Preview to view the file.

## How to View Monthly Statements

<Steps>
  <Step>
    Login to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Choose "Reports" in the left navigation
  </Step>

  <Step>
    Click "Statements" on the top navigation
  </Step>

  <Step>
    Locate the Statement month and format you'd prefer. Statements are available in PDF, CSV, and XLS
  </Step>

  <Step>
    Click on the "Statement" download icon or the preferred format icon on the right to download

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# Visa Savings Edge
Source: https://support.pexcard.com/administrator-guide/visa-savings-edge

Visa Savings Edge® is a Visa sponsored program that turns spending into savings with offers and coupons at select merchants — up to $500 off and 2-10% back on eligible purchases

## How to use PEX cards with Visa SavingsEdge®

### What is Visa Savings Edge?

Visa Savings Edge® is a Visa sponsored program that turns your spending into savings with savings offers and coupons for select merchants. Unlock valuable savings on expenses like gas, travel, flight, hotels and business subscription expenses, up to \$500 off and 2-10% back1!\
This program is in addition to any rebates you earn with PEX cards and does not impact any PEX sponsored rebates.\
View all available savings offers here: [https://www.visasavingsedge.com/](https://www.visasavingsedge.com/)

### How do I enroll my PEX card?

To enroll your card, simply:

1. Visit the Visa Savings Edge site
2. Enroll your PEX Visa® Prepaid Card with your email & 16-digit card number
3. Start spending with eligible merchants\* and see your savings accrue

*\*This is a Visa sponsored program and is eligible to change at any time. PEX is not responsible for the payment or distribution of any Visa rewards.*

Who is eligible for VISA SavingsEdge?

Any PEX prepaid expense customers are eligible to enroll their business card in the Visa program. Each cardholder can enroll up to 10 cards as associated with their email address.

Do you have to enroll each card separately?

Yes, each prepaid expense card must be registered with the Visa SavingsEdge program before the savings become available.

What are the different types of rewards?

* **CashBack Offers** - These offers allow you to earn a % back, any statement credits will be issued to an individual Visa SavingsEdge account. You can login to the Visa portal with your email to view those credits.
* **Instant coupons** - allow you to make a purchase at a discounted price. [Browse the eligible merchants](https://www.visasavingsedge.com/en/home) to see what coupons are available each month. (ex: \$500 off Google ads, 6 months of free Xero, 30% off TaxAct and more!)

Where can I access my rewards?\
Statement credits appear in your Visa SavingsEdge account within 5-7 business days and are applied to the card used for the purchase. [Log in to the Visa SavingsEdge portal](https://www.visasavingsedge.com/en/auth/login) with your account email and password to access them.

### How do I get credit for qualifying purchases?

Once you enroll your card, you will automatically receive a statement credit for qualifying purchases on your Visa SavingsEdge account within 5-7 business days. No further action is needed. The credit will appear as issued by "Visa SavingsEdge" and the merchant city will show the name of the original merchant.\
*(please note, these credits will not appear in your PEX account)*

### How can I find out more about this program?

For more information about Visa Savings Edge, please see their [Frequently Asked Questions](https://visasavingsedge.com/e/members/article.php?sid=92XXdKrlo92\&xid=215000).\
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

*This is a Visa sponsored program and is eligible to change at any time. See* *[full Terms and conditions](https://www.visasavingsedge.com/en/home/termsandconditions).*

\*PEX is not responsible for the payment or distribution of any Visa rewards.\
\*1 Cashback provided as a statement credit on future statements. Transactions must be processed through VISA®. [Terms apply](https://www.visasavingsedge.com/en/home/termsandconditions)


# What are PEX Requests?
Source: https://support.pexcard.com/administrator-guide/what-are-pex-requests

PEX supports the ability for cardholders to ask for funds from administrators. Requests are the vehicle to support efficient communication within the PEX platform.

Most requests trigger either email or mobile push notifications alerting administrators to newly created requests or changes in request status.

PEX Requests can exist in several states:

**Pending**

All recently created requests begin in this status. When a request is submitted by a cardholder and until the cardholder or administrator makes a final decision on the request, all requests remain in this status.

The administrator has not made a final decision on this request.

**Approved**

The administrator reviewed/made a final decision to approve the request. When a request changes status from pending to approved, the cardholder will receive the approved amount of funding immediately.

**Rejected**

The administrator reviewed/made a final decision disapproving the request. No funds will be disbursed to the cardholder.

**Canceled**

A request can be canceled when the cardholder withdraws or "cancels" a "pending" request. Only cardholders can cancel a "pending" request. Once "approved" or "rejected" the cardholder is unable to change the status.

For more details on how to approve or reject a request, please see: [How to Approve or Reject Cardholder Requests](/administrator-guide/how-to-approve-or-reject-a-cardholder-request).

For details on how to enable notifications for PEX Requests, please see: [Enabling Notifications for PEX Requests](/administrator-guide/enabling-notifications-for-pex-requests)


# What are Reimbursements?
Source: https://support.pexcard.com/administrator-guide/what-are-reimbursements

Reimbursements allow you to get paid back for out-of-pocket expenses when you can't use your PEX card. You can upload a receipt, and PEX creates the request for you. Reimbursements can also be used for mileage expenses, where you enter travel details and PEX calculates the amount

Reimbursements allow you to get paid back for out-of-pocket expenses when you can't use your PEX card. You can upload a receipt, and PEX creates the request for you. Reimbursements can also be used for mileage expenses, where you enter travel details and PEX calculates the amount to be reimbursed.

PEX Reimbursements allow you to:

* Maintain real-time insights into all your employee spend, whether on a PEX card or now
* View and approve reimbursement requests directly through the PEX platform- no paperwork needed
* With multiple levels of approval, you can control when pay-outs occur
* Sync information into your accounting system for complete tracking

Learn more [here](https://www.pexcard.com/solutions/pex-reimbursements/)

## FFAQ

### **Who is eligible for Reimbursements?**

Reimbursements are available for Credit and Prepaid expense accounts.


# What Are the Reasons for Card Declines?
Source: https://support.pexcard.com/administrator-guide/what-are-the-reasons-for-card-declines

Distinguish PEX declines from merchant declines, where to see the reason for each, and how to remedy declines by adjusting funds or spend permissions.

PEX Declines vs. Merchant Declines

**PEX Declines**

Transactions that are blocked or declined by PEX are based on spend parameters set by the Administrator.

* All PEX declines can be verified by viewing the Declines section in the Cardholder's record. Here you'll see all merchant/transaction detail, and the reason for the decline.

**Merchant Declines**

When the merchant declines a transaction, the reasons are not visible to PEX, and therefore are not listed on the PEX Administrator site.

* In many cases, however, the PEX support team can help determine the reason for the merchant decline.

Most declines can be remedied by adding funds to cards or by changing the spend permissions.

**Most Common Reasons for Card Declines**

These are the most common reasons for declines. The Administrator can see the exact reasons for transaction declines on the Cardholder's Decline tab on the Administrator Site.

<Steps>
  <Step>
    There is a Spend Rule block
  </Step>

  <Step>
    The card is not in Active status
  </Step>

  <Step>
    The card has an insufficient available balance
  </Step>

  <Step>
    The card has reached its daily spend limit
  </Step>

  <Step>
    The card's expiration date was manually entered incorrectly
  </Step>

  <Step>
    The cardholder is attempting to spend at an unauthorized merchant
  </Step>

  <Step>
    The merchant does not accept prepaid debit cards
  </Step>

  <Step>
    The cardholder is attempting to spend at a non-US based merchant
  </Step>

  <Step>
    The cardholder selected DEBIT at the point of sale, but there is no PIN assigned to the card
  </Step>

  <Step>
    The merchant's system automatically processes transactions as PIN required and there is no PIN set on the card
  </Step>

  <Step>
    The cardholder attempted to access cash, via ATM, at a financial institution or through a merchant
  </Step>

  <Step>
    The Zip Code entered does not match the card profile
  </Step>

  <Step>
    Gas pump purchase - PEX authorizes and holds \$49 for gas pump purchases. The merchant can hold up to \$120.00, which may cause a decline due to insufficient funds
  </Step>
</Steps>

## How to View Card Decline Details

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click the "Cards" page
  </Step>

  <Step>
    Locate the cardholder's name and Click on it
  </Step>

  <Step>
    Click "Declines" tab on the card details page
  </Step>

  <Step>
    Click on the description to see transaction details
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>

If the Cardholder tells you that a transaction was declined, but you do not see it in the Decline section, the reason could be:

<Steps>
  <Step>
    The Cardholder entered the 3-digit number on the back of the card (CVV2/CVC2) incorrectly during an online purchase
  </Step>

  <Step>
    The card was approved for a partial amount of the transaction total which would be equal to the card's available balance

    * Check the Transactions tab to see if there is a pending transaction for the merchant in question
  </Step>

  <Step>
    The merchant does not accept prepaid debit cards
  </Step>
</Steps>


# What causes a negative card balance?
Source: https://support.pexcard.com/administrator-guide/what-causes-a-negative-card-balance

Understand common situations such as fuel pumps, restaurants, hotels, and force posts that can leave a PEX card with a negative balance.

Negative card balances are rare, but may occur when using a PEX card. They occur when a merchant settles a transaction for an amount in excess of the available funds on the card. In this case, there will be an automatic transfer of funds from the business balance to the card to cover the negative balance.

<Note>
  **Please note:**

  Because of the rules governing both merchants and cardholders on the Visa and Mastercard networks, no card issuer can guarantee that 100% of all transactions will be blocked.
</Note>

Negative balances can occur on PEX cards due to unintentional overages connected to tips, fuel pump purchases or other types of settlements. Unfortunately there is no way to completely eliminate negative balances. PEX can decline transactions at the authorization stage. There is no way to decline a settlement transaction.

Below is a list of situations that may cause a card to end up with a negative balance.

1. **Fuel Pump**: Most fuel pumps authorize a card prior to the actual pumping of gas. This authorization is typically for \$49 and will be approved if the cardholder has \$49 available on the card. If the cardholder then pumps an amount of gas in excess of the \$49, the fuel merchant will settle for the total amount of gas pumped. If the total amount owed to the merchant exceeds the current balance on the card, the card balance may become negative.
2. **Restaurant**: Upon purchasing a meal at a restaurant, the card is swiped, and authorized for the amount of the meal. The cardholder may then choose to add an optional tip to the receipt. At the end of the day or the following day, the restaurant will settle for the total amount including the tip. If the total amount, including tip, owed to the restaurant exceeds the current balance on the card, the card balance may become negative.
3. **Hotels**: A hotel purchase may result in a negative balance in the case where additional charges are applied in excess of the original authorization. These additional charges may be for optional services such as room service, mini-bar purchases, laundry, parking or other incidentals added to the original bill.
4. **Force Posts**: A "force post" is a transaction settled by a merchant which is not attached to a prior authorization. More often, force posts are collection activities where previous authorizations existed but have expired. If a merchant has authorized a card for a certain amount, but has not settled the balance within the allowed time span (3-14 days), the authorization will be released making the funds available. If the cardholder then spends those funds before the merchant settles for the original amount, the final settlement will cause the card to have a negative balance.
5. **Other**: Other settlement scenarios can result in a negative balance, but are rare.

In the cases above, the merchant is not liable for a chargeback as the settlement was for a legitimate purchase and the cardholder received the goods or services provided. Admins should discuss their business's policy in cases of accidental or intentional overspend by the cardholder. The best way for cardholders and admins to reduce negative balance occurrences is to routinely check their balances and transaction history.


# What is a Forced Post Transaction?
Source: https://support.pexcard.com/administrator-guide/what-is-a-forced-post-transaction

A forced post transaction is a debit or credit transaction made by a merchant without a prior authorization. The merchant is able to bypass the authorization process by manually entering a previously obtained authorization code. As forced post transactions bypass the authorization process, PEX is not able to approve or decline these transactions. The transaction is 'forcibly' posted, resulting in a debit or credit on the cardholder account.

In some cases, the merchant may have submitted an authorization request for the debit or credit prior to the settlement. If the settlement request was sent with information that did not match the authorization request then the settlement transaction would appear as a "force post".

## Cardholder Receipts, Notes and Tags

If the cardholder attached a receipt to the initial authorization request, and then merchant settled the transaction as  a force post, the receipt may become "unattached" after the authorization expires. Administrators can review these receipts under the tab titled "unattached receipts".

To attach an unattached receipt to the appropriate transaction, click to download the receipt image to your desktop. Navigate to the appropriate transaction in the cardholder transaction history and click "Add receipt" to upload the receipt.


# What is a Pending Transaction?
Source: https://support.pexcard.com/administrator-guide/what-is-a-pending-transaction

Understand how authorization holds create pending transactions on PEX cards, when they expire, and why blocking a card cannot stop them.

A pending transaction refers to a purchase made with your Card. When you use your Card to make a purchase, the merchant asks us to authorize the transaction. When we approve a request to authorize a Card transaction, in most cases we place an authorization hold on your account. The authorization hold is displayed as a pending transaction in the transaction list and reduces the available balance of the Card by the requested amount.

The authorization hold generally expires when the transaction posts to your account or five (5) business days after the request, whichever occurs first. There are a few exceptions to this rule, namely: hotels, car and limousine rentals and taxi service may show an authorization hold for up to sixty (60) days.

<Note>
  **Note:**

  Pending transactions cannot be stopped by closing or blocking a card.
</Note>


# What is an Expired Receipt?
Source: https://support.pexcard.com/administrator-guide/what-is-an-expired-receipt

Learn why receipts attached to pending transactions can expire and how to reattach them when a merchant settles late or reprocesses a charge.

Administrators and cardholders are able to attach a receipt to a pending transaction. Ordinarily, a pending transaction will be matched with the merchant settlement, and the receipt (and any transaction notes) will be saved together with the settlement. However, there are cases where a receipt may be expired:

1. If the merchant did not settle the transaction within 5 days of the purchase.
   * If the transaction is cancelled, and you do not expect a settlement from the merchant, then the attached receipt can be deleted.
   * You can contact the merchant and let them know that they did not settle the charge.
2. If the merchant reversed the pending transaction and reprocessed it.
   * You can download the receipt from the "Expired" tab, save it to your computer, and attach it to the new transaction in the cardholder's transaction history.
   * Type the transaction notes that were included with the receipt in the "Add a new note" field.
   * This scenario is common with hotels.
3. If the merchant settlement details do not match the pending transaction.
   * You can download the receipt from the "Expired" tab, save it to your computer, and attach it to the correct transaction in the cardholder's transaction history.
   * Type the transaction notes that were included with the receipt in the "Add a new note" field.

## How to Review Expired Receipts

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support).
  </Step>

  <Step>
    Click the "Review" page on the left navigation.
  </Step>

  <Step>
    Click the "Expired" tab.
  </Step>

  <Step>
    Review, delete or download expired receipts.

    * You can download the receipt from the "Expired" tab, save it to your computer, and attach it to the correct transaction in the cardholder's transaction history. See [How to Attach a Receipt to a Transaction (Administrator Website)](/administrator-guide/how-to-attach-receipt-to-transaction-administrator)
  </Step>
</Steps>

<Frame>
  <img alt="" />
</Frame>


# Where Can I Find a List of Federal Holidays?
Source: https://support.pexcard.com/administrator-guide/where-can-i-find-a-list-of-federal-holidays

PEX will alert you by notification on the Administrator's Site with a banner when there is a Federal Holiday, and account funding cannot occur because the banks are closed. All transfers will require an additional day to complete.

All holidays landing on a Saturday will be observed on the previous Friday.\
All holidays landing on a Sunday will be observed on the preceding Monday.\
All holidays being observed can be located here:

[Federal Reserve Banks (Holidays Observed)](https://www.federalreserve.gov/aboutthefed/k8.htm)


# Why Am I Being Asked for a Secure Access Code?
Source: https://support.pexcard.com/administrator-guide/why-am-i-being-asked-for-a-secure-access-code

Learn why PEX prompts you for a Secure Access Code when logging in from a new device and how two-factor authentication protects your account.

PEX is committed to providing the highest levels of security for our customers. In order to prevent unauthorized users from accessing your account, we may prompt you to enter a Secure Access Code when you log in to your account from a new device. This feature is also known as "Two Factor Authentication" and prevents unauthorized users from gaining access to your account, even if they know your password.

**PEX will never call and ask you for this code.**

You may be prompted for a Secure Access Code the first time you access the PEX site from a new browser or new device.

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    After entering your username and password, PEX will send a unique 6-digit code to the email address that we have on file for your user account
  </Step>

  <Step>
    When you receive the code, enter it in the "Secure Access Code" field
  </Step>

  <Step>
    Click "Confirm Code"

    * Do not enter any spaces or additional characters
    * The code is valid for one time use only
  </Step>

  <Step>
    If you do not receive an email with a 6-digit code, then please check your spam folder to see if the email went into spam
  </Step>

  <Step>
    You can request another code by clicking the link titled "I didn't receive a code". 

    <Note>
      **Note:**

      for security reasons, PEX agents are unable to provide you with a replacement code
    </Note>
  </Step>

  <Step>
    If you don't recognize the email address shown as being associated with your PEX user account, then please contact a business administrator for your organization to confirm or to change the email address.
  </Step>

  <Step>
    PEX will automatically remember your device after you enter a Secure Access Code.

    * If you delete the security certificate or "cookies" from your device, however, you may be prompted to enter a new code on your next login.
  </Step>
</Steps>

## Why am I being prompted for a code every time I log in?

The most common reasons you're prompted for a secure access code multiple times on the same device are:

* You're using incognito mode (in Chrome) or private browsing (in Firefox or Safari)
* Your browser is set to clear cookies and site data on exit (check under browser preferences > cookies & site data)
* You have a plugin that blocks site data

When you enter a secure access code, PEX saves a unique identifier to the browser. When you return to the site, if PEX recognizes the identifier, we will not prompt for the access code again. The only reason PEX would prompt multiple times on the same device is if the unique identifier is somehow being deleted or corrupted.

If you are being prompted for a secure access code, please check your cookie and site data settings or contact your local IT Support department for assistance

<Frame>
  <img alt="" />
</Frame>


# Adding a PEX Card to Apple Pay
Source: https://support.pexcard.com/cardholder-guide/adding-a-pex-card-to-apple-pay

Add your PEX card to Apple Pay on your iPhone or Apple Watch so you can tap to pay at participating merchants.

<Info>
  **Important**:

  You **must** have a registered PEX cardholder account to add your card to a digital wallet. To set up a PEX cardholder account, please visit [https://dashboard.pexcard.com/registration](https://dashboard.pexcard.com/registration?utm_source=support)
</Info>

PEX supports the following digital wallets:

1. [Apple Pay](#adding-a-pex-card-to-apple-pay)
2. [Google Pay](/cardholder-guide/adding-your-pex-card-to-google-pay)
3. [Samsung Pay](/cardholder-guide/adding-a-pex-card-to-samsung-pay-on-all-programs)

Not all cardholders are eligible to add a card to a digital wallet. Your business administrator controls if a cardholder is able to add a PEX card to a digital wallet. If you are not sure if you are eligible, please contact your business administrator.

## Adding a PEX card to Apple Pay

<Steps>
  <Step>
    Open the Wallet app
  </Step>

  <Step>
    Click on + to add a new card

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select Card type = Credit or Debit card

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Enter your PEX card details

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Accept the terms and conditions by tapping "Agree".

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    You may be presented with a Card Verification screen. Choose one of the options presented:

    * Email - a numerical code will be sent to the email on file with PEX. This code must be entered into the digital wallet app when adding the card to the wallet.
    * Call center - the cardholder can call PEX. You will be asked a series of questions to verify your identity.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

Once the Card verification is successfully completed, your PEX card is added to a digital wallet and ready to use.

<Note>
  **Note:**

  You should verify the card billing address is set to the business address associated with your PEX card, NOT your personal residential address.
</Note>

## How to verify the card billing address

To verify your billing address, choose the card, and then tap the three dots in the top right.

<Frame>
  <img alt="" />
</Frame>

<br />

<Frame>
  <img alt="" />
</Frame>

Ensure the billing address is your business address and **not** your personal residential address

## Additional information

It is recommended to not set the PEX card as the default card in the wallet.\
If your PEX card has been added to a different device, you may need to remove it from the old device before adding it to your new one.


# Adding a PEX Card to Samsung Pay on All Programs
Source: https://support.pexcard.com/cardholder-guide/adding-a-pex-card-to-samsung-pay-on-all-programs

Add your PEX card to Samsung Pay on your Samsung device so you can tap to pay at participating merchants.

<Info>
  **Important**:

  You **must** have a registered PEX cardholder account to add your card to a digital wallet. To set up a PEX cardholder account, please visit [https://dashboard.pexcard.com/registration](https://dashboard.pexcard.com/registration?utm_source=support)
</Info>

PEX supports the following digital wallets:

1. [Apple Pay](#adding-a-pex-card-to-apple-pay)
2. [Google Pay](/cardholder-guide/adding-your-pex-card-to-google-pay#adding-a-pex-card-to-google-pay)
3. [Samsung Pay](/cardholder-guide/adding-a-pex-card-to-samsung-pay-on-all-programs#adding-a-pex-card-to-samsung-pay)

However, not all cardholders are eligible to add a card to a digital wallet. Your business administrator controls if a cardholder is able to add a PEX card to a digital wallet. If you are not sure if you are eligible, please contact your business administrator.

## Adding a PEX card to Samsung Pay

<Steps>
  <Step>
    Open the Wallet app
  </Step>

  <Step>
    Click on + to add a new card

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select Card type = Credit or Debit card

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Enter your PEX card details

    <Columns>
      <Frame>
        <img alt="" />
      </Frame>

      <Frame>
        <img alt="" />
      </Frame>
    </Columns>
  </Step>

  <Step>
    Accept the terms and conditions by tapping "Agree".

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    You may be presented with a Card Verification screen.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Choose one of the options presented:

    * Email - a numerical code will be sent to the email on file with PEX. This code must be entered into the digital wallet app when adding the card to the wallet.
    * Call center - the cardholder can call PEX. You will be asked a series of questions to verify your identity.
  </Step>

  <Step>
    Enter the verification code.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Once the Card verification is successfully completed, your PEX card is added to a digital wallet and ready to use.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

Ensure the billing address is your business address and **not** your personal residential address.

## Additional information

It is recommended to not set the PEX card as the default card in the wallet.


# Adding PEX Card to Google Pay (pre-Nov 2019)
Source: https://support.pexcard.com/cardholder-guide/adding-pex-card-to-google-pay-prenov-2019

Add your PEX card to the legacy Google Pay app on Android if you have not yet upgraded to the November 2020 release.

