ezbusiness Card Management 7/1/2015

ezbusiness Card Management 7/1/2015

Table of Contents Logging In........ 3 Out-of-Band Processing.... 5 Navigation.....5 Viewing Pages. 5 Sorting Lists.5 Accessing Online Help...6 Menu Options and Navigation...6 Admin Security..7 Admin Group....7 Create a New User..9 Search for Admin User..10 Admin Activity Report 10 Commercial Card....11 View Company List....11 Navigation List....12 Reporting.12 Level Options..14 Payments. 17 Messaging... 19 Inbox......22 Online Profile......22 Expense Management... 23 Scan Application 23 ezcardinfo.com Expense Report. 25 Creating New Report.25 Out of Pocket Expense.29 Mileage Expense...30 Submitted Reports.. 31 Reviewed Reports.....32 Search Expense Reports...33 1

Admin User Navigation.......33 Expense Management Settings....34 Edit Expense Categories...35 Edit Cost Centers....35 Expense Report Search. 36 Review Expense Reports...37 Review Expense Reports.. 37 Approving Expense Reports. 39 Rejecting Expense Reports.. 40 Reporting......40 Edit Reports.42 Run, Delete and Export Report....41 Create/Edit Reports...42 Advanced Reports...43 2

Logging In The URL for ezbusiness is: https://www.ezbusinesscardmanagement.com/ 1. Type your user name and click Log In. The username is case sensitive and no duplicate user IDs are allowed in the system. 2. Enter your password and click Log In. 3. Once you have logged into ezbusiness, a menu bar on the left of the screen provides links to navigate through the application. 3

4. First time login, the password must be changed. 5. Once the password has been changed, choose four security questions and answers. Remember to register your computer on this page. 4

Out-of-Band Processing Out-of-Band authentication is a form of user challenge, required when validation fails for administrator users, when: Accessing from an unregistered device Logging in from an IP address that has had known fraud occurences The geographic location of consecutive logins was disparate. For example, the user logged in from Florida and then logged in from California five minutes later The log-in was not consistent with the user s login behavior Each Admin is responsible to keep their phone number and email address current in order to complete this process. 1. In the event the system requests to confirm your identity, you are asked to request and use a Security Code (one-time password). 2. The Security Code is sent to the chosen telephone or e-mail/text address defined on your administrative user account, from noreply@ezbusiness.com. 3. Enter this code on the next online screen, or the phone key pad, and register your device. 4. To avoid this issue, register your work computer, and not access ezbusiness from a public computer. Navigation Viewing Pages Users navigate through ezbusiness using the navigation features found in the Menu bar and drop down list. Sorting Lists Whenever items appear in a list on any ezbusiness page, they can be sorted and reorganized. Click a column heading on the page. For example, to sort cardholder search results by Last Name, click the Last Name column header. The items in the column will redisplay sorted in alphabetical order by last name. To change the direction of the sort, (ascending vs. descending) click the column heading again. The results will redisplay sorted by last name in the reverse order. 5

Accessing Online Help ezbusiness provides extensive, context-sensitive online help. To access the relevant online help window from any page, click Help at the top-right of any open page. Menu Options and Navigation The menu options provide ezbusiness user s navigation through the application and its features. Most menu options, such as Customer Service and Admin Security, have additional options for quick access to the needed task or function. The Main Menu Options listed in ezbusiness are: Admin Security Commercial Card Inbox Online Profile Log Off Your set-up choice determines which screen appears when you first log in to ezbusiness (Landing Page). Those with Security Admin rights will see the Admin Security option. 6

Admin Security The second menu item on ezbusiness is the Admin Security Menu. Administrative users are established here, and assigned to Admin Groups. The Group each Admin is assigned to determines their inquiry or maintenance access in ezbusiness. The Groups are established by X Bank based on the company s hierarchy. Based on the security access, Admins may be able to: Create new Admin users View user information Change user passwords Change user profiles Delete cardholders and/or Admin users from the system Create and reset user passwords Admin Group To view a list of the Admin Users, click on the View Users hyperlinks that coincides with the Admin Group users you would like to view. 7

