CORPORATE ACCOUNT RECONCILIATION SAM CAR SAM2CAR: Key Functions Manual for Program Administrators May 2012
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How to Use This Manual This manual is designed to serve as a reference guide to help you perform key functions quickly and easily in CAR. The first part of the manual includes high level descriptions of key functions in SAM along with an illustrative screen shot. The corresponding function in CAR is described in detail with comprehensive steps accompanied by annotated screen shots. The goal is to provide you with a frame of reference for each function in SAM without detailing the steps which you already know so you can focus on making a successful transition to CAR. The second half of the manual includes powerful new features available in CAR and @Work along with comprehensive steps to help you take advantage of these new tools. Contents Current Functions: SAM & CAR Cardmember Maintenance Page 4 User Maintenance Page 6 Validating Accounting Codes Page 10 Exporting Data Page 12 New Features: CAR Self Registration Page 16 E-mail Maintenance Page 18 Broadcast Messages Page 19 Customized Reporting Page 22 If you need assistance or have any questions, please call the CAR Help Desk set up for former SAM users. There, you can connect with product support specialists knowledgeable in both SAM and CAR. 3
Card Maintenance In SAM, you can assign or change Cardmember default accounting codes within the Organization Hierarchy section of the Administration menu on the Account Allocation screen. Defaults can be established or modified for either a single card or for multiple Cardmembers simultaneously. Card Maintenance is where card defaults are maintained in CAR. You will need to know the Cardmember number in order to perform maintenance. 1 Select Card Maintenance (A) from the User Groups window and select the Card (B) tab. A B SAM2 CAR
I H C D 2 Enter the Cardmember Number (C) and click on Lookup Card (D). Note: If you want to update multiple cards to have the same account settings, you can repeat this process and enter additional cards as long as they are in the same BCA. 3 Highlight the desired Accounting Default Value (E) and select Yes in the Override Accounting Default (F) box. Enter or select the desired Default (G) accounting element and then click Update Default. 4 Click Save (H) and then Refresh (I) to clear the screen. Note: This step is necessary if you want to enter a different card. E F G 5
A User Maintenance Creating a New Profile To create a new user profile in CAR, you will need to log in as a System Administrator and go to User Profile Maintenance. 1 Click on New (A) to create a new user ID, enter the desired User ID (B) in the pop up box and click Ok (C). Enter the Personal Account Information (D) including name and e-mail address, select the desired Language from drop down menu, and click Next (E). New Cardmembers and users who need to have access to the system, but who are not Cardmembers, may be added to SAM via the Administration tab on the main menu. Sam prompts you to create a unique user ID and password. You can then create a customized permission profile to establish the menu, viewing and editing field options associated with each Cardmember/user ID and common functions including: System Administration Cardholder Administration Merchant Administration Queries/Reports Transaction Administration Accounting Administration 2 D B On the next screen, select Corporate Account Reconciliation in the Product (F) window and click Next (G). F C E G SAM2 CAR
3 Cardmember will be auto-selected on the Select User Groups (H) screen. Deselect if not applicable and/or select any additional groups that apply for this user, and click Next (I). H I 4 If Cardmember was chosen, you will be prompted to Assign Cards. Enter the Card Number (J) or click on the ellipses to search by name or account number, and click Ok (K). Note: Similar screens will also appear if other user groups were checked on the previous screen. Click Add Card (L), repeat the steps if additional cards need to be added, and then click Next (M). J 5 Make sure a Default Role (N) is selected. It is important to specify the view that will initially be see upon login, particularly for users with multiple roles. Make changes to the User: Role Setup (O) fields where applicable and click Next (P). L K M O N P 7
User Maintenance: Creating a New Profile (cond.) Q R 6 7 8 The User: List Setup (Q) screen settings are optional and allow you to specify which fields the user can view. These settings can be managed at a higher level for all users and you only need to complete this screen if you want to customize views specifically for the user you are registering. If not, click Next (R). The User: Validation Groups Setup (S) screen is only applicable if you use group validation and need to add the user to a specific group. If not, click Next (T). Click Submit Update (U) to save your changes. S T U 8
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Validating Accounting Codes Your company s accounting codes were loaded into CAR prior to the transition. Accounting values can be managed manually by adding or deleting values from your existing tables or importing files to update your tables. While most clients choose to update validation codes automatically, you can manually add or delete single and combination values in your tables. 1 Navigate to the Site Maintenance screen and drill down to the Maintenance (A) tab. Here you can search for specific values you want to delete or specify new values you want to add. The Combinations (B) tab allows you to view combo validation records that were loaded into your site so you can add, delete or update values in your existing tables. Your company s accounting codes, or Chart of Accounts, was loaded into SAM via a batch file during implementation and is continually updated by a file that is submitted to American Express on a regular basis. However, SAM also allows you to perform manual updates to your chart of accounts via the Accounting Administration sub-menu, where you can add, edit or delete accounting codes. A B Please call the CAR Help Desk if you require assistance manually updating your validation codes. SAM2 CAR