<Info>
  **Important**:

  You **must** have a registered PEX cardholder account to add your card to a digital wallet. To set up a PEX cardholder account, please visit [https://dashboard.pexcard.com/registration](https://dashboard.pexcard.com/registration?utm_source=support)
</Info>

PEX supports the following digital wallets:

1. [Apple Pay](/cardholder-guide/adding-a-pex-card-to-apple-pay)
2. [Google Pay](/cardholder-guide/adding-pex-card-to-google-pay-prenov-2019)
3. [Samsung Pay](/cardholder-guide/adding-a-pex-card-to-samsung-pay-on-all-programs)

However, not all cardholders are eligible to add a card to a digital wallet. Your business administrator controls if a cardholder is able to add a PEX card to a digital wallet. If you are not sure if you are eligible, please contact your business administrator.

## Adding a PEX card to Google Pay (old app)

On November 18, 2020 Google Pay released a new Google Pay app. Use the steps below to add a card to your wallet if you are using the [pre-Nov 2020 Google Pay app](https://play.google.com/store/apps/details?id=com.google.android.apps.walletnfcrel\&hl=en_US\&gl=US) on your Android mobile device.

<Steps>
  <Step>
    Open the Wallet app
  </Step>

  <Step>
    Click on + Payment method

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Select Card type = Credit or Debit card

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Enter your PEX card details

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Accept the terms and conditions by tapping "Agree".

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    You may be presented with a Card Verification screen. Choose one of the options presented:

    <Frame>
      <img alt="" />
    </Frame>

    * Email - a numerical code will be sent to the email on file with PEX. This code must be entered into the digital wallet app when adding the card to the wallet.
    * Call center - the cardholder can call PEX. You will be asked a series of questions to verify your identity.
  </Step>

  <Step>
    Enter the verification code.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

Once the Card verification is successfully completed, your PEX card is added to a digital wallet and ready to use.

<Warning>
  **Important note:**

  Confirm the billing address is your business address and **not** your personal residential address
</Warning>

## Additional information

It is recommended to not set the PEX card as the default card in the wallet.


# Adding your PEX Card to Google Pay
Source: https://support.pexcard.com/cardholder-guide/adding-your-pex-card-to-google-pay

Add your PEX card to the current Google Pay app on Android so you can tap to pay at participating merchants.

<Info>
  **Important**:

  You **must** have a registered PEX cardholder account to add your card to a digital wallet. To set up a PEX cardholder account, please visit [https://dashboard.pexcard.com/registration](https://dashboard.pexcard.com/registration?utm_source=support)
</Info>

PEX supports the following digital wallets:

1. [Apple Pay](/cardholder-guide/adding-a-pex-card-to-apple-pay)
2. [Google Pay](/cardholder-guide/adding-your-pex-card-to-google-pay)
3. [Samsung Pay](/cardholder-guide/adding-a-pex-card-to-samsung-pay-on-all-programs)

Not all cardholders are eligible to add a card to a digital wallet. Your business administrator controls if a cardholder is able to add a PEX card to a digital wallet. If you are not sure if you are eligible, please contact your business administrator.

## Adding a PEX Card to Google Pay

On November 18, 2020 Google Pay released a new [Google Pay app](https://play.google.com/store/apps/details?id=com.google.android.apps.nbu.paisa.user\&hl=en_US\&gl=US). Use the steps below to add a card to your wallet if you are using the new Google Pay app on your Android mobile device. If you are using the old app (pre-Nov 2020), please use the steps on this support article, [Adding a PEX Card to Google Pay (pre-Nov 2019)](/cardholder-guide/adding-pex-card-to-google-pay-prenov-2019).

<Steps>
  <Step>
    Download the Google Pay app and walk through all the Google Pay setup screens.
  </Step>

  <Step>
    From the home screen, click on the card icon on the top right hand corner of the screen. If you already have an existing card setup you will see your card icon on the top right hand corner of the App.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click on the add payment icon in the middle of the screen.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Click on the + sign next to the Credit or debit card image.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    On the next screen, enter the CVC and expiration date in the card details under the card number. Under the address, please make sure you use the same billing address as you have on your PEX cardholder profile.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    You will now be asked to confirm the addition of your card to your wallet. PEX will send a one-time six digit security code to the email on file.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Once you receive the 6 digit code via email, please enter the code on the verification screen.

    <Frame>
      <img alt="" />
    </Frame>

    <Note>
      **Note:**

      You may be prompted to turn on the NFC setting on your device to perform Tap & Pay transactions.
    </Note>

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## Troubleshooting

If you are having trouble adding your PEX card to Google Pay, please see [this article](https://developers.google.com/pay/issuers/support/troubleshooting) for help troubleshooting.


# Cancel a pending funding request
Source: https://support.pexcard.com/cardholder-guide/cancel-a-pending-funding-request

Note that only cardholders have the ability to cancel a 'Pending' request. Administrators are able to either accept or reject a request.

[Instructions for the PEX Dashboard](/cardholder-guide/cancel-a-pending-funding-request#canceling-a-pending-request) | [Instructions for the Mobile App](/cardholder-guide/cancel-a-pending-funding-request#canceling-a-pending-request-via-the-mobile-app)

## Canceling a pending request

In the Dashboard site, click on "Funding Requests" on the left navigation menu.

<Steps>
  <Step>
    * Only *Pending* requests can be cancelled
    * Tip: You can use Filters to narrow the list, such as Status = Pending
    * Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
    * Click on "Funding Requests"Locate the Funding Request you wish to cancel and click on it.
  </Step>

  <Step>
    In the Funding Request details window, click the "Cancel Request" button

    <Frame>
      <img alt="Cancel-Funding-Requests.png" />
    </Frame>
  </Step>

  <Step>
    A confirmation window will open and ask you to click "Confirm"
  </Step>
</Steps>

## Canceling a pending request via the mobile app

Click on a "Pending" request and click on "Cancel Request".

<Note>
  **Note:**

  the relevant administrators will receive a notification that the request has been canceled by the cardholder.
</Note>


# Card Activation and Funding on Prepaid, Disburse, and Credit Expense Programs
Source: https://support.pexcard.com/cardholder-guide/card-activation-and-funding-on-prepaid-disburse-and-credit-expense-programs

For security purposes, your PEX card is inactive when it is mailed.

Before you can use it for purchases, your administrator must complete the following: 

* **Activate your card:** Change the status from Inactive to Active status in the PEX platform. 
  If your card is purple, you can activate your card by following the instructions in the cardholder guide that shipped with your card.
  For all other cards, only a business administrator can activate your card. Please contact your business administrator directly.
* **Fund your card:** Transfer funds to your card from a bank account your business has set up.

Registering your card to create login credentials will let you check the status of the card, download card statements, upload receipts onto transactions, and verify the current balance via a web browser, or the PEX mobile app.

Go to [How to Create a New Cardholder User Account](/cardholder-guide/how-to-create-a-new-cardholder-user-account) for detailed instructions to register your card, and create an account. When a cardholder completes the registration process, the business administrator will be notified to activate the card within the PEX platform. 

<Note>
  **Note:**

  The PEX card does not support "card loads", such as direct deposits and cash deposits, nor does it support transferring funds to a personal bank account. It also cannot be used to access cash at ATMs, point-of-purchase for cashback, etc.
</Note>

<Frame>
  <iframe title="PEX: Cardholder Training" />
</Frame>


# Card Expiration and Renewal
Source: https://support.pexcard.com/cardholder-guide/card-expiration-and-renewal

All PEX cards expire at midnight EST (Eastern Time) on the last day of the expiration month.

Renewal cards are automatically shipped via First Class Mail 10-15 business days (no tracking) two months (60 days) prior to card expiration.

<Note>
  **Note:**

  Cards on Disburse programs will **not** auto renew.
</Note>

Prior to expiring, administrators may either replace the cards or can opt to create a new card order on the dashboard. It is recommended administrators create a new card order rather than replacing the existing cards.

* Renewal cards are sent to the shipping address for the cardholder that is on file under their profile
* Prior to card renewal, ensure the shipping address on file is up to date and accurate
* Card accounts that do not have a shipping address listed will have auto renewed cards automatically shipped to the billing address on file by default.
* The shipping estimate of 10-15 business day begins the business day after the card order is processed rather than when the order has shipped. Shipment of cards take a number of days and will be available for view on the dashboard under the *Card Orders* section once the card order has been processed.

  <Note>
    **Note:**

    Note that holidays (4th of July, Thanksgiving, Christmas, etc.) will also impact delivery estimates as offices are closed for the holiday.
  </Note>

Updated shipping addresses for each card account is recommended in order to ensure cards are received in a timely manner. If you do not receive your renewal card by the end of the prior month of expiration, then please contact your Business Administrator for details.

<Note>
  **Note:**

  Active, Inactive, and Blocked cards will auto-renew; Closed cards will not auto-renew.
</Note>


# Card Spend Rules
Source: https://support.pexcard.com/cardholder-guide/card-spend-rules

The Spend Rules govern how much you can spend with the PEX card, and where you can spend it (e.g. restaurants, airlines).

Your Administrator sets and updates the Spend Rules for your PEX card. Please note that PEX cannot change any spend rules.

If your Administrator has given you "System Access," then you can see your list of spend permissions on the Cardholder Site and in the Mobile App (in "view only" mode).

Please contact your Administrator to request any changes in the Spend Rules for your PEX card.\
 

**How to See Your Spend Rules in the Cardholder Site:**

<Steps>
  <Step title="Log into the Cardholder Site" />

  <Step title="Click on the 'Spend Rules' tab" />

  <Step title="You will see your spend permissions, including">
    * Time-based spend limits
    * Per purchase spend limits
    * Day of the week spend limits
    * If International use is allowed
    * Any US state restrictions
    * In-person and Card-not-present/online use
    * Allowed merchant categories

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

**How to See Your Spend Rules in the Mobile App:**

Download the Mobile App:

* Download the [iOS app from the App Store](https://itunes.apple.com/us/app/pex-spend-nimbly-spend-wisely/id584331280?mt=8)
* Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder\&hl=en_US)
* The download is free but carrier data rates may apply

<Steps>
  <Step title="Log into the Mobile App" />

  <Step title="Click on the 'Spend Rules' icon" />

  <Step title="You will see your spend permissions, including">
    * Time-based spend limits
    * Per purchase spend limits
    * Day of the week spend limits
    * If International use is allowed
    * Any US state restrictions
    * In-person and Card-not-present/online use
    * Allowed merchant categories
  </Step>
</Steps>


# Cardholder Apps and Other Integrations
Source: https://support.pexcard.com/cardholder-guide/cardholder-apps-and-other-integrations

Explore third-party apps and integrations available to PEX cardholders, including Expense Envelopes.

<CardGroup>
  <Card title="Expense Envelopes for Cardholders" href="/cardholder-guide/expense-envelopes-for-cardholders" icon="receipt" />
</CardGroup>


# Contact cardholder support
Source: https://support.pexcard.com/cardholder-guide/contact-cardholder-support

Reach PEX cardholder support by phone at 866-685-0898, available 24 hours a day and 7 days a week

Call PEX cardholder support at **866-685-0898** — we're available 24 hours a day, 7 days a week.


# Contact Customer Support
Source: https://support.pexcard.com/cardholder-guide/contact-customer-support

How to contact the PEX team

<CardGroup>
  <Card title="Contact cardholder support" href="/cardholder-guide/contact-cardholder-support" icon="phone" />
</CardGroup>


# Creating a card unblocking request
Source: https://support.pexcard.com/cardholder-guide/creating-a-card-unblocking-request

How to submit a card unblocking request as a Cardholder and track its status

If the card unblocking feature is available for your business account, all cards are automatically blocked after Cardholders register them. To unblock your card, you must submit a card unblocking request, which a designated approver must then approve.

## Submitting a card unblocking request

<Steps>
  <Step>
    Log in to the Dashboard at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support) as a Cardholder.
  </Step>

  <Step>
    Navigate to **Card requests** from the sidebar menu.
  </Step>

  <Step>
    Click the **Unblocking requests** tab in the top menu.
  </Step>

  <Step>
    Click **New request** in the top right corner.
  </Step>

  <Step>
    Select **Card unblocking** from the dropdown.
  </Step>

  <Step>
    Specify the dates you want to unblock your card for in the **From date** and **To date** fields (optional).
  </Step>

  <Step>
    Add a note in the Note text area (optional).
  </Step>

  <Step>
    Click **Submit**.
  </Step>
</Steps>

## Review the status of your request

<Steps>
  <Step>
    Log in to the Dashboard at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support) as a Cardholder.
  </Step>

  <Step>
    Navigate to **Card requests** from the sidebar menu.
  </Step>

  <Step>
    Click the **Unblocking requests** tab.

    * All requests waiting for approval are displayed by default.
    * To view all requests, click **Filters** in the top left and select all statuses from the **Review status** dropdown.
  </Step>
</Steps>

<Note>
  **Note:**

  You'll receive an email notification when your card unblocking request is approved, rejected or canceled.
</Note>

## Notifications

* Once a card unblocking request is approved, rejected or canceled, you'll receive an email notification.
* When your card is activated according to the timeline from your request, you'll receive an email notification.
* When your card is blocked according to the timeline from your request, you'll receive an email notification.
* A card-blocking reminder email is sent 3 days before your card is blocked.

## FAQ

**Can I submit a card unblocking request via the mobile app?**

Yes, you can use the mobile app to submit a card unblocking request. However, you'll be redirected to the browser version.

**How can I know about my request approval/rejection/cancellation?**

You'll receive a notification (email and push) once your card unblocking request is approved or rejected/canceled.

**Can I delete or cancel my card unblocking request?**

No, you cannot delete or cancel your card unblocking request once you submit it.

**Can I edit my request after it has been submitted?**

No, you cannot edit your card unblocking request after submission. However, admins can edit your request before it has been approved or rejected.

**Will I receive an advance reminder about the blocking of my card?**

Yes, an email reminder is sent 3 days before your card is blocked.

**How can I add a description to my card unblocking request?**

You can add a note while creating a card unblocking request.


# Creating a Reimbursement Request
Source: https://support.pexcard.com/cardholder-guide/creating-a-reimbursement-request

Reimbursements let you get paid back for out-of-pocket expenses when you can't use your PEX card. Upload a receipt and PEX creates the request for you.

Reimbursements let you get paid back for out-of-pocket expenses when you can't use your PEX card. Upload a receipt and PEX creates the request for you.

**What you'll learn:**

* [Submitting a reimbursement request](#submitting-a-reimbursement-request)
* [Tracking your request status](#tracking-your-request-status)
* [Tracking the payment status](#tracking-the-payment-status)
* [Updating your bank account](#updating-your-bank-account)
* [FAQ](#faq)

## Submitting a reimbursement request

**Before you start:** Log in to the Dashboard at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support) as a cardholder, then go to **Requests → Reimbursements** and click **New Reimbursement**.

### Option 1: Upload receipt(s)

<Steps>
  <Step>
    Click **Upload** or drag and drop your receipt.
  </Step>

  <Step>
    PEX automatically extracts data and fills out the form. This may take a few moments to process.
  </Step>

  <Step>
    While data is processing, add your bank account:

    * Click **Add an external account**.
    * Log in via Instant Account Verification (recommended).
    * Or click the **Click here** link under "Add External Bank account" to manually enter account and routing numbers.
  </Step>

  <Step>
    Check the two agreement boxes.
  </Step>

  <Step>
    Click **Submit**.
  </Step>
</Steps>

<Note>
  **Note:**

  You only need to add your bank account and agree to terms the first time you submit a request.
</Note>

### Option 2: Create manually

<Steps>
  <Step>
    Upload a receipt (optional).
  </Step>

  <Step>
    Enter merchant name, purchase date, and amount.
  </Step>

  <Step>
    Add tag values and notes (optional).
  </Step>

  <Step>
    Add your external bank account (see Option 1, step 3).
  </Step>

  <Step>
    Check the two agreement boxes.
  </Step>

  <Step>
    Click **Submit**.
  </Step>
</Steps>

### Option 3: Mileage reimbursement

<Steps>
  <Step>
    Select **Enter mileage details** from the dropdown.
  </Step>

  <Step>
    Enter the travel date, starting point, and destination.

    * PEX calculates mileage using the Google Place API.
  </Step>

  <Step>
    Enter odometer readings for more accurate calculations (optional).
  </Step>

  <Step>
    Turn on the **Round trip** toggle if applicable.
  </Step>

  <Step>
    Review the calculated mileage and amount.
  </Step>

  <Step>
    Add tags and notes (optional).
  </Step>

  <Step>
    Add your external bank account (see Option 1, step 3).
  </Step>

  <Step>
    Check the two agreement boxes.
  </Step>

  <Step>
    Click **Submit**.
  </Step>
</Steps>

**Mileage calculation:**

* **With addresses only:** Calculated using the Google Place API.
* **With odometer values:** Calculated from actual readings (more accurate).
* **Round trip with addresses:** Mileage and amount are doubled.
* **Round trip with odometer:** Toggle is informational only — no impact on calculations.

## Tracking your request status

Go to **Requests → Reimbursements**:

* **New Requests tab:** Pending approvals.
* **History tab:** Approved and rejected requests.

You'll receive an email or push notification when your request is approved or rejected.

## Tracking the payment status

Go to **Payments** to see all transfers to your bank account.

**Payment timing:** The estimated transfer date may post up to 2 business days later, depending on your bank. Transfers initiated outside business hours don't count toward the estimate.

<Note>
  **Note:**

  One payment may include multiple reimbursement requests.
</Note>

## Updating your bank account

To change the bank account for reimbursements:

<Steps>
  <Step>
    Go to your **Profile** page.
  </Step>

  <Step>
    Delete your current external account.
  </Step>

  <Step>
    Create your next reimbursement request — you'll be prompted to link your new bank account.
  </Step>
</Steps>

<Note>
  **Note:**

  You must delete your existing account before linking a new one.
</Note>

## FAQ

**Can I submit reimbursement requests via the mobile app?**

Yes, the mobile app supports reimbursement submissions.

**Where can I see my reimbursement status?**

You will receive a notification (email and push) once your reimbursement request is approved or rejected.

**Where can I see when my reimbursement will be paid?**

The payout date appears on the reimbursement details page once the payment transfer is scheduled and approved. Until then, it shows as "N/A."

**Can I edit my reimbursement request after submitting?**

No, but admins can edit it before approval or rejection.

**Can I change the reimbursement rate for mileage?**

No, only admins can change the rate.

**Why don't I see the "Enter mileage details" option?**

Your admin has disabled the Mileage Reimbursement feature for your account.

**Can I change the amount for mileage reimbursements?**

No, the amount field is locked. However, you can edit odometer values and the amount will recalculate automatically.

**How does the "Round trip" toggle logic work?**

If only the starting point and destination are provided, the mileage and amount will be doubled. If odometer readings are provided, the round-trip toggle serves only an informational function — there will be no impact on the mileage or reimbursement amount.


# Creating a spend rule request
Source: https://support.pexcard.com/cardholder-guide/creating-a-spend-rule-request

How to request temporary or permanent changes to your spend rules as a Cardholder

The spend rule requests workflow allows you to request temporary or permanent changes to your spend rules if the **Use Auto-Card Funding** feature is enabled. Whether it's increasing a time-based limit, enabling international spend or adjusting merchant category restrictions, spend requests enable fast, accountable decision-making — all without leaving the PEX platform.

You can submit spend requests to increase your spend limits from the mobile app or Dashboard.

## Submit a spend rule request

<Steps>
  <Step>
    Log in to the Dashboard at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support) as a Cardholder.
  </Step>

  <Step>
    Navigate to **Card requests** from the sidebar menu.
  </Step>

  <Step>
    Click the **Spend rule requests** tab in the top menu.
  </Step>

  <Step>
    Click **New request** in the top right corner.
  </Step>

  <Step>
    Select **Spend** from the dropdown.
  </Step>

  <Step>
    Specify the dates for which you want your limits updated in the **From date** and **To date** fields.
  </Step>

  <Step>
    Enter the requested amounts next to your original time-based limits.

    * Requested amounts must be higher than the current ones.
    * Only the limits set for your Cardholder account are displayed.
  </Step>

  <Step>
    Click **More options** to see which other spend restrictions can be requested for extension.
  </Step>

  <Step>
    Check the boxes next to the items you want to enable in your spend request.
  </Step>

  <Step>
    Add a note in the Note text area (optional).
  </Step>

  <Step>
    Click **Submit**.
  </Step>
</Steps>

## Review the status of your spend rule request

<Steps>
  <Step>
    Log in to the Dashboard at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support) as a Cardholder.
  </Step>

  <Step>
    Navigate to **Card requests** from the sidebar menu.
  </Step>

  <Step>
    Click the **Spend rule requests** tab.

    * All requests waiting for approval are displayed by default.
    * To view all requests, click **Filters** in the top left and select all statuses from the **Review status** dropdown.
  </Step>
</Steps>

<Note>
  **Note:**

  You'll receive an email notification when your spend rule request is approved, rejected or canceled.
</Note>

## Notifications

* Once a spend request is approved, rejected or canceled, you'll receive an email notification.
* Once your request gets activated and spend rules change, you'll receive an email notification.
* Once your spend rule request expires, you'll receive an email notification.

## FAQ

**Can I submit a spend rule request via the mobile app?**

Yes. Tap **Requests** in the bottom menu and swipe to the **Spend** tab.

**How can I know about my spend request approval/rejection/cancellation?**

You'll receive a notification (email and push) once your spend request is approved or rejected/canceled.

**Can I delete or cancel my spend rule request?**

No, you cannot delete or cancel a spend rule request once submitted.

**Can I edit my spend rule request after it has been submitted?**

No, you cannot edit your spend rule request after submission. However, admins can edit your request before it has been approved or rejected.

**Will I receive an advance reminder about spend rules being reverted?**

Yes, an email reminder is sent 3 days before your spend rules are reverted.


# Declined Card Transactions (PEX Declines vs Merchant Declines) on All Programs
Source: https://support.pexcard.com/cardholder-guide/declined-card-transactions-pex-declines-vs-merchant-declines-on-all-programs

PEX card transactions may be declined for a variety of reasons, either by the PEX system or by the merchant.

**PEX Card Declines**

When PEX declines a transaction, the decline is typically because of an insufficient fund balance on the card.

Your Administrator and PEX can verify the reason for all transaction declines.

**Merchant Card Declines/ Invisible Declines**

When a merchant declines a PEX card transaction that PEX has sent an approval for, unfortunately, neither your Administrator nor PEX can see exactly why the merchant declined it. A decline will not be visible for your Administrator nor PEX to review and the merchant must be contacted directly to determine why they have declined the card.

You can contact Customer Support at **866-685-0898** (see [Contact Cardholder Support](/cardholder-guide/contact-cardholder-support)).


# Deleting receipts from transactions (for cardholders)
Source: https://support.pexcard.com/cardholder-guide/deleting-receipts-from-transactions-for-cardholders

The PEX platform lets cardholders attach an image of a receipt to the record of a merchant transaction.

