Automatic Transfer Tool User and Installation Guide

Transcription

1 Automatic Transfer Tool User and Installation Guide Version 1.1,

2 Table of Contents 1. Automatic Transfer Tool Purpose of document System requirements and prerequisites Definitions Getting started Configuration Log in to e-admin/e-view Configure Automatic Transfer Tool User Download and install Automatic transfer tool Configure Automatic Transfer Tool Start Automatic Transfer Tool Set user id and password Possible errors to the connectivity test Error No Connection Error Authentication failed Configure Card Transfer Select destination directory and type for card transaction files Select types of transactions Select Travel Expense Management TEM system Set backup and Transfer Options Set schedule and filename for Non Billed advance transactions Configure a daily non billed transmission Configure a weekly download Configure a monthly download Set schedule and filename for Billed transactions Save Card configuration Possible Errors Configure TAC Transfer Select destination directory and type for TAC transaction files Select types of transactions Select Travel Expense Management TEM system Set backup and Transfer Options Set schedule and filename for Non Billed transactions Configure a daily non billed transmission Configure a weekly download Configure a monthly download Set schedule and filename for Billed transactions Save TAC configuration Possible Errors Run Transfers manually

3 1. Automatic Transfer Tool 1.1 Purpose of document This document contains a User and Installation Guide for the Automatic Transfer Tool. Readers of this document should be aware of the e-admin/e-view application and know how to access it. For further information of the e-admin/e-view application please read the e-admin/e-view manual. The document describes how to install and configure the Automatic Transfer Tool on a customer PC, Windows workstation or server. 1.2 System requirements and prerequisites The reader is expected to have access to e-admin/e-view as well as the Automatic Transfer Tool module. The users of Automatic Transfer Tool should be configured by. In order to install the application on the PC Local Administrative rights will be required. Further you need to have an internet connection, so you are able to communicate with e-admin/e-view. The Automatic Transfer Tool has been tested with the following operating systems: Microsoft Windows 7.0 Microsoft Windows 8.0 Microsoft Windows 8.1 Microsoft Windows server 2003 SP2 Microsoft Windows server 2008 R2 Standard SP1 Microsoft Windows server 2012 R2.NET freamework 4.0 Further the firewall must be open for TPC/IP port 53 and 443 In order to install the software to your PC and have space for transfer files required disk space is identified to 50 MB. 1.3 Definitions Term Automatic Transfer Tool Administrator Automatic Transfer Tool User Description A person with access to e-admin/e-view, who has the Automatic Transfer Administrator module A user id used as credentials by Automatic Transfer Tool to collect the relevant transactions from e-admin/e-view 2

4 2 Getting started An Automatic Transfer Tool agreement should be made between and the customer. When the agreement is signed, will create user id(s) for both the Automatic Transfer Tool Administrator and the Automatic Transfer Tool User The agreements states which arrangements (TAC, Card or both) the user should be linked to. will send a welcome mail to the Automatic Transfer Tool Administrator stating the 6 digit user id for accessing e-admin/e-view. 3 Configuration 1: Log in to e-admin/e-view. 2: Configure static password for the Automatic Transfer Tool User. 3: Download and install Automatic Transfer Tool Software. Please note that Local Admin rights are required and that you might need support from your IT department for this. 4: Configure and test access to e-admin/e-view from the Automatic Transfer Tool. 3.1 Log in to e-admin/e-view 3

5 3.2 Configure Automatic Transfer Tool User Select File download. Select the Automatic transfer tool user manager tab. 4

6 Select relevant user, in this case and click the name of the user. Passwords should - be between 6 and 44 characters - not contain more than two identical characters in a row - contain the permitted characters a z and differentiate between uppercase and lowercase letters - contain at least one number, but not more than three numbers in a row 5

7 Enter password and confirm password. Press save to store the password credentials for the Automatic Transfer Tool user. You should now see the following confirmation. 6

8 3.3 Download and install Automatic transfer tool Select Download Automatic transfer tool application and press save or run. It is advised that the program is installed on your local PC. You will probably meet the following choose Run. 7

9 The InstallShield Wizard will start choose Next to continue installation. Click Install to install the software. 8

10 Note that the application automatically will be stored in the Program Files directory, accessable through the Start Menu\All programs\automatictransfer Click Finish to complete the installation, and close the InstallShield Wizard. After installation the Automatic Transfer will run automatically as a windows service called Automatic Transfer If you later need to update the configuration you can open the Configuration dialogue Start Menu\All programs\automatictransfer. It is not necessary to have the configuration window open on the computer after installation. 9

11 3.4 Configure Automatic Transfer Tool Start Automatic Transfer Tool Make sure that you are connected to the internet prior to this step. Enter start programs! all programs and locate the Automatic Transfer Tool press enter A screen like below should be shown with three menu items to the left Connectivity, Card Transfer and Travel Account default will be Connectivity 10

12 3.4.2 Set user id and password Enter user id and password for the Automatic Transfer Tool user as you configured it in the e-admin/eview. Press Save to store the credentials It is not preferable to have the same user-id/password on more than one PC/server, so in case you need to have it working on more than one PC/server, please order an extra user. 11

13 The application will now test the connection. If successfull the line with Save becomes green this means that user id and password have been verified by contacting the e-admin/e-view service via the Internet. If it becomes red please look in the following section for possible error scenarios Possible errors to the connectivity test Error No Connection If you get this message you are probably not able to connect to the e-admin/e-view Automatic Transfer Service either due to no internet connection, perhaps access is blocked in your company s firewall or other security policies stated by your company. Contact your local IT support initially to verify these matters. 12

