Manage cards

Manage cards

In the Tipalti Hub, the Active Cards subtab allows you to add new cards, update and search existing ones.

Active cards page

Cards can be added by finance or requested by employees. Select the relevant option for details.

Required user role Create Cards

To add a new virtual card, in the Tipalti Hub, go to Cards > Add new card.

Select Virtual card and complete the following steps.

Select card dialog

  1. In the Payee text box, type the first few characters of payee's name and then select the relevant payee from the list that displays. If the payee does not exist in the list, add a new payee to the card.
  2. In the What are you purchasing? text box, enter the purchases designated for this card.
  3. Click Next.

    4. Create new virtual card dialog

Budget owners can access the Cards tab to view cards, card budgets, and card transactions for cards under their budget.

  1. In the Expected spend field, enter the amount expected to be spent and select the currency and the frequency.
  2. In the Who is going to use the card? field, type the name of the employee in your organization who will be using the card.
  3. In the Budget owner field, enter the name of employee who is responsible for the budget.
  4. Click Next.

    5. Create new virtual card step 2

  1. Associate the card with default coding values. These values will be auto-populated on the card transactions.

  2. If you have multiple entities, associate the card with the preferred entityAn entity can be a subsidiary, division, business unit, brand, etc. of your organization. Entities can have similar or different AP processes and workflows. (See Funds flow for further details).

  3. If the transactions requires the card holder coding and review, select Card holder review checkbox.

  4. If you filled in all your organization's mandatory field, select Skip transaction reviews for this card checkbox.

  5. Click Create.

    6. Create new virtual card step 3

Required user role Create Cards

To add a new physical card, in the Tipalti Hub, go to Cards > Add new card.

Select Physical card and complete the following steps.

Add new cards button

Budget owners can access the Cards tab to view cards, card budgets, and card transactions for cards under their budget.

  1. In the Expected spend field, enter the amount expected to be spent and select the currency and the frequency.

  2. In the Who is going to use the card? field, type the name of the employee in your organization who will be using the card.

  3. In the Budget owner field, enter the name of employee who is responsible for the budget.

  4. Click Create.

  1. In the Description field, enter a description for the card.

  2. Associate the card with default coding values. These values will be auto-populated on the card transactions.

  3. If you have multiple entities, associate the card with the preferred entity (See Funds flow for further details).

  4. If the transactions requires the card holder coding and review, select Card holder review checkbox.

  5. If you filled in all your organization's mandatory field, select Skip transaction reviews for this card checkbox.

  6. Click Create.

Shipping address can be entered by the card holder or the finance team on behalf of the card holder.

  1. On the Active cards tab, click the new card. The info panel is displayed stating that the shipping address was not yet updated by the card holder.

  2. To update the shipping address on behalf of the card holder, click the link and enter the shipping address.

On the Active Cards page, you can view transaction history, utilized budget, and, in the case that you're also the cardholder, the card’s sensitive details:

  1. Click a card. The side panel opens with the card details:

Required user role Create Cards

On the Active Cards page:

  1. Find the relevant card, click ellipsis icon, and select the actions you may want to perform:

    2. Card action menu

    1. Send card details — Sends card details to the card holder

    2. Change card holder — Switches the ownership of the card from the current card holder to a new one

    3. Change budget owner — Switches the budget owner

    4. Lock card — Deactivates the cards and the card status is changed to Inactive

    5. Unlock card — Reactivates a locked card and card status changes to Active

    6. Cancel card — Cancels the card and removes it from the list

  2. To view/ update the details of the card, click the relevant card to open the Card details right-pane. It displays transaction history, utilized budget, and, in the case that you're also the cardholder, the card’s sensitive details:
    1. Click ellipsis icon and select Send card details, Change card holder, or Cancel card.
    2. Click the pencil icon to edit the details related to the cards.

      3. Editable card details section

    3. Click Save.

      4. Once a card is locked, any new transactions made with that card will be declined until the card is unlocked. Locking cards can be used for lost or stolen cards, subscription ends, suspected misuse, or missing receipts. Cardholders can unlock cards they locked themselves, but if a finance admin or budget owner locks a card, only they can unlock it.

Additional actions:

Required user role Create Cards & Add Payee

You can choose to add a new payee in Tipalti while you’re in the card creation process.

  1. Go to Active Cards and click Add new card.
  2. In the Create new virtual cards dialog, click Plus button to add a payee.
  3. In the Create a payee dialog, do the following:
    1. In the Payee name field, enter the name of the payee.
    2. If you have multiple entities, in the Payer entity field, select the relevant entity from the list.
    3. Click + Add payee.

      4. Create payee dialog

Required user role Create Cards

You can choose to add a new employee in Tipalti while you’re in the card creation process.

  1. Go to Active Cards and click Add new card.
  2. In the Create new virtual cards dialog, enter the Payee name and What are you purchasing?. Click Next.
  3. Enter the Expected spend.
  4. In the Who is going to use the card field, type the first letter of the employee's name and click + Add to add the new employee.
  5. In the Create employee dialog, do the following:
    1. In the Full name field, enter the employee's first and last name.
    2. Int the Email field, enter the employee's email.
    3. Int the Title field, enter the employee's title.
    4. Click + Add employee.

During the card creation process, or when editing an existing card, you can indicate whether coding reviews of that specific card should be skipped or not by selecting the Skip transaction reviews for this card checkbox.

Skip transaction reviews for this cardSkip transaction reviews for this card checkbox

A review can be skipped if:

  • All the mandatory fields have been defined.
  • The receipt is auto-matched or defined as not required according to your receipt policy.

Required user role Create Cards

On the Active Cards page:

  1. Find the relevant card, click ellipsis icon, and select Change budget owner to open the Change budget owner dialog.
  2. In the New budget owner field, type the name or the email of the new budget owner and select it from the populated list.
  3. Click Confirm.

    4.  

On the Active Cards page, you can use the following identifiers to search for cards:

  • Payee associated with the card
  • Card holder name
  • Budget owner name
  • Department name
  • Last 4

    • Search transaction box