AISD AMEX Purchasing Card Corporate Account Reconciliation

Austin Independent School
District ((AISD))
American Express Corporate Purchasing Card (CPC) Training
Designed for:
•
•
•
•
•
Principals
Bookkeepers
Finance
Procurement
Employees with purchasing
responsibilities
Reconciling Transactions via
Corporate Account Reconciliation (CAR)
CAR is a web-based tool that automates the statement
reconciliation process with the following features:
•
Increases end user convenience and productivity
•
Provides 24/7 access to your data
•
Enables Cardmember and Manager to view, add detail, edit and
reallocate general ledger account codes
•
Increases accuracy of account coding and reduces account
payable costs
•
Unique fields can be used to capture Cardmember and manager
approvals and return comments
Registering for the First Time
1) First-time users will receive an e-mail from the Austin ISD Purchasing Card
administrator containing the Company Key
2) Access the web page from your internet browser by typing
https://amex.iers.ihost.com/ in the Address box, enter
Address box
NOTE: Save this URL in
your Favorites or
Bookmarks select a new
password.
Registering for the First Time
Enter the Company Key exactly as
sent in the e-mail – copy and paste
it to avoid entry errors
Then click on the “Register
Now” button
Registering for the First Time
Enter your first and last name, then
choose a User ID
Then select your Challenge
Phrase and its corresponding
answer
Check this box if you are a
non-Cardholder
Click on the “Next”
button to continue.
Enter your e-mail address
Registering for the First Time
When your registration
Wh
i t ti
is accepted, the
application will prompt
you for your Corporate
Purchasingg Card
number – enter in your
Card number
Then click on the
“Next”
Next button to
continue
If you are registering
multiple Cards, click
on the “Add Another
Card” button and enter
the appropriate
information
Registering for the First Time
Verify the above information and
click the “Submit” button
Registering for the First Time
Shortly afterwards, you will
receive an e-mail notification
that will include your temporary
password
Registering for the First Time
Example of E-mail from American Express with Temporary
Password
Launching CAR
To log in to the application
after yyou have registered
g
with the system, enter in
your User ID and temporary
password
Then click on the “Log In”
button to continue
Launching CAR
Copy and paste the
“Company Key” from the email sent by the Purchasing
Card administrator
Then click the “Submit”
button
For first time users, the
system will ask you for the
“Company key” and
“Challenge Phrase”
Launching CAR
The System will ask you to
change your temporary
password to a user-defined
p
password
Then click the “Change”
button
Launching CAR
The “Manage Your Accounts”
screen will appear. Select
“Corporate Account
R
Reconciliation”
ili i ” to continue
i
Notification of No Transactions
If you login to the tool before making
purchases on your Card, you will
receive this message indicating that
you have not made any transactions
yet, therefore do not have any
transaction data to work with
.
Selecting Your Card Data
The application
Th
li ti will
ill th
then llaunch.
h
Two tabs (Accounts & Cycles,
Card Data) will appear
The top left
portion of
this screen
will list the
Card
accounts for
which you
have access
Select an account and a cycle
To view and edit
each transaction,
Click on the Card
Data tab
The top right
portion of the
screen will list
all of the
billi cycles
billing
l
that are
available for
you to review
A transaction
summary for
the selected
account and
cycle will
appear in the
lower section
of the screen.
Viewing Your Card Data
After Clicking on the Card Data tab, you will see a list of
all transactions for the selected account and cycle. On the
lower half of the screen, the Transaction Detail and
Additional Transaction Detail tabs will appear.
Additional
transaction detail
will appear in the
description field if
passed by the
supplier
To change the default
accounting information
assigned to this
transaction, Click on the
“Reallocate” button.
To indicate that you
have reviewed the
transaction Click
transaction,
on the “Approval”
button
Reallocating and Splitting Transactions
To reallocate or split the transaction to
different accounting codes, the
Cardmembers must enter the
accounting
i code
d iinformation
f
i bby either
ih
keying the data in, selecting the data
from the drop down arrow or selecting
the data from the ellipse description area
After reallocating the entire
purchase amount/percentage,
Click on the “Submit” button to
continue. This will update the
accounting information and mark
the transaction as “Reallocated.”
Then input either
the amount or
percentage of the
transaction to be
allocated to the
accounting
i codes
d
and Click the
“Update” button.
Supplier Information
Merchant (a.k.a.
supplier, vendor))
Information
Additional Transaction Detail
Thee Additional
dd t o a
Transaction Detail tab
enables you to enter
comments about the
transaction. Comment
fields are free-form
free form text
fields.
After entering information
(not required),
required) Click on the
“Save” button to save your
comments.
Line Item Detail (LID)
Some suppliers
S
li
pass Line Item
Detail (LID)
which breaks out
the ppurchase byy
each item
purchased
History
User names of people who
have made changes to the
transaction; most often
used for auditing purposes.
Printing Transaction Summary Log
Click on the
“Print”
Print button to
Print the
transaction
summary report
for the Selected
cycle.
l
Click on the “Print
Preview” button to view
document before
printing.
printing
Printing Transaction Summary Log
Helpful Tips - Exporting
To export the transaction data,
data
simply click on the “Export” button
Then specify the destination
directory where you want to save
the exported file
Helpful Tips - Searching
Click on the
S
Search
h Button
B tt
to Access the
Search screen.
Enter the Search Criteria in the
text fields. Then Click the Search
button to start the Search.
Note: You can Search by more
th one element.
than
l
t
Using Online Help
Click on the Help
Button to Access
the Quick
Reference Guide.
Click on the Text
Hyperlink to access
Information on
subject.
Key Things to Remember
• Transactions must be reconciled every month!
• Cycle Status “Open”– Represents charges that have been submitted to
American Express by the supplier since the last cycle cut
cut, but not yet “billed”
billed to
Austin ISD by American Express
• Cycle Status “Closed” – Represents all of the daily charges, consolidated into
one billing statement/file for uploading to IFAS. Transactions are closed on
approximately the 17th of each month
• E – Extract – Final Locked (YELLOW) means charge code changes can no
longer be made in CAR; any changes must be requested through Accounts
Payable for a manual journal entry
• Transactions will be Final Locked on the 17th of each month
• S – Status – A green check mark in this column indicates the transaction has
been reviewed; a blue check mark indicates the transaction has been
reclassified