Cardholders can also **delete** a receipt from the transaction through the dashboard site or the PEX mobile app.

To download the PEX Mobile App:

* Download the [iOS app from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android app from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)

## How to delete a receipt via the mobile app:

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click on the "Transactions" icon
  </Step>

  <Step>
    Navigate to the merchant transaction
  </Step>

  <Step>
    Click on the transaction
  </Step>

  <Step>
    Click on the receipt image
  </Step>

  <Step>
    Click "Delete" in the confirmation dialogue box
  </Step>
</Steps>

## How to delete a receipt via the dashboard:

<Steps>
  <Step>
    Log in to the Cardholder Site at [https://dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click "Transactions" in the left navigation
  </Step>

  <Step>
    Navigate to the transaction
  </Step>

  <Step>
    Hover over the receipt
  </Step>

  <Step>
    To delete the receipt without reviewing it, click the "x" on the top right of the receipt
  </Step>

  <Step>
    Click the green "Remove" button in the confirmation dialogue box
  </Step>

  <Step>
    To review the receipt before you delete it, click the receipt image or the button "edit"
  </Step>

  <Step>
    Click on the "Trash Can" icon to delete the receipt
  </Step>

  <Step>
    Click the "Delete" button in the confirmation dialogue box
  </Step>
</Steps>

Deleting a receipt does not delete any associated transaction notes. Once you delete a receipt, you can attach a new file to the transaction.


# Disputed Transactions on All Programs
Source: https://support.pexcard.com/cardholder-guide/disputed-transactions-on-all-programs

Understand how to dispute a merchant transaction or report a fraudulent charge on your PEX card, including key timelines and when to contact PEX Customer Service.

Transactions can be disputed for two reasons:

1. Disputes with the Merchant for Goods or Services
2. Fraudulent Charges

## Disputes with the Merchant for Goods or Services

A cardholder can have a dispute with a merchant for many reasons (that do not involve fraud):

1. Duplicate or incorrect charges
2. Incorrect or incomplete goods delivered
3. Services that were unsatisfactory

In the case of a disputed transaction with a merchant, you or your Administrator should notify PEX Customer Service immediately. Disputes must be reported no later than sixty (60) calendar days after the transaction is posted to the card account.

Disputes over the merchant's return policy are not considered to be merchant disputes. In these cases, the cardholder has received the correct goods, however, they wish to return the goods after the merchant's stated return window.

<Note>
  **Note:**

  Cardholders often resolve these matters most quickly when they contact the merchant directly. PEX will process disputes with merchants on the cardholder's behalf only after the merchant has been contacted. This is a requirement prior to moving forward with a merchant dispute.
</Note>

## Fraudulent Charges

Fraudulent charges are those made by an unrelated third-party without the cardholder's awareness. They may be the result of theft.

In the case of a fraudulent transaction, it is critical that you or your Administrator notify PEX Customer Services immediately. The card with fraudulent charges may be blocked or closed in order to prevent further fraud.

In order to receive a credit for fraudulent charges more quickly, you may also wish to contact the merchant directly. In some cases, reporting the fraud directly to a merchant results in a faster credit faster than when PEX reports the dispute to the merchant. In all cases, PEX Customer Service will process fraudulent charge disputes to ensure that an investigation is started.

For more information on reporting disputed charges, please consult your Administrator, or review the PEX Services Agreement.


# Email to PEX (Cardholder guide)
Source: https://support.pexcard.com/cardholder-guide/email-to-pex-cardholder-guide

Email in your receipts to PEX. PEX will auto match the submitted receipts to the corresponding transactions

Submitting receipts is now easier than ever. In addition to [texting in receipts](/cardholder-guide/text-to-pex-cardholder-guide), you can also email in receipts to PEX. PEX will auto match the submitted receipts to the corresponding transactions.

## Reply to reminder

PEX will send an email receipt reminder when you make a purchase. Simply reply to the email with a receipt image and we will take care of the rest.

## Enable receipt reminder

To enable the email receipt reminder, follow the steps:

**Ensure your email is verified:**

<Steps>
  <Step>
    Click on the **Person** icon at the top right → Select [My Profile](https://dashboard.pexcard.com/account/profile)

    <Frame>
      <img alt="My Profile page" />
    </Frame>

    <Frame>
      <img alt="Profile details with verified email" />
    </Frame>
  </Step>

  <Step>
    You can add a new email address for receipt reminders:

    * Click **Edit Profile**
    * Edit your email address
    * Click **Update**
    * Enter your secure access code you have received
    * Click **Continue**
  </Step>

  <Step>
    Verify the email you would like to receive email receipt reminders to:

    * Click **Verify**

    <Frame>
      <img alt="Verify email" />
    </Frame>

    * Enter the Secure Access Code you have received
    * Click **Verify**
  </Step>
</Steps>

**Enable an email receipt reminder:**

<Steps>
  <Step>
    Go to the [Notifications](https://dashboard.pexcard.com/account/notifications) tab
  </Step>

  <Step>
    Locate the "Receipt reminder" notification
  </Step>

  <Step>
    Check the email box across it
  </Step>

  <Step>
    Click **Update Notifications**
  </Step>
</Steps>

You are all set to receive email receipt reminders.

## Reply with receipt image

Whenever you make a purchase, you will receive an email receipt reminder from our PEX email: [receipts@pexcard.com](mailto:receipts@pexcard.com). Simply reply to it with a photo of your receipt.

To ensure best matching results, make sure your receipt has a date and total amount paid visible. We will auto match the receipt to its corresponding transaction. Once done, PEX will send you an email confirming the successful auto match.

## Send email without reminder

You can email in receipts without a receipt reminder straight to [receipts@pexcard.com](mailto:receipts@pexcard.com)

* When you email in the receipt image or images (you can send more than one), we will auto match the receipt(s) to its/their corresponding transaction(s). Once done, we'll send you an email confirming the successful match.
* When emailing in the receipt image or images, make sure that the email you use is verified. To verify the email:
  * Click on the **Person** icon at the top right → Select [My Profile](https://dashboard.pexcard.com/account/profile)
  * Locate your email address
    * If you want to add a new email address for receipt reminders:
      * Click **Edit Profile**
      * Edit your email address
      * Click **Update**
      * Enter your secure access code you have received
      * Click **Continue**

Contact us at [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com) if you want to set up forwarding rules in your email account to automatically forward receipts to PEX.

## PEX email responses

You might receive these email notifications in response to your sent receipt:

* **Success match**
  * The receipt has been successfully auto matched.
* **Duplicate receipt**
  * You have either previously submitted this receipt or it has already been mapped to a transaction.
* **Unrecognized email address**
  * This email address is not added to your PEX account. Please add it and resend your receipt.
* **No match**
  * We are having trouble matching your submitted receipt to a transaction. Please manually attach via the PEX dashboard or mobile app.

## FAQ

<AccordionGroup>
  <Accordion title="Do I need to text you a receipt amount along with the image?">
    No need. We will only look for the receipt image. This is enough for us to auto match the receipt to the transaction.
  </Accordion>

  <Accordion title="My receipt is too long. Can I email you images of different parts of the receipt?">
    Yes. Make sure your receipt has a date and total amount paid visible.
  </Accordion>

  <Accordion title="Can I email you more than one receipt?">
    Of course! We will auto match the receipts to their corresponding transactions.
  </Accordion>

  <Accordion title="Can I email receipts in HTML format?">
    Yes! We will auto match the receipts to their corresponding transactions.
  </Accordion>

  <Accordion title="Can I email receipts as multi-page PDFs?">
    Sure! We will auto match the receipts to their corresponding transactions.
  </Accordion>

  <Accordion title="Is there any other way I can send you a receipt?">
    Yes. You can text a photo of your receipt via SMS to PEX at this number: (640) 800-7522. More info here: [Text to PEX (Cardholder Guide)](/cardholder-guide/text-to-pex-cardholder-guide)
  </Accordion>

  <Accordion title="Why do I see my email attached to the transaction?">
    When you email a receipt, only the receipt is saved to the transaction. However, if the email is missing an inline or attached receipt, we attach the email itself instead.
  </Accordion>

  <Accordion title="Why didn't my receipt match?">
    To ensure best matching results:

    * Ensure your receipt has a date and total amount paid visible.
    * Submit receipts only for purchases made using your PEX card.
  </Accordion>
</AccordionGroup>


# Enabling SMS Multi-Factor Authentication for Cardholders
Source: https://support.pexcard.com/cardholder-guide/enabling-sms-multifactor-authentication-for-cardholders

Opt in to receive your PEX login secure access code by SMS text message by verifying your phone number and enabling MFA.

PEX offers Multi-Factor Authentication (MFA) to protect your account by sending you a one-time secure access code to use at login. If your organization has MFA enabled, you will be able to opt in to receive your secure access code via email or SMS/Text. If you would prefer to receive your access code via text, follow the steps below to enroll your mobile device in MFA. 

## 1. Verify your phone number

You can verify your phone number in two places. 

### Verify via login

<Steps>
  <Step>
    Log into your dashboard via [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support).
  </Step>

  <Step>
    Select your phone number.
  </Step>

  <Step>
    When prompted, enter the secure access code sent to your phone number.
  </Step>
</Steps>

### Verify via dashboard

<Steps>
  <Step>
    Log into your dashboard via [dashboard.pexcard.com](http://dashboard.pexcard.com/?utm_source=support).
  </Step>

  <Step>
    Visit your profile by clicking on the dropdown beside the person icon in the upper right corner.

    <Frame>
      <img alt="ch_screenshot_4.png" />
    </Frame>
  </Step>

  <Step>
    Edit or add your phone number where you would like to receive the SMS MFA notifications.
  </Step>

  <Step>
    Verify your phone number.

    <Frame>
      <img alt="ch_screenshot_2.png" />
    </Frame>
  </Step>

  <Step>
    When prompted, enter the secure access code sent to your phone number.

    <Frame>
      <img alt="ss_4.png" />
    </Frame>
  </Step>
</Steps>

## 2. Opt into SMS/Text to receive your secure access code

<Steps>
  <Step>
    Once your phone number is verified, you can opt in to receive your secure access code via SMS/Text instead of email.

    <Frame>
      <img alt="downsized_ss.jpg" />
    </Frame>

    <Frame>
      <img alt="Screen Shot 2021-05-14 at 11.40.49 AM.jpg" />
    </Frame>
  </Step>

  <Step>
    The next time you log in from an unfamiliar device and are prompted to enter a secure access code, you will be able to choose SMS/Text as your method of choice for receiving access codes in the future.
  </Step>
</Steps>


# Expense Envelopes for Cardholders
Source: https://support.pexcard.com/cardholder-guide/expense-envelopes-for-cardholders

Expense Envelope allows you to submit an expense report for your Admin’s review.

<CardGroup>
  <Card title="Access App" icon="right-to-bracket" href="#access-app" />

  <Card title="Create Envelope" icon="envelope-open-text" href="#create-envelope" />

  <Card title="View History" icon="clock-rotate-left" href="#view-history" />

  <Card title="FAQ" icon="circle-question" href="#faq" />
</CardGroup>

## Access app

To access the app:

* Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/?utm_source=support)
* Navigate to [Apps > Available](https://dashboard.pexcard.com/apps/available?utm_source=support)
* Locate **Expense Envelope**.
* Click **More info** > **Install** > **Launch**.

## Create envelope

Your Admin has to set up Account Codes prior to you using the app.

If you see an error "Set up incomplete. Please contact your admin to set up Account Codes to begin creating expense reports", share this link with your Admin - [Expense Envelopes for Admin — Configure](/administrator-guide/expense-envelopes-for-admin#configure)

If the set up is complete:

<Steps>
  <Step>
    Select the transactions you'd like to submit for your Admin’s review. *Note: one month and unreviewed and rejected transactions are selected by default.*
  </Step>

  <Step>
    Click **Search**.
  </Step>

  <Step>
    PEX will display the transactions that match your search criteria.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

Each transaction includes:

* Purchase Date - when the transaction was made.
* Merchant Name - where the transaction was made.
  * Paper clip - whether or not a receipt was attached to the transaction. No paper clip means no receipt attached.
* Amount - how much the transaction is.
* Account Code - the account corresponding to the transaction.
  * Ensure that the account code is selected.
  * Click it to update if necessary.
* Notes - any notes on the transaction.
  * Click on the pencil icon

<Frame>
  <img alt="" />
</Frame>

to add, edit or delete a note.

<Frame>
  <img alt="" />
</Frame>

The transaction list includes only:

* Settled purchases.
* Purchases with a status of Not Reviewed or Rejected.
* New (not exported yet) purchases.
  * If your Admin has exported a purchase, it will not show in the list.

You can filter the transaction list by:

* Review status (Not reviewed; Rejected).

<Frame>
  <img alt="" />
</Frame>

* Transaction date. The limit is up to 1 year. You might use predefined filters: Today, This month, Last month, Since this time last month.

<Frame>
  <img alt="" />
</Frame>

Check transactions that you want to submit for your Admin’s review and click **Submit** -> **Save & Submit**.

<Frame>
  <img alt="" />
</Frame>

You will see a success message: "Your envelope has been successfully submitted". You can locate the submitted envelope in the table under the "View History" tab. You cannot download it until your Admin reviews and exports it.

If you want to export your transactions, click **Export** -> **Save & Export**.

<Frame>
  <img alt="" />
</Frame>

You will see a success message: "The envelope has been successfully exported". You can locate the exported envelope in the table under the "View History" tab and download it once its status is updated to "Completed".

## View History

<Frame>
  <img alt="" />
</Frame>

On this screen, you can view a list of Envelopes that have already been submitted for your Admin’s review or exported by you.

Each Envelope will have these details:

1. Export time
2. Envelope name
3. Status
4. Transactions
   * Submitted/exported transactions categorized by the status recorded at the time of submission/export.
5. Total amount
   * Total \$ amount of all transactions included in an envelope.

You can download any envelope you have exported or any envelope submitted to and exported by your Admin by clicking the download icon. This will download the PDF file containing all submitted/exported transactions and their details including receipt images (where applicable).

<Frame>
  <img alt="" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="I click 'Search' and see an error 'Set up incomplete. Please contact your admin to set up Account Codes to begin creating expense reports'.">
    **Your Admin has to set up Account Codes so you can begin creating expense reports.** If you see this error, share this link with your Admin - [Expense Envelopes for Admin — Configure](/administrator-guide/expense-envelopes-for-admin#configure)
  </Accordion>

  <Accordion title="I can't find my purchase in the transaction table when creating an envelope.">
    To find your purchase, make sure that:

    * It meets your search criteria (status, date).
    * It either has a receipt attached, a tag added, or both; otherwise, it wouldn’t have a "Not Reviewed" status.
    * It is already settled. There is no "Pending" label next to the merchant name.

    <Frame>
      <img alt="" />
    </Frame>

    * It has not been exported yet by Admin.
      * Exported purchases will not be shown in the transaction table.
  </Accordion>

  <Accordion title="When will I be able to download the envelope?">
    Once you submit the envelope, it immediately appears in the View History tab with the status *Pending*. When your Admin exports some or all transactions from that envelope, the status changes from *Pending* to *Completed*, and a download icon appears next to it. Click on the icon to download the file.
  </Accordion>

  <Accordion title="Does the export file include all receipts attached to a purchase?">
    Yes.
  </Accordion>

  <Accordion title="Why aren't all my receipts included in the export file?">
    It is not recommended to export transactions with multi-page PDFs attached as receipts. If you happen to attach a PDF receipt, please ensure that it is a single-page file. If it has more than one page, please take a picture or screenshot of each PDF page and attach those pictures/screenshots to a transaction as PNG or JPG files.
  </Accordion>

  <Accordion title="What notes does the export file include?">
    It includes all notes—both personal and system-generated.
  </Accordion>

  <Accordion title="What tags does the export file include?">
    It includes all purchase tags, not just the Account Code tag.
  </Accordion>

  <Accordion title="Does the export file include split purchases?">
    It includes the purchase date, merchant name, amount, and receipts for split purchases. However, it does not show the individual split amounts or their associated tags for now.

    For any questions, please email [appsupport+envelope@pexcard.com](mailto:appsupport+envelope@pexcard.com)
  </Accordion>
</AccordionGroup>


# Finding and updating your card billing address
Source: https://support.pexcard.com/cardholder-guide/finding-and-updating-your-card-billing-address

Find the billing address associated with your PEX card and learn why it matters for online purchases and fuel pump transactions.

Your Administrator has provided the billing address for your PEX card. In most cases, the billing address for the card is your office address. In some cases, the billing address for the card will be your residential address. Street addresses are limited to 26 characters and city names to 20 characters when filling out billing and shipping addresses.\
If you are unsure of your billing address, please contact your Business Administrator for confirmation.

The card billing address is important when you make online purchases and when you buy fuel at a gas station.


# Google sign-in
Source: https://support.pexcard.com/cardholder-guide/google-sign-in

Log in to PEX with your Google account instead of a username and password. Google sign-in works on both the PEX Dashboard and the PEX mobile app

<Note>
  **Note:**

  Google sign-in must be enabled for your PEX account. If you don't see the Google sign-in option on the Profile page, contact the PEX support team.
</Note>

## How Google sign-in works

Google sign-in uses OpenID Connect (OIDC) to securely verify your identity with Google and log you in to PEX. When you click the **Sign in with Google** button, PEX confirms your Google account matches a linked PEX account and signs you in — no separate username or password needed.

Google sign-in is available on:

* **PEX Dashboard** (web) at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
* **PEX mobile app** (iOS and Android)

## Linking your Google account

If you already have a PEX account, link your Google account from your Profile settings.

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support) with your username and password.
  </Step>

  <Step>
    Navigate to **My Profile** by clicking your name in the top-right corner of the Dashboard.
  </Step>

  <Step>
    Scroll to the **Additional login methods** section.
  </Step>

  <Step>
    Click the **Sign in with Google** button and select your Google account.
  </Step>

  <Step>
    Complete the identity verification step (a secure access code will be sent to your email or phone).
  </Step>

  <Step>
    Once verified, your Google account will be linked. You'll see a green checkmark next to your Google email confirming the connection.
  </Step>
</Steps>

After linking, you can use either Google sign-in or your username and password to log in.

## Signing in with Google

<Steps>
  <Step>
    Go to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support) or open the PEX mobile app.
  </Step>

  <Step>
    Click or tap the **Sign in with Google** button below the standard login form.
  </Step>

  <Step>
    Select your Google account or enter your Google email in the popup window.
  </Step>

  <Step>
    You're signed in. PEX will redirect you to the Dashboard or your mobile app home screen.
  </Step>
</Steps>

<Note>
  **Note:**

  If multi-factor authentication (MFA) is enabled for your account, you may still be asked to verify your identity with a secure access code after signing in with Google.
</Note>

## Registering a new card with Google

You can use Google sign-in during card registration instead of creating a username and password.

<Steps>
  <Step>
    Start the card registration process from the PEX login page by clicking **Register a card**.
  </Step>

  <Step>
    After entering your card number and verification code, you'll reach the account setup step.
  </Step>

  <Step>
    Click **Continue with Google** and select your Google account.
  </Step>

  <Step>
    Your PEX account will be created and linked to your Google account automatically.
  </Step>
</Steps>

## Accepting an invitation with Google

If an administrator invites you to join a PEX business, you can use Google to set up your account.

<Steps>
  <Step>
    Open the invitation link you received by email.
  </Step>

  <Step>
    On the account setup step, click **Continue with Google** and choose your Google account.
  </Step>

  <Step>
    Your PEX account is created and linked to Google — no separate password needed.
  </Step>
</Steps>

## Removing your Google account link

You can unlink your Google account at any time from your Profile.

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support).
  </Step>

  <Step>
    Navigate to **My Profile**.
  </Step>

  <Step>
    In the **Additional login methods** section, click **Unlink** next to your Google account.
  </Step>

  <Step>
    Complete the identity verification step when prompted.
  </Step>

  <Step>
    Confirm you want to remove the link. After this, you will need to use your username and password to sign in.
  </Step>
</Steps>

## Frequently asked questions

<AccordionGroup>
  <Accordion title="What if my Google account isn't linked to PEX yet?">
    If you try to sign in with a Google account that isn't linked to any PEX account, you'll see a message explaining that the account isn't connected. Sign in with your PEX username and password first, then link your Google account from **My Profile**.
  </Accordion>

  <Accordion title="Can I link a Google account that's already used by another PEX user?">
    No. Each Google account can only be linked to one PEX user. If you see a message that the account is already linked to another user, try a different Google account or unlink your Google account from the PEX account first.
  </Accordion>

  <Accordion title="Does Google sign-in work with Multi-Program Access (MPA)?">
    Yes. Link your Google account to your primary PEX user account. Sign in with Google to access that account, then use MPA to switch to linked businesses as usual.
  </Accordion>

  <Accordion title="Is Google sign-in available on the PEX mobile app?">
    Yes. The **Sign in with Google** button appears on the mobile app login screen. The app opens a secure browser window to complete the Google sign-in flow.
  </Accordion>

  <Accordion title="Does Google sign-in replace my PEX password?">
    No. Your PEX username and password remain active. Google sign-in is an additional login option for convenience — you can always fall back to your credentials.
  </Accordion>

  <Accordion title="Do I still need to complete MFA when using Google sign-in?">
    If your business requires multi-factor authentication, you may be prompted for a secure access code after signing in with Google, just like a regular login.
  </Accordion>
</AccordionGroup>


# How to Add Card Transaction Notes (Cardholder Site) on All Programs
Source: https://support.pexcard.com/cardholder-guide/how-to-add-card-transaction-notes-cardholder-site-on-all-programs

Cardholders can add Notes to their card transactions through the Cardholder Site. Notes are a good way to record the details of transactions (e.g. client, project, place, purchase order, etc.) or leave a comment for your business administrator to review.

How to add card transaction notes through the cardholder site:

<Steps>
  <Step>
    Log into the Cardholder Site at [https://dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Click on "Transactions" in the left navigation
  </Step>

  <Step>
    Navigate to the transaction
  </Step>

  <Step>
    Click on "Add"

    <Frame>
      <img alt="" />
    </Frame>

    *Click "Add note"*
  </Step>

  <Step>
    Write the note in the "Add a new note" field (up to 200 characters)
  </Step>

  <Step>
    Click the "Save" button
  </Step>

  <Step>
    The note is now added to the transaction record

    * You can edit the note by clicking the pencil icon next to it
    * You can delete the note by clicking on the "**x**" next to it
  </Step>
</Steps>


# How to Attach a Receipt to a Transaction Record (Mobile App; Cardholder)
Source: https://support.pexcard.com/cardholder-guide/how-to-attach-a-receipt-to-a-transaction-record-mobile-app-cardholder

Cardholders can attach an image of a receipt to a transaction record using the PEX Mobile App.