To further manage an Admin User, click on the View hyperlink that corresponds to the Admin User that needs assistance. Use active links to assist the Admin user to modify their access, update their phone number and email address, change their password, lock their access, or delete their access. NOTE: It is very important to keep phone numbers and email addresses current. These can be used to verify the user in the event they are unrecognized by the system. 8

Create New User To add a new user, click the Create a New User hyperlink. Fields with an * are required. Notice the option below to restrict the user to a particular IP Address, company or sublevel, and the maximum Credit Limit they can key for existing cardholders. Email addresses and phone numbers must be exact and be kept current. 9

Search for Admin User To search for a list of Admin Users within an Admin Group, select the Search for Admin User hyperlink under the Admin Security Menu option. When searching for an Admin User, select the Admin Group and at least one additional search parameter. Admin Activity Report Use the Admin Activity Report function to create reports for Admin groups or individual users. Reports are available for most functions in ezbusiness. These can be used to determine which Admin completed a particular activity, to the volume of activities completed by groups of admins. This report can be downloaded into a spreadsheet for auditing purposes. 10

Commercial Card The Commercial Card Menu option in ezbusiness provides access to company information. The options are shown below. View Company List To view your company, select the View Company List hyperlink within the Commercial Card menu option. This option allows admins with access to view multiple company ID s without entering search criteria or limiting their searches. Most company admins are restricted to only viewing one company ID. View Hierarchy Click View Hierarchy to view the multiple hierarchies established for your company. Select the View hyperlink on the View Hierarchy page to view users and additional information. A list of cardholders connected to this company appears. BL ACCT indicates that it is a billing account for the company Cardholders connected to a billing account display an M after the Status column, indicating that the user receives Memo statements A check in the User field indicates they have enrolled in ezcardinfo The T in the red circle indicates a temporary credit limit is in effect on the account Click on a cardholder link for additional information 11

Navigation List The Navigation List contains company or cardholder level information. After you have selected the card number from Commercial Card, then Company, an additional navigational list allows you to view reporting, level options, payments, messaging and expense management information. Reporting The content of the Navigation List drop-down varies whether you access if from the company/hierarchy or the cardholder screen. Reporting at the company level provides options for pulling reports on all the cardholder(s) including Transaction and a Credit Line report. Reporting at the cardholder level includes searching for individual cardholder transactions, transaction by date or by statement. Download options include: Text file in comma-delimited (.csv) format Text file in tab-delimited (.dat) format Quicken 98/MSMoney (QIF) Quicken (QFX) Quickbooks (QBO) 12

- Transactions (Cardholder) View transactions posting to a cardholder s account, within a specified time period. This is helpful when accessing a billing account, to view all transactions posting to it. - Transactions Report (cardholder or company) Use this feature to request a transaction report for one or all accounts and download the file. - View Credit Line Report (company) Use the View Credit Lines company level report to view, download and print the credit limit details (permanent and temporary), for all the company cardholders. Click the column headings to sort them. 13

Click on Configure Grid View to select information to appear in the spreadsheet. - Statements Statements can be viewed, by the selecting the applicable Statement Date hyperlink. Level Options 14

- Level Financial Details Use the Level Financial Details page to view company or sub-level financial information, including balances and credit limit date (selected on the Financial Details page). This page also displays all products available for this company or sublevel, active accounts, balance information per product and more. To view this information, select Level Financial Details from the Navigation List dropdown menu. - Level Processing Options Use the Sublevel Processing Options page to view processing options for a selected sublevel or the entire company. To view the level processing information, select Level Processing Options from the Navigation List dropdown menu. The Level Processing Options page displays. 15

You may also access this page from the hyperlink available in the Level Financial Details page. - Level Administrative Options Use the Level Administration Options page to view administrative information for your company or sublevel. To view this information, select Level Administrative Options from the Navigation List dropdown menu. The Level Administrative Information page displays. This page can also be accessed through the hyperlinks from the Level Financial and Processing Options page. 16

