Access Online. Reporting. User Guide. Version 1.9 Cardholder

Transcription

1 Access Online Reporting User Guide Version 1.9 Cardholder

2 Contents Introduction... 1 Basic Steps... 2 Select a Report to Run... 3 Set Report Parameters... 5 Set Criteria... 7 Account Code Validation Status... 7 Additional Detail... 8 Date Range... 9 Matching Merchant Profile Source Merchants Select By Transactions Included Transaction Status Set Sort Parameters Set Output Parameters Group the Report Data Set Break and Subtotal Preferences Run the Report Sample Report in Browser Format Browser Window Icons Table Sample Report in Excel Format Sample Report in PDF Format... 27

3 Introduction As a cardholder, you can access information on your account through the reporting function. The most common reports that cardholders have access to are: Full Transaction and Order Detail report This report gives you full expenditure detail, including transaction, line item, order, account allocation, and tax estimation information. Transaction Detail report The Transaction Detail report provides you with detailed transaction information, including merchant detail data, allocation (accounting code) information, and transaction comment data. Tip! Depending on your access rights within Access Online, you may have access to additional reports and additional reporting functions (e.g., scheduled reports, customized Flex Data reports). If you need additional information on other reports, refer to the Access Online: Running Standard Reports user guide and lesson, the Access Online: Standard Report Samples user guide, the Access Online: Report Scheduler user guide and lesson, the Access Online: Creating Flex Data Reports user guide and lesson. Cardholder 1

4 Basic Steps To run any report, you perform three basic steps: Select a report to run Choose the report parameters Run the report All Access Online reports are parameter-driven and have different parameters based on the data available for each report. Cardholder 2

5 Select a Report to Run 1 2 To select a report to run: Click the report name. The screen on which you set your report parameters displays (e.g., the Reporting: Transaction Detail screen). 1. On the Left-Column Navigation Bar, click the Reporting high-level task. The Reporting screen displays. 2. Click the report name link (e.g., Transaction Detail). The screen displays on which you set up your report (referred to as the report parameter screen) (e.g., the Transaction Detail screen). Cardholder 3

6 Refer to the next section, Set Report Parameters, to learn how to set the parameters for your report. Cardholder 4

7 Set Report Parameters To set up your report, you must set parameters in three main areas: Criteria Criteria for the report, such as the date range, merchant name, account criteria, transaction amount, and comment fields that filter transactions to include or exclude Sorting parameters The sorting fields that organize the information in your report Output parameters Your options for viewing, printing or exporting the report Cardholder 5

8 Area for setting general filtering criteria, such as date range and transaction status Fields for setting sorting parameters Report output parameters Grouping and Break/Subtotal parameters. Learn More: When you first display the report parameter screen, Access Online displays suggested sorting parameters, which might include specified and No Sort parameters in the sorting fields. Cardholder 6

9 Set Criteria Reports have common parameters that you need to set, such as date range. Reports also have criteria unique criteria. By setting these parameters, you configure your report the way you want to by selecting to include the data that you want and filtering out the data that you do not want. For example, you can have your report include only transactions for a specific merchant that exceed $500. Account Code Validation Status 1 You can make multiple selections by pressing the <Ctrl> key on your keyboard. To filter by accounting code validation status: 1. Select a validation status from the list: a. Select All to include all accounting codes with all validation statuses (invalid, not validated, valid). And/Or b. Select Invalid to include only invalid accounting codes. And/Or c. Select Not Validated to include only accounting codes that the system has validated. And/Or d. Select Valid to include only valid accounting codes. Learn More: If you are using the client system accounting code validation function, then Access Online validates cardholder-specified accounting codes against the values on your internal system. For more information, refer to the Access Online: Client System Validation user guide. Cardholder 7

10 Additional Detail 1a 1b 2 3a 3b 4 To include additional detail: 1. To include line item detail: a. Select the Transaction Line Item Detail check box. b. Select which transactions (with line item detail, without, or both) to include from the Transaction Line Item Detail down op-down list. 2. To include allocation (accounting code) information, select the Allocation Detail check box. 3. To include order detail: a. Select the Order Detail check box. b. Select which transactions (with order detail, without, or both) to include from the Order Detail drop-down list. 4. To include tax information, select the Tax Management Detail check box. Cardholder 8

