Access the PNC ActivePay website at: https:\\www.pncactivepay.com 1 2 3 4 1. Login to ActivePay by entering your assigned USERNAME, PASSWORD (new user, Welcome1), and ORGANIZATION ID is WKUGROUP. 2. Click on Log In button. 3. This button to be used if a cardholder is self registering for the web application only. (See self registration) 4. For forgotten Username or Password - Click on hyper link for Forgot Username or Password this is for card holders only. (See Forgot Username or Password) All other forgotten Usernames and Passwords contact Program Administrator (Pam Davidson). 1
HOME PAGE EXPLAINED 2 1 6 3 7 4 5 8 1. Home Always returns you to the Home Page. Logout Logs you out of ActivePay. 2. Modules Each module has a drop down menu when you position your mouse over it. This is how you will navigate through the application. 3. Welcome widget This box contains information about your user account. 4. Announcements widget This is where you will see announcements from either your organization or from PNC. 5. Cardholder Information widget Shows any cards associated with your user account. 6. Quick Links widget Gives you one click access to the most frequently used functions within the application. 7. Inbox widget Lets you know if there are actions requiring your attention, and gives you one click access to those items (WKU will not be using this at this time). 8. Reports widget Gives you one click access to some of the most commonly used reports. 2
CARD MANAGEMENT MODULE Account Management 2 1 1. Report lost/stolen card Clicking on this hyperlink brings up the form to report a card lost/stolen. That form is to be filled out and faxed to PNC and WKU Program Administrator (Pam Davidson) to flag the card lost/stolen. Clicking on the link DOES NOT flag the card Lost/Stolen. 2. Card holder information Clinking on the green circular arrow under Manage shows more detailed card information. Clicking on the blue link under History shows a history of changes made to that card. 3
CARD MANAGEMENT MODULE Recent Activity Recent Activity allows you to view the most recent authorizations on your card as well as the current balance if you check the box for View Available Balance. Select the number of most recent authorizations you would like to view from the drop down box. Then click on the Card Number link. Any recent authorizations on the card will list in the Recent Transactions section of the page. The available balance shows on the screen as well. 4
TRANSACTION MAINTENANCE MODULE Statement Clicking on Statement from the drop down menu brings up the following screen. 1. Select a Statement Closing Date, select the Statement Action from the dropdown, and then select the Card Number. 2. Click Submit Action. 3. Print and attach receipts then obtain signatures. This allows you to: view a PDF version of your statement, view transactions that have posted to the account, view payments that have posted to the account, or to view a list of email accounts associated with the card. 5
TRANSACTION MAINTENANCE MODULE Transaction Management Clicking on Transaction Management from the drop down menu brings up the following screen. You can enter search criteria to find specific transactions. Then click on search. Transactions within the search criteria you have entered show below. 1 2 3 4 5 7 6 8 See next page for an explanation of the above screen. 6
TRANSACTION MANAGEMENT MODULE Transaction Management screen explained. 1. Shows summary information for the selected transactions. 2. Allows you to view or hide the Financial Codes. 3. Shows the amount of the transaction clicking on the link gives more detail on the transaction. 4. The green circular arrow under view allows you to view detailed information about how the transaction has been allocated. It also allows you to split the transaction between multiple financial codes by dollar amount or percentage split. 5. Allows you to add notes to the transaction. This is required for WKU transactions. Please state the business function or purpose of this purchase. 6. Check boxes to mark a transaction Reviewed. This must be done for your Transaction Not Reviewed Report to be correct. 7. This shows the merchant name where the transaction took place. Clicking on the name will give more detailed information about that merchant. 8. Indexes & Account Codes clicking on the magnifying glass icon allows you to see a list of all available Indexes & Account Codes. You can then select from that list the index you would like to use. Clicking on save, saves the financial code information. 7
WKU Transaction Not Reviewed Report To schedule the Transactions Not Reviewed report: 1. Go to Company Reports under the Report Studio tab. 2. Click Schedule. 8
WKU Transaction Not Reviewed Report 3. Schedule Nickname and Schedule Description is optional. 4. Choose the Frequency: daily, weekly, monthly. 5. Choose the date you want the report to start. 6. Check the Email and Only Create If Records Found. 9
WKU Transaction Not Reviewed Report 7. Type in the email addresses as described below: For Department Cards: Use the Record Keeper and the Card Supervisor email addresses. For Individual Cards: Use the Record Keeper, Cardholder, and Cardholder s Supervisor email addresses. 10
WKU Transaction Not Reviewed Report 8. Add an Encryption Password and Confirm Password. 9. Click Schedule Report. 11
Disputes To dispute a transaction from the Transaction Management screen: 1. Click the Edit icon. 12
2. Click on the Dispute icon. This will bring up a file download window. You want to open this file which contains the PNC Billing Inquiry Form. 3. Complete the PNC Billing Inquiry Form and email the form to WKU Program Administrator, pam.davidson@wku.edu, for signature approval (bottom of form). Once approval is obtained, the form will be sent back to the record keeper. The record keeper will then send it to PNC. 13
REPORT STUDIO MODULE Report Wizard Clicking on Report Wizard from the drop down menu brings up the following screen. Select the Report Focus you would like by clicking the radio button next to it. Then click Next. 14
REPORT STUDIO MODULE Report Wizard Continued Select the fields you want to include in the report by highlighting them and clicking on the arrow to move them into the Selected Fields box. Then click Next. Select the fields you would like to group and move them into the Grouped Fields box by clicking the right arrow. Select any of the Grouped Statistics Options by clicking the checkbox next to it. Then click Next. 15
REPORT STUDIO MODULE Report Wizard Continued Enter any filter information you would like to include. Then click Next. NOTE: If you want to be able to change the filter criteria at the time you run the report check the box under Allow Me to Change Value(s). Change the order in which the fields will appear by dragging and dropping them in the desired order. You can also rename the chosen fields by clicking the rename link. Select sort criteria from the drop down box. Then click Next. 16
REPORT STUDIO MODULE Report Wizard Continued 1. Select the cards to include in the report. 2. Select the Run-Time Date Range 3. Select the Display Options 4. If you want to save the report check the box for Save Report. Name the report, Enter a Description, and select the folder where you want to save the report from the File Report In drop down box. 5. Click on Execute! The report has been generated. Click on the green arrow to the left to get detailed information. Click on the Export button to see options for exporting the report. Click on Print to print the report Click on the Back arrow to return to the report wizard. 17
REPORT STUDIO MODULE Execute/Schedule/Download Reports Select the folder your report is stored in, MY Reports/Company Reports/Standard Reports. Find the report you would like to execute or schedule then click on execute or schedule. If executing the report the options are the same as shown above. 18
REPORT STUDIO MODULE Execute/Schedule/Download Reports If you click on schedule the following screen appears. Enter a Nickname, Schedule Description, Frequency, Output Type, Report Delivery Options, Email Address(es), and an Encryption Password. Then Click Schedule Report. NOTE: If you are including others in the Send To Email you will need to share the encryption password with them for them to be able to open the report. NOTE: Checking the box for Only Create if Records Found will keep from generating an email when the report parameters return no information. You can view your report schedules by clicking on Report Studio Scheduled Reports. 19
You can edit or delete a report schedule by clicking on Edit or Delete links. You can download reports that have been run by clicking on Report Studio Download Reports. If you have any questions please contact WKU Program Administrator Pam Davidson (270.745.4260) or Marci Caldwell Morehead (270.745.6365). 20