American Express @ Work ® Corporate Account

Transcription

American Express @ Work ®
Corporate Account Reconciliation
End User Manual
Version 18
November 2011
© 2011 American Express
Table of Contents
Table of Contents ............................................................................ 2
1
Getting Started ....................................................................... 5
1.1 Technical Requirements ......................................................... 5
1.2 Self-Registration ..................................................................... 5
1.3 Launching the Application for the First Time ........................... 6
1.4 User Profile Maintenance ....................................................... 6
1.5 Managing Your Password ....................................................... 7
2
Understanding User Roles ..................................................... 8
2.1
C = Cardmember .................................................................... 8
2.2 CM = Cardmember Manager ................................................... 8
2.3 BCA = Basic Control Account Manager .................................... 9
2.4 AM = Accounting Manager ..................................................... 9
2.5 Requestor ............................................................................... 9
3
Viewing Cycle Summary and Transaction Data .................... 10
3.1 Accounts & Cycles Tab .......................................................... 10
3.2 Card Data Tab ....................................................................... 12
3.2.1 Transaction Detail Tab .......................................................... 16
3.2.2 Merchant Information Tab ................................................... 17
3.2.3 Editing Additional Transaction Fields .................................... 17
3.2.4 History Tab ........................................................................... 18
3.2.5 Tax Information Tab ............................................................. 18
3.2.6 Line Item Detail (LID) Tab...................................................... 18
4
Working with Transactions ................................................... 19
4.1 Reviewing, Approving and Reallocating Transactions ........... 19
4.1.1 Reviewing Transactions ........................................................ 19
4.1.2 Reallocating a Single Transaction .......................................... 19
4.2 Updating Split Accounting .................................................... 21
4.3 Importing Accounting ........................................................... 23
4.4 Exporting Files from a Transaction ........................................ 25
4.5 Enhanced Allocation Display ................................................. 27
4.5.1 Reallocating Multiple Transactions ....................................... 28
4.5.2 Approving Transactions ........................................................ 30
4.5.3 Managing Exception Notes ................................................... 30
4.6 Searching, Printing, & Exporting Transactions ....................... 31
4.6.1 Searching Transactions ......................................................... 31
4.6.2 Printing Transactions ............................................................ 36
4.6.3 Exporting Transactions ......................................................... 36
4.7 Custom Profile: View Profile ................................................. 37
4.8 Custom Profile: Custom Export and View Options ................ 38
5
E-Procurement/Purchase Order Systems .............................. 39
5.2 Purchase Orders Tab ............................................................. 40
5.3 Manually Matching Purchase Orders to Transactions ........... 41
5.4 Un-Matching Purchase Orders from Transactions ................. 41
5.5 Customizing the Purchase Orders Tabs ................................. 42
5.6 Matching Line Item Detail (LID) Transactions to POs ............. 42
5.7 Un-Matching Line Item Detail (LID) Transactions from POs ... 42
5.8 Viewing Transactions Matched to POs .................................. 43
5.8.1 Exception Notes.................................................................... 43
6
vPayment ............................................................................. 44
6.2 vPayment TPD Tab................................................................ 45
6.3 Manually Matching vPayment TPD to Transactions .............. 46
6.4 Un-Matching vPayment TPD from Transactions .................... 48
6.5 Customizing the vPayment TPD Tabs .................................... 48
6.6 Matching Line Item Detail (LID) Transactions ........................ 49
6.7 Un-Matching Line Item Detail (LID) Transactions .................. 49
6.8 Viewing Transactions Matched to vPayment Requests ......... 50
6.8.1 Exception Notes.................................................................... 50
7
Travel/BTA-Travel Transaction Data ..................................... 52
7.2 Travel Data Tab..................................................................... 53
7.3 Manually Matching Card Transactions to Travel Invoices ...... 54
7.4 Un-Matching Card Transactions from Travel Invoices ........... 54
7.5 Customizing the Travel Invoices Tabs .................................... 54
8
Receipt Imaging .................................................................... 55
8.1 Attaching Receipts on the Accounts & Cycles Tab ................. 55
8.2 Attaching Receipts on the Card Data Tab .............................. 56
8.3 Matching Receipts from the Card Data Tab ........................... 56
8.4 Faxing Receipts to CAR ......................................................... 56
8.5 Viewing Receipts .................................................................. 57
1
1.1
Getting Started
Technical Requirements
To access and use the Corporate Account Reconciliation (CAR) Administration module, you must have the following
technical requirements:
Component:
Operating Systems
Browser (Applet)
Java
RAM
Disk Space (Applet)
Minimum Requirements:
Windows XP, Windows 2000, Windows Vista, Windows 7, Mac 10.5 (Leopard), Mac 10.6
(Snow Leopard)
Internet Explorer 5.5-9, Mozilla Firefox 2.0-3.6, Safari 4.x, Safari 5.x
Java 1.5 to 1.6
512M with 128M Allocated Heap Space to Java
Approximately 10M free space.
Timeout Warning If you remain idle (do not make a request to the server) for approximately 30 minutes, a popup window
will warn you that you will be disconnected in 120 seconds, and the timer will begin to count down. If you click OK or close
the popup window, the connection will be renewed for an additional 30 minutes. The popup window will continue to
appear approximately every 30 minutes. If no action is taken, and the timer runs out, you will be notified that you have been
disconnected from the server. However the application will remain visible. You would then be required to close the
application window and log in to continue updating transactions. Note: Both the Administrator and End-User modules have
their own timeout periods. Remaining active in one module will not keep the other module from timing out. A popup box
will be displayed for each module that is within 120 seconds of timing out.
1.2
Self-Registration
Each user needs to be registered before they can access the Corporate Account Recon tool. Registration can be completed
by either a company designated individual, e.g. System Administrator, or each user. Follow these steps to register yourself
(Self-registration is not available for all clients):
1. Access the web site for Reconciliation Management: https://amex.iers.ihost.com.
Note: If the site is displayed in the wrong language, select your language from the drop down box to continue.
2. Scroll down to “Register for American Express @ Work Reconciliation Management”
3. Copy and paste the company key (available from your company’s System Administrator) in the Company Key field
and click on Register Now
4. Complete the form (if you do not have a card, check the Non-cardholder box) click Next
5. Next, if appropriate, you will be prompted to enter your card number
6. If you have more than one card, enter each card number one at a time by clicking on the Add Another Card button,
click the Next button
7. Review the user information on the review screen, and click on the Submit button or, click on Cancel to cancel
registration.
A message will display, indicating registration was successful. The Corporate Account Reconciliation system will send you an
email notification to the email address specified in the profile. The email will come from the following address:
“[email protected]”, and will contain a system-generated password for first time access. If you have any
questions, please contact your System Administrator.
1.3
Launching the Application for the First Time
The first time you access Corporate Account Reconciliation, you will need the following four pieces of information:
1.
2.
3.
4.
Your User ID
The system-generated password
Your Company key
The answer to the challenge question as entered in user registration
Steps to Launch the Application for the First Time:
1. *Access the web site for Reconciliation Management: https://amex.iers.ihost.com.
2. Enter your user ID and system-generated password and click on the Log In button
3. Copy and paste the company key and provide an answer to a challenge question (case-sensitive), click Submit
4. You will be prompted to change your password. Personal passwords must be 6-14 characters long, and must
contain at least one number and one alpha character. Enter your the new password twice and click on Change
5. Next, you will be asked whether you trust the content from IBM required to run the Corporate Account
Reconciliation user application. Click Yes to continue.
The connection box will appear and the application will launch after a few seconds. If this box does not launch, contact
your company’s System Administrator for assistance – settings on the PC or Browser may need to be changed.
*Note: If the site is displayed in the wrong language, select your language from the drop down box to continue.
1.4
User Profile Maintenance
Updating Your Card Information
Only Cardmembers can update their own profile. If you are a Cardmember Manager, Basic Control Account Manager or
Accounting Manager, contact your System Administrator to update your profile.
Here are the steps for Cardmembers to update their profiles:
Go to: https://amex.iers.ihost.com.
Enter your User ID and Password and click on Update Profile.
The system will display a form that contains your existing profile information. You can add a card, delete a card, or modify
basic profile information.
The Current Cards field will display all cards that are linked to your profile. To add an additional card, fill in the card number
in the Card Number field, and then click on Add. To delete a card, select a card from the Current Cards dropdown box, and
then click on Delete. On this screen you may also modify basic profile information such as your first and last name, challenge
phrase and response, email address, and language preference. Once all the changes are made to your user information, click
on Submit or click Cancel to abandon modifying your profile.
1.5
Managing Your Password
Changing Your Password
1. Go to: https://amex.iers.ihost.com Enter your user ID and password, and click on Update Profile Click on the
Change Your Password? Link at the bottom of the screen.
2. Enter your NEW password twice. The password must be 6-14 characters long, and must contain at least one
number and one alpha character. Enter the OLD password in the field provided and click on Change to continue.
