How to configure settings for receipts, memos, and transaction approvals?

Power users (e.g., Users with an Admin profile) can navigate to the Company Settings page, scroll to the 'Cards and Budgets' section, click the 'Manage settings' button, and configure settings for receipts, memos, and transaction approvals. 

Navigate to the desired section:

• General Settings
• Card Type Settings
  • Corporate card
  • Suspend Card Automatically 
  • Automatically submit an expense to approval workflow and set it as Personal

General Settings

The top part of the page includes a 'General settings' section. 

When the first checkbox, 'New budgets will require receipts by default,' is checked, we force receipt attachment by default. Note that this can be done by power users on other levels, such as the Spend Category, Card, and Transaction levels.   

If the second checkbox, 'Allow receipts to be reported as missing', is checked, users with an Employee profile will have the option to mark a transaction or expense accordingly (i.e., No receipt?) and NOT attach a receipt. If they mark a missing receipt, they will be required to report the reason for the missing receipt in the note. 

Card Type Setting

The next section, 'Card type setting', allows you to set up various options that we describe in other articles. Please click the following links to read more about settings that you can configure for receipts, memos, and transaction approvals. 

Note: Although the screenshots depict the functionality on General Purpose card, some of the features are also relevant to other card types such as Subscription, Travel and External cards. 

Corporate Card

Click the following link to learn more about the corporate card feature. 

Suspend card automatically

We’ve recently introduced an option to automatically suspend General Purpose cards if transactions are missing required details for more than X days, with a default of 15 days. This feature helps organizations take corrective action when employees fail to submit essential information such as receipts, spend categories, or memos. The defined threshold (i.e., 15 days in this example) specifies how long employees have to complete the missing details. If this period is exceeded, the employee’s card will be automatically suspended, and a notification will be sent to the card's owner. Once the missing information is provided, the card will be automatically reactivated. 

If the option is checked under 'Cards and Budgets', it will be the default setting for newly generated cards. Admins can uncheck the option if they do not want to reinforce such a policy on a GP card. Admins can also edit existing cards that did not offer such a policy and check the box to apply it. Note that each card can have a different number of days (i.e., not all need to use the default value). 

When the card uses the policy, Mesh will present this information to the card's owner under the Policies section. In the following example, receipt and memo are required by policy, and the card also reinforces a suspension policy. 

Automatically submit an expense to approval workflow and set it as Personal

We’ve recently introduced an option to automatically submit outstanding expenses to the approval workflow after X days, with a default of 15 days. This feature helps organizations take corrective action when employees fail to add information such as receipts, spend categories, or memos to incomplete expenses that are generated from corporate card activity (e.g., AMEX feed) or external card transactions uploaded in bulk. The defined threshold (i.e., 15 days in this example) specifies how long employees have to complete the missing details. If this period is exceeded, the expenses will be forcefully routed to the approval flow and be marked as 'in review' status. 

Note: The 'Automatically mark expense as Personal' option is available only if the 'Automatically submit outstanding expenses for review after X days' setting is enabled. If selected, this option marks such expenses as personal and automatically classifies them as non-reimbursable.