Whitney Bank offers and provides financial products and services through its locations as Whitney Bank in Louisiana and Texas and as Hancock Bank in

Transcription

1 Whitney Bank ffers and prvides financial prducts and services thrugh its lcatins as Whitney Bank in Luisiana and Texas and as Hancck Bank in Mississippi, Alabama and Flrida. All bligatins fr credit extended, subject t apprval, are due and payable t Whitney Bank. Whitney Bank, Member FDIC and Equal Husing Lender. All lans and accunts subject t credit apprval. Terms and cnditins apply.

2 Imprtant Security Infrmatin fr Cnsumers and Businesses... 3 Internet Address... 5 Custmer Supprt Phne Number... 5 Menu Optins... 5 Lgn Page... 5 Welcme Page... 6 Statements Menu... 6 Accunts Menu... 7 Reprts Menu... 7 Expenses Menu... 8 Administratin Menu... 8 Help Menu... 9 Review Accunt Activity View a balance, activity r statement fr a specific accunt Dwnlad multiple statements at nce View recent authrizatins and declines n a specific accunt Make a Payment Add an accunt that will be used fr card payments Make a payment n ne r mre card accunts View Payment Lg Card Creatin and Maintenance Create a new card request Mdify an existing card Clse an existing card (nt lst r stlen) Audit reprt fr card creatin and maintenance Create a New User Add an individual user (perfrmed by Organizatin Admin) Add new user using the self registratin prcess (perfrmed by Accunt Hlder) Add a grup f users using the imprt prcess (perfrmed by Organizatin Admin) User Maintenance and Deletin Reset a user s passwrd, challenge questins, r activatin status. 40 Mdify an existing user Delete a user Infrmatin Availability and Retentin Quick Reference Guide (ver. 08/14) 2 1 (866)

3 Imprtant Security Infrmatin fr Cnsumers and Businesses As yur financial services prvider, we want t call yur attentin t varius fraudulent Internet practices that culd affect nt nly yur interactins with us, but any party with whm yu cnduct transactins via r the Internet. While Internet-based scams are becming mre frequent and mre sphisticated, there are still gd, simple steps yu can take t prtect yurself while cntinuing t enjy the cnvenience f internet services. What are examples f fraudulent Internet practices? Phishing is an scheme that seeks t have yu reveal private infrmatin abut yurself, such as yur Scial Security number, credit card numbers, autmated teller machine (ATM) persnal identificatin numbers (PINs), and ther infrmatin that culd be used t supprt identity theft and fraudulent purchases r transactins. The appears t cme frm legitimate cmpanies. Spfing is a frm f Internet fraud in which yur Internet brwser is directed t a lk-alike site that mimics the legitimate site yu intended t access. These Web sites frequently use the exact branding elements and site design as legitimate Web sites, and nce yu are cnnected t the spfed site any infrmatin yu prvide can be used maliciusly. Spyware is sftware that can be installed n yur cmputer withut yur knwledge via Web sites that yu visit. Spyware is malicius and culd result in identity theft; it has n ther purpse than t gather infrmatin frm yur system and transfer it t smene withut yur authrizatin. Keystrke lggers, capture the keystrkes frm yur cmputer as yu type and transmit them t a persn wh then may use the infrmatin maliciusly t cmmit identity fraud, r t illegally use yur bank and credit card accunts. If yu cnnect t a Web site that requires yu t enter an identificatin number r passwrd, thse keystrkes may becme a part f the data that is captured by the keybard lgger. If this happens, the lgger culd gain the infrmatin required t imitate yu when cnnecting with yur bank, utilities, membership rganizatins, shpping sites r ther legitimate Internet sites. Culd a stranger access my private accunt infrmatin even thugh I did nt intentinally authrize that access? Yes. The Internet services yu use at Hancck Bank and Whitney Bank, as well as at ther financial services institutins, are designed t allw access when a prper lg-in sequence is executed. Anyne wh knws yur lg-in infrmatin, whether legitimately r thrugh malicius means such as thse described in this dcument, can access yur Internet banking services. Fr that reasn, yu are ne f ur mst critical partners in prtecting the privacy f yur accunt infrmatin. What is the bank ding t prtect its cmputer systems frm unauthrized access? We invest a tremendus amunt f time, effrt and resurces in encryptin systems, firewalls, penetratin testing and audits t prtect the integrity f ur systems. We cntinually update ur security practices t meet emerging threats, and we are members f leading industry infrmatin technlgy security grups that share best practices. What can I d in the face f such sphisticated threats? Keep yur cmputer s virus prtectin sftware up t date at all times. Be aware f changes. Fr example if the URL (internet address) f a service yu use changes, yu might have been redirected t a fraudulent site. Quick Reference Guide (ver. 08/14) 3 1 (866)

4 Be aware f unusual perfrmance n yur cmputer. Fr example, if yur internet sessin terminates r yur cmputer stps perating immediately after yu enter lg-in credentials t a financial web service, a fraudster might have harvested yur credentials and hijacked yur sessin t create unauthrized transactins. Use the lwest risk hardware and sftware cnfiguratin that meets yur usage needs and yur budget. Keep yur brwser up t date. D nt prvide yur lg-in infrmatin fr any internet-based service t anyne. Remember that reputable cmpanies d nt send unslicited requesting private infrmatin. If yu receive such an , yur immediate respnse shuld be t suspect fraud and cntact in persn r by phne the cmpany whse name appears in the . If yur cntact is by phne, btain the prper phne number independently f the suspicius . Fr every cmpany that sends yu a peridic statement f activity, prmptly review yur statement and immediately reprt any transactins that yu did nt riginate. Use cmplex passwrds that are difficult t guess, and change yur passwrds frm time t time. Be aware that wireless netwrks cnvert yur cmputer usage int radi signals that culd be detected by unauthrized parties. Prper security measures are available fr wireless devices and wireless netwrks. These cntrls shuld be in place whenever wireless access is used. Avid accessing financial r shpping Web sites while cnnected t the Internet thrugh a nnsecure public-access wireless r Wi-Fi htspt. As yur varius Internet business prviders deply new security tls, give them yur full cnsideratin even if the tls result in minr incnvenience. Quick Reference Guide (ver. 08/14) 4 1 (866)

