Commercial Card Expense Reporting: Program Administrators

Transcription

1 Commercial Card Expense Reporting: Program Administrators Wholesale Customer Training 2016 Wells Fargo Bank, N.A. All rights reserved. For public use.

2 2 CCER for Program Administrators Agenda Commercial Electronic Office (CEO ) access CCER Program Administrator service menu Manage Users View/Requests Status Reports (overview) Company Configuration (overview on main topics) CEO Mobile portal overview Post class resources Please also review the additional topics section in the provided class handout

3 Wells Fargo home page wellsfargo.com 3

4 CEO portal sign-on website 4

5 5 CEO Home Access the Commercial Card Expense Reporting service Enter your Token Passcode when prompted Passcode = PIN + Token Code

6 Manage Users 6

7 Manage Users User Profile Perform multiple user functions in one user search Enter information in the provided search criteria fields for a specific user, or select the Search button to pull up a full list of users 7

8 8 User Profile Search Results (full list) Select a User Name and click Edit If a Cardholder has more than one card, click the View Details icon to display multiple card profile information For Reconcilers, Approvers, and Program Administrators, click the View Role Assignments icon to display assignment information

9 9 User Profile Edit Profile (tab) Note the function tabs below Continue down the screen to edit the user s profile Click the User Profile link again, to move back to the main User Profile Search

10 10 Edit Profile (tab) Jump to a specific option by selecting it, or Expand All Make sure to Save at the bottom of this page if profile changes are made Changes are effective immediately

11 11 User Information Changing a Cardholder s name here will immediately deactivate their current card - and re-issue a new one with the same card number (updated name) Token Passcode

12 Roles, Privileges, and Assignments Manage all CCER roles for the user within this one section 12 When updating Approver and Reconciler roles you can Add (or Modify) User Assignments Additional CCER Roles not shown: OOP Only Program Administrator View Only Program Administrator

13 13 Company Profile & Card Information A Primary (statement) Approver is required Assigning a Secondary Approver is optional This is the address that the Cardholder will have to provide when making online purchases with the card (or if prompted for the five digit zip code)

14 Account Parameters & MCC Strategy 14 Update the current Monthly Credit Limit, by entering the new credit limit in the Requested Monthly Credit Limit field Manage the Market Category Code Strategy in place on the card using the established Available Groups For information on Scheduling the card Limits and MCC Strategy to run on future dates, see the additional topics section in today s provided handout

15 User Profile Request New Card (tab) Order a new card OR a second card number Use may use this function to request a new card for a user that is not yet a Cardholder (Approver, Reconciler, etc.) OR to generate a second card number for an existing Cardholder If a Cardholder needs a replacement card (original damaged or worn), we ask that they call the 800# on the back of their card to request a replacement card (same card number) Also note that the system will automatically issue a new card when a new Cardholder profile is created (in the Create New User link introduced in a few slides) 15

16 16 User Profile Reset User Password (tab) Reset a user s password they use to sign-on to the CEO Communicate the new temporary password to the user directly (it is effective immediately)

17 User Profile View Declines (tab) View transactions declined within the last 30 days Continue down the screen to view transactions declined within the last 30 days Decline information is available to Program Administrators immediately (in real time) If a Cardholder is being declined when making a purchase, they may call the 800# on the back of their card to obtain immediate decline information 17

18 18 View Declines (tab) See Decline Reasons to the far right If the Cardholder has multiple cards, select the card number you wish to view decline information for here After reviewing the Decline Reasons, you can better explain to the Cardholder which transactions are allowed, or change the Cardholder s profile to allow declined transactions to post in the future

19 19 User Profile Manage Cards (tab) Use this option to Cancel and Reassign cards Do not cancel a card that has been lost or stolen. Call the WellsOne Service Center immediately at

20 Emulate User Use this option to take on the role of a user The Emulate feature can be helpful if you need to review a Cardholder s statement or perform some other activity on behalf of the user 20

21 Emulate Select a user and click Emulate 21

22 Cardholder Emulation (example) Access the user s CCER view and options 22 Only limitations: You cannot access the Bank Information option that a Cardholder uses to specify personal bank account information (for Out-of-pocket Expense/Personal reimbursements) You cannot emulate another Program Administrator, or any other roles that the PA has

