Managing credit cards (administrators)

Administrators manage the card register from Finance → Credit Card Custody. From here you register cards, keep them up to date, and see who is holding what — with the full history of every card. This page needs the Credit Card Custody - Admin role (see Card access and roles).

The card list

Each row shows the card (name + code), the current holder (with a quick message icon), the location, and its status (In / Out). Use the search box or column filters to find a card.

Register a card

1. Click Register card.
2. Enter the card name (e.g. Company Visa) — this is what everyone sees.
3. Pick the Xero bank account from the dropdown (required). The card's code comes straight from Xero so it always matches your accounts. If the account isn't listed yet, click the ↻ Refresh button to pull the latest chart of accounts from Xero.
4. Add the last 4 digits and, optionally, a home location (used as the fallback when a card is dropped without a scan).
5. Save. The card is active — now grant people access so they can take it.

Picking the Xero account matters. Choosing it from the list (rather than typing a code) keeps the card's code exactly aligned with Xero — and it's the same code used for petty-expense spending on that card.

Custody history

Click the history icon on any card to see its full ledger — every pick, drop and hand-off, with who, when, where, and whether the drop location was scanned or unverified. This is the record you use to settle any "where's the card?" question.

Edit or retire a card

• Edit updates the name, last 4, Xero link, owner or home location.
• To take a card out of use, untick Active rather than deleting it — the card drops off the pickers but its history is preserved.

Each card also has its own chat channel (the message icon by its name): every custody event is posted there, so you can follow a card's activity or discuss it in context.