Card transactions overview

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 pending a receipt, employee review, or the employee needs to add more details to the transaction fields.

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 entityAn entity can be a subsidiary, division, business unit, brand, etc. of your organization. Entities can have similar or different AP processes and workflows., 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..

Export card transactions

Required user role View Cards

You can export filtered card transactions to CSV files, enabling you to create detailed spend analysis, audits, and offline backups for compliance.

Simply click on the CSV icon at the top of the card transaction table, and select Export all columns or Export displayed columns.

Your CSV file will be downloaded with the filtered transaction data.

FAQs

Where do I see declined 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

How do I search for specific 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