23 Create New User Complete all User Information fields If the Cardholder Role is turned on (Yes), the system will automatically walk you through ordering a new card If the user name entered does not currently have a CEO User ID, one will be provided on screen after all new user fields have been entered and saved (if a User ID already exists for the user name entered, you will be allowed to enable CCER on the existing ID) The easiest way to obtain a temporary password for a one-off newly created user is to reset the password in the User Profile (Reset User Password tab) 23

24 24 Disable/Enable User (Disable or Enable a user s CEO access) The Disable User tab displays users that are enabled (which you can then disable) The Enable User tab displays users that are disabled (which you can then enable)

25 Personal Profile Your CCER profile as a Program Administrator 25 You will only see your PA profile information via this link You can make changes to your name and address here If you need to update your privileges, another Program Administrator in your group will need to perform the updates

26 View Requests/Status 26

27 27 Credit Limit Change Decision Pending Requests Decision pending credit limit change requests submitted by Cardholders Approvers and Cardholders must have special user rights to access the Credit Limit Change function

28 28 Card Cancellation Use the Card Cancellation queue to display static information for cards cancelled (through the User Profile/Manage Cards tab previously covered)

29 29 Request Status Determine if there have been changes to certain profile information, such as addresses or credit limits

30 Request Status All (example) Sort status changes using the column headers 30

31 31 Statement Review Status View statements under All Approvers or a single Approver Review the status of statements for the current cycle period

32 32 Statement Review Status Statement Review Status can be helpful to review once your expense report period has ended for statement status and ongoing throughout the statement cycle for total charges

33 33 Reports Overview (Cycle, Audit, Offline) See the additional topics section in today s provided handout and the CCER PA User Guide for further details on the Reports menu

34 34 Cycle Reports Access reports for the current statement cycle General Ledger - extracts transaction detail using a template that specifies the fields to download and column order (GL statement) Offline Cardholder Statements generates statements for Cardholders who do not access the CCER service online Personal and OOP lists personal and OOP expenses for Cardholders during a statement period Bill Presentment displays your current CCER bill (Wells Fargo sends you an when your bill is ready for viewing)

35 35 Audit Reports Available Credit Report - example Some Audit report options are based on your company s setup

36 36 Audit Reports Cardholder Report example Create an Audit/Cardholder Report to generate initial CEO passwords for a large number of new CCER users

37 Cardholder Report Report Template tab - Create New Template 37

38 Cardholder Report Create New Template with suggested Selected Columns 38

39 Cardholder Report Download Report tab 39

40 40 Cardholder Report CEO password formula CEO Password Formula First 2 characters Next 3 characters Last 4 characters = 9 characters Last 2 digits of your companies Agent Number First 3 letters of the Day of Creation Last 4 digits of the Unique ID Number (pre-fill with zeros if there are not 4 digits) Create another column for the Cardholders Initial CEO Passwords (using the formula above) Provide your Company ID, the Cardholders User IDs and Initial CEO Passwords directly

41 Offline Reports Create New - Standard or Custom Reports Standard Reports - select a report from a list of pre-defined reports Custom Reports - specify what information to include in the report For information on Custom Report Templates, see the additional topics section of the provided handout 41

42 42 Create New Report (Standard example) Request Type - Immediate or Scheduled Submission The information entered on the following page will vary by the Standard Report selected

43 43 Scheduling Parameters - example The system sends you an when the report is ready If you select Scheduled Submission for the new report, the end of the report creation page will include a Scheduling Parameters section as shown here

44 Offline - Scheduled Reports Modify or Delete a standing (scheduled) report 44

45 Offline - Submitted Reports View & Print, or Download generated reports 45

46 46 Company Configuration Overview on main topics See the additional topics section in today s provided handout and the CCER PA User Guide for further details on the Company Configuration menu

47 47 Company Configuration - General Ledger MCC to G/L Mapping associate merchant codes (MCCs) with company specific G/L accounts MCC mapping templates are normally defined during your company s initial setup for the CCER service If using the optional General Ledger feature, work with your Account Manager to ensure your company s unique template upload is successful

48 General Ledger Out-of-Pocket Expenses (OOP) to G/L Mapping Edit existing OOP Expense Categories here, and add new (manually) 48

