This feature empowers companies to effectively review employee transactions and flag them if they do not comply with expense policies. With Transaction Review, you can ensure greater financial control and security within your organization.
Activation and Configuration
To get started, activate the Transaction Review module under Settings > Modules. Once activated, you can choose the review criteria and options that suit your organization's needs.
By default, all transactions made after the 1st of the current calendar month require review. You can tailor this by activating “Limit Review to transactions assigned to teams”. As a result, unassigned transactions will not require a review and will not be marked as such. You can also choose to deactivate the feature for specific teams in the Teams page.
If you enable the "Mandatory Review For Export" option, transactions can only be exported to your accounting system after prior approval.
Review Process
Team Managers:
In the Cardholder App, Managers can review transactions assigned to their team by clicking on the Needs Review tab under Transactions. Here's how the process unfolds:
Approving transactions: In the list, managers will see all transactions of their team that still require a review. Clicking on approve will change the review status of the transaction and remove it from the managers's Needs Review to-do list.
Flagging Transactions: If a transaction requires further attention, managers can flag it. They can also add explanations in the note field. A flagged transaction will disappear from the Needs Review tab as well.
Depending on the configuration of your account, there are different “Flag Reasons” that can be selected for a transaction:
Out of Policy: This is the default flag reason. An “Out of Policy” transaction is a business expense that has violated an internal company policy. Despite breaching the policy, the transaction is still considered a business expense and will be recorded accordingly in the company’s accounting exports.
Private Expense: “Private Expenses” are personal transactions made using a Pliant card that are not related to business activities. These expenses are booked accordingly in the company’s accounting exports. Therefore the cardholder is not required to submit accounting information or receipts for them.
Changing Transaction Status: Managers have the ability to approve a flagged transaction or flag an approved one, maintaining flexibility in the review process.
Resetting Reviews: If needed, managers can reset the review status of a transaction to “Needs review”.
Note: Make use of our multi-select functionality to easily approve or flag transactions in bulk. Reviews can also be done easily on-the-go via the pliant mobile app.
Admins and Owners:
The Needs Review tab in the Admin App presents all transactions from your organization that require a review. Easily find relevant transactions by applying the available filters.
Admins and Owners can use this tab to review
Transactions on behalf of the team managers
Transactions of team managers themselves
Transactions without teams
Flagged transaction followup
To monitor flagged transactions, navigate to the Transactions page in the Admin app and select the Flagged subpage to view all unresolved flagged transactions.
If a flagged transaction was resolved outside of the Pliant platform, Admins, Owners, and Team Managers can mark the private expense as Resolved.
User Roles and Review Eligibility
This feature caters to four user roles: Managers, Owners, Admins and Accountants. Admins, Owners and Accountants can review all transactions, including their own. However, Managers cannot review their own transactions; they can only review those of their team members. Admins, Owners and Accountants review transactions within the Admin App under Transactions.