The following subjects will be covered:

Transcription

1 Quick Start Guide Citibank Global Card Management System (GCMS) for P-Card Transaction Approvers This Quick Start Guide outlines the P-Card reconciliation process in GCMS for approvers. The following subjects will be covered: Overview and Log In to GCMS System Basic Navigation Approver Tasks Review Reconciled Transactions Mark Transactions as Approved Change Charge Allocation and Other Information (If Necessary) User Reports Business Support Services Page 1

2 Overview and Log In Access the Citibank web site On the right side of the page under the heading CitiManager Secure Site click the CitiDirect Global Card Management System link. If this your first time logging in to GMCS, click this link to complete your setup: First Time User Log In / Self Registration. These instructions are located on the last page of this guide. Business Support Services Page 2

3 Overview and Log In - continued Key in your User ID and Password and click Login. NOTE: Your login ID and password will be set up the first time you log in to GCMS. Remember that the password is case sensitive. If you forget your password, click on the Forgot your password link. You will be taken to a page where you can have your password reset. Each time you log in, the system will ask you one of the three challenge questions that you set up during your initial log in session. Your answer must exactly match the answer originally entered. Example NOTE: Be sure to check your Junk or Spam folders in your application and ensure that you receive communications from the GCMS system. The domain name is mastercard.com. In particular make sure you can receive s from sdg2@mastercard.com. Business Support Services Page 3

4 Basic Navigation Use the crumb-trail to go back to the previous page do not use the browser back button: More navigation icons in the top right corner of each page: Home, Help, Profile and Exit The Home page shown below displays links to your Program Activity, your report Inbox, Red Cross Account News and Links, and the Resource Center where users can read the Account User s Guide or obtain online help. NOTE: The Account Activity reflects the date range selected, not the billing cycle. Business Support Services Page 4

5 Basic Navigation - continued There are four tabs shown at the top of the Home page. The Financial tab allows the approver to review their Account Summary (spending activity for their cardholders), Merchant Summary (spending by vendor/supplier), and to approve transactions through the Transaction Management option. See the Account User s Guide in the Resource Center for detailed explanations. The Reports tab allows the approver to create and schedule reports and review report status. Business Support Services Page 5

6 Basic Navigation - continued The Accounts tab allows approvers to view their account in group and modify the cost allocation defaults (default GL codes). The Spending Alerts option is not available. The User tab allows the approver to view assigned cardholders, modify cardholder profiles and reset passwords. Business Support Services Page 6

7 Approver Tasks The approver will perform these main tasks in GCMS: Review Reconciled Transactions Mark Transactions as Approved Change Charge Allocations and Other Information (If Necessary) NOTE: Cardholders will confirm charges are valid (reconciling transactions), apply costs to the appropriate GL code, (allocating charges), divide charges between GL codes if necessary (splitting transactions) and mark transactions as reviewed. Cardholders may attach scanned images of receipts and invoices to each transaction. Cardholders have been instructed to complete their reconciliation by the 8 th of the month. The Red Cross billing cycle runs from the 29th of one month until the 28th of the next month. Approve ALL legitimate transactions for a completed cycle by the 12 th of the following month. Example: if the billing cycle ends on July 28 th, complete the approvals by August 12 th NOTE: Transactions will appear in GCMS the day after they are posted in the Citibank system. Users/approvers can reconcile/approve transactions daily or weekly to avoid a backlog at the end of the cycle. NOTE: Users (cardholders and approvers) with un-reconciled P-card charges will periodically receive system generated s reminding them to complete the reconciliation. Business Support Services Page 7

8 Review Reconciled Transactions Hover your mouse pointer over the Financial tab then click Account Summary. Click the approver name hyperlink under the Quick Link heading to list all cardholders assigned to you. You may also search by Account Name (cardholder name), Account Number or any of the other options in the Search Criteria box except Account Reports to Name. Business Support Services Page 8

9 Choose Reporting Cycle and select the appropriate billing cycle from the drop down box. Business Support Services Page 9

10 Review Reconciled Transactions - continued The Account Summary screen appears. Click on the cardholder account number hyperlink to reveal their transactions. Click on the Accounting Detail icon to reveal the GL code segments, transaction description and invoice number assigned to a single transaction. Click on Expand All to see this information for all of the transactions. Business Support Services Page 10

