Reviewing Transactions

Monitoring Motive Card transactions is essential for maintaining financial security and transparency within your fleet. This article explains how to check transaction history, review suspicious activity, and download or schedule reports for ongoing oversight.

Overview

Keeping a close eye on Motive Card transactions helps prevent fraud and supports compliance. This guide explains how to review flagged transactions, filter transaction history, and automate reporting.

• Fraud prevention: Monitoring transactions regularly allows you to quickly identify suspicious activity. Taking prompt action helps protect your business from fraudulent charges.
• Easy auditing: Filtering and reviewing all card usage details in one location makes the audit process faster. Having complete records available in the dashboard also improves accuracy.
• Automated reporting: You can schedule recurring transaction reports to be delivered directly to your inbox. This ensures you have updated information without needing to run manual reports.
• Improved oversight: The Motive Dashboard allows you to take action on transactions immediately. This real-time control helps you address issues and maintain compliance.

Viewing transaction history 

1. Log in to the Motive Dashboard and go to Cards > Overview.
2. The Overview tab provides an overview of Total Spending, Rebates, Missed Savings, Suspicious Spend, and Fraud Protection Amt.

3. Click Transactions to get an overview of your driver’s transaction history.

4. Click the Search by cardholder filter to view the transactions of a specific cardholder.
5. Click the Purchase date and Posted date filter to view specific transactions.

6. Use the Date filter to view the transactions between a set date parameter or the entire history of the card.

Downloading transaction history 

1. To download the transaction history report, click the download icon.

CSV Report 

The report gets downloaded as a CSV file that includes the following details: 

• Transaction date: The date when the card transaction is made.
• Transaction time (billing timezone): Time when the card transaction is made.
• Posted date: Transaction posted date.
• Posted time (billing timezone): Transaction posted time.
• Cardholder: Name of the cardholder. 
• Driver ID: Driver ID of the Driver/cardholder.
• Vehicle ID: Vehicle used at the time of the transaction.  
• Merchant name: Name of the merchant where the transaction is made. 
• Merchant ID: ID of the merchant. 
• Merchant category code: Attributed as MCC of the merchant location.
• State: Current jurisdiction information.
• Status: Transaction status (pending, posted, declined, etc.)
• Amount (in $): Gross amount for the transaction.
• Savings (in $): Total savings for the transaction.
• Net amount (in $): Amount minus the savings.
• Invoice number: The Number of the invoice in which the transaction is billed.
• Network: In-network / out-of-network / direct discount.
• Category: Category of purchase (diesel, gasoline, food, parking, tolls, etc.)
• Groups: Groups associated with the cardholder.
• Comments: Any additional information provided by Motive.
• Decline reason: Reason for the transaction being declined. 
• Flagged reason: Reason for the transaction being flagged.
• Notes: Notes associated with the transaction.
• Category 1: Category of purchase for item 1 in the transaction (diesel, gasoline, misc, etc)
• Item cost 1: Gross amount for item 1.
• Item savings 1: Savings for item 1.
• Item net amount 1: Cost 1 minus savings 1.
• Mastercard product description 1: Description of product code 1.
• Item description 1: Description available in level 3 data for Item 1.
• Unit of purchase 1: The unit of purchase (gallon, liter, etc.).
• Quantity 1: Quantity purchased of item 1.
• Price per unit 1: Item net amount 1 / quantity 1.
• Per unit savings 1: If quantity is available, savings are calculated per unit.
• Additional rebate per unit 1: If eligible, additional rebates are calculated per unit.
• Your price 1: Effective net price paid per unit after considering all savings. 
• Category 2: Category of purchase for item 2 in the transaction (diesel, gasoline, misc, etc)
• Item cost 2: Gross amount for item 2.
• Item savings 2: Savings for item 2.
• Item net amount 2: Cost 2 minus savings 2.
• Mastercard product description 2: Description of product code 2.
• Item description 2: Description available in level 3 data for Item 2.
• Unit of purchase 2: The unit of purchase (gallon, liter, etc.)
• Quantity 2: Quantity purchased of item 2.
• Price per unit 2: Item net amount 2 / quantity 2.
• Per unit savings 2: If quantity is available, savings are calculated per unit.
• Additional rebate per unit 2: If eligible, additional rebates are calculated per unit.
• Your price 2: Effective net price paid per unit after considering all savings. 
• Category 3: Category of purchase for Item 3 in the transaction (diesel, gasoline, misc, etc).
• Item cost 3: Gross amount for item 3.
• Item savings 3: Savings for item 3.
• Item net amount 3: Cost 3 minus savings 3.
• Mastercard product description 3: Description of product code 3.
• Item description 3: Description available in level 3 data for Item 3.
• Unit of purchase 3: The unit of purchase (gallon, liter, etc.).
• Quantity 3: Quantity purchased of item 3.
• Price per unit 3: Item net amount 3 / quantity 3.
• Per unit savings 3: If quantity is available, savings are calculated per unit.
• Additional rebate per unit 3: If eligible, additional rebates are calculated per unit.
• Your price 3: Effective net price paid per unit after considering all savings.

Viewing the transaction details report

1. In the Motive Dashboard, go to Reports > Cards > Transaction details.

Scheduling transaction history 

1. To schedule the transaction history, go to the Reports > Cards > Transactions Details.

2. The transaction details report contains transactions within the selected time frame.

3. Click the three-dot menu and click Schedule. 

4. Add the Schedule name, Recipients, then change the schedule to Billing cycle period to schedule transactions for the previous billing cycle > click Schedule to save.

5. Once a billing cycle ends, the transaction details report is sent directly to the recipient's email.

Reviewing suspicious transactions

Fleet admins and fleet managers can review and act on suspicious transactions from the Action Center or by using filters in the Motive Dashboard.

1. In the Motive Dashboard, go to the Action Center to view flagged transactions.
2. To filter, go to Cards > Transactions and apply the Flag reason filter to show only suspicious activity.

3. Click a flagged transaction to open the Transaction Details panel.

4. From here, fleet admins can: 

• Mark as reviewed to acknowledge and clear the flag.
• Freeze the card to immediately prevent further use if fraud is suspected.
• Remove the flag if the transaction is verified as legitimate.

Monitoring transactions

You can view and filter all Motive Card transactions to monitor spending and locate specific activity.

1. In the Motive Dashboard, go to Cards > Transactions.
2. Use filters to narrow results by Cardholder (employee name or card number), Purchase date or posted date, Status (Pending, Declined, Approved).

3. Click a transaction for more details, including merchant, amount, and status.

Viewing and editing flagged non-fuel purchases 

Motive’s AI categorizes items from non-fuel transactions and flags them for fleet managers to review and edit transactions. 

To review a flagged transaction: 

1. Log in to the Motive  Dashboard and go to Cards > Transactions. 
2. Use the filter Flag reason > Non-fuel item purchased at fuel stop > Needs review. 

3. Select the desired transaction from the list and review categorization by Motive’s AI. If the categorization is inaccurate, click Edit. 

4. Review and update Item, Category, Quantity, Amount > click Save. 

5. If the card was misused and the cardholder made a non-fuel purchase, click Yes next to Was the card misused?

6. Add a note with the details of the misuse > click Confirm. 

FAQs

Share this with others