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PEX - Fuel Transactions

Overview​

This guide walks through the process of coding and approving fuel transactions on PEX cards. Proper transaction coding ensures accurate financial reporting and helps maintain organized records of fuel expenses.

Procedure​

Accessing Transactions​

  1. Navigate to the PEX Dashboard Transactions Page

    Access the PEX card transaction management system through the official dashboard URL.

    PEX dashboard navigation

Direct URL

You can access this page directly at: https://dashboard.pexcard.com/transactions/card-transactions

Reviewing and Editing Transactions​

  1. Select the Transaction to Review

    Click on the "Not Reviewed" status to begin the review process for the selected transaction.

    Select transaction

  2. Access the Edit Function

    Click the "EDIT" button to modify the transaction details.

    Edit transaction

Setting Transaction Details​

  1. Access the Projects Dropdown

    Click on the dropdown menu labeled "Projects" to view available project options.

    Projects dropdown

  2. Ensure No Project is Selected for Fuel Transactions

    For fuel transactions specifically, you should leave the project field empty (no project selected).

    No project selected

Important

Always leave the project field empty for fuel transactions. Assigning fuel transactions to specific projects is against company policy.

  1. Enter Employee Name in Description Field

    Click on the "PEX Description" field and enter the employee's first and last name.

    PEX description field

    Format: [First Name] [Last Name]
    Example: John Smith

  2. Save and Submit the Transaction

    Click the "SAVE & SUBMIT" button to apply your changes and move to the next step.

    Save and submit

Approving the Transaction​

  1. Review the Receipt Attachment

    Click on the attachment icon to view and verify the receipt for accuracy before final approval.

    Review attachment

Verification Points

When reviewing receipts, check:

  • Transaction date matches receipt date
  • Amount matches receipt total
  • Vendor name is consistent
  • Receipt is legible and complete

  1. Complete the Approval Process

    After verifying the receipt, click the "APPROVE" button to finalize the transaction.

    Approve transaction

Transaction Processing Workflow​

Process Checklist​

  • Navigate to PEX transaction dashboard
  • Select transaction with "Not Reviewed" status
  • Click Edit button
  • Check Projects dropdown (ensure none selected for fuel)
  • Enter employee name in PEX Description field
  • Save and submit changes
  • Review receipt for accuracy
  • Approve transaction
Completion

Once all steps are completed and the transaction is approved, the process is finished and the transaction will be properly recorded in the financial system.