5 Internet Address The web address fr is: ccm.whitneybank.cm Supprt Phne Numbers Supprt: Treasury Services Card Supprt: Hancck Bank Cntact Center Whitney Bank Cntact Center Menu Optins Lgn Page Frgt yur passwrd? Send passwrd hint t address assigned t the user ID Unlck/Reset Passwrd? Send cntact infrmatin t address assigned t the user ID Nt Registered? Initiates accunt hlder self registratin prcess Quick Reference Guide (ver. 08/14) 5 1 (866)

6 Welcme Page Edit Passwrd Change passwrd prir t expiratin Edit Persnal Infrmatin Review persnal infrmatin tied t yur user ID; changes shuld be cmmunicated t yur cmpany s card administratr Add Accunt Assign new r additinal card accunts t yur user ID Manage Alerts Set up alerts fr: - Accunt Past Due - Payment Due - Current Balance Appraching Credit Limit - Current Balance Exceeds Credit Limit Statements Menu Accunt Activity View accunt balances, transactins and accunt statements My Accunt Activity Infrmatin fr accunts that yu are set up as an wner f Accunts I Manage Infrmatin fr accunts that yu are set up as an administratr r manager f Accunt Summary Snapsht f the balance, credit limit and a summary f transactin activity fr the current cycle Transactins Transactins fr the current cycle and the previus six cycles Authrizatin Requests View recent authrizatin requests, including the reasn why a request was declined View Statements Statements (PDF frmat) fr the previus six cycles Search fr Statements Dwnlad statements (PDF frmat) fr all accunts at nce fr a specific cycle, r dwnlad statements fr a specific accunt fr multiple cycles Payments Make payments n individual card accunts r the crprate billing accunt View Payment Lg View status f r cancel payments made using Cmmercial Card Manager My Bank Accunts Set up infrmatin fr bank accunts used when making payments Quick Reference Guide (ver. 08/14) 6 1 (866)

7 Accunts Menu Manage Accunts Create new, clse existing and mdify active cards View Prgram Change Requests View requests submitted using Manage Accunts View Authrizatin Requests View recent authrizatin requests, including the reasn why a request was declined Manage Card Mdels Create card prfiles that cntain frequently used accunt hlder infrmatin, limits r restrictins Reprts Menu Bank Reprts Reprts prduced at the end f the card cycle Accunt Statement Exceptins Accunts that were past due, ver the limit, r clse t their limit at the end f the previus cycle Declined Authrizatins Authrizatin attempts that were declined during the previus cycle Standard Reprts Reprts that are generated dynamically based upn criteria entered by the user Cardhlder Prfile Reprt Card accunts and their limits Merchant Reprt - Transactins srted by merchant Multiple Transactin Exceptin Reprt - Purchases that may have been split between multiple receipts that exceed the single purchase limit Prgram Change Request Audit Reprt Changes made under Manage Accunts Statement f Accunt Reprt - Transactins srted and gruped by accunt hlder Transactin Reprt - Transactins made by accunt hlders User Prfile Reprt Users and their security prfiles Scheduler Create and manage reprts scheduled t run at specified intervals Data Mapping Create custm frmatted files f transactin and accunt infrmatin View Output Lg Dwnlad reprts and files created under Reprts and Expenses Quick Reference Guide (ver. 08/14) 7 1 (866)

8 Expenses Menu View Transactins Search fr transactins acrss yur entire card prtfli Search fr Transactins Search by date and cmpany Advanced Search Search by date, cmpany, merchant name, MCC cde, amunt, and mre Manage Expense Reprts Create expense reprts, view unattached transactins and search previus expense reprts Create Out-Of-Pcket Create ut f pcket transactins that can be included in expense reprts (This can als be dne while creating expense reprts) View Output Lg Dwnlad reprts and files created under Reprts and Expenses Administratin Menu Manage Users Maintain User Infrmatin Add, mdify, and delete users; Unlck and reactivate lcked ut users and reset passwrds Imprt Users Add accunt hlders using a spreadsheet r delimited file Setup Sites Maintain Cycles Set up custm cycle date ranges t use when generating reprts Custmize Sites Maintain Messages Create messages that ther admin users and accunt hlders fr yur cmpany will see n the Welcme Page. View Imprt Lg Status f the users imprted under Imprt Users Quick Reference Guide (ver. 08/14) 8 1 (866)

9 Help Menu Prduct Supprt User supprt cntact infrmatin Help On This Page Help infrmatin fr the page yu are currently viewing Index Help infrmatin starting frm the tp f the index Quick Reference Guide (ver. 08/14) 9 1 (866)

