ezbusiness Credit Card Management User s Guide

Transcription

1 ezbusiness Credit Card Management User s Guide This document provides an overview of the different options available within your Internet-based ezbusiness Card Management website. TABLE OF CONTENTS (click to jump to page) Logging into the Website... Page 2 View Company List... Page 3 Reporting... Page 5 Level Options... Page 9 Payments... Page 12 Alerts... Page 14 Messaging... Page 15 Add New Cardholder Account... Page 15 Address and Phone Change... Page 17 Change Cardholder Authorization Block... Page 18 Change Credit Limit... Page 18 Close Account... Page 19 Request Replacement Card... Page 20 Setup Account AutoPay... Page 21 View Full Account Number... Page 22 Company Inbox, Sent & Archived Messages... Page 22 Dispute Transaction... Page 23 View Images (Statement)... Page 25 Admin Security Creating a New Admin User... Page 27 Search for Admin User... Page 29 Inbox... Page 31 Page 1 of 31

2 LOGGING INTO THE WEBSITE The website address is Enter the Username sent via from Click Log In Enter your current Password. Passwords must be a minimum of 8 characters including at least 1 number, special character and lower case letter. Click Log In CLICKING FORGOT MY PASSWORD WILL HAVE A TEMPORARY PASSWORD ED TO YOU. Page 2 of 31

3 VIEW COMPANY LIST Once logged in, the first page displays a list of all companies you have access to view. Click View Hierarchy on the right side of the screen to be directed to your Company Hierarchy page. A list of all the Hierarchy Names (Companies and Sublevel Companies if created) you have access to view will display. Hierarchy Level 1 is the main Company with all cardholder information available. Hierarchy Level 2 will only contain that Sublevel Company s cardholders. Click View on the right side of the page to be directed to the Accounts page for the corresponding hierarchy s credit cards. The Accounts page displays the billing account (BL ACCT, if applicable) and all current cards. Clicking the arrows (< >) on the lower left of the list will direct you to the next page of cardholders (if applicable). Clicking on the cardholder s green underlined Card Number or Name will direct you to the cardholder s Account Details screen, explained on page 7. Page 3 of 31

4 Generating a list of cardholders: Select from the Status dropdown, or enter any/all of the following: Card Number, First Name, or Last Name - Selecting the Go button will adjust the cardholder list on the screen - Clicking the Print button on the top right will print the information on the screen - Selecting Excel/Spreadsheet(.csv) and clicking the Download button will create a Microsoft Excel (or similar program) file of the cardholder list - Selecting Text (tab spacing) and clicking the Download button will create a Microsoft Word (or similar program) file of the cardholder list To return back to this page while on the website, select Accounts from the Navigation List dropdown Page 4 of 31

5 REPORTING From the Navigation List dropdown, select Transaction Report to view a report of card transactions with the originating credit card (credit card number s last four digits), the cardholder s name, the posting date, the transaction date, reference number and total amount. Generating a report of transactions: Select All Accounts or the specific cardholder using the Please Select an Account dropdown box Select a Time Period using the From and To dropdown boxes - Selecting the Go button will display the transactions at the bottom of the screen with a total on the bottom right side - Clicking the Print button on the top right will print the information listed on the screen - Selecting Excel/Spreadsheet(.csv) and clicking the Download button will create a Microsoft Excel (or similar program) file of the transactions report - Selecting Text (tab spacing) and clicking the Download button will create a Microsoft Word (or similar program) file of the transactions report Selecting View Hierarchy Level Accounts will direct you back to the View Company List screen Page 5 of 31

6 View Online Reports is not currently available and is for future use. From the Navigation List dropdown, select View Credit Lines to view a report of card limits with the card number, the cardholder s name, the permanent credit limit, cash limit, current account balance, active temporary credit limit, active temporary increase expiration date, active temporary credit limit requestor, temporary adjusted credit limit and the last temporary increase amount. Generating a report of credit lines: Select from the Status dropdown, or enter any/all of the following: Card Number, First Name, or Last Name - Selecting the Go button will adjust the cardholder list on the screen - Clicking the Print button on the top right will print the information on the screen Click the Configure Report View button to select or unselect columns to be displayed - Select Download All Columns to create a report with all available columns - Select Download Configured Columns to create a report with selected columns - Selecting Excel/Spreadsheet(.csv) and clicking the Download button will create a Microsoft Excel (or similar program) file in a comma separated value format of the cardholder list - Selecting Excel/Spreadsheet(.xls) and clicking the Download button will create a Microsoft Excel (or similar program) file in of the cardholder list - Selecting Text (tab spacing) and clicking the Download button will create a Microsoft Word or similar program file of the cardholder list Page 6 of 31

