Cardholder & Program Administrator

Transcription

1 Access Online Transaction Management User Guide Cardholder & Program Administrator Version 2.9

2 Contents Introduction...3 Transaction Management Variables by Organization... 3 Procedures in This Guide... 4 Additional Tasks and Roles... 5 Managing Account and Cardholder Account Lists... 5 Transaction Approval Process and Account Approval Process... 5 View-Only Access... 5 Switch Roles... 6 Search and Select a Cardholder Account...7 Search by Cardholder Account... 8 Search by Managing Account View a List of Transactions...18 CSV Transaction Validation Status Icons Table Quickly Filter the Transaction List Using the Links Basic Transaction Search Advanced Transaction Search View a Transaction s Details...28 Data Level Descriptions Table View a Convenience Check Image...32 Mark a Transaction as Reviewed...35 Dispute a Transaction...38 Dispute a Transaction Cancel a Dispute View a Transaction s Dispute History Reallocate a Transaction...50 Transaction Reallocation Options Option: Reallocate a Single Transaction Reallocate a Single Transaction Table Option: Use the Reallocation Worksheet Reallocation Worksheet Table Option: Use the Mass Reallocation Function Mass Reallocation: Replace Existing Allocations Table Mass Reallocation: Add a Common Allocation Table Reallocate a Single Transaction Reallocate a Group of Transactions with the Reallocation Worksheet Cardholder and Program Administrator 1

3 Reallocate a Group of Transactions with the Mass Reallocation Function Create Accounting Code Favorites to Use During Reallocation Build a List of Favorites as You Reallocate Transactions Create a List of Favorites at the Same Time Using the My Personal Information Function Reallocate a Transaction Using Your List of Favorites Understand Common Reallocation Error Messages Mass Reallocation Error Messages Table View a Transaction s Line Items Add Your Own Line Items to an Existing Transaction View a Transaction s Tax Data Canadian Tax Display Tax Data Tab Fields Tax Data Tab Fields Table Add Your Own Comments to a Transaction Transaction Detail Tabs Summary Tab Summary Tab Field Descriptions Table Match Tab Match Tab Field Descriptions Table Allocations Tab Allocations Tab Field Descriptions Table Transaction Line Items Tab Transaction Line Items Tab Field Descriptions Table User Line Items Tab User Line Items Tab Field Descriptions Table Line Item Allocations Sub-Tab Field Descriptions Table Tax Data Tab Tax Data Tab Field Descriptions Table Comments Tab Comments Tab Field Descriptions Table Approval History Tab Approval History Tab Field Descriptions Table Cardholder and Program Administrator 2

4 Introduction You can easily use Access Online to view and manage your transactions. You can view a list of transactions for the current (open) billing cycle and the past six closed billing cycles. You can also view and modify the details of transactions. During the current cycle and for a number of days following the close of that cycle (established during program implementation), you can mark transactions as reviewed, reallocate transactions, enter line item data, and enter transaction comments. Transaction Management Variables by Organization The procedures on the following pages provide detailed instructions on all the features in the transaction management function. However, during the implementation of your program, we worked with you determine which functions were necessary for your organization. You may have determined that your program may not require access to all of the features and controls listed within this user guide. For example, not all organizations use the tax management function. Whether you have these functions available and use them during transaction management (e.g., sort a transaction list by order match status) depends on how we set up your program during implementation. We also worked with you during the implementation of your program to set up transaction management controls that affect the transaction management function for your organization. These controls are: The number of days following the close date that you have to mark transactions as reviewed (1 199 days) The number of days following the cycle close date that you have to reallocate transactions and enter comments (1 199 days) The number of days following the cycle close date to match a transaction to an order after the cycle close date (1-180) The parameters of accounting validation controls, including specific settings for your organization as well as any accounting validation controls that your Program Administrator has set up (e.g., alternate accounting codes). The parameter to view the source of allocation changes (e.g., last allocated by user John Doe, last allocated by allocation rule). The number and names of available user comment fields (0 5 client-named fields) The ability to populate tax estimation data for sales and use tax (yes or no) Cardholder and Program Administrator 3

5 Procedures in This Guide This user guide presents the full range of transaction management functionality. The specific tasks you perform depend on the customization of your program during implementation and your access rights within the system. Only the functions you have access to display when you log in and access the transaction management function. In this user guide, you will learn how to complete the following tasks: Search and select a cardholder account, if you have access to more than one account Search and select a cardholder account by managing account, if you have access to managing accounts Search for transactions and view a list of transactions Select a transaction to view detailed transaction information Mark a transaction as reviewed Dispute a transaction Reallocate a transaction to one or more accounting codes View transaction line items and add line items Review or edit tax data for a transaction Enter comments for a transaction Cardholder and Program Administrator 4

6 Additional Tasks and Roles Managing Account and Cardholder Account Lists Depending on how your program is set up and your access rights within the system, you may also be able to view a list of managing accounts and a list of cardholder accounts. For detailed steps on viewing, sorting and filtering managing account lists and cardholder account lists, refer to the Access Online: Managing and Card Account Lists user guide. Transaction Approval Process and Account Approval Process In addition, you may also be able to approve transactions using the transaction management function. For detailed information and steps on approving transactions, refer to the Access Online: Transaction Approval Process user guide or the Access Online: Account Approval Process user guide for detailed steps. View-Only Access Also, you may only be able to view the screens in transaction management, without being able to perform any procedures or modify any information. Your organization may have set you up with this view-only access so that you can see the transactions and transaction detail in the system, without being able to make any changes to the information. For example, if you are an internal auditor in your organization, you might have such view-only access. The screens and tasks will display as shown in this user guide, but the action buttons for performing tasks will not be active. In this way, your Program Administrator can give you the access to the information you need, while maintaining control over who can modify the information in the system, leading to greater overall program control. Cardholder and Program Administrator 5

7 Switch Roles If your organization uses the account approval process, then you may have users who can switch roles. The system will request these users to select a default role (e.g., billing official, approving official) when they initially log in to Access Online. Thereafter, these users can easily switch roles by clicking a Switch Role link on relevant screens. This function lets them perform transaction management and other functions as a cardholder, if they need to. Note the currently selected role. Note the Switch Role link. Simply select another role from the drop-down list and click the Select button. You can select the new role as your default, if desired, by selecting the Save the selected role as my default role check box. Select another role from the dropdown list, specify if you want this role to be your default, and click Select. Cardholder and Program Administrator 6

8 Search and Select a Cardholder Account If you have access to more than one account, you can easily search and select the cardholder account that you want to work with. You can search by cardholder account (see Search by Cardholder Account on page 8). If you have access to managing accounts, you can also search by managing account (see Search by Managing Account on page 13). Tip! You may be able to simply select the account you want to work with from the Account Activity box. Also, if you have access to just one account, then you do not need to search and select an account, you go directly to your account when you select the Transaction Management high-level task and the Transaction List link. Cardholder and Program Administrator 7

9 Search by Cardholder Account You can search for a cardholder account by using cardholder information. 1 Click to go directly to the previous cycle s managing accounts. You can view and search managing account and cardholder account lists depending on how your program is set up and your access rights within the system. Depending on your program setup and access, you may not have all the menu options listed here. 2 Click to go directly to previous cycle s cardholder accounts. If you have access to only one account, your account displays as soon as you click the Transaction List link. Click a link to view transactions for the previous cycle, transactions that are not yet approved, or transactions that are not yet matched to an order, payment request, or payment instruction. To search for and select a cardholder account: 1. Select the Transaction Management high-level task in the Left-Column Navigation Bar. The Transaction Management screen displays. 2. Click the Transaction List link. The Transaction Management: Search and Select an Account screen displays. Learn More: For detailed steps on using the managing account list and card account list functions, refer to the Access Online: Managing and Card Account Lists user guide. Cardholder and Program Administrator 8

10 3a Click to search by managing account 3b 3c 4 Type a % symbol in the Last Name field to list all cardholders. 3. Specify search criteria: a. Type the cardholder s full account number in the Account Number field. Or b. Type the cardholder s last name and/or first name in the Last Name and/or First Name fields. Or c. Type the cardholder s social security number in the Social Security Number field. Tip! If you search by name, you must enter a last name. You can enter a first name, but you cannot search by first name alone. For example, you can search for all cardholders with the last name Collins, but you cannot search for all cardholders named Michael. Also, you can type one or more letters of the last name to get a list of all cardholders with last names beginning with the letter(s) you typed. For example, if you type m, then you get a list of all cardholder accounts belonging to cardholders whose last name begins with m (e.g., Mayo, McLaughlin, Murphy). 4. Click the Search button. A list of cardholder accounts that match your search criteria displays at the bottom of the screen. Cardholder and Program Administrator 9

11 Tip! If only one cardholder account matches your search criteria, then the Transaction Management: Transaction List screen displays immediately. Skip to View a List of Transactions on page Click the link in the Product Name column for the cardholder account you want. The Transaction Management: Transaction List screen displays. Cardholder and Program Administrator 10

12 Learn More: The Allocation Source column lists the source of the most recent transaction allocation (e.g., user, allocation rule). The Last Changed By column lists more specific source information (e.g., user Jane Doe, system, or automatch). Refer to View a List of Transactions on page 18 for more information on the contents of the screen. Cardholder and Program Administrator 11