49 49 Custom Fields Maintain Custom Fields If your company includes additional data for statement charges (such as a project ID, Location Code, etc.), use the Custom Fields option to manage the lists that users choose from when entering Custom Field data

50 50 Maintain Custom Fields Add/edit values (manually) For information on Uploading Custom Fields/Custom Fields Status (tabs), see the additional topics section in today s provided handout

51 Cycle Periods Modify Parameters (originally defined during your CCER setup) Select the Modify Parameters link to edit your statement cycle frequency and length of processing periods The Active Period icon indicates where you are in your current statement After Continuing, the system will display statement cycle dates for the current month and the next 11 months - which you will be asked to verify before saving (changes will go into affect for the next cycle) If a statement end date falls on a weekend, it will cut the next business day 51

52 52 Rate/Per Diem Add New Rate (for Out-of-pocket Expenses mileage) When entering Out-of Pocket Expenses for Mileage, users will enter the number of miles traveled and select an available rate which will automatically calculate the reimbursement amount

53 Text and Alerts Available if activated at the company/program level When Cardholders turn on general Purchase alerts, they are required to enter a dollar threshold (alerts are sent when the threshold is exceeded) Online Purchase alerts are issued on all online card activity The Available Credit alert is requested by texting Avail to (amount of available credit is received back via selected delivery channels) Program Administrators can set alert preferences on behalf of Cardholders in the Manage Cardholders menu, however Cardholders can enroll themselves within their CCER Personal Profile menu 53

54 54 CEO Mobile Access CEO portal services on your mobile device Access this CEO Mobile resources website by clicking here Once on this site, learn more about using a specific mobile service by clicking its link in the left menu Note, if you have the Receipt Imaging option, the mobile receipt image capture feature allows your CCER Users to take photos of their expense receipts and upload them with their smartphones or tablet devices

55 55 Help and training resources CEO Home page click the Support button, then select Help Use the Online Training Classes link to register for free online CEO product training classes Use the My Help section to access User Guides and other resources specific to your various CEO services

56 56 CCER for Program Administrators Post class resources Product questions? CEO portal online help resources Contact your assigned CCER Account Manager WellsOne Service Center: Training feedback or questions? Send an to:

57 57 Additional topics These additional topics are introduced here for future reference see the User Guide (available to download from the CEO Home page's Support - Help section) for more comprehensive information on these topics

58 58 User Profile Scheduling Account Parameters and MCC Strategy Card order flow

59 Manage Users - User Profile Expand Account Parameters and MCC Strategy 59

60 Schedule (Card) Limits and MCC Strategy 60

61 61 Limits Create Schedule Schedule Temporary Limits on the Cardholder s card for a period of time (or make changes Permanent) Temporary Limits can be set to fall back to the Original Limits, or reset to new limits Make sure to Submit and then Save changes on the Edit Profile page

62 62 MCC Strategy Create Schedule Schedule a Temporary MCC Strategy on the Cardholder s card for a period of time (or make changes Permanent) The Temporary MCC Strategy can be set to fall back to the Original Strategy, or reset to a new Strategy Submit and then Save changes on the Edit Profile page

63 Create New User card order flow Complete all User Information fields If the Cardholder Role is turned on (Yes), the system will automatically walk you through ordering a new card If the user name entered does not currently have a CEO User ID, one will be provided on screen after all new user fields have been entered and saved (if a User ID already exists for the user name entered, you will be allowed to enable CCER on the existing ID) The easiest way to obtain a temporary password for a one-off newly created user is to reset the password in the User Profile (Reset User Password tab) 63

64 Card order flow 64 Select a Primary Approver for the Cardholder s statement Validate the Mailing address where the card will be sent or shipped In Embossing, enter the Cardholder s First Name and Last Name separated by an asterisk (*) in Name Line1 (note, non-name specific cards can be ordered by placing the Business*Name in this field)

65 Card order flow continued (Request Card) 65 You can select an established default limit template from the dropdown menu at the top (optional) The Monthly Credit Limit is the only required card limit, and can be entered manually Manage the card s MCC Strategy Select Request Card to order the card