10 Accunt Activity View a balance, activity r statement fr a specific accunt - Select Statements Review Accunt Activity. - Select the Accunts I Manage tab. - Click the G buttn t view all accunts fr yur cmpany, r enter search criteria in the Search fr: bx and click G. Use the drp dwn menu t select the type f search criteria. Accunt Number Name n Accunt Unit Name This is yur cmpany name; may be used when Cmmercial Card Manager is used t manage cards fr mre than ne cmpany. Unit Number This is yur eight digit custmer number; may be used when is used t manage cards fr mre than ne cmpany. Use the wildcard symbl * befre and/r after yur search criteria t imprve yur search results. Fr example: ROB* - will display all accunt hlders whse first name starts with ROB (Rb, Rbert, Rberta, etc.) *ADAMS - will display all accunt hlders whse last name is ADAMS *ADA* - will display all accunt hlders with the letters ADA in their name (Rb Adams, Adam Smith, etc.) This ptin will give yu the mst search results T view clsed accunts, select the Inactive within 45 days, Inactive lnger than 45 days, and Purged check bxes. Quick Reference Guide (ver. 08/14) 10 1 (866)

11 - Click n the Details icn in card rw t view a summary f the balance, credit limit and the summary f transactin activity fr the current cycle. - Click n the Transactins icn fr transactins that psted in the current cycle as well as the previus six cycles. Change the date range in the drp dwn bx by Statement cycle: t view transactins frm previus cycles. - Click the Statements icn fr a list f available statements. These statements are in a frmat similar t the nes mailed t accunt hlders. Quick Reference Guide (ver. 08/14) 11 1 (866)

12 Dwnlad multiple statements at nce - Select Statements Search fr Statements. - Enter the Date range fr the statements that yu are lking fr. The date range refers t the day that the statement was generated, and des nt refer t the date range f infrmatin that is n the statement. Statements are typically generated the night f the 27 th f every mnth. If the 27th falls n a weekend, statements will be generated the night f the fllwing business day. If the fllwing business day is als the beginning f the fllwing mnth (ex. Feb 27 falls n a Saturday, March 1 is a Mnday), statements will be generated n the previus Friday night. - If yu wish t dwnlad statements fr all f yur accunts, the maximum date range that can be entered is ne mnth. - If yu wish t dwnlad statements fr a specific accunt hlder, the maximum date range that can be entered is six mnths. - If searching fr a specific accunt hlder, enter in the apprpriate search criteria in the Accunt name r Accunt number fields. Quick Reference Guide (ver. 08/14) 12 1 (866)

13 Use the wildcard symbl * befre and/r after yur search criteria t imprve yur search results. Fr example: ROB* - will display all accunt hlders whse first name starts with ROB (Rb, Rbert, Rberta, etc.) *ADAMS - will display all accunt hlders whse last name is ADAMS *ADA* - will display all accunt hlders with the letters ADA in their name (Rb Adams, Adam Smith, etc.) This ptin will give yu the mst search results. - Click the G buttn. - Select the icn under Statement t dwnlad a specific statement. - Click the Dwnlad All buttn t dwnlad all statements at nce. - Select whether yu wuld prefer t dwnlad the statements as a Single file r as Multiple files. Input a name fr the file that yu wish t dwnlad (ptinal) and click OK. - Scrll dwn t view the Current Dwnlads sectin under Search fr Statements. Click the Refresh buttn peridically t see when the file is ready. This may take several minutes depending n the number f accunts in yur file. - When the file is ready, click the icn under Dwnlad t dwnlad yur statement file. Quick Reference Guide (ver. 08/14) 13 1 (866)

14 View recent authrizatins and declines n a specific accunt - Select Statements Accunt Activity Details Authrizatin Requests r Accunts View Authrizatin Requests. - Click the G buttn t view all accunts fr yur cmpany, r enter search criteria in the Search fr: bx and click G. Use the drp dwn menu t select the type f search criteria. Accunt Number Name n Accunt Use the wildcard symbl * befre and/r after yur search criteria t imprve yur search results. Fr example: ROB* - will display all accunt hlders whse first name starts with ROB (Rb, Rbert, Rberta, etc.) *ADAMS - will display all accunt hlders whse last name is ADAMS *ADA* - will display all accunt hlders with ADA in the name - Click the accunt number that yu wish t view. - Click the icn under Mre t view mre infrmatin abut the authrizatin request. If the authrizatin request was declined, the reasn will be listed here. - Use the Status and Date ptins t narrw dwn yur results. Nte: has authrizatin requests fr the current day and previus seven days. Current day requests are updated in real-time. Quick Reference Guide (ver. 08/14) 14 1 (866)

15 Make a Payment Add an accunt that will be used fr card payments - Select Statements My Bank Accunts. - Click the Add New Bank Accunt buttn. - Enter the infrmatin fr the checking accunt that will be used fr payment. The Accunt Nickname will be used when the payment is transmitted t the receiving bank. Use the same infrmatin entered in Name n Accunt as part r all f the Accunt Nickname. - Once yur infrmatin has been added, click Save. - Payment accunt infrmatin is stred at the user level. Other users that have the access t Make Payment will need t set up their payment accunts separately. Fr example, an Organizatin Administratr may set up the cmpany s payables accunt under My Bank Infrmatin. An Accunt Hlder may set up their persnal accunt My Bank Infrmatin. Neither user can use the accunts set up under the ther user s ID. Only the last fur digits f the paying accunt are viewable under View Payment Lg. Bth the Accunt Hlder and the Organizatin Administratr can view these last fur digits. Quick Reference Guide (ver. 08/14) 15 1 (866)

16 Make a payment n ne r mre card accunts - Select Statements Payments. - If making a payment n a Crprate Bill accunt: Put a check mark by the Crprate billing accunt under Crprate Accunts r click the tp check bx t select all. Click Cntinue, r if yu need t make payments n ther types f accunts click Search fr Other Accunts. - If making payments n Individual Bill accunts: Quick Reference Guide (ver. 08/14) 16 1 (866)