11 Date Range Choose the date type for transactions you want to include in the date range you select in the next step. To set the date criteria, select a date radio button: 1. Select the Cycle End Date Range radio button to include transactions within the billing cycle you choose in the next step. The cycle date is the cycle end date. Tip! If your organization has bi-weekly billing cycles, you can select the Enable Cycle Day check box to allow a specific cycle date range. Selecting the checkbox enables the day drop-down menu. You must enter the exact cycle date for any data to return. This check box works only for relationships with bi-weekly billing cycles. Or 2. Select the Calendar Month Range radio button to include transactions within a specific month that you choose in the next step. Or 3. Select Posting Date Range radio button to include transactions with a posting date in the range you choose in the next step. The posting date is the date the transaction posted in the bank's payment processing system. Or 4. Select the Transaction Date Range radio button to include transactions with a transaction date in the range you choose in the next step. The transaction date is the date on which the transaction occurred. Cardholder 9

12 5b 5a 5. Specify the start and end date: a. Type the date in MM/DD/YYYY format. Or b. Click the Calendar icon to select a date. Tip! To select a single cycle, select the same month and year for the report s beginning and ending date. Since the cycle selection is the cycle end date, this action gives you one cycle. Tip! If you are set up for bi-weekly billing, you can select the Enable Cycle Day checkbox and enter a specific date. Matching Select a match status, if needed, based on order and transaction match status. Cardholder 10

13 Merchant Profile Source If your organization uses the Enhanced Supplier Information (ESI) function, then you can also filter by merchant profile source. To filter by merchant profile source: 1. Select Association to include only merchant information from Visa or MasterCard. Or 2. Select ESI to include only information that your Program Administrator specified about the merchant using the ESI function. Learn More: Your Program Administrator may use the ESI function to specify additional information about the merchants that your organization uses. Cardholder 11

14 1a Merchants When your report has the Merchants parameter, you must select to filter by one of the options: merchant category code (MCC) group, specific MCCs, or merchant names. You must select an option and you can filter by only one option. 1b 2a 2b 2c To specify merchant criteria: 1. To filter your report by MCC group: a. Select the Merchant Category Code Group radio button. b. Select which MCC groups to include from the drop-down list. 2. To filter your report by specific MCCs: a. Select the Merchant Category Codes radio button. b. If you want to include only specific MCCs, then type the specific MCCs in the Merchant Category Codes field, separated by commas (XXXX, XXXX, XXXX format). Or c. Click the Search for Codes link to search and select MCCs. The screen on which you select your MCC(s) displays. Cardholder 12

15 2d 2e 2f Clears your current selections 2g Saves your selections and returns you to the report parameter screen Returns you to the report parameter screen without saving your selections d. Select the MCC group (e.g., Office Services) from the Merchant Category Code Group drop-down list. A list of codes and descriptions displays in the Available Codes window. e. Select the MCC(s) (e.g., 7311/Advertising Services, 7333/Commercial Photography) you wish to include in your report from the Available Codes window. You can hold down the <Ctrl> key on your keyboard to make multiple selections or the <Shift> key to select a range. f. Click the Add Code button. Your selected MCCs display in the Selected Codes window to be added to your report. Tip! To remove an MCC from the Selected Codes list, select the MCC in the Selected Codes window and click the Remove Code button. The system removes the MCC from the Selected Codes list and from your report. Click the Reset button to remove your current selections and begin the selection process over. Click the Back to Transaction Detail link to return to the report parameter screen (losing your current selections). g. Click the Continue button to save your current selections and return to the report parameter screen. Cardholder 13

