🌐 Web | 👤 Card admin
When paying with company-funded corporate cards, cardholders often have less incentive to submit their card expense reports in time. For the finance department, this usually causes a lot of effort to get employees to submit their receipts to avoid delays in posting expense-related card transactions.
Yokoy lets you automatically freeze cards temporarily until cardholders match all pending transactions to an expense or expenses.
Enable late receipt auto-freeze
✏️ Note
To enable late receipt auto-freeze, you must be able to have admin permissions to access Admin > Company settings.
With late receipt auto-freeze, you can choose the number of days after which an unmatched transaction is considered “late“ and set the number of unmatched transactions you allow before automatically freezing the card.
You can choose to make the feature active immediately or set a specific date in the future. For example, you can choose to only activate late receipt auto-freeze at the end of the year to ensure that cardholders match all transactions with expenses in time to close the books.
The late receipt auto-freeze functionality applies to all Yokoy Platinum Visa cards except Yokoy Smart Lodge cards; however you can choose to apply or remove the feature for specific cards.
To enable this feature:
Go to Admin > Company tab.
Scroll down to the section Enable company cards for this company.
Turn on Auto-freeze card when too many receipts are late.
Enter a number in Days before receipt considered late.
All unmatched transactions that are still pending after this number are considered late.Enter a number in Max. late receipts before card is frozen.
This determines how many unmatched transactions you allow before freezing the card. For example, if the cardholder has more than 10 unmatched transactions, Yokoy freezes the card until they have been matched.Select a date from which you want to activate late receipt auto-freeze in Auto-freeze active from.
Click Save to keep the changes.
✏️ Note
Affected cardholders are informed some time before the auto-freeze is active so that they have the chance to match all pending transactions with missing receipts to prevent their card from being frozen.
If a card is auto-frozen based on the set rules in the future, you can view these frozen cards in Corporate cards > Account and admin. The status of the card is automatically changed from active to frozen. Click on a frozen card to see whether it has been auto-frozen and when it was frozen. Cardholders can unfreeze the card themselves once missing receipts have been matched. Cardholders are not required to submit expenses before they can unfreeze their card.
Exclude specific cards from late receipt auto-freeze
By default, late receipt auto-freeze applies to all Yokoy Platinum Visa cards. However, there may be some cards you want to exclude from the auto-freeze. For example, the Yokoy card from your CEO.
You can choose exclude specific cards from being automatically frozen.
To do this:
Go to Corporate cards > Account and admin.
Select the card you want to exclude from the auto-freeze and click on it.
In the card details panel, unselect the Auto-freeze card when too many receipts are late checkbox.
Click Save to keep your changes.
This card is no longer subject to auto-freeze regardless of the time it takes the cardholder to match card expense reports to transactions or the amount of unmatched transactions.