Download the Mobile App (iOS and Android):

* Download the [iOS App from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android App from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
* The download is free but carrier data rates may apply

When you install the app on your device, please be sure to enable permission for the PEX app to access your camera and your photo gallery. These permissions are needed to take pictures of receipts and upload existing pictures of receipts.

More information about app permissions on iOS is available here:\
[https://support.apple.com/en-us/HT203033](https://support.apple.com/en-us/HT203033)

 More information about app permissions on Android is available here:  [https://support.google.com/googleplay/answer/6270602?hl=en](https://support.google.com/googleplay/answer/6270602?hl=en)

<Frame>
  <iframe title="PEX: Cardholder Training" />
</Frame>

## To Attach a Receipt to a Transaction Record:

<Steps>
  <Step>
    Take a picture of the receipt
  </Step>

  <Step>
    Locate the transaction
  </Step>

  <Step>
    Attach the image and upload it to PEX - one file per transaction. Please see details below on how to upload the image.
  </Step>
</Steps>

While uploading the image of the receipt, the PEX system will verify:

<Steps>
  <Step>
    That the image format is supported by the system:

    * .PNG
    * .JPG
  </Step>

  <Step>
    That the file contains no malware or computer viruses
  </Step>

  <Step>
    That the file is not corrupted
  </Step>

  <Step>
    That the file is smaller than 10 MB
  </Step>
</Steps>

**How to Upload a Receipt When Your Phone is Connected to the Internet (Option 1):**

<Steps>
  <Step>
    Log in to the PEX Mobile App
  </Step>

  <Step>
    Click on the "Transactions" icon at the bottom of the screen
  </Step>

  <Step>
    Navigate to the cardholder transaction list
  </Step>

  <Step>
    Click on the correct merchant transaction for the receipt

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

*Click on the transaction to which you want to attach the receipt*

* Click the "Add Receipt" button
  * It is a camera icon with plus sign ("**+**") towards the center of the display.

*Click on the camera icon with the "**+**" sign to attach a receipt to the transaction record*

* There are three ways to attach the receipt image to the transaction (you can crop or rotate the image before you finally upload it):
  * Take a photo of the receipt with the camera
  * Use an image of the receipt that has previously been saved in the receipt Gallery
  * Use an image of the receipt that's already in your image Gallery

*Take a picture of the receipt with the phone's camera, upload an image from the receipt gallery or upload an image of the receipt from your device's image gallery*

**How to Upload a Receipt When Your Phone is Not Connected to the Internet (Option 2):**\
 

* Upload the image of the receipt to PEX
  1. Take a photograph of the receipt with your phone's camera and save it in the PEX Receipts folder.
     * *You cannot log in to the PEX app when you are offline*
     * *The only transactions that will appear from the Receipt tab are transactions without receipts, and transactions with a receipt where the status is "Rejected"*
  2. Log in to the PEX Mobile App when you are online again and access the Receipts tab. Once the internet connects whatever images you saved in the Receipts folder will appear.
  3. Click on the particular image you want to attach a receipt to.
  4. Find the transaction you want and attach it there.
  5. Alternatively, you can also go to the specific Transaction and access the receipt gallery there as well.

*Click the Receipt icon and attach your receipt.*

* Select the image of the receipt you want from the receipt gallery or your device's local gallery
* Once a receipt has been added, the Receipt icon will be replaced with a preview of the attachment. If you wish to save this image to your device, replace or delete the attachment all you have to do is click on the image and follow the prompts.
* After you upload a Receipt, users will have the opportunity to then add a Note as well. If a user enters nothing and Saves, then no Note is created. Nonetheless, notes can be created anytime afterward.
* Please note, for users who have Tag functionality enabled, and if there are "Required Tags" you must enter the tag value before attaching the Receipt, otherwise you will see this error.


# How to Add a Receipt to a Purchase
Source: https://support.pexcard.com/cardholder-guide/how-to-attach-a-receipt-to-a-transaction-record-website-cardholder

Upload a receipt image to a transaction so your administrator has the documentation they need.

Cardholders can attach an image of a receipt to a transaction in several ways:

1. [Text to PEX](/cardholder-guide/text-to-pex-cardholder-guide)
2. The [mobile app](/cardholder-guide/how-to-attach-a-receipt-to-a-transaction-record-mobile-app-cardholder)
3. [Email to PEX](/cardholder-guide/email-to-pex-cardholder-guide)
4. [On the dashboard](#how-to-attach-a-receipt-to-a-transaction)

<Frame>
  <iframe title="PEX: Cardholder Training" />
</Frame>

## How to Attach a Receipt to a Transaction

<Frame>
  <img alt="" />
</Frame>

<Steps>
  <Step>
    Take a picture of the receipt or scan the receipt to your computer
  </Step>

  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)
  </Step>

  <Step>
    Navigate to the "Transactions" tab
  </Step>

  <Step>
    Locate the relevant transaction, and click on it to see the transaction details

    * You can use the *Filter* button above the transaction list to add a filter which may help narrow the list of transactions to help find a specific transaction.
  </Step>

  <Step>
    Click the "Upload" button in the transaction details window

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Locate the image file of the receipt on your computer

    * You can also drag-and-drop the file on to the window that says "Upload"
  </Step>

  <Step>
    Upload and attach the image - one file per transaction.
  </Step>

  <Step>
    Click "Save" in the following window.

    * The image upload window will have tools such as Rotate, Crop, Zoom In, Zoom Out to help you edit the image.
    * You can also choose a different file, save an existing receipt image from this window to your current device, and/or Edit your uploaded image at a later date from this window.
  </Step>
</Steps>

When uploading an image of the receipt, the PEX system will verify that:

* The image format is one that is supported by the system:
  * .PNG
  * .JPG
  * .PDF
* The file contains no malware or computer viruses
* The file is not corrupted
* The file is smaller than 1 MB

## Other ways to submit a receipt

You don't have to log in to the website every time you want to attach a receipt. PEX can also collect receipts by text message and by email, and it will auto match them to the right transaction for you.

When you make a purchase, PEX can send you a **receipt reminder** by SMS or email so you don't forget to submit documentation. Reply to that reminder with a photo of your receipt and PEX takes care of the rest. You can turn the receipt reminder on from the [Notifications](https://dashboard.pexcard.com/account/notifications) tab in your profile.

* **Text to PEX** — Text a photo of your receipt to PEX at (640) 800-7522, or reply to your SMS receipt reminder. See the [Text to PEX (Cardholder guide)](/cardholder-guide/text-to-pex-cardholder-guide) for setup and details.
* **Email to PEX** — Email a receipt to [receipts@pexcard.com](mailto:receipts@pexcard.com), or reply to your email receipt reminder. See the [Email to PEX (Cardholder guide)](/cardholder-guide/email-to-pex-cardholder-guide) for setup and details.

<Note>
  **Note:**

  To receive receipt reminders and submit receipts by text or email, make sure the phone number or email address you use is verified in your [profile](https://dashboard.pexcard.com/account/profile).
</Note>

## FAQ

<AccordionGroup>
  <Accordion title="Do I need to include the receipt amount along with the image?">
    No. The receipt image is enough for PEX to auto match it to the transaction.
  </Accordion>

  <Accordion title="Can I submit more than one receipt at a time?">
    Yes. When you text or email in multiple receipts, PEX auto matches each one to its corresponding transaction. On the website, upload one file per transaction.
  </Accordion>

  <Accordion title="My receipt is too long. Can I submit it in parts?">
    Yes. Just make sure the date and total amount paid are visible.
  </Accordion>

  <Accordion title="Why didn't my receipt match?">
    For best matching results, make sure the receipt shows the merchant name, date and total amount paid, and only submit receipts for purchases made with your PEX card. If it still doesn't match, you can attach it manually from the website or the [mobile app](/cardholder-guide/how-to-attach-a-receipt-to-a-transaction-record-mobile-app-cardholder).
  </Accordion>

  <Accordion title="What are the other ways to submit a receipt?">
    You can text a photo of your receipt to PEX at (640) 800-7522 or email it to [receipts@pexcard.com](mailto:receipts@pexcard.com). See the [Text to PEX](/cardholder-guide/text-to-pex-cardholder-guide) and [Email to PEX](/cardholder-guide/email-to-pex-cardholder-guide) guides for details.
  </Accordion>
</AccordionGroup>


# How to Change My Cardholder Password
Source: https://support.pexcard.com/cardholder-guide/how-to-change-my-cardholder-password

You can easily change your Cardholder Password, both through the PEX Mobile App and through the PEX Dashboard Site.

[Instructions for the PEX Dashboard Site](/cardholder-guide/how-to-change-my-cardholder-password#how-to-change-my-password-on-the-pex-dashboard-site) | [Instructions for the Mobile app](/cardholder-guide/how-to-change-my-cardholder-password#how-to-change-my-password-using-the-mobile-app)

## How to Change My Password on the PEX Dashboard site

To change your password, you must be able to log into [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support). If you cannot log in, please see [Troubleshooting Cardholder Login](/cardholder-guide/troubleshooting-cardholder-user-login)

<Steps>
  <Step>
    Click on the My Profile icon on the upper right corner of the screen (icon of a person)
  </Step>

  <Step>
    Under "Account Details", click "Edit" next to password

    <Frame>
      <img alt="" />
    </Frame>
  </Step>

  <Step>
    Enter the current password
  </Step>

  <Step>
    Enter and re-enter the new password. Passwords must meet the following requirements:

    * Must be between 8 and 16 characters in length
    * Must contain at least one digit (0-9)
    * Must not begin with a hash symbol (#)
    * Palindromes (such as "123aba321") will be rejected
    * Must not contain your username
  </Step>

  <Step>
    Click "Update" to Save changes

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

## How to Change My Password Using the Mobile App

<Steps>
  <Step>
    Log into the Mobile App
  </Step>

  <Step>
    Click the "Settings" icon at the bottom of the screen
  </Step>

  <Step>
    Click "Account Settings"

    <Frame>
      <img alt="" />
    </Frame>

    *Click "Settings" icon. Click "Account Settings".*
  </Step>

  <Step>
    Click "Edit" after Password

    <Frame>
      <img alt="" />
    </Frame>

    *Click "Edit" after Password*
  </Step>

  <Step>
    Enter the current password
  </Step>

  <Step>
    Enter and re-enter the new password

    * Follow the system requirements
  </Step>

  <Step>
    Click the "Save" button to confirm the new password

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>

*Enter the current password. Enter and re-enter the new password. Click "Save."*


# How to Change My Cardholder Username
Source: https://support.pexcard.com/cardholder-guide/how-to-change-my-cardholder-username

Changing your username is simple. You can use either the PEX mobile app or the web app.

[Instructions for the PEX dashboard](/cardholder-guide/how-to-change-my-cardholder-username#how-to-change-your-username-through-the-pex-web-app) | [Instructions for the Mobile app](/cardholder-guide/how-to-change-my-cardholder-username#how-to-change-your-username-using-the-mobile-app)

## How to Change Your Username Through the PEX Web App

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com/](https://dashboard.pexcard.com/?utm_source=support)

    * If you cannot log in, please see [Troubleshooting Cardholder Login](/cardholder-guide/troubleshooting-cardholder-user-login)
  </Step>

  <Step>
    Click on the My Profile icon on the upper right corner of the screen (icon of a person)
  </Step>

  <Step>
    Under "Account Details", click "Edit" next to username
  </Step>

  <Step>
    Enter your current password
  </Step>

  <Step>
    Enter your new username
  </Step>

  <Step>
    Re-enter to confirm the new username
  </Step>

  <Step>
    Click "Update" to Save changes
  </Step>
</Steps>

## How to Change Your Username Using the Mobile App

Download the Mobile App:

* Download the [iOS App from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android App from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
* The download is free but carrier data rates may apply

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click the "Settings" icon at the bottom of the screen
  </Step>

  <Step>
    Click "Account Settings"
  </Step>

  <Step>
    Click "Edit" after Username
  </Step>

  <Step>
    Enter your current password
  </Step>

  <Step>
    Enter and re-enter the new Username
  </Step>

  <Step>
    Click "Save" to confirm the changes
  </Step>
</Steps>


# How to Change My Email Address (Cardholder)
Source: https://support.pexcard.com/cardholder-guide/how-to-change-my-email-address-cardholder

Cardholders can change their email addresses either through the PEX Mobile App or the PEX Dashboard Site.

[Instructions for the Mobile App](/cardholder-guide/how-to-change-my-email-address-cardholder#using-the-pex-mobile-app) | [Instructions for the PEX Dashboard Site](/cardholder-guide/how-to-change-my-email-address-cardholder#using-the-pex-dashboard-site)

## Using the PEX Mobile App

<Steps>
  <Step>
    Download the Mobile App (iOS and Android):

    * Download [PEX for iOS](https://itunes.apple.com/app/id584331280) from the App Store
    * Download [PEX for Android](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder) from the Google Play Store
    * The download is free but carrier rates may apply
  </Step>

  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click the "Settings" icon at the bottom of the screen
  </Step>

  <Step>
    Click "Profile"
  </Step>

  <Step>
    Click on the Email field
  </Step>

  <Step>
    Enter your new email address
  </Step>

  <Step>
    Click the "Save" button in the upper-right corner
  </Step>

  <Step>
    Enter the verification code that was sent to your mobile phone (if verified) or email address
  </Step>

  <Step>
    Press 'Continue'
  </Step>
</Steps>

## Using the PEX Dashboard Site

<Steps>
  <Step>
    Log in to [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support)

    * If you cannot log in, please see [Troubleshooting Cardholder Login](/cardholder-guide/troubleshooting-cardholder-user-login)
  </Step>

  <Step>
    Click on the My Profile icon in the upper right corner of the screen (icon of a person)<br />

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Click the "Edit profile" button
  </Step>

  <Step>
    Enter the new email in the field provided
  </Step>

  <Step>
    Click "Update" to save changes<br />

    <Frame>
      <img alt="Image" />
    </Frame>
  </Step>

  <Step>
    Enter the verification code that was sent to your mobile phone (if verified) or email address
  </Step>
</Steps>

<Frame>
  <img alt="Image" />
</Frame>


# How to Check My Card Balance on All Programs
Source: https://support.pexcard.com/cardholder-guide/how-to-check-my-card-balance-on-all-programs

There are a few ways to check your PEX card balance — pick whichever is easiest for you. The dashboard and mobile app require a Cardholder User Account; the automated phone line and text alerts don't.

## Jump to: [Dashboard](#check-your-balance-on-the-dashboard) | [Mobile app](#check-your-balance-on-the-pex-mobile-app) | [Phone](#check-your-balance-by-phone) | [Text message alerts](#get-your-balance-by-text-message)

* Don't have a Cardholder User Account? See [How to create a new Cardholder User Account](/cardholder-guide/how-to-create-a-new-cardholder-user-account)
* Trouble logging in? See [Troubleshooting cardholder login](/cardholder-guide/troubleshooting-cardholder-user-login)

## Check your balance on the dashboard

1. Log in to [dashboard.pexcard.com](http://dashboard.pexcard.com)
2. Your "Available Balance" is displayed on the Dashboard tab, which loads by default when you log in. Note: your "Available balance" is the amount you're able to spend. It may differ from your "Current Balance" because of pending transactions that haven't settled yet - click the Transactions tab to see those.

## Check your balance on the PEX mobile app

Download the app if you haven't already - it's free, though carrier data rates may apply:

* [iOS app (App Store)](https://itunes.apple.com/app/id584331280)
* [Android app (Google Play)](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)

Then:

1. Log in to the PEX mobile app
2. Tap the "Account" icon
3. Your account balance appears on the screen<br />
   <Frame>
     <img alt="Image" />
   </Frame>

## Check your balance by phone

No account needed. Call **866-685-0898** (see [Contact Cardholder Support](/cardholder-guide/contact-cardholder-support)). You'll be prompted to enter your card information to locate your account, along with the company's billing zip code.

## Get your balance by text message

You can also have your balance sent to you by text — no account needed:

1. Call **866-685-0898** and follow the prompts to check your balance.
2. Once your balance has been read to you, press 3 to opt in to text alerts
3. You'll get a text message with your balance
4. Reply to that text with the last 4 digits of your card to confirm
5. Repeat steps 1–4 any time you want a new balance update by text

## Still stuck?

If you can't create or log in to a Cardholder User Account, check with your business administrator - they can also look up your card balance for you directly.

<Note>
  **Note:**

  * If you are unable to create a Cardholder User Account, please check with your business administrator
  * Your business administrator can also tell you your card balance
</Note>


# How to Create a New Cardholder User Account
Source: https://support.pexcard.com/cardholder-guide/how-to-create-a-new-cardholder-user-account

Cardholders can check their card balances, download statements, add transaction notes/receipts, and update their profiles through the PEX website.

In order to access the site, a cardholder must first complete the "First time login" process, also referred to as the cardholder registration process.

<Frame>
  <iframe title="PEX: How to Add Admins & Team Members" />
</Frame>

## Creating an Account

<Steps>
  <Step>
    Go to [https://dashboard.pexcard.com/registration](https://dashboard.pexcard.com/registration?utm_source=support)

    <Frame>
      <img alt="PEX: How to Add Admins & Team Members" />
    </Frame>
  </Step>

  <Step>
    Enter your card number
  </Step>

  <Step>
    A six (6) digit code will be emailed to the email address on file that was provided when the card was ordered

    * Check with your business administrator to verify the email address on your card profile
    * Retrieve the code from your email and enter it in the field provided. *Enter the number on your PEX Card and Click "Next"*
  </Step>

  <Step>
    After verifying your email address, you will be shown the phone number and birth date that PEX has on file

    * Please alert your business administrator if this information is incorrect
  </Step>

  <Step>
    Create a username

    * Your username must be unique to any other username in the PEX database
  </Step>

  <Step>
    Choose a password. Passwords must meet the following requirements:
  </Step>

  <Step>
    Must be between 8 and 16 characters in length

    * Must contain at least one digit (0-9)
    * Must not begin with a hash symbol (#)
    * Palindromes (such as "123aba321") will be rejected
    * Must not contain your username
    * Spaces are not allowed
  </Step>

  <Step>
    Choose a security question

    <Tip>
      **Tip:**

      For extra security, you can also write your own question
    </Tip>

    <Note>
      **Note:**

      Administrators cannot view this information
    </Note>
  </Step>

  <Step>
    Enter your security answer

    <Note>
      **Note:**

      Answers are case sensitive, so be sure to enter the answer in the exact way you will enter it again in the future
    </Note>

    <Note>
      **Note:**

      Administrators cannot view this information
    </Note>
  </Step>
</Steps>

Your business administrators will receive an email alerting them to your new account.

Cardholders can also take an opportunity to download the PEX Mobile app via the [Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder) or the [Apple App Store](https://apps.apple.com/app/id584331280). Cardholders can log in while on-the-go, and manage various activities on your cardholder account.

## Creating a New Cardholder User Account Using Your Birth Year for Verification

If you do not have access to your company email, your administrator may have enabled the option to create a card account by using your birth year. This is not common.

On Step 3 in the above instructions, enter your 4-digit birth year in the field provided.

<Note>
  **Note:**

  Your birth year will only be applicable if the administrator chose this method. Entering the birth year is not a substitute for the secure verification code sent by email.
</Note>


# How to Download Cardholder Statements
Source: https://support.pexcard.com/cardholder-guide/how-to-download-cardholder-statements

You can download your monthly cardholder statements from the PEX Cardholder website ([https://dashboard.pexcard.com](https://dashboard.pexcard.com/?utm_source=support)). Statements are not available through the PEX mobile app. Monthly statements are available as far back as the creation of the 16-digit card number.

## How to Download Monthly Statements from the Cardholder Site

<Steps>
  <Step>
    Log in to the Cardholder Site
  </Step>

  <Step>
    Click on the "Statements" tab
  </Step>

  <Step>
    Select the date range for the statement you want to see:

    * Statements with a PDF icon in strong color are available for immediate download
    * Statements with a faded PDF icon may take a few minutes to become available
  </Step>
</Steps>

<Note>
  **Note:**

  The PEX system produces the statements in PDF format. You should be able to view the PDF in most modern web browsers, or you can use the Adobe reader.

  * You can download the Adobe reader from [https://get.adobe.com/reader/](https://get.adobe.com/reader/)
  * If an administrator would like to download the statement data in one file, an administrator can download a Cardholder Transaction Details Report into a PDF zip file as this will compile all cardholder transactions, notes and receipts into one file.
</Note>


# How to Enable Cardholder Notifications
Source: https://support.pexcard.com/cardholder-guide/how-to-enable-cardholder-notifications

Subscribe to email and mobile notifications for transaction activity, card balance updates, funding requests, missing receipts, and low balance reminders.

PEX offers a variety of cardholder notifications to alert you to key account activity. You can subscribe to the following notifications:

## Email notifications

* *Transaction approved* — receive a notification when an admin has approved your transaction.
* *Transaction rejected* — receive a notification when an admin has rejected your transaction.
* *Transaction declined* — receive a notification when your card is declined at point-of-sale.
* *Card balance updates* — receive a notification when funds are added to or removed from your card.
* *Funding request status* — receive a notification when your funding request is approved or rejected.
* *Missing receipt reminder* — receive a notification when a transaction has settled and a receipt is required.

## Mobile notifications

* *Transaction approved* — receive a notification when an admin has approved your transaction.
* *Transaction rejected* — receive a notification when an admin has rejected your transaction.
* *Transaction declined* — receive a notification when your card is declined at point-of-sale.
* *Card balance updates* — receive a notification when funds are added to or removed from your card.
* *Funding request status* — receive a notification when your funding request is approved or rejected.
* *Missing receipt reminder* — receive a push notification when a transaction has settled and a receipt is required.
* *Low balance reminder* — receive a push notification when your card balance is below a certain threshold.

## How to update notification preferences on web

<Steps>
  <Step>
    Log in to your account at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support).
  </Step>

  <Step>
    Navigate to your user profile (top right section of the dashboard).
  </Step>

  <Step>
    Navigate to the **Notifications** tab.
  </Step>

  <Step>
    Select which notifications you would like to enable for email and mobile.
  </Step>

  <Step>
    Click **Update Notifications** to save your preferences.
  </Step>
</Steps>

## How to update notification preferences on mobile

<Steps>
  <Step>
    Log in to the PEX mobile app.
  </Step>

  <Step>
    Navigate to **Settings**.
  </Step>

  <Step>
    Select **Notifications**.
  </Step>

  <Step>
    Select which notifications you would like to enable for mobile.
  </Step>
</Steps>

<Note>
  **Related:**

  For details on setting a balance threshold for the low balance reminder, see [Enabling Low Balance Reminders for Your Card](/cardholder-guide/enabling-low-balance-reminders-for-your-card).
</Note>


# How to enable multi-factor authentication (cardholders) on all programs
Source: https://support.pexcard.com/cardholder-guide/how-to-enable-multifactor-authentication-cardholders-on-all-programs

Turn on multi-factor authentication for your cardholder profile so you receive a one-time secure access code by email each time you log in.