66 66 Edit Multiple Users Available access is based on your company setup

67 Edit Multiple Users Allows you to make changes to several profiles at the same time 67

68 Edit Multiple Users Card Profile example Edit multiple Cardholder profiles, and Save at the bottom 68

69 69 Reports Offline (Custom) Reports Custom Templates

70 Offline Reports Create New Custom Report (To navigate to Custom Templates) 70

71 Custom Templates (tab) Create New Template 71

72 Create Custom (Report) Template 72

73 Use Custom Templates (When creating Offline Custom Reports) 73

74 74 Company Configuration Upload Custom Fields/Custom Field Status Account Parameters

75 75 Custom Fields - Upload Custom Fields Upload a file with Custom Field values See the CCER PA User Guide for file specifications

76 Custom Fields - Custom Field Status In Progress, Success, or Rejected 76

77 77 Account Parameters Manage existing card limit templates or create new You can apply Account Parameter templates when creating Cardholder profiles

78 Account Parameter Template (new) 78

79 79 Manage Statements Manage Receipts Reclassify Expenses

80 80 Manage Statements - Manage Receipts Review Receipts by statement period (12 month history) Use the Manage Receipts function to document whether Cardholders have submitted receipts for expenses or to view receipt images

81 Review Receipts Check Receipts Received, view Receipt Images, add Comments 81

82 Manage Receipts View Historical Images by statement period (7 year history) 82

83 View Historical Images Select a User Name and click View Receipts 83

84 84 Reclassify Expenses (within Cardholder statements) Enter information in the provided search criteria fields for a specific user, or select the Search button to pull up a full list of users

85 Reclassify Expenses Select a Cardholder profile and click View 85

86 86 Reclassify Expenses (and more) Reclassify charges change G/L codes or custom fields assigned to charges Edit descriptions for charges Split charges assign amounts to different G/L codes, custom fields, or units Edit information for OOP expenses (tab)

87 87 Broadcast Message Message Pop-up Message

88 88 Broadcast Message - Message Sent to the designated users addresses Check the box for each type of user (role) you want to receive the message

89 89 Pop-up Message Displayed the next time the users access the CCER service To specify an end date for the pop-up message, click Stop Message On and click the calendar icon to select the end date To display the message indefinitely, click No End Date

90 90 Enhanced security options Chip and PIN Cards 3D Secure

91 Chip and PIN Cards Enhanced card security To enhance the security of your credit card purchases, your new commercial card may feature chip and personal identification number (PIN) technology, in addition to a magnetic stripe. With this card, you will have added identity verification and more flexibility at chip-enabled and traditional magnetic stripe terminals. About chip-enabled cards Over the next few years, U.S. merchants will begin using terminals that accept chipenabled credit cards (cards that contain an integrated circuit chip that stores encrypted information). Until then, you may use your card by swiping at the point of sale, just as you do today. As chip-enabled terminals are already being used internationally, you may use your card to complete chip-enabled transactions in Europe, Asia, South America, and Canada. When you activate your card (by calling the provided number on the activation sticker), you will select a customized Personal Identification Number (PIN). Use this PIN for all chip-enabled transactions, as well as for cash advances, if you are authorized to make them. Whether in the U.S. or abroad, the first time you use your card to complete a chipenabled transaction, you may be prompted to provide your signature instead of your PIN. After the first use, you will only need your PIN to complete chip-enabled transactions. If you forget or need to change your PIN, call the WellsOne Service Center at

92 3D Secure Industry name for Verified by Visa or MasterCard SecureCode 3-D Secure technology secures online transactions using an additional level of cardholder authentication. International and now U.S. internet merchants are beginning to require 3-D Secure to complete transactions. How it works Cardholders must register their card online prior to completing their purchase at a 3-D Secure enabled merchant. As part of the registration process, you will need to provide correct answers to 3 identity authentication questions. You will then create a personal passcode to be used for future purchases. Once enrolled, you will be prompted to input your personal passcode during the checkout process at 3-D Secure enabled merchants. How to enroll In order to enroll in this free, online security service, cardholders must register their card at: During the registration process you will be asked to provide the last four digits of your Unique ID, your monthly credit limit, and the zip code tied to your card to verify your identity (this information can be found in your CEO CCER Personal Profile). Once this information has been provided, you will create a personal passcode to be used when making online purchases with participating merchants. 92