Comerica Card Management System tutorial Fleet Cards Create a New Driver Card Account

Transcription

1 Comerica Card Management System tutorial Fleet Cards Create a New Driver Card Account The Comerica Card Management System, or CMS, makes it easy to create a new Fleet Card account by letting you model the new account from an existing account. Begin by selecting Create New Account from the Account Maintenance tab. Search for an existing Driver Card with the characteristics that are similar to those of the new account you want to create, such as a card with a point-of-sale prompt for ID and odometer, and the product restric-

2 tion of fuel only. This will be the account that the new Driver Card will be modeled from. The system defaults to Search for an Account Name. However, you can click the radio button to Search for an Account Number or Search for Employee/Vendor ID if you prefer. In our example, we will search for an account name. Enter it in the Account Name field. You can also leave this field blank to see a list of all accounts. Click the Search button. If there is only one match for the account name you have entered, the system takes you directly to the Create New Account page with the account data mirrored from the found account. If there are multiple matches, you will see a list of those accounts from which to select the desired account. In our example, multiple matches were found. The source account s status must not be Closed. Select the account that you want to use as the model account.

3 It is important that the model account is the same type, in this example a Driver card. Note that a new Driver card requires entry of a driver s name. You can also confirm that this is the type of account you want to model by looking under the Fleet tab which shows Point of Sale Prompt and Restriction information. If you need to modify your search or select a different model account, click the appropriate link, either Modify Search or Account Selection, at the top of the page. You are now ready to enter the new account information.

4 In the Demographics tab you will first provide information about the individual driver that is receiving the new card. This information is in the Primary Cardholder section. Enter the driver or cardholder s Name. Note that there is a 25-character limit for the cardholder s complete name. The application will give you a running total of characters entered. Now enter cardholder s social security number in the SSN field. The last four digits of the SSN field are used as the code for the cardholder to access the Interactive Voice Response Unit or IVR. The toll free IVR telephone system provides the cardholder 24-hour access to their card account balance and the last five transactions. You may enter nines for the first 5 digits and the last 4 digits of the cardholder s social security number. The last 4 digits may also be any 4-digit number. Enter the cardholder s Business Phone Number and Address. If you have elected online statements for your program, enter an Address where the notifications that the online statement is available should be sent. By default, the card will be sent to the address you have entered in this section. You can also have the card sent to a different location. To have the card sent to a different address, select Different Address in the Ship To drop-down. Select your preferred Shipping Method. Note that a shipping fee will be applied. Then, enter the location to send the card in the Ship To Address section. In this example, we will keep the card shipping information to the Address on File. Online statement access is the default for Fleet cards. If you have elected paper statements, and want the paper statements sent to a different location, enter that address in the Statement Address section.

5 In this example, we ll leave it blank to have the paper statement sent to the address in the Primary Cardholder section. In the Card Information section, the Extra Embossing Line will be pre-populated in most cases. However, it can be changed if needed, for example if other information is needed below the cardholder s name. There is a limit of 25 characters in total that can be embossed. Now, let s go to the Limits tab. You can select it by the tab or by the links at the bottom of the page. Set various spending limits under the Account section. We will keep the limits copied from the model account. Under the MCC (or Merchant Category Code) Group ID Information section, we will limit the type of merchant categories allowed for this account. Confirm that Cardholder can only use merchants within the following merchant category groups is selected in the MCC Equal Ind drop-down. Confirm that MCC Group IDs for fuel purchases (202 or 933 are required; 125 or 126 are optional) have been entered into the MCC Group ID fields. Driver Cards require the assignment of one of these fuel MCCs.

6 Now, let s go to the Billing tab. Under the Account section, confirm your Central Bill Account Number. This value will default to the account you modeled after, but you may change this to another central bill account if appropriate. If your program has been set up for multiple hierarchies, confirm the hierarchy shown next to the Level/ Hierarchy ID field. The system will default this value to the same hierarchy of the account that you used to model this account. If changes are needed, select from the drop-down. Optionally enter Account GL, Employee ID and Cost Center in the Account Information section as appropriate.

7 Finally, let s go to the Fleet tab. The fleet card type is displayed in the Fleet Information section. Select the appropriate Point of Sale Prompt option from the drop-down. The Prompt for ID number and odometer reading option allows Single Driver ID type. This means you only require the driver to enter a unique ID specific to that cardholder. The Prompt for vehicle or driver number and odometer reading option allows the driver to use multiple IDs such as those associated with specific vehicles that he or she will be using. The Prompt for odometer reading only option allows you to require the driver to enter only an odometer reading. In this example, we will keep this setting. Next we need to set the Restriction which for Driver Cards is either fuel only or fuel and other products purchases. Select the appropriate Restriction option from the drop-down. We will select Card can be used for fuel only option. Note that with this option, the MCC Group IDs in the Limits tab must only contain the IDs for fuel purchases. Now set the Fleet ID Pool for this card in the Pool Information section. You may assign up to three ID pools. In this example, we will keep Single from the Entry drop-down and ID from the Type drop-down, but enter a unique number. Review your new account information by clicking the Review button at the bottom of the page.

8 You will be taken to the Review New Account page. Review this page to confirm the accuracy of the information for the new account. If corrections are needed, click the Modify Account button to return to the Create New Account page where you can make your corrections. After your corrections are made, click the Review button again to review the corrected information. If all of the information is correct, click the Add Account button to finish creating the new account.

9 The Account Confirmed page shows the successful account creation message and the new 16-digit account number. If you wish to view the account that you have just created, click the View new account information link. You can create another account modeled from the same model account by clicking on the account link.