## How to Enable Multi-factor Authentication (Cardholders) on All Programs

PEX offers Multi-Factor Authentication (MFA) to protect your account by sending you a one-time secure access code to use at login. If your organization has MFA enabled, you will be able to opt in to receive your secure access code via email or SMS/Text. If you would prefer to receive your access code via email, follow the steps below.

## How to Enable Multi-factor Authentication

To ensure your profile has the highest level of security we encourage everyone to use multi-factor authentication.

<Steps>
  <Step>
    Log into your PEX account via [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support) site
  </Step>

  <Step>
    Click on the avatar icon on the top right corner of your screen
  </Step>

  <Step>
    Click on 'My Profile' from the drop down menu
  </Step>

  <Step>
    Click the *edit* icon on your profile.

    <Frame>
      <img alt="edit_profile.png" />
    </Frame>
  </Step>

  <Step>
    Click on the “Enable” button.

    <Frame>
      <img alt="enable_button.png" />
    </Frame>
  </Step>

  <Step>
    This will trigger the secure code email to your email inbox. 
  </Step>

  <Step>
    Now enter the 6 digit code into the Secure Access Code confirmation text box and click the “Confirm” button.

    <Frame>
      <img alt="" />
    </Frame>
  </Step>
</Steps>


# How to link multiple administrator or cardholder accounts
Source: https://support.pexcard.com/cardholder-guide/how-to-link-multiple-administrator-or-cardholder-accounts

Link additional PEX cardholder or administrator accounts to your existing profile so you can switch between them with a single username and password.

## How to Link Multiple Administrator or Cardholder Accounts

If you have credentials for more than one user account – either an additional cardholder account or an additional administrator account – you can now connect these accounts so that you can easily switch between them. This functionality allows you to access multiple accounts with a single username and password.

***Watch a step-by-step demonstration [here](https://pex.navattic.com/3sn0j43)!***

## How to Link Multiple Admin or Cardholder Accounts

<Steps>
  <Step>
    Select '*Add another account*' in the Profile section at the top right of the dashboard.

    <Frame>
      <img alt="add_account.png" />
    </Frame>
  </Step>

  <Step>
    1. To link an existing admin or cardholder account, select '*Log In To Another Account*.' From there, you will be prompted to enter in your credentials.
    2. To link a new card account, select '*Enter New Card Details*.' You will be prompted to enter in your card information and new login credentials to register your account.

    <Frame>
      <img alt="account_link.png" />
    </Frame>
  </Step>

  <Step>
    Once you have successfully logged in to your other account, your new account will be accessible via dropdown on the top left section of the dashboard.

    <Frame>
      <img alt="linked_list_2.png" />
    </Frame>
  </Step>

  <Step>
    You can also access your linked accounts via the PEX mobile app.

    * Log in to the app and click 'Settings'.
    * Your linked admin and cardholder accounts will appear at the top of the screen.
  </Step>
</Steps>

## Frequently Asked Questions

<AccordionGroup>
  <Accordion title="Can I link accounts that are in different businesses or programs?">
    A: Yes, as long as you have the appropriate credentials, you can link accounts across businesses.
  </Accordion>

  <Accordion title="I received an invite for a new administrator account. How do I add a new admin account to my linked accounts?">
    A: At this time, you will need to complete registration and account set-up for your new account. Once you have a username and password set up, you can then follow the process for linking an existing account.
  </Accordion>

  <Accordion title="Once I've linked an account to my profile, will I be able to remove it?">
    A: No, you will not be able to remove an account once you have added it. To remove an account from your linked accounts, contact customer service.
  </Accordion>

  <Accordion title="Can I link a closed account?">
    A: Yes, you can link a closed account.
  </Accordion>
</AccordionGroup>


# How to review approval workflow items as a Cardholder
Source: https://support.pexcard.com/cardholder-guide/how-to-review-approval-workflow-items-as-a-cardholder

How to view and act on pending approval items as a Cardholder approver in PEX

Once you are added to an approval group, you'll start seeing workflow items that are pending your approval.

We recommend navigating to **Profile → Notifications** and enabling notifications for pending approval items to ensure you don't miss anything that requires your review.

<img alt="Profile Notifications settings for approval items" />

## Reviewing pending approval items

<Steps>
  <Step>
    Navigate to the **Review** page from the sidebar menu.

    The Review tab is only visible to Cardholder users who have been added to an approval policy as approvers.

    <img alt="Review page in the sidebar menu" />
  </Step>

  <Step>
    Click the tab you need in the top menu.
  </Step>

  <Step>
    Click **Approve** or **Reject** next to the item.

    <img alt="Approve and Reject buttons next to workflow items" />
  </Step>

  <Step>
    To view full details, click on the item card in the list.
  </Step>
</Steps>

<Note>
  **Note:**

  You can approve all items at once by clicking the first checkbox to select all, then clicking **Actions** and choosing the desired action.

  <img alt="Select all and Actions button for bulk approval" />

  Filtering and quick search are available for transactions and card requests.

  <img alt="Filtering and quick search options" />
</Note>

## Working with item details

From the full details modal window, you can:

* Add and edit tags, attachments and notes from the transaction/reimbursement details modal
* Edit some data from the card request details
* Add tags by clicking the **Add** button next to the Tags section
* Edit tags by clicking the **Edit** button next to the Tags section
* Add or edit attachments by hovering over the attachments section
* Add a note by clicking the **Add** button next to the Notes section
* Approve or reject items using the **Approve** or **Reject** buttons

## FAQ

**Can I open the Review tab from the mobile app?**

Not yet — PEX is working on implementing that.

**What workflows are available now?**

Transaction, reimbursement and card request (card funding, spend rule and unblocking) workflows are currently available.

**Will I receive "pending my review" email notifications?**

Yes. To receive email notifications for items pending your review, enable the "Transaction needs review" or "Reimbursement needs review" notifications on the **Profile → Notifications** tab.

**Where can I see items that need to be reviewed?**

There is a **Review** tab in the left nav menu. Switch between tabs to review different workflow items.

**Can I edit tags, update receipts and manage notes?**

Yes. Once you become an approver, you can edit tags, attachments and add notes for pending approval items.

**Can I see items reviewed by me?**

Yes, there is a filter to review approved or rejected items.

**Can I mark approved or rejected transactions as not reviewed?**

Yes, there is a **Mark as not reviewed** button on the transaction details modal window.

**Why didn't the item status change to approved after my approval?**

If there is a multiple-level approval set up in the approval policy, the item status won't change until all groups approve it.


# If Your Card is Lost, Stolen, or Damaged
Source: https://support.pexcard.com/cardholder-guide/if-your-card-is-lost-stolen-or-damaged

Contact your Administrator or PEX immediately to report lost, stolen, or damaged cards, as well as for any fraudulent charges.

Only PEX can issue replacement cards. Administrators may create only new cards.

**Lost/Stolen** card replacements will immediately close all prior cards on the account once the shipping address and shipping method have been confirmed. This is a permanent action.

**Damaged** card replacements will allow the previous card to remain active until the replacement arrives in the mail. Activating a replacement card will immediately close all previous cards on the card account.

*Cardholders* may call **866-685-0898** (see [Contact Cardholder Support](/cardholder-guide/contact-cardholder-support)) for a replacement to the address on file with First Class FREE (10-15 business days) shipping only.

For a change of address or shipping method, only Administrators may request Priority - **\$10** (4-8 business days), Expedited- **\$55** (5 business days) or Rushed - **\$70** (4 business days) delivery of replacement cards. 

*Administrators* may call **866-685-1898** (see [Contact Administrator Support](/administrator-guide/contact-administrator-support)) for a replacement to any domestic address within the 50 states, and with the shipping method preferred.

<Note>
  **Note:**

  Administrators should only activate cards once they are received.
</Note>


# International Use of PEX Cards (for Cardholder)
Source: https://support.pexcard.com/cardholder-guide/international-use-of-pex-cards-for-cardholder

You can use PEX Cards internationally, provided that this feature has been turned on by your Administrator.

The International Service Assessment (ISA fee) is 3% of the value of the transaction, and can be easily located as a separate line item within the transactions list.

In keeping with US Government sanctions, and also to minimize the risk of fraud, certain countries, like Iran, are blocked by PEX. Please consult your Administrator for the full Restricted Countries list


# Lea este sitio en español (con herramientas de traducción en el navegador)
Source: https://support.pexcard.com/cardholder-guide/lea-este-sitio-en-espaol-con-herramientas-de-traduccin-en-el-navegador

Instrucciones para traducir el sitio de soporte de PEX al español usando las herramientas de traducción de Chrome, Edge o Safari.

Para leer este sitio en español, por favor siga las instrucciones a continuación para su navegador:

<CardGroup>
  <Card title="Chrome" href="https://support.google.com/chrome/answer/173424?hl=es&co=GENIE.Platform%3DDesktop" icon="chrome" />

  <Card title="Edge" href="https://support.microsoft.com/es-es/microsoft-edge/usar-microsoft-edge-en-otro-idioma-4da8b5e0-11ce-7ea4-81d7-4e332eec551f" icon="edge" />

  <Card title="Safari" href="https://support.apple.com/es-lamr/guide/safari/ibrw646b2ca2/mac" icon="safari" />
</CardGroup>


# Limitations on Cash Access
Source: https://support.pexcard.com/cardholder-guide/limitations-on-cash-access

The PEX card does **not** support access to cash and quasi-cash transactions, like money orders, giftcards, loan payments, Venmo, and other similar money transfer options.

The PEX card **cannot** be used at an ATM to withdraw money. Additionally, the PEX Card cannot be used for cash withdrawals at time of checkout.


# Managing My PEX Card and Account
Source: https://support.pexcard.com/cardholder-guide/managing-my-pex-card-and-account

Browse tasks for managing your PEX card and cardholder account, including passwords, billing address, funding requests, statements, and lost or damaged cards.

<CardGroup>
  <Card title="How to Link Multiple Administrator or Cardholder Accounts" href="/cardholder-guide/how-to-link-multiple-administrator-or-cardholder-accounts" icon="users" />

  <Card title="Setting a Primary Account on Login" href="/cardholder-guide/setting-a-primary-account-on-login" icon="key" />

  <Card title="How to Enable Multi-factor Authentication (Cardholders) on All Programs" href="/cardholder-guide/how-to-enable-multifactor-authentication-cardholders-on-all-programs" icon="shield-check" />

  <Card title="Cancel a pending funding request" href="/cardholder-guide/cancel-a-pending-funding-request" icon="circle-xmark" />

  <Card title="Creating a Reimbursement Request" href="/cardholder-guide/creating-a-reimbursement-request" icon="hand-holding-dollar" />

  <Card title="How to Change My Cardholder Username" href="/cardholder-guide/how-to-change-my-cardholder-username" icon="user-edit" />

  <Card title="Finding and updating your card billing address" href="/cardholder-guide/finding-and-updating-your-card-billing-address" icon="map-pin" />

  <Card title="Requesting funds for your card" href="/cardholder-guide/requesting-funds-for-your-card" icon="dollar-sign" />

  <Card title="How to Change My Email Address (Cardholder)" href="/cardholder-guide/how-to-change-my-email-address-cardholder" icon="envelope" />

  <Card title="How to Change My Cardholder Password" href="/cardholder-guide/how-to-change-my-cardholder-password" icon="lock" />

  <Card title="How to Enable Cardholder Notifications" href="/cardholder-guide/how-to-enable-cardholder-notifications" icon="bell" />

  <Card title="How to Check My Card Balance on All Programs" href="/cardholder-guide/how-to-check-my-card-balance-on-all-programs" icon="credit-card" />

  <Card title="How to Download Cardholder Statements" href="/cardholder-guide/how-to-download-cardholder-statements" icon="download" />

  <Card title="If Your Card is Lost, Stolen, or Damaged" href="/cardholder-guide/if-your-card-is-lost-stolen-or-damaged" icon="triangle-exclamation" />

  <Card title="Replacement Cards" href="/cardholder-guide/replacement-cards" icon="card-club" />

  <Card title="Restrictions on Loading Funds onto the PEX Card" href="/cardholder-guide/restrictions-on-loading-funds-onto-the-pex-card" icon="triangle-exclamation" />

  <Card title="Card Expiration and Renewal" href="/cardholder-guide/card-expiration-and-renewal" icon="calendar" />

  <Card title="International Use of PEX Cards (for Cardholder)" href="/cardholder-guide/international-use-of-pex-cards-for-cardholder" icon="globe" />
</CardGroup>


# Managing Your Purchases with PEX
Source: https://support.pexcard.com/cardholder-guide/managing-your-purchases-with-pex

Stay policy-compliant, submit receipts on time, add explanatory notes, code your purchases, and keep your company's finances running smoothly.

Every transaction you make with your PEX card usually requires additional info — like receipts, tags, or notes — before it can be reviewed and approved by your manager. Setting up the right notifications and knowing where to add that info will save you time and keep things moving.

<Frame>
  <img alt="Process flow: Login, Enable Notifications, Add Required Info, Outcome — account is fully compliant and up to date" />
</Frame>

## 1. Set up your notifications

Notifications remind you to add missing info right when it matters. Configure them so nothing slips through the cracks.

Navigate to **Log In → Profile → Notifications**.

### 🔔 Missing Transaction Info Reminder

Sent right after every transaction — while the receipt is still in your hands.

* **SMS:** Text your receipt photo directly to PEX. The system auto-matches it to the correct transaction.
* **Push:** Tap the notification to go straight to the transaction and add what's needed. Don't have the mobile app yet? Now's a great time to install it.
* **Email:** Click the link in the email to jump directly to the transaction that needs attention.

### 📋 Missing Transaction Info Digest

A periodic summary sent only when you have transactions still missing info. Great for catching anything you may have missed.

* **Push:** Tap to see the full list of transactions that need your action.
* **Email:** Review the list in the email and click to add the required info for each transaction.

<Note>
  **Tip:**

  Enable at least one channel for each notification type so you're always in the loop.
</Note>

## 2. Add the required info

Depending on your company's account settings, each transaction may require different pieces of information before it can be approved.

Open any transaction from the **Mobile App** or **Dashboard** to see exactly what's needed:

* 🏷️ **Tags** — categorize the purchase based on your company's coding structure
* 📝 **Notes** — add context about what the purchase was for
* 🧾 **Receipts** — attach a photo or file of the receipt

**Look for the warning message.** If anything is still missing, you'll see an alert on the transaction. Once everything is added, the status automatically moves to **Not Reviewed** — ready for your manager to approve.

## 3. Check what's still missing

Use the filter to quickly find any transactions that still need your attention.

Navigate to **Purchases → Filters → Review Status → Missing Info**.

* ✓ **No transactions in the list?** You're all caught up. Nice work!
* If there are transactions listed, just open each one, add the missing details, and your managers can move forward with approvals.

Still have questions? Reach out to your admin or contact PEX Support.


# Mobile App - Overview (Cardholder)
Source: https://support.pexcard.com/cardholder-guide/mobile-app--overview-cardholder

Use the PEX mobile app for iOS or Android to check balances, request funds, attach receipts, review transactions, and update your cardholder profile on the go.

**The PEX Mobile App**

Cardholders can perform key tasks quickly and easily using the PEX Mobile App.

There are PEX Mobile Apps for Android and for iOS devices.

With the Apps, cardholders can:

* Check card balances
* Request funds
* Attach receipts to transactions
* Review transactions
* Edit or change the cardholder's username, password, and email address
* Call Customer Support from the app

**Download the Mobile App (Android and iOS):**

* Download the [iOS App from the App Store](https://itunes.apple.com/app/id584331280)
* Download the [Android App from the Google Play Store](https://play.google.com/store/apps/details?id=com.softjourn.pexcardholder)
* The download is free but carrier data rates may apply
* To take advantage of the latest features in the PEX mobile app, a mobile device or operating system upgrade may be required
* If you experience difficulties with the app, uninstall it and then reinstall it, to ensure that the latest version is in use

## **How to Log In to the Mobile App:**

<Steps>
  <Step>
    Enter the username and password that you use for the Cardholder Site
  </Step>

  <Step>
    Click "Login"
  </Step>

  <Step>
    If you do not already have a PEX username and password, then click "First Time Login" on the Mobile App home screen and follow the directions

    * If you are unable to create a Cardholder User Account, please check with your business administrator
  </Step>
</Steps>

## **How to Check Your Card Balance:**

<Steps>
  <Step>
    Log into the Mobile App
  </Step>

  <Step>
    Click the "Account" icon at the bottom of the screen
  </Step>

  <Step>
    The card balance appears on the first screen
  </Step>
</Steps>

Please Note:

* Your business administrator can also tell you your card balance

## **How to Request Funds:**

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click the "Account" icon at the bottom of the screen
  </Step>

  <Step>
    Click "Requests"
  </Step>

  <Step>
    Enter the amount of your request
  </Step>

  <Step>
    Add a Note if desired
  </Step>

  <Step>
    Click "Request" in the blue bar to submit your request
  </Step>

  <Step>
    The submitted request is shown as "Pending" until the Administrator fulfills it
  </Step>
</Steps>

## **How to Upload a Receipt using the Mobile App:**

<Note>
  **Note:**

  Users can upload a receipt in real time when they are connected to the internet (with the camera function), or save a photo to their image gallery and upload the photo at a later time when they have internet access.
</Note>

<Steps>
  <Step>
    Log in to the PEX Mobile App
  </Step>

  <Step>
    Click on the "Transactions" icon at the bottom of the screen
  </Step>

  <Step>
    Navigate to the cardholder transaction list
  </Step>

  <Step>
    Click on the correct merchant transaction for the receipt
  </Step>

  <Step>
    Click the "Add Receipt" button

    * In Android, it is a green plus sign ("**+**")
    * In iOS, it is an icon of a receipt
  </Step>

  <Step>
    There are two ways to attach the receipt image to the transaction (you can crop or rotate the image before you upload it):

    * Take a photo of the receipt with the camera
    * Use an image of the receipt that's already in your image Gallery
  </Step>

  <Step>
    Upload the image of the receipt to PEX.
  </Step>
</Steps>

While uploading the image of the receipt, the PEX system will verify:

* That the image format is supported by the system:
  * .PNG
  * .JPG
* That the file contains no malware or computer viruses
* That the file is not corrupted
* That the file is smaller than 10 MB

## **How to Add Notes to a Transaction:**

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click on the "Transactions" icon
  </Step>

  <Step>
    Click on the transaction
  </Step>

  <Step>
    Click on the "Note" icon
  </Step>

  <Step>
    Write the note
  </Step>

  <Step>
    Click "Done"
  </Step>

  <Step>
    The Note is added to the Transaction Details
  </Step>
</Steps>

## **How to Review Transactions:**

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click the "Transactions" icon at the bottom of the screen
  </Step>

  <Step>
    See transactions by month for the last 12 months
  </Step>
</Steps>

## **How to Edit or Change Your Username:**

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click the "Settings" icon at the bottom of the screen
  </Step>

  <Step>
    Click "Account Settings"
  </Step>

  <Step>
    Click "Edit" after Username
  </Step>

  <Step>
    Enter current password
  </Step>

  <Step>
    Enter and re-enter new Username
  </Step>

  <Step>
    Click "Save" to confirm the changes
  </Step>
</Steps>

## **How to Edit or Change Your Password:**

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click the "Settings" icon at the bottom of the screen
  </Step>

  <Step>
    Click "Account Settings"
  </Step>

  <Step>
    Click "Edit" after Password
  </Step>

  <Step>
    Enter the current password
  </Step>

  <Step>
    Enter and re-enter the new password

    * Follow the system requirements
  </Step>

  <Step>
    Click the "Save" button to confirm the new password
  </Step>
</Steps>

## **How to Edit or Change Your Email Address:**

<Steps>
  <Step>
    Log in to the Mobile App
  </Step>

  <Step>
    Click the "Settings" icon at the bottom of the screen
  </Step>

  <Step>
    Click "Account Settings"
  </Step>

  <Step>
    Click "Edit" after Email
  </Step>

  <Step>
    Enter your new email address
  </Step>

  <Step>
    Click the green "Save" button to confirm the change
  </Step>
</Steps>

## **How to Call Customer Support:**

<Steps>
  <Step>
    Log into the Mobile App
  </Step>

  <Step>
    Click the "Settings" icon
  </Step>

  <Step>
    Click "Support"
  </Step>

  <Step>
    Click "OK" to call PEX Customer Support
  </Step>
</Steps>


# Mobile Wallets
Source: https://support.pexcard.com/cardholder-guide/mobile-wallets

Most PEX cards can be added to mobile wallets such as Apple Pay, Google Pay or Samsung Pay. Find out how to add your card to a mobile wallet.

<CardGroup>
  <Card title="Adding a PEX Card to Apple Pay" href="/cardholder-guide/adding-a-pex-card-to-apple-pay" icon="apple" />

  <Card title="Adding PEX Card to Google Pay (pre-Nov 2019)" href="/cardholder-guide/adding-pex-card-to-google-pay-prenov-2019" icon="google" />

  <Card title="Adding your PEX Card to Google Pay" href="/cardholder-guide/adding-your-pex-card-to-google-pay" icon="google" />

  <Card title="Adding a PEX Card to Samsung Pay on All Programs" href="/cardholder-guide/adding-a-pex-card-to-samsung-pay-on-all-programs" icon="samsung" />
</CardGroup>


# My Wallet
Source: https://support.pexcard.com/cardholder-guide/my-wallet

Quickly view and manage the PEX cards linked to your account — right from the Dashboard or the mobile app.

**My Wallet** is available on both the **Web Dashboard** and the **Mobile App**.

## What is My Wallet?

The **My Wallet** screen displays every PEX card linked to your user profile. Each card entry shows the business name it belongs to, the cardholder name, and the last four digits of the card number. If a card has been closed, a *Closed* badge appears next to it.

## How to access My Wallet

<Steps>
  <Step>
    **Log in** to the [PEX Dashboard](https://dashboard.pexcard.com?utm_source=support) (web) or open the PEX mobile app.
  </Step>

  <Step>
    Navigate to the **wallet icon** in the header menu and tap or click on it.
  </Step>

  <Step>
    **Select a card** you need from the list to view its details, transaction history, or manage its settings.
  </Step>
</Steps>

<Frame>
  <img alt="My Wallet — PEX Mobile App" />
</Frame>

## What you'll see

Each card in the wallet list includes the following details at a glance: the **business name** the card is associated with, the **cardholder name**, and the **last four digits** of the card number. Cards that have been deactivated are marked with a *Closed* label, so you can easily distinguish between active and inactive cards.

