American Work Corporate Account Reconciliation. End User Manual

Transcription

1 American Work Corporate Account Reconciliation End User Manual Version 25 October 2014

2 elearning Modules On demand training modules have been created to assist you with understanding CAR functionality. Click on link(s) below to access the recorded training(s): elearning Navigation Tour 3 Minutes (Acquaint yourself with the online learning environment) CAR Demonstration (Quick demonstration of the overall functionality) Self Registration and Profile Maintenance 11 Minutes (CAR self registration process, first time login, resetting password and updating your profile) End User Functionality Basic- 11 Minutes (Review transactions, update accounting, split transactions and printing) End User Functionality - Advanced- 10 Minutes (Sorting and filtering, additional information tabs, building searches and exporting) CAR Receipt Imaging Demonstration (Quick demonstration of the Receipt imaging functionality) End User Funtionality Receipt Imaging - 6 minutes (Attaching receipts optional functionality) CAR BTA Demonstration (Quick demonstration of the Business Travel Account Reconciliation functionality) BTA - End User Functionality Part 1-16 minutes (Business Travel Accounts (BTA) optional functionality) BTA - End User Functionality Part 2-6 minutes (Business Travel Accounts (BTA) optional functionality Page 2 of 61

3 User Guide in other Languages: French Canadian Spanish (LAC) ( Links to Spanish elearning modules) Table of Contents 1 Getting Started Technical Requirements Self-Registration Launching the Application for the First Time User Profile Maintenance Managing Your Password Understanding User Roles C= Cardmember CM= Cardmember Manager BCA= Basic Control Account Manager AM= Accounting Manager Requestor Viewing Cycle Summary and Transaction Data Accounts & Cycles Tab Card Data Tab Transaction Detail Tab Merchant Information Tab Editing Additional Transaction Fields History Tab Tax Information Tab Line Item Detail (LID) Tab Working with Transactions Page 3 of 61

4 4.1Reviewing, Approving and Reallocating Transactions Reviewing Transactions Reallocating a Single Transaction Clear Approvals Hold/Release Transactions (OIB Only) Updating Split Accounting Importing Accounting Exporting Files from a Transaction Enhanced Allocation Display Reallocating Multiple Transactions Approving Transactions Managing Exception Notes Searching, Printing, & Exporting Transactions Searching Transactions Printing Transactions Exporting Transactions Custom Profile: Custom Export and View Options E-Procurement/Purchase Order Systems Accounts & Cycles Tab Purchase Orders Tab Manually Matching Purchase Orders to Transactions Un-Matching Purchase Orders from Transactions Customizing the Purchase Orders Tabs Matching Line Item Detail (LID) Transactions to POs Un-Matching Line Item Detail Transactions from POs Viewing Transactions Matched to POs Exception Notes vpayment Accounts & Cycles Tab Page 4 of 61

5 6.2 vpayment TPD Tab Manually Matching vpayment TPD to Transactions Un-Matching vpayment TPD from Transactions Customizing the vpayment TPD Tabs Matching Line Item Detail Transactions to vpayment Requests Un-Matching Line Item Detail Transactions from vpayment Requests Viewing Transactions Matched to vpayment Requests Exception Notes Travel/BTA-Travel Transaction Data Accounts & Cycles Tab Travel Data Tab Manually Matching Card Transactions to Travel Invoices Un-Matching Card Transactions from Travel Invoices Customizing the Travel Invoices Tabs Attaching Receipts on the Accounts & Cycles Tab Attaching Receipts on the Card Data Tab Matching Receipts from the Card Data Tab Faxing Receipts to CAR Viewing Receipts Page 5 of 61

6 1 Getting Started 1.1 Technical Requirements To access and use the Corporate Account Reconciliation (CAR) Administration module, you must have the following technical requirements: Component: Minimum Requirements: Operating Systems Windows XP, Windows 2000, Windows Vista, Windows 7, Windows 8, Windows 8.1, Mac 10.6 (Snow Leopard), Mac 10.7 (Lion), Mac 10.8 (Mountain Lion), Mac 10.9 (Mavericks) Browser (Applet) Internet Explorer , Mozilla Firefox , Safari 4.x-Safari 6.x, Chrome Java Java 1.5 to 1.7 RAM 512M with 128M Allocated Heap Space to Java Disk Space (Applet) 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: 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 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. Page 6 of 61