17 Click the G buttn t view all accunts fr yur cmpany, r enter search criteria in the Search fr: bx and click G. Use the drp dwn menu t select the type f search criteria Accunt Number Name n Accunt Use the wildcard symbl * befre and/r after yur search criteria t imprve yur search results. Fr example: ROB* - will display all accunt hlders whse first name starts with ROB (Rb, Rbert, Rberta, etc.) *ADAMS - will display all accunt hlders whse last name is ADAMS *ADA* - will display all accunt hlders with the letters ADA in their name (Rb Adams, Adam Smith, etc.) will return the first 500 accunts that match yur search. 20 accunts will be displayed per page. Place a check mark by each accunt that yu wish t make a payment fr and click Add t Selected. Yu may select all 20 accunts n the screen at nce by placing a check mark in the tp check bx. Select the page number abve Payment Queue t navigate between pages and select ther accunts. Up t 60 accunts can be added t the Payment Queue windw. Quick Reference Guide (ver. 08/14) 17 1 (866)

18 Click the Cntinue buttn when yu have finished selecting accunts. Quick Reference Guide (ver. 08/14) 18 1 (866)

19 NOTE: Yu may receive an Accunt nt fund message if yu select an accunt that has been clsed fr an extended perid f time. That accunt will autmatically be remved frm yur list f Selected Accunts after yu click Cntinue. - Select the Payment Date. This will be the day that yur card accunt will be credited fr the payment. Payments made befre 4:00 PM CT / 5:00 PM ET will be prcessed and credited t yur card accunt that night. Payments made after 4:00 PM CT / 5:00 PM ET will be prcessed and credited t yur card the fllwing business night. The payment hwever will be backdated t reflect that payment was made n the day it was entered int. Payments will be debited frm yur checking accunt within tw business days f the payment being prcessed. - Select the Pay Frm accunt. If yu did nt enter yur accunt infrmatin under My Bank Infrmatin yu can enter it here. Hwever checking accunt infrmatin entered n this screen will nt be saved fr future use. - Fr each accunt, use the drp dwn bx t select the amunt yu wish t pay. Yu can als mdify all drp dwn bxes at nce by using the tp drp dwn bx. The payment ptins are: Current Balance Minimum Amunt Other Amunt This will prmpt yu fr the dllar amunt that yu wish t pay. Statement Balance Quick Reference Guide (ver. 08/14) 19 1 (866)

20 NOTE: The payment amunt cannt exceed the current balance n the card. A payment that exceeds this balance will be rejected after the Cnfirm Payment screen. - Click Make Payment when dne. - Verify that the payments and the accunt that shuld be debited are crrect. If smething needs t be changed, click Mdify t return t the previus screen. If the payment infrmatin is crrect, enter yur passwrd and click Submit. - Yur payment will nt be prcessed until yu cmplete this step and click Submit. - A receipt will display with cnfirmatin numbers fr each payment. Please print this fr yur recrds. View Payment Lg Payments made via can be researched under Statements View Payment Lg. Individual payments may als be canceled under View Payment Lg if dne befre 4:00 PM CT f the Payment Date. Quick Reference Guide (ver. 08/14) 20 1 (866)

21 Card Creatin and Maintenance Create a new card request - Select Accunts Manage Accunts. - Click the Add New Accunt buttn in the center f the blue bar. - If prmpted, select the Unit / Cmpany that yu are creating the card fr and click Next. Quick Reference Guide (ver. 08/14) 21 1 (866)

22 - Card Mdels can be set up if yu frequently enter the same infrmatin when requesting new cards. This can be set up under Accunts Manage Card Mdels. If using a Mdel fr the new card, select it frm the drp dwn list and click Apply Mdel. - Fill in the fields with infrmatin that yu wuld like t assciate with this new card. Fields marked with an asterisk (*) are required. Help infrmatin fr each field will appear when yu mve yur cursr ver the i icn. Card Infrmatin Card Line 1 needs an asterisk (*) entered instead f a space befre the last name. JOHN Q*ADAMS ALEX*HAMILTON IMPORTANT: Cards must have a persn s name n them. Department, business, r ther generic terms (ACCOUNTING, ABC COMPANY, OFFICE SUPPLIES, etc.) shuld nt be used in Card Line 1. Card Line 2 is the Cmpany Name. An asterisk is nt needed in this field. Authrizatin The credit limit fr this card is entered in the Card field under Card Limits. An accunt hlder may be declined if the ttal balances and authrizatins acrss all f the cmpany s cards exceed the cmpany s credit limit, even if the accunt hlder has nt exceeded his r her card s limit. A list f cards and their limits can be dwnladed in ne f tw ways: Run the Cardhlder Prfile Reprt under Reprts Standard Reprts. Exprt the card listing under Accunts Manage Accunts. Quick Reference Guide (ver. 08/14) 22 1 (866)

23 If yu need yur cmpany s credit limit increased, please cntact yur Relatinship Manager. The ther fields in the Card sectin are tied t purchase restrictins. Mving yur cursr ver the i icn will describe hw each ptinal restrictin wrks. A value f 0 means that the restrictin was nt activated fr this card. The Start Date field nly applies t Custm Cycle Limits. MCC Grup Authrizatin Additinal restrictins can be granted t cards based n specific Merchant Categry Grups. These ptinal grups are created fr each Cmmercial Card Manager custmer based n their needs. Please cntact yur Treasury Management Sales Representative fr mre infrmatin. - When yu have finished entering yur infrmatin, click Submit. Quick Reference Guide (ver. 08/14) 23 1 (866)