13 Learn More: If your organization has selected to show accounting code information on the transaction list, then, instead of the Allocation Source and Last Changed By columns, your transaction list will display an Accounting Code column. Your screen may also have additional icons displayed to indicate the availability of Level II and Level III data and/or to indicate if the transaction has been extracted. Note the II icons and the E icons in the sample screen below. If a transaction does not have a II or III icon, then only basic, Level I data is available. Refer to the Data Level Descriptions Table on page 31. Note the accounting code information. These icons indicate the type additional detail available and if the transaction has been extracted. For detailed information on marking transactions for extract (if you are responsible for that task), refer to the Access Online: Marking Transactions for Extract user guide. Cardholder and Program Administrator 12

14 Search by Managing Account You can search for a specific cardholder account by searching for the managing account associated with the cardholder account. 1 You can view and search managing account and cardholder account lists depending on how your program is set up and your access rights within the system. Depending on your program setup and access rights, you may not have all the menu options listed here. 2 To search for and select a cardholder account by managing account: 1. Select the Transaction Management high-level task in the Left-Column Navigation Bar. The Transaction Management screen displays. 2. Click the Transaction List link. The Transaction Management: Search and Select an Account screen displays. Cardholder and Program Administrator 13

15 3 3. Click the Searching for a Managing Account link. The Transaction Management: Search and Select Managing Accounts screen displays. Cardholder and Program Administrator 14

16 5 4 Some organizations use general managing account names (e.g., Acme Southeast Sales) and some assign and use a person s name (e.g., Jane Smith). These search fields let you search by either naming convention Type search criteria in one of the fields: Managing Account Number, Managing Account Name, Last Name and/or First Name, or Company Number. 5. Click the Search button. The managing accounts that match your search criteria display at the bottom of the screen. 6. Click the managing account number link in the Account Number column. The Transaction Management: Select a Cardholder Account screen displays with a list of cardholder accounts associated with your selected managing account. Cardholder and Program Administrator 15

17 7 7. Click the product name link for the cardholder account you want. The Transaction Management: Transaction List screen displays. Cardholder and Program Administrator 16

18 Cardholder and Program Administrator 17

19 View a List of Transactions When you select an account, the Transaction Management: Transaction List screen displays. By default, the current cycle displays. To filter the list of transactions, you can perform a basic transaction search (see Basic Transaction Search on page 23) or an advanced transaction search (see Advanced Transaction Search on page 25). The information that displays in Card Account Summary area depends on your program setup and access rights. The Approval Status column displays based on your program setup. Click a heading link to sort the table by that column. If you use enhanced supplier information (ESI), then merchants with ESI data display as a link you can click for more information. Your organization may select to display accounting code information instead of the allocation source information. Cardholder and Program Administrator 18

20 Learn More: The table displays the following information: Select A check box that enables you to select the transaction Status Icons indicating if the transaction has been disputed or reviewed Approval Status A designation of a transaction s approval status (e.g., pending, approved) Match A clickable icon (leading to the matched detail) showing if the transaction is matched or is an exception Trans Date The date the transaction occurred Posting Date The date the transaction posted in our payment processing system Merchant The name of the merchant who processed the transaction City/State The merchant s city and state Amount The amount of the transaction including tax Detail Icons that show the availability of additional detail (e.g., Level II data) Extract An icon that shows if a Program Administrator has extracted the transaction. Alloc An icon that shows if you or another user has reallocated the transaction and if the transaction is locked from further reallocation Purchase ID The unique number assigned to the purchase by the merchant Accounting Code/Allocation Source Your organization specified during implementation to show either accounting code or allocation source on the transaction list. - Accounting Code Information. If your organization selected to show accounting code information, then this column shows the accounting code the transaction is currently allocated to. If the transaction is not allocated to an accounting code, then the field is blank. If the entire transaction is allocated to a single accounting code, that accounting code value displays. If the transaction is divided between multiple accounting codes, the word multiple displays. If the transaction has been reallocated, an A icon displays in front of the code. - Allocation Source Information. If your organization has selected to show allocation source information, then, instead of the Accounting Code column, an Allocation Source and Last Changed By column displays. The Allocation Source column lists the source of the most recent transaction allocation (e.g., user, allocation rule). The Last Changed By column lists more specific source information (e.g., user Jane Doe, system, or auto-match). Cardholder and Program Administrator 19

21 Tip! You can sort a transaction list by any of the underlined column headings. Click a column heading link to sort the table by that column (e.g., click the Merchant link to sort the transaction list by merchant name from A Z). If no transactions have posted for the selected cycle, then an error message displays. This message indicates no transactions have posted for the selected cycle. Learn More: If your organization uses the client system validation (CSV) function, then you can see the transaction s validation status icon. You can also sort by validation status. CSV provides a real-time validation of accounting codes and flags each transaction with one of the icons shown below. For detailed information, refer to the Access Online: Client System Validation user guide. CSV Transaction Validation Status Icons Table Icon Status Description Not Validated Valid The accounting code has not been validated, so the validation status (valid or invalid) is not known. The accounting code is valid. Invalid The accounting code is invalid. Cardholder and Program Administrator 20

22 Learn More: If your organization uses the order management function, then when you match transactions and orders (or the system automatches transactions and orders), a linked Match icon displays. Click the Match icon to view order detail. Your screen may display accounting code information. Click the icon to view the detailed information about the order the transaction is matched to, review the order detail, and then click the Trans List link to return to the transaction list you were working with. Click the Trans List link to return the transaction list you were working with. When you are done viewing order detail, click the Trans List link to return to the list of transactions you were working with. Cardholder and Program Administrator 21

23 Quickly Filter the Transaction List Using the Links The quickest and simplest way to filter the transaction list is to use the link on the Transaction Management screen to go directly to a group of transactions. Click the View Previous Cycle link to view all transactions for all managing and cardholder accounts for the previous cycle. Click the View Pending Transactions link to view all transactions that are not yet approved (if you are using the transaction approval process or the account approval process) for all managing and cardholder accounts. For more information, refer to the Access Online: Transaction Approval Process user guide and lesson and the Access Online: Account Approval Program user guide and lesson. Click the View Unmatched Transactions to view all transactions that are not yet matched to an order, payment request, or payment instruction. For more information refer to the Access Online: Order Management user guide and lesson and the Access Online: Payment Plus user guide and lesson. Click a link to view transactions for the previous cycle, transactions that are not yet approved, or transactions that are not yet matched to an order, payment request, or payment instruction. Cardholder and Program Administrator 22

24 Basic Transaction Search To filter the transaction list, you can search for a specific transaction or group of transactions Your organization may have selected to display accounting code information instead of the allocation source information. To search for a specific transaction or group of transactions: 1. Select a different billing cycle from the Billing Cycle Close Date drop-down list. You can view transaction lists for the current open cycle and the past six closed cycles. 2. Click the Search button. Transactions in your selected cycle display at the bottom of the screen. 3. Click the Plus Sign icon to open the Search Criteria area. Fields display that you can use for your search. Cardholder and Program Administrator 23

25 4a 4b To filter by amount: The search fields available to you depend on the functions your program uses. For example, only when you use the transaction approval process does the Approval Status field display. a. Select <=, >=, Exact, or All from the Transaction Amount drop-down list. b. Type an amount in the $ field. 5. To filter by purchase ID, type a purchase ID in the Purchase ID field. 6. To filter by approval status, select a status from the Approval Status drop-down list. 7. To filter by eligibility for pull back, select a status from the Pull Back Eligibility drop-down list. 8. To filter by order match status, select a status from the Order Match Status drop-down list. 9. To filter by dispute status, select a status from the Disputed Transactions dropdown list. 10. To filter by reallocation status, select a status from the Reallocated Transactions drop-down list. 11. To filter by review status, select a status from the Reviewed Transactions dropdown list. 12. Select the number of transactions to display from the Display drop-down list. 13. Click the Search button. The transactions that meet your search criteria display in a table at the bottom of the screen. If you want to perform a narrower search, you can use the advanced search function as described in Advanced Transaction Search on page 25. Cardholder and Program Administrator 24

26 Advanced Transaction Search You can narrow your search for transactions by performing an advanced search using additional, optional search fields. For example, you can search for only approved transactions between June 1, 2009, and June 15, To perform an advanced search for transactions: 1. Refer to the Search and Select a Cardholder Account on page 7 to navigate to the Transaction Management: Transaction List screen and to open the Search Criteria area. 2. Click the Advanced Search link. The Transaction Management: Search and Select Transaction screen displays. Cardholder and Program Administrator 25

