PEX - Approving Transaction

Introduction

This procedure explains how to properly review, categorize, and approve transactions in the PEX dashboard. Ensuring transactions are properly categorized is essential for accurate financial reporting and job costing.

Prerequisites

• PEX dashboard access credentials
• Authorization to review and approve transactions
• Knowledge of appropriate expense categories

Procedure

Accessing Unapproved Transactions

1. Log in to the PEX Dashboard

   Navigate to the PEX card transactions page by accessing the URL: https://dashboard.pexcard.com/transactions/card-transactions

2. Filter for Transactions Requiring Review

   Click on the "Not Reviewed" filter to display all transactions that need attention.

   

   note

   The number beside "Not Reviewed" indicates how many transactions are pending review.

Editing Transaction Categories

3. Open Transaction for Editing

   For each transaction, click the "EDIT" button to begin the categorization process.

   

4. Select the Expense Category

   Click on the dropdown field to select the appropriate expense type for the transaction.

   

5. Choose the Appropriate Category

   Select the most relevant expense category from the dropdown list. In this example, "Job Materials & Consumables" is selected.

   

   tip

   Choose the most specific category that applies to the transaction to ensure accurate financial reporting.

6. Add Transaction Notes (Optional)

   Click on the notes text field to add any additional information about the transaction if needed.

   

   info

   Notes can include important details such as job numbers, project names, or explanation of unusual expenses.

Submitting and Approving Transactions

7. Save and Submit the Transaction

   After categorizing the transaction, click the "SAVE & SUBMIT" button to record your changes.

   

8. Final Approval of the Transaction

   After reviewing the transaction details one final time, click the "APPROVE" button to complete the process.

   

   warning

   Once a transaction is approved, it will be processed according to the selected category. Double-check your categorization before approval.

Common Categories and Their Usage

Here's a quick reference for commonly used expense categories:

Category	Use Case
Job Materials & Consumables	Materials directly used for specific jobs/projects
Office Supplies	General office supplies not tied to specific jobs
Fuel	Vehicle fuel expenses
Meals & Entertainment	Business meals, client meetings
Travel	Business travel expenses including hotels, flights, etc.

Troubleshooting

=== "Missing Transactions" If you can't find a transaction that should be visible:

• Check different date ranges
• Verify the transaction has been processed by the vendor
• Contact PEX support if the transaction is still missing

=== "Incorrect Category Selection" If you've approved a transaction with the wrong category:

• Contact your finance department immediately
• Note the transaction ID and correct category
• Document the reason for the misclassification

Checklist

• Log in to PEX dashboard
• Filter for "Not Reviewed" transactions
• Select appropriate expense category for each transaction
• Add notes if necessary for clarification
• Save and submit the transaction
• Final approval of the transaction
• Verify all pending transactions have been processed

Process Complete

Once all transactions have been properly categorized and approved, the process is complete. Always check back regularly as new transactions may appear in the system.