24 Mdify an existing card - Select Accunts Manage Accunts - Enter in yur search criteria and click Search. If yu are set up t manage cards fr ne cmpany, yu have the ptin f clicking Search t autmatically pull up all cards. If yu manage cards fr mre than ne cmpany, yu are required t enter at least ne piece f search criteria. Use the wildcard symbl * befre and/r after yur search criteria t imprve yur search results. Fr example: ROB* - will display all accunt hlders whse first name starts with ROB (Rb, Rbert, Rberta, etc.) *ADAMS - will display all accunt hlders whse last name is ADAMS *ADA* - will display all accunt hlders with the letters ADA in their name (Rb Adams, Adam Smith, etc.) - NOTE: The Available Balance n this screen reflects psted transactins as f the previus night s prcessing. Charges made against the accunt tday and un-psted, authrized transactins prir t tday are nt reflected in this amunt. The Available Balance fr the Crprate accunt (Type C ) may be inaccurate as it may nt reflect activity perfrmed at the accunt hlder level. The infrmatin under Statements Review Accunt Activity (fr psted transactins) as well as the infrmatin under Statements Authrizatins and Declines (fr authrizatins) will give yu a better understanding f the available balance n a card. - Click Edit by the card that yu wish t change r clse. - Change the apprpriate infrmatin and click Submit. Quick Reference Guide (ver. 08/14) 24 1 (866)

25 - Maintenance requests, with the exceptin f name changes, sent using the Submit buttn are prcessed in real time. - If fields that are marked as required (*) are blank, they will need t be cmpleted befre the change can be submitted successfully. IMPORTANT: If yu are changing the accunt hlder name r cmpany name n the card, yu will need t review the change request under View Prgram Change Requests and Submit yur apprval. If the fllwing additinal steps are nt fllwed, the name change will nt be prcessed. - Select Accunts View Prgram Change Requests. - Only check ff Nt submitted requests as the Search: criteria. - Change the date range t include the date that yu made the name change request - Click the Search buttn. - Click the icn in the Detail clumn t view the name change request. - Click the drp dwn bx by Actin (next t Accunt Infrmatin) and chse Submit. - Click the G buttn t submit the request. - Nte: Name changes shuld nly be dne when the accunt hlder changes their name (ex. MARY SMITH t MARY JONES.) Names shuld nt be changed if the card is being transferred t Quick Reference Guide (ver. 08/14) 25 1 (866)

26 a different accunt hlder. In that scenari, the riginal card shuld be clsed and a new ne pened. Clse an existing card (nt lst r stlen) - Select Accunts Manage Accunts. - Enter in yur search criteria and click Search. If yu are set up t manage cards fr ne cmpany, yu have the ptin f clicking Search t autmatically pull up all cards. If yu manage cards fr mre than ne cmpany, yu are required t enter at least ne piece f search criteria. Use the wildcard symbl * befre and/r after yur search criteria t imprve yur search results. Fr example: ROB* - will display all accunt hlders whse first name starts with ROB (Rb, Rbert, Rberta, etc.) *ADAMS - will display all accunt hlders whse last name is ADAMS *ADA* - will display all accunt hlders with the letters ADA in their name (Rb Adams, Adam Smith, etc.) - Click Edit by the card that yu wish t change r clse. - Change the Card limit t 0 (under Authrizatin, Card Limits, Card:). - Click the drp dwn bx by Accunt status and select V9 Clsed Custmer Request (Nt/Lst Stlen). Cards that are lst r stlen shuld nt be clsed n. If yu need t reprt a card that has been lst r stlen, please call the Hancck Bank Cntact Center at r the Whitney Bank Cntact Center at Click Submit t clse the card. - Maintenance requests, including clsing a card, sent using the Submit buttn are prcessed in real time. - If fields that are marked as required (*) are blank, they will need t be cmpleted befre the clse request can be submitted successfully. Audit reprt fr card creatin and maintenance - Select Reprts Standard Reprts. - Select Prgram Change Audit Request Audit Reprt. - Select the date range f card requests that yu wuld like t display. - Select either Cards r Units (Cmpanies), depending n what infrmatin yu want t display. Quick Reference Guide (ver. 08/14) 26 1 (866)

27 - Click the G buttn t view all accunts r units assigned t yur user ID, r enter search criteria in the Search by: bx, click n the criteria that yu want t include in yur reprt and click G. Use the drp dwn menu t select the type f search criteria. Accunt Number Name n Accunt Unit Name This is yur cmpany name; may be used when Cmmercial Card Manager is used t manage cards fr mre than ne cmpany. Unit Number This is yur eight digit custmer number; may be used when is used t manage cards fr mre than ne cmpany. Use the wildcard symbl * befre and/r after yur search criteria t imprve yur search results. Fr example: ROB* - will display all accunt hlders whse first name starts with ROB (Rb, Rbert, Rberta, etc.) *ADAMS - will display all accunt hlders whse last name is ADAMS *ADA* - will display all accunt hlders with the letters ADA in their name (Rb Adams, Adam Smith, etc.) Quick Reference Guide (ver. 08/14) 27 1 (866)

28 - Select yur Output Frmat and Frmatting Optins. - Click Run t create the reprt. - Click Reprts View Output Lg. It will take a few minutes t generate the reprt. Click the Refresh Status buttn t update the list f reprts. An alert will be generated when the reprt is ready. - Click the icn under Dwnlad File t dwnlad the reprt. Card requests will usually fllw ne f tw paths when the Submit buttn is clicked: Nt Submitted Submitted Received r Nt Submitted Submitted Rejected If the request des nt fllw this path, it is usually because there is further actin needed by either the custmer, r yur bank. - Nt Submitted If this is the nly status n the request, then the request requires further actin by the cmpany. The Name Change sectin under Mdify an existing card in this guide describes hw t update a Nt Submitted request. Quick Reference Guide (ver. 08/14) 28 1 (866)

