📚 Petty Cash Envelopes FAQ

Written by Chase Gladish

May 6, 2025

📌 How do I approve PC Envelopes?

Navigate to Approvals → Review
Under the Needs Approval tab, you’ll see transactions/envelopes sent to you for approval.
You can approve and send them up the chain:
- ✅ Select the envelope
- ✅ Use the top-left checkbox to bulk select
- ✅ Click Approve & Send (or just Approve if you're the final approver)
Submit to move the envelope to the next level in the approval flow.

Navigate to Approvals → Review

Under the Needs Approval tab, you’ll see transactions/envelopes sent to you for approval.

You can approve and send them up the chain:

✅ Select the envelope

✅ Use the top-left checkbox to bulk select

✅ Click Approve & Send (or just Approve if you're the final approver)

Submit to move the envelope to the next level in the approval flow.

📤 How do I submit PC Envelopes for approval?

Navigate to Approvals → Review
Under the Needs Submission tab, you’ll find envelopes awaiting your submission
To submit:
- ✅ Select the envelope(s)
- ✅ Use the top-left checkbox to bulk select
- ✅ Click Submit to send them into the approval chain

Navigate to Approvals → Review

Under the Needs Submission tab, you’ll find envelopes awaiting your submission

To submit:

✅ Select the envelope(s)

✅ Use the top-left checkbox to bulk select

✅ Click Submit to send them into the approval chain

📝 How do I create PC Envelopes?

Option 1: Auto-Create an Envelope

Go to Transactions > P-Card
Click Create Envelope
Select a user from the dropdown
RollCredits will auto-generate an envelope with:
- All unposted transactions for that user
- An auto-assigned name (e.g., 59720002 - First Last)

Go to Transactions > P-Card

Click Create Envelope

Select a user from the dropdown

RollCredits will auto-generate an envelope with:

All unposted transactions for that user

An auto-assigned name (e.g., 59720002 - First Last)

Option 2: Manually Select Transactions

Go to Transactions > P-Card
Under Selected Envelope, choose Unposted Transactions
Select specific transactions using checkboxes
Click Pick Bulk Action > Create Envelope
Choose to:
- ➕ Create New Envelope (you’ll manually name it)
- 📂 Add to Existing Envelope from dropdown
Envelope downloads automatically as a ZIP 📦

Go to Transactions > P-Card

Under Selected Envelope, choose Unposted Transactions

Select specific transactions using checkboxes

Click Pick Bulk Action > Create Envelope

Choose to:

➕ Create New Envelope (you’ll manually name it)

📂 Add to Existing Envelope from dropdown

Envelope downloads automatically as a ZIP 📦

🎨 How do I customize PC Envelopes?

During creation, click into the Envelope Name box to rename it
RollCredits will auto-assign a name, but you can overwrite it
✅ Check or uncheck the option to download the envelope after saving

During creation, click into the Envelope Name box to rename it

RollCredits will auto-assign a name, but you can overwrite it

✅ Check or uncheck the option to download the envelope after saving

📥 How do I download PC Envelopes?

Navigate to Transactions > P-Card
Open the All Transactions dropdown
Locate your envelope
Click Export Envelope to download it anytime ⬇️

Navigate to Transactions > P-Card

Open the All Transactions dropdown

Locate your envelope

Click Export Envelope to download it anytime ⬇️

📦 What do I get with a PC Envelope download?

Each export includes:

🧾 PDF Report – Full transaction details, categories, vendors, totals, and attached receipts
📊 Excel Spreadsheet (.xlsx) – Organized transaction data
🖼️ Receipt Folder – All receipt images for easy review
🔥 Hot Budget Spreadsheet (.xlsx) – Formatted specifically for Hot Budget compatibility

🧾 PDF Report – Full transaction details, categories, vendors, totals, and attached receipts

📊 Excel Spreadsheet (.xlsx) – Organized transaction data

🖼️ Receipt Folder – All receipt images for easy review

🔥 Hot Budget Spreadsheet (.xlsx) – Formatted specifically for Hot Budget compatibility

🔄 What happens to the transactions after I create a PC Envelope?