27 3a 3b 3c Click to toggle back to the basic search. 4a 4b The advanced search fields available to you depend on which functions your program uses. Click to reset the advanced search fields to the default parameters. 3. To filter by date: a. Select a date type from the date drop-down list. b. Specify a beginning date by selecting a beginning day, month and year from the drop-down lists. c. Specify an ending date by selecting an ending day, month and year from the drop-down lists. 4. To filter by transaction amount: a. Select a transaction amount status from the Transaction Amount drop-down list. b. Specify a transaction amount by typing a dollar amount or range in the $ fields. 5. Type a purchase ID in the Purchase ID field. 6. Select an approval status from the Approval Status drop-down list 7. Select an order match status from the Order Match Status drop-down list. 8. Type a merchant name in the Merchant Name field. 9. Select a pull back status from the Pull Back Eligibility drop-down list. 10. Select a dispute status from the Disputed Transactions drop-down list. 11. Select a reallocation status from the Reallocated Transactions drop-down list. 12. Select a review status from the Reviewed Transactions drop-down list. 13. Select the number of transactions to display from the Display drop-down list. 14. Click the Search button. A list of transactions that meet your search criteria displays at the bottom of the screen. Cardholder and Program Administrator 26

28 Transactions that match your advanced criteria display at the bottom of the screen. Click a date link to view details. If available, click a merchant name link to view ESI data. Cardholder and Program Administrator 27

29 View a Transaction s Details You can easily review detailed information about a specific transaction. Your screen may display accounting code information. 2 If available, click a merchant name link to view ESI data. To view additional information that is available for a transaction: 1. Repeat the steps in Search and Select a Cardholder Account on page 7 to navigate to the transaction list. 2. Click the transaction s date link in the Trans Date column. The Transaction Management: Transaction Detail screen displays. Cardholder and Program Administrator 28

30 These links maintain the context of your work. 4 Transaction Management Note the source information To view additional details, select any of the other tabs. Note the source information. 4. Click the Back to Transaction List link (or the Trans List link to maintain your context) to return to the transaction list. Cardholder and Program Administrator 29

31 Learn More: The Transaction Management: Transaction Detail screen displays the information described below. If the data does not apply, or the merchant did not pass the data through Visa or MasterCard, the field will be blank. The transaction data that a merchant can pass through Visa or MasterCard, and which is thereby available through Access Online, falls into one of three categories: Level I data, Level II data or Level III data. The tabs available on the Transaction Management: Transaction Detail screen may include (depending on information the merchant passed): Summary tab This tab provides a quick overview of the transaction detail, including transaction, merchant, reference, extract, currency, and dispute information. You can dispute a transaction from this tab. Match tab This tab lets you know if the transaction is matched to an order, payment request or payment instruction. You can also perform a match from this tab. This tab only displays if your organization uses the order management or Payment Plus function. Allocations tab This tab gives you information on how the transaction is allocated. You can also reallocate a transaction on the Allocations tab. If your organization has selected to display source information, then you can also view the allocation source (e.g., user, allocation rule) and more specific source information (e.g., user Jane Doe, system). Transaction Line Items tab This tab only displays if the merchant passed Level III data, which includes line item details. User Line Items tab This tab contains fields for you to add your own information about line items, including tax dollar values. If the merchant passed Level III data (line item data), then you can use that data to automatically populate the line item fields on the User Line Items tab. Tax Data tab This tab contains any tax information (e.g., shipping information, usage codes) the merchant passed. You can also add your own tax information. You only use this tab if your organization uses the tax management function in Access Online. Comments tab This tab displays fields for you to add comments on the transaction. Each organization customizes the available comments fields and grants access to different groups of users. Approval History tab This tab displays information on the approval history of the transaction. If you want to approve a transaction, use the Summary tab. For detailed information on each tab, refer to Transaction Detail Tabs on page 124. Cardholder and Program Administrator 30

32 Learn More: The transaction data that a merchant can pass through Visa or MasterCard, and which is thereby available through Access Online, falls into one of three categories: Level I data, Level II data or Level III data. The table below provides detailed information about each data level. Data Level Descriptions Table Data Level Description Corporate Card Data Includes: Purchasing Card Data Includes: Level I Level II Also known as financial or draft data, Level I data is the minimum amount of data required to clear and settle a financial transaction. All consumer and commercial card transactions generate Level I data. Basic merchant point-ofsale devices generally capture Level I data. Also known as enhanced data, Level II data is additional summary data for the transaction. Level II data accompanies Level I data, but Level II data is not required for clearing and settlement. Level III Also known as enhanced data, Level III data is all additional line item data pertaining to the transaction. Level III data is not attached to Level I financial records, so a matching process must link Level III data to these records. Merchants must have sophisticated software to capture Level III data. This data originates from a number of sources and travels through the transaction process in records separate from sales drafts. Issuers or processor systems match these records with sales draft data to create complete and comprehensive transaction records. Merchant name City State ZIP code MCC Transaction amount Date of sale N/A N/A Merchant name City State ZIP code MCC Transaction amount Date of sale Sales tax Customer code (e.g., department, cost center, purchase order number, or invoice number) Detailed tax information Discount amount Freight and ship amount Duty amount Ship to/from ZIP codes Order date Account number Item commodity code Item description Quantity Unit of measure Unit cost Cardholder and Program Administrator 31

33 View a Convenience Check Image You can easily view a portable document format (PDF) image of convenience check associated with a cardholder account. Check images are available as soon as the transaction posts in Access Online. We archive images after 120 days, so if you want to view an image for a check that is older than 120 days, you need to wait for 24 hours for us to pull the image from the archives. Check images are available for the current open cycle and the past six cycles (either immediately or from the archives). 1 To view a convenience check image: 1. Click the date link for the convenience check transaction. Cardholder and Program Administrator 32

34 2 The Transaction Type information system lets you know the transaction was a convenience check transaction. The View Check Image button only displays if the transaction is a convenience check transaction. 2. Click the View Check Image button. The check image opens as a new PDF file. Cardholder and Program Administrator 33

35 Both the front and the back of the check are available to view. Cardholder and Program Administrator 34

36 Mark a Transaction as Reviewed You can view transaction lists and details for the current cycle and the past six cycles. However, the number of days following the close of the cycle that you have to mark transactions as reviewed is subject to a variable control that your organization set up during the implementation of your program. You can mark a transaction as reviewed from the Transaction Management: Transaction List screen or the Transaction Management: Transaction Detail screen. Tip! If you mark a transaction as reviewed by mistake when selecting multiple transactions, then you can select an individual transaction displayed on the Transaction Management: Transaction List screen and click Change Review Status. The transaction is no longer marked as reviewed. Learn More: From this screen, you can also approve transactions. Refer to the Access Online: Transaction Approval Process user guide or the Access Online: Account Approval Process user guide for detailed information and steps. Cardholder and Program Administrator 35

37 Your screen may display accounting code information. 2a 3a 2b To mark transactions as reviewed: 1. Repeat the steps in Search and Select a Cardholder Account on page 7 to navigate to the transaction list. 2. To mark transactions as reviewed from the Transaction Management: Transaction List screen: a. Select the check box in the Select column for each transaction you want to mark as reviewed. b. Click the Change Review Status button. Check marks display in the Select column next to the transactions you selected and an R icon displays next to each transaction you selected. 3. To mark the transaction as reviewed from the Transaction Management: Transaction Detail screen: a. Select the date link for the desired transaction. The Transaction Management: Transaction Detail screen displays. Cardholder and Program Administrator 36

38 3b 3c b. Select the Summary tab. c. Click the Mark as Reviewed button. A confirmation message displays at the top of the screen and an R icon displays in the Status column as shown below. Cardholder and Program Administrator 37

39 Dispute a Transaction You can use Access Online to dispute a transaction, including selecting a reason for the dispute. In addition, you can use the system to request a copy of the sales draft to get more information about the disputed transaction. You can also cancel a disputed transaction as long as the disputed transaction is unresolved. Dispute a Transaction Your screen may display allocation source information. 2 To dispute a transaction: 1. Repeat the steps in Search and Select a Cardholder Account on page 7 to navigate to the transaction list. 2. Click the transaction date link for the transaction you want to dispute. The Transaction Management: Transaction Detail screen displays with the Summary tab open. Cardholder and Program Administrator 38

40 3 3. Click the Dispute button. The Transaction Management: Select a Dispute Reason screen displays. Cardholder and Program Administrator 39

41 Click to request a copy of the sales draft for the transaction Select the radio button for the appropriate dispute reason. 5. Click the Select button. The Transaction Management: Dispute Reason screen displays, listing your selected dispute reason. Cardholder and Program Administrator 40

42 Tip! Read the explanation under each dispute reason until you find the one that is most appropriate for your dispute. The Additional Items Required column tells you what additional information you will need to provide when you submit your dispute request. These requirements are based on Visa and MasterCard dispute rules. Note the dispute reason. 6 7 Required fields have a red asterisk. 8 9 Tip! The Transaction Management: Dispute Reason screen has different fields depending on the dispute reason selected. The above screen displays if you select the Unauthorized dispute reason. 6. Verify or type your name in the Requestor Name field. 7. Type your phone number in the Requestor Phone Number field. 8. In the Comments box, enter additional comments to explain why you are disputing the charge. 9. Click the Continue button. The Transaction Management: Dispute Reason screen displays with a message at the top confirming that your request has been completed. Cardholder and Program Administrator 41

43 Follow the instructions on the screen to print, sign and fax or mail this form to us. Tip! Disputed transactions display with a D icon to indicate that they were disputed. The D icon remains even after the dispute has been resolved or cancelled. Cardholder and Program Administrator 42