7 A message will display, indicating registration was successful. The Corporate Account Reconciliation system will send you an notification to the address specified in the profile. The will come from the following address: 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 Users launching Corporate Account Reconciliation for the first time may have different login processes depending on their registration process. Please refer to your registration notification for instructions on how to launch CAR. If you Self-Registered, please contact your contact your System Administrator for the company key. 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: 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, 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: 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. Page 7 of 61

8 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 reset 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. You will receive an with your temporary password. You will no longer need the company key however you will need to select a new challenge phrase as well as a new password. Here s how to reset a password: 1. Go to: 2. Click on the Forgot Your Password? Link 3. Enter your user ID, challenge question, challenge response, and the company key 4. 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 according to the one listed in your user profile. Please allow up to six hours for the system-generated 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 Page 8 of 61

9 - 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 Page 9 of 61

10 - 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 Description P 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 Page 10 of 61

11 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 green lock indicates the cycle or transaction is partially locked based on sys admin/site configurations. System Administrators may choose what fields can be edited when a transaction has a green lock. 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 a statement, or multiple for OIB Sites. 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. Open Item Billing users: Transactions with Cycle Date Multiple have a status of Not Extracted. This view allows users to view all transactions, across all cycles, that have not been extracted. Page 11 of 61

12 Total Amount Transaction Summary Receipt Summary Total dollar amount of transactions that make up the statement for the corresponding cycle. 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. 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 Page 12 of 61

13 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 Selected Cardmember Label Description Name of the Cardmember who incurred the transaction selected. Selected Requestor Name of the Requestor who incurred the transaction selected. This is only displayed for users with the Requestor role. Account Number 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 Page 13 of 61

14 A green lock indicates the cycle or transaction is open for approvals and any other field changes based on site configurations. The accounting field is locked however. Open Item Billing sites may have a Hold transaction feature turned on by role.! 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 Page 14 of 61

15 LID Date Merchant Merchant Location Billed Local Received Traveler Name Routing AL This icon indicates the transaction includes Line Item Detail (LID) information. Only participating merchants pass LID data. The date the transaction was recorded by the merchant. The name of the merchant that recorded the transaction. City and state/province in which the transaction was recorded. Billed amount and currency of the transaction. Local amount and currency of the transaction. 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) 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 now available on the Card Data and Third Party Data screens. By using the filter search, users can narrow onscreen search results. 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 clicking the X button to the right of the text box or by refreshing the screen. Cross Cycle Viewing Users can change cycles from the Card Data tab by selecting the desired cycle date from the dropdown menu. This means you do not need to go back to the Accounts and Cycles tab to change the cycle you wish to view. Please note that changing cycles does not combine multiple months of data into a single view. In order to view up Page 15 of 61

16 to 3 months at a time, users can use the +/- check box, which is discussed in more detail in the Cross Cycle Search section.oib users can choose the Not Extracted cycle to view all transactions not yet extracted, even if they cross cycles 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 Billed Amount (Tax) Local Amount (Tax) Exception Note Allocation Details 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. The billed amount, currency, and actual tax of the transaction. The local amount, currency, and actual tax of the transaction. 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. Page 16 of 61

17 Review/Approval Button Click this button to confirm that you have reviewed /approved the transaction. This will be discussed in section 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. Approvals can also be cleared using the Clear Approval Button by the same User ID and role that made the approval (when enabled for a site). Reallocate Click this button to reallocate a transaction. This will be discussed in section 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 flag will appear on the transaction under the! column to indicate the existence of an exception Merchant Information Tab The Merchant Information tab provides data about the transaction s vendor. This is not required information and may contain unpopulated fields Editing Additional Transaction Fields for more than one transaction Page 17 of 61

18 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 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. Page 18 of 61

19 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 Tax ID Amount Estimated Amount Exempt? Description 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. The actual tax amount derived from data passed by the merchant. The actual tax amount cannot be edited. 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. This column indicates whether the transaction is tax exempt. (N/A for US) 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, reallocate, and clear approvals on transactions. These functions are enabled by clicking on the Review, Approve, Reallocate, or Clear Approval button located on the Transaction Detail tab within the Card Data tab. Page 19 of 61

