Auto Enforcer

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Install

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Create rules

1

• Click + Create rule.

2

• Add a name.
• Select one of the following to require submission from:
  • Group
    • Note: Your business must have Groups set up to use the Group functionality. For questions on set up, please reference this support article or contact adminsupport@pexcard.com
    • Cardholder

3

• Team member vs. Vendor cards: if you would like to create rules for employee cards only, deselect the “Show vendor cards” checkbox.

4

• Select a group(s) or cardholder(s) you want to auto create a card rule. The following example is provided for a cardholder, but it is also applicable to a group.
• To select a cardholder(s) click on a cardholder name in the “All cardholders” list. Use hold cmnd+click (mac) or ctrl/shift+click (win) for multi selection. If you want to select all cardholders, check the “Select All” button. Note: as a best practice you may want to exclude executives from this list.
  • To search for a cardholder, start typing the name in the Search bar of the “All cardholders” list. Note, only active cards will show. If a desired cardholder is not in the “All cardholders” list, then the cardholder is inactive or does not exist in your PEX account.
  • Once you select cardholder(s) you want to create a card rule for in the “All cardholders” list, click on the right-arrow button to add them to the “Rule members” list.
    • To remove a pre-selected cardholder from the list, click on the cardholder name and the left-arrow button. The cardholder will disappear from the “Rule members” list and appear again in the “All cardholders” list.
    • To clear the “Rule members” list, click “Reset all”.
    
  Note:

  • The system will create cardholder cards only for cardholders that are in the “Rule members” list.
  • If you select a “Group” on the previous step then the system will show only cardholder groups, not Admin groups.

5

• Input a minimum $ transaction amount to fall under this rule.
• If left empty then the rule will apply to every transaction.
  

6

• Skip reviewing purchase reversals and vendor credits.
  • If enabled, Auto Enforcer will not check purchase reversal and vendor credit transactions for rule compliance.

7

• Enter # of days to auto-block cards with missing transaction items.
  • If a cardholder does not add the missing transaction items within the inputted number of days after the transaction is made, the card will be auto-blocked.
  • You can set any amount of days in the range of 1 to 60 days.
  

8

• Enter which admin email address should be notified when cards are blocked for this rule.
  • Emails include a list of transactions along with their missing items.
  • You can be add multiple emails separated by commas (without spaces).
  

9

• Enter # days to warn cardholders before blocking.
  • You can set any amount of days in the range of 1 to 60 days.

10

• Enter which admin email address should be notified when cards are warned for this rule.
  • Emails include a list of transactions along with their missing items.
  • You can be add multiple emails separated by commas (without spaces).
  

11

• Set the rule start date.
  • When cards are blocked cardholders cannot make any purchases.
    

12

• Enable/disable “Require a receipt” toggle.
  • If enabled then a cardholder must attach a receipt to every new transaction they make.
    

13

• Enable/disable “Require a cardholder note” toggle.
  • If enabled then a cardholder must leave a note for every new transaction they make.
  • Notes automatically added by the system (e.g., “Synced to Aplos”) and notes added by an Admin will not satisfy the “Require a cardholder note” condition. The note must be added by a cardholder.
  

14

• Enable/disable “Require a tag(s):” toggle.
  • If enabled then a cardholder must tag every new transaction with a selected tag(s).
    • Make sure you create tags first so that you can select them from a dropdown list. See “How to setup and create tags with Tag manager” if you have no tags created yet.
    • You can add more than one required tag by clicking “Add PEX Tag”.
    • Remove a tag if you don’t require it from your group(s)/cardholder(s).
    

15

• Enable/disable rule on creation.
  • If enabled, the card rule will take effect immediately after you click “Create”.
  • If disabled, the card rule will not take effect after you click “Create”. It will only be saved as a draft until you enable it.
  

16

• Click Create to add a rule.
  • After confirmation, you will be redirected to the tab “Card rules”.
  • The rule will appear in the rules table under the “Card rules” tab.

