PEX Client Services Basics
As a new PEX customer, here is what you should know about setting up your PEX account.
Get Started With Your PEX Account
- Initial Login
- Admin Panel & Subpanel
- Additional Admin Creation
- Creating PEX Cards
- Setting Up Groups
- Creating Rulesets
- Funding Your PEX Account
- Activating Cards
- Funding Cards
- Terminating Cards
- Getting Statements & Reports
- Email Notifcations
Download PDF version here.
1. Initial Login
On www.pexcardadmin.com, select First Time Login and enter the verification code that you receive from your first-time login email (account activation). Ensure that there are no extra spaces before or after the entered information. Missing a verification code? Contact [email protected].
2. Admin Panel & Subpanel
After logging in, you will see your account name and current balance of the account, which includes funds not allotted to any cards.
You can navigate the PEX Admin Site via the panel at the top of the screen. Each panel has subpanels that grant access to additional features.
3. Additional Admin Creation
Select Administrators on the top panel, Create a new admin on the subpanel, and complete the form. Please ensure that the address format and phone number format are correct, as pictured below. Include apartment or floor number on the second address line. Note: the address and phone number should be your business address and number, not personal.
4. Creating PEX Cards
Select Cards on the top panel, Create a new card order on the subpanel, and complete the form following the format above. Then, confirm your address. Note: The address line has a limit of 27 characters, including spaces.
Click Accept. Complete the order form on the next page. Only the bolded fields are required.
5. Setting Up Groups
A Group is an administrator-defined category that can be used for sorting and reporting. For example, if your business has an office in both Boston and New York City, you can sort cards on the Admin site so that the Boston cards are listed together at the top by creating and assigning cards to those Groups. In transaction reports, you can sort card spending by Group to roll up total spending for each office location.
When creating a card, add a Group to the card in the chart, as above. Note: this may only be done in this way after the first card is created.
On the Card list page under Cards, add a Group from the dropdown menu.
6. Creating Rulesets
A spending ruleset is a set of spending rules that can be applied to multiple card accounts. For example, if all cardholders should be allowed to spend at restaurants and fuel pumps, the administrator can create a spending ruleset that has only those merchant categories 'checked.' Every card with that ruleset applied can only spend at restaurants and fuel pumps.
To view your rulesets, select Cards on the top panel, then Spending rulesets. To create new rulesets, select Create new ruleset at the bottom of the Spending ruleset page and complete the form, electing which merchants the cardholder may use their card with.
7. Funding Your PEX Account
Select Transfers at the top panel. You have 3 options to fund your PEX account:
- The preferred way to fund your PEX account is to add funds directly from your bank, credit union, or other financial institution through a process known as “EFT”, "ACH credit", or “outgoing ACH transfer.”
- You may also send funds through a wire transfer from your business checking account, or initiate a debit of the funds from your bank account via the PEX ACH Service. For detailed instructions, please refer to our Funding Guide.
|Bank ACH Transfer (Credit)||Wire Transfer||PEX ACH Transfer (Debit)|
|Transfer time||~1-2 business days||Same or next business day||4 business days|
* Depending on your bank
8. Activate Cards
Select Cards from the top panel, then Card list from the subpanel. Under Status, you can select whether you want the cards to be Active or Blocked.
Note: Blocking a card is not the same as terminating. Follow instructions below for terminating cards.
9. Funding Cards
On the Card list page, use the Quick Fund feature on the right side of the list.
- To add funds, enter the number you wish to add to the card.
- To subtract funds, use a negative (-) amount.
- Inputting a z will zero out the card balance.
- The card balance is updated immediately.
10. Terminating Cards
On the Card list page, select the cardholder name whose card you wish to terminate. Select the Profile link under their name on the left. Scroll to the bottom to find the Terminate card button on the bottom right.
Note: Terminated cards are different than blocked cards. You might block a card for an employee temporarily, perhaps if the card is misplaced, and re-activate when found again. Terminated cards are closed and cannot be re-activated. If that cardholder needs a card, please create a new one.
11. Getting Statements & Reports
For statements, select Account on the top panel, Statements on the subpanel. For reports, select Reports from the top panel and organize and specialize the report as desired.
More specific reports are available:
- Settlement detail reports
- Authorization detail reports
- Outstanding authorizations reports
- Decline reports
- Business account funding transactions
- Card funding transactions
You may only include three months maximum within each report. You can run reports immediately or have them scheduled to run periodically. The report will be downloaded as HTML or a .CSV document, accessed via the Report downloads subpanel, under the Reports main panel. Once a report is scheduled, it can only be edited or deleted by the Admin who created it.
12. Email Notifications
Edit email notifications in your profile. Click on your name at the top right of the admin website and select Email notifications.