Payments Use the Make Payment feature to schedule one or more online payments for a current or future payment date on a billing or individually billed account. You may schedule a payment for up to 60 days in the future. Once the payment is made, the payment amount is automatically deducted from the designated account. Payments made up to 5:00 p.m. EST will be credited to the account on the following business day. To make a payment on a commercial card account, perform the following steps: 1. Create a Payment Account (if you haven t already done so). To add a new payment account, click the Add Payment Account link. The Add Payment Account page displays. Complete the steps to register the account from which the payment is made. 2. Select Make Payment form the Navigation List dropdown menu. The Make One Time Payment page displays. 3. Select the Payment Account from which to make the payment. Or, add a new Payment Account. 4. In the Payment Amount section, check one of the following options for the amount to pay. Minimum Payment Due (will include any previous amounts due) Statement Balance Current Balance 17

Other Amount If you select Other Amount, type the dollar amount in the $ box. 5. Click the Payment Due Date or Other Payment Date box. If choosing Other Payment Date, select the date for the payment from the date calendar. You can set up a one-time payment up to 60 days from the current date. 6. Type a short memo in the Payment Memo Box to add a note or additional information about the payment. (Optional) 7. To receive an email confirmation when the payment has been updated in the ezcardinfo system, check the Send payment confirmation to this email address check box. To enter multiple email addresses, separate each address with a semicolon. 8. Click Submit to submit the payment for validation. If the payment is validated, the Payment Confirmation page displays the payment details. 9. If the payment is not validated, an error message displays identifying the following error detail. The payment amount entered less than the minimum payment due amount. The payment date entered is greater than the payment due date on the account. The total amount of pending payments exceeds the current balance by more than X%. 10. Correct these errors. Click Continue to resubmit the payment and review the payment details on the Payment Confirmation page. NOTE: If the payment is made before 5:00pm EST, the payment posts to the account on the same day. If the payment is made after 5:00pm EST, the payment posts to the account on the next business day. If the payment is made on Saturday or Sunday; the payment will post to the account on the following Monday. 11. After the One Time Payment has been submitted and validated, the Review Payment Details page displays the payment details, along with the Regulation Disclosure Statement and Authorization and Signature Statement. 12. Review this information carefully. Select from one of three payment confirmation options, described in the table below. 18

- Manage Payment Accounts The Manage Payment Accounts page allows you to view existing payment accounts and set up payment accounts that can be used for making account payments online. To view this information, select Manage Payment Accounts from the Navigation List dropdown menu. The Manage Payment Accounts page displays. This page lists all of the active and deleted payment accounts, used to pay your company s cardholder accounts online. You can create an unlimited number of payment accounts. Once a payment account is created, it can be used immediately to make an online payment. - Payment History The payment history for a commercial card account consists of all payments that have been made on the ezcardinfo site or the ezbusiness Card Management site within the last eighteen months, including pending and canceled payments. Payments with a pending (future date) status can be updated or canceled. To view the online payment history for a commercial card account, perform the following: 1. Select Payment History from the Navigation List dropdown menu. The Payment History page displays. You can now view the account payment history information, modify any pending payments, and download the information as a text file. IMPORTANT! Once a payment status indicates Submitted, the payment cannot be canceled. Messaging 19

- Online Requests Within ezbusiness the Company Administrator can easily send requests for changes to cardholder accounts to the Credit Union using the Online Request feature. Service Requests are either: Submitted real-time to the credit card processing system, or Delivered to the ezbusiness system in the Incoming Messages queue for the Credit Union to monitor and fulfill the request in Commercial View. The service requests available are: SERVICE REQUEST TYPE REQUEST PROCESSING DESCRIPTION Address & Phone Change Real-Time Update Change or add a mailing address or phone number. Change Cardholder Authorization Block Real-Time Update Add or remove temporary authorization block. This does not close account. Change Credit Limit Real-Time Update Changes the credit limit on a cardholder s account. Close Account Real-Time Update Closes the card account. Contact CU to re-open the account. Request Replacement Card Queued to CU Order a replacement card for a cardholder. To report card lost/stolen contact CU. 20