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Run rules

1. Ensure the rule is enabled.
   • If it is not, click the toggle to enable it.
     
2. Enable automatic execution of rules.
   • When enabled, Auto Enforcer will run rules against transactions every six hours. If disabled, Auto Enforcer will not run rules against transactions automatically.
     
     • For testing purposes or to run the rule(s) against transactions immediately, click the “Execute” button under the Manage tab.
     

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View rules

• Card rule name
• Team members
  • If there are multiple team members, click on the number to view the others.
• Days
  • A number of days after which a card with missing transaction items will be auto-blocked.
• Status

• Create a card rule by clicking ”+ Create rule”.
• Edit a card rule:
  • In the table, check the card rule you want to edit.
    • Click “Edit”.
    
    OR
    • Click on the three-dot menu.
    • Select “Edit”.
    
    • If there is at least one blocked by Auto Enforcer card then clicking “Edit” will prompt a confirmation message.
      • Click “No” if you would like to leave the cards blocked until the rule is satisfied or you manually unblock the cards.
      • Click “Yes” if you would like to unblock the cards blocked within six hours for cardholders to use.
• Delete a card rule:
  • In the table, check the card rule you want to delete.
    • Click “Delete”.
    
    • If there are no blocked by Auto Enforcer cards at the moment then the card rule will be deleted and no longer applied to any group or cardholder.
      • If there is at least one blocked by Auto Enforcer card then clicking “Delete” will prompt a confirmation message.
      • Click “No” if you would like to leave the cards blocked until the rule is satisfied or you manually unblock the cards.
      • Click “Yes” if you would like to unblock the cards blocked within six hours for cardholders to use. You can recover deleted rules. Here’s how:
        • Click on the three-dot menu -> select “Show deleted”.
          
        • Select a deleted rule that you want to recover.
        • Click “Edit rule”.
        • Uncheck “Rule deleted”.
          
        • Adjust the date.
          
        • Click “Update”.
• Enable a card rule:
  • Click on the three-dot menu.
    • Select “Enable”.
    
    OR
    • Go to the “Enabled” column and turn on the rule.
    
• Disable a card rule:
  • Click on the three-dot menu.
    • Select “Disable”.
    
    • If there is at least one blocked by Auto Enforcer card then clicking “Disable” will prompt a confirmation message.
      • Click “No” if you would like to leave the cards blocked until the rule is satisfied or you manually unblock the cards.
      • Click “Yes” if you would like to unblock the cards blocked within six hours for cardholders to use.
• Sort the card rules by name.

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History

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Manage

• View the time of last execution.
• Execute now.
  
• View execution history.
  • Sort by the Started column.
    • Filter items in the Started, Duration and Status columns.
    • View number of cards blocked/unblocked.
      • Click on the cell to review details.
    • View number of non-compliant transactions.
      • Click on the cell to review details.
    • Customize which columns are visible or hidden.
    • Refresh history data.
    
• Enable/Disable automatic execution. If enabled, Auto Enforcer will run rules against transactions every six hour
  
• Disconnect.
  • If you disconnect the app then:
    • All cards that are blocked by Auto Enforcer at the moment will remain blocked until you manually unblock them.
    • Auto Enforcer will only check for transactions, not fees or transfers/bill payments

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FAQ

What transactions does Auto Enforcer run my rules against?

Auto Enforcer runs your rules only against:

• Active cards’ transactions.
• Settled transactions.
  • Auto Enforcer uses the transaction settlement time to determine the date and time for sending warnings and applying blocks.
• Transactions in the Not Reviewed and Rejected statuses.
• Purchase transactions.
• Transactions on a go forward basis (excluding transactions made prior to the cardholder/group inclusion to the rule).

Does Auto Enforcer run my rules against fraud credits and fraud credit reversals?

No. Auto Enforcer does not run your rules against chargeback credit, chargeback credit reversal, dispute credit and dispute credit reversal transactions.

When will Auto Enforcer send warning messages if "Automatic Execution" is enabled?