Still have questions? Reach out to your admin or [contact PEX Support](https://www.pexcard.com/contact-us/).


# Cardholder Guide
Source: https://support.pexcard.com/cardholder-guide/overview

Start here for guides on managing your PEX card, tracking transactions, adding cards to mobile wallets, and contacting customer support.

<CardGroup>
  <Card title="Quick Start for Cardholders" href="/cardholder-guide/quick-start-for-cardholders" icon="rocket" />

  <Card title="Managing My PEX Card and Account" href="/cardholder-guide/managing-my-pex-card-and-account" icon="credit-card" />

  <Card title="Transactions" href="/cardholder-guide/transactions" icon="receipt" />

  <Card title="Mobile Wallets" href="/cardholder-guide/mobile-wallets" icon="mobile" />

  <Card title="Cardholder Apps & Other Integrations" href="/cardholder-guide/cardholder-apps-and-other-integrations" icon="mobile" />

  <Card title="Contact Customer Support" href="/cardholder-guide/contact-customer-support" icon="envelope" />
</CardGroup>


# PIN versus Credit Transactions
Source: https://support.pexcard.com/cardholder-guide/pin-versus-credit-transactions

PEX Cards are not shipped with preset PINs.

Only your business administrator can set and reset your PIN. Once a pin has been set, administrators may also opt to allow the cardholder to update the pin.

In most cases, you can easily make purchases by choosing "Credit" for transactions, either with a signature or by using the card's billing zip code when requested.

1. If your Administrator has created a PIN for you, only your Administrator can tell you what it is
2. Please note that Sam's Club, Costco, Home Depot, and some other merchants may require a PIN to make a purchase

For security reasons, PIN use is locked after five (5) incorrect entries.

* If your card is locked after incorrect PIN entries, contact PEX Customer Service at **866-685-0898** (see [Contact Cardholder Support](/cardholder-guide/contact-cardholder-support)).
* It is recommended to speak with the administrator before 5 tries to update the pin to ensure the transaction may be processed and the card is not locked due to too many incorrect attempts to input a pin at a merchant terminal.


# Quick Start for Cardholders
Source: https://support.pexcard.com/cardholder-guide/quick-start-for-cardholders

Learn how to get started with the PEX platform and get the most from your card account.

<CardGroup>
  <Card title="Lea este sitio en español (con herramientas de traducción en el navegador)" href="/cardholder-guide/lea-este-sitio-en-espaol-con-herramientas-de-traduccin-en-el-navegador" icon="globe" />

  <Card title="How to Create a New Cardholder User Account" href="/cardholder-guide/how-to-create-a-new-cardholder-user-account" icon="user" />

  <Card title="Receiving your Card in the Mail" href="/cardholder-guide/receiving-your-card-in-the-mail" icon="envelope" />

  <Card title="Enabling SMS Multi-Factor Authentication for Cardholders" href="/cardholder-guide/enabling-sms-multifactor-authentication-for-cardholders" icon="shield-check" />

  <Card title="Troubleshooting Cardholder User Login" href="/cardholder-guide/troubleshooting-cardholder-user-login" icon="bug" />

  <Card title="Card Activation and Funding on Prepaid, Disburse, and Credit Expense Programs" href="/cardholder-guide/card-activation-and-funding-on-prepaid-disburse-and-credit-expense-programs" icon="credit-card" />

  <Card title="Card Spend Rules" href="/cardholder-guide/card-spend-rules" icon="receipt" />

  <Card title="Where You Can Use the PEX Card" href="/cardholder-guide/where-you-can-use-the-pex-card" icon="globe" />

  <Card title="PIN versus Credit Transactions" href="/cardholder-guide/pin-versus-credit-transactions" icon="credit-card" />

  <Card title="How to Attach a Receipt to a Transaction Record (Website; Cardholder)" href="/cardholder-guide/how-to-attach-a-receipt-to-a-transaction-record-website-cardholder" icon="receipt" />

  <Card title="Mobile App - Overview (Cardholder)" href="/cardholder-guide/mobile-app--overview-cardholder" icon="mobile" />
</CardGroup>


# Receipt matching (Cardholder guide)
Source: https://support.pexcard.com/cardholder-guide/receipt-matching-cardholder-guide

Receipt Matching allows you to automatically match receipts with a transaction, streamlining the reconciliation process within your PEX account.

Receipt Matching allows you to automatically match receipts with a transaction, streamlining the reconciliation process within your PEX account.

## Uploading receipts (web)

From a Web Browser:

<Steps>
  <Step>
    Log in to [http://dashboard.pexcard.com/](http://dashboard.pexcard.com/)
  </Step>

  <Step>
    Click **Attachments** from the left navigation.

    <Frame>
      <img alt="Attachments in left navigation" />
    </Frame>
  </Step>

  <Step>
    Click **Upload**.
  </Step>

  <Step>
    Click **Browse** to upload your file, or drag and drop the file into that window. Note attachment specifications:

    * Max 10 MB per file
    * Max 50 MB in total (5 files x 10 MB)
    * Accepted formats: PDF, PNG, or JPG
  </Step>
</Steps>

<Frame>
  <img alt="Attachments upload area" />
</Frame>

All receipts will appear in your "Attachments" menu and will be ready to match to a transaction.

## Uploading receipts (mobile)

From a Mobile:

<Steps>
  <Step>
    Log in to the PEX Mobile App.
  </Step>

  <Step>
    Click on the **Attachments** icon at the bottom of the screen.
  </Step>

  <Step>
    Click on the camera icon at the top.

    <Frame>
      <img alt="Mobile attachments camera icon" />
    </Frame>
  </Step>

  <Step>
    Select **Camera**, **Browse phone gallery** or **Browse PEX folder** option.

    * Upload your receipt.
    * Max 10 MB per file
    * Max 50 MB in total (5 files x 10 MB)
    * Accepted formats: PDF, PNG, or JPG
  </Step>
</Steps>

The receipt will appear in your "Attachments" menu and will be ready to match to a transaction.

## Reviewing matches

You can view auto matches on **Transaction details** screen. You'll be able to identify these matches with the sparkle icon and the "Auto match" label.

<Frame>
  <img alt="Auto match label on Transaction details" />
</Frame>

## Editing receipts

PEX will take a best guess at matching the receipt image to a transaction based on things like the vendor name, amount and time of the transaction. If you need to replace the receipt matched to a transaction, you can:

* Replace a receipt:
  * Click **Edit**
  * Click on the **Replace receipt** icon
  * Replace the image
  * Click **Save**

* Delete a receipt:
  * Click **Edit**
  * Click on the **Trash bin** icon
  * Click **Delete** in the confirmation message
  * Click **Save**

* Delete a receipt (alternate method):
  * Click on the cross icon
  * Click **Delete** in the confirmation message

If a receipt is edited or deleted, the image will reappear in the Attachments menu.

## Waiting for a match

Some transactions may appear in PEX later than when you send the receipt. Examples include:

1. **Amazon**: Transactions may not immediately appear because Amazon processes payments only when items are ready to ship. This means there could be a gap between when the receipt is sent and when the transaction posts.
2. **Hotels**: These merchants often authorize charges after checkout, leading to a delay between the stay and the final charge appearing on the account.
3. **Airlines/Travel Agencies**: Travel-related transactions may be delayed due to ticketing, reservations, or itinerary changes.

As a result, you might see a "Waiting for a Match" message on the receipt thumbnail. PEX is waiting for your transaction to appear to auto-match it.

<Frame>
  <img alt="Waiting for a Match message" />
</Frame>

Hovering over the clock icon will show the next scheduled attempt for auto-matching.

While PEX is waiting for a match:

* You can manually match the receipt.
* You cannot edit the receipt.
* You can delete the receipt.

## Detecting duplicates

PEX has built in detection to look for duplicate attachments. If one of the receipt images is a potential duplicate, it will be flagged with an (i) and a potential duplicate attachment warning.

<Frame>
  <img alt="Duplicate attachment warning" />
</Frame>

## FAQ

<AccordionGroup>
  <Accordion title="When is an auto match made?">
    PEX attempts to match a receipt to a transaction each time you:

    * Manually uploaded a receipt to the "Attachments" tab
    * Sent a receipt via [SMS](/cardholder-guide/text-to-pex-cardholder-guide)
    * Sent a receipt via [email](/cardholder-guide/email-to-pex-cardholder-guide)

    Transactions that have already been approved or with an existing receipt will not be included in the match.
  </Accordion>

  <Accordion title="What if I remove an auto match from a transaction?">
    If you remove an auto match from a transaction, the receipt will reappear in the "Attachments" menu and can be attached to the correct transaction.
  </Accordion>

  <Accordion title="Why didn't my receipt match?">
    To ensure best matching results:

    * Ensure your receipt has a date and total amount paid visible.
    * Submit receipts only for purchases made using your PEX card.
  </Accordion>

  <Accordion title="Where is the receipt I uploaded?">
    Once PEX makes a match, the receipt is attached to the transaction.
  </Accordion>

  <Accordion title="Will my multi-page PDF receipt be auto matched?">
    Yes.
  </Accordion>
</AccordionGroup>


# Receiving your Card in the Mail
Source: https://support.pexcard.com/cardholder-guide/receiving-your-card-in-the-mail

If your Administrator is shipping your card directly to your residence, please be sure that the Administrator has your complete and correct address, including an apartment number, floor, suite number, etc.

If your Administrator is shipping your card to you by Priority Delivery, Expedited Delivery or Rush Delivery, you should ask your Administrator if you have questions about the delivery status of your card. Your Administrator will have the shipment tracking number and can see the address where the shipment was shipped to.

PEX cards are sent in plain white envelopes, with the business name if no ATTN was included, the cardholder name, and delivery address showing in the address window. 

For security reasons, there is no reference to PEX on the envelopes. 

**Standard Delivery**

* Standard Delivery is sent First Class Mail
* Cards arrive approximately 10-15 business days after your Administrator places the card order
* Card delivery estimates do not include the day the card was ordered
* Tracking is not included

**Priority Delivery**

* Please leave delivery instructions for the driver to avoid missed deliveries and return of the card to PEX
* Cards arrive approximately 4-8 business days after your Administrator places the card order
* Card delivery estimates do not include the day the card was ordered
* Tracking is included
* *Missed the delivery*? Utilizing your tracking number, please proceed to contact the shipping company directly to reschedule

**Expedited Delivery**

* Please leave delivery instructions for the driver to avoid missed deliveries and return of the card to PEX
* Cards arrive approximately 5 business days after your Administrator places the card order
* Tracking becomes available the morning of the day the package is expected to be delivered
* Card delivery estimates do not include the day the card was ordered
* Tracking is included
* *Missed the delivery*? Utilizing your tracking number, please proceed to contact the shipping company directly to reschedule

**Rush Delivery**

* Please leave delivery instructions for the driver to avoid missed deliveries and return of the card to PEX
* Cards arrive approximately 4 business days after your Administrator places the card order
* Tracking becomes available the morning of the day the package is expected to be delivered
* Card delivery estimates do not include the day the card was ordered
* Tracking is included
* *Missed the delivery*? Utilizing your tracking number, please proceed to contact the shipping company directly to reschedule


# Replacement Cards
Source: https://support.pexcard.com/cardholder-guide/replacement-cards

PEX will issue replacement cards when cards are lost, stolen, or damaged by request.

Please contact your Administrator or PEX as soon as possible to report lost, stolen, or damaged cards, and to report fraudulent charges.

Cardholders should call 1-**866-685-0898** (see [Contact Cardholder Support](/cardholder-guide/contact-cardholder-support)).

Administrators should call 1-**866-685-1898** (see [Contact Administrator Support](/administrator-guide/contact-administrator-support)).

If you need your replacement card delivered via Rushed, Expedited, or Priority delivery rather than First Class Mail, please contact your administrator. Rushed, Expedited, or Priority delivery of replacement cards will incur an additional fee.


# Requesting funds for your card
Source: https://support.pexcard.com/cardholder-guide/requesting-funds-for-your-card

Submit a funding request to your administrator from the PEX dashboard or mobile app so they can add money to your prepaid expense card.

## Requesting funds for your card

Cardholders can ask Administrators to add funds to prepaid expense cards through the desktop Dashboard site and through the Mobile App.

<Steps>
  <Step>
    Log in to dashboard.pexcard.com
  </Step>

  <Step>
    Click the blue "Request Funding" button in the upper right corner

    <Note>
      **Note:**

      * for convenience, this button appears on the Dashboard tab, as well as the Funding Requests tab
    </Note>

    <Frame>
      <img alt="Cardholder Request Funding" />
    </Frame>
  </Step>

  <Step>
    Enter the amount of the funding request in the "Amount" field

    * You can add a note for the Administrator if you like. The note is limited to 200 characters.
  </Step>

  <Step>
    Click the "Request" button
  </Step>
</Steps>


# Restrictions on Loading Funds onto the PEX Card
Source: https://support.pexcard.com/cardholder-guide/restrictions-on-loading-funds-onto-the-pex-card

The PEX card does **not** support access to cash (e.g., at an ATM, or as "cash back" at point-of-sale).

The PEX card also does **not** support "quasi-cash" transactions, such as:

* Money orders
* Loan payments
* PayPal
* Venmo
* Any other similar money transfer options

**The Administrator loads funds onto the PEX Card**

Only Administrators can load funds onto the card.

* Cardholders **cannot** load funds onto a PEX card

A cardholder has access to funds on the PEX card as soon as the Administrator (a) activates the card, and (b) loads funds onto it.


# Setting a Primary Account on Login
Source: https://support.pexcard.com/cardholder-guide/setting-a-primary-account-on-login

If you have multiple accounts, you can change which account displays by default when you log in to the PEX dashboard or Mobile App.

This option is available for both admins and cardholders who have multiple accounts.

## To set up a primary account

<Steps>
  <Step>
    Log in to Dashboard via [https://dashboard.pexcard.com](https://dashboard.pexcard.com/?utm_source=support) or log in to the Mobile App
  </Step>

  <Step>
    Use the dropdown in the top left to choose the account that you would like to set as your default or primary account
  </Step>

  <Step>
    Navigate to the 'Profile' icon at the top right corner of the Dashboard and click on it
  </Step>

  <Step>
    Select 'My Profile' from the drop-down menu
  </Step>

  <Step>
    Scroll down to the 'Set as primary account' section on the 'Profile' page
  </Step>

  <Step>
    Toggle the switch to make it green, indicating that this account is now your primary account.
  </Step>
</Steps>

Now, when you log into the Dashboard, the selected account will be displayed by default.

## FAQ

<AccordionGroup>
  <Accordion title="Can I undo toggling the current account?">
    No. To set another account as primary, follow the steps above to set a new primary account.
  </Accordion>
</AccordionGroup>


# Split or Partial Transactions
Source: https://support.pexcard.com/cardholder-guide/split-or-partial-transactions

A "split transaction" (or "split payment") is one where partial payment is made with a PEX card, and the balance is paid either with cash or with a second card.

If the merchant allows split payments, then tell the cashier the amount you want to charge to the PEX Card, to keep the merchant's system from declining the transaction automatically due to insufficient funds.

<Note>
  **Note:**

  Some merchants do not allow split transactions.
</Note>


# Submitting a request for mileage reimbursement
Source: https://support.pexcard.com/cardholder-guide/submitting-a-request-for-mileage-reimbursement

How to submit a mileage reimbursement request as a Cardholder and track its status

Cardholder users can submit a request for mileage reimbursement by following the steps below.

## Submitting a mileage reimbursement request

<Steps>
  <Step>
    Log in to the Dashboard at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support).
  </Step>

  <Step>
    Navigate to **Requests** from the sidebar menu.
  </Step>

  <Step>
    Click the **Reimbursements** sub-menu.
  </Step>

  <Step>
    Click **New Reimbursement** in the top right corner.
  </Step>

  <Step>
    Select **Enter mileage details** from the dropdown menu.
  </Step>

  <Step>
    Click the calendar icon to select the travel date.
  </Step>

  <Step>
    Enter the address of your starting point.
  </Step>

  <Step>
    Enter the address of your destination.

    * PEX uses Google Maps to calculate the distance between your starting point and destination.
    * If only the starting point and destination are provided, the mileage and reimbursement amount are calculated based on the calculated distance.
  </Step>

  <Step>
    Enter the starting odometer value (optional).
  </Step>

  <Step>
    Enter the ending odometer value (optional). If you have a round trip, turn on the **Round trip** toggle.
  </Step>

  <Step>
    Review the mileage and reimbursement amount calculated based on your provided details and the reimbursement rate.
  </Step>

  <Step>
    Provide tag values under the **Tags** section (optional).
  </Step>

  <Step>
    Enter a **Note** if you want to include one with your request (optional).
  </Step>

  <Step>
    Click **Add an external account** under the **External account** section and log in to your bank account for Instant Account Verification via Open Banking Providers.

    * If you cannot log in via Instant Account Verification, click the **Click here** link under "Add an external account" to provide your account and routing numbers manually.
    * You only need to provide external bank account details the first time you submit a reimbursement request.
  </Step>

  <Step>
    Check the two agreement checkboxes at the bottom of the page. You only need to agree to the agreements the first time you submit a reimbursement request.
  </Step>

  <Step>
    Click **Submit**.
  </Step>
</Steps>

<img alt="Mileage reimbursement request form" />

## Viewing your request status

<Steps>
  <Step>
    Log in to the Dashboard at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support).
  </Step>

  <Step>
    Navigate to **Requests** from the sidebar menu.
  </Step>

  <Step>
    Click the **Reimbursements** sub-menu.

    * The **New Requests** tab displays all reimbursement requests pending approval.
    * The **History** tab displays all approved and rejected reimbursement requests.
  </Step>
</Steps>

<Note>
  **Note:**

  You'll receive an email or push notification when your reimbursement request is approved or rejected.
</Note>

## Tracking the payment status

<Steps>
  <Step>
    Log in to the Dashboard at [dashboard.pexcard.com](https://dashboard.pexcard.com?utm_source=support).
  </Step>

  <Step>
    Navigate to **Payments** from the sidebar menu. The Payments page displays all payments settled to your external bank account.
  </Step>
</Steps>

<Note>
  **Note:**

  One payment may contain multiple reimbursement requests if they were paid in one payment.
</Note>

## FAQ

**Can I submit a mileage reimbursement request via the mobile app?**

Yes, you can use the mobile app to submit a mileage reimbursement request.

**How do I know about my request approval/rejection?**

You'll receive a notification (email and push) once your reimbursement request is approved or rejected.

**Why don't I see the "Enter mileage details" option?**

Your admin may have disabled the mileage reimbursement feature for your account.

**Can I change the reimbursement rate for mileage?**

No, only admins can change the reimbursement rate.


# Text to PEX (Cardholder guide)
Source: https://support.pexcard.com/cardholder-guide/text-to-pex-cardholder-guide

Text or email your receipts and notes to PEX and we'll match them to the right transaction for you — how to add PEX as a contact and turn on receipt reminders

Text in your receipts and notes via SMS or [Email](mailto:receipts@pexcard.com). PEX will auto match receipts and notes to their transactions for you.

## Add PEX as a contact

On your mobile device, create a new contact called "PEX" with phone #: (640) 800-7522. Use this number for SMS reminders and to text receipts and notes to PEX.

## Enable receipt reminder

**Verify your phone number:**

<Steps>
  <Step>
    Go to [My Profile](https://dashboard.pexcard.com/account/profile)

    <Frame>
      <img alt="My Profile page" />
    </Frame>

    <Frame>
      <img alt="Profile details with phone number" />
    </Frame>
  </Step>

  <Step>
    To add another phone number for SMS receipt reminders then:

    * Click **Edit Profile**
    * Edit your Phone or Alternative Phone number
    * Click **Update**
  </Step>

  <Step>
    Verify the phone number for SMS receipt reminders:

    * Click **Verify**

    <Frame>
      <img alt="Verify phone number" />
    </Frame>

    * Click **Send code**
    * Enter the Secure Access Code you have received
    * Click **Verify**

    <Note>
      **Note:**

      If both Phone and Alternative Phone numbers are verified, SMS receipt reminders go to your Phone number.
    </Note>
  </Step>
</Steps>

**Enable SMS receipt reminder:**

<Steps>
  <Step>
    Go to [Notifications](https://dashboard.pexcard.com/account/notifications)
  </Step>

  <Step>
    Locate the "Receipt reminder" notification
  </Step>

  <Step>
    Check the SMS box across it
  </Step>

  <Step>
    Click **Update Notifications**
  </Step>
</Steps>

You are all set to receive SMS receipt reminders.

## Reply with receipt image

When you make a purchase, you'll receive an SMS receipt reminder from PEX (640) 800-7522. Reply with a photo of your receipt.

Reply with a photo of your receipt showing the date and total amount paid. PEX will auto match it and send confirmation.

## Send a note with your receipt

You can include a note with your receipt in two ways:

* **Same message:** Add note text in the same SMS as the receipt image.
  * Works for anonymous senders too.
* **Follow-up message:** Send the receipt image first, then reply with your note as a separate text message within **15 minutes**.
  * Not available for anonymous senders.

PEX will attach the note to the same transaction as your receipt. Use notes to add context such as business purpose, project name, or other details your Admin may require.

<Note>
  **Note:**

  Follow-up notes must be sent within 15 minutes or they won't be associated with the receipt.
</Note>

## Send SMS without reminder

You can also text PEX a receipt directly without waiting for a reminder.

* Save PEX number to your contacts: (640) 800-7522.
* Send receipt photo(s) via SMS (multiple receipts allowed).
* PEX auto-matches receipts and sends confirmation SMS.
* Include notes in the same message as receipt, or reply within **15 minutes** to attach to the same transaction.

**Make sure the phone number you use is verified.** To verify:

* Go to [My Profile](https://dashboard.pexcard.com/account/profile)
* Locate your phone number
  * To add another phone number for SMS receipt reminders:
    * Click **Edit Profile**
    * Edit your Phone or Alternative Phone number
    * Click **Update**
* Click **Verify**
* Click **Send code**
* Enter the Secure Access Code you received
* Click **Verify**

## **Send a receipt anonymously**

You can submit receipts by text message even if your phone number isn’t linked to your Cardholder account.

If PEX can’t tell which business the receipt belongs to, you’ll get a text asking for the last 4 digits of the card used for the purchase.

* You have 24 hours to respond.
* Your reply must be just the 4 digits (for example, “1234”).
* No reply in 24 hours? The request expires and you’ll get a notification.
* Reply with valid digits and a match is found, you’ll get a confirmation.

If you’re sending receipts from a number that isn’t linked to your Cardholder account, you can still add a note — just include it in the same text as the receipt image, and it’ll be attached to the matched transaction automatically. Sending the note as a separate follow-up message isn’t supported for anonymous senders at this time.