- Company Inbox ezbusiness Card Management offers a messaging feature that provides a secure communication channel between the Credit Union and the Company Administrators. The INBOX contains communications from the user s site administrator mainly responses to the company s service request. The inbox page displays the following information: Message Topic Subject Account Date of Message Status Hierarchy Name - Sent Messages You can view any service requests or online messages that you have sent. If you have more than one account linked to your username, you will see sent messages for all your accounts. To view sent messages select Send Items from the Navigation List dropdown menu. The Sent Items page displays the following information: Message Topic Subject Account Date of Message View/Delete hyperlinks Hierarchy Name Click the View link for the message you with to view. The View Message page displays the sent message. To archive this message for future references, click the Archive link. - Archived Messages Select Archived Messages from the Navigation List dropdown menu to view a list of archived messages. 21

Inbox INBOX is the user s personal inbox. This contains messages sent through the Compose Message application. View incoming messages by clicking INBOX in the menu on the left of the page. Use the page to View, Delete or Reply to messages. Online Profile After logging into ezbusiness, you will also have the option to change and update your login password. To update your online profile, select the Change Password hyperlink, complete the required fields following password requirements, and then click OK. 22

Expense Management (Optional) Genius Scan Application The Genius Scan application should be downloaded onto each cardholder s phone. The application is compatible with iphone, Android and Blackberry. This application gives the cardholder the ability to take pictures of their receipts using the phone s camera. These pictures can be stored in a folder. The folder will be emailed to the approving manager the same day their expense report is submitted. - Taking Photo of Receipts Open the application. There will be a choice of whether to import a previously taken photo from your library or take a photo with your camera. - Adjusting After taking the photo, an orange grid will appear on the photo. This grid can be used to crop the photo. Simply drag the edges of the grid using your finger over the part of the document you wish to use. Once you are done, hit the use button on the bottom right. Now you can change the image to black and white or colored and you can rotate the image. Once you are satisfied with the image, press the save button. The application will give you the option of saving the photo to an existing document folder or creating a new document folder. New document will create a new folder with that photo. Existing document will take you to the existing folders and you choose which folder to add the photo. - Multiple Photos To take multiple photos that will be saved into the same document folder, choose the folder you want to save the photos to. Once chosen, there will be a plus sign on the bottom right. Press this to create multiple-photos to once document. Follow the same instructions to create the photo. 23

- Documents Back at the main screen of the application, you can see all the folder documents that have been created. These documents can be edited at any time. Choose the document file you would like to edit. Once in the document folder, press the edit button on the top right corner. This will give you the ability to delete photos and move the photos into different order. To change the name of the document, press the i button towards the top left. This will bring up another page. On this page you can change the title, and page settings. Press done when the changes are complete. - Email Receipts to Manager Once you are ready to send the document folder of receipts to your manager for your expenses, choose the document folder you wish to send. In the bottom right corner you will see a send button. Choose the email option, and then choose the size scale for your documents. Typically the smallest scale will work best. Next, type in the email address of the approving manager and send. This will send an email with a PDF file to the approving manager containing all the receipts/documents. 24

ezcardinfo.com Expense Report Creating a New Expense Report by the Cardholder Sign into www.ezcardinfo.com To the left you will see the category Expense Management; click on this link and options will appear below. Choose New Expense Report. Now, you will see a list of transactions on the card by transaction date. The oldest will be at the top. 1. Name your Expense Report 2. Look at the transaction you want to put in this report. Does the transaction match to the appropriate Expense Category? 3. If the Expense Category does not match up, click on the Transaction Description in blue. This will turn the description red. 25