Auto Enforcer sends warning messages daily starting from the day you set to warn cardholders with missing transaction items. This occurs daily if “Automatic Execution” is enabled or if you manually run execution each day. Messages stop when the cardholder adds missing transaction items or the card is blocked, whichever happens first. Consider this example:

• On Dec 10th, you set the rule to warn cardholders with missing transaction items after 7 days
  
  and block cardholders with missing transaction items after 10 days.
  
• The rule requires a cardholder to add a receipt within 10 days of the transaction.
• “Automatic Execution” is enabled.
  
• The cardholder makes two transactions on Dec 11th:
  • Transaction A at 8AM
  • Transaction B at 3PM
• The cardholder does not add a receipt to either transaction.
• On Dec 18th (7 days later), both transactions are non-compliant, and the cardholder receives a warning message.
  • Even though the transactions occur at different times, the cardholder will receive only one warning on Dec 18th (for example, at 10 AM), including both transactions. At that time:
    • Transaction A will be 7 days and 2 hours old.
    • Transaction B will be 6 days and 19 hours old.
  • PEX does not send a separate warning for each transaction to avoid excessive emails.
• On Dec 19th and 20th, the cardholder continues to receive warning messages as both transactions remain non-compliant.
  • One warning message per day.
• On Dec 21st, Auto Enforcer will block the card if at least one transaction remains non-compliant.

When will Auto Enforcer send warning messages and block the card if "Automatic Execution" is disabled and I do not run manual execution daily?

Consider this example:

• On Dec 10th, you set the rule to warn cardholders with missing transaction items after 7 days
  
  and block cardholders with missing transaction items after 10 days.
  
• The rule requires a cardholder to add a receipt within 10 days of the transaction.
• “Automatic Execution” is disabled.
  
• The cardholder makes two transactions on Dec 11th:
  • Transaction A at 8AM
  • Transaction B at 3PM
• The cardholder does not add a receipt to either transaction.
• On December 22nd (11 days later), both transactions remain non-compliant, and you run a manual execution.
  • Even though 10 days have passed and the card should be blocked, Auto Enforcer will not block it immediately, as no warning message has been sent yet to give the cardholder a chance to add the missing items.
  • The cardholder will receive a warning on December 22nd (for example, at 10 AM), including both transactions.
• On December 23rd, 24 hours after the warning is sent, Auto Enforcer will block the card if at least one transaction remains non-compliant and you run a manual execution.
  • If you do not run a manual execution on December 23rd, the card will not be blocked that day.

Why did Auto Enforcer not block the card?

There might be a couple of reasons why Auto Enforcer did not block the card:

• A rule(s) is disabled.
  • Ensure the rule is enabled.

• Automatic rule execution is disabled.
  • Ensure that the automatic rule execution is enabled. When enabled, Auto Enforcer will run rules against transactions every six hours. If disabled, Auto Enforcer will not run rules against transactions automatically.

• Every transaction is compliant with a rule.
• Auto Enforcer does not block a card immediately if no warning message has been sent first. Refer to the next question for details.
• The timeframe after which Auto Enforcer will verify transaction compliance hasn’t elapsed yet. You can set any amount of days in the range of 1 to 60 days.

Will a card be blocked immediately if a transaction is non-compliant?

Auto Enforcer does not block a card immediately if no warning message has been sent first. If it has been already sent, Auto Enforcer will block the card immediately.For example, if:

• Your rule requires blocking cardholders with missing transaction items after 10 days.
• You don’t run execution daily.
• It is already the 11th day.
• You run a manual execution.
  • Even though 10 days have passed and the card should be blocked, Auto Enforcer will not block it immediately. A warning message must be sent first to give the cardholder a chance to add the missing items.

What happens if I manually unblock the card blocked by Auto Enforcer?