3. Finally, the system will indicate whether your password change was successful.
Resetting Your Password
If you forgot your password, or locked yourself out with three or more unsuccessful login attempts, the system has the
capability to automatically resets your password and provide you with access to the application. To reset your password,
you will need to enter the answer to the challenge question, and the company key. Here’s how to reset a password:
1.
2.
3.
4.
Go to: https://amex.iers.ihost.com
Click on the Forgot Your Password? Link
Enter your user ID, challenge question, challenge response, and the company key
Click on Submit The system will indicate whether or not your password was reset
Upon request, the system-generated password will be sent directly to your email according to the one listed in your user
profile. Please allow up to six hours for the system-generated e-mail to arrive.
2
Understanding User Roles
If you have access to more than one role (Cardmember, Requestor, Cardmember Manager, Basic Control Account Manager
and/or Accounting Manager) you will be able to switch between e roles once logged in. To switch roles, go to the menu bar
at the top of the screen, click on Role, and choose the desired role. The Accounts and Cycles Tab will refresh based on the
chosen role. The check mark next to the role indicates your current role.
2.1
C = Cardmember
Cardmembers can be associated with one or more card accounts. You can select a card and a cycle to view transactions.
Cardmembers have full access to:
- Review or mark a transaction with a Level 1 Approval, if approvals are enabled
- Reallocate (change) a transaction’s accounting information
- Enhance the transaction details and add comments
- Print a transaction summary
- Customize view by selecting columns under list options
- Search through and filter transactions
- Export transactions to a CSV file which can be opened in Excel
- Change estimated tax amounts, if tax estimation is enabled
2.2
CM = Cardmember Manager
Cardmember Managers can be associated with a group of card accounts. As a Cardmember Manager, you can select a card
and a cycle to view transactions. The permissions for this role are identical to the Cardmember role with a couple of
additional functions. Cardmember Managers can:
- Add Manager comments and/or exceptions to each transaction
- Mark a transaction with a Level 2 Approval, if approvals are enabled
2.3
BCA = Basic Control Account Manager
Basic Control Account Managers can be associated with one or more BCAs (Basic Control Accounts). As a BCA (Basic Control
Account) Manager, you can select a BCA and a cycle to view transactions. The permissions for this role are identical to the
Cardmember Manager role with two additional functions. BCA Managers can:
- Use enhanced search capabilities (by Cardmember number)
- Mark a transaction with a Level 3 Approval, if approvals are enabled
- Note, if using receipt imaging, BCA Managers can only view receipts from the Accounts & Cycles tab and can never
delete receipts.
2.4
AM = Accounting Manager
Accounting Managers can be associated with one or more sets of accounting values. As an Accounting Manager, you can
select a set of accounting values and a cycle to view transactions. The permissions for this role are similar to the
Cardmember Manager role. However, Accounting Managers can:
- Only view and reallocate the specific accounting lines/splits for which they have access
- Mark an allocation (the accounting line for a transaction) with a Level 4 Approval, if approvals are enabled
- View and edit VAT codes
- Note, if using receipt imaging, AM roles views receipts from the Card Data tab, can’t match receipts, but can unmatch
receipts.
Note: If a transaction has several accounting lines, containing several Cost Centers, the Accounting Manager will only have
access to the data they are authorized to reallocate and approve. Viewing and editing VAT codes is an option which has to
be activated by the System Administrator. These Accounting Managers will be referred to as “VAT Managers” (Europe only).
2.5
Requestor
Requestors can be associated with one or more requestor name. As a Requestor, data is displayed based on the requestor
name associated with the transaction or third party. The permissions for this role are identical to the Cardmember including
some shared functions:
- CM Approval Level 1 and Cardmember Comments are used by Requestors
- Requestor roles can views receipts from the Card Data tab, but can’t match or unmatch receipts.
3
Viewing Cycle Summary and Transaction Data
3.1 Accounts & Cycles Tab
The Accounts & Cycles tab contains the card account/s that you are authorized to access along with the corresponding
cycle/s. This is the first screen you will see upon logging-in. The Account list on the left displays the card account/s. The
Cycle list on the right displays the available statements for the selected account.
Cycle Screen Labels
Label
P
Description
“P stands for the product
“B” indicates account number is a Business Travel Account
“M” indicates account number is a Meeting Card
“P” indicates account number is a Purchasing Card
“V” indicates account number is a vPayment account
E
“E” stands for the extract status and will display the posting status next to the
corresponding cycle. A colored Lock icon indicates the posting status of the cycle or date
range.
A gray lock indicates the cycle is partially locked. Individual transactions within
the cycle have been locked. Transactions cannot be modified unless a System
Administrator unlocks the cycle.
A yellow lock indicates the cycle is locked. Transactions cannot be modified
unless a System Administrator unlocks the cycle.
A red lock indicates the cycle has been posted. Transactions are permanently
locked and can not be modified.
A green lock indicates the cycle or transaction is open for approvals and any other
field changes. The accounting field is locked however.
C, CM, BM, AM
C, CM, BM and AM, are approval status indicators by role. C = Cardmember, CM =
Cardmember Manager, BM = Basic Control Account Manager, and AM = Accounting
Managers. The columns display only for approval levels that have been activated by the
System Administrator.
Indicates a Cardmember or Requestor has marked all transactions within a cycle
as approved
Indicates a Cardmember Manager has marked all transactions within a cycle as
approved
Indicates a Basic Control Account Manager has marked all transactions within a
cycle as approved
Indicates an Accounting Manager has marked all allocations/transactions within a
cycle as approved
R
Cycle Date
Status
R indicates that at least one receipt exists for the selected cycle.
This date indicates the cycle end date for the statement
The status can be either Open or Closed, based on the current date and the closing day of
a statement cycle
The status does not indicate whether transactions can be edited/reallocated. The status
will change to closed once all transactions for a given cycle have loaded and the new cycle
data has begun to load, usually within 72 hours of the cycle date.
Total Amount
Total dollar amount of transactions that make up the statement for the corresponding
cycle.
Transaction
Summary
The Transaction Summary box is located at the bottom of the screen, on the right hand
side. The summary displays the control totals for the selected cycle.
Receipt
Summary
The Receipt Summary box shows you how many receipts have been received for the cycle
selected, and the source, whether faxed or attached.
Users can double click a record on the Accounts & Cycles tab to load information for the selected Cycle or Third Party Data
Status.
Cycle Summary Tab
The Cycle Summary tab displays any approvals that may have been applied to all transactions for a given account, if your
company is using the approval functionality.
3.2
Card Data Tab
Click on the Card Data tab to see a list of transactions within the selected account/billing cycle. The table below shows all
the columns which are visible to end users. CMs and System Admins have the option to modify which columns they display
on the screen.
Transaction Screen Labels
Label
Label Description
Selected Cardmember Name of the Cardmember who incurred the transaction selected.
Selected Requestor
Account Number
Name of the Requestor who incurred the transaction selected. This is only
displayed for users with the Requestor role.
The Cardmember number associated with the transaction selected.
Cycle Date
S
The transaction's statement end date.
“S” stands for status of the transaction. A colored Checkmark icon indicates
whether the transaction has been reviewed or reallocated.
A green checkmark indicates the transaction was reviewed and or approved
A blue checkmark indicates the transaction was reallocated
E
“E” stands for extract status of the cycle. A colored Lock icon indicates the posting
status on the transaction:
A gray lock indicates the cycle is partially locked. Individual transactions
within the cycle have been locked. Transactions cannot be modified unless a
System Administrator unlocks the cycle. Locked or posted transactions
cannot be modified.
A yellow lock indicates the cycle is locked
A red lock indicates the cycle was posted
A green lock indicates the cycle or transaction is open for approvals and any
other field changes. The accounting field is locked however.
!
A red “!” indicates the Cardmember Reference field is invalid and an
exception note was generated.
! A black “!” indicates the System Administrator has run the revalidation task,
and the accounting is no longer valid. This can occur if new accounting
codes were created or old ones have expired since the transaction was last
reallocated.
A blue “!” indicates that an exception was created when a purchase order (or
travel record for BTA) was matched to the transaction. The exception note
will indicate the issue.
Cmt
“Cmt” stands for comment. This icon indicates the transaction has comments.
A yellow icon indicates Cardmember comments
A blue icon indicates Manager comments
A green icon indicates both Cardmember and Manager comments
C, CM, BM, AM
“C, CM, BM and AM” appear in the approval status columns for Cardmember,
Cardmember Manager, Basic Control Account Manager, and Accounting Manager.
The columns display if approvals have been activated by the System Administrator.
Indicates a Cardmember or Requestor has marked the transaction as
approved
Indicates a Cardmember Manager has marked the transaction as approved
Indicates a Basic Control Account Manager has marked the transaction as
approved
Indicates an Accounting Manager has marked the transaction/allocation as
approved
LID
This icon indicates the transaction includes Line Item Detail (LID) information.
