Transaction requirements ensure that key information is collected before fleet card purchases, helping fleet managers and accounting teams track expenses and maintain accurate financial records.
Overview
Transaction requirements are details cardholders must provide before completing a purchase with their fleet card. These requirements improve expense tracking, support accurate reporting, and make reconciliation easier.
- Better oversight: Transaction requirements give managers important context for each purchase. This allows them to monitor spending habits and ensure purchases align with company policies.
- Accurate accounting: Capturing required details helps ensure expenses are categorized correctly. This improves reporting accuracy and supports timely reimbursement or reconciliation.
- Customizable fields: Fleet managers can configure requirements to match the business’s operational and accounting needs. This flexibility allows companies to track specific project codes, departments, or categories.
- Simplified auditing: Collecting required information upfront makes audits faster and easier. Complete records also help maintain compliance with internal and external requirements.
Basics
Transaction requirements are details that cardholders must provide before completing a purchase with their fleet card. These requirements give managers and accounting teams the necessary context to track expenses, categorize transactions, and maintain accurate records. By ensuring these details are captured, fleets can simplify reconciliation, support compliance, and prevent reporting errors.
Transaction requirements and management
Required transaction details
Fleet managers can configure what information cardholders must provide at the time of purchase. Common requirements include:
- Vehicle number: Identifies the vehicle involved in the purchase. This information can be auto-filled through the Vehicle Gateway.
- Odometer reading: Records mileage at the time of purchase to support usage tracking and maintenance planning.
- Custom fields: Managers can create additional fields, such as Job ID, transaction category, or GL code, to meet business or accounting needs.
- Receipt: Proof of purchase. Unlike other fields, the receipt can be uploaded after the purchase is complete.
Managing transaction information
- All required transaction details, except receipts, must be entered before completing a purchase.
- Cardholders can edit transaction information in the Motive Driver App for up to seven days after the purchase.
- Fleet managers can update transaction details at any time in the Motive Dashboard.
FAQs
Why do I need to enter transaction requirements before a purchase?
To ensure accurate tracking, compliance with company policy, and reliable financial records.
Can I skip entering the required information and fill it in later?
No. All required fields, except the receipt, must be completed before the purchase.
How do I edit transaction details after a purchase?
You can edit transaction details within seven days in the Motive Driver App. Fleet managers can make edits anytime in the Motive Dashboard.
What types of custom fields can be added?
Fleet managers can add fields like Job ID, transaction category, or GL code.
Is uploading a receipt mandatory?
It depends on your company’s policy. Receipts can be uploaded after the purchase.
Who can set or change transaction requirements?
Only fleet managers and admins can configure or update transaction requirements
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