Wells Fargo Credit Card PP&G & Walkthrough

Transcription

1 Wells Fargo Credit Card PP&G & Walkthrough Signing On: Logging in for the first time Resetting your password Reviewing & Coding Transactions: Reviewing transactions Coding transactions Coding transactions with POs Submitting statement for approval Approving Statements: Approving Statements Month End Process: Month end timeline

2 Signing On: Logging in for the first time: 1. Go to and click on the Commercial tab 2. On the Commercial page, click Sign On on the left side of the screen 3. Use the following login information: Company ID: ENVIR788 User ID: (unique to each user) Password: (setup on your first login) 4. Click Sign On again

3 5. Upon your first login you will be required to change your password. To do so, enter your old password and your desired password twice. 6. You will also be required to setup two security questions; these allow you to reset your password online in the event you forget it.

4 7. The last bit of required information is to setup your profile. Please be very careful to enter your correct company address otherwise you may not receive the statement notifications at the end of the month. Only your title, functional area, and telephone are required.

5 8. Finally, the CEO site will give you some information on protecting yourself from fraud. Click through the six pages of information by clicking the Next button, and finally click the to CEO portal link. 9. Click the link to the credit card module at the top left corner of the CEO home page.

6 Resetting your password: If you setup your security questions upon sign-up, you are able to reset your password online. In the event you skipped your security questions, you will have to call to speak with customer support. To reset your password online: 1. Click the Forgot Password link on the CEO login screen. 2. Enter ENVIR788 for the Company ID, and your assigned User ID in the boxes provided. 3. Enter the answers to your security questions you setup upon your first login 4. Enter your desired new password twice and click Save.

7 Reviewing & Coding Transactions: Reviewing Transactions: 1. Sign in to the Commercial section of 2. Click Commercial Card Expense Reporting A new window/tab will open in your browser; however you will still be logged in to the main Wells Fargo Commercial page. 3. If you are an approver, and wish to view your own activity you may have to switch your role by clicking the Cardholder link on the top left. In addition users with the role of Reconciler have the ability to code transactions at their branch location. The Wells Fargo system allows transactions to be coded anytime during the month (not just when the statement cycle closes).

8 4. To view previous month activity click Review Open Statements under the Manage Statements header. Alternatively to view current month activity click View Cycle-to-Date under the Manage Statements header. 5. Transactions, if available, will appear in the right viewing pane:

9 Coding transactions: The Wells Fargo system allows transactions to be coded anytime during the month (not just when the statement cycle closes). 1. To view previous month activity click Review Open Statements under the Manage Statements header. Alternatively to view current month activity click View Cycle-to-Date under the Manage Statements header. 2. Transactions, if available, will appear in the right viewing pane:

10 3. With the transactions displayed, check the ones you wish to code (or click the Select All link) and click the Reclassify button. The transactions will expand to allow entry in each field, the fields indicated below are the most commonly used.

11 **Note regarding Coding Fields** Sub-Account: Remember to use only valid GL / Sub combinations (for example 4110 Living Material should NOT be coded to Office or Mechanical). Also please only code items to your branch/division. If the item needs to be split or moved elsewhere, request a GL move. Project Number: Project numbers can be tagged to items in order to accurately job cost the purchase. The project number must be listed EXACTLY like it is in Solomon (for example: 04760, NOT 4760). Whenever a project number is given, you must also specify the appropriate Task. Purchase Order: If there is a Purchase Order associated with this transaction, it is VERY IMPORTANT you follow the Coding transactions with POs process. 4. Once you have indicated all the appropriate information, click the Save button at the bottom of the screen.

12 Coding transactions with POs: When using a PO Number take special steps to insure that: The PO listed is EXACTLY six digits long (example NOT 12345) The PO must have a receipt entered for the EXACT amount as the Transaction The GL and Sub account selection in the credit card program must be: Project number and Task must be left BLANK (the project number should have been used on the PO) Failure to follow the steps above could result in double expenses to your branch/division! (Refer to the above section for locating and editing transactions)

13 Submitting Statements for Approval: Note statements can only be submitted for approval once the statement cycle has closed. 1. When you have completed all coding of your transactions, click the Statement Reviewed button at the bottom of the screen. The following notice will be displayed, click OK to continue.

14 Approving Statements: Upon submission by the card holder, the approver will be notified via that a statement is ready for approval. 1. Sign in to the Commercial section of 2. Click Commercial Card Expense Reporting A new window/tab will open in your browser; however you will still be logged in to the main Wells Fargo Commercial page. 3. You may have to switch your role by clicking the Approver link on the top left.

15 4. Click Approve Statements under the Manage Statements header on the left. 5. Select a cardholder and click View, note the status column on the right indicates which have been approved, submitted by the cardholder, or already approved.

16 6. Review the transactions and coding listed from the overview screen by clicking the custom fields magnifying glass icon. Alternatively you may review all details for all transactions on one page by clicking Select All and the Reclassify Button When finished with the statement click the Approve Statement button at the bottom of the page.

17 Month End Timeline: Monthly statements shall be processed according to the following timeline: 20 th of the Month Statement cycle closes, to cardholders sent. 20 th 24 th 26 th End of Month Cardholder Review Period (20 th 24 th ) Transaction Coding completed and submitted to Approvers. Cardholder Review Period (24 th 26 th ) Transactions reviewed and approved. Accounting Review & Posting (26 th E.O.M.) Coding Reviewed & Transactions Posted