As the Voly Mastercards are integrated into the platform, your transactions will automatically be captured in Voly as soon as you make a transaction.
All you have to do is process your transactions: add the receipt and allocate the spend against an expenditure category. You can process your transactions on the desktop version of our platform or the mobile app.
Processing your Voly Mastercard Transactions
1. On the Banking page, click on the arrow next to your card name to display your multiple currencies. Here, the currencies on your card will show with the amount of Unprocessed Items belonging to that currency. Click on the number displayed, and this will take you to your list of unprocessed card transactions.
2. Click on Process/Pre-process alongside each transaction.
Please note: If the transactions are in pink with a ‘Pre-process’ button, it means we are waiting for the transaction to be settled by the merchant. You can still pre-process the transaction.
3. Fill in your transaction information.
Select the expenditure category from the drop-down menu or type it in the search bar
Upload the receipt
You can change the description and add the department, supplier and invoice number as optional fields
You can add split lines if required.
4. Once ready, click Process Purchase
Process Voly Mastercard Cash Withdrawal
As the Voly cards are integrated into the platform, any cash withdrawals made with your card will automatically be imported into Voly. Like any other transaction, you will need to process any cash withdrawals and credit your cash account with the amount you have withdrawn.
1. On the Banking page, click on the arrow next to your card name to display your multiple currencies. Here, the currencies on your card will show with the amount of Unprocessed Items belonging to that currency. Click on the number displayed, and this will take you to your list of unprocessed card transactions.
2. In the list, click on Process/Pre-process alongside the cash withdrawal.
If the transactions are in pink with a ‘Pre-process’ button, it means we are waiting for confirmation from the merchant. You can still pre-process the cash withdrawal.
3. Record any ATM fee charged and deduct it from the cash withdrawn, if applicable
In ‘Cash Account of’, select the cash account holding the cash
Add the receipt
Change the description if needed
4. Once ready, click ‘Process Cash Withdrawal’. Your cash account will be credited as soon as the transaction settles. You can still add cash transactions to your cash account while waiting for the cash withdrawal transaction to settle.
Record ATM fees after recording the Cash Withdrawal
Any ATM fees will be included in the total cash amount withdrawn when the cash withdrawal transaction is uploaded onto the Voly platform.
You will be able to record any ATM fees when processing your cash withdrawal transaction on the desktop platform.
To record any bank fees after processing the cash withdrawal from your card, go to the Desktop platform.
1. On the Banking page, go to your Cash account.
2. Click New Bank Transaction.
3. Enter any details (the transaction type will be Account Charge by default), then click Add Transaction.
The account fee is now showing in your cash account, and your cash balance has been updated.
Pre-process vs. Process Voly Card Transactions
Some transactions might still be pending by the time they are uploaded onto the Voly platform. It means that we are yet to receive the settlement confirmation from the merchant.
These pending transactions will show as ‘AUTH’ in your list of unprocessed transactions.
Should I pre-process all “Auth” transactions?
• You can still pre-process these transactions (the same way you process transactions). We would suggest only pre-processing transactions that you know are genuine transactions.
• If you know that the transaction is related to a pre-authorisation (e.g. hotel pre-authorisation, rental car deposit), we would suggest not to pre-process the transaction. Once released, the transaction will drop. You can then process the finalised transaction.
• Sometimes authorisations may be duplicated. This might, for example, be caused by card machines losing signal. If you know which transaction is genuine, you can process it straight away and leave the other one. Alternatively, you can wait until the transaction is settled to process it.
• If you do choose to pre-process all transactions, don’t worry, only genuine transactions that are matched with a “statement” line will affect reporting. Once matched, the transaction will leave your list of ‘Unprocessed Transactions’.
Please note: the pre-processed transaction will not appear in reports until it is settled.
Currency Alignment on your Voly Mastercard Transactions
There may be occasions where you have money on your Voly Mastercard, but not in the currency you are making your purchase in.
When this happens, the card will automatically transfer the amount required for the purchase into the currency you are using. This will be logged on your Voly Mastercard as a 'Currency Alignment'.
Currency Alignments require no additional input from you, as they happen in the background of your actual transaction. You will see the figures being deducted and added between the two currencies.
For example, if I were making a purchase in GBP and only had Euros on my card, the system would automatically transfer the funds.
EUR Currency
You would then see the transfer on both currencies when viewing the card statements.
GBP Currency
Voly Mastercards: Not matched transactions
Not matched transactions will show in grey in your list of card unprocessed transactions, and are the transactions that dropped after you have pre-processed them or settled transactions that have changed.
If you see ‘Not matched’ transactions in your card transactions list, don’t worry: the transactions that have not been matched will automatically drop off and be removed from your list of transactions after 30 days.
If you need to retrieve information or the receipt from the transaction, just do so within 30 days.
Card and float balances – Available vs. Balance
You can view the balance of your Voly Money account and cards on the Banking page on the desktop platform. You can also see your balances on the mobile app home screen.
Alongside the Voly Money account and card(s) on the desktop, you will see a statement balance (shown as ‘Balance’) and an available balance (shown as ‘Available’). If the available balance is different from the statement balance, it will show in orange.
Difference between ‘Statement’ and ‘Available’ balances
Statement balance: The statement balance does not take into account any pending or pre-authorised transactions.
Available balance: The available balance takes into account all pending transactions. These are the physical funds available to spend.
View/Download your Card Statement
1. Go to Banking
2. Click on the card currency you wish to view the statement for
3. Use the filters to select the date range/month
4. At the bottom of the page, you have the option to download the statement in a PDF doc, Excel file or ZIP file. The ZIP will give you an Excel file and all the attachments watermarked with the transaction numbers. Alternatively, you can download the B4B statement, which is available from the 3rd working day of the following month
Still have questions?
Send us a message through the chat icon in the web app, email us or keep looking through our Help Centre for more information