29 - Submitted The request has been submitted by the cmpany fr prcessing. If this is the final status n the request, it requires further actin frm either r yur bank. Status updates t Submitted requests are typically made the fllwing business day. This will always be the last status n new card requests the day that they are submitted nline. The status will be updated after prcessing that night. - Received The request has been prcessed by. - Rejected The request was rejected during prcessing. Quick Reference Guide (ver. 08/14) 29 1 (866)

30 Create a New User New users can be created in ne f three ways - A user with Organizatin Admin access can add individual users under Manage Users Maintain User Infrmatin. - Accunt Hlders can self register using the Nt Registered? link n the lgin page. - A user with Organizatin Admin access can imprt a list f Accunt Hlders under Manage Users Imprt Users. Add an individual user (perfrmed by Organizatin Admin) - Select Administratin Manage Users Maintain User Infrmatin - Click Add New User - On the Edit Persnal Infrmatin fr New User screen: Enter the user s first and last name. Select N fr Prduct Ntificatins. Enter the user s address. This will be used fr alerts and fr passwrd resets. Quick Reference Guide (ver. 08/14) 30 1 (866)

31 Mre than ne address can be entered in this field by separating them with a semicln. The CC and BCC sectins shuld be left blank. Lcatin Click Select Lcatin. Click G buttn in the pp up windw t bring up the cmpanies that yu manage. Click n the apprpriate cmpany name and click OK. Branding Click Select Lcatin. Click G buttn in the pp up windw t bring up the cmpanies that yu manage. Click n the same cmpany name that yu selected fr Lcatin and click OK. Enter the ID that the user will use t sign in t. Muse ver the i fr infrmatin n user name requirements. Quick Reference Guide (ver. 08/14) 31 1 (866)

32 Enter the temprary passwrd fr the user. Muse ver the i fr infrmatin n passwrd requirements. Click Save. Click Yes when asked, D yu want t add access fr this user? The next steps establish what rights the user has (administratr r accunt hlder) and what they have access t (cmpany r specific accunt). - On the Access fr (User Name) screen: Click the Add Access buttn. Quick Reference Guide (ver. 08/14) 32 1 (866)

33 T add administratr level access t all cards and users fr a specific cmpany r unit: Click the apprpriate Unit Name under Available Units. Selected cmpanies appear under Selected Items. A user ID can be granted access t mre than ne unit. Select the Security Prfile fr each Unit under Selected Items. The defaults fr these prfiles are as fllws: Organizatin Administratr* Add, change and clse cards Add, change and delete users Make payments View accunt activity and statements View authrizatin requests Access t all reprts Organizatin Manager* View nly access t cards View nly access t users View accunt activity and statements Access t all reprts *NOTE: The defaults abve may nt apply t yur prfiles depending n the features selected during the set up prcess, r if yur cmpany s default access rights have been custmized. Select Nne fr the Apprval Prfile. Click Save and Return when dne. Quick Reference Guide (ver. 08/14) 33 1 (866)

34 T add accunt hlder level access t a specific card r cards: Click the circle next t Accunt by Select by:. Click G t be able t select frm all f yur cards, r enter search criteria t narrw dwn yur results and click G. Use the wildcard symbl * befre and/r after yur search criteria t imprve yur search results. Fr example: ROB* - will display all accunt hlders whse first name starts with ROB (Rb, Rbert, etc.) *ADAMS - will display all accunt hlders whse last name is ADAMS *ADA* - will display all accunt hlders with ADA in their name (Rb Adams, Adam Smith, etc.) Click the card icn n the left t add the item under Selected Items Select the Security Prfile fr each Accunt under Selected Items. The default rights fr the Accunt Hlder* prfile are: View accunt activity and statements Access t Merchant Reprt and Transactin Reprt Make payments The payment ptin fr Accunt Hlders is disabled by default. Please cntact yur Treasury Management Sales Representative if yu wuld like this enabled. *NOTE: The defaults abve may nt apply t yur prfile depending n the features selected during the set up prcess, r if yur cmpany s default access rights have been custmized. Check Make Owner if the user s name is imprinted n the card r if they are the primary user f this card. Only ne user can be set up as an wner fr a card. This ptin will nt appear if anther user is set up t be the wner. Click Save and Return when dne. Quick Reference Guide (ver. 08/14) 34 1 (866)

35 Add new user using the self registratin prcess (perfrmed by Accunt Hlder) - Individual accunt hlders shuld click the Nt Registered? link n the lgin screen f. - The accunt hlders will create their user names and passwrds under Create a user ID and passwrd. - The accunt hlders will then enter infrmatin regarding their cards under Register an existing accunt. IMPORTANT: Mst cards pened prir t enrlling in d nt have an Emplyee ID assigned t them. This infrmatin will need t be added t the card recrd befre the accunt hlder is able t self register. See Mdify r Clse an Existing Card fr infrmatin n hw t update accunt hlder infrmatin. If the name n the card is a persn s name, they shuld enter it as it appears n the card. TOM J ADAMS(n extra space after the name) If the name n the card is nt a persn s name, then an extra space will need t be entered at the end f the name HUMAN RESOURCES (extra space after the S ) Click Register Accunt. Quick Reference Guide (ver. 08/14) 35 1 (866)