4. A window will pop up for this transaction. Here you will be able to create further detail for this transaction. 5. Choose whether the transaction should be included in the expense report or a personal item that will be paid out of pocket. 6. Choose the appropriate expense category. 7. If done, then click Save. a. There is also an option to add a memo on this transaction if desired. 8. If you want to split the transaction between two expense categories, click the split button to the right. 26

9. A screen will appear below. 10. To split the transaction: rename the item, choose the first amount and choose the appropriate expense category. 11. Click Add new to continue splitting the transaction. 12. Once you are done, Click Save at the top right. 13. If you want to see the details of the transaction, click on the More Details button to the right. 27

14. A separate window will appear showing the detail information for that transaction. 15. Once you have detailed the transactions, select the transactions you would like to put on the Expense Report. 16. Click on the box to the left of the transaction to select. 17. Scroll down to the bottom of the page. 18. If you do not need to enter in mileage or out of pocket expenses, click the submit button. 28

After the expense report is submitted, a confirmation will appear. An email is set to your manager for approval. They will review the report to accept or reject. - Out of Pocket Expense You can create an out of pocket expense to add onto your credit card expense report. This way you will not have to create a separate report to get reimbursed for items you have paid for by other means. 1. Click on the Out of Pocket button. 2. A screen will appear to input the details of your expense. 3. Type in the description of the transaction. 4. Choose the appropriate expense category. 5. Type in the amount. 6. Choose the payment type (cash, credit card, check). 7. Type in the date the transaction occurred. 8. Type in a memo (optional). 9. Click Save. 29

If you need to remove the item you have saved, scroll down to the bottom of the page. Click on the description. This will bring up the same window. Click Delete Item to remove from the expense report or make you can make corrections and save. - Mileage Expense Adding mileage works the same way as Out of Pocket expenses. This allows you to add mileage reimbursement onto the same expense report. 1. Click on the Mileage button at the bottom of the page. 2. A window will appear on the screen. Type in the Description, Miles, Date, Memo (optional). 3. Click Save. 30

Submitted Reports You can go back to look at reports you have already submitted and make changes. 1. Click on the Submitted Reports link in the left column. http://www.xxxx/images/banner.gif 2. To view or edit report, click on the subject name. 3. The report will appear. You will see the status of the report. If the report has been rejected, that mean something on the report needs to be corrected. 31

4. Click on the Lock for Edit button. 5. Now you are able to make changes and the button changes to Resubmit. 6. Once the changes are complete. Click resubmit to send the new version to management for approval. Reviewed Reports Reviewed Reports is the same set up at Submitted Reports. These show the reports that have been reviewed by management. 32

Search Expense Reports Here you can search past expense reports by date, report name, status, and payment method and/or confirmation number. Admin User Navigation The URL for ezbusiness is: https://www.ezbusinesscardmanagement.com/ 1. Type your user name and click Log In. The username is case sensitive and no duplicate user ID s are allowed in the system. 2. Enter your password and click Log In. 33

3. Once you have logged into ezbusiness, there is a configuration bar at the top with a drop down menu used to navigate through the application. The first four categories are used to set up the program for the company. This will be done during the set up process, but can be edited in the future by the Financial Institution or the Company. Expense Management Settings On this screen you can create an expense report header and a header for the confirmed expense reports. This is used to help remind the cardholders of information about submitting an expense report to the company. This information will be created at initial set up. This page is also used to set up Mileage and/or Out of Pocket expenses. The company will have the option to add this feature. This is will be set up when the program is created for the company. 34

Edit Expense Categories This section shows the Expense Categories set up for your company. These categories contain specific general ledgers, description and merchant category codes. This is used at the cardholder level when creating their expense report. These categories can be edited after the initial set up by the Financial Institution or the Company. Edit Cost Centers Cost Centers are the departments that each cardholder belongs. The Company can set up the different departments that certain cards should report. This section is set up when the program is created for the company. 35

Expense Report Search In this section, you can search expense reports and narrow down the results. 1. Input the information to refine the search. 2. Click Search. 3. Search results will appear. To view the report, click on the Subject name highlighted in green. 36