16 Learn More: An MCC is a four-digit numerical code that Visa or MasterCard assigns to each merchant type (e.g., 5967/Inbound Teleservices, 7321/Consumer Credit Reporting), or in the travel industry, to each merchant (e.g., 3006 Japan Airlines). Access Online contains default groups of MCCs (e.g., Office Supplies, Airlines). You can also create custom MCC groups in Access Online. Refer to the Access Online: Merchant Groups and Merchant Allocation Rules user guide for more detailed information on MCCs and MCC groups (both default and custom). 3a 3b 3c 3. To filter by merchant name: a. Select the Merchant Names radio button. b. Type the complete merchant name or at least three characters of the merchant name in the Merchant Names field. c. Click the Add button. The report will include all merchants with the first three letters that match the letters you typed. For example, if you type uni, then all merchants with uni as the first three letters of their names (e.g., United Office Supply, University Book Store) will display in your report. Cardholder 14

17 Select By You can also filter your report by accounting code or alternate accounting code (AAC). 1a 2a 1b 2b To filter your report: 1. To filter your report by accounting code: a. Select the Accounting Code radio button. b. Type a full or partial accounting code in the Accounting Code field. 2. To filter your report by AAC: a. Select the Alternate Accounting Code Name radio button. b. Type a full or partial AAC name in the in the Alternate Accounting Code Name field. Cardholder 15

18 Transactions Included 1a 2a 1b 2b To specify which transactions to include in your report: 1. To filter your report by review status: Or a. Select the Reviewed Status radio button. b. Select a review status from the Reviewed Status drop-down list. 2. To filter your report by approval status: a. Select the Approval radio button. b. Select a status from the drop-down list. 3. Select a dispute status from the Disputed drop-down list. 4. To filter your report by transaction amount, in the Transaction Amount field, select the <, =, or > symbol, and type in the corresponding dollar figure. For example, if you want your report to include transactions greater than $1,000.86, you would select the > symbol and type To filter your report by posting type (e.g., posted, memo), select an option from the Posting Type drop-down list. 6. To include payment information, select the Include radio button. 7. To include fee information, select the Include radio button. Cardholder 16

19 Transaction Status To specify transaction status criteria: 1. Select the Reviewed Status radio button to filter the report by review status. 2. Select a review status from the drop-down list. Or 3. Select the Approval Status radio button to filter the report by approval status. 4. Select one or more approval statuses from the list. And/Or 5. To filter the report by dispute status, select a dispute status from the Disputed drop-down list. Learn More: These parameters populate from the transaction approval process or the account approval process. Refer to the Access Online: Transaction Approval Process user guide or the Access Online: Account Approval Process user guide for more information. Cardholder 17

20 Set Sort Parameters For all reports, you can set sorting parameters. Access Online has a wide number of data elements available for you to use in your reports. You have four fields to use that contain the data elements available for the report you have chosen. The sorting fields exist so that you can select a data element and choose to have the data element sort in ascending or descending order. With each report, Access Online displays default sorting parameters. If you want to change these defaults, you can select the sorting parameters you wish. As you set your preferences in the sort fields from left to right, the selections become subordinate to the selection to the left. For example, if you sort by Post Date ascending in the far left field and Merchant State ascending in the second-left sort field, then your report will display transactions sorted first by post date (all transactions listed oldest to newest) and then for each post date, the merchant states in alpha order A Z (e.g., April 1, 2010, transactions listed including Arizona, California, Washington). Conversely, if you choose Merchant State ascending in the far left sort field and Posting Date ascending in the second-left sort field, then your report will display transactions sorted first by merchant name in alpha order A Z, and then for each merchant, the transactions sorted by least recent to most recent (e.g., for Arizona, the transactions on April 1, April 2 and April 3, 2010). The display is always in the same field layout order, regardless of which sorts you select. Cardholder 18

21 Defaults and selections display in each sort field. Cardholder Reporting To set your sorting parameters: Scroll down the drop-down list to see all the available data elements. 1. In the left-most sort field, select your desired data element from the drop-down list. Tip! Scroll down the drop-down list to view all the available data elements. 2. Select the Ascending or Descending radio button. Ascending will sort your report upward from smallest to greatest (e.g., A Z, 1 100). Descending will sort your report downward from greatest to smallest (e.g., Z A, 100 1). 3. Repeat Steps 1 2 to set additional sorting parameters in the other three sort fields. Cardholder 19

