What happens to transaction history when switching between funds and virtual cards?
Short answer
Transaction history is fully preserved when you reassign transactions to different funds or replace cards in Ramp. All past transactions, receipts, and coding remain accessible in a unified view for reconciliation and compliance.
How Ramp preserves transaction history
Ramp stores transaction history independently from cards and fund assignments. Replacing a card or reassigning a transaction to a different fund does not create a new record or overwrite the original data. Instead, Ramp updates the active card or fund going forward while keeping historical transactions intact.
All transactions live in a single system and remain accessible regardless of how cards or funds change over time. This ensures continuity for reconciliation, audits, and reporting.
What stays preserved
When a card is replaced or a transaction is reassigned, Ramp retains all historical details associated with the transaction:
- Transaction details: Amounts, dates, merchants, and statuses
- Receipts: Uploaded receipt files remain attached
- Approvals: Original approvers and approval timestamps
- Memos and notes: Any added context or explanations
- Accounting fields: GL codes, department tags, and categories
How history appears in Ramp and your ERP
- All transactions appear in a unified transaction list, regardless of card type or payment method
- Past transactions keep their original card and fund context
- New transactions reflect current card and fund assignments
- Synced transactions retain full detail in your accounting system, even if cards or funds change later
This design ensures that operational changes do not disrupt historical visibility or financial accuracy.
Common scenarios
Replacing a physical card with a virtual card
Past physical card transactions remain visible. The new virtual card generates new transactions going forward, and both appear in the same transaction history.
Reassigning transactions to a different fund
You can reassign a transaction to a different fund after it occurs. The transaction record remains unchanged except for the updated fund assignment. If you change the fund for a card going forward, past transactions keep their original fund.
Replacing a lost or compromised card
When a replacement card is issued, the original card’s transaction history remains accessible even after deactivation. The replacement card uses the same fund unless changed.
Related questions
To increase or reduce funds after they are issued, admins can edit card or fund limits directly in Ramp, while employees must submit a request that follows the configured approval workflow. Once approved, changes apply immediately and control future spending.
Read moreWhen an employee changes roles, their spending limits, approval authority, and budget allocations typically need to be updated to match their new responsibilities. Outstanding expenses should be reconciled and properly coded to the correct cost center before making any role or department changes to ensure proper visibility and approval routing.
Read moreWhen an employee leaves, admins must decide whether to terminate those funds entirely or reassign them to another employee.
Read more