Review Expense Reports Once an expense report has been submitted by the cardholder, the admin user will receive an email. Subject: Reminder-New expense report (conf#) from Cardholder Name Message: The following Expense Report is awaiting approval: Name of Cardholder: THOMAS D RUDD Account Number XXXX-XXXX-XXXX-0359 Submitter Subject: Trial Expense Report Confirmation Number : 66024 Cost Center : Management Requested Date : Wednesday, October 9, 2013 Submitter Memo Follows: Once the email is received, log into ezbusiness to review the report. When you log into ezbusiness, you will receive a message that an expense report is pending for review. 1. Go to your Inbox. 2. Click on View to the right hand side. 3. Information on the pending report will show. To View scroll to the bottom and click the link that says Click Here. 4. Now you are able to see the details of the report. 37

5. Once you have reviewed the information, select Approved or Reject. 6. If you choose Reject, you will need to type the reason in the box below. 7. Click Review Expense Report. Before decision the expense report, the review can add notes in regards to the report. Any notes the cardholder will make on the report will show up in the first box titled Notes. The Notes section is used by the cardholder during the create expense report phase. They will add notes for the review. 38

Approving Expense Report 1. Once you have reviewed the information, select Approved. 2. Click Review Expense Report. If a second reviewer is required, they will receive an email that the first reviewer has approved the report. The second reviewer will follow the same steps. Go to the INBOX and view the report. The second reviewer will choose either Reject or Final Approval. **Once reports are Final Approval status; reports can be set up to gather the data from those reports to give to the accounting department to be paid** 39

Rejecting Expense Report If the expense report needs to be rejected, a note must be place to describe to the cardholder why it is being rejected. The cardholder will then have the chance to go back into the report and make the appropriate corrections. 1. Choose Reject. 2. Type in the reason for why the report is being rejected. 3. Click Review Expense Report. Once a rejection is submitted, a notification will go to the cardholder. The cardholder is then responsible to log onto ezcardinfo.com to fix the expense report and resubmit. Reporting 1. There are 3 types of reports you can run on Expense Management. 2. The most common is the Export to GL. 3. Click on the link Export to GL. 40

4. A create/edit screen will pop up to name and describe the report. 5. Click Run. 6. Once you click run, you will be taken to the My Reports screen. 7. Click Search to view the report. 8. You will be able to see the most recent report at the top and previous reports below. 9. You can edit the reports, delete export or Run the reports created. 41

Edit Reports 1. Click the edit link. 2. Now you can edit the name, description, etc. 3. Click Save once finished. Run Reports 1. Click the Run link. 2. This will run the report and take you to another webpage that will say: The user report has been returned to the queue 3. Close that window to return to the My Reports screen. Delete Reports 1. Click the delete link. 2. A warning will pop up asking if you are sure you want to delete. 3. Click OK. 4. This will run the report and take you to another webpage that will say: The user report has been successfully deleted 5. Close that window to return to the My Reports screen. Export Reports 1. Click the export link. 2. A window will pop up to ask if you want to open, save or cancel the report. 3. Now you can view the report in Microsoft Excel. 42

Create/Edit Reports Advanced 1. You can create reports with more details by clicking the Advanced button. 2. Once you click the Advanced button, 4 tabs will appear across the top of the edit screen. 3. The Main tab looks the same as the regular edit screen. 43

4. Scheduling tab will allow you to set up automated reporting. You can run the report automatically Daily, Weekly, Monthly or Yearly. 5. Export Mapping Tab has 4 different choices for what fields are in the report. There is the default of General Ledger Small Output Format, General Ledger Output Format, Simple Closeout Report Format or the option of creating a new format. 44

6. When creating a New format, choose New and then copy from one of the formats. 7. Now you can uncheck or check the Fields you wish to view on this report. 8. Once you are done choosing the fields, click Save Fields at the bottom right of the page. 9. Notifications Tab will allow you to set up if you want to receive notification via email when the report is done processing and/or has data attached. 45

Example of report: 46