20 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 Reallocating a Single Transaction Transactions may be reallocated if the transaction is in an unlocked state. To reallocate a transaction: 1. Highlight the transaction and click on the Reallocate button on the Transaction Detail tab 2. The Reallocate Transaction dialog box will appear 3. Select the existing allocation from the top list and either delete or change 4. Delete the allocation by clicking on the Delete button 5. Change the Amount or Percent field and click on the Update button 6. 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. Page 20 of 61

21 Note: the allocation description may be set as a required field by your System Administrator. If yes, a message will be presented to you indicating that the field is required. 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 Clear Approvals To Clear an approval, click on the Clear Approval button on the Transaction Detail section on the Card Data tab. Approvals can only be cleared by the same User ID and Role that made the approval. For example, if user USER1 approved a transaction as a CM, then switched roles to BCA manager, USER1 would not be able to clear the CM (1) approval. They would need to switch back to the CM role in order to remove the approval Hold/Release Transactions (Open Item Billing Only) OIB Sites can have a Hold transaction feature turned on by role. When this is enabled, a new Hold button will be displayed. If clicked, the user will be required to enter a Hold Reason to indicate why this transaction should be held, and therefore excluded from OIB Extract files. The Hold Reason will be visible on the History tab. The Hold button is not a dispute feature. The Hold icon will display in the Extract column (where locks normally appear), as a held transaction that cannot be extracted/locked. A held transaction can also be released (the hold removed). To release a transaction, click the Release button (same as the Hold button) at the top of the screen. When a transaction is released, the Hold icon will be removed from column E and the transaction will be evaluated against the pre-set OIB rules during the next extract file run. Transactions with process dates greater than 180 days cannot be released. They will be permanently held and therefore excluded from extract files. Page 21 of 61

22 A user will be required to enter a reason why the transaction was released. Both the Release Reason and the Hold Reason will remain on the History tab. 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. Page 22 of 61

23 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. Page 23 of 61

24 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 Page 24 of 61

25 Users can select a specific allocation line by single-clicking. Double-clicking the allocation line displays the reallocation screen. Reallocation screen focus defaults to the selected allocation line. 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 Page 25 of 61

26 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 Page 26 of 61

27 3) On the reallocate tab 4.5 Enhanced Allocation Display Screen Shot Page 27 of 61

28 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 , 50% to Transaction B: 80% to , 20% to Selecting transactions A and B, and replacing all GL accounts with '9999', yields the following result: Transaction A ~ 50% to , 50% to Transaction B ~ 80% to , 20% to To replace specific accounting fields for multiple transactions: 1. Select multiple transactions by pressing the Ctrl key as you highlight multiple transactions. 2. Click on the Reallocate button on the Transaction Detail tab (the Reallocate Transaction dialog box will appear) 3. Select Replace specific account fields from the Multiple Reallocation Method drop down box 4. 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: Page 28 of 61

29 1. Select multiple transactions by pressing the Ctrl key as you highlight multiple transactions 2. Click the Reallocate button on the Transaction Detail tab (the Reallocate Transaction dialog box will appear) 3. Select Reset all allocations by percentage from the Multiple Reallocation Method drop down box 4. Select the existing allocation from the top list and either delete or change 5. To delete the allocation, click on the Delete button 6. To change the Amount or Percent field and click on the Update button 7. 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 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. Page 29 of 61

30 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 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. Page 30 of 61

31 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 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 field 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 a Search Field for the next criteria row. 7. Criteria lines can be deleted by clicking the X button to the right of the criteria row. 8. Define AND/OR statements for searches with 2 or more criteria rows using the Results Match Criteria dropdown (see AND/OR statements section). 9. Click on the Search button to execute the search and transactions will be retrieved based on your 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. Page 31 of 61

32 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. 1. Select In from the Operator dropdown box. 2. Click the Value button. 3. Users can add criteria by entering a single value and clicking the Add pop-up. 4. 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 OK once the values are specified to close the pop-up. 6. The label for the Value displays 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 Page 32 of 61

