CAR Training Guide - Cardmembers

Humble ISD
Corporate Account Reconciliation
(CAR)
End User Training
For Cardmembers
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda

Corporate Account Reconciliation (CAR) Overview

Self Registration and Initial Log In Process

Accounts and Cycles

Transaction Data

Reviewing/Approving

Print/Export Feature

Search Feature

CAR Help

What else do I need to know?

CAR and Card Program Contact Information

Questions and Answers
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Corporate Account Reconciliation (CAR)
Product Overview
• Internet based Corporate Card reconciliation tool
• CAR allows cardmembers to review/approve Corporate Card
transactions 24 hours a day, 7 days a week
• Posted transactions, grouped by billing cycle, contain:
•
•
•
•
Transaction Amount
Transaction Date
Merchant Name
Order Data (May be Summary or Line Item depending on merchant
capabilities)
• System Generated Accounting Allocation
• A cardmember may:




Review
Print a Transaction Summary Report
Export data
Search
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Self Registration and Initial Log In Process
1. Go to https://amex.iers.ihost.com
2. *Use your Company Key to go through the Self Registration Process
3. Receive temporary password
4. Log into system using temporary password - create permanent
password to access CAR
*Note: The Company Key is unique for each company and will be provided to all CAR users by
your Program Administrator.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Self Registration Process
To begin the process, copy and paste
your Company Key into this field then
click Register Now.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Company Key
Example of a Company Key. A tip is not to
copy any additional spaces before or after the Key.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
New User Registration
1. Enter your first, middle initial and last name.
2. Enter the desired User ID. It must be
unique across CAR. A tip is to put a number
at the end of your User ID if it is already in use.
3. Select a challenge question and enter a
response. The response is case sensitive.
5. If you have a card, leave the CAR box checked. If you
4. Enter email address.
don’t have a card but need access to view transactions, check
Important
to enter
the correct
Due to the competitive nature
of this document,
the information
contained within is consideredthe
to beNon-cardholder
of a proprietary and confidential
nature non-cardholder
and shall not be copied, role is
box. The
printed or otherwise reproduced without the express written permission of American Express.
6. Once complete,
address as this is where the
typically used for managers. Non-Cardholders should contact
click Next.
temporary password will be sent.
their PA after registering and ask them to add cards to their profile.
Agenda
Adding your Card Number
Enter your 15 digit card number with no spaces or dashes.
If you have more than one card, click Add Another Card to enter
your additional card numbers. Once complete, click Next.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
New User Registration Review
Review your information prior to submission. If the information
is correct, click Submit.
If the information is not correct, click Cancel which will take you back to the log on
screen. Repeat the Self Registration process.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Registration Confirmation Message
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printed or otherwise reproduced without the express written permission of American Express.
Agenda
Example of Registration Email
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Initial Log In Process
Return to the CAR log in screen. Enter your User ID, copy and paste
the temporary password and click Log In.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Enter your Company Key and Challenge Response
Copy and paste your Company Key.
Enter your Challenge Response (is case sensitive).
Once complete,
click Submit.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Changing your Password
You will be prompted to change your Password.
Re-enter your new Password for verification purposes.
Once complete, click Change.
Important Note: Once you click Change, the system will begin to log you in to the CAR
application. If the application does not open, it is possible that your computer
does not have the proper version of Sun Java installed. Please contact your internal Help Desk for
assistance.
You may also receive a pop up error message indicating there are no transactions associated to the card or cards
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
tied to
your CAR
user
profile.
Once
the
first transaction
comes through the tool, you will no longer receive this
printed
or otherwise
reproduced
without
the express
written
permission
of American Express.
error message.
Agenda
Self Registration and Initial Log In Process Review
Information Needed for the Self Registration and Initial Log In Process:
 Company Key
 Name
 Email
 User ID
 Challenge Question/Response
 Card Number(s)
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Forgot Your Password
If you ever forget your password or mistakenly delete the temporary
password, click on the Forgot Your Password link. You will need your
Company Key, User ID, Challenge Question and Response. A new
temporary password will be emailed to you. Repeat the Initial Log In
process to set up a new password.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
CAR User Roles
This is the homepage once you have logged into CAR
4 Roles within the CAR Tool
Cardmember: user has access to only their card(s)
Cardmember Manager = Bookkeeper: user has access to their own card along with any cards that require their
review/approval
Basic Control Account (BCA) Manager: this upper level role gives access to all cards in a Basic Control Account. This
has been reserved for Program Administration at our District.
Accounting Manager = Principal/Department manager: this upper level role gives a user access to all charges that have
certain specified accounting codes
Most CAR users will be set up as Cardmembers or Cardmember Managers
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Accounts and Cycles
This is the homepage once you have logged into CAR.
Any cards that you have access to will be listed here.
To see a summary of a cycle, highlight the cycle
above and look below for the summary information.
Pending indicates that a transaction has not been
actioned by the user. Reviewed indicates a user has reviewed the
charge and verified the accounting information is correct.
Reallocated indicates a user has changed the accounting
information on a transaction.
The last 8 closed cycles with the most current cycle in
an open status will be displayed above. Lock icons
indicate the status of a particular cycle. Move your
curser over the E column to get tip text on what each
color represents.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Card Data