Only participating merchants pass LID data.
Date
The date the transaction was recorded by the merchant.
Merchant
The name of the merchant that recorded the transaction.
Merchant Location
City and state/province in which the transaction was recorded.
Billed
Billed amount and currency of the transaction.
Local
Local amount and currency of the transaction.
Received
Traveler Name
Routing
Indicates the receipt status of the transaction as being {Fully Received}, {Partially
Received}, or {Not Received}. This status is maintained on the Additional
Transaction Detail tab.
Traveler name found in Cardmember Reference 2 (BTA only)
Travel itinerary in airport codes (BTA only)
AL
Airline (BTA only)
R, S
Receipt Imaging columns. R is for Receipt, whether or not a receipt has been
matched to a transaction. S is for source, whether the receipt was faxed or scanned.
Filter Functionality
“Filter” functionality is available on the Card Data and Third Party Data screens. By using the filter search, users can narrow
onscreen search results.
Steps:
1. Type a value in the filter text box located in the top right hand corner of the screen.
2. CAR automatically hides any transactions unless the filter value is contained in a viewable field.
3. Clear the filter text box by deleting the value or clicking the “X” button to the right of the text box.
3.2.1 Transaction Detail Tab
The Transaction Detail tab is located at the bottom of the Card Data tab and displays details of the transaction.
Transaction Detail Screen Labels
Label
Merchant Reference
Cardmember Reference (1-4)
Description
Description
The reference number passed by the merchant.
The Cardmember reference information passed by the merchant.
Up to four lines of descriptive information passed by the merchant.
Billed Amount (Tax)
The billed amount, currency, and actual tax of the transaction.
Local Amount (Tax)
The local amount, currency, and actual tax of the transaction.
Exception Note
Allocation Details
Review/Approval Button
Exception notes are either system generated or manually created by
Managers only. A Manager can click this button to add an exception note
and flag the transaction.
The derived allocation(s) for the transaction. The values can be changed by
reallocating the transaction. A
will show next to the allocations that
have been approved by an Accounting Manager.
Click this button to confirm that you have reviewed /approved the
transaction. This will be discussed in section 4.1.1 Reviewing/Approving
Transactions.
System Administrators can enable approvals. If approvals are enabled, the
Review button may have a custom label, and would be used to mark the
transaction with your approval.
Reallocate
Click this button to reallocate a transaction. This will be discussed in
section 4.1.2 Reallocating Transactions.
Adding an Exception
Managers can add an exception note and flag a transaction on the Transaction Detail tab if the transaction is not locked or
posted. Steps:
1. Select a transaction on the Card Data tab and click on the Transaction Detail tab
2. Click on the Exception Note button and enter the exception note in the text box
3. Click on the Ok button. The
exception.
flag will appear on the transaction under the “!” column to indicate the existence of an
3.2.2 Merchant Information Tab
The Merchant Information tab provides data about the transaction’s vendor. This is not required information and may
contain unpopulated fields.
3.2.3 Editing Additional Transaction Fields
Step Action
1
In the CAR End User Application, click on the Card Data Tab, select a transaction, then
using the shift or control key select several transactions.
2
Check off the field that you want to change on the Additional Transaction Tab.
3
Next, click Save.
3.2.4 History Tab
The History tab provides the User ID and timestamp of the transaction’s last reallocation, approval, etc. Any updates made
by the system will be marked with a User Id of “System”.
3.2.5 Tax Information Tab
The Tax Information tab displays the tax information by tax type e.g. Tax, VAT, GST, HST, PST, and QST. The tax amounts
shown on this tab are included in the total amount of the transaction. This tab will indicate if the tax was actual or
estimated. Contact the System Administrator for more information on how taxes are estimated in your market.
Tax Information Screen Labels
Label
Description
Tax ID
Tax ID can be TAX, VAT1- VAT5, GST, HST, PST, or QST. The Tax ID represents the summarized
totals for the tax types and rates for each transaction.
Amount
The actual tax amount derived from data passed by the merchant. The actual tax amount
cannot be edited.
Estimated
Amount
The estimated tax amount for transactions where the actual tax was not passed by the
merchant, e.g. non-LID transactions. This field will be '0.00' if the transaction contains actual
tax and/or LID data, when tax estimation is enabled. The estimated amount can be edited by
any user.
Exempt?
This column indicates whether the transaction is tax exempt. (N/A for US)
3.2.6 Line Item Detail (LID) Tab
Many merchants are capable of passing invoice level detail or ”line item detail” (LID) with the transaction. If a transaction
includes LID information, the Line Item Detail tab will be enabled and you can click on the tab to view the enhanced data.
4
Working with Transactions
4.1
Reviewing, Approving and Reallocating Transactions
Corporate Account Reconciliation allows users to review, approve and reallocate transactions. These functions are enabled
by clicking on the Review, Approve or Reallocate button located on the Transaction Detail tab within the Card Data tab.
4.1.1 Reviewing Transactions
By clicking the Review button, a user is indicating that the transaction and its associated accounting information are
accurate. The Review button is disabled if the transaction had previously been reviewed, reallocated or if the transaction is
locked/posted. You can review multiple transactions at the same time by highlighting transactions that you want to review
and clicking on the Review button. The multi-select feature must be enabled by your System Administrator and if enabled,
may have a system limitation on the number of items that can be selected at one time. If you exceed the limit, the system
will inform you that you have too many items selected, and what the current system limit is.
4.1.2 Reallocating a Single Transaction
Transactions may be reallocated if the transaction is in an unlocked state. To reallocate a transaction:
1.
2.
3.
4.
5.
6.
Highlight the transaction and click on the Reallocate button on the Transaction Detail tab
The Reallocate Transaction dialog box will appear
Select the existing allocation from the top list and either delete or change
Delete the allocation by clicking on the Delete button
Change the Amount or Percent field and click on the Update button
Highlight New Entry from the list; enter the necessary accounting information, amount/percentage, and
description. Then click on the Add button.
7. If you need to reallocate the next transaction in the Card Data tab, click on the Select next transaction after
submit checkbox and click on the Submit button. Otherwise, click on the Submit button to finalize the
allocation and return to the Card Data tab.
8. If using drop-down fields for your accounting, you will only see options that are valid for your UserID. Your
System Administrator is responsible for providing the correct accounting values. The system has a limit on the
number of validation values that any given user can download at once. You may be required to search for the
desired value(s) by clicking the ellipse “…” button or the new magnifying glass icon in order to pull up the search
option.
9. There are 5 advanced accounting rules that may be enabled for your Site. These are optional, and are
configured by your System Administrator. If you are not in compliance with these rules, you will receive a
message when you submit your reallocation(s). The advanced accounting rules are:
a. Minimum Required Fields – you will be required to populate a minimum number of accounting fields. If
you do not populate the minimum number of fields, you will be unable to save your accounting changes.
b. Maximum Required Fields – you will be required to populate <= the number of fields defined as the
maximum. If you attempt to populate more than the maximum number, you will be unable to save your
changes.
c. Exact Field Population – you will be required to populate the exact number of accounting fields (no
more and no less than the required number). If you do not populate enough of the fields or try to
populate too many fields, you will be unable to save your changes.
d. Mutually Exclusive – you will only be able to populate one field out of a pre-defined list of accounting
fields. If you try to populate more than one of the mutually exclusive fields, you will be unable able to
save your changes.
e. Dependent Fields – a “Primary” accounting value will be specified. If you populate that value, then you
will be required to populate additional fields that the System Administrator has designated. If you do
not populate all of the dependent fields, you will be unable to save your changes.
Note: the allocation descriptions can be customized. Contact the System Administrator with questions. Repeat the above
process until the full amount of the transaction has been allocated.
1. Searching/Viewing Dropdown Accounting Values/Descriptions
If an accounting code is defined as a dropdown menu, a user can see the valid values and their descriptions when editing
these accounting codes. To view the description of each value:
1. Click on the
next to the field box Select a value will appear which displays the description next to each
value*
Note: in some cases, you may see a magnifying glass icon, which indicates not all values will be displayed, and
you must search for additional values.
2. Select a value and click Ok to have it populate into the field (If all the values do not show in the list, you may
need to search for the value or description) Click on the Search button to open the Search Values box.
3. Use the asterisk * as a wildcard, to search for Values or Descriptions containing search criteria
*Note: If descriptions are not visible, contact the System Administrator as your company may have elected to bypass loading
descriptions.
Search Examples: *1 in the Value field would return all values that begin with 1. *Office* in the description would return all
values where the word Office is a part of the description.
4.2
Updating Split Accounting
If you have more than one line of accounting within one transaction, you can update all lines of accounting at one time.
Review the screen shots and follow the step by step instructions.
Step Action
1
In CAR End User Application, click on the Card Data Tab, select one transaction
and click “Reallocate” at the bottom of the screen.
