Question 1

What are Corporate Labels and how do I set them up?

Accepted Answer

Corporate Labels are custom to your organisation and can be anything that will assist your accounting processes. Create as many label groups as required and link each individual label to alternative values, such as accounting or tax codes, for easy mapping.

Once set up, Corporate Labels can be attached to card and cash transactions instantly, either by cardholders within the Centtrip app, or by Administrators via the expenses dashboard.

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You can even specify which label groups will be visible to cardholders, allowing you to create separate codes for administrative purposes verus expense submission.

How to create Corporate Labels

Watch 2-minute video -

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Or, follow these steps -

Step 1)

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From your expenses dashboard, visit the CORPORATE LABELS and then click Add label group.

Step 2)

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Enter a name for your first label group and click Add'. As an example, you may want a group for Expense Type, Yacht name, Reconciliation Status or Location.

Step 3)

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Switch the SHOW IN APP toggle to green if you want cardholders to be able to add your pre-set labels to their expenses via the app.

Step 4)

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Click Manage Labels to start adding labels to your label group.

Step 5)

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Enter the name of your first label, e.g. Project 1 and an Alternative Value (optional) and click Add. Repeat this to add your remaining labels to this group. Note - you can also upload labels in batch.

Step 6

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You can now add your corporate labels to transactions via the main EXPENSES screen. Click a transaction and then simply select a label from your corporate label group.

Step 7

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If enabled, cardholders can also attach your preset labels via a quick dropdown in the app. Only the label will visible to cardholders - the alternative value will be stored with the transaction. Share our quick expenses guide with your team.

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How to create labels in batch

Save time by uploading a spreadsheet of labels (and alternative values) into your corporate label groups. You can even export any pre-existing cardholder labels to edit or update and re-upload in batch.

1. Export existing cardholder labels

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Sign in and click to visit 'Manage Expenses'. Then select LABELS from the left hand menu, switch to the Cardholder labels tab and click Download. Edit the downloaded spreadsheet as needed and add alternative values for each label...

2. Import Corporate Labels in batch

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Switch back to the Corporate label groups tab. Locate the group you want to import labels to, or create a new group (see above), then click Import. Follow the complete and upload the label template, or upload your updated cardholder label spreadsheet from the previous step.

Why use Corporate Labels?

Attach instantly - add them to expenses via a dropdown in your desktop account or the app.
Simplified reconciliation - labels can be linked to accounting codes; useful for mapping.
Entirely bespoke - create any custom Label Groups and labels that will assist you.
Improved reporting - add labels to transaction reports and include them in data exports.
Greater accuracy - selecting from your pre-set list of labels means less room for error.

Question 2

How do I view my Centtrip transactions?

Accepted Answer

Administrators can run tailored reports via their desktop account, whilst cardholders can benefit from visibility of all their card activity on the go, via the Centtrip app.

Cardholders

Watch Video -

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From the 'TRANSACTIONS' screen, tap on the magnifying glass icon to expand filters.
Press 'Currency'.
Select the currency you would like to view transactions for.

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Tap on a transaction to view more details.
Scroll down to attach receipts, labels and notes instantly.
Switch to the 'Pending' tab to view transactions which have not yet cleared.

Administrators

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From the Transactions page, choose either Card Transactions or Account Transactions.
If you select Card Transactions, you’ll be able to pick a particular card.
Choose a currency to show the report in and click SUBMIT. You will now be able to view your transaction report online, or export as a PDF or XLS document.
Click into a transaction line to view more details and related documents, such as receipts.

Hints & Tips

Access 'Transactions' via the navigation bar of your desktop account, or click a particular card or account balance from your Centtrip dashboard to instantly view the last 30 days.
As standard, Centtrip reports will exclude transactions from cards which have been closed. To change this, hover over your name in the top right of your account and select Settings from the dropdown. Change ‘View closed cards’ to ‘Yes’ and click MODIFY.
View transactions for multiple, select cards. Click the Centtrip logo to visit your account homepage and scroll down to the CARD BALANCES section. Select the silhouette icon next to any cards you are interested in and click EXPORT.
Once your report has been generated, you can enter a custom start and end date to view up to a year’s worth of transactions, for the time period of your choice. Alternatively, 5-year reports can be run from the CARD BALANCES section of your account homepage.

Question 3

How can I tailor card expenses data?

Accepted Answer

[how-tos][figure]Home in on exactly what you need to see with a range of filters, from viewing transactions with receipts or labels, to multi-select card and currency options.[/figure][figure]Hide or show fields to suit your preferences, for on-screen management and data export.[/figure][figure]View transactions for a custom date range, over as long a period as required.[/figure][figure]Instantly scan all transactions and fields for a particular word, label, phrase or code.[/figure][/how-tos]

Question 4

How do I get started with Centtrip's expense management solution?

Accepted Answer

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Streamline reconciliation processes with our comprehensive card and cash expense management solution. Using the app, cardholders can attach instant photo receipts, labels and notes. These are then available for Administrators to view and reconcile in the via the 'Expenses' and 'Cash' dashboards.