7 Clicking on the green underlined Permanent Credit Limit or Active Temporary Credit Limit will direct you to the Change Credit Limit screen, explained on page 18. Clicking on the green underlined Card Number will direct you to the individual cardholder s Account Details screen The Account Detail tab provides general card information and the option to select View Transactions, View Detail on the Pending Balance and View Statement Detail. Page 7 of 31

8 The User Security Management tab on the right displays the cardholder s ezbusiness login information, if applicable. Select View Activity Summary to view recent website activity Select View Security Account History to view website login information Page 8 of 31

9 LEVEL OPTIONS From the Navigation List dropdown, select Level Financial Details to view Hierarchy Information, Company/ Sublevel Information and Product Information Example of the Level Financial Details screen: The Credit Limit is the company s overall limit for all credit cards. CLICKING THESE OPTIONS IS THE SAME AS SELECTING FROM THE NAVIGATION LIST LIMIT ALLOCATIONS SECTION DISPLAYS: LIMIT ALLOCATED amount already assigned to cardholders LIMIT AVAILABLE - amount that can be assigned to cardholders AGGREGATE PERCENT the percentage of the Credit Limit the company can assign (typically 100%) Page 9 of 31

10 From the Navigation List dropdown, select Level Processing Options to view Hierarchy Information, Company/Sublevel Information and Product Information. Example of the Level Processing Options screen: Page 10 of 31

11 From the Navigation List dropdown, select Level Administrative Options to view Hierarchy Information, and Contact Information. The two listed contacts are the individuals the credit card company, FIS, will contact to discuss questionable card transactions. Page 11 of 31

12 PAYMENTS (used for customers not on auto deduct) From the Navigation List dropdown, select Make Payment to pay the BL (billing) account. On the far right of the screen click Make a Payment. Select the Payment Account (if not already established, refer to the Manage Payment Account instructions below) Select or enter the Payment Amount Select the Payment Due Date or enter an Other Payment Date Enter a Payment Memo, if preferred Select the Send payment confirmation to this address, if preferred Click the Submit button - Payments made by 5:00 pm ET of current business day will post same day; after 5:00 pm ET the payment will post the next day. Treasury Management From the Navigation List dropdown, select Manage Payment Accounts to add a payment account to make payments with. Click Add Payment Account Page 12 of 31

13 Enter the required information and click the Save button From the Navigation List dropdown, select Payment History to view recent payments made online through the ezbusiness website, not by phone, mailed or auto debit. - Generating a report of payments, select or enter any of the following: - Select from the Payment Status dropdown - Enter the Account Number - Enter the Confirmation Number - Select the Payment Date - Select the Payment Amount - Click the Search button to display the results on the screen - Clicking the Print button on the top right will print the information displayed on the screen - Selecting Excel/Spreadsheet(.csv) and clicking the Download button will create a Microsoft Excel (or similar program) file of the cardholder list - Selecting Text (tab spacing) and clicking the Download button will create a Microsoft Word (or similar program) file of the cardholder list Page 13 of 31

14 ALERTS This section pertains to alerts for the Company overall. Individual cardholders can establish alerts for their card on the website MyCardStatement.com after creating an individual login. From the Navigation List dropdown, select My Company Alerts Click Create My Company Alerts Select and enter the required information for the desired Alert(s) SEND COPY TO ADDITIONAL ADMINISTRATORS - SELECT ADDITIONAL RECIPIENTS FOR ALERT (IF APPLICABLE) Page 14 of 31

15 MESSAGING From the Navigation List dropdown, select Online Requests. The dropdown menu towards the bottom of the page provides the options to add a new cardholder account, change an address or phone number, change a block on a card, change credit limits, close a cardholder account, request a replacement card, setup account autopay and request to view a full account number. Each option is explained on the following pages. Select the desired option and click the Go button. Selecting View Hierarchy Level Accounts will direct you back to the View Company List screen. Add New Cardholder Account Used to order a card for a new cardholder If an existing cardholder needs a replacement card, please follow the Request Replacement Card instructions on page 20. Company Details Section: If the company has sublevels, select the sublevel the new cardholder will be associated with. Cardholder Details Section: Enter the person s First Name, Last Name and Date of Birth (this does not have an asterisk, but it is required.) The Cardholder SSN/Tax ID will default to the company s EIN, please leave this at the default. Page 15 of 31

