How does the administrator website work?
An authorized officer is able to create unique user accounts for administrators assigned to manage the card program and control employee spending. The website allows for the creation and termination of cards, card profile updates, spending rule edits, funding transfers, and business reporting.
What computer hardware/software do I need to use PEX?
The PEX admin website is accessible via the internet. We recommend a high-speed internet connection. You may also download our PEX admin app, available on Android or iOS. The following browsers are supported: IE10 or above, Microsoft Edge, Safari 8.0X or above, Firefox or Chrome, latest version.
Where can the PEX Visa® Prepaid Card be used?
To better control prepaid card purchases, the PEX administrator determines where each individual employee card can be used. You can choose to restrict by merchant category or set a daily spending limit. If those restrictions need to be changed, you can do that in real time. If no spend rules are in place and the card has sufficient balance, your employee cardholder can make a purchase anywhere Visa debit cards are accepted.
Can I import PEX transaction records into my accounting software?
Yes, you can download a file containing PEX transactions in the following formats:
- QBO file for Quickbooks desktop
- OFX file for Xero
- CSV file for other accounting software
Can my cardholders make notes on what their purchases are?
Cardholders and administrators can add a transaction note to a pending or settled transaction from their app or website. Of the several different reports you can run as an administrator (i.e. Spend by Card, Spend by Category), those transaction notes will appear in the HTML and CSV report. Plus, cardholders can attach a digital receipt to each transaction, from their mobile app or from the desktop admin website.
Can cardholders attach receipts to each transaction?
Cardholders may use their mobile phone to take a photo of a receipt, and then attach it to a transaction using the PEX mobile app. Or, they may upload the receipt to the transaction from the desktop version of the PEX platform. Feel free to browse an overview of PEX Receipt Capture.
How do I approve or reject receipts for each transaction?
PEX administrators can review all receipts that have been attached to transactions. In the Account section of the admin website, you will find all unreviewed receipts. For each receipt, you can view the receipt image and the corresponding transaction details and notes. Validate each receipt submitted by cardholders and administrators by comparing them to the transaction details. Then, approve or reject the receipt. Details on how to use this feature can be found in the PEX Knowledge Base.
Some of my cards are to be used by a department, not necessarily by one person. Do I need to put a name on the card? Or a birthdate?
You can use any name when creating a card -- some people put “Miscellaneous” or “Associate #1, 2, 3, etc.” Enter a dummy birthdate, such as 1/1/1990.
The available balance on my account is lower than it should be because some transactions are still listed as pending. What’s going on?
Sometimes merchants authorize a prepaid debit card for more than the total of a purchase, and then later clear one of the authorizations. For example, when you check into a hotel, they authorize your PEX Card for charges, but don't charge you the final amount until you check out. If you are making these types of purchases, we advise you to keep a $100 “reserve” balance on your card, so that you never run out of money until an authorization clears. If there is ever a problem with this, call us and we can manually clear the pending transaction for you.
PEX is compatible with several expense management and accounting software programs. Click to view a full list of our integration partners. If your expense management program isn’t directly integrated with PEX, it’s easy to download your PEX reports and upload the CSV file to your program.