22 Set Output Parameters Once you have selected the criteria and sorting parameters for your report, you are ready to select the output parameters To set your output options: 1. Select a summary output option from the Summary Output drop-down list: a. Select the Browser option to view the data in a new browser window. Or b. Select the Excel option to export the report information to a Microsoft Excel workbook for formatting and/or manipulation. If you choose this option, then your report will reside on your computer for later manipulation, formatting, viewing, and printing. Or c. Select the PDF option to create a ready-to-print Adobe Acrobat copy of your report. If you choose this option, then your report will reside on your computer for later viewing and printing. 2. Select a detail output from the Detail Output drop-down list. 3. For some reports, you may also need to specify the placement of a summary of your report parameters. Cardholder 20

23 Group the Report Data Most often, since you have access to only one account, you do not need to set a grouping preference. However, if you have access to more than one account, you can specify an account number to group by. Set Break and Subtotal Preferences You also need to specify your break/subtotal preferences. Your break/subtotal options change depending on whether you have selected to group your report by processing or reporting hierarchy. 1 2 Only select reports include the Page Break option. To specify your break/subtotal preferences: 1. Select your break/subtotal preference (e.g., Cardholder Name, Account Number) from the Break/Subtotal drop-down list. The Page Break radio buttons activate, if available. 2. If available, select a page break after your selected break/subtotal preference (e.g., a page break after each new cardholder name). Cardholder 21

24 Run the Report After you have verified your report settings, click the Run Report button. The Reset button allows you to reset the parameters of your report and start over. Cardholder 22

25 To run your report: 1. Review your report parameters and make any changes you wish. 2. Click the Run Report button. Your report displays in the output format you have selected. Tip! You can click the Reset button to clear your most recent settings or click the Back to Reporting link to return to the list of reports. Tip! If no data is available for the parameters you have chosen, then Access Online displays a message screen. If this message displays, then click the X in the upper right corner of the message window to close the window and reset your report parameters. Cardholder 23

26 Sample Report in Browser Format If you selected the Browser output option, then your report displays in a new browser window. Click a link to display additional detail. Click to display all pages on one screen that you can scroll through without timing out. Cardholder 24

27 Learn More: The table below shows the buttons that you can use to navigate in the browser window containing your report. Browser Window Icons Table Element Element Name Function Page Field Goto Page All Pages First Page Displays the number of the currently viewed page or the number of the page you want to go to. Click to go to the page displayed in the Page Field. Click to display all pages on one screen that you can scroll through without timing out. Click to go to the first page of the report. Previous Page Click to go to the previous page of the report. Next Page Click to go to the next page of the report. Last Page Find Search Case Search Direction Help Click to go to the last page of the report. Click to search for the text you type in the search field. Click to toggle between performing a casesensitive search and a non-case-sensitive search. Click to toggle between searching previous or following portions of the report. Click to access help information. Close Click to close the browser window. Cardholder 25

28 Sample Report in Excel Format If you selected the Excel output option, then your report displays in a new Excel workbook. Learn More: You can use any functionality in Excel to format and manipulate your report if you selected Excel output. Refer to Excel documentation for instructions. Tip! If the Excel report opens in a browser window instead of in Excel (with the full Excel tool bar), you may need to adjust your computer s Folder Options. Be sure the Excel file type s advanced settings are not defaulted to browse in the same window, but instead open in Excel. Refer to Microsoft Windows help documentation for complete steps. Cardholder 26

29 Sample Report in PDF Format If you selected the PDF output option, then your report displays in a new Adobe Acrobat window. Learn More: You can use any functionality in your version of Adobe Acrobat Reader to view and print your report. Refer to Adobe Acrobat Reader documentation for instructions. If you do not have Adobe Acrobat Reader, you can download it at Cardholder 27

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