44 Cancel a Dispute You can easily cancel an unresolved dispute. If you cancel a dispute, keep in mind that the transaction is automatically settled in favor of the merchant. After you cancel a dispute, you can also re-dispute the transaction by repeating the steps in Dispute a Transaction on page Your screen may display allocation source information. To cancel a disputed transaction: 1. Repeat the steps in Search and Select a Cardholder Account on page 7 to navigate to the transaction list. 2. Click the transaction date link for the transaction you want to dispute. The Transaction Management: Transaction Detail screen displays with the Summary tab open. Cardholder and Program Administrator 43

45 Review the dispute detail and make sure the Dispute Status is Unresolved. 4. Click the Cancel Dispute button. A confirmation message displays. Cardholder and Program Administrator 44

46 Type comments in the Cancellation Comments field. You have up to 40 alphanumeric spaces for your comments. 6. Click the Yes, Cancel Dispute button. You return to the Transaction Management: Transaction Detail screen with the Summary tab open. Cardholder and Program Administrator 45

47 Tip! If you need to, you can re-dispute the transaction by repeating the steps in Dispute a Transaction on page 38. Cardholder and Program Administrator 46

48 View a Transaction s Dispute History You can easily view the history of the disputed transaction. 2 To view a transaction s dispute history: 1. Repeat the steps in Search and Select a Cardholder Account on page 7 to navigate to the transaction list. 2. Click the transaction date link for the transaction you want to dispute. The Transaction Management: Transaction Detail screen displays with the Summary tab open. Cardholder and Program Administrator 47

49 3 3. Click the Plus Sign icon to open the Dispute History area. The Dispute History area displays. Cardholder and Program Administrator 48

50 4 4. Review the Dispute History information. Cardholder and Program Administrator 49

51 Reallocate a Transaction You can view transaction lists and details for the current cycle and the past six cycles. However, the number of days following the close of the cycle that you have to reallocate transactions is subject to a variable control (between 1 and 199 days) established during implementation. Once that time period has passed, you cannot reallocate the transaction. When you reallocate a transaction, you change the accounting information to allocate the transaction to a different accounting code. You can reallocate the transaction to one accounting code or to multiple accounting codes. For example, if you buy office supplies for two departments, you can reallocate that transaction to be shared between the two departments; however, total allocation amounts must always equal 100 percent of the transaction. You cannot leave a portion of the transaction unallocated. Transaction Reallocation Options When you reallocate transactions, you have three options: Reallocate a single transaction, including dividing the transaction among multiple accounting codes Use the reallocation worksheet, to reallocate multiple transactions individually on the same screen Use the mass reallocation function to reallocate a group of transactions proportionately The next section describes these options in detail. For all options, depending on how your program is set up, you may be able to select from a list of valid values, select an alternate accounting code (AAC) (a complete accounting code), or build and select from a list of your own accounting code favorites (codes you use frequently). Cardholder and Program Administrator 50

52 Option: Reallocate a Single Transaction You can search and select a single transaction and reallocate that transaction, including dividing the transaction among multiple accounting codes. For detailed steps, see Reallocate a Single Transaction on page 53. Reallocate a Single Transaction Table Before Reallocation Trans. A $ % allocated to After Reallocation Trans. A $ % reallocated to Or Trans. A $300 50% stays allocated to Trans. A $300 50% reallocated to Option: Use the Reallocation Worksheet You can use the reallocation worksheet to select up to 25 transactions and work on them on the same screen. You can reallocate each transaction to a different accounting code and/or divide different transactions among multiple accounting codes (e.g., Transaction A for $100 reallocated to accounting code 22-34, Transaction B for $500 reallocated to 50 percent to accounting code and 50 percent to accounting code 42-34). For detailed steps, see Reallocate a Group of Transactions with the Reallocation Worksheet on page 67. Reallocation Worksheet Table Before Reallocation Trans. A $ % allocated to Trans. B $ % allocated to After Reallocation Trans. A $ % reallocated to Trans. B $250 50% stays allocated to Trans. B $250 50% reallocated to Cardholder and Program Administrator 51

53 Option: Use the Mass Reallocation Function You can use the mass reallocation function to select up to 25 transactions to reallocate to the same accounting code. You can also divide the group among the same multiple accounting codes. You can replace existing allocations or add a common allocation. Replace existing allocations When you replace existing allocations, you reallocate 100 percent of the group of transactions. For example, you select a group of three transactions to mass reallocate (Transaction A for $100, Transaction B for $500, and Transaction C for $400 for a total of $1,000). You can reallocate 30 percent ($300) to accounting code 22-34, 50 percent ($500) to 32-34, and 20 percent ($200) to Add a common allocation You can also use the mass reallocation function to add a common allocation to a group of transactions, while keeping a portion of each transaction s existing allocation. For example, if Transaction A is allocated to 12-34, Transaction B allocated to 22-34, and Transaction C allocated to 32-34, then you can leave A, B, C allocated 90 percent to 12-34, 22-34, 32-34, respectively, but add a common allocation of 10 percent to accounting code So, Transaction A would be allocated 90 percent to and 10 percent to 43-21, and so forth. You might use this option to allocate estimated tax percentages to a specific accounting code. For detailed steps, see Reallocate a Group of Transactions with the Mass Reallocation Function on page 73. Mass Reallocation: Replace Existing Allocations Table Before Reallocation Trans. A $ % allocated to Trans. B $ % allocated to Trans. C $ % allocated to Transaction A, B, C Total: $1,000 After Reallocation Trans. A, B, C $300 30% reallocated to Trans. A, B, C $500 50% reallocated to Trans. A, B, C $200 20% reallocated to Transaction A, B, C Total: $1,000 Mass Reallocation: Add a Common Allocation Table Before Reallocation Trans. A $ % allocated to Trans. B $ % allocated to Trans. C $ % allocated to Transaction A, B, C Total: $1,000 After Reallocation Trans. A $90 90% remains allocated to Trans. B $450 90% remains allocated to Trans. C $360 90% remains allocated to Trans. A, B, C $100 10% reallocated to Transaction A, B, C Total: $1,000 Cardholder and Program Administrator 52

54 Reallocate a Single Transaction Your organization may have elected to display allocation source information instead of the Accounting Code column. 2 To reallocate a transaction: 1. Repeat the steps in Search and Select a Cardholder Account on page 7 to navigate to the transaction list. 2. On the Transaction Management: Transaction List screen, click the Accounting Code link next to the transaction you wish to reallocate. The Transaction Management: Detail screen displays with the Allocations tab open. Learn More: If your organization has selected to show allocation source information on the transaction list. Then, instead of the Accounting Code column, your transaction list will display an Allocation Source column and a Last Changed By column. The Allocation Source column lists the source of the most recent transaction allocation (e.g., user, allocation rule). The Last Changed By column lists more specific source information (e.g., user Jane Doe, system). Cardholder and Program Administrator 53

55 3a 3b 3c If your organization selected to display source information, then the Allocation Source and Last Changed by information will display on this tab as well as on the transaction list. 3. To reallocate the entire transaction to a single accounting code: a. Type the correct code in the Accounting Code Segment Name (Length) field(s). Or b. Select an alternate accounting code (AAC) from a drop-down list. (See the Tip! on the next page). Tip! The available accounting code segments vary by user and depend on your access rights. For example, your organization could set up an accounting code structure with five segments, and you could be given access rights to view and reallocate transactions to only the last segment (e.g., general ledger expense, appropriation value). Also, if your organization selected to display source information, then the allocation source information displays on this tab as well as on the transaction list. Or c. Click the Magnifying Glass icon to search for a valid value, if your organization uses valid values lists. Cardholder and Program Administrator 54

56 Tip! Your organization may use alternate accounting codes, as shown in the screen below. In this case, all you need to do is select the name of the AAC you want to reallocate the transaction to from the Change Alternate Accounting Code drop-down list. To reallocate a transaction to an alternate accounting code, simply select the code from the drop-down list and click Save Allocations. Once you select the AAC, the name of the AAC displays in the Current Alternate Accounting Code field and the system populates the correct values in the Accounting Code Segment Name (Length) fields. Cardholder and Program Administrator 55

57 You may also be able to build and select from a list of your own frequently used accounting codes, as described in Create Accounting Code Favorites to Use During Reallocation on page 82. Learn More: You only see the Magnifying Glass icon, the AAC option, and the favorites function if your program uses these functions. If you are Program Administrator who needs to learn how to set up the valid values lists, alternate accounting codes, and accounting validation control functions, you can refer to the Access Online: Accounting Validation Controls user guide. Cardholder and Program Administrator 56

58 3d 3e 3g 3f 3h 3i d. Type search criteria in the Value field or leave blank to return a complete list. e. Type description search criteria in the Description field, if desired. f. Select a search type (e.g., begins with, contains) from the Search Type drop-down list. g. Select the number of values to display from the Display drop-down list. h. Click the Search button. Valid accounting code values that match your search criteria display at the bottom of the screen. i. Click the Select link for the value you want. You return to the Allocations tab with the new value in the Accounting Code Segment Name (Length) field(s). Cardholder and Program Administrator 57

59 4a 4b 4. To divide the transaction among two or more accounting codes: a. Type the number accounting codes you need to add in the Additional Allocation(s) field. b. Click the Add button. The system adds an additional Accounting Code Segment Values row to the transaction. Cardholder and Program Administrator 58