2
To update multiple lines of one split transaction, just highlight one line and then
hold either the Shift or the Control button and use your mouse to highlight
additional lines.
Step Action
3
Next, check the box of the accounting field you’d like to change, i.e., GL
Account. Type in the new accounting number.
4
Click Update. All of the highlighted lines will update automatically at
one time.
5
Click Submit to save your changes.
4.3
Importing Accounting
Import and Export Multiple Accounting Lines
This feature automates the action of splitting one transaction across many cost centers or other accounting value. Import
and Export your split accounting lines within one transaction.
Screen Shot of Reallocation screen
Step Action
1
In the CAR End User Application, click on the Card Data Tab, select a transaction,
click “Reallocate”.
2
Click “Import” and browse for your file and open.
3
CAR will automatically enter the codes from your spreadsheet into the transaction.
4
Click Submit to save your changes.
Note: VAT Managers in Europe will not be able to use the import feature due to complex rules.
Accounting Allocation
Users can select a specific allocation line by single-clicking the allocation line on the Transaction Detail tab. Double-clicking
the allocation line automatically displays the reallocation screen with the selected allocation line highlighted by default.
4.4
Exporting Files from a Transaction
Screen Shot of an Export
Step Action
1
Click Export and save the file to a folder
2
Now you can follow the file format, and edit the file as needed.
3
Once you have made changes you can import your spreadsheet back into the transaction.
4
Click Submit to Save Changes.
File Format Example
The basic file format for importing is:
Amount/Percent: Entries can be split by dollar amount, or by percentage. If the amount or percent does not total the dollar
amount then CAR will create allocations based on the proportions each line contributes.
Allocation Description: One description per allocation.
Accounting Fields: One column for each Accounting Field.
Note: Third party data line number (type) defined as an accounting field will not be imported/exported in this field.
Error Messages
You will receive an error message if the:
Accounting is invalid
File Format is invalid
In addition, if the accounting is not valid you will also see an exception note under the Description field on the Reallocation
Screen.
You will also receive a pop up if your file was successful!
Exception Notes
If the accounting is not valid, an exception note will appear in three places:
1) In the exception column in the Card Data Tab.
2) Under the transaction detail tab
3) On the reallocate tab
4.5
Enhanced Allocation Display
Screen Shot
4.5.1 Reallocating Multiple Transactions
You may choose to reallocate multiple transactions at the same time if those transactions all share some common values in
their accounting string. For instance, if you have ten transactions and want to change the GL account to '1111', select the
transactions and make the changes all at the same time without having to go through each transaction one-by-one. The
Corporate Account Reconciliation application supports two methods for reallocating multiple transactions. The multi-select
feature must be enabled by your System Administrator and if enabled, may have a system limitation on the number of items
that can be selected at one time. If you exceed the limit, the system will inform you that you have too many items selected,
and indicate the current system limit.
Replace Specific Accounting Fields
Selected transactions can be reallocated to a common accounting value. The amount that is allocated remains the same as
the original however; some of the accounting values may change. Here is an example:
Accounting String = company code-cost center-GL account
Transaction A: 50% to 100-1000-1111, 50% to 100-3034-3453
Transaction B: 80% to 100-2000-2222, 20% to 100-3836-4543
Selecting transactions A and B, and replacing all GL accounts with '9999', yields the following result:
Transaction A ~ 50% to 100-1000-9999, 50% to 100-3034-9999
Transaction B ~ 80% to 100-2000-9999, 20% to 100-3836-9999
To replace specific accounting fields for multiple transactions:
1.
2.
3.
4.
Select multiple transactions by pressing the Ctrl key as you highlight multiple transactions.
Click on the Reallocate button on the Transaction Detail tab (the Reallocate Transaction dialog box will appear)
Select Replace specific account fields from the Multiple Reallocation Method drop down box
Next, select the accounting fields that need to be changed by clicking on the checkbox on the right side of each
accounting code
5. Enter values for the accounting codes selected, enter an optional description
6. To reallocate the next transaction in the Card Data tab, click on the Select next transaction after submit
checkbox and click on the Submit button. Otherwise, click on the Submit button to finalize the allocation and
return to the Card Data tab.
Please note that when replacing specific accounting fields for transactions with tax accounting this will also replace the
accounting codes on the tax allocation line.
Reset All Allocations by Percentage
This method can be performed on multiple transactions to specify a new set of accounting codes for every transaction
selected. As a result, all transactions that are selected will have the same set of accounting codes.
To reallocate multiple transactions with a new set of accounting strings:
1.
2.
3.
4.
5.
6.
7.
Select multiple transactions by pressing the Ctrl key as you highlight multiple transactions
Click the Reallocate button on the Transaction Detail tab (the Reallocate Transaction dialog box will appear)
Select Reset all allocations by percentage from the Multiple Reallocation Method drop down box
Select the existing allocation from the top list and either delete or change
To delete the allocation, click on the Delete button
To change the Amount or Percent field and click on the Update button
Highlight New Entry from the list; enter the necessary accounting information, the amount/percentage, and a
description
8. Click on the Add button. Repeat this process until the full percentage has been allocated. These changes will be
applied to all of the transactions originally highlighted.
9. To reallocate the next transaction in the Card Data tab, click on the Select next transaction after submit
checkbox and click on the Submit button. Otherwise, click on the Submit button to finalize the allocation and
return to the Card Data tab
Please note that when reallocating by percentage on transactions with tax accounting, the tax accounting line will be
overwritten with any changes that are made through this reallocation.
Split From LID (Does not apply to Canada or BTA)
This method can be performed on transactions that contain Line Item Detail (LID). It allows a user to automatically create
one accounting line for each line item; this could be useful if you need to assign each item to a different Cost Center, GL
Account, etc. There are cases where the total LID amount may not equal the total transaction amount (due to taxes, etc.) If
this is the case, the system will automatically adjust the allocations (e.g. add a line for the remaining amount). To Split From
LID:
1. Select a LID transaction and click on the Reallocate button on the Transaction Detail tab (The Reallocate
Transaction dialog box will appear)
2. Click on the Split From LID button
3. A pop-up warning window will appear, asking you to confirm your choice, click Yes to continue
4. In the Reallocate Transaction window, modify the accounting information for each applicable allocation line
5. Click on the Submit button to finalize the allocation
4.5.2 Approving Transactions
By approving a transaction, you are indicating that the transaction and its associated accounting are considered approved.
Approvals are used in place of the Review feature. The Transaction Detail tab contains an Approval button that may or may
not be enabled depending on the permissions granted to the user and the status of the transaction. The Approval button is
disabled if the transaction had previously been approved by the same level of user or if the transaction is locked/posted.
The four levels of approval are:
Level 1 = Cardmember (C) or Requestor
Level 2 = Cardmember Manager (CM)
Level 3 = Basic Control Account (BCA) Manager (BM)
Level 4 = Accounting Manager (AM)
To approve a transaction:
1. Highlight a transaction(s) that you want to approve
2. Click through the tabs to review all the information
3. Click on the Approval button located on the Transaction Detail tab.
Note: your System Administrator has the ability to customize the Approval Button label. In order to be able to approve
more than one transaction at a time, the multi-select feature must be enabled by your System Administrator. If enabled,
there may have a system limitation on the number of items that can be selected at one time. If you exceed the limit, the
system will inform you that you have too many items selected, and what the current system limit is.
4.5.3 Managing Exception Notes
There may be several reasons an exception note is created, as explained in section 3.2.
To edit that exception note:
A user can click on the Edit button
at the top of the screen which will display an Update Exception Note box
where the user can modify the exception note.
To Clear the exception note:
A user can click on the Clear button
at the top of the screen which will remove the exception note from the
transaction. Note: the Clear exception note option can be turned off or on by an Administrator in Site Maintenance.
4.6 Searching, Printing, & Exporting Transactions
4.6.1 Searching Transactions
The search function filters your data and only displays transactions based on your criteria.
To search transactions:
1. Click on the Search button on the tool bar (the Search Transactions dialog box will appear)
a) Any previously executed search criteria within the session is displayed by default.
2. Click the “New Search” button.
3. Select a value from the “Search Field” dropdown.*
b) “Operator” and “Value” fields are automatically displayed.
4. Select a value from the “Operator” dropdown.
5. Enter or select a “Value.”
6. Additional criteria can be added by selecting the “Search Field” drop down for the next criteria row.
7. Criteria lines can be deleted by clicking the “X” button to the right of the criteria row.
8. Users can define “AND/OR” statements for searches with 2 or more criteria rows using the “Results Match
Criteria” dropdown (See AND/OR statements section)
9. Clicking the Search button executes the search and transactions are retrieved based on the search criteria.
*Note: The Default list “Search Field” drop down only includes the visible list options. You can click (show more) to see the
entire field listing.