Auto Enforcer will still recheck the transactions that caused the initial block. Consider this example:

• Your rule requires blocking cardholders with missing transaction items after 10 days.
• You don’t run execution daily.
• It is already the 11th day.
• You run a manual execution.
  • Even though 10 days have passed and the card should be blocked, Auto Enforcer will not block it immediately. A warning message must be sent first to give the cardholder a chance to add the missing items.
• The cardholder does not add the missing items to all non-compliant transactions.
• It is now the 12th day.
• You run a manual execution.
• Auto Enforcer blocks the card.
• On the 13th day, you manually unblock the card.
• It is now the 14th day.
  • You run a manual execution again.
• Auto Enforcer rechecks the transactions that caused the initial block on the 12th day and finds that they are still missing items.
  • However, Auto Enforcer will not block the card immediately. Instead, the cardholder will receive a warning.
• On the 15th day, 24 hours after the warning is sent, Auto Enforcer will block the card if at least one transaction remains non-compliant and you run a manual execution.
  • If you do not run a manual execution on the 15th day, the card will not be blocked that day.

What happens to transactions that were previously below the amount threshold but now fall under it due to a rule change?

Auto Enforcer will check such transactions for compliance. Consider this example:

• Apply a rule if the transaction amount is < $30.00
• Transaction A amount is $20.00
• Transaction A is not checked by Auto Enforcer.
• The rule is changed to apply to all transactions with amount < $15.00
• Auto Enforcer will check transaction A for compliance.

When will the card be blocked?

Cards will be blocked that number of days from the swipe (authorization), up to the nearest Noon ET. For example, if the rule is for 2 days (like in the screenshot below) and a cardholder swiped at 10am on 2/1, the card will lock at 12pm on 2/3. If the cardholder swiped at 2pm on 2/1, the card will lock at 12pm on 2/4.

Why is my cardholder's card still blocked?

Your cardholder’s card may still be blocked because there is at least one transaction still violating the rule: the cardholder hasn’t added missing items. For example, if:

• Cardholder made 5 transactions.
• 2 out of 5 transactions violate a rule: transaction A and transaction B.
• Auto Enforcer blocks the card.
• Cardholder adds missing items to transaction A.
• Card remains blocked as long as transaction B still lacks missing items.

When will the card be unblocked?

The card will be automatically unblocked:

• Within six hours after a cardholder added missing items to a transaction(s) responsible for the initial block.
• After 60 days. Auto Enforcer will check the card for a rule compliance only up to 60 days included from a time when Auto Enforcer blocked the card because it violated the rule. Consider this example:
  • Rule A requires a cardholder to upload a receipt and tag a transaction within 20 days after a transaction is made.
  • A cardholder makes a transaction A, tags it, but fails to upload a receipt.
  • After 20 days, Auto Enforcer blocks the card because transaction A is missing the required receipt.
  • 60 days later, the cardholder still hasn’t added a receipt for transaction A.
  • The card will be automatically unblocked, though, it still has a non-compliant transaction.

Note:Auto Enforcer will automatically unblock cards in the scenarios above only if the “Automatic execution” is enabled.

Are there any other ways to unblock the card sooner?

Yes. You can:

• Manually unblock the card by changing the status from Blocked to Active.
• Edit a rule on a card and confirm that you would want to unblock the blocked card(s) instantly for cardholders to use.
• Disable a rule on a card and confirm that you would want to unblock the blocked card(s) instantly for cardholders to use.
• Delete a rule and confirm that you would want to unblock the blocked card(s) instantly for cardholders to use.

What happens if I disconnect the app?

If you disconnect the app then:

• All cards that are blocked by Auto Enforcer at the moment will remain blocked until you manually unblock them.
• Auto Enforcer will not run rules against any transactions.

Can I CC more than one email address?

Yes, you can. Simply add multiple email recipient addresses, separated by commas (without spaces), in the CC fields. This ensures that everyone is notified when your cardholders receive warning and auto-block card emails.

What happens if a cardholder loses their receipt?

We recommend creating a company policy for lost or missing receipts. At PEX, we have a standard form that cardholders will upload to the purchase. Any PDF or image added to the purchase will count as an attachment.

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SUPPORT