16 Product Details Section - Enter the desired Credit Limit the cardholder should have assigned. The amount available is based on the limit available to the company overall. Page 9 explains the company limit and allocations. - Name to Print on Card Instead of Company Name can be used to change the name on the card. If left blank the company name matching the current cards will default. Cardholder Address Details Section: The Company s address will default as the Primary Mailing Address, change the information if the card should be mailed to a different address. Select to have the Statement Address the same as the Primary Address, or enter the address the monthly card statement should be mailed to. Phone Numbers Section: Optional fields, enter phone numbers for the cardholder, if desired. Memo Section: Optional field for your reference, this information is not reviewed by the bank. Click Continue. The next screen will prompt to verify the information, then click Submit. - These requests are queued to First National Bank for processing within 24 hours. Once the request is received a message is sent to you through the ezbusiness website s message system stating the card will be received in 7 to 10 business days. Page 16 of 31

17 Address and Phone Change Used to change a cardholder s mailing address or phone numbers for new card(s) and/or monthly statements. Select the Cardholder Name/Account from the dropdown box. Enter or change the desired information and click Continue. The next screen will prompt to verify the information, then click Submit. - This is a real-time process. Page 17 of 31

18 Change Cardholder Authorization Block Used to add or remove a block on a card. If a cardholder misplaces their card over the weekend or after business hours a block can be placed to restrict usage of the card until the card is found and the block is removed. Select the Cardholder Name/Account from the dropdown box. Select an Authorizations Block Add will place a block on the card, Remove will remove a previously placed block. Service Request Memo Section: Optional field for your reference, this information is not reviewed by the bank. Enter or change the desired information and click Continue. The next screen will prompt to verify the information, then click Submit. - This is a real-time process. Change Credit Limit Used to permanently or temporarily increase or decrease the credit limit on a card. Select the Cardholder Name/Account from the dropdown box. Select either Permanent Credit Limit Increase or Decrease or Temporary Credit Limit Increase Enter the desired amount and date, if applicable. Service Request Memo is an optional field for your reference, this information is not reviewed by the bank. Click Continue. The next screen will prompt to verify the information, then click Submit. - This is a real-time process. Page 18 of 31

19 Close Account Used to permanently close a card. Select the Cardholder Name/Account from the dropdown box. Select the Reason For Closing Account Service Request Memo is an optional field for your reference, this information is not reviewed by the bank. Click Continue. The next screen will prompt to verify the information, then click Submit. - This is a real-time process. Page 19 of 31

20 Request Replacement Card Do not use this option for cards needing replaced due to being lost or stolen Report a lost or stolen card to the card company, FIS, at The following steps will replace an existing card and the card number will not change. Select the Cardholder Name/Account from the dropdown box. Select the Reason For Replacement of Cards Service Request Memo - optional field for your reference, this information is not reviewed by the bank. Click Continue. The next screen will prompt to verify the information, then click Submit. - These requests are queued to First National Bank for processing within 24 hours. Once the request is received a message is sent to you through the ezbusiness website s message system stating the card will be received in 7 to 10 business days. Page 20 of 31

21 Setup Account AutoPay Used for companies who did not select auto deduct at the time of setup. The AutoPay account must be an account with First National Bank. The company s BL ACCT (billing account) will default as the Cardholder Name/Account Select the Auto Pay Account Type Enter the Bank Account Name, if desired Enter the Bank Account Number Enter the Routing Transit Number Select the Auto Pay Option Once the Auto Pay Option is selected, select the Frequency Select the Day (00 28) Enter the Amount of Payment, if applicable Enter the % of Statement Balance to be Paid, if applicable Service Request Memo - optional field for your reference, this information is not reviewed by the bank. Click Continue. The next screen will prompt to verify the information, then click Submit. - These requests are queued to First National Bank for processing within 24 hours. Once the request is received a message is sent to you through the ezbusiness website s message system stating the request has been processed. Page 21 of 31

22 View Full Account Number Allows Admin User the ability to provide the card account number to the cardholder immediately. Select the Cardholder Name/Account from the dropdown box. Select the Reason For Full Account (if Other is selected, a reason must be entered in the Please Write Other Reason Here box.) Click Continue. The next screen will prompt to verify the information, then click Submit. - The Cardholder Name and the entire 16-digit Cardholder Account Number will display. MESSAGING COMPANY INBOX, SENT MESSAGES AND ARCHIVED MESSAGES From the Navigation List dropdown, under Messaging select from the following: - Company Inbox - displays responses to any Service Requests or Online Message you have submitted. Click a header to sort the list according to Message Topic, Subject, Date or Status. - Sent Messages - displays a list of all messages sent by a company admin user. From this page you can view sent messages and delete sent messages. - Archived Messages - contains all messages previously archived from the inbox or sent items pages. From this page you can view the message, reply to the message, or delete the message. Page 22 of 31