36 - If the accunt hlder fails the self registratin prcess three times, the accunt will be lcked ut f the self registratin prcess. T remve this lckut: G t Accunts Manage Accunts. Find the card that is lcked ut. Use the wildcard symbl * befre and/r after yur search criteria t imprve yur search results. Click Edit by the card yu wish t unlck. If the card is lcked ut, a Reset Self-Registratin buttn will appear next t the Previus buttn. Click the Reset Self-Registratin buttn t clear the lck n the accunt. If the Reset Self-Registratin buttn des nt appear n the Accunt Management screen, the accunt hlder has nt lcked ut the accunt frm self registratin. Add a grup f users using the imprt prcess (perfrmed by Organizatin Admin) A text file r spreadsheet can be used t create multiple Accunt Hlder user ID s n Cmmercial Card Manager. The layut f the file is shwn in the example belw. - The Owner flag indicates whether the card infrmatin displays under Accunts I Own r Accunts I Manage in the Statements and Payments mdules. Only ne user can be set Quick Reference Guide (ver. 08/14) 36 1 (866)

37 up as the Owner f a card. Typically a user is set up as an Owner if their name is imprinted n the card r if they are the primary user. - If a user will have Accunt Hlder level access t multiple cards, such as a supervisr r manager, all f their user infrmatin (name, ID, temprary passwrd and ) will need t appear by each card number. - A card can be assigned t mre than ne user with Accunt Hlder level access. Fr example, a card can be assigned t bth an accunt hlder as well as their manager. Only ne user, hwever, can be identified as the Owner f an accunt. - If yu manage cards fr multiple cmpanies n, users fr each cmpany shuld be imprted separately. - Micrsft Excel files shuld be saved in the.xls Excel Wrkbk frmat. T imprt the file, g t Administratin Manage users Imprt Users. If yu manage cards fr mre than ne cmpany n, select Single Site. Click Select by the cmpany that yu are imprting users fr. - Select Cardhlder fr the type f user and click Next. - Click Brwse and select the file name that yu wish t imprt. Click Next when dne. Quick Reference Guide (ver. 08/14) 37 1 (866)

38 - If the first rw cntains the clumn names, click the checkbx and click Next. - Click the bx by Use Default User Access Prfile. - If yu did nt enter infrmatin in the Owner clumn f the spreadsheet, click the Use Default Card Ownership Setting. If yu did include Owner infrmatin in the spreadsheet, this bx shuld remain unchecked. - Select Accunt Hlder in the User Access Prfile drp dwn bx. - Select the apprpriate Destinatin clumn name fr each field frm the drp dwn bx. Yu will need t scrll t the right in rder t access the remaining clumns. Quick Reference Guide (ver. 08/14) 38 1 (866)

39 - If detected any errrs in the file during the imprt, it will ask yu t crrect them n the Validate Imprt File Data screen. Once thse fields have been crrected, click the Revalidate buttn and click Next. - If a field is nt crrected befre clicking Next, that recrd will nt be imprted int. - If yu are satisfied with the number f recrds that passed validatin, click the Imprt buttn. - IMPORTANT: The screen abve is nt a cnfirmatin screen. Yu must click Imprt in rder t submit the file fr prcessing. - The message Yur file has been submitted fr prcessing indicates that Cmmercial Card Manager is imprting the file. T view the status f the imprt, click Imprt Lg r select Administratin View Imprt Lg. Quick Reference Guide (ver. 08/14) 39 1 (866)

40 User Maintenance and Deletin Reset a user s passwrd, challenge questins, r activatin status - Select Administratin Maintain Users Maintain User Infrmatin - Click G t view a list f all users assigned t the cmpanies yu have access t. Yu can narrw yur search results by entering search criteria in ne r mre f the bxes at the tp f the screen. Use the wildcard symbl * befre and/r after yur search criteria t imprve yur search results. Fr example, in the First name field: ROB* - will display all accunt hlders whse first name starts with ROB (Rb, Rbert, Rberta, etc.) *BER* - will display all accunt hlders with the letters ADA in their name (Rberta, Rbert, Bert, Amber, etc.) - Click Edit by the user yu wish t reset. - T activate r unlck a user, change the Lgn Status t Active and Unlcked - T reset a user s passwrd, click the Reset Passwrd buttn. This will the user a new temprary passwrd. - T reset a user s security challenge questins, click Reset Security Questins. Quick Reference Guide (ver. 08/14) 40 1 (866)

41 - Click the Save buttn when dne. Mdify an existing user - Select Administratin Maintain Users Maintain User Infrmatin - Click G t view a list f all users assigned t the cmpanies yu have access t. Yu can narrw yur search results by entering search criteria in ne r mre f the bxes at the tp f the screen. Use the wildcard symbl * befre and/r after yur search criteria t imprve yur search results. Fr example, in the First name field: ROB* - will display all accunt hlders whse first name starts with ROB (Rb, Rbert, Rberta, etc.) *BER* - will display all accunt hlders with the letters ADA in their name (Rberta, Rbert, Bert, Amber, etc.) Yur user ID will nt appear in the list f users that yu can edit r delete. Users cannt edit their wn infrmatin r user access rights. - Click Edit by the user yu wish t mdify. - Update the Cntact Infrmatin and User Infrmatin sectins, if applicable. - T edit what accunts r cmpanies that user has access t, scrll dwn t the Security and Apprval Access sectin. Quick Reference Guide (ver. 08/14) 41 1 (866)

