Top-Ups

Prepaid cards have a preset amount that you can use for expenses. If the card’s balance is low or depleted, you can update its balance by topping it up. In this help document, you’ll learn about the various top-up actions that can be performed on Pine Labs prepaid cards.

Request a Top-Up

If your admin has enabled Approvals for Pine Labs Cards, you need to request a top-up to update your card’s balance. Here’s how:

Go to Cards on the left sidebar.
Click the Pine Labs prepaid card for which you want to request a top-up. The cards with the Pine Labs card image are your Pine Labs cards.
Click Request Top-up in the top right corner.
Select the Date.
Enter the Amount.
Provide Reference# and Notes, if necessary.
Click Request Top-up. The request for top-up will be created and it’ll be submitted to your approver for approval.

Record a Top-Up

If your admin has not enabled approval for Pine Labs Cards, you can directly record a top-up to update your card’s balance. Here’s how:

Go to Cards on the left sidebar.
Click the Pine Labs prepaid card for which you want to record a top-up. The cards with the Pine Labs card image are your Pine Labs cards.
Click Record Top-up in the top right corner.
Select the Date.
Enter the Amount.
Provide Reference# and Notes, if necessary.
Click Record Top-up. The request for top-up will be created, and its status will be updated to Approved.

Approve a Top-Up

If a Pine Labs cardholder submits a top-up request for approval, you can review the top-up request and approve or reject it.

To approve a top-up request:

Go to Approvals on the left sidebar.
Navigate to the Top-ups tab at the top.
Click the top-up request you want to consider for approval.
Note: If Petty Cash Accounts and Pine Labs Cards is enabled for your organisation, a card icon will be shown to help you identify top-up requests for Pine Labs cards.
Click Approve at the top. The top-up request will be approved.

Once your admin reloads the balance of the account used for managing Pine Labs funds, the top-up request’s status will be updated to Paid, and the amount will reflect in your Pine Labs card.

Reject a Top-Up Request

If a Pine Labs cardholder submits a top-up request for approval, you can review the top-up request and approve or reject it.

To reject a top-up request:

Go to Approvals on the left sidebar.
Navigate to the Top-ups tab at the top.
Click the top-up request you want to consider for approval. A card icon will be shown for top-up requests for Pine Labs cards.
Click Reject at the top.
Provide a reason for rejecting the top-up request and click Confirm. The top-up request will be rejected.

Edit a Top-Up Request

Note: Only top-up requests in the Awaiting Approval status can be edited.

To edit a top-up request:

Go to Cards on the left sidebar.
Click the Pine Labs prepaid card for which you requested a top-up. The cards with the Pine Labs card image are your Pine Labs cards.
Click the More icon at the top and click View All Top-ups from the dropdown.
In the All Top-up Requests tab, click the top-up request you want to edit.
Click the More icon at the top and select Edit from the dropdown.
Make the necessary changes.
Click Save.

Unmatch Top-Up Request

Once an admin adds money to your Pine Labs card, the corresponding top-up request will be marked as Paid and it will be matched with the respective transaction in Pine Labs. If you need to delete a Paid top-up request, you need to unmatch the top-up request. Here’s how:

Go to Cards on the left sidebar.
Click the Pine Labs prepaid card for which you requested a top-up. The cards with the Pine Labs card image are your Pine Labs cards.
In the All Transactions tab, click the top-up request you want to unmatch.
Click the More icon at the top and click Unmatch from the dropdown.
Click Yes, Unmatch to unmatch the top-up request.

Mark a Top-Up Payment as Unpaid

If you want to delete a top-up request, you need to unmatch the transaction and then mark the payment made for the top-up as unpaid.

Note: Undoing a top-up payment will not reduce the card’s balance. Only the status of the top-up request will be reverted to Approved.

To mark the paid top-up as unpaid:

Go to Cards on the left sidebar.
Click the Pine Labs prepaid card for which you made a payment for the top-up request. The cards with the Pine Labs card image are your Pine Labs cards.
In the Unmatched tab, click the top-up request you want to mark as unpaid.
Click Mark as Unpaid in the top right corner.
In the pop-up, enter the reason for marking the payment as unpaid.
Click Mark as Unpaid.

Delete a Top-Up Request

If you no longer need a top-up request, you can delete it.

Note:

You can delete a Paid top-up request only if it’s unmatched and marked as unpaid.
If you delete a top-up request in the Paid status, only the request will be removed from Zoho Expense, but the card’s balance will remain the same. For example, if a Pine Labs card’s balance is 10,000 INR and you request a top-up of 2,000 INR, the card’s balance will be updated to 12,000 INR once an admin performs the Reload action for approved top-ups requests in the Pine Perks portal. If you then delete the top-up request for 2,000 INR, the request will be removed, but the card’s balance will still be 12,000 INR.

To delete a top-up request:

Go to Cards on the left sidebar.
Click the Pine Labs prepaid card for which you recorded or requested a top-up. The cards with the Pine Labs card image are your Pine Labs cards.
Click the More icon at the top and click View All Top-ups from the dropdown.
In the View All Top-up Requests tab, click the top-up you want to delete.
Click the More icon at the top and click Delete from the dropdown.
Click Yes, Delete in the pop-up that appears to confirm your action. The top-up request will be deleted.