60 4c 4d Depending on how your program is set up, you can type a new code, select an AAC, select from a VVL, or select a favorite. When you click the Add button, an additional row displays. Select a row and click Remove to remove a row. a. Type the amount (e.g., 20.75) that should be allocated to the first accounting code in the first line s Amount field or type the percentage (50 percent) that should be allocated to the first accounting code in the first line s Percentage field. b. Verify and change the accounting code for the first allocation, if needed, by typing, selecting an AAC, or searching and selecting from a VVL. Cardholder and Program Administrator 59

61 4e 4f Depending on how your program is set up, you can type a new code, select an AAC, select from a VVL, or select a favorite. When you change an allocation amount or percentage, Access Online recalculates all other values automatically. Total reallocation amounts must equal 100 percent of the transaction amount. c. Type the amount or percentage to allocate to the additional portions. d. Specify the accounting codes for the additional portions, by typing a code, selecting an AAC, or selecting from a VVL. Tip! You may be able to click the Magnifying Glass icon to search and select a valid value. You may also be able to select from a drop-down list of alternate accounting codes or select from a list of favorites as described in Create Accounting Code Favorites to Use During Reallocation on page 82. Cardholder and Program Administrator 60

62 Note the zero percent remaining. 4g e. Click the Save Allocations button. A confirmation message displays and an A icon displays next to the transaction. If you reallocate the transaction among two or more accounting codes, then the word Multiple also displays next to the transaction. The allocation information is always accessible on the Allocations tab whenever you access transaction detail. Cardholder and Program Administrator 61

63 Note the A icon and the Multiple designation. Note the 100 percent allocated and 0 percent remaining. 4h f. Click the Back to Cardholder Transaction List link to return to the list of transactions. Note the A icon and the Multiple designation. Cardholder and Program Administrator 62

64 Learn More: You may also have the option to revert to a previous version of the allocation. To revert to previous allocation, select an option and click Apply. Once you finish and save your allocation, you can revert to a previous version of the allocation. Simply select an option from the Apply Accounting Code drop-down list and then click the Apply button. Your options are: Default Accounting Code Changes the allocation back to your default accounting code. Previous Allocation Changes the allocation to the allocation you saved before you made and saved your current changes. For example, if you divide a transaction among two accounting codes, save the reallocation, and then determine that you should not have divided the transaction, you can select this option to revert to the undivided allocation. Initial Allocation Changes the allocation back to the transaction s original allocation (either your default accounting code or an allocation based on an allocation rule). Cardholder and Program Administrator 63

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66 Learn More: If your organization uses the CSV function, then you can search and select from a list of valid accounting codes when reallocating a transaction. You can also use the real-time validation to check the accounting code for a reallocated transaction. When you save the transaction, the CSV process returns a message regarding the validity of the accounting code. If your internal system is not available for real-time validation, then you get an immediate error message that your system was not available and the change in accounting code triggers the transaction s new accounting code to go through the nightly batch validation process. In this way, you can continue to work on transaction management, and the CSV process validates the accounting codes using the batch process. If you divide a transaction, then the CSV process validates every segment of every line. When you save the transaction, the CSV process returns a message regarding the validity of the accounting code. Cardholder and Program Administrator 65

67 If your organization s internal system is not available for a real-time validation check, an error message displays when you attempt a real-time validation by saving your allocations. If your system is not available, then you get an error message and the validation takes place in the nightly batch process. The accounting codes you can pick from come from any VVLs you have uploaded to Access Online and from accounting code values you or a cardholder enters into the system and have validated. Access Online validates against VVLs if you have the AVC enabled and validates against the values in your system if you have the CSV process enabled. For detailed information on the CSV function, refer to the Access Online: Client System Validation user guide. Cardholder and Program Administrator 66

68 Reallocate a Group of Transactions with the Reallocation Worksheet You can also use the reallocation worksheet to reallocate up to 25 transactions to multiple accounting codes on a single screen. The process works the same as using the Reallocation tab except that you have the convenience of reallocating several transactions on the same screen instead of just one at a time. 2 3 Your screen may display allocation source information. To use the reallocation worksheet: 1. Repeat the steps in Search and Select a Cardholder Account on page 7 to navigate to the transaction list. 2. On the list of transactions, select the check box in the Select column for each transaction you want to reallocate. 3. Click the Reallocate button. The Transaction Management: Reallocation Worksheet displays. Cardholder and Program Administrator 67

69 5a 4 4. Type a new code, select an AAC, search and select from a VVL, or select a favorite. The available accounting code segments vary by user and depend on your access rights. 5. To reallocate one of the transactions among two or more accounting codes: a. Click the Add Alloc link next to the transaction. New rows display under the transaction. Cardholder and Program Administrator 68

70 Learn More: If you have VVLs available, you can click the Magnifying Glass icon and search and select a valid value. If you have AACs available, you can simply select the AAC from the Change Alternate Accounting Code to drop-down list. If you have favorites available (see Create Accounting Code Favorites to Use During Reallocation on page 82), simply select the favorite you want to use. Cardholder and Program Administrator 69

71 5b 5c b. Type the dollar amount or percentage for each portion in the $ or % field. c. Type a new code, select an AAC, or search and select from a VVL. The available accounting code segments vary by user and depend on your access rights. Tip! When you enter a new dollar amount, Access Online automatically recalculates the percentage and amount for the Amount Remaining values. When you enter a percentage, Access Online automatically recalculates the dollar amount and Amount Remaining values. Total reallocation amounts must equal 100 percent of the transaction amount with zero percent listed in the Amount Remaining field. Cardholder and Program Administrator 70

72 Click the magnifying glass icon to search and select from a list of valid values. 6 Note the 0 percent remaining for the transaction. You can add different allocations for the remaining transactions. 6. Repeat Steps 4 5 to reallocate the remaining selected transactions Click the Save Allocations button. A confirmation message displays. Cardholder and Program Administrator 71

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74 Reallocate a Group of Transactions with the Mass Reallocation Function The mass reallocation function enables you to specify common reallocation parameters to a group of up to 25 transactions. You can: Reallocate all the transactions to a single accounting code Divide the group by percentage to multiple accounting codes Leave a portion of each transaction with its existing allocation, but add a common allocation to a portion of all the transactions Unlike the reallocation worksheet, you cannot specify different accounting codes to specific transactions. For example, if you know that all office supplies should be divided evenly between two divisions in your company, you can select all office supply purchases and divide them 50/50 between each division. 2 Your organization may have elected to display allocation source information instead of Accounting Code column. 3 To perform a mass reallocation: 1. Repeat the steps in Search and Select a Cardholder Account on page 7 to navigate to a cardholder s transaction list. 2. On the list of transactions, select the check box in the Select column for each transaction you want to reallocate. 3. Click the Mass Reallocate button. The Transaction Management: Mass Reallocation window displays. Cardholder and Program Administrator 73

75 4b 5a 4a 5b 6a 6b 4. Specify which mass reallocation action you want to complete: a. Select the Replace Existing Allocation radio button to reallocate all the transactions to common accounting code(s). Or b. Select Add Common Allocations radio button to leave the existing allocations, but reallocated a portion of each transaction to the same code(s). 5. To reallocate the entire group to a single accounting code: a. Type 100 in the % field. b. Type a new code, select an AAC, or search and select from a VVL. The available accounting code segments vary by user and depend on your access rights. Or 6. To divide the group s allocation or to add a common allocation: a. Type the number of additional allocations to add in the Additional Allocation(s) field. b. Click the Add button. New rows display. Cardholder and Program Administrator 74

76 6c 6d When you add a common allocation, the amount remaining must be at least 1 percent, since you are instructing the system to keep at least a part of the transactions existing allocations intact. Note the summary information. Select transactions and click Remove Trans to remove transactions from the mass reallocation. c. Type a percentage in each % field until the transactions are 100 percent allocated (if you are reallocating the entire group [Step 4a]) or have at least 1 percent remaining (if you are adding common allocations, but leaving a portion set at the original allocation [Step 4b]). d. Type a new code, select an AAC, or search and select from a VVL. The available accounting code segments vary by user and depend on your access rights. Cardholder and Program Administrator 75

77 Tip! You may be able to click the Magnifying Glass icon to search and select a valid value. You may also be able to select an AAC, as shown in the screen below. To reallocate to an alternate accounting code, simply select the code from the Change Alternate Accounting Code to drop-down list. Cardholder and Program Administrator 76

78 You may also be able to select a favorite, as described in Create Accounting Code Favorites to Use During Reallocation on page 82. Cardholder and Program Administrator 77

79 If your organization has elected to show source information, then you can also view that information when you use the reallocation worksheet. Note the allocation source information. Cardholder and Program Administrator 78

80 7 7. Click the Save Allocations button. A confirmation window displays. Cardholder and Program Administrator 79

81 Note the summary information on how the realloation will affect the group of transactions. 8 Note the detail information on how the reallocation will affect each transaction. 8. Click the Yes, Save Allocations button. The system saves your reallocations to all the selected transactions. Cardholder and Program Administrator 80

