How to set up a memo policy and add a memo?

What is the purpose of a memo? 

Employers must provide the tax authorities with sufficient information to verify expenses over a certain amount, including the cost, date, time, location, and reason. To meet this requirement, Mesh Administrators may create a policy that requires receipts and memos to be added to cards, budgets, travel policies, or individual transactions. This not only ensures compliance but also helps to clarify matters during the reconciliation process. 

How to set up the company's memo policy? 

Navigate to the 'Company Settings' page, scroll down to the 'Cards and Budgets' section, click the 'Manage settings' button, customize the memo requirements for different budgets (e.g., General Purpose, Subscriptions, Fuel and Travel) and click the Save button to save the preferences. 

A receipt policy enables organizations to define a monetary threshold that prompts users to attach receipts to their transactions. Even without a receipt policy in place, you can still require a receipt and memo when issuing a card or at the transaction level, as an Admin. This can also be configured at the Spend Category level. In fact, the hierarchy of enforcement is: Spend Category, Memo Policy, and then Card Policy.

How to add a memo?

Employees can add memos to their own transactions. Power users, such as those with an Admin profile and the appropriate permissions to view all transactions, can add memos to both their own and others’ transactions. In addition, they have the ability to require memos at the transaction level, even if not mandated by policy.

When a memo is required, a red 'Missing Memo' indicator will appear in the Memo column. To add a memo, simply click this area and enter the required text. Alternatively, you can open the transaction, input the memo, and click "Close" to save it. The page also features a Memo filter to help users quickly locate transactions with or without associated memos.

Once added, the Memo column will include this information. 

How to remind users to add receipts and memos? 

It is possible to send a reminder for a specific transaction that is missing a receipt and memos.  

1. Administrators can navigate to the 'Transactions' page, click on the three-dots icon next to a transaction, and then on 'Receipts and memo reminder'. 

2. Administrators can navigate to the Transactions page and click on the three dots icon in the upper right corner. From there, select Receipts and then click 'Receipts and memo reminders'.

Notes:

• Mesh previously provided the option to add memos to a transaction, which was referred to as 'notes'. However, Mesh has recently made a slight change in both the name and functionality, and it is now called Memo.
• Certain financial activities, such as deposits, do not support adding receipts or memos.
• The memo text is synced to the ERP in the same manner notes were synced in the past.