Please view this click-through tutorial for more details: https://app.storylane.io/share/ku4niymtqyan
1. Navigate to the P-Card Section
Click on the "Transactions" tab in RollCredits.
Select the "P-Card" tab.
Click "Create Envelope."
2. Select the P-Card Holder
Open the "User" dropdown menu.
Choose the name of the P-Card holder for whom you’re creating the envelope.
Click "Create & Export."
3. Name and Customize the Envelope
RollCredits will automatically generate a name and number for the envelope.
If desired, you can rename it by clicking inside the "Envelope Name" box.
Choose whether to download the envelope after saving by checking or unchecking the corresponding box.
4. Save and Manage Your Envelope
Once created, the envelope is saved under the selected name.
The associated transactions will be removed from the "Unposted Transactions" folder.
You can access the envelope anytime to re-download files or export transactions as needed.
5. To locate a specific envelope, follow these steps:
Navigate to the left-hand menu.
Click on the "All Transactions" dropdown.
Browse the list of created envelopes.
Select the envelope you want to access.
This will open the envelope, allowing you to view, download, or export its contents as needed.
What Does the P-Card Envelope Export Include?
When you export a P-Card envelope, you will receive the following files:
PDF Report – A detailed, itemized list of transactions, including:
Category
Vendor name
Amount
Total cost
Overall total and category totals
Photos of attached receipts
Excel Spreadsheet (.xlsx) – A structured spreadsheet containing all transaction details.
Receipt Folder – A folder containing all attached receipt images for easy reference.
Hot Budget Formatted Spreadsheet (.xlsx) – A specialized spreadsheet formatted for Hot Budget compatibility.
This export provides a complete financial summary with all necessary supporting documents for easy record-keeping and reconciliation.
How to Delete an Envelope in RollCredits
Follow these steps to delete a P-Card envelope:
Click on the "Transactions" tab.
Select the "P-Card" tab.
Open the "All Transactions" dropdown menu and find the envelope you want to delete.
Click "Delete Envelope."
All of the transactions in the envelope are now back in "Unposted Transactions"
⚠️ Note: Deleting an envelope is permanent and cannot be undone. Make sure to double-check before proceeding.
Can You Export or Download a P-Card Envelope Anytime?
Yes! Once an envelope is created, you can access and re-download the export at any time.
How to Export a P-Card Envelope:
Click on the "Transactions" tab.
Select the "P-Card" tab.
Open the "All Transactions" dropdown menu and find the envelope you want to export.
Click "Export Envelope."
Your envelope will be downloaded, including all associated files and transaction details.
How to Remove a Specific Transaction from an Envelope
Yes, you can remove transactions from an envelope by following these steps:
Click on the "Transactions" tab.
Select the "P-Card" tab.
Open the "All Transactions" dropdown menu and find the envelope you want to edit.
Select the transaction(s) by clicking the checkbox on the far left (you can select multiple transactions if needed).
A pop-up will appear—click the "Pick Bulk Action" dropdown menu.
Select "Remove from P-Card Envelope."
The selected transactions will be removed from the envelope and returned to the "Unposted Transactions" folder.
This allows you to easily manage and adjust your envelopes as needed.
How Envelope Approval Submissions Work in RollCredits
If you have approvals configured for your project, this section explains how approvals work when submitting and reviewing envelopes.
Bulk Submission of Transactions From an Envelope
When you create an envelope and choose a next approver, each transaction maintains its individuality. On the next approver’s side, transactions can be viewed individually, but they will still retain their association with the original envelope. To see just those specific transactions, approvers can use the Needs Approvals view and apply filters for the original envelope.
This ensures that while processing transactions in bulk, the context of the original envelope remains intact and visible for easy tracking and understanding.
Approving Transactions Individually Within an Envelope
When transactions (or receipts) within an envelope are approved one at a time, the system automatically tracks the status of the entire envelope. The envelope itself is considered fully approved only after all included transactions have been individually approved.
This feature provides flexibility to approvers who may wish to review and address transactions incrementally while maintaining consistency across the entire approval process.
Practical Examples
Example 1: Submitting Bulk Transactions
Imagine submitting 10 card transactions in bulk under an envelope named "August Expenses." The approver will see all 10 transactions listed individually in their Needs Approvals view but can identify them as part of the "August Expenses" envelope.
Example 2: Incremental Approval Workflow
If an envelope contains 5 transactions, but only 3 are approved during the first review session, the system will mark the envelope as partially approved. Once the remaining 2 transactions are approved, the entire envelope will be marked as fully approved automatically.
Summary
Bulk submissions do not merge transactions into one envelope; they remain individually visible.
Envelopes are fully approved only once every included transaction is approved.
Approvers can use filtering tools to locate specific transactions within an envelope.