To remove card transactions, we propose to use the dummy user method. The dummy user acts as a warehouse for transactions that will be removed.
In case a dummy user profile needs to be created in the entity, please read this article first: Create Dummy user profile in MobileXpense
Deletion of a Card Transaction
To assign transactions to this type of user, please follow steps below:
Log in as Group or Company Administrator
Go to the Admin Tools tab
Go to the Toolbox section and select the Transaction Management tool
Transfer the transactions to the dummy employee. If you do not know how, please see this guide.
Note: There is a batch flexirule installed in your entity, which deletes all transactions assigned to the trash Dummy User on a daily basis.
(Optional) Before the transactions are removed, you can program a report that shows you the transactions that will be deleted from the Dummy User. To do this, schedule an Advanced Report with the following criteria:
Select all the transactions from the system.
Input the Dummy User in the User section
Schedule your report.
2. To delete an unwanted Card:
The same trash dummy profile logic is used to delete an unwanted card.
Log in as Group or Company Administrator;
Go to the Card Management section;
Search for the card you want to remove ;
Click on the Trash Bin next to it
Note: Trash Bin is available only for cards which have no transactions. If a card has no trash bin displayed, it means that there were transactions done with that card and which were previously uploaded already.
If a card had previously transactions and has no trash bin icon displayed, it needs that the card is transferred entirely, along with pending transactions if any, to a trash dummy user.
Note: A trash dummy profile has a rule in the background, which deletes transactions only from its profile with a certain frequency. If a card is entirely transferred to such a trash dummy profile, it means that the transactions and then implicitly the card will be removed from the system.