“IN” Operator
Users can also specify multiple criteria values for a single criteria row by using the “In” operator. The “In” operator is
available for any text based search field that allows users to manually enter values.
Steps:
1.
2.
3.
4.
Select “In” from the “Operator” dropdown box.
Click the “Value” button.
Users can add criteria by entering a single value and clicking the “Add” button.
Users can enter multiple values by separating each value with a comma and clicking the “Add” button.
a. Users may enter up to 20 criteria, no duplicate values can be entered.
5. Click the “OK” button once all values have been specified to close the pop-up.
6. The label for the “Value” button will then display the number of values associated with the row.
Wildcard Searches
Users can search transactions using an “*” asterisk as a wildcard on non-dropdown alphanumeric fields. You can also name
and save your searches so you can reuse or modify them.
Defining “AND/OR” Statements
CAR gives greater control over their search criteria options by allowing users to specify and/or statements for each criteria
line using the “Results match criteria” dropdown box. The “Results match criteria” dropdown is only enabled when more
than one criteria line is present.
Selecting “ALL” applies “AND” statements between each row, and will return results that match ALL the criteria specified.
Selecting “ANY” applies “OR” statements between each row, and will return results that match ANY of the criteria specified.
Selecting “Advanced” allows you to define a combination of “AND/OR” bracketing.
The “Advanced” dropdown option is only available when more than two criteria lines are present. For additional assistance
with the “Advanced” options, click on the “?” button to the right of the text box for a help screen pop-up.
Saved Searches
To select a saved search users can single click on the search to display the associated search criteria. Double-clicking a saved
search will automatically execute the search. Right-clicking on a saved search displays a menu that allows users to “Make
Favorite,” Make Default,” or “Delete” the search.
Favorite Searches
You can designate your top 4 saved searches as your “Favorites”, and click on the shortcut button to execute!
Shortcut to Favorite Searches
Once you set up your favorite searches, just click on the Search icon (small triangle) to display a drop down list with your 4
favorite searches. Click the name of the search to quickly execute, without having to open up the entire Search pop up.
Default Search
Now, you can select one of your saved searches to become your default search. Just click on the search icon, and select one
of your saved searches located on the left hand side of the screen. Then check off the “Default Search” box located to the
right of the “Search Name” field. Make sure to click “Save” to save your changes and then close the search box.
Once this is set up, each time you launch the Card Data tab, you will automatically only see transactions as a result of your
default search. To remove a default search, just launch the search icon, select your saved search designated as your default
and uncheck the Default Search box. Make sure to save before closing the pop up box.
For example, if your default search is all transactions over $500.00, then each time you log into CAR and click on the Card
Data tab, you will only see transactions over $500.00.
Users can click the “Refresh” or “View All” button on the menu bar to clear the default search and download all transactions
to the Card Data tab. Note: Current hard/soft limits will still apply if the number of records exceeds the threshold.
You can tell if you are looking at a subset of transactions or viewing all transactions by looking at the “Selected
Transactions” label. The label will read “Transactions Displayed: All Transactions” if you are viewing all. If you are reviewing
the results of a search it will read “Transactions Displayed: Name of Search”. If the search was not saved, therefore is not
named it will read “Transactions Displayed: Unnamed Search Results”.
4.6.2 Printing Transactions
Users can print transactions from the Corporate Account Reconciliation user application. The print function will print all
transactions displayed on the Card Data tab.
To print transactions:
1. Click on the Print button (or access the FilePrint command)
2. Preview the transaction summary prior to printing, by clicking on the Print Preview button, click on the Ok
button to continue
3. Click on the Ok button when you see the Print dialog box from your operating system appear
4.6.3 Exporting Transactions
You can export transactions from the Corporate Account Reconciliation user application into a CSV file format. The export
function will output all transactions displayed on the Card Data tab.
To export transactions:
1. Click on the Export button on the tool bar (or access the FileExport command) the Save As dialog box will
appear
2. Enter the filename followed by '.csv' and choose a destination directory to save the file, then click on the Save
button
Once the file has been exported, the file can be opened using most common spreadsheet or database applications.
4.7
Custom Profile: View Profile
Users can control custom settings associated with their profile from the View | Profile screen.
General Settings
Email Address - Users can update their email addresses based on approved selected domains.
Language setting – User can also adjust their language preference. Note: If a user selects a different language
during an active session the CAR application will restart so the setting can take affect.
Date and Number Format – Users can specify the date format and the numeric decimal format that is displayed
throughout the CAR application. The settings are defaulted to English.
“Search Results Threshold” Setting
The new search results threshold setting can be accessed by users on the User Profile screen. This setting allows users with a
large number of records to avoid hitting the soft and hard transaction limit prompts. The threshold options are 100, 250,
500, 1000, or the current CAR Default Limits. When configured, the system will display the first number of records for the
selected cycle or default search.
The setting is meant to work in conjunction with the default search, so the next set of records are displayed after the user
actions them and clicks “Refresh.”
For example:
1.
2.
3.
4.
5.
A user sets up the default search to only display “Unapproved Transactions.”
The user selects 500 as the threshold.
The user navigates to “Card Data” First 500 Unapproved Transactions are displayed.
The user reviews and “Approves” the first 500 transactions.
The user clicks the “Refresh” button and the next 500 unapproved transactions are displayed (because 500 was
specified in the default search).
4.8
Custom Profile: Custom Export and View Options
Cardmembers can set options for the data that is displayed online or exported from Corporate Account Reconciliation.
From the main menu bar, click View | List Options to open the List Options window. If there is more than one site, choose
the site for which you want to make changes. Three lists can be customized (list names may be different for CAR for BTA or
vPayment):
-
Card Data List
Line Item Detail (LID) List
Export List
PO Header Information (applicable for clients integrating with Purchase Order data)
PO Line Item Details (applicable for clients integrating with Purchase Order data)
In each list, check the data elements that should be included in the view or export. Change the order in which the data
elements appear by highlighting the element then click on the Up or Down buttons. Click Restore Defaults to reset the
views to the site defaults. Click OK to save changes or Cancel to close the window without saving changes. Note: your
System Administrator has the ability to turn this feature off. If you are unable to make changes under List Options, contact
your company System Administrator.
Accounting Fields Type Description
When you choose Accounting Field as a column header, please note any transactions with split accounting, will only display
the first accounting field.
5
E-Procurement/Purchase Order Systems
5.1
Accounts & Cycles Tab
Purchase Orders (POs) can be viewed by Cardmembers, Cardmember Managers and BCA Manager roles. Accounting
Managers do not see POs, since their view is focused on Cost Center codes, or other internal accounting elements, rather
than American Express account numbers.
Users will see POs if they are settled to at least one of the accounts that they are authorized to access.
Three new areas will become visible to the end user on the Accounts and Cycles tab as outlined in the table below. However,
if there aren’t any POs, then the Accounts and Cycles Tab screen will display with only transaction information.
New Section/Tab
Description
1) Purchase Orders section
The Purchase Orders Section is on the right of
your screen, just under the transactions by
cycle section. The PO Orders Section displays
Open, Partially Matched and Closed
transaction numbers.
2) Purchase Orders tab
The Purchase Orders Tab is a new tab, which
takes you to a new page when clicked. This
page displays a list of either open, partially
matched, or closed POs by order month.
3) Purchase Order Summary tab
The PO Summary tab is located at the bottom
of the Accounts and Cycles Tab and shows the
names of the PO Systems, number of POs,
dollar amount and description.
To view POs, first select an account number on the left side of your screen, then highlight a PO Status in the Purchase Orders
Section to the right on the same screen. Currently, you can not view all POs at one time. You need to make a selection
between one of three options; Open, Partially Matched or Closed.
PO Statuses:
PO Status
Open
Partially
Matched
Closed
Description
PO without any transactions matched
POs with at least one transaction matched
POs with one or more transactions matched to the PO, where the PO has been “fulfilled”/closed based
on specific business rules.
The PO is created in the PO system before the transactions appear in CAR. Each PO will have one or more transactions, and
transactions will either be dated the same month or a later month than the PO. In other words, transactions will occur after
the PO has been created.
5.2
Purchase Orders Tab
Once you highlight the order status, from the Purchase Orders section, click on the Purchase Order Tab to see a list of Open,
Partially Matched or Closed POs.
The PO Header information is displayed at the top of the screen and the PO Detail Data is displayed at the bottom of the
screen. A single PO (Header) can have more than one item, which would result in multiple detail lines.
PO Header Columns:
- Status – A blue star indicates the PO is closed, a yellow star indicates the PO is partially closed. If the PO status column
is blank, the PO is open.
- Order Amount – total amount of the PO
- Matched Amount – total amount of transactions matched to the PO. Depending on business rules, this might be the
total transaction amount or it could be the transaction amount – tax – freight.
- Overage – if configured to allow overages, then the overage amount will indicate the amount of matched transactions
that have exceeded the total PO amount.