82 Tip! When you work with multiple transactions, the system displays an Arrow icon next to each transaction you were working with. Note the Arrow icons that show you which transactions you were working with. Cardholder and Program Administrator 81

83 Create Accounting Code Favorites to Use During Reallocation You can create and use a list of accounting codes that you select frequently. By building and using an accounting code favorites list, you can easily select by name the accounting code you want to use during transaction reallocation, without having to search and select individual values or remember code values. Accounting code favorites: Can be built all at once or as you reallocate You have two options for building your list of favorites: create the list as you reallocate or create the list all at once using the My Personal Information function. You can use both options (e.g., create some favorites all at once and some during reallocation). - Option 1 You can build or add to the list as you reallocate transactions. Simply select to include an accounting code as a favorite during the reallocation process. When you create a favorite while you are working with a specific transaction, then the favorite pre-populates with the transaction s existing allocation (e.g., your default accounting code). - Option 2 You can build the entire list at the same time using the Manage Accounting Code Favorites function. When you use this option, you should to specify a value for every segment that needs a value. Since Access Online does not pre-populate the segments with a transaction s existing allocation values, the segment fields are all initially blank. If you do not specify a value for each needed segment, then the fields you leave blank in your favorite will be blank when you apply your favorite to reallocate a transaction. Let you create favorites for only the segments you need to reallocate You can set up a favorites list to reallocate only the segments that you can view and need to reallocate. So, if you can view and are responsible for reallocating only the Cost Center and General Ledger segments, you can build a list of favorites for only those two segments. In other words, your favorite does not need to include all segments in your organization s accounting code structure. Other users in your organization may be able to view and reallocate additional segments that you cannot view or reallocate. Cardholder and Program Administrator 82

84 Let you create favorites for a single segment If you have more than one segment to reallocate, you can create a favorite for just one segment. However, keep in mind that if you leave a segment without a value in your favorite, then the segment field will also be blank when apply the favorite. You can specify values in a segment field after applying a favorite, but ensuring that all necessary fields have a value in your favorite in the first place saves you time during reallocation. For example, you have three segments to reallocate: Cost Center, General Ledger, and Project Number. Cost Center has a red asterisk and the other two segments are not required. You create a favorite for just the General Ledger segment, and leave the other two fields blank. If you assign that favorite to a transaction, only the General Ledger field will have a value, and the other two fields will be blank requiring you to specify values in the required Cost Center segment and the Project Number field, if needed. Let you create and activate favorites as you need them You can create up to 25 favorites and designate 10 of those as active (available to use). Are for your own personal use only Only you can create and use your personal favorites. You cannot select in Access Online to share your favorites with other users. Can be based on VVLs If your organization uses VVLs, then you can use the values in the VVL to create your favorite. The system will validate the value you select for your favorite when you select that favorite during reallocation. The system will not validate the value when you create your favorite. Are available whenever you reallocate Your favorites are available to you for all the transaction reallocation options (e.g., mass reallocation, reallocation worksheet). Also, your favorites are available to you to use when you reallocate orders, as described in the Access Online: Order Management user guide. Tip! Favorites are most useful for cardholders and Program Administrators who use VVLs or who need to type codes during reallocation. For users who reallocate using AACs, this function is redundant, since your Program Administrator has already set up AACs, which you select by name. Learn More: If you are Program Administrator who wants to create a list of accounting code values that includes values for the entire string of the accounting code (all segments) and share that list with users, then you need to set up AACs, as described in the Access Online: Accounting Validation Controls user guide. You can also refer to that user guide for detailed information on creating VVLs and other accounting controls. Cardholder and Program Administrator 83

85 Build a List of Favorites as You Reallocate Transactions When you reallocate a transaction, you can select one or more values to create a favorite. You can: Use the transaction s existing allocation value (e.g., your default accounting code) Type new values in one or more segments Click the click the Magnifying Glass icon to search and select a valid value (if your organization s uses VVLs). Keep in mind that when you create a favorite while you are working with a specific transaction, then the favorite pre-populates with the transaction s existing allocation (e.g., your default accounting code) To create a favorite during transaction reallocation: 1. Repeat the steps in Reallocate a Single Transaction on page 53 to navigate to the Allocations tab for the transaction you want to reallocate. 2. In the Accounting Code - Segment Name (Length) field, type a new value, keep an already-displayed value, or search and select a valid value, as described in Reallocate a Single Transaction on page Click the Add as Favorite link. The Transaction Management: Manage Accounting Code Favorites screen displays with the value you specified in Step 2 displayed in the lowest favorites row. Cardholder and Program Administrator 84

86 4 5 6a 6b The value you specified in Step 2 displays here. You can edit the values on this screen, if needed. You can also set up additional favorites. 4. Review the accounting code in the Accounting Code - Segment Name (Length) field. 5. Type a name for the favorite in the Favorite Name field. 6. Specify the favorite s status: a. Select Active to make the favorite available to you for transaction or order reallocation as soon as you save the favorite. Or b. Select Inactive to create the favorite, but not make the favorite available right away. You can select to make the favorite active at any time. Keep in mind that you can create 25 favorites and select to have up to 10 active at a time. Cardholder and Program Administrator 85

87 7 7. Click the Save button. You return to the Transaction Management: Transaction Detail screen and a confirmation message displays. The value is now available for you to use as a favorite to reallocate the transaction. Cardholder and Program Administrator 86

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89 Create a List of Favorites at the Same Time Using the My Personal Information Function 1 2 To build your personal favorites list all at once: 1. Select the My Personal Information high-level task from the Left-Column Navigation Bar. The My Personal Information page displays. 2. Click Manage Accounting Code Favorites link. The My Personal Information: Manage Accounting Code Favorites screen displays. Cardholder and Program Administrator 88

90 Type number of favorites you want to create in the Additional Favorites field. 4. Click the Add button. Fields display in the table for you to use to create your favorites. Cardholder and Program Administrator 89

91 5 6a 6b 7 Note that in this example, the user can view and reallocate to only one segment, and is therefore creating a favorite for only that segment. Other users (such as a Program Administrators) can view and reallocate to additional segments. 5. Type a name for the first favorite you want to create in the Favorite Name field. 6. Specify the favorite s status: a. Select Active to make the favorite available to you for transaction or order reallocation as soon as you save it. Or b. Select Inactive to create the favorite, but not make it available right away. You can select to make the favorite active at any time. Keep in mind that you can create 25 favorites and select to have up to 10 active at a time. 7. Type the code in the Accounting Code - Segment Name (Length) field. Cardholder and Program Administrator 90

92 Tip! If you can view and reallocate to multiple segments, then you should specify a value for each segment you want to reallocate using your favorite. If you leave any segment without a value, then that segment will be blank when you apply the favorite to a transaction. You can always specify values after applying a favorite, but you save time when your favorite is complete. If you are creating the list while working with transactions, then the favorite pre-populates with the transaction s existing allocation values (e.g., you default accounting code). Cardholder and Program Administrator 91

93 Tip! If your program uses VVLs, then you can click the Magnifying Glass icon and search and select a value. Keep in mind that Access Online will validate the favorite s values from the VVL when you reallocate a transaction or order not when you save your favorite Repeat Steps 5 7 to create additional favorites. Cardholder and Program Administrator 92

94 To delete a favorite, select the corresponding Delete column check box and click Save. 9 You can modify your favorites at any time. 9. When you are done, click the Save button. A confirmation message displays and your favorites are now available for you to use when you reallocate transactions and orders. Learn More: For detailed steps on managing orders, including reallocating orders, refer to the Access Online: Order Management user guide. Cardholder and Program Administrator 93

95 Tip! Once you create your list of favorites, you can modify the list at any time. Simply repeat the steps in this section to create additional favorites or modify your existing favorites. To delete a favorite, select the favorite s check box in the Delete column and click Save. You can add favorites during transaction reallocation, as described in Create Accounting Code Favorites to Use During Reallocation on page 82. Cardholder and Program Administrator 94

96 Reallocate a Transaction Using Your List of Favorites Once you build your favorites, you can easily use them to reallocate a transaction (using any of the methods described in this user guide), including reallocating a single transaction, using the reallocation worksheet, or using the mass reallocation function. 1 2 To reallocate a transaction using your favorites list: 1. Repeat the steps in Reallocate a Single Transaction on page 53 to navigate to the Allocations tab for the transaction you want to reallocate. 2. Select the favorite from the Change to drop-down list. The favorite name displays in the Prepopulated Accounting Code Selection: Current Name field and the Change to drop-down reverts to list the Change Current Value option (so that you can select another favorite if you selected the wrong one). The favorite s value also displays in the Accounting Code - Segment Name (Length) field. Tip! You will always have your default accounting code available as an option in the Change to drop-down list. Favorites display with a pound sign (#) designation before the favorite name, for example, #Sales, #Marketing. Cardholder and Program Administrator 95

97 Your selected favorite displays here with a pound sign (#) designation. Cardholder and Program Administrator 96

98 Learn More: Your list of favorites is available to you when you use any of the reallocation options. The screen below shows favorites listed when you use the reallocation worksheet. The screen below shows the favorites listed when you use mass reallocation function. Cardholder and Program Administrator 97