33 CAR gives users 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. Page 33 of 61

34 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 A user that is not a search manager will see up to three folders on the left of the search screen. The CompanySearch folder is available to all users for that company. The SiteSearches folder is available to all users on the site that is currently being viewed based on the user s role. Both the Company and Site Searches folders are only visible if one or more searches are posted in the folder. The MySearches folder includes all of the searches created by the user. When you create a new search it will save to your MySearches folder. To select a saved search, users can single click on the search to display the associated search criteria, or double-clicking the search will automatically execute the search. Search managers will have up to two additional folders. AmexSearches are created by American Express and made available to all search managers. Managers can save these searches to their MySearches folder and then publish those searches to their users based on their site/company search manager permission(s). DeletedSearches are previously active Company/Site searches that have been deleted. Only search managers have the ability to delete searches from the Site/Company Searches folders. Published Searches In order to publish a new search or update an existing published search, the Search Manager must first create the search in MySearches and then click the Publish to Site or Publish to Company button located at the bottom of the search screen. A published search will then be listed in the Site or Company Searches folder. It will only be available to users on the same Site to which the search was published. If a search is published with a duplicate name, then the Search Manager will be asked to confirm they wish to overwrite the existing search. Favorite Searches Users can now select which searches from the MySearches folder they want listed in their favorites (quick search) area. Click the star next to the search to change the status to favorite (yellow) or not (gray). A description field is available for each search and is required for any search that gets published. The last update information is listed on each search. Searches marked as favorites can be run directly from the favorites star icon, to the right of the search button on the toolbar. There is no limit to the number of searches that can be marked as favorites. Page 34 of 61

35 Shortcut to Favorite Searches Once you set up your favorite searches, just click on the yellow star icon on the search icon to display a drop down list with your 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. Page 35 of 61

36 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 $ To see all of your transactions, you will need to click Refresh on the menu bar, so that all of your transactions download to the Card Data tab. Note, the View All button is also enabled to clear the default search. However, current hard/soft limits will still apply if the number of records exceeds the threshold. Also, you ll notice some changes on the upper left hand side of the screen. Now you will be able to tell if you are looking at a subset of transactions or viewing all transactions. It 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. Deleting Searches Search managers with the proper permissions have the ability to delete site/company searches. This will NOT delete the original search from the MySearches folder. A warning will be displayed when a Site/Company Search is marked for deletion. The deleted search will placed in the DeletedSearches folder for 10 days in the event that it needs to be reactivated. A deleted search may be reactivated by saving it to MySearches and then publishing the search again. Cross Cycle Searching Users can now choose to view up to 3 cycles of data at a time. The +/- check box to the right of the cycle date will immediately download data for 1 cycle before the selected cycle, and 1 cycle after the selected cycle (if data is available for that date). Searches executed when the +/- box is checked, will search against the multiple cycles. If the count of transactions for the multiple cycles exceeds the normal thresholds, users will need to search in order to reduce the total number of transactions. Page 36 of 61

37 You can see transactions spanning cycles after the +/- box is checked 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. A cover page is included with the user s transaction details for Cardmember, Cardmember manager and BCA manager roles. The user can discard the cover page if not needed. Note: The cover page contains statistics based on the Account and Cycles tab; if a user runs a search additional statistics will also be included on the cover page related to the search. If changes are made while a user is logged in, they must go back to the Accounts and Cycles tab before printing, to ensure the updates are reflected in the print statistics. 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 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. Page 37 of 61

38 4.7 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. Enhanced Search- 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. A user sets up the default search to only display Unapproved Transactions. 2. The user selects 500 as the threshold. 3. The user navigates to Card Data First 500 Unapproved Transactions are displayed. 4. The user reviews and Approves the first 500 transactions. Page 38 of 61

39 5. The user clicks the Refresh button and the next 500 unapproved transactions are displayed (because 500 was specified in the default search). In addition to the search result threshold setting, users can also control their validations through the User Profile screen. Users can update their addresses based on approved selected domains. Language setting can also be adjusted, however, if a user selects a different language during an active session the system will reboot. The date format and the numeric decimal symbol are defaulted to the English setting, but users can change these as well on the User Profile screen. Page 39 of 61

40 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, Page 40 of 61

41 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 Description Open PO without any transactions matched Partially Matched POs with at least one transaction matched Closed 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. Page 41 of 61

42 - 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. Page 42 of 61

43 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 Page 43 of 61

44 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. Page 44 of 61

45 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 Accounts & Cycles Tab 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. Page 45 of 61

46 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 Description vpayment Request without any transactions matched Partially Matched vpayment Requests with at least one transaction matched Page 46 of 61

47 Closed 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. Page 47 of 61

48 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. Page 48 of 61

49 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. Page 49 of 61

50 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 adding/removing/rearranging columns. ***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. Page 50 of 61

51 6.6 Matching Line Item Detail (LID) Transactions to vpayment Requests 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 from vpayment Requests 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 Page 51 of 61