Note: your view of PO data fields can be customized. Refer to section 5.5 for instructions.
The Matched Transaction Detail tab located at the bottom of the screen provides the same column headers found on the
Card Data tab, and each transaction that has been matched to the selected PO at the top of this screen.
Reminder: more than one transaction can be matched to a single PO.
5.3
Manually Matching Purchase Orders to Transactions
From the Accounts and Cycles Tab, highlight an account number on the left side of the screen, and then highlight the “Open
POs”, or “Partially Matched POs” and click on the Purchase Orders tab and all open POs will appear.
Click on the Manually Match Transaction Tab, located at the bottom of the screen, and a “Suggested Search” will pop up.
The “Suggested Search” is the name of a search that was created in advance. You do not have to use the “Suggested
Search”, you can build your own searches and save them.
However, if you decide to use the “Suggested Search”, it contains 2-3 defaults to find the most likely transactions that
belong to the selected PO Supplier Number – this is an optional value that the System Administrator may choose to
maintain. This value will narrow the merchant base for which POs are expected to be used. This is useful if you have
dedicated merchants for PO Purchases (see more details on this field in the Admin user guide). If your PO system does not
have unique vendor IDs, then this option will not be available.
- Minimum Cycle Date – defaults to the cycle date >= the PO order date since transactions for POs will come after a PO
has been opened
- Amount – defaults to the total Order Amount.
Once the Search has completed, the proposed transactions will be listed at the bottom of the screen.
To match the transaction to the PO, highlight the transaction and PO then click the Match button. A message will appear
indicating the match was successful.
When matching a transaction that does not have LID, the system will close the PO based on the total amount of the
Transaction. If the Transaction Amount equals the PO Amount, then the PO will be closed.
During the Manual Match process, users can decide if they would like to use the accounting provided in the PO details or
not. If they do not want to alter the accounting of the transaction and simply want to match the transaction to the PO, they
would need to uncheck the “Reallocate using PO Information” check box before performing the match.
Tip: before you match a transaction to a PO and change the accounting, you can view the current accounting on the
transaction by clicking the “Accounting…” button. This may help you decide if you want to override the accounting with the
PO accounting or not.
Note: although this screen looks like the Reallocate screen, you cannot change the accounting at this point. You can either
match the transaction to the PO, then edit the accounting on the transaction, or your Administrator would need to load an
updated PO file containing the correct accounting information.
5.4
Un-Matching Purchase Orders from Transactions
Users may decide to un-match transactions from POs. Both manually matched and auto matched transactions can be
unmatched.
To un-match a transaction from a PO, choose the PO, go to the Matched Transaction Detail Sub Tab, highlight the
Transaction to un-match and click the “Unmatch” button.
The system will indicate that the process was successful. Un-matching a transaction usually re-opens the PO, however, this
depends on your company’s business rules.
Note: the accounting on the transaction will revert back to the original accounting that was assigned before the transaction
and PO were matched.
5.5
Customizing the Purchase Orders Tabs
Similar to the Card Data tab, you can customize your view of your PO Header and PO Detail views by
adding/removing/rearranging columns.
Click View List Options, then choose PO Header or PO Details and make your desired changes.
5.6
Matching Line Item Detail (LID) Transactions to POs
If enabled by your System Administrator, you may also match LID transactions. You can match each Transaction Line Item
to a PO Line Item. So instead of closing the PO based on a total amount, the PO would close if all quantities of the PO Line
Items are matched to at least one Transaction Line Item, and the corresponding quantities. For example, if you order 2 of
Part A, and only one of Part A is matched, then the transaction would be considered Partially Matched, since there is still 1
quantity of Part A that remains unmatched. By choosing a LID transaction (as indicated by the LID icon), the manual match
button now shows Match LID. If your System Administrator has chosen to not use LID matching, then this button will
continue to read “Match…”
Upon clicking the “Match LID” button, a spilt screen window will appear. It shows the PO Line Items on the top and the
Transaction Line Items on the bottom.
To match each line individually, follow these three steps to match the LID to the PO Line:
1 – Select the PO detail in the Top window
2 – Select the LID detail in the bottom window that matches to the PO Line
3 – Click the “Match” button
Upon clicking the “Match” button, the Transaction LID line will move from the bottom to the top and nest/attach to the PO
Line Item. If there are multiple lines, repeat the process.
As with the manually matching with non-LID transactions, there is a choice to use the PO accounting or to keep the
accounting as is. After making the choice, click the “Submit” button to complete the process.
5.7
Un-Matching Line Item Detail (LID) Transactions from POs
To change the matches of a LID transaction that was matched by LID, first click the “Change Match…” button, and the
dialogue box will pop up. Highlight the LID line in the top section, and click the “Unmatch” button. Each line must be
unmatched in order to completely un-match the transaction from the PO. You can then follow the steps in the previous
section to change which transaction LID lines are matched to various PO lines. If you would like to completely unmatch a
transaction from a PO that was matched by LID, click the “Unmatch” button on the Matched Transactions sub-tab.
Note: if a large number of POs need to be un-matched, contact your Administrator. Your Administrator can complete this
process by deleting the POs.
5.8
Viewing Transactions Matched to POs
Transactions matched to a PO will display a Blue Star if they are matched to a Closed PO or a Yellow Star if they are matched
to a Partially Matched PO. This will display in the Card Data tab, under the new PO column.
The PO Detail Sub Tab will display the PO details for the PO the transaction is matched to. A single transaction can only be
matched to one PO, however more than one transaction can be matched to a PO. The PO status will show if it was closed by
LID or by Total.
5.8.1 Exception Notes
When transactions are matched to POs by the system, there are various reasons why the system may not be able to
complete the match or use the PO accounting, despite finding a PO number that is valid on a given transaction. Those
reasons are listed below, and will show as an Exception Note in the End-User Card Data Tab on the transaction:
- PO Match: Line item details not matched. Match by Total Used – indicates that an attempt to match by LID was made,
but failed. So the system matched by total. The user can unmatch, then try to manually match by LID if desired.
- PO Match: LID quantity exceeds PO Detail quantity – a LID match occurred, however the quantity of LID exceeded the
quantity on the PO.
- PO Match: Unmatched LID lines remain – a LID transaction was matched to a PO successfully, however there were
additional items on the LID Transaction that could not be matched.
- PO Not Matched: Match would cause overage – when matching by total, a valid PO number was found on the
transaction, however, it could not be matched because it would have caused an overage. This will occur if “Allow
Overages” is set to no in the Admin Applet, and it exceeded the tolerance (if applicable).
- PO Match: Accounting on PO Detail invalid – indicates the Transaction was matched to a PO, however, the Accounting
could not be used from the PO, as it was invalid at the time of the match.
- PO Not Matched: Match to closed PO not allowed – indicates that a transaction would have matched by LID to a PO,
but the PO has previously been closed. A user could manually match the transaction to the PO.
- PO Not Matched: PO currency and transaction currency must be the same – indicates that a transaction would have
matched to a PO, but the currency on the PO did not match the billing currency on the transaction. This can only be
matched if the Admin reloads the PO with the same currency as the transaction.
6
vPayment
6.1
vPayment transactions can be updated using Third Party Data (TPD) directly from the client or a third party provider. The
Third Party Data is typically viewed by either Requestor or BCA Manager roles. Cardmember and Cardmember Manager
roles are not normally created for vPayment programs because a different account number gets issued each vPayment
transaction. Accounting Managers do not see vPayment Third Party Data, since their view is focused on Cost Center codes,
or other internal accounting elements, rather than American Express account numbers.
Three new areas will become visible to the vPayment end user on the Accounts and Cycles tab as outlined in the table
below. However, if there isn’t any vPayment Third Party Data, then the Accounts and Cycles Tab screen will display with only
transaction information.
New Section/Tab
Description
1) vPayment TPD section
The vPayment Third Party Data Section is on the right of your screen, just
under the transactions by cycle section. The vPayment Requests Section
displays Open, Partially Matched and Closed transaction numbers.
2) vPayment TPD tab
The vPayment Third Party Data Tab is a new tab, which takes you to a
new page when clicked. This page displays a list of either open, partially
matched, or closed vPayment Requests by order month.
3) vPayment TPD Summary tab
The vPayment Third Party Data Summary tab is located at the bottom of
the Accounts and Cycles Tab and shows the names of the vPayment
Request Systems, number of vPayment Requests, dollar amount and
description.
To view vPayment Third Party Data, first select an account number on the left side of your screen, then highlight a Status in
the vPayment Third Party Data Section to the right on the same screen. Currently, you cannot view all vPayment Requests
at one time. You need to make a selection between one of three options; Open, Partially Matched or Closed.
vPayment Request Statuses:
vPayment
Request Status
Open
Partially Matched
Closed
Description
vPayment Request without any transactions matched
vPayment Requests with at least one transaction matched
vPayment Requests with one or more transactions matched to the vPayment Request, where the
vPayment Request has been “fulfilled”/closed based on specific business rules.