99 Understand Common Reallocation Error Messages If the accounting code is not valid, or if the reallocation does not equal the correct percentage of the transaction, a detailed error message displays at the top of the screen. Follow the instructions from the error message to correct the reallocation. This error displays if you did not reallocate the entire transaction or if you selected the Replace Existing Allocations radio button during mass reallocation and did not reallocate 100 percent of the group. This error displays if you selected the Add Common Allocations radio button during mass reallocation and did not leave at least 1 percent of the transactions existing allocation in place. This option requires you keep at least of portion of the groups existing allocations intact. Cardholder and Program Administrator 98

100 Learn More: The following table displays other error messages that you may encounter when performing mass reallocations and the corresponding action to resolve the error. Mass Reallocation Error Messages Table Error message The value of at least one segment in at least one row must be numeric. See highlighting below and please reenter. There is at least one segment on at least one row that is required but contains no value. See highlighting below and please re-enter. Allocations are not allowed to be less than $0.01. Please see the error icon below and mark the allocation for removal or re-enter the Amount or Alloc %. Interdependent segment values highlighted below are either individually not a valid value and/or the combination of these values are not valid. Please correct the allocation by changing at least one value and/or select a valid value by clicking the search icon. Your current accounting code view does not allow viewing of a segment in error. Please contact your Program Administrator for assistance. Please see highlighting below. You may wish to temporarily remove this transaction by checking the Remove Trans check box. Each transaction s total allocation amount must equal 100%. The Amount Remaining to be allocated of at least one transaction is not $0.00. See highlighting below and please correct the allocations. The sum of common allocation percentages must be less than 100 %. Please adjust the Alloc % on the allocation or allocations. Action Required Look at the highlighted row and re-enter the segment value as numeric. Look at the highlighted row and enter a segment value. Look at the highlighted row and enter a segment value. Select the highlighted row and change at least one value and/or select a valid value. Follow the instructions in the error text. Follow the instructions in the error text and make sure you have the transaction or transaction group 100 percent allocated. Make sure you have at least 1 percent of group s existing allocations remaining intact. Cardholder and Program Administrator 99

101 View a Transaction s Line Items The Transaction Line Item tab displays only if the merchant has passed the Level III data about your transaction through Visa or MasterCard. This tab gives the details of all line items in the transaction. Not every merchant provides this level of detail for transactions. 2 To view transaction line items: 1. Repeat the steps in Search and Select a Cardholder Account on page 7 to navigate to the transaction list. 2. Click the transaction date link for the transaction you want to view transaction line items for. The Transaction Management: Transaction Detail screen displays with the Summary tab open. Cardholder and Program Administrator 100

102 3 3. Select the Transaction Line Items tab. The Transaction Line Items tab displays. Cardholder and Program Administrator 101

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104 Add Your Own Line Items to an Existing Transaction The user line item allocation function enables you to enter the line item information for a transaction. This function is most helpful for transactions without Level III data passed from the merchant. In addition, if the line items the merchant passed through Visa or Mastercard are incomplete or inaccurate, you can update the information using this function. The Line Item Allocations sub-tab also provides you with a worksheet for reallocation. This worksheet helps you divide the allocation of a transaction by line item. After you create the user line items, you can compile and use the information on the Allocations tab. You can add line items to a transaction, as well as manage the tax for each line item. 1 To add user line items: 1. On the list of transactions, click the date link in the Trans Date column for the transaction you want to add line items to. The Transaction Management: Transaction Detail screen displays. Cardholder and Program Administrator 103

105 2 2. Select the User Line Items tab. The User Line Items tab displays. Cardholder and Program Administrator 104

106 Type the number of line items to add. 4. Click the Add button. New rows display on the tab. 5a 5b 5c 5d 5e 5f 5g 5h 5i 5j 7a 6 7b The system calculates total for you as you work. 5. Enter information about each line item: a. Type the product code in the Product Code field. b. Type the item description in the Item Description field. c. Type the quantity in the Qty field. d. Select the unit of measure from the Unit of Measure drop-down list. e. Type the unit cost in the Unit Cost field. f. Select the taxability status from the Taxability drop-down list. g. Type the tax amount in the Line Item Tax Amount field. h. Type the commodity code in the Item Commodity Code field. i. Type the usage code in the Usage Code field. j. Type the destination code in the Destination Code field. Cardholder and Program Administrator 105

107 Tip! The Item Description and Line Item Total are the only required fields. You may also enter information in any of the additional fields. The system calculates totals for you as you work. Some fields, such as Taxability, are only relevant if your organization uses the tax management function in Access Online. For more information on tax management, refer to the Access Online: Tax Management user guide. 6. Be sure that 100 percent of the transaction is included in the line items with zero percent remaining. 7. Save your work: a. To reallocate the transaction by line item, save your work by clicking the Save Line Items Only button and skip to Step 8. Or b. If you do not want to reallocate the transaction by line item, then click the Save Line Items & Line Item Allocations button. Learn More: You can use the line item information passed by the merchant as Level III data (if available) to save time when adding transaction detail to line items. This procedure is possible only if the merchant passed that line item data. Simply click the Populate From Transaction button. The system adds the transaction line item data to the User Line Items tab. Cardholder and Program Administrator 106

108 8 The source code icons let you know where each piece of user line item information comes from: Visa Level III data, the line item s original order, or a user. Tip! Once you have line item information on the User Line Items tab, you can select the Line Item Allocations tab to assign a different accounting code to one or more of the line items. You must work by line item. If you want to divide and reallocate the entire transaction by percentage or other dollar amount, then you need to use the Allocations tab. 8. Select the Line Item Allocations sub-tab. The Line Item Allocations sub-tab displays. Cardholder and Program Administrator 107

109 Note that the dollar amount and percentage values are not editable. 9a 9b 9c You can reset all or set to the default accounting code. 9. Specify an accounting code for each line item by typing the code, selecting an AAC, or searching and selecting from a VVL. a. Type the code in the Accounting Code Segment Name (Length) field. Or b. Select an AAC, if your organization uses this option. Or c. Click the Magnifying Glass icon to select from a list of valid values. Cardholder and Program Administrator 108

110 9d 9e 9f d. Type search criteria in the Value or Description field. e. Click the Search button. f. Click the Select link for the value you want. 10. Repeat Step 9 for each line item to be reallocated. Cardholder and Program Administrator 109

111 Tip! In addition, if your organization uses CSV, then you can view the validation status of transactions when you view or modify user line items. On the Line Item Allocations sub-tab, you can view the validation status of the accounting codes assigned to the user line items. Refer to the Access Online: Client System Validation user guide for detailed information. The validation icons do not display with summary data. They display with the detail data below. Note the validation status icons. Cardholder and Program Administrator 110

112 11 Tip! If you do not want to reallocate the entire tax amount to a single accounting code, you can: Allocate tax as a single line item With this option, you divide the tax amount proportionately among the line items and reallocate each portion to the associated line item s accounting code (see Step 11). Allocate tax as separate line items With this option, you divide the tax amount proportionately, but specify a different accounting code for each portion of the tax (see Step 12). For example, if you select the first option, then the portion of the tax that prorates to the Desklamp Bulb line item automatically assumes the accounting code you assigned to the Desklamp Bulb line item. If you select the second option, then you can assign the portion of the tax associated to the Desklamp Bulb line item a different accounting code from the one you assigned the Desklamp Bulb line item. 11. If you want to divide the tax among the line items and give each portion of the tax the same accounting code as the line item, select the Prorate check box. The system divides the tax proportionately among the line items (i.e., the higher-value line items are allocated a higher proportion of the tax). The tax accounting code assumes the accounting code of the associated line item. The Tax Accounting Code field is no longer editable and the tax amount in the Allocation Total and Percent of Trans Amount fields displays as zero. Cardholder and Program Administrator 111

113 12a Transaction Management The system adds a proportional part of the tax to each line item. Note the zero tax amount. The orginal tax amount still displays here. 12. To divide the tax proportionately among the line items and reallocate each portion of the tax to accounting codes other than the associated line item accounting codes: a. Click the Allocate Tax as Separate Line Items link. Fields display that enable you to specify new accounting code for each portion of the tax. 12b The Item Tax Accounting Code fields are not editable until you select to prorate the tax. b. Select the Prorate check box. The system divides the tax proportionately among the line items and the Item Tax Accounting Code fields become editable. Cardholder and Program Administrator 112

114 12c c. Type or search and select a new accounting code for each item s portion of the tax When you have finished reallocating line items and tax, click the Save Line Items & Line Item Allocations button. A confirmation message displays. Cardholder and Program Administrator 113

115 Cardholder and Program Administrator 114

116 View a Transaction s Tax Data You can view tax information about a transaction on the Tax Data tab, if the merchant passed tax data. Depending on how your program is set up, you may also be able to modify the tax data. Your organization may use this information as a source of information for your internal tax applications. Aside from the information the merchant passes, the system calculates some tax data based on a transaction s ship from and ship to state using business rules your organization set up during implementation. For detailed information on the tax management function, refer to the Access Online: Tax Management user guide. 2 To view the tax data for a transaction: 1. Repeat the steps in Search and Select a Cardholder Account on page 7 to navigate to a cardholder s transaction list. 2. On the transaction list, click the date link in the Trans Date column for the transaction you want to view tax data for. Cardholder and Program Administrator 115

