View card transactions

When you would do this

Monthly, to review what the team spent. At period end, to reconcile card spend into your accounts. Immediately, when a card may have been compromised.

Steps: see all card spend

1. Go to Operation › Cards.
2. Open the Card Activity tab.
3. Page through the activity, or search for a specific card or merchant.
4. Select Export to download it for reconciliation.

Steps: see one card's spend

1. Go to Operation › Cards and open the card.
2. Its detail view shows Recent activity and a fuller Transactions list.
3. The same view shows daily spent, daily limit, month to date and daily utilisation.

What you will see

Each transaction shows the merchant, the amount, the date and the card it was made on. The card name you set when issuing is what identifies it in the list, which is why a descriptive card name is worth the effort.

Card spend draws on your shared treasury, so each card transaction has both a spend amount and the corresponding movement from treasury.

Reconciling

Export the card activity and match it against your accounting system by card name and date.

Card transactions can take a day or two to settle after the purchase, so a transaction that appears in one period may settle in the next. If your totals disagree by a small amount at a period boundary, check for transactions in flight before looking for a real error.

Common problems and what they mean

A transaction you do not recognise. Freeze the card first, then investigate. See "Freeze or close a card".

The merchant name is not the shop you visited. Merchants often bill under a parent company or payment processor name. Check the amount and date before treating it as fraud.

An amount differs slightly from the receipt. A foreign currency purchase is converted, and the converted amount is what lands.

A transaction is missing. It has not settled yet. Give it a day or two.

Spend is attributed to the wrong team. The card name is the only label carried through. Rename cards to match how you report, and issue separate cards per cost centre.

You need the underlying treasury movement. Open the corresponding entry in Operation › Ledger.