The vPayment Third Party Data is created in the vPayment system before the transactions appear in CAR. Each vPayment
Request will have one or more transactions, and transactions will either be dated the same month or a later month than the
vPayment Request. In other words, transactions will occur after the vPayment Request has been created.
6.2
vPayment TPD Tab
Once you highlight the order status, from the vPayment TPD section, click on the vPayment TPD Tab to see a list of Open,
Partially Matched or Closed vPayment Requests.
The vPayment Request Header information is displayed at the top of the screen and the vPayment Request Detail Data is
displayed at the bottom of the screen. A single vPayment Request (Header) can have more than one item, which would
result in multiple detail lines.
vPayment Request Header Columns:
- Status – A blue star indicates the vPayment Request is closed, a yellow star indicates the vPayment Request is partially
closed. If the vPayment Request status column is blank, the vPayment Request is open.
- Start Date – date that the vPayment request was issued.
- End Date – date that the vPayment request expires.
- Merchant Name – merchant name passed in the Third Party Data
- Total Amount Issued – total amount of the vPayment Request
- Matched Amount – total amount of transactions matched to the vPayment Request. Depending on business rules,
this might be the total transaction amount or it could be the transaction amount – tax – freight.
- Matched Count – total number of transactions matched to the vPayment Request.
- Unmatched Amount – total amount remaining for the vPayment Request
- Overage – if configured to allow overages, then the overage amount will indicate the amount of matched transactions
that have exceeded the total vPayment Request amount.
- Requestor – name of the requestor associated with the vPayment Request
Note: your view of vPayment Request data fields can be customized. Refer to section 5.5 for instructions.
The Matched Transaction Detail tab located at the bottom of the screen provides the same column headers found on the
Card Data tab, and each transaction that has been matched to the selected vPayment Request at the top of this screen.
Reminder: more than one transaction can be matched to a single vPayment Request.
6.3
Manually Matching vPayment TPD to Transactions
CAR has matching capability that allows users to search for TPD records based on various criteria fields. Once the results of
the TPD return, the user can manually “match” the transactions to the TPD.
From the Accounts and Cycles Tab, highlight an account number on the left side of the screen, and then highlight the “Open
vPayment Requests”, or “Partially Matched vPayment Requests” and click on the vPayment TPD tab and all open vPayment
Requests will appear.
Click on the Manually Match Transaction Tab, located at the bottom of the screen, and a “Suggested Search” will pop up.
The default search returns any transactions with the same account number as the TPD records the user is attempting to
match.
The “Suggested Search” is the name of a search that was created in advance. You do not have to use the “Suggested
Search”, you can build your own searches and save them.
However, if you decide to use the “Suggested Search”, it contains 2-3 defaults to find the most likely transactions that
belong to the selected vPayment Request – this is an optional value that the System Administrator may choose to maintain.
This value will narrow the results for which vPayment Requests are expected to be used.
- Minimum Cycle Date – defaults to the cycle date >= the vPayment Request order date since transactions for vPayment
Requests will come after a vPayment Request has been opened
Once the Search has completed, the proposed transactions will be listed at the bottom of the screen.
To match the transaction to the vPayment Request, highlight the transaction and vPayment Request then click the Match
button. A message will appear indicating the match was successful.
When matching a transaction that does not have LID, the system will close the vPayment Request based on the total
amount of the Transaction. If the Transaction Amount equals the vPayment Request Amount, then the vPayment Request
will be closed.
During the Manual Match process, users can decide if they would like to use the accounting provided in the vPayment
Request details or not. If they do not want to alter the accounting of the transaction and simply want to match the
transaction to the vPayment Request, they would need to uncheck the “Reallocate using vPayment Request Information”
check box before performing the match.
Tip: before you match a transaction to a vPayment Request and change the accounting, you can view the current accounting
on the transaction by clicking the “Accounting…” button. This may help you decide if you want to override the accounting
with the vPayment Request accounting or not.
Note: although this screen looks like the Reallocate screen, you cannot change the accounting at this point. You can either
match the transaction to the vPayment Request, then edit the accounting on the transaction, or your Administrator would
need to load an updated vPayment Third Party Data file containing the correct accounting information.
6.4
Un-Matching vPayment TPD from Transactions
Users may decide to un-match transactions from vPayment Third Party Data. Both manually matched and auto matched
transactions can be unmatched.
To un-match a transaction from a vPayment Third Party Data, choose the vPayment record, go to the Matched Transaction
Detail Sub Tab, highlight the Transaction to un-match and click the “Unmatch” button.
The system will indicate that the process was successful. Un-matching a transaction usually re-opens the vPayment
Request, however, this depends on your company’s business rules.
Note: the accounting on the transaction will revert back to the original accounting that was assigned before the transaction
and vPayment Request were matched.
6.5
Customizing the vPayment TPD Tabs
Similar to the Card Data tab, you can customize your view of your vPayment TPD Header and vPayment TPD Detail views by
***Administrators can enter a description that corresponds to how they use vPayment TPD. The description is then
displayed throughout the End User application for a customized reconciliation experience.***
Click View List Options, then choose vPayment TPD Header or vPayment TPD Details and make your desired changes.
6.6
Matching Line Item Detail (LID) Transactions
If enabled by your System Administrator, you may also match LID transactions. You can match each Transaction Line Item
to a vPayment Request Line Item. So instead of closing the vPayment Request based on a total amount, the vPayment
Request would close if all quantities of the vPayment Request Line Items are matched to at least one Transaction Line Item,
and the corresponding quantities. For example, if you order 2 of Part A, and only one of Part A is matched, then the
transaction would be considered Partially Matched, since there is still 1 quantity of Part A that remains unmatched. By
choosing a LID transaction (as indicated by the LID icon), the manual match button now shows Match LID. If your System
Administrator has chosen to not use LID matching, then this button will continue to read “Match…”
Upon clicking the “Match LID” button, a spilt screen window will appear. It shows the vPayment Request Line Items on the
top and the Transaction Line Items on the bottom.
To match each line individually, follow these three steps to match the LID to the vPayment Request Line:
1. Select the vPayment Request detail in the Top window
2. Select the LID detail in the bottom window that matches to the vPayment Request Line
3. Click the “Match” button
Upon clicking the “Match” button, the Transaction LID line will move from the bottom to the top and nest/attach to the
vPayment Request Line Item. If there are multiple lines, repeat the process.
As with the manually matching with non-LID transactions, there is a choice to use the vPayment Request accounting or to
keep the accounting as is. After making the choice, click the “Submit” button to complete the process.
6.7
Un-Matching Line Item Detail (LID) Transactions
To change the matches of a LID transaction that was matched by LID, first click the “Change Match…” button, and the
dialogue box will pop up. Highlight the LID line in the top section, and click the “Unmatch” button. Each line must be
unmatched in order to completely un-match the transaction from the vPayment Request. You can then follow the steps in
the previous section to change which transaction LID lines are matched to various vPayment Request lines. If you would like
to completely unmatch a transaction from a vPayment Request that was matched by LID, click the “Unmatch” button on the
Matched Transactions sub-tab.
Note: if a large number of vPayment Requests need to be un-matched, contact your Administrator. Your Administrator can
complete this process by deleting the vPayment Requests.
6.8
Viewing Transactions Matched to vPayment Requests
Transactions matched to a vPayment Third Party Data will display a Blue Star if they are matched to a Closed vPayment
Request or a Yellow Star if they are matched to a Partially Matched vPayment Request. This will display in the Card Data
tab, under the new Match Status (Icon) column.
The vPayment Request Detail Sub Tab will display the vPayment Third Party Data details for the vPayment Request the
transaction is matched to. A single transaction can only be matched to one vPayment TPD record, however more than one
transaction can be matched to a vPayment TPD record. The vPayment request status will show if it was closed by LID or by
Total.
6.8.1 Exception Notes
When transactions are matched to vPayment Third Party Data by the system, there are various reasons why the system may
not be able to complete the match or use the vPayment accounting, despite finding a vPayment Unique ID that is valid on a
given transaction. Those reasons are listed below, and will show as an Exception Note in the End-User Card Data Tab on the
transaction:
- vPayment TPD Match: Line item details not matched. Match by Total Used – indicates that an attempt to match by LID
was made, but failed. So the system matched by total. The user can unmatch, then try to manually match by LID if
desired.
- vPayment TPD Match: LID quantity exceeds vPayment Request Detail quantity – a LID match occurred, however the
quantity of LID exceeded the quantity on the vPayment Request.
- vPayment TPD Match: Unmatched LID lines remain – a LID transaction was matched to a vPayment Request
successfully, however there were additional items on the LID Transaction that could not be matched.
- vPayment TPD Not Matched: Match would cause overage – when matching by total, a valid vPayment Request
number was found on the transaction, however, it could not be matched because it would have caused an overage.