Selected transactions move out of Unposted Transactions
Access them under Transactions > P-Card > Selected Envelope dropdown

Selected transactions move out of Unposted Transactions

Access them under Transactions > P-Card > Selected Envelope dropdown

Envelope Filters:

All Transactions = All posted (in envelopes)
Unposted Transactions = Not yet added to any envelope

All Transactions = All posted (in envelopes)

Unposted Transactions = Not yet added to any envelope

Within a selected envelope, you can:

📤 Export again
❌ Delete the envelope
✏️ Edit (remove/update transactions)

📤 Export again

❌ Delete the envelope

✏️ Edit (remove/update transactions)

📆 Can I download PC Envelopes with a filter or specific date range?

✅ You can apply filters before creating the envelope, which impacts which transactions are included.
📌 Filtered downloads of already-created envelopes are not currently supported.

Useful Filters in Production:

🏷️ By Category (code)
👤 By Cardholder
📁 By Receipt status (uploaded vs. not)
💳 By Card Info (number)

🏷️ By Category (code)

👤 By Cardholder

📁 By Receipt status (uploaded vs. not)

💳 By Card Info (number)

📨 Can I send an envelope for approval on behalf of someone else?

Yes! 🙌

When creating an envelope from the P-Card or Other Expenses tab, a pop-up will appear
In the pop-up, you can:
- Select Unapproved Transactions Only or Both approved & unapproved
- Check Approve & Submit Envelope for next approval?
- Click Create & Export to generate and submit it

When creating an envelope from the P-Card or Other Expenses tab, a pop-up will appear

In the pop-up, you can:

Select Unapproved Transactions Only or Both approved & unapproved

Check Approve & Submit Envelope for next approval?

Click Create & Export to generate and submit it

🧮 Can I only put a few transactions into a PC Envelope or do I have to put all transactions into the envelope?

✅ You can include only the transactions you choose — no need to add them all!

Steps:

Go to Transactions > P-Card
Under Selected Envelope, choose Unposted Transactions
Select the desired transactions
Click Pick Bulk Action > Create Envelope
Choose:
- ➕ Create New Envelope
- 📂 Add to Existing Envelope

Go to Transactions > P-Card

Under Selected Envelope, choose Unposted Transactions

Select the desired transactions

Click Pick Bulk Action > Create Envelope

Choose:

➕ Create New Envelope

📂 Add to Existing Envelope

✏️ Can I edit an envelope name after it's been made?

You can’t edit it yourself, but we’ve got you! 💌
Email us at help@rollcredits.io, and we’ll take care of it on the backend. 🛠️

❌ How do I delete an envelope?

Go to Transactions > P-Card
Open the envelope from the dropdown
Click Delete Envelope

Go to Transactions > P-Card

Open the envelope from the dropdown

Click Delete Envelope

🗂️ The transactions will return to Unposted Transactions for reuse.

🧹 How do I edit an envelope and remove a transaction from that envelope?

Go to Transactions > P-Card
Select the envelope via the Selected Envelope dropdown
To remove a transaction:
- ✅ Select it
- 🔽 Click Pick Bulk Action > Remove from PC Envelope

Go to Transactions > P-Card

Select the envelope via the Selected Envelope dropdown

To remove a transaction:

✅ Select it

🔽 Click Pick Bulk Action > Remove from PC Envelope

You can then add it to another envelope later if needed 🔄

➕ How do I add a transaction to an existing envelope?

Navigate to Transactions > P-Card
Select the transaction you want to add
A pop-up will appear:
- Click Create Envelope
- Check the box for Use existing envelope?
- Select the existing envelope from the dropdown
- Click Create & Export — done!

Navigate to Transactions > P-Card

Select the transaction you want to add

A pop-up will appear:

Click Create Envelope

Check the box for Use existing envelope?

Select the existing envelope from the dropdown

Click Create & Export — done!