Select the Card Data tab to view your transactions for selected
card and cycle.
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printed or otherwise reproduced without the express written permission of American Express.
Agenda
Card Data continued…
Status column will show if the transaction has been reviewed or reallocated.
A green check mark indicates that it has been reviewed, a blue check mark indicated
that is has been reallocated.
Numbers
in the next 4 columns correspond to which role has review or reallocated a transaction.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed
otherwise
reproduced without the(C)
express
permissionor
of American
Express.the transaction.
If you see aor 1,
the Cardmember
haswritten
reviewed
reallocated
If you see a 2, the Cardmember Manager (CM) has approved the transaction.
Agenda
Card Data continued…
Cmt column shows if there is a comment on a transaction
Entered by the Cardmember or Cardmember Manager.
Exclamation point (!) indicates
the transaction has an exception
and should be looked at.
LID indicates
Line Item Detail or
invoice level detail has
been passed by the
Merchant.
Basic information for the transaction including
Date, Merchant Name, Merchant Location,
State and Billed Amount.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Card Data Tab - Accounting
Users also have the ability to see the accounting elements tied to
a transaction as seen above. If accounting elements are not visible,
they can be added through the card data list options shown on Slide 40.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Column Sorting
Columns can be sorted
in ascending or descending
order by clicking on the column
header.
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printed or otherwise reproduced without the express written permission of American Express.
Agenda
Transaction and Merchant Details
The Transaction Detail tab provides
information from the merchant for a particular
transaction.
Default Accounting Codes are presented above based upon mapping
rules (client defined) Accounting fields represented with ‘XXX’, must
be replaced with actual budget codes.
Basic information for the merchant is provided in the
Merchant Information tab.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Additional Transaction Detail
The Additional Transaction Detail tab can be used to capture information
for a transaction by the cardmember. A brief comment regarding the
transaction should be entered here. After entering information, click on the
Save button to save the information that has been entered for the transaction.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Reviewing or Approving Transactions
After you have reviewed the transaction along with the accounting information, you
can mark it in a reviewed or approved status by clicking on the Reviewed or
Approved button in the lower right hand corner of the screen.
Any transaction represented as a negative
is a credit back to your account.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Reviewing or Approving Transactions continued…
A green check mark will appear in the Status column. A 1 will also appear in the
Cardmember (C) column indicating a Cardmember has reviewed or approved the transaction.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Multiple Transaction Review or Approval
You can also mark multiple transactions (that are in order) in a reviewed or approved status by holding down the shift key and
Highlighting the charges as shown above.
If you want to pick and choose transactions to mark as reviewed or approved, you can do so by using the control key and highlighting
The charges as shown below.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Printing the Card Data
Go to the toolbar and select the Print icon.
Users can select Print
Preview or select OK
to print the card data.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Print Preview
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Export the Card Data
Select the Export icon on the toolbar. This will produce a CSV file
that you can save on your computer. This is not a requirement for the Humble ISD program.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Changing List Options
Go to View on the toolbar and select List Options. From there you can change the
information displayed on the Card Data tab.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Search Feature
If you need to search for specific transactions, click on the Search icon on the toolbar.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Using the Search Feature
By using the Search feature, you can setup a search on many different fields as seen below. You can then
save the search by renaming it. Examples are displayed below.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
Using the Search Feature continued…
If you search for all transactions with a value greater than $200 (for example), you can then go back to view all transactions
by selecting the View All icon on the toolbar.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
CAR Help
Comprehensive Help guides and lessons are available for assistance on the tool’s functionality.
You can access these Help guides and lessons by clicking on the Help icon on the toolbar.
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
What else do I need to know?
DISPUTES
•
Contact the Merchant directly to resolve the dispute
•
Users can note the disputed charge in CAR (Transaction Detail Tab, comments field)
•
If a solution cannot be agreed upon with the Merchant, contact American Express Customer
Service (phone number on the back of the card)
ACCOUNT CHANGES
•
For account maintenance including default Accounting Code changes, limit increases, etc.,
contact your Company Card Program Administrator
RENEWALS
•
Cards will automatically be renewed in four years
LOST/STOLEN CARDS
•
For lost or stolen cards, contact American Express Customer Service immediately (1-800-4410519) for cancellation and card replacement
•
Also contact your Company Card Program Administrator so updates can be applied to CAR
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
What else do I need to know?
DECLINES
•
If your card is declined, you may have:
 Exceeded your transaction/monthly limit
 Attempted a charge with an unapproved merchant where an MCC (Merchant Category Code) block or
Standard Industry Code restriction is in place
 The strip on the back of the card may be damaged
 Merchant’s equipment may be down
•
Please contact American Express Customer Service (phone number on the back of the card)
or your Company Card Program Administrator
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
Agenda
CAR and Card Program Contact Information
CAR Administration and Help
Contact your Company Card Program
Administrator
American Express Customer
Service
1-800-528-2122
American Express Card
Activation
1-800-362-6033
Corporate Account
Reconciliation (CAR)
https://amex.iers.ihost.com/
Manage Your Card Account
www.americanexpress.com/checkyourbill
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.