This will occur if “Allow Overages” is set to no in the Admin Applet, and it exceeded the tolerance (if applicable).
- vPayment TPD Match: Accounting on vPayment Request Detail invalid – indicates the Transaction was matched to a
vPayment Request, however, the Accounting could not be used from the vPayment Request, as it was invalid at the
time of the match.
- vPayment TPD Not Matched: Match to closed vPayment Request not allowed – indicates that a transaction would
have matched by LID to a vPayment Request, but the vPayment Request has previously been closed. A user could
manually match the transaction to the vPayment Request.
- vPayment TPD Not Matched: vPayment Request currency and transaction currency must be the same – indicates that
a transaction would have matched to a vPayment Request, but the currency on the vPayment Request did not match
the billing currency on the transaction. This can only be matched if the Admin reloads the vPayment Request with the
same currency as the transaction.
7
Travel/BTA-Travel Transaction Data
7.1
Applies to CAR for BTA only
Notes for CAR for BTA users:
1. Throughout this document, ’Card Number’ may refer to account number or supplemental account number, depending on
its use.
2. Throughout this document, ‘Cardmember’ will refer to the name issued on the BTA.
Travel invoices can be viewed by Cardmembers, and BCA Manager roles. Users will see travel data invoices if they are
settled to at least one of the accounts that they are authorized to access.
Three new areas will become visible to the end user on the Accounts and Cycles tab as outlined in the table below. However,
if there aren’t any travel invoices, then the Accounts and Cycles Tab screen will display with only transaction information.
New Section/Tab
Description
1) Travel Data section
The Travel Data Section is on the right of your
screen, just under the transactions by cycle
section. The Travel Data Section displays Open,
Aged, Partially Matched and Closed
transaction numbers.
2) Travel Data tab
The Travel data Tab is a new tab, which takes
you to a new page when clicked. This page
displays a list of Open, Aged, Partially
Matched, or Closed travel data records by
invoice month.
3) Travel Data Summary tab
The Travel Data Summary tab is located at the
bottom of the Accounts and Cycles Tab and
shows the names of the Travel Data Systems,
number of travel data invoices, dollar amount
and description.
To view travel data invoices, first select an account number on the left side of your screen, then highlight a Travel Data
Status in the Travel Data Section to the right on the same screen. Currently, you can not view all travel data invoices at one
time. You need to make a selection from one of four options; Open, Aged, Partially Matched or Closed.
Travel Data Status:
Travel Data
Status
Open
Travel data without any transactions matched
Aged
Travel data without any transactions matched older than 60 days (default setting)
Partially Matched
Closed
7.2
Description
Travel data that has matched based on ticket number, but may show variance in transaction
amounts
Travel data that has been fully matched to the card transactions
Travel Data Tab
Within the Accounts and Cycles tab, highlight the travel data status required, and click on the Travel Data Tab to see a list of
records based on the status selected.
The travel data header information is displayed at the top of the screen and the travel data detail is displayed at the bottom
of the screen. A single travel record (header) can have more than one allocation, which would result in multiple detail lines.
Travel Data Header Columns:
Label
M
PNR/Invoice #
Label Description
Matched: A blue star indicates the travel data is closed, a yellow star indicates the
travel data is partially matched. If the travel data status column is blank, the travel
data is open.
PNR (Passenger Name Record): Airline reservation system tracking number
Invoice #: Travel invoice number
Supplier Name
Airline or travel agency name
Trans Amount
Ticketed amount
Note: your view of Travel data fields can be customized. Refer to section 6.5 for instructions.
7.3
Manually Matching Card Transactions to Travel Invoices
I.
Within the Accounts and Cycles Tab:
a. Highlight an account number on the left side of the screen,
b. In the Transactions section, highlight the desired cycle
c. Click on the Card data tab
II. Within the Card data tab
a. Highlight an unmatched transaction
b. Click on the ‘Match to Travel Data’ tab at the bottom; a “Search Travel Data” box will appear.
c. Utilize a default search or create a new search to find a travel record that matches the card transaction
d. Select appropriate travel record and click on the ‘Match’ button. A message will appear indicating the match
was successful.
During the Manual Match process, users can decide if they would like to use the accounting provided in the travel invoice
details or not. If they do not want to alter the accounting of the transaction and simply want to match the transaction to the
travel invoice, they would need to uncheck the “Reallocate using travel invoice Information” check box before performing
the match.
Note: If a match is not found in step C above, users can choose to apply the accounting from another travel record by
highlighting the appropriate travel record at the bottom of the screen and clicking on the ‘Apply Accounting’ button.
7.4
Un-Matching Card Transactions from Travel Invoices
Users may decide to un-match card transactions from travel data invoices. Both manually matched and auto matched
transactions can be unmatched. To un-match a card transaction from a travel invoice,
Within the Card data tab:
a. Choose the transaction you wish to unmatch
b. Click on the ‘Travel Data Detail’ tab at the bottom
c. Click on the ‘Unmatch’ button
The system will indicate that the process was successful. Un-matching a transaction re-opens the travel invoice.
Notes:
1) Transactions can also be un-matched in the Travel data tab using a similar process
2) The accounting on the transaction will revert back to the original accounting that was assigned before the card
transaction and travel invoice were matched.
7.5
Customizing the Travel Invoices Tabs
Similar to the Card Data tab, you can customize your view of your Travel Data Header and travel invoice Detail views by
Click View List Options, then choose travel Data Header or travel Details and make your desired changes.
8
8.1
Receipt Imaging
Attaching Receipts on the Accounts & Cycles Tab
Important Note: If your site is set up to manage receipts at a Cycle level, follow the instructions to attach receipts on the
Accounts & Cycles Tab.
If however your site is set up to manage receipts at a Transaction level, then you can follow instructions for either tab;
attaching receipts on the Accounts & Cycles tab or attaching receipts on the Card Data Tab.
Step 1: Getting started
Log into CAR, select an account number and a cycle.
Step 2: Click Attach
Click the Attach button.
Step 3: Click Browse
Select a file to import.
Click attach and ok.
Attaching limits
2MB per image, 10MB per upload, no limits on uploads.
File types accepted are: bmp, gif, jpeg, pdef, png and tiff.
Deleting Receipts
You can delete all receipts for the cycle by clicking “Receipts” on the menu bar and select “Delete Cycle Receipts”. Note, BCA
Managers and Accounting Managers can never delete receipts.
Receipts Summary
A count of receipts that exist for the cycle is displayed in the Receipt Summary box.
Note, if you are faxing, the transmittal page with the bar code is not included in the count.
8.2
Attaching Receipts on the Card Data Tab
Log into CAR, select an account number and a cycle. Click on the Card Data Tab.
Step2: Select a transaction
Click the Attach button to match a receipt to a specific transaction.
Step 3: Click Browse
Select a file to import.
Click attach.
Step 4: Match and Approve
An optional step. Check the box that says “Match and Approve” if you want to approve your transaction at the same time.
8.3
Matching Receipts from the Card Data Tab
Step1: Select a transaction
Select a transaction and click the “Receipts” sub tab at the bottom of the screen.
Step 2: Select a receipt
Select a receipt from the sub tab and drag from left to right over to “Matched Receipts”.
Select more than one transaction at a time and match to one receipt. Or, select more than one receipt at a time and match
to one transaction.
Unmatch Receipts
Select a transaction and select the matched receipt and click “Unmatch” to unmatch a receipt.
8.4
Faxing Receipts to CAR
Step 2: Click Print
Click the Print button and select either a transmittal page with summary or details.
Step 3: Fax Receipts
Fax your transmittal page with paper receipts to the designated fax number. You can tape more than one receipt to a piece
of paper.
8.5
Viewing Receipts
Step 2: View Receipts
From the Accounts & Cycles Tab. There are two ways to view receipts. Click the icon that says Receipts or click “Receipts” on
the menu bar and select “View Cycle Receipts”.
From the Card Data Tab. You can view receipts under the Receipts sub tab at the bottom of the screen. You can also view
thumbnail images of your receipts. Double click on any image, hover your mouse over a receipt or click on “view” to view a
larger image of the thumbnails.
Receipt Imaging Columns
You can change your view on the Card Data tab to show two new Receipt Imaging columns. The first column with an “R”
shows an icon of a stack of blue papers, and indicates when a transaction has a receipt matched to it. The second icon with
an “S” shows the source of the receipt either a small scanner or fax machine or both indicating that the receipt was either
faxed or scanned or both. Add these by clicking on View on the menu bar and click on List Options.
Deleting Receipts
You can delete a receipt from the Card Data Tab, by selecting the receipt thumbnail on the Receipts Sub Tab at the bottom
of the screen. Next click the “delete” button to the right on the same sub tab. Note, BCA Managers and Accounting
Managers can never delete receipts.

American Express @ Work ® Corporate Account

Transcription

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