In Multi Account, you can do everything from creating an Account to performing a Top up Balance. In this case, the Account that has been created can be used to perform Top-up Balance on Cards, Claims, Trips, and Purchase. Here is the detailed explanation.
Important
- The roles that can create and manage the entire Multi Account are Super Admin and Admin.
- The Account holder role can only manage one Account that has been assigned by the Super Admin and Admin.
A. Creating an Account for Cards, Claims, and Trips Transactions
- Go to the Accounts menu.
- Then click “Create account”.
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On the next page, you will follow 2 steps to create an account: filling in Account information and Account allocation. In the Account information step, fill in the Account name, Description, and Account holder. Once all data is filled, click “Continue”.
- Filling in Account name, Description, and Account holder is mandatory.
- You can select more than one Account holder role (account holders).
- Account holders can only approve transactions on one account assigned by the Super Admin. In this case, they cannot view transactions from other accounts. -
Next, determine the Card admin. The Card admin role can create Cards according to the Account assigned.
- One employee can be assigned as Card admin for different Accounts.
- One Account can be assigned to multiple Card admins. -
The next step is to determine the Account allocation. Specify the Branch or company branch. You can assign one Account to multiple branch locations by clicking one branch or all branches by clicking “All existing branches”.
- If you want to create an account for the company based on Branch, select a specific branch location and choose the Policy related to that branch.
- If you want to create an Account for the company based on Project, select “All existing branches” and choose a specific Policy based on the related Project. - Then click “Add policy” to add a policy.
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The following display will appear. You can select a Policy for Claims or Trips transactions as needed. Make sure the Policy was created previously in the Policy menu in Mekari Expense. Check one Policy name.
- Learn more about how to create a Policy for Claims transactions here.
- Learn more about how to create a Policy for Trips transactions here.
- The Transaction type will be automatically filled based on the previously created Policy.
- Newly created Policies can be manually added to an Account.
- If a Policy is not assigned to an Account, the transaction will be routed to the Main Account.
- If a Policy is deleted, it will be immediately removed from the Account.
- If a Policy is deactivated, it must be manually removed from the related Account.
- Policies usable in creating Multi Account are Trips, Reimbursement, and Cash Advance.
- Bills and Card Policies will not appear on the Account page. - Then click “Add” to add.
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The selected Policy will appear as follows.
The combination of Branch and Policy in one Account cannot be used for another Account.
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If you want to create an Account for the company based on specific projects, you can select one account for all company branches based on a particular Policy name category by selecting “All existing branches” then clicking “Add policy”.
For example, if you want to create one account for a business trip project across all company branches, when adding a Policy, you can directly select the policy by clicking the “Trips” tab and choosing the project name previously created when creating the business trip Policy.
- Then the Branch will be automatically recorded based on the selected Policy name. -
After all data is filled, you can click “Save” to save the account. You can also click “Save as draft” if you want to postpone saving the account temporarily. Additionally, you can click “+Add branch” if you want to add a branch to one account.
Accounts saved as Draft will appear on the main Account page. You can edit the account by clicking “Edit account” and delete the account by clicking “Delete account”.
- Then the successfully saved Account will appear on the following page with the status “In process”.
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Then the account status will change to Active.
- You can also deactivate an Account you have created by clicking “Action” then selecting “Deactivate account”.
- Then click “Deactivate”.
- When an account is deactivated, the combination of branch and policy previously linked to that account cannot be used for new transactions and will use the Main account as a replacement. If you want to use the Branch and Policy combination for another Account, you must manually delete that combination from the Inactive account first.
- A notification will appear stating that the account has been successfully deactivated.
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Next, you can view the created Account by clicking the account name, and you will see the following display. On this page, you will see details of the Account as well as the Assigned branch & policy.
Every transaction with the category ‘Special Jatim Policy’ created by employees of the Kediri Branch will use the East Java Wallet Account.
B. Managing Accounts for Cards Transactions
To manage Accounts for Cards admin transactions, you can follow these steps.
- Go to the Card menu.
- Then click “Add card”.
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Then complete the following data. In the Account section, you as a Card admin will only see Accounts assigned to you.
- Learn more about how to add a new Card here.
- If you have the role of Super admin, you can see all other Accounts connected to you.
- If you have the role of Card admin assigned through the User menu, you can see all Accounts.
- If you have the role of Card admin assigned through the Account menu, you can only see Accounts assigned to you. - Next, the Card with the assigned Account will appear on the following page.
- To perform a Top up, click “View detail”.
- Then select Top-up card balance.
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Here you will see the Balance of the Account connected and assigned to you as a Card admin role. Then, enter the amount of balance to top up.
If the Card is deactivated, the remaining balance on the Card will be returned to the related Account.
C. Managing Accounts for Bills Transactions on Website and Mobile
To manage Accounts for Bills transactions, you can start by following these steps.
The role of Bill payment maker (assigned through the Workflow menu) can determine the Account for each Bills transaction.
Go to the Bills menu, then in the Bills tab, click “Manage bills”.
On the following page, click “Actions” on a Bills transaction that is not yet connected to an Account and has the status Awaiting payment.
- Next, click “Create payment”.
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A Create payment request form will appear. In the Account section, specify the account you want to link to the related Bills transaction.
Learn more about managing Bills in Mekari Expense here.
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The Account will be directly linked to the Bills transaction.
- One Bills transaction can only be linked to one Account.
- If you make a Partial payment, the second payment will still use the Account used for the first payment. -
For Bills transactions on Mobile, you can also manage the account when creating a payment request. Here, you can specify the Account you want to link to the related Bills mobile transaction.
- One Bills mobile transaction can only be linked to one Account.
- If you make a Partial payment, the second payment will still use the Account used for the first payment.
D. Viewing Transaction List
To view transactions processed using the created Account, follow these steps.
- Select one of the created Accounts. Then click “Action”. Then select "View transactions list".
You will be directed to the Transactions menu. Here you can monitor all transaction processes on this page.
On this page, the Account column created previously in the Accounts menu will be visible.
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If you select a transaction, you can see more detailed information about the transaction.
- If the Claim category is changed to a Claim category assigned to another account, the Account will automatically change.
- If there are ongoing transactions but the related Account is deactivated, any refund or other balance disbursements will still use the deactivated Account. - Additionally, the Account column can also be monitored via the Trips page.
E. How to View Balance Ledger
To view the Balance Ledger page, follow these steps.
- Select one of the created Accounts. Then click “Action”. Then select "View balance ledger".
- You will be directed to the Balance page. Here you can monitor the Balance, Pending balance, Money in, and Money out of the selected Account.
F. Top up Balance on Account
To perform a Top up on an Account, follow these steps.
- Select one of the created Accounts.
- Then click “Top up balance”.
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Then, as a Super Admin, you can select the Account name you want to Top up.
The Account holder role can only Top up accounts assigned by the Super Admin and Admin.
- Select the target bank and click the “copy” icon to copy the Virtual Account Number.
G. Deactivating an Account
You can deactivate an Account by following these steps.
- On the Account you want to deactivate, click “Actions”.
- Then select “Deactivate Account”.
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A pop-up notification will appear containing information about the Account still connected to Cards that are still active. If those Cards are later deactivated, the remaining balance on those Cards will be returned to the previously connected Account that is now deactivated. If you are sure to proceed with deactivation, click “Deactivate”.
Once deactivated, the Policies and Branches related to the Account cannot perform new transactions. In this case, the related Policies and Branches will be linked to the Main account.
That is how to manage Multi Accounts. Next, also learn how to manage the Transaction menu here.