## PEX SMS responses

You may receive these SMS notifications in response to your sent receipt:

* **Success match**:
  * *"Thank you! Your receipt has been auto matched."*
* **Duplicate receipt**:
  * *"This receipt has already been submitted. Please send each receipt only once."*
* **Unrecognized phone number**:
  * *"We don't recognize this phone number. Please update and verify your phone number in your PEX profile, then resend the receipt."*
* **Retry start (waiting for transaction)**:
  * *"Waiting for your transaction to appear in PEX. We'll keep checking and auto-match it for you soon. Thank you!"*
* **Retry expired (auto-match failed)**:
  * *"The receipt couldn't be auto-matched. You can check the reason in the Attachment thumbnail menu. Please, manually add the receipt to the transaction."*
* **No match**:
  * *"Receipt auto match was not successful. Manually upload and match your receipt to the purchase transaction using PEX mobile app or dashboard."*
* **Last 4 digits** (anonymous sender only):
  * *"We received your receipt but need more information to match it. Please reply with the last 4 digits of the PEX card used for this purchase."*

For best matching results, resend with a clear image showing the merchant name, total amount paid, and transaction date.

If a second attempt still doesn't match, you can manually attach the receipt. Log into your PEX dashboard, view your [transactions](https://dashboard.pexcard.com/transactions/card-transactions), and attach the receipt where applicable.

## FAQ

<AccordionGroup>
  <Accordion title="Why can't I edit my phone number? It is grayed out.">
    Contact your Admin to grant you a permission to edit your phone number.
  </Accordion>

  <Accordion title="Why don't I have a 'Verify' button across my phone number?">
    Contact your Admin to grant you a permission to edit your phone number. With this permission, you will be able to verify your phone number.
  </Accordion>

  <Accordion title="Can I text you a receipt amount along with the image?">
    No need. We will only look for the receipt image. This is enough for us to auto match the receipt to the transaction.
  </Accordion>

  <Accordion title="My receipt is too long. Can I text you images of different parts of the receipt?">
    Yes. Make sure your receipt has a date and total amount paid visible.
  </Accordion>

  <Accordion title="Can I text you more than one receipt?">
    Of course! We will auto match the receipts to their corresponding transactions.
  </Accordion>

  <Accordion title="How much does it cost to send a receipt via SMS to PEX?">
    Message & data rates may apply according to your carrier.
  </Accordion>

  <Accordion title="Is there any other way I can send you a receipt?">
    Yes. You can send or forward the receipt(s) to us via email at [receipts@pexcard.com](mailto:receipts@pexcard.com). See the [Email to PEX (Cardholder Guide)](/cardholder-guide/email-to-pex-cardholder-guide) for details.
  </Accordion>

  <Accordion title="Does PEX support international phone numbers for cardholders?">
    Not at the moment. Cardholders with international phone numbers cannot receive receipt reminders and cannot send a receipt from an international phone number.
  </Accordion>

  <Accordion title="Why didn't my receipt match?">
    To ensure best matching results:

    * Ensure your receipt has a date and total amount paid visible.
    * Submit receipts only for purchases made using your PEX card.
  </Accordion>
</AccordionGroup>


# Transaction Notes
Source: https://support.pexcard.com/cardholder-guide/transaction-notes

Sometimes expenses require some explanation. That's why PEX allows 'Transaction Notes' to be added to selected transactions by either the administrator or the cardholder.

Transaction Notes can be used to connect a transaction with a particular project or Purchase Order, for instance, or to describe special circumstances of a purchase.

Transaction Notes can also be added to funding transactions to keep track of why a card received funding.

The maximum character count in a single Transaction Note is 200 characters. Multiple Notes can be added to a transaction.

<Note>
  **Note:**

  Administrators can also add Notes to a transaction that will not be visible to the cardholder.
</Note>

**Types of notes** 

**User Notes:** Created by administrators or cardholders for documentation purposes

**System Notes:** Automatically generated by PEX for system events and approvals. These can only be edited by an Administrator.

**Approval Notes:** Added during transaction review and approval workflows

**User Notes**

**Create Notes for Funding Amounts**

* Locate the card
* Click on the card's *Balance* *Adjustment Credit* under the Transactions tab

<Frame>
  <img alt="image.png" />
</Frame>

* Click on *Add* beside the Notes section

<Frame>
  <img alt="image.png" />
</Frame>

* Add the note and save
* Click on the *Visible to the Cardholder* button to allow the cardholder to view this note (*optional*)

<Frame>
  <img alt="image.png" />
</Frame>


# Transactions
Source: https://support.pexcard.com/cardholder-guide/transactions

How to understand transactions on your card.

<CardGroup>
  <Card title="Managing Your Purchases with PEX" href="/cardholder-guide/managing-your-purchases-with-pex" icon="circle-check" />

  <Card title="What is the Lifecycle of a Transaction? From Authorization to Settlement on All Programs" href="/cardholder-guide/what-is-the-lifecycle-of-a-transaction-from-authorization-to-settlement-on-all-programs" icon="timeline" />

  <Card title="Split or Partial Transactions" href="/cardholder-guide/split-or-partial-transactions" icon="cut" />

  <Card title="How to Attach a Receipt to a Transaction Record (Mobile App; Cardholder)" href="/cardholder-guide/how-to-attach-a-receipt-to-a-transaction-record-mobile-app-cardholder" icon="camera" />

  <Card title="Deleting receipts from transactions (for cardholders)" href="/cardholder-guide/deleting-receipts-from-transactions-for-cardholders" icon="trash" />

  <Card title="Understanding pending transactions" href="/cardholder-guide/understanding-pending-transactions" icon="hourglass" />

  <Card title="Transaction Notes" href="/cardholder-guide/transaction-notes" icon="note" />

  <Card title="Declined Card Transactions (PEX Declines vs Merchant Declines) on All Programs" href="/cardholder-guide/declined-card-transactions-pex-declines-vs-merchant-declines-on-all-programs" icon="block" />

  <Card title="Disputed Transactions on All Programs" href="/cardholder-guide/disputed-transactions-on-all-programs" icon="gavel" />

  <Card title="How to Add Card Transaction Notes (Cardholder Site) on All Programs" href="/cardholder-guide/how-to-add-card-transaction-notes-cardholder-site-on-all-programs" icon="note" />

  <Card title="Limitations on Cash Access" href="/cardholder-guide/limitations-on-cash-access" icon="money-bill" />

  <Card title="Using Your PEX Card to Buy Fuel" href="/cardholder-guide/using-your-pex-card-to-buy-fuel" icon="gas-pump" />
</CardGroup>


# Troubleshooting Cardholder User Login
Source: https://support.pexcard.com/cardholder-guide/troubleshooting-cardholder-user-login

Resolve common issues signing in to your PEX cardholder account, including wrong URLs, forgotten usernames or passwords, and cached credentials.

*If you have completed neither your first time login nor have a PEX Cardholder user account, please see "*[*How to Create a New Cardholder User Account*](/cardholder-guide/how-to-create-a-new-cardholder-user-account)*" to proceed.*

**Common Login Problems**

If you are a cardholder with an existing user account (you have previously registered your card online and created a username and password), and you cannot log into [https://dashboard.pexcard.com](https://dashboard.pexcard.com/) or the PEX mobile app, please try the following:

<Steps>
  <Step title="Check the URL in Your Browser Window">
    * It should read [https://dashboard.pexcard.com](https://dashboard.pexcard.com/)
  </Step>

  <Step title="Manually Type in the Username and Password">
    * Copying and pasting either the username or password may result in an error message
  </Step>

  <Step title="Check Your Username">
    * If you have forgotten your username, you can have a reminder emailed to the address on file for your account or may contact your business administrator to provide it to you.
    * Click on "[Forgot your username](/cardholder-guide/how-to-change-my-cardholder-username) "
      * You must know both the email address associated with your user account and the year of birth registered on the account
    * If you do not know either the email address or the year of birth registered on the account, please contact your business administrator
  </Step>

  <Step title="Check Your Password">
    * If you have forgotten your password, you can reset it by clicking "[Forgot your password](/administrator-guide/how-to-reset-your-password)" or ask your administrator to reset it for you.
    * You must know the username for your account
  </Step>

  <Step title="Clear Your Device's Cache">
    * Clearing your device's cache may resolve the error on your device
  </Step>

  <Step title="Use Google Chrome">
    * Using other browsers (Mozilla, Firefox, Safari, Edge) may eventually trigger error messages that are avoidable by using a Chrome browser
  </Step>

  <Step title="You are not receiving the security access code">
    * This is often caused by a filtering security setting imposed by the business IT Department. Please contact your IT Department to whitelist the PEX domain.
    * If you are not receiving the code through the phone app, proceed to retrieve the code through the desktop dashboard. If successful, proceed to login through the app.
    * Check the email's Trash/Junk/Spam/Other box
    * Have an administrator change the email on file to a non-business email, such as an email address ending in yahoo, gmail, edu, etc. If the emails are successful in being received by a generic (non-work) email address, speak with your IT Department as soon as possible to *whitelist the PEX domain*, which would allow all PEX emails to be received to your company email addresses.
    * Add PEX Card to your trusted incoming email address book:\
      Reset passwords come from - [noreply@pexcard.com](mailto:noreply@pexcard.com)\
      Security access codes come from - [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com)
  </Step>

  <Step title="Contact your Business Administrator">
    * If you are using the correct username and password for your account, but you still cannot log in, then your administrator may have locked your user account.
  </Step>
</Steps>

For further login assistance or a password reset, contact your administrator or [Administrator Support](/administrator-guide/contact-administrator-support).


# Understanding pending transactions
Source: https://support.pexcard.com/cardholder-guide/understanding-pending-transactions

When PEX approves a request to authorize a card transaction, in most cases PEX places an 'authorization hold' on the cardholder account. The 'authorization hold' is displayed as a 'pending transaction' in the transaction list, and it reduces the available balance of the Card by the amount of the requested transaction.

The authorization hold generally expires:

1. When the transaction posts to the cardholder account
2. Or, five (5) business days after the transaction request, whichever occurs first

There are a few exceptions to this rule: hotels, car and limousine rentals, and taxi service may show an authorization hold for up to sixty (60) days.

<Note>
  **Note:**

  Pending transactions cannot be stopped by closing or blocking a card. Pending transactions can only be posted by the merchant.
</Note>


# Using Your PEX Card to Buy Fuel
Source: https://support.pexcard.com/cardholder-guide/using-your-pex-card-to-buy-fuel

Understand how to use your PEX card at the fuel pump versus inside the gas station, including minimum balance holds and settlement timing.

PEX cards can be used at fuel pumps and/or inside convenience stores. Contact your Administrator to see what restrictions if any apply to your card. You can also log into your cardholder account at dashboard.pexcard.com to see where your card can be used:

1. If you are purchasing gas at the pump, or your Spend Rules read "Fuel Pump Use Only"
   * A minimum available balance is needed per swipe, to ensure the card has enough funds available to cover the full amount of the pumped gas.
   * This minimum available balance is often set to \$49 (Forty-nine USD), however gas merchants may require a higher minimum balance
   * This will cause the gas provider to place a hold on the card per gas transaction for the minimum available funds
     * *For example, a merchant requiring a \$49 minimum balance will place a hold for \$49 on the card*
   * Transactions will settle at the actual amount of the purchase in 2-3 days
2. If you are purchasing inside the store, or if your Spend Rules read *"Fuel Pump and Convenience Store Use"*
   * There are no minimum spend requirements set by gas stations for gas purchases if purchased in the convenience store.
   * To limit convenience store purchases to fuel only, you may create a custom spend rule with mcc codes 5541 or 5542. Custom mcc codes are available on Pro and Infinite [pricing plans](http://www.pexcard.com/credit-prepaid-expense-pricing/?utm_source=support).


# What is the Lifecycle of a Transaction? From Authorization to Settlement on All Programs
Source: https://support.pexcard.com/cardholder-guide/what-is-the-lifecycle-of-a-transaction-from-authorization-to-settlement-on-all-programs

Follow a PEX card transaction from authorization to settlement to understand holds, pending amounts, and why settled totals can differ from the original charge.

As money travels from your PEX account to the merchant where the card is presented, the transaction will change states. A successful transaction has two stages:

1. Authorization
2. Settlement

## Authorization

When a PEX card is presented at the point of sale, the merchant’s POS system will send the payment request through the Visa (or Mastercard) network to PEX. PEX will confirm that the payment method is legitimate and that the cardholder has sufficient funds in their account to pay for the product or service. 

Once the transaction is authorized, PEX puts a hold on the funds on the cardholder’s card account so the funds cannot be used for other purchases. The funds are not actually removed from the cardholder’s account at this time but “earmarked” for this purchase.

Authorized transactions will appear as [Pending](/cardholder-guide/understanding-pending-transactions) in the PEX dashboard.

## Settlement

After providing the goods or service to the cardholder, the merchant will submit the transaction for settlement. The amount of time between authorization and settlement can differ by merchant and time of purchase. Some merchants submit settlements at the close of the business day, however holidays and other factors may affect the timeline for settlement. Most transactions are settled within 5 business days.

The final amount submitted for settlement may differ from the amount authorized as it may include additional authorized charges (such as tips or other incurred charges).

Note that not all authorizations will have settlements. Sometimes a merchant will process an authorization, but if the purchase is not completed, they will either reverse the authorization (common) or let it expire (uncommon).

At the time of settlement, funds are withdrawn from the PEX cardholder’s account and the transaction will display as settled.

Learn more about this topic in the [Card Transactions](/administrator-guide/card-transactions) section of the PEX Knowledge Base.


# Where You Can Use the PEX Card
Source: https://support.pexcard.com/cardholder-guide/where-you-can-use-the-pex-card

You can use your PEX card in the United States (50 States and the District of Columbia) wherever prepaid Visa debit cards are accepted.

Your Administrator must authorize International use of the PEX Card (i.e., anywhere outside the 50 States and the District of Columbia) prior to attempting to spend internationally. Contact your Administrator to use the PEX card outside of the United States.

<Note>
  **Note:**

  The Federal Government and our banking partners block use of the card in certain sanctioned jurisdictions (like Iran), and in countries where there is high risk of money-laundering and financial fraud (like Nigeria).
</Note>

To view a full list of Sanctioned and High Risk countries where PEX cannot be used, please see [International Use of the PEX Card](/administrator-guide/international-use-of-pex-cards-on-all-programs)


# Connecting the PEX MCP Server to your AI assistant
Source: https://support.pexcard.com/developer-guide/connecting-pex-mcp-to-claude-and-github-copilot

Run the PEX MCP Server locally over stdio and wire it into Claude Desktop, Claude Code, GitHub Copilot in VS Code, Cursor, Windsurf, or any other MCP-compatible AI assistant.

The **PEX MCP Server** is a [Model Context Protocol](https://modelcontextprotocol.io/) server that exposes the [PEX Card External API](https://developer.pexcard.com/) as a set of read-only tools. Wire it into an AI assistant like **Claude Desktop**, **Claude Code**, **GitHub Copilot** in VS Code, **Cursor**, or **Windsurf** and you can analyze business spending, review transactions, monitor card activity, and inspect spending rules — all in natural language.

This article walks through generating an API token, running the server locally over `stdio`, and verifying the connection.

<Note>
  **Heads up — Beta feature.**

  Authorized apps and the PEX MCP Server are currently labeled **Beta** in the PEX dashboard. To get access, contact the PEX support team at `adminsupport@pexcard.com`. Behavior and field names may change.
</Note>

<Note>
  **Hosted vs. local.**

  This article covers the **local stdio** integration where the MCP Server runs on your own machine. If you want to wire PEX into a **Microsoft Copilot Studio agent** instead, use the hosted endpoint — see [Connecting the PEX MCP Server to a Microsoft Copilot Studio agent](/developer-guide/connecting-pex-mcp-to-copilot-studio).
</Note>

***

## Prerequisites

Before you start, make sure you have:

* A **PEX business account with admin access** in the PEX dashboard (`https://dashboard.pexcard.com`).
* **Two-factor authentication (MFA) enabled** on your PEX account — token generation requires MFA. If MFA is not yet enabled, turn it on under **Profile** > **Two-Factor Authentication** in the dashboard first.
* **[Node.js](https://nodejs.org/)** installed locally (used to run the server with `npx`). Any active LTS version works.
* Access to your chosen AI client — Claude Desktop, Claude Code (CLI), VS Code with GitHub Copilot, Cursor, Windsurf, or any other MCP-compatible client.

***

## Step 1. Generate a PEX API token

Sign in to the PEX dashboard and open your **user profile** (click your avatar in the top-right and choose your name).

<Steps>
  <Step title="Open Authorized apps">
    Navigate to **Profile** > **Authorized apps**, or go directly to `https://dashboard.pexcard.com/account/authorized-apps`. The tab is marked **Beta**.
  </Step>

  <Step title="Open the MCP server config">
    Find the **PEX MCP Server** application in the list and click the **MCP server config** button.
  </Step>

  <Step title="Complete MFA verification">
    Complete the MFA prompt when it appears. This is required every time you generate a new token.
  </Step>

  <Step title="Generate and copy the token">
    Click **Generate** and copy the token value immediately. You will paste it into your AI client's configuration in Step 3.
  </Step>
</Steps>

<Note>
  **Important — the token is shown only once.**

  Copy the token immediately and store it securely (for example, in your password manager). The dashboard will not show it again. If you lose it, you can always come back to this page and generate a new one — previously generated tokens remain active until you revoke them.
</Note>

<Note>
  **Treat this token like a password.**

  Anyone with the token can call PEX tools as you. Do not commit it to version control or share it publicly. If you suspect it has been exposed, revoke it on the same Authorized apps page and generate a new one. PEX support contact for anything unusual: `adminsupport@pexcard.com`.
</Note>

***

## Step 2. Pick the environment variables

Every client uses the same two environment variables to point the server at PEX and authenticate. Note them down — you will paste them into the client config in Step 3.

| Variable        | Required | Description                                                            |
| --------------- | -------- | ---------------------------------------------------------------------- |
| `PEX_API_URL`   | Yes      | PEX API base URL. Use `https://coreapi.pexcard.com/v4` for production. |
| `PEX_API_TOKEN` | Yes      | The API token you copied in Step 1.                                    |

Both variables are required at startup — if either is missing, the server exits immediately with a descriptive error.

***

## Step 3. Wire up your AI client

Pick the client you want to use. The configuration shape is the same in each — only the file location and the wrapping property name change.

### Option A. Claude Desktop

Add the PEX MCP Server to your `claude_desktop_config.json`:

```json theme={null}
{
  "mcpServers": {
    "pex": {
      "command": "npx",
      "args": ["-y", "@pexcard_engineering/mcp"],
      "env": {
        "PEX_API_URL": "https://coreapi.pexcard.com/v4",
        "PEX_API_TOKEN": "your-api-token-here"
      }
    }
  }
}
```

Config file locations:

* **macOS:** `~/Library/Application Support/Claude/claude_desktop_config.json`
* **Windows:** `%APPDATA%\Claude\claude_desktop_config.json`

Replace `your-api-token-here` with the token you generated in Step 1, then restart Claude Desktop to apply the changes.

### Option B. Claude Code (CLI)

Add the MCP Server in a single command:

```bash theme={null}
claude mcp add pex \
  -e PEX_API_URL=https://coreapi.pexcard.com/v4 \
  -e PEX_API_TOKEN=your-api-token-here \
  -- npx -y @pexcard_engineering/mcp
```

Or add it manually to `.claude/settings.json`:

```json theme={null}
{
  "mcpServers": {
    "pex": {
      "command": "npx",
      "args": ["-y", "@pexcard_engineering/mcp"],
      "env": {
        "PEX_API_URL": "https://coreapi.pexcard.com/v4",
        "PEX_API_TOKEN": "your-api-token-here"
      }
    }
  }
}
```

Run `/mcp` in your Claude Code session to verify the connection.

### Option C. GitHub Copilot in VS Code

Add the server to your VS Code settings (`.vscode/settings.json` for a single workspace, or your user settings for every workspace):

```json theme={null}
{
  "github.copilot.chat.mcpServers": {
    "pex": {
      "command": "npx",
      "args": ["-y", "@pexcard_engineering/mcp"],
      "env": {
        "PEX_API_URL": "https://coreapi.pexcard.com/v4",
        "PEX_API_TOKEN": "your-api-token-here"
      }
    }
  }
}
```

Alternatively, create an `.mcp.json` file in your project root:

```json theme={null}
{
  "servers": {
    "pex": {
      "command": "npx",
      "args": ["-y", "@pexcard_engineering/mcp"],
      "env": {
        "PEX_API_URL": "https://coreapi.pexcard.com/v4",
        "PEX_API_TOKEN": "your-api-token-here"
      }
    }
  }
}
```

<Note>
  **Tip:**

  When using `.mcp.json`, add it to your `.gitignore` if it contains your actual token, or reference an environment variable so secrets stay out of source control.
</Note>

### Option D. Other MCP clients (Cursor, Windsurf, and others)

For any MCP-compatible client, use the following server configuration and consult your tool's MCP documentation for where to put it:

* **Command:** `npx`
* **Arguments:** `-y @pexcard_engineering/mcp`
* **Environment variable** `PEX_API_URL`: `https://coreapi.pexcard.com/v4`
* **Environment variable** `PEX_API_TOKEN`: your PEX API token

***

## Step 4. Verify the connection

Open a new chat in your AI client and try one of these prompts to confirm everything is working:

* *"What is my business profile?"*
* *"Show me the current business account balance."*
* *"List my recent transactions."*

In Claude Code, you can also run `/mcp` to check that the **pex** server appears in your connected servers list.

If the connection is working, the assistant will call `pex_get_business_profile` (or a similar tool) and return your live PEX data — Business Account ID, name, address, contact info, and so on.

***

## Example use cases

Once the server is connected, you can ask the assistant questions in plain English that span analytics, card management, and broader business operations.

### Data analysis & reporting

```
"What is our current business account balance?"
"Show me all transactions over $500 from the past 30 days."
"Which cards have the highest spending this month?"
"List all declined transactions for our business."
```

### Card & account management

```
"Show me the spending rules for card #12345."
"What are the scheduled funding rules for this card?"
"List all cardholders and their account details."
"What card orders are currently pending?"
```

### Business operations

```
"Show me our business profile details."
"What bills are outstanding this month?"
"List all vendors we've paid in Q1."
"What are our current callback subscriptions?"
```

The PEX MCP Server exposes a comprehensive PEX toolset, including business profile/balance/admins, cards and spend rules, transactions and attachments, account details, spending rulesets, bills, vendors, payments, credit lines, invoices, groups, tokens, callbacks, and partner details.

***

## Read-only by design

The PEX MCP Server only exposes **GET** endpoints. The assistant can read your PEX account data — cards, transactions, business profile, spending rulesets, bills, payments, and so on — but it cannot move money, change settings, or take any other write action. This is enforced at the server level, not by client configuration.