23 DISPUTE TRANSACTION From the Accounts screen, select the desired Card Number or Name. On the Account Detail tab, select View Transactions Page 23 of 31

24 Select the Description of the item to dispute (you must dispute transactions one at a time.) - Complete the form displayed. The credit card company will contact you by calling the phone number on file to discuss the dispute within 24 hours. On the lower left side of the screen select Dispute Transaction Page 24 of 31

25 VIEW IMAGES (Statement) From the Accounts screen, select the desired Card Number or Name. On the Account Detail tab, select View Transactions Page 25 of 31

26 Select View Images Another webpage will open, select Statements. The most recent account statement will display. A history of 24 past statements is available to select from on the right side of the screen. Page 26 of 31

27 ADMIN SECURITY Used for administrating user-level security Creating a New Admin User On the left side of the screen, select the green option Admin Security Select Admin Group To the far right of Company Admin w/out Expense select View Users (if the new admin should have access to Expense Management select View Users to the far right of Company Admin w/expense) Select Create a New User Page 27 of 31

28 Enter the information for the required fields marked with an asterisk (*) - The Maximum Credit Limit Amount is the overall company limit. In whole amounts. If the limit is $1,000.00, enter If the admin user will not be authorized to order new cards or adjust card limits, enter 0. - The Password must be at least 8 characters in length, containing at least one of each of the following: number, lower case letter, uppercase letter and special character. - The entered password is temporary. The admin user will change the password during their first login. Click Save to complete the creation of the new user. Two s will be sent to the address entered providing the username and temporary password separately. Page 28 of 31

29 Search for Admin User used to manage admin users On the left side of the screen, select the green option Admin Security Select Search for Admin User Enter at least one Search Parameter for the admin user Click Search A list of admins will display. Select the green underlined UserName for the admin user you would like to view. Page 29 of 31

30 The Manage AdminUser screen will display. The following administrative user features can be accessed/changed on this page: - Change Password - Click this link to access the Change Password page. - Modify Admin User - Click this link to access the Modify Admin User page where you can modify the personal information about this user. - Delete Admin User - Click this link to delete admin user, you will receive a message box verifying if you want to delete a user. - Admin Lock (Click to Lock User) - Click this link to apply an administrative lock on the account. You will be prompted to enter/select a reason from the Admin Lock Reason drop-down list for applying a lock on the account. Click again to remove the lock. - View Security Account History - Click this link to access the Admin User Security Account History screen. - Reset Password Failures - If a user has tried repeatedly to log in but fails each time, the system will eventually lock out the user. Click this link to reset. The number of times that a user can try to log in before being locked out is set on the Security Settings page. - Inactivity Lock - Deactivation of admin users after 90 days of inactivity is required under the FIS Password Management policy and PCI. The Inactive Admin User Lock process identifies the admin user as Locked for Inactivity, and includes an option for the Security Administrator to remove the status from the user account. - An admin user that attempts to log into his or her account after being locked by the Inactive admin User Lock process views a message indicating that the account has been locked. - Activity Summary - Click this link to access the Admin User Activity Report. Page 30 of 31

31 INBOX The Inbox contains messages sent by Customer Service representatives. By default, the system sorts the messages by date. You can re-sort the list by clicking any column header. The triangle in the header denotes the current sort option. The following information displays in the Messages list: Message Topic - When creating the message, the administrator chooses a category to denote the type of message being sent. Subject - This is the subject heading of the message. Date - Date the message was sent. Status - The status can be either Read or Unread. Click View to display the message. Click Delete to remove the message. Once clicked, the Confirm Message Delete page appears. Click Yes, delete this message to confirm the deletion. Contact Information: For additional assistance, please call Treasury Management Support Toll-free at (866) to speak to a support representative Monday - Friday between the hours of 8:00 AM and 5:00 PM ET. T o contact Treasury Management Support via , the address is treasurymgmt@fnb-corp.com. System Requirements: Equipment - A personal computer and Internet connection are needed. A monitor resolution of 800x600 (or greater) is recommended for best performance. Software - - Current version of Adobe Reader - Authorized use of a current version of an Internet browser capable of 128-bit encryption Page 31 of 31 Revised June 2015 NM