11 Review Reconciled Transactions - continued Review the original invoices provided by the cardholder. Alternately, cardholders may attach scanned images of their receipts or invoices to individual transactions. To see scanned receipts/invoices, select the Receipt icon to open the attached receipt/invoice. If the icon has a green arrow,, there is no attachment. NOTE: The image above has been cropped to allow easier viewing of the Receipt icon. Mark Transactions as Approved Ensure the purchase was appropriate and that the cardholder keyed in a description of the transaction. Ensure the correct GL code segments have been assigned correctly and an invoice number was included (if applicable). If the transaction is appropriate and was allocated correctly, click the Approved check box then click the Save button. To modify a transaction allocation, description or invoice number, see below. Business Support Services Page 11

12 Change Charge Allocations and Other Information (If Necessary) For any transaction, prior to approval, the approver can modify the GL code allocation, description or invoice number by un-checking the Reviewed box and clicking the Save button. Reviewed box has check mark Un-check Reviewed box and click Save Once the Reviewed box is un-checked and the transaction is saved, either the approver or the cardholder can make changes to the GL code segments, split the transaction or edit the description or invoice number. Click Save when the modifications are complete. NOTE: Refer to the Cardholder Quick Start Guide on SSCNet for more detailed instructions on modifying transactions (starting on page 9). The link is: Business Support Services Page 12

13 Additional Instructions and Information for Approvers 1. Cardholders have been instructed to reconcile their P-card transactions by the 8 th of the month. Cardholders and approvers must work together to ensure ALL legitimate transactions for the current cycle are approved by the 12 th of the month. NOTE: Transactions will appear in GCMS the day after they are posted in the Citibank system. Users can reconcile or approve transactions daily or weekly to avoid a backlog at the end of the cycle. 2. Review transactions and original receipts to determine disallowed charges, duplicate transactions, overcharges, personal items and taxes paid. 3. Review transaction allocations in GCMS to ensure the GL segment codes are correct. Make changes if necessary. 4. Mark each appropriate and correctly reconciled transaction as approved by clicking the Approved check box. 5. Sign the printed copy of the cardholder s transactions in the space provided. 6. After approval, store original receipts and a copy of transactions centrally at the business unit location. IRS regulations require receipts to be kept for three years. NOTE: The American Red Cross has tax-exempt status and we should not pay taxes for purchases. Information and documentation on ARC s tax exempt status can be found on CrossNet at: See page 16. More helpful links: Questions about the reconciliation process should be directed to Citibank at , prompts 1 and 1. ARC Contacts Penny Weaver: (704) weaverpe@usa.redcross.org Angela Myers: (704) myersan@usa.redcross.org After hour emergencies call: Business Support Services Page 13

14 User Reports ATTENTION: The Citibank system can only run reports based on activities completed the prior day (e.g. transaction postings, reviewed transactions or allocations). Transactions posted and user actions completed on the current day will not show on any report until the next day. NOTE: Reports will show only the transactions to which the user has access. Report Availability - System Mandated Offset: If a report date range is chosen with the ending date on the current day, the system will generate the report the next day. If a report date range is chosen ending on a future date, the system will generate the report the day after that future date. Don t choose the current day as a report end date. From the Home page hover over the Reports tab to drop the menu down then click Schedule Report. Business Support Services Page 14

15 User Reports (continued) There are 2 pre-defined reports the user will normally utilize: o o Transaction View Report Expense Report Other reports are available and will be created in the same manner as the Transaction View and Expense reports. The User may run a Transaction View Report to view transactions in Excel format. This may be an easier way for some users to review transactions. This report can be sorted and filtered like any Excel spread sheet whereas the Expense Report will have a fixed format that cannot be changed. Step 1 of 4: On the Choose Report screen, click the Transaction View Report icon. Business Support Services Page 15

16 User Reports (continued) Step 2 of 4: Enter the Entity for the report (Account name, account number, etc.) and click Search. Choose an entity from the search results. Step 3 of 4: Choose report Criteria (Date Type, Review Status), type Description and click Save. Business Support Services Page 16

