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PEX - Order Cards

Overview​

This guide explains the process of ordering new PEX cards for team members through the PEX administration portal. This procedure is typically performed by authorized financial personnel or operations managers.

info

PEX cards are prepaid expense cards that allow controlled spending for team members while maintaining visibility and control over purchases.

Prerequisites​

  • Active PEX administrator account with ordering privileges
  • Team member information (full name, date of birth, contact information)
  • Knowledge of which manager will receive and distribute the new card

Procedure​

Accessing Card Orders​

  1. Login to PEX and navigate to Cards section

    Access the PEX administration portal and click on the "Cards" option in the main navigation menu.

    Screenshot of PEX portal with Cards option highlighted

  2. Navigate to Card Orders

    From the Cards section, click on the "Card orders" option to access the card ordering functionality.

    Screenshot showing Card orders option

  3. Initiate New Card Order

    Click the "Order cards" button to start the process of ordering a new card.

    Screenshot highlighting Order cards button

Entering Card Holder Information​

  1. Select Card Type

    Click "Team Member" to order a standard team member card.

    Screenshot showing Team Member option selection

  2. Enter Card Holder Details

    Fill in all required information for the card holder:

    • First Name
    • Last Name
    • Date of Birth
    • Work Phone Number
    • Work Email Address
    Important

    Ensure all personal information is entered accurately. Incorrect information may cause delays in card issuance or activation problems.

    Screenshot of cardholder information form

  3. Proceed to Next Step

    After entering all required information, click the "Continue" button to proceed to the shipping details.

    Screenshot showing Continue button

Setting Up Shipping Information​

  1. Specify Card Recipient

    Click the "Attention to" field and enter the name of the manager who will receive the card.

    Pro Tip

    This should be a manager or supervisor who will be responsible for distributing the card to the team member after it arrives.

    Screenshot showing Attention to field

  2. Set Shipping Address

    Click "Use office address" for both the billing and shipping address fields to use the company's default address.

    Screenshot showing Use office address option

  3. Enter Contact Phone Number

    Click the "Shipping contact number" field and enter your phone number as the contact for any shipping-related queries.

    Screenshot showing Shipping contact number field

Completing the Order​

  1. Confirm and Submit Order

    Review all information for accuracy, then click the "Confirm" button to place the order.

    Completion

    A confirmation email will be sent to your registered email address once the order is successfully placed. Typically, cards arrive within 7-10 business days.

    Screenshot showing Confirm button

Follow-Up Steps​

After ordering a card, you should:

  1. Inform the receiving manager to expect the card
  2. Set up spending limits and controls for the new card through the PEX administration portal
  3. Prepare training materials for the card recipient on proper card usage policies

Checklist​

  • Gather all necessary team member information
  • Login to PEX administration portal
  • Navigate to Card Orders
  • Complete cardholder information form
  • Specify shipping details and recipient manager
  • Submit and confirm order
  • Receive confirmation email
  • Notify receiving manager
  • Set up spending controls for new card