If you need write capabilities, contact PEX support at `adminsupport@pexcard.com`.

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="Authentication errors">
    * Verify your `PEX_API_TOKEN` is correct and has not been revoked.
    * Ensure `PEX_API_URL` is set to `https://coreapi.pexcard.com/v4`.
    * Generate a new token from the dashboard if your current one has expired or been lost.
  </Accordion>

  <Accordion title="Connection issues">
    * **Claude Desktop / Cursor:** Remove and re-add the server in your config file, then fully restart the app.
    * **Claude Code:** Run `/mcp`, select **pex**, and choose **Restart** to reconnect.
    * Verify `npx` is available in your terminal by running `npx --version`.
    * Check that you have an active internet connection to reach the PEX API.
  </Accordion>

  <Accordion title="Token generation issues">
    * Ensure two-factor authentication (MFA) is enabled on your PEX account before trying to generate a token.
    * If MFA verification fails, try again or contact your administrator.
    * If you've lost a token, generate a new one from the dashboard — previously issued tokens remain active until you revoke them.
  </Accordion>

  <Accordion title="The server fails to start with a missing environment variable error">
    Both `PEX_API_URL` and `PEX_API_TOKEN` are required. Double-check that the `env` block in your client config is spelled exactly that way and that the values are not empty strings.
  </Accordion>

  <Accordion title="The assistant says it cannot see the PEX tool">
    Make sure the MCP Server is configured under the right top-level key for your client (`mcpServers` for Claude, `github.copilot.chat.mcpServers` for GitHub Copilot in VS Code, or `servers` inside a project `.mcp.json`). Restart the client after editing the config file.
  </Accordion>

  <Accordion title="Requests time out or fail intermittently">
    The server retries `502`, `503`, and `504` responses with exponential backoff and a 30-second timeout. Intermittent failures usually indicate a network issue between your machine and the PEX API. Check `https://status.pexcard.com` for ongoing incidents.
  </Accordion>
</AccordionGroup>

***

## Getting help

For the full source code and latest updates, visit the [PEX MCP Server GitHub repository](https://github.com/pexcard/mcp).

If you need assistance or have questions about the PEX MCP Server, contact the PEX support team at `adminsupport@pexcard.com`.

You may also be interested in [Connecting the PEX MCP Server to a Microsoft Copilot Studio agent](/developer-guide/connecting-pex-mcp-to-copilot-studio).


# Connecting the PEX MCP Server to a Microsoft Copilot Studio agent
Source: https://support.pexcard.com/developer-guide/connecting-pex-mcp-to-copilot-studio

Wire the PEX MCP Server into a Microsoft Copilot Studio agent so it can read your PEX account data and call PEX tools on your behalf.

This article walks through wiring the **PEX MCP Server** into a Microsoft Copilot Studio agent so the agent can read your PEX account data and call PEX tools on your behalf. By the end you will have an agent that can answer questions like *"what is my business profile?"* or *"list all my PEX cards"* directly from live PEX data.

<Note>
  **Heads up — Beta feature.**

  Authorized apps and the PEX MCP Server are currently labeled **Beta** in the PEX dashboard. Behavior and field names may change.

  **About the screenshots.** The example uses an internal sandbox tenant and a placeholder user account. Your screen will show your own org, environment, agent name, and account data in the same positions.
</Note>

***

## What you will need before you start

* **An admin account** in the PEX dashboard. **Production:** `https://dashboard.pexcard.com`. **Sandbox:** `https://sandbox-dashboard.pexcard.com` (this is what the screenshots show).
* **Access to Microsoft Copilot Studio** in the correct Power Platform environment for your org.
* **An existing or new agent** in Copilot Studio that you want to extend with PEX tools.
* A few minutes — the whole flow takes under five minutes once you know where everything lives.

***

## Step 1. Create or open your Copilot Studio agent

In Copilot Studio, open the agent you want to extend. If the agent was just created, wait for the *"Getting things ready..."* spinner to finish — the agent must be fully provisioned before you can add tools.

When provisioning completes you will see a green confirmation banner near the top of the page: **"Your agent has been provisioned."**

<Frame>
  <img alt="Agent overview after provisioning, showing Instructions, Knowledge, Web Search, Tools, Work IQ, and Triggers sections" />
</Frame>

The agent overview screen has the sections you will be touching: **Web Search** and **Tools**.

***

## Step 2. (Optional) Enable Web Search

If you want the agent to also be able to search public websites — useful for general questions that fall outside PEX data — flip the **Web Search** toggle to **Enabled**.

<Frame>
  <img alt="Web Search toggle switched to Enabled" />
</Frame>

This step is optional and unrelated to the MCP connection. Skip it if your agent should be PEX-data-only.

***

## Step 3. Add the PEX MCP Server as a tool

In the **Tools** section, click **+ Add tool**, then choose **Model Context Protocol** in the picker that appears.

You will be taken to the **Add a Model Context Protocol server** form. Fill it in like this:

| Field                  | Value                                                                                                                                    |
| ---------------------- | ---------------------------------------------------------------------------------------------------------------------------------------- |
| **Server name**        | A name for this connection, e.g. `My-PEX-MCP-Server`. This is the label your agent will see.                                             |
| **Server description** | Plain-English description, e.g. *"This is the set of tools to manage the PEX account."*                                                  |
| **Server URL**         | The PEX MCP endpoint. **Production:** `https://marketplace.pexcard.com/mcp`. **Sandbox:** `https://sandbox-marketplace.pexcard.com/mcp`. |
| **Authentication**     | Select **API key**.                                                                                                                      |
| **Type**               | **Header**                                                                                                                               |
| **Header name**        | `X-Pex-Api-Token`                                                                                                                        |

<Frame>
  <img alt="The Add a Model Context Protocol server dialog with Server name, description, URL, Authentication = API key, Type = Header, and Header name = X-Pex-Api-Token" />
</Frame>

<Note>
  **Common mistake.**

  The header name is case-sensitive and must be exactly `X-Pex-Api-Token`. If the header name is wrong, the connection will fail silently when the agent tries to call a tool.
</Note>

Leave the form open — you need to grab the token next.

***

## Step 4. Generate an API token from the PEX dashboard

In a new browser tab, sign in to the PEX dashboard and open your **user profile** (click your avatar in the top-right and choose your name).

Click the **Authorized apps** tab (marked **Beta**).

<Frame>
  <img alt="PEX dashboard Authorized apps tab showing the PEX MCP Server entry alongside other authorized applications" />
</Frame>

You should see **PEX MCP Server** listed as an available application along with its **First authorized** and **Last authorized** dates. Use the controls on this page to **generate an API token** for PEX MCP Server, then copy the token to your clipboard.

<Note>
  **Treat this token like a password.**

  Anyone with the token can call PEX tools as you. If you suspect it has been exposed, revoke it on this same page and generate a new one. PEX support contact for anything unusual: `adminsupport@pexcard.com`.
</Note>

***

## Step 5. Connect the MCP Server with your token

Switch back to the Copilot Studio tab. After clicking **Continue** on the form, Copilot Studio will open the **Connect to \<Server name>** dialog. Paste the API token into the credential field and click **Create**.

<Frame>
  <img alt="Connect to your MCP server dialog with the API token field highlighted" />
</Frame>

If the token is valid, Copilot Studio adds the tool to the agent and shows a green confirmation: **"Your tool was added to the agent."**

<Frame>
  <img alt="Tools tab showing the success banner Your tool was added to the agent" />
</Frame>

***

## Step 6. Verify the connection in Manage Connections

This is the step that catches most people. Adding the tool **registers** the connection but does not always **activate** it. Open the Power Platform connections manager (Copilot Studio links to it directly when you try to use the tool the first time).

If the connection shows **Not Connected**, click the **Connect** link in that row and follow the prompt. You only need to do this once per environment.

<Frame>
  <img alt="Manage your connections page showing the MCP server entry with Status = Not Connected and a Connect link" />
</Frame>

After connecting, refresh the page; the status should change to **Connected**.

***

## Step 7. Test the agent

Open the **Test your agent** panel on the right side of Copilot Studio and try a prompt that exercises the new tool, for example:

> *can you see the My-PEX-MCP-Server tool?*

If the connection has not been activated yet, the agent will respond with a prompt to open the connection manager and retry — finish Step 6 and click **Retry**.

<Frame>
  <img alt="Agent prompting the user to open connection manager before retrying" />
</Frame>

Once connected, the agent will enumerate the PEX tools it now has access to. The PEX MCP Server exposes a comprehensive PEX toolset, including:

* **Card tools** — list cards, card orders, card spend rules, scheduled funding, load limits.
* **Transaction tools** — cardholder transactions, network transactions, transaction details, attachments.
* **Business tools** — business profile, admins, billing, linked accounts, one-time transfers.
* **Spending rulesets** — list rulesets, ruleset cards.
* **Other** — vendors, bills, payments, invoices, callback subscriptions, MCC categories, groups & cardholders.

<Frame>
  <img alt="Agent listing the categories of tools available from the PEX MCP Server" />
</Frame>

To confirm a real call works end-to-end, ask something specific:

> *what is my business?*

The agent will call `pex_get_business_profile` and return your live business profile — Business Account ID, name, address, contact info, etc. The middle pane in Copilot Studio shows the raw tool output and the agent's formatted response side-by-side.

<Frame>
  <img alt="pex_get_business_profile call completed, raw output on the left and formatted Business Profile card on the right" />
</Frame>

You can now ask the agent any of the supported questions, e.g. *"list all my PEX cards"*, *"show transactions for card 1234 last week"*, *"what spending rulesets do I have?"*

***

## Bonus: Make the agent smarter with the PEX support site

The MCP server gives the agent live access to **your account data** (cards, transactions, business profile, etc.). It does not, by itself, teach the agent **how PEX works** — what features exist, what fields mean, or what the recommended way to do something is.

For that, point the agent at **`https://support.pexcard.com`** as a Knowledge source. Once added, the agent can ground its answers in the same help articles a PEX customer would read, and questions like *"how do I issue a virtual card?"* or *"what's the difference between a vendor card and a cardholder card?"* will get accurate, sourced answers.

<Note>
  **Heads up — data flow.**

  Adding a public website as a Knowledge source uses **Microsoft Grounding with Bing Search / Bing Custom Search**. That means search queries leave your Copilot Studio tenant and hit Microsoft's Bing service. Confirm this is acceptable under your org's compliance policy before enabling.
</Note>

### Step A. Open the Add knowledge picker

On your agent's Overview page, find the **Knowledge** section and click **+ Add knowledge**. You will see a picker with the available source types — file upload, OneDrive/SharePoint, Public websites, SharePoint, Azure AI Search, Dataverse, Dynamics 365, Salesforce, ServiceNow, Azure SQL.

Click the **Public websites** tile.

<Frame>
  <img alt="Add knowledge dialog with the Public websites tile highlighted" />
</Frame>

### Step B. Enter the PEX support site URL

In the **Add public websites** dialog, paste `https://support.pexcard.com` into the **Public website link** field, then click **Add**.

<Frame>
  <img alt="Add public websites dialog with https://support.pexcard.com typed into the Public website link field" />
</Frame>

### Step C. Confirm the source and add it to the agent

Copilot Studio creates an entry with a default **Name** and **Description**. Both fields are editable — tweak them if you want the agent to refer to this source as something specific (for example, *"PEX Help Center"*). Click **Add to agent** to finish.

<Frame>
  <img alt="Add public websites dialog with the support.pexcard.com source added and the Add to agent button highlighted" />
</Frame>

The Knowledge section on the agent's Overview will now list `support.pexcard.com` as a connected source. From this point on, the agent will consult those help articles whenever a question looks like a "how do I" or "what does X mean" question, and will cite the article in its response.

<Note>
  **Tip — combine with the MCP tools.**

  The most useful agent has both: the MCP server for *"what is in my account right now"* and the support site for *"how does PEX work."* Asked something like *"why was this transaction declined?"*, the agent can look up the live transaction (MCP) and explain the relevant policy from the help center (Knowledge) in the same answer.
</Note>

***

## Troubleshooting

**The agent says it cannot see the tool.**
The connection is most likely in **Not Connected** state. Open Manage Connections (Step 6), click **Connect** on the row, and retry the prompt.

**Tool calls return 401 / Unauthorized.**
The API token is invalid, expired, or was pasted with leading/trailing whitespace. Regenerate the token in **Authorized apps** and update the connection.

**Tool calls return data from the wrong account.**
Tokens are scoped to the user who generated them. If you generated the token under one PEX user, the agent will see that user's account. Generate the token under the correct user.

**The header name field rejects what I typed.**
The required header name is exactly `X-Pex-Api-Token` (capital X, capital P, capital A, capital T). Other casings will not work.

**I don't see the Authorized apps tab.**
The feature is in **Beta**. If your dashboard does not yet show the tab, contact PEX support to confirm your account is enabled for the beta.

***

## Revoking access

To revoke an agent's access to PEX:

1. Open the **Authorized apps** tab in the PEX dashboard.
2. Revoke the token associated with **PEX MCP Server**.
3. (Optional) Remove the tool from the agent in Copilot Studio under **Tools**.

Revoking the token immediately disables all subsequent calls from any agent using it.

***

## Need more help?

* For PEX-side issues (tokens, account access, MCP server availability), email `adminsupport@pexcard.com`.
* For Copilot Studio issues (agents, connections, environments), see [Microsoft's Copilot Studio documentation](https://learn.microsoft.com/en-us/microsoft-copilot-studio/).


# Contact API Support
Source: https://support.pexcard.com/developer-guide/contact-api-support

Reach the PEX API support team for existing integrations or contact PEX sales if you are a new customer interested in API access.

If you are an existing customer using the PEX API, please contact [apisupport@pexcard.com](mailto:apisupport@pexcard.com) for assistance.

If you are interested in getting access to the PEX API as a new customer, please contact [sales@pexcard.com](mailto:sales@pexcard.com) for details.


# Developer Guide
Source: https://support.pexcard.com/developer-guide/developer-guide

PEX offers a full API solution for developers looking for advanced functionality.

<CardGroup>
  <Card title="PEX API Basics" href="/developer-guide/pex-api-basics" icon="code" />

  <Card title="MCP Integrations" href="/developer-guide/mcp-integrations" icon="plug" />
</CardGroup>


# Does PEX Offer an API?
Source: https://support.pexcard.com/developer-guide/does-pex-offer-an-api

The PEX platform is also available through a complete set of JSON based APIs which can be used to duplicate every feature available in our admin portal as well as support a few features that are not.

For more information, visit "[About the PEX API](https://www.pexcard.com/resources/developer-guide?utm_source=support)" or the [PEX Developer Portal](https://developer.pexcard.com/)


# MCP Integrations
Source: https://support.pexcard.com/developer-guide/mcp-integrations

Connect the PEX MCP Server to your AI assistant or Microsoft Copilot Studio agent to query your PEX account data in natural language.

<CardGroup>
  <Card title="Connecting the PEX MCP Server to your AI assistant" href="/developer-guide/connecting-pex-mcp-to-claude-and-github-copilot" icon="robot" />

  <Card title="Connecting the PEX MCP Server to a Microsoft Copilot Studio agent" href="/developer-guide/connecting-pex-mcp-to-copilot-studio" icon="microsoft" />
</CardGroup>


# Obtaining a PEX API key
Source: https://support.pexcard.com/developer-guide/obtaining-a-pex-api-key

Register for a PEX developer account and request API access so your organization can authenticate against the PEX API.

<Note>
  **Note:**

  **Important Note: To use the PEX API, your organization must have an active administrator account with PEX and be approved for API access.**
</Note>

To be approved for API access, please follow the steps below:

<Steps>
  <Step>
    Register for a developer account with PEX at [https://developer.pexcard.com](https://developer.pexcard.com/)

    * *Important Note:* You will need to provide the business name **exactly as it** **matches** the business name listed on the business settings screen on the administrator site
    * You will also need to provide the username for your API user. We recommend you create a new administrator account to use solely with the API. For details on how to create a new administrator, please see "[How to Create Business Administrators](/administrator-guide/how-to-create-and-send-a-new-administrator-invite) "
  </Step>

  <Step>
    You will receive an email with a test business administrator username and password for use in the **Sandbox** environment
  </Step>

  <Step>
    Log in to the developer site with your developer account credentials
  </Step>

  <Step>
    Click on the Dashboard tab
  </Step>

  <Step>
    On the right of the Dashboard, you will see your "Client Id" and "Client Secret". Click the link below titled "Manage your keys".

    * *Important Note:* The default keys shown are for use in the **Sandbox**. These can be used in conjunction with the Sandbox admin username and password, sent to you in the email in step 2.
  </Step>

  <Step>
    Once you have finished development in Sandbox, email [adminsupport@pexcard.com](mailto:adminsupport@pexcard.com), requesting a review of your application and applying for access to Production.
  </Step>

  <Step>
    After your application has been reviewed and Production access approved, under the "Manage your keys" section, you will see a new client ID and Secret to be used in production.
  </Step>
</Steps>

**Frequently Asked Questions**

<AccordionGroup>
  <Accordion title="Can I link logins to multiple API's into one login?">
    No, The token generated for each account is unique so credentials for each business also have to be unique.
  </Accordion>
</AccordionGroup>

You may also be interested in "[Getting Started with the PEX API](https://developer.pexcard.com/getting-started/sign-up-with-pex-api)".


# PEX API Basics
Source: https://support.pexcard.com/developer-guide/pex-api-basics

Start with PEX API basics, including whether PEX offers an API, how to obtain an API key, and how to reach API support.

<CardGroup>
  <Card title="Does PEX Offer an API?" href="/developer-guide/does-pex-offer-an-api" icon="code" />

  <Card title="Obtaining a PEX API key" href="/developer-guide/obtaining-a-pex-api-key" icon="key" />

  <Card title="Contact API Support" href="/developer-guide/contact-api-support" icon="envelope" />
</CardGroup>


# PEX Help Center
Source: https://support.pexcard.com/index

Search the PEX Help Center or ask our AI assistant. Guides for cardholders, administrators, and developers.

<div>
  <div>
    <h1>
      How can we help?
    </h1>

    <p>
      Search our knowledge base or ask our AI assistant.
    </p>

    <div>
      <SearchBar placeholder="Search the PEX Knowledge Base..." />
    </div>
  </div>
</div>

<div>
  <CardGroup>
    <Card title="Cardholder Guide" icon="credit-card" href="/cardholder-guide/overview">
      Get started with your PEX card — activation, transactions, mobile wallets, and account management.
    </Card>

    <Card title="Administrator Guide" icon="user-gear" href="/administrator-guide/administrator-guide">
      Manage cards, funding, reports, integrations, and advanced features for your organization.
    </Card>

    <Card title="Developer Guide" icon="code" href="/developer-guide/pex-api-basics">
      Explore PEX API basics, obtain your API key, and integrate PEX into your workflows.
    </Card>
  </CardGroup>

  <div>
    <h2>Cardholder topics</h2>
    <p>Everything you need to manage your PEX card</p>
  </div>

  <CardGroup>
    <Card title="Quick start" icon="rocket" href="/cardholder-guide/quick-start-for-cardholders" />

    <Card title="Managing My PEX Card and Account" icon="circle-user" href="/cardholder-guide/managing-my-pex-card-and-account" />

    <Card title="Transactions" icon="receipt" href="/cardholder-guide/transactions" />

    <Card title="Mobile wallets" icon="wallet" href="/cardholder-guide/mobile-wallets" />

    <Card title="Apps & integrations" icon="puzzle-piece" href="/cardholder-guide/cardholder-apps-and-other-integrations" />

    <Card title="Contact support" icon="headset" href="/cardholder-guide/contact-customer-support" />
  </CardGroup>

  <div>
    <h2>Administrator topics</h2>
    <p>Tools and resources for managing your PEX program</p>
  </div>

  <CardGroup>
    <Card title="Quick Start for Administrators" href="/administrator-guide/quick-start-for-administrators" icon="rocket" />

    <Card title="Administrator Site" href="/administrator-guide/administrator-site" icon="desktop" />

    <Card title="Managing Cards" href="/administrator-guide/managing-cards" icon="credit-card" />

    <Card title="Card Transactions" href="/administrator-guide/card-transactions" icon="money-bill-transfer" />

    <Card title="Reports and Statements" href="/administrator-guide/reports-and-statements" icon="chart-bar" />

    <Card title="Account Funding" href="/administrator-guide/account-funding" icon="building-columns" />

    <Card title="Receipt Capture" href="/administrator-guide/receipt-capture" icon="camera" />

    <Card title="Apps & Other Integrations" href="/administrator-guide/apps-and-other-integrations" icon="puzzle-piece" />

    <Card title="Tags" href="/administrator-guide/tags" icon="tags" />

    <Card title="Funding Requests" href="/administrator-guide/funding-requests" icon="hand-holding-dollar" />

    <Card title="Advanced Features" href="/administrator-guide/advanced-features" icon="sliders" />

    <Card title="Other" href="/administrator-guide/other" icon="ellipsis" />
  </CardGroup>

  <div>
    <h2>Developer topics</h2>
    <p>Build with the PEX API</p>
  </div>

  <CardGroup>
    <Card title="PEX API basics" icon="book-open" href="/developer-guide/pex-api-basics" />
  </CardGroup>
</div>

<div>
  <div>
    <div>
      <h2>Featured articles</h2>
      <p>Commonly asked questions and helpful resources</p>
    </div>

    <CardGroup>
      <Card title="Are PEX accounts FDIC insured?" icon="shield-halved" href="/administrator-guide/are-pex-accounts-fdic-insured" />

      <Card title="Checking the status of PEX services" icon="signal" href="/administrator-guide/checking-the-status-of-pex-services" />

      <Card title="How does PEX ensure security of online accounts?" icon="lock" href="/administrator-guide/how-does-pex-ensure-security-of-online-accounts" />

      <Card title="Lea este sitio en español" icon="globe" href="/cardholder-guide/lea-este-sitio-en-espaol-con-herramientas-de-traduccin-en-el-navegador" />

      <Card title="Tips for keeping your PEX account safe" icon="user-shield" href="/administrator-guide/tips-for-keeping-your-pex-account-safe" />

      <Card title="Troubleshooting cardholder login" icon="right-to-bracket" href="/cardholder-guide/troubleshooting-cardholder-user-login" />
    </CardGroup>
  </div>
</div>

<div>
  <div>
    <h3>Need help?</h3>

    <p>
      Our support team is ready to assist you. Reach out for help with your account, cards, or technical questions.
    </p>

    <div>
      <a href="https://www.pexcard.com/contact-us/?utm_source=support">
        Contact support
      </a>

      <a href="https://www.pexcard.com/faq/?utm_source=support">
        Browse FAQs
      </a>
    </div>
  </div>
</div>