PEX - Fuel Transactions¶

Overview¶

This guide walks through the process of coding and approving fuel transactions on PEX cards. Proper transaction coding ensures accurate financial reporting and helps maintain organized records of fuel expenses.

Procedure¶

Accessing Transactions¶

1. Navigate to the PEX Dashboard Transactions Page

Access the PEX card transaction management system through the official dashboard URL.

Reviewing and Editing Transactions¶

2. Select the Transaction to Review

Click on the "Not Reviewed" status to begin the review process for the selected transaction.

3. Access the Edit Function

Click the "EDIT" button to modify the transaction details.

Setting Transaction Details¶

4. Access the Projects Dropdown

Click on the dropdown menu labeled "Projects" to view available project options.

5. Ensure No Project is Selected for Fuel Transactions

For fuel transactions specifically, you should leave the project field empty (no project selected).

6. Enter Employee Name in Description Field

Click on the "PEX Description" field and enter the employee's first and last name.

Format: [First Name] [Last Name]
Example: John Smith

7. Save and Submit the Transaction

Click the "SAVE & SUBMIT" button to apply your changes and move to the next step.

Approving the Transaction¶

8. Review the Receipt Attachment

Click on the attachment icon to view and verify the receipt for accuracy before final approval.

9. Complete the Approval Process

After verifying the receipt, click the "APPROVE" button to finalize the transaction.

Transaction Processing Workflow¶

graph TD
    A[Start] --> B[Select Transaction]
    B --> C[Click Edit]
    C --> D[Ensure No Project Selected]
    D --> E[Enter Employee Name]
    E --> F[Save & Submit]
    F --> G[Review Receipt]
    G --> H{Receipt Accurate?}
    H -->|Yes| I[Approve Transaction]
    H -->|No| J[Flag for Review]
    I --> K[Complete]
    J --> L[Contact Employee]
    L --> C

Process Checklist¶

• Navigate to PEX transaction dashboard
• Select transaction with "Not Reviewed" status
• Click Edit button
• Check Projects dropdown (ensure none selected for fuel)
• Enter employee name in PEX Description field
• Save and submit changes
• Review receipt for accuracy
• Approve transaction