Sign into your account and click 'Manage Expenses' to begin -

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1. Set up your Corporate Labels

Corporate Labels can be linked to accounting codes and added to transactions instantly, either by cardholders via the Centtrip app, or by Administrators.

SHOW ME

2. Share app instructions with cardholders

Once your Centtrip cards have been distributed, you’ll need to ensure your team know how to submit their expenses with the relevant receipts, labels and notes attached. They can add these easily and instantly via our app.

SHARE GUIDE

3. Tailor your expenses data

Apply filters, select custom dates and edit which fields you want to include in your transaction data.

SHOW ME

4. Manage expense receipts, labels and notes

Apply filters to tailor the data shown in your Expense Management dashboard and click a transaction to see more details and manage the expense - view or download the receipt, review labels and notes added by the cardholder, or add your own.

SHOW ME

5. Export PDF statements and reports

Customise the filters and fields in your expenses data and export XLS reports and PDF statements, with or without receipts, in the format that suits you.

SHOW ME

6. Track & Manage cash

Whether your team spend funds from an ATM, or receive a cash top-up, you can now keep track of all your transactions - even those made in cash.

SHOW ME

Question 5

How do I export reports from Centtrip?

Accepted Answer

Manage your business expenditure and save valuable time with our suite of reporting templates. Sign into your desktop account and select Run Reports to begin.

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If you have multiple groups or accounts, you can choose which you would like to include in your report.
Select a custom date range.
View account expenditure across the globe, or focus on a particular currency.
Choose from our selection of ready-made report templates.

Hints & Tips

Select a base currency for your report. Using the dropdown menu to select a base currency will convert your global transactions, payments and spending into your preferred currency, for simpler reconciliation and control.
Include currencies with zero balance and no movement. Tick the checkbox to view all accounts and/or cards in your report, regardless of whether there has been any activity.
Generate an exchange rate report. Get a snapshot view of current exchange rates across all your available currencies. Click EXCHANGE RATE

Question 6

Why was my card transaction declined?

Accepted Answer

You can check the reason for a declined transaction in your desktop Centtrip account.

Sign in and select View Transactions
Use the Select Card dropdown to pick the relevant card.
Choose the transaction currency and select SUBMIT
Scroll down to view transactions for that card. Declined transactions will be highlighted red.
Locate the relevant transaction and click to show more details.
The reason will appear under Declined Amount.

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The most common reasons are:

Question 7

How do I access my requested reports?

Accepted Answer

Any reports you generate in your account or Expense Management will be available under 'REQUESTED REPORTS', which can be accessed in two ways:

Hover over your name and select 'REQUESTED REPORTS'

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OR

Open Expense Management and select 'REQUESTED REPORTS'

Question 8

How can I export a list of my current Centtrip cards to review?

Accepted Answer

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Sign into your account and scroll down to the 'CARD BALANCES' section at the bottom of your dashboard.
Cick the person icon at the top (next to FIRST NAME) to instantly select all cards.
Click the 'EXPORT XLS' button
Enter a date range. To include all cards, we recommend entering the date the account was opened to present day.
Then EXPORT EXCEL. Your report will download automatically to your browser.
The 'Summary' tab will show all the cards issued within your date range, along with their Cardholder ID and current balances. You can delve into expenditure for each card by switching between the other tabs.

Question 9

How can I report on multiple cards and currencies?

Accepted Answer

Your Centtrip account enables you to run tailored transaction reports comprising multiple cards and currencies, over as long a time period as required. Instantly report on all cards linked to your account, or individually select the cards you would like to include.

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Sign into your account and scroll down to the 'CARD BALANCES' section at the bottom of your dashboard.
Individually select the cards to include in your report by clicking the icons next to the relevant cardholder names, or instantly select all using the icon at the top.
Depending on your preference, choose either 'EXPORT XLS' or 'EXPORT PDF'. To include expense receipts in your report, select the PDF format.
Enter a date range of your choice and if you selected PDF format, tick ‘Include Images’ to add the receipts before exporting.
Your report will take a moment to generate and download automatically to your browser.

Hints and tips

Read this quick guide on how to view closed and expired cards
Use this feature when you need to report on cards for a team or department, reconcile cards which are no longer required, or to check whether receipts have been submitted for a particular timeframe.
Click the table headers to sort by that field and use 'SEARCH' to instantly find the card(s) you are looking for.
Choose 'EXPORT PDF' and tick 'Include Images' to include receipts in your report.
Click 'RESET' to unselect all cards.
Access your account dashboard any time by clicking the Centtrip logo.

Question 10

How do I view closed or expired cards in my account?

Accepted Answer

If some of your Centtrip cards have been closed or have expired, these may be hidden from your account dashboard and the reports you run. This is designed to help keep your account clear and easy to manage.

However, you can make a quick change in your account settings to unhide them.

Unhide closed and expired cards:

You can now return to your account dashboard by clicking the Centtrip logo, and all closed and expired cards will now be visible.

View our guide on how to run a report on multiple cards and currencies.