42 T remve access t a specific cmpany r card, click the Delete icn n the right. T add access t a cmpany r card, click the Edit Access buttn. On the Access fr (User Name) screen, click the Add Access buttn. T add administratr level access t all cards and users fr a specific cmpany r unit: Click the apprpriate Unit Name under Available Units. Selected cmpanies appear under Selected Items. A user ID can be granted access t mre than ne unit. Select the Security Prfile fr each Unit under Selected Items. The defaults fr these prfiles are as fllws: Organizatin Administratr* Quick Reference Guide (ver. 08/14) 42 1 (866)

43 Add, change and clse cards Add, change and delete users Make payments View accunt activity and statements View authrizatin requests Access t all reprts Organizatin Manager* View nly access t cards View nly access t users View accunt activity and statements Access t all reprts *NOTE: The defaults abve may nt apply t yur prfiles depending n the features selected during the set up prcess, r if yur cmpany s default access rights have been custmized. Select Nne fr the Apprval Prfile. Click Save and Return when dne. T add accunt hlder level access t a specific card r cards: Click the circle next t Accunt by Select by:. Click G t be able t select frm all f yur cards, r enter search criteria t narrw dwn yur results and click G. Use the wildcard symbl * befre and/r after yur search criteria t imprve yur search results. Fr example: ROB* - will display all accunt hlders whse first name starts with ROB (Rb, Rbert, etc.) *ADAMS - will display all accunt hlders whse last name is ADAMS *ADA* - will display all accunt hlders with ADA in their name (Rb Adams, Adam Smith, etc.) Click the card icn n the left t add the item under Selected Items. A user ID can be granted access t mre than ne card. Select the Security Prfile fr each Accunt under Selected Items. The default rights fr the Accunt Hlder* prfile are: Quick Reference Guide (ver. 08/14) 43 1 (866)

44 View accunt activity and statements Access t Merchant Reprt and Transactin Reprt Make payments The payment ptin fr Accunt Hlders is disabled by default. Please cntact yur Treasury Management Sales Representative if yu wuld like this enabled. *NOTE: The defaults abve may nt apply t yur prfile depending n the features selected during the set up prcess, r if yur cmpany s default access rights have been custmized. Check Make Owner if the user s name is imprinted n the card r if they are the primary user f this card. Only ne user can be set up as an wner fr a card. This ptin will nt appear if anther user is set up t be the wner. Click Save and Return when dne. Delete a user - Select Administratin Maintain Users Maintain User Infrmatin. - Click G t view a list f all users assigned t the cmpanies yu have access t. Yu can narrw yur search results by entering search criteria in ne r mre f the bxes at the tp f the screen. Use the wildcard symbl * befre and/r after yur search criteria t imprve yur search results. Fr example, in the First name field: ROB* - will display all accunt hlders whse first name starts with ROB (Rb, Rbert, Rberta, etc.) *BER* - will display all accunt hlders with the letters ADA in their name (Rberta, Rbert, Bert, Amber, etc.) - Click the Delete icn by the user yu wish t delete. Quick Reference Guide (ver. 08/14) 44 1 (866)

45 Infrmatin Availability and Retentin Real Time r Batch If Batch, When Infrmatin Feeds Infrmatin Retentin Infrmatin Available Day After Custmer Set Up Ntes Statements Review Accunt Activity Accunt Summary real time --- current day nly current day nly Our VISA Business cards typically cycle the night f the 27th. If the 27th falls n a weekend, cards will cycle the fllwing Mnday night. If the 27th falls n a weekend, and the fllwing Mnday night is the beginning f the next mnth (ex. Feb 27 falls n a Saturday and Mnday is March 1), cards will cycle n the previus Friday. View Transactins real time View Statements (PDF) batch night f 27th r fllwing Mnday Search fr Statements batch night f 27th r fllwing Mnday View Payment Lg View Authrizatin Requests Accunts View Prgram Change Requests View Authrizatin Requests real time real time real time real time --- current cycle plus previus 6 cycles current cycle plus previus 6 cycles 6 mnths nne First nline statement will be created n the next night that cards cycle, which is typically n the 27th. 6 mnths nne First nline statement will be created n the next night that cards cycle, which is typically n the 27th mnths 1 day days (current day plus previus seven days) 8 days (current day plus previus seven days) mnths 1 day days (current day plus previus seven days) 8 days (current day plus previus seven days) (cntinued n next page) Quick Reference Guide (ver. 08/14) 45 1 (866)

46 Reprts Bank Reprts Real Time r Batch If Batch, When Infrmatin Feeds Accunt Statement Exceptins batch night f 27th r fllwing Mnday Declined Authrizatins batch night f 27th r fllwing Mnday Standard Reprts Cardhlder Prfile real time Infrmatin Retentin --- current day nly Infrmatin Available Day After Custmer Set Up Ntes 6 mnths nne First reprt will be created n the next night that cards cycle and statements are generated. 6 mnths nne First reprt will be created n the next night that cards cycle and statements are generated. current day nly Merchant batch nightly 16 mnths 1 day Multiple Transactin Exceptin batch nightly 16 mnths 1 day Prgram Change Request Audit real time mnths 1 day Statement f Accunt batch nightly 16 mnths 1 day Transactin batch nightly 16 mnths 1 day User Prfile real time --- current day nly current day nly Data Mapping batch nightly 16 mnths 1 day View Output Lg real time Expenses View Transactins batch nightly 16 mnths 1 day View Output Lg real time days 1 day While the reprts and files in the Output Lg rll ff CCM in 10 days, they can be regenerated using the reprt creatin screens days 1 day While the reprts and files in the Output Lg rll ff CCM in 10 days, they can be regenerated using the reprt creatin screens. Quick Reference Guide (ver. 08/14) 46 1 (866)