117 3 3. Select the Tax Data tab. The Tax Data tab displays. Cardholder and Program Administrator 116

118 4a 4b 4c 4d 4e 4f 4. Add information to any of the editable fields (fields are only editable if you have the rights within the system to add this information): a. Add Shipping From Information and Shipping To Information to help determine the item s taxability. b. Specify the transaction s taxability by selecting the appropriate status from the Taxability drop-down list. c. Specify freight information, including amount, if available. d. Specify tax information, including amount, if available. e. Specify a destination code, if known. f. Specify a usage code, if known. Cardholder and Program Administrator 117

119 5 5. Click the Save Tax Data button. The system retains the tax data from the merchant, but also adds your data identified by your user ID. Cardholder and Program Administrator 118

120 Canadian Tax Display If you are a Canadian organization, then the tax information for your transaction s displays slightly differently, as show in the screens below. The Summary tab displays the regional and national tax rates, as well as the currency information. The Tax Data tab displays basic information about the tax for the transaction. No matter which calculation method or setup option your organization uses, you can always manually type new tax information in the tax fields. Note the editable tax fields. Cardholder and Program Administrator 119

121 Tax Data Tab Fields The following table describes the fields on the Tax Data tab. Tax Data Tab Fields Table Field Shipping From State Shipping From Postal Shipping From Source Ship to State Ship to Postal Code Shipping to Source State Postal Code Tax Implied Taxable Amount Reported Source Usage Code Source Freight Implied Amount Reported Source Description The state where the transaction item was shipped from. The ship from information is based on the merchant location. The postal code where the transaction item was shipped from The source of the Shipping From origination information The state where the transaction item was shipped to. This information is based on the cardholder s location. The postal code of the transaction destination (cardholder address) The source of the Shipping To destination information The state of the merchant for the transaction The postal code of the merchant for the transaction The check box indicates that, based on your business rules, a tax should be added to the transaction. For example, if the ship to and from states are the same, the box is checked. The indicator that determines if the item is taxable or not The tax amount reported for the transaction The source for the tax data The usage code is a customer-defined code similar to an accounting code that helps determine the tax amount. Tax amount can also be defined in the User Line Item tab. The code may depend on what the commodity is used for (e.g., manufacturing versus consumer goods). The source for the usage code data The check box indicates that based your business rules, a freight amount should be added to the transaction The total amount reported for freight costs. This value helps you track the freight charges. The source of freight data. This will show as either Visa or the user ID of the person who entered the freight information. Cardholder and Program Administrator 120

122 Add Your Own Comments to a Transaction Your organization may have set up custom comment fields for you to use. You can type information in these fields to record information about a transaction in the system. Program Administrators can also view comments when they access cardholder transactions and when they run reports. For example, an organization that bills an hourly rate for its advertising services may have fields that ask cardholders to add comments about all client entertainment expenses, such as client name, client participants, project name, and purpose of the meeting. 2 To add comments: 1. Repeat the steps in Search and Select a Cardholder Account on page 7 to navigate to a cardholder s transaction list. 2. On the transaction list, click the date link in the Trans Date column for the transaction you want to add comments to. Cardholder and Program Administrator 121

123 3 3. Select the Comments tab. The Comments tab displays. Cardholder and Program Administrator 122

124 4 The comment field names are custom to each client. 4. Type your additional transaction comments in the appropriate Comments fields. You can type a maximum of 255 characters in each field Click the Save Comments button to save your changes. The Transaction Management: Transaction Detail screen displays a confirmation message. Cardholder and Program Administrator 123

125 Transaction Detail Tabs The screens and tables on the following pages provide detailed descriptions of the information available to you on the Transaction Management: Transaction Detail tabs. Summary Tab Summary Tab Field Descriptions Table Field Date Purchase Identification Total Amount Description The date the transaction occurred (same as transaction date) Typically, the purchase order number from the order or, occasionally, other information the merchant might pass The dollar amount of the transaction Cardholder and Program Administrator 124

126 Field Memo Post Sales Tax Freight Name City/State Transaction Type MCC Code MCC Description Billing Cycle Posting Date Reference Number Authorization Number Most Recent Standard Financial Extract General Ledger Extract Payment Extract Source Currency Source Currency Amount Dispute Sales Draft Requests Description When a transaction occurs on a specific account, but is billed to another account, the memo-posted account is the account where the transaction originally occurred. A nonmemo posted account is the account that the transaction was actually billed to, e.g., a managing account is a nonmemo posted account and a cardholder account is the memo-posted account. The dollar amount of sales tax charged The dollar amount of the shipping charges The name of the merchant who processed the transaction The merchant s city and state The type of transaction The four-character numeric merchant category code (MCC) assigned to the merchant A text description of the merchant category code The billing cycle end date for the transaction The date the transaction posted in our payment processing system A number Visa and MasterCard assign to the transaction, which is required to enter a dispute A number the issuing bank provides to authorize the transaction, which might be used for fraud investigation or dispute processing The date of the most recent standard financial extract The date of the most recent general ledger extract The date of the most recent payment extract The type of currency (e.g., euros, pounds) used for the transaction The amount of the transaction in the original currency (converted to dollars for recorded transaction amount) The reason and dates for disputes are listed if the transaction is being disputed An designation of whether a sales draft was requested Cardholder and Program Administrator 125

127 Match Tab Match Tab Field Descriptions Table Field Order Date Control Number Amount Merchant Name Unique Control Number Source Match Source Account # Match Status Description The order creation date The control number for the order, payment instruction, or payment request (may be auto-generated) The dollar value of the matched order, payment request, or payment instruction The merchant name A yes or no indicator of whether the control number is unique. Some programs allow duplicate control numbers, while others autogenerate a unique control number. The user ID of the person who created the order, payment request or payment instruction The user ID of the person who matched the transaction to the order, payment request, or payment instruction The account number of the cardholder who created the order, payment instruction, or payment request An indicator (Open, Partial, Fulfilled) of whether or not transactions are matched to the order, payment request, or payment instruction Cardholder and Program Administrator 126

128 Field Description % Fulfilled The percentage of the dollar value that has transactions matched to it (e.g., a $100 order is 80 percent fulfilled when $80 worth of transactions are matched to it). Last Match Date Line Item Detail - Order The last date on which a user matched a transaction to this order, payment request, or payment instruction Detailed information on the line items in the order, payment request, or payment instruction Cardholder and Program Administrator 127

129 Allocations Tab Allocations Tab Field Descriptions Table Field Remove check box and button Amount Percent Accounting Code - Segment Name (Length) Total Allocated Amount Remaining Additional Allocation(s) Allocation Source Last Changed By Description The features that let you delete a row from an allocation amount The amount of the transaction allocated to a specific accounting code The percentage of the transaction allocated to a specific accounting code The accounting code(s) to which the transaction is currently allocated. Note that each segment is labeled with the segment name and segment length. The total amount of the transaction that was allocated to a specific accounting code as calculated by the system The amount remaining after the allocation amount is subtracted as calculated by the system The number of lines to add when dividing a transaction amount among accounting codes The allocation source (e.g., user, allocation rule, default, matching) available only if your organization selected to display allocation source information The specific allocation source (e.g., user John Doe, system), available only if your organization selected to display allocation source information Cardholder and Program Administrator 128

130 Transaction Line Items Tab Transaction Line Items Tab Field Descriptions Table Field Description Product Code Item Description Qty Unit of Measure Unit Cost Line Item Tax Amount Line Item Total The sequence number for the product within the transaction The description of the line item within the transaction The quantity of the line item The way that the line item is packaged for sale (e.g., bag, box, carton) The cost per unit for the line item within the transaction The tax for the line item The total amount for the line item within the transaction % of Trans Amt The percentage of the total transaction amount for the line item Item Commodity Code The code for the commodity as determined by the merchant Cardholder and Program Administrator 129

131 User Line Items Tab User Line Items Tab Field Descriptions Table Field Description Remove Product Code Item Description Item Commodity Code Usage Code Qty Unit of Measure Unit Cost Amount The check box used to remove a user line item The sequence number for the product within the transaction The description of the item The code for the commodity as determined by the merchant A client-defined code that helps a client determine the tax amount The quantity of the line item The way that the line item is packaged for sale (e.g., bag, box, carton) The cost per unit for the line item within the transaction The total amount for the line item within the transaction % of Trans Amt The percentage of the total transaction amount for the line item Transaction Amount Sum of Line Items Amount Remaining The total amount of the transaction The total amount of the allocated line items in the transaction The amount of the transaction that has not yet been allocated Cardholder and Program Administrator 130

132 Line Item Allocations Sub-Tab Field Descriptions Table Field Description Item Description Qty Unit Cost Amount The description of the item The quantity of the line item The cost per unit for the line item within the transaction The total amount for the line item within the transaction % of Trans Amt The percentage of the total transaction amount for this line item Accounting Code Segment Name Transaction Amount Sum of Line Items Amount Remaining The name of the accounting code segment to which the transaction is allocated The total amount of the transaction The total amount of the allocated line items in the transaction The amount of the transaction that has not yet been allocated Cardholder and Program Administrator 131