14 Another reason could be that you are using a proxy server. The proxy gateway parameters can be configured in Connectivity Error Authentication failed The user id and password entered do not match the Automatic Transfer Tool user as given by and configured in e-admin/e-view under Automatic Transfer Tool user manager. 13

15 3.5 Configure Card Transfer Configure the setup for credit card transfers by pressing the Card Transfer. 14

16 The Card Transfer configuration page is displayed. 15

17 The workflow for configuring Cards: 1: Select the destination directory (Section 3.5.1) 2: Select types of transaction in Card transaction files (Section 3.5.2) 3: Select your Travel Expense Management (TEM) system (Section 3.5.3) 4: Set backup and transfer options (Section 3.5.4) 5: Select schedule and filename for Non billed advance transactions (Section 3.5.5) 6: Select schedule and filename for Billed Transactions. (Section 3.5.6) 7: Save the Cards configuration Select destination directory and type for card transaction files Enter the destination directory directly or press the Explorer button to browse for directory. 16

18 If you press the Explorer then locate the applicable directory and press OK. 17

19 3.5.2 Select types of transactions Select types of transaction by clicking in the tick boxes You can choose: Purchase Transactions recommended Annual Fees Payments Transactions directed to account 18

20 3.5.3 Select Travel Expense Management TEM system To make sure you get the file in the correct format. Select your Business Travel Expense Management system from the list. 19

21 3.5.4 Set backup and Transfer Options You can choose to Save empty transfer files most business systems prefer that a file arrives even though it is empty. Create dated backup files is recommended if file import to your business system should fail, because then you have an archive of the downloaded file. Please notice that if the file contains full cardnumber information, backup files should be deleted, when it has been imported into the Business Travel Expense Management System, to minimize the risk of card information being misused 20

22 3.5.5 Set schedule and filename for Non Billed advance transactions Non billed transactions are transactions, which have not yet been presented on an invoice. You can select a schedule on daily, weekly or monthly basis. In addition set a minimum starting date i.e. instruct the system not to download transactions older than a specific date, which can be of use when creating a cut over between two business systems. You will only receive the transactions you have not yet downloaded Configure a daily non billed transmission Activate non billed transactions and define transfer time recommends late night. Enter the file name in the example MyNonBilledCards automatically be added depending on business system don t enter a file suffix like.dat since it will 21

23 Configure a weekly download Works just like a daily download, except for day of week is selected. 22

24 Configure a monthly download Works just like a daily download, except that day of month is chosen from the drop down list. 23

25 3.5.6 Set schedule and filename for Billed transactions If you would like a monthly transmission after billing then activate the billed transactions, select day of month to transfer. Activate billed transactions, Transfer Time and Day of Month when the transfer should take place. Specify file name and minimum billing date. 24

26 3.5.7 Save Card configuration Press the Save button to store the card transfer configuration. 25

27 If all validations pass, the line with Save becomes green Possible Errors Invalid directory non existing or not authorized. 26

28 3.6 Configure TAC Transfer Click the Travel Account to start configuration for Travel Account file delivery. The Travel Account configuration page is displayed. 27

29 28

30 The workflow for configuring TAC will be: 1: Select the destination directory (Section 3.6.1) 2: Select types of transaction for the TAC transaction files (Section 3.6.2) 3: Select your Travel Expense Management (TEM) system (Section 3.6.3) 4: Set backup and transfer options (Section 3.6.4) 5: Select schedule and filename for Non billed advance transactions (Section 3.6.5) 6: Select schedule and filename for Billed Transactions (Section 3.6.6) 7: Save the TAC configuration Select destination directory and type for TAC transaction files Enter the destination directory directly or press the Explorer button to browse for directory. 29

31 If you press the Explorer then locate the applicable directory and press OK. 30

32 3.6.2 Select types of transactions Select types of transaction by clicking in the tick boxes You can choose: Purchase Transactions recommended Annual Fees Payments Transactions directed to account 31

33 3.6.3 Select Travel Expense Management TEM system To make sure you get the file in the correct format. Select your Business Travel Expense Management system from the list. 32

34 3.6.4 Set backup and Transfer Options You can choose to Save empty transfer files most business systems prefer that a file arrives even though it is empty. Create dated backup files" is recommended if file import to your business system should fail, because then you have an archive of the downloaded files. Please notice that if the file contains full cardnumber information, backup files should be deleted when it has been imported into the Business Travel Expense Management System, to minimize the risk of card information being misused. 33

35 3.6.5 Set schedule and filename for Non Billed transactions Non billed transactions are transactions, which have not yet been presented on an invoice. You can select a schedule on daily, weekly or monthly basis. In addition set a minimum starting date i.e. instruct the system not to download transactions older than a specific date, which can be useful when creating a cut over between two business systems. You will only receive the transactions you have not downloaded yet Configure a daily non billed transmission Activate non billed transactions and define transfer time recommends late night. Enter the file name in the example MyNonBilled don t enter a file suffix like.dat since it will automatically be added depending on business system. 34

36 Configure a weekly download Works just like a daily download, except for day of week is selected. 35

37 Configure a monthly download Works just like a daily download, except that day of month is chosen from the drop down list. 36

38 3.6.6 Set schedule and filename for Billed transactions If you would like a monthly transmission after billing, activate the billed transactions, select day of month to transfer. Activate billed transactions, Transfer Time and Day of Month when the transfer should take place. Specify file name and minimum billing date. 37

39 3.6.7 Save TAC configuration Press the Save button to store the TAC configuration. 38

40 If all validations pass, the line with Save becomes green Possible Errors Invalid directory non existing or not authorized. 39

41 3.7 Run Transfers manually Transfers run automatically according to the schedule entered in the configuration. If necessary they can be run manually by selecting the Run Transfer Now option. After the download is completed the confirmation message box is displayed. 40