Process transactions

Required user role Process Transactions

The Card Transactions screen in the Cards section of the Tipalti Hub allows you to manage the lifecycle of card transactions. It displays a list of all card transactions in the system and provides a detailed view of each transaction.

All card transactions are linked on the Sync monitoring screen.

The following table describes the transaction fields.

The available transaction statuses are:

• Pending review — Settled transactions that require action from the Finance Team before they are marked as completed.
• Completed — Transactions that don’t require further review from the Finance Team and can be posted to the ERP.
• Declined — Transaction authorization requests that were declined by Tipalti, usually because the transaction amount exceeded the card’s budget.
• In process — Transactions that were not settled yet (i.e., only authorized).
• Expired — Authorization requests that were canceled (e.g., hotel insurance).
• Pending employee — Settled transactions that are missing a receipt according to the payer entityAn entity can be a subsidiary, division, business unit, brand, etc. of your organization. Entities can have similar or different AP processes and workflows.’s receipt threshold requirement preferences.

The card transaction table is also fully customizable; you can filter by cardholders, status, and card type (virtual or physical). You can also select or hide columns, change the column order for a more tailored view, and export data for reporting needs.

Transaction details pane

The "Transaction details" right pane displays the details pertaining to the transaction. It's divided into two sections:

• General section, which lists information such as:

  • The name of the payee and the merchant

  • The transaction amount in merchant currency

  • The transaction amount in the card currency (if different from merchant currency)

  • The receipt corresponding to the transaction, if any

  • The transaction date

  • The status of the transaction

  • RefCode

  • Payer entity, if you have multiple entities

  • Card last 4

  • Cardholder name

• Account details section, which shows the coding details related to the transaction:
  • The expense accountThe general ledger (GL) account that is debited for the payment amount
  • The AP account
  • Any defined custom fields (e.g., Department, Location)

  If you are assigned the Process transaction role, you can edit any of these fields when the transaction is in Pending Review status..

Review transaction details

Required user role Process Transactions

To review the details of a transaction:

1. Click the row of the transaction that you want to review to open its details in the right pane.
2. On the Transaction details pane, review the coding information and edit, if necessary.
3. Click Mark as complete to sync the transaction to your ERP.

Assign payee per transaction

Required user role Process Transactions

You can modify the payee associated with a specific transaction. This is useful when you set up a card and designate a specific payee for transactions with certain merchants, while using a general payee for its other transactions.

To assign a payee per transaction:

1. Click the row of the transaction that you want to edit to open its details in the right pane.
2. Change the Payee as require.
3. Click "Mark as complete" to sync the transaction to your ERP.

Split card transaction into multiple lines

Required user role Process Transactions

You can split transaction amounts among multiple line items. This allows for more accurate allocation of various amounts to different accounts, such as expense accounts, descriptions, departments, locations, or custom fields.

To split a transaction:

1. Click the row of the transaction that you want to edit to open its details in the right pane.
2. Click the menu next to Accounting details and select Split amount.
3. Allocate the amount between different lines as required.

Receipt collection

For every transaction above the amount dictated by your company policy, you can send the corresponding receipts to receipts@tipalti.com. The attachments are collected and scanned through AI Smart ScanAI Smart Scan is a tool that reads scanned invoice images or PDFs and extracts the details, which are used to populate the fields on a bill. and then matched against outstanding transactions automatically. If the receipt could not be matched, a notification is sent informing you to manually link it to the relevant card transaction before being reviewed by your Finance team.

If needed, you can opt to attach receipts manually in the Tipalti Hub or choose to skip receipt collection for transactions submitted without receipts.

To add a receipt manually:

1. Filter the transaction by Pending employee.
2. On the right pane, do one of the following:
   1. Click Upload file to add an attachment.
   2. Click Continue without receipt and add a reason for not including a receipt.

   

Declined card transactions

When a transaction is declined, the reason is displayed on the card transaction details panel.

Reasons include:

• Exceeded the card budget — Transaction put the card in excess of its budget
• Insufficient balance — Not enough balance/ credit to cover the transaction
• Forbidden MCC — Can’t use card with that merchant
• Forbidden country — Can’t use card in that country
• Verification failed — Due to input of wrong CVC, address, or expiration date
• Other

Search card transactions

On the Card Transactions page, you can use the following identifiers to search for specific card transactions:

• Payee category
• Merchant name
• Amount
• ID (i.e., reference code)
• Card holder
• Payer entity