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How to Upload Virtual Corporate Card Transaction Receipts for Employees

Article author
Learning Center Mekari
  • Updated

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After using the Virtual card number, as an employee, you also need to upload the transaction receipt that has been made. The transaction receipt will later be approved by the Admin/Super Admin at your company. Here are the steps.

  1. Go to the Card menu.

  2. The Virtual corporate card display will look like the following.
    1.png


     

    NoFeature NameDescription
    		All ExpensesOverall expense view. There is a filter for month and year to search transaction data for a specific month and year.
    		Total SpentThe total amount spent.
    		Transaction HistoryDetails of transactions that have been made.

  3. There are several activities you can perform on Virtual Corporate Card transactions:

A. Uploading Transaction Receipts

  1. Click “View” on the following notification.
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    - Based on the example image above, there is information stating 1 transaction requires a receipt, meaning there is 1 transaction whose receipt has not yet been uploaded.
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    - You can also click the notification with the “exclamation mark” icon to see details of transactions that have not been uploaded.
    - You can still submit transaction receipts even if your Virtual Corporate card is no longer active. Select “My card,” then click the following notification to view transactions that have not been uploaded on the inactive card.
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  2. Then, you will be directed to the page listing transactions without uploaded receipts. Select the transaction receipt that has not been uploaded.
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  3. Click “Submit receipt” to continue.
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    The status of your transaction receipt before uploading is Awaiting receipt, indicating that the transaction receipt has not been uploaded.

  4. Then select Category, upload the transaction receipt, and fill in the Note on the following screen. Next, click “Submit”.
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    - Expense category contains categories previously created by the Admin/Super Admin as policies for you when making transactions.
    - You can upload up to 5 files of transaction receipts with a maximum size of 5 MB
    - All data is mandatory to fill in.

  5. After the transaction receipt is uploaded, the status of your transaction will change to Awaiting review, meaning your transaction receipt is being reviewed by the Admin/Super Admin. During this process, you can go back and edit or change the Expense category, Upload receipt, and Note by clicking “Edit receipt”.
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  6. If your transaction receipt has been successfully approved by the Admin/Super Admin, the following display will appear and the status of your transaction will change to Approved.
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B. Correcting Transactions Revised by Approval

  1. If the Admin reviewing sees discrepancies in the filling of Expense category, Upload receipt, and Note, the status of your transaction will change to Awaiting revision, indicating you must re-upload the transaction receipt. You can “Submit receipt revision” to start the revision process.
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    Previously on the main page, you will again see the notification and the “exclamation mark” icon indicating your transaction receipt has not been uploaded.
    Revision.png

  2. Then re-enter the transaction receipt data including Expense category, Upload receipt, and Note.8.png

  3. Make sure all data is correctly filled and click “Submit”. The transaction status will then change back to Awaiting Review.
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  4. Then, if all transaction receipt data has been approved by the Admin/Super Admin, the status of your transaction receipt will change to Approved
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