17 User Reports (continued) Step 4 of 4: Select the appropriate Frequency radio button. o o o o o Run Once: To run report one time for the specified date range, subject to System Mandated Offset. Daily: To run report daily for the specified number of days. Weekly: To run report weekly for the specified number of weeks. Monthly: To run report monthly for the specified number of months. Reporting Cycle: To run report based on the monthly statement cycle for the specified number of months. Schedule Offset (optional) will force the report to run a number of days after the end of the date range. This will allow any transactions processed late to be included in the report. Citibank recommends at least 2 days offset for period ending reports (including the system mandated offset). Once the Frequency is selected, click Save. ***Once the report is ready to view/print, it will display in the Completed Reports status area and in the report Inbox on the Home page. The user will also receive an notification when the report is complete*** Business Support Services Page 17

18 User Reports (continued) Cardholders will print an Expense Report to summarize transactions for their approver. This report will be in PDF format and will have spaces at the bottom for the cardholder s signature and the date. After all reconciliations, allocations and splits are completed, users will run and print out the Expense Report, sign and date the print out and present to their approver along with any back up documentation. Step 1 of 6: On the Choose Report screen, click the Expense Report icon. Business Support Services Page 18

19 User Reports (continued) Step 2 of 6: Enter the Entity for the report (Account name, account number, etc.) and click Search. Choose an entity from the search results. Business Support Services Page 19

20 User Reports (continued) Step 3 of 6: At the Select Cost Allocation Scheme screen, select the appropriate scheme for your organization (American Red Cross or Chapters) and click Next. Business Support Services Page 20

21 User Reports (continued) Step 4 of 6: On the Filters screen, choose the following field selections then click the Add button: EXAMPLE Field: Reviewed Status Type: Equals Value: Yes Check the Reviewed Status box. The filter status bar will turn light blue. Click the Next button. Business Support Services Page 21

22 User Reports (continued) Step 5 of 6: At the Schedule Report: Options screen, select the following options: Date Type: Posting Date Report Format: Adobe PDF Number Format: XX,XXX.XX Date Format: MM/DD/YYYY Additional Options: Check Include Splits Then, key in: Description: Type report description When finished, confirm the address: Notify me at: Confirm defaulted address After verifying all fields are correct, click the Next button. Business Support Services Page 22

23 User Reports (continued) Step 6 of 6: On the Schedule Report: Frequency screen, it is mandatory that you select the Reporting Cycle radio button. Reporting Cycle: based on the monthly statement cycle for the specified number of months. Schedule Offset dropdown selection will force the report to run a number of days after the end of the date range in order to allow any transactions processed late to be included in the report. Once the frequency is set, click Save. ***Once the report is ready to view/print, it will display in the Completed Reports status area*** END OF QUICK START GUIDE Business Support Services Page 23

24 First Time User Log-In / Self Registration Existing and New Users will first be set up with an account by Citibank. Follow these instructions to submit your GCMS registration. 1. Go to the URL below to access the Global Card Management System (GCMS) Self-Registration page: 2. Type your initial User ID (case sensitive, no spaces) in the User ID field. NOTE: Your initial User ID will be sent to you by a Program Administrator. 3. Type the following password: RedCross11. The R and C must be capitalized. 4. Enter a new User ID, new password, your address, then select a security question and answer. 5. Select three challenge questions and the responses. You will be prompted to answer one question, chosen at random, each time you log in to the GCMS website. Business Support Services Page 24

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26 You may now begin using the GCMS application! Refer to the Quick Start Guide for instructions on how to use the GCMS system to reconcile P-card charges. If you are having difficulty accessing the site, or have questions about GCMS, please contact Citibank customer support at: when prompted choose option 1, and then choose option 1 again. If you are experiencing problems with using your P-Card, please contact Citibank using the phone number listed on the back of the card ( ). If the bank cannot resolve the issue please contact one of the ARC P-Card program administrators listed below. ARC P-Card Program Administrators contact information: o o o Penny Weaver: (704) weaverpe@usa.redcross.org Angela Myers: (704) myersan@usa.redcross.org Or paymentcards@usa.redcross.org If you have an after normal business hours emergency, where the bank could not assist, you can reach an ARC P-Card program administrator at If the issue is not an emergency you can contact one of the administrators on the next business day or by ing using one of the addresses listed above. Business Support Services Page 26