E A B F C G I K H J L You also have the ability to update validation values by importing accounting files, which is recommended if you are adding or deleting a large number of values. 1 The first step is to import your validation file. After highlighting Site Maintenance in the User Groups window, and selecting the Acct Flds and Validation tabs, click the Files (A) tab. Drill down into the CAR (B) file to access your site folder and click Import (C). In the pop up window, select the desired file from your computer and click Open (D). The file will import and appear under the selected site folder. D 2 3 M The next step is to load the file to your validation table. Click on the Tasks (E) tab, select the desired Task (F) file and click Start (G). Select the desired Load Method (H) in the pop up box. Choose from the following options: Replace if this file is loading for the first time replacing the entire file; Add if you have a list of new values to add to your existing table; or Delete if you have a list of values to delete from your existing table. For Single Validation (shown) you will need to select the Accounting Field (I) you are updating. For a Combo Validation, you will need to select the Combination Name. The Group ID (J) field should default to All Groups unless you use group validation. Select your site folder name in the Directory (K) field and the file you want to load in the Filename (L) field drop down menu, and click Ok (M). 11
Exporting Data Using the IFB Run Manager Like the mapper function in SAM, CAR s interface file builder (IFB) function allows you to export data into your GL and financial system, which is critical at the end of the billing cycle to manage the posting of accounting data. The IFB function allows you to run extract files as well as user and card listings. 1 The production of IFB files is a two part process: extracting data using the Task or Run Manager, and then exporting it to your local workstation for loading into your financial system. To perform the data extract, select the Template (A) you would like to run and click Start (B). The mapper function, which is accessible through SAM s Administration menu, enables you to export transactions from SAM and all of the associated accounting information into your general ledger (GL) and financial system. The mapper output file is determined by the date range you specify or it defaults to your internal accounting cycle. Running a final mapper file after each accounting cycle ensures: Transactions are locked down so no changes can be made after they have been exported. No double mapping to the GL occurs. A B Any accounting codes allocated to transactions that have not been final mapped cannot be deleted from your chart of accounts. SAM2 CAR
C G D H E I J F 2 In the pop up window, enter an Output File Name, if desired, and Select a runtime definition (C). Note: Runtimes can vary depending on whether you are running a range of dates, cycles or locking the data. Make sure the Transfer File to Mailbox (D) field says None unless you use Secure File Transfer (SFT) to automatically upload files to your GL and intend to do so. Choose the desired Cycle and Start/End Date (E), and click Ok (F). 3 To export the file to your workstation, click on the Files (G) tab, drill down to the IFB/Output Files folder for the site and highlight the file (H). Note: Unless you renamed it, the file name will be the template name plus a date and time stamp. Click on Export (I); use the windows browse function to Export and Save the file (J). 13
Exporting Data: Using the IFB Run Manager (cond.) K 4 The Status (K) tab provides the history of extracts that have been run and indicates whether the corresponding cycle is currently locked. If a cycle is locked, users can no longer approve transactions or make changes to the accounting information. M N 5 However, you can unlock a Locked cycle to allow approvals and changes by selecting it in the Post Status (L) column and clicking the Unlock (M) button. A locked cycle can also be opened for approvals ONLY by selecting it and clicking the Allow Approvals (N) button, which will change the status to Acct Locked. Note: To lock a cycle back down again, you must run a locking IFB extract. L 14
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In CAR, Cardmembers can self-register for a User Profile, which is basically the User ID and associated permissions that enable them to access the system and perform the tasks/activities for which they are responsible. This text is provided so you can guide them through the process. To get started, Cardmembers must go to https://amex.iers.ihost.com and enter the Company New Feature Self Registration After logging onto https://amex.iers.ihost.com and entering their 1 Company Key, Cardmembers should click Register Now (A). In the New User Registration (B) window, they should select the desired Language, enter their Name and User ID, select a Challenge Phrase and case sensitive Answer, and key in their Email Address. After checking the Corporate Account Reconciliation (C) box, they should click Next (D). Key, which they must be given prior to self registration. A Note: For any type of access other than Cardmember, B users needs to contact the Program Administrator to have the additional access added to their profiles. D C CAR
2 On the next screen, they will be prompted to enter their Card Number (E). If they have multiple cards, they can click Add Another Card. If not, they should click Next (F). F E 3 After confirming their user information and clicking Submit (G), they will see a New User Registration (H) message indicating their registration was successful and they will receive their CAR system password via e- mail within 24 hours. G H 17
CAR allows you to send e-mails directly from the system. They can be one-off custom e-mails or triggered by specific events. For example, you could set up an e-mail to go out every Wednesday to users who have new transactions that have posted over the previous week. You need to create the body of your e-mail outside of CAR and save it as a.txt file that you can import into CAR. A New Feature E-mail Maintenance 1 Highlight Email Maintenance in the User Groups window, click on the Templates (A) tab and click New (B). Select a Template Type (C) and a Template Set (D) by clicking on the ellipses and entering a name for the template you are creating. Specify the Language (E) for the template and make sure the Default (F) field is set to Yes. C B I D E F G H J 2 If you desire, fill out the Reply To field and then enter a Subject (G) for the e-mail. Click Import Mail Template Body (H), select the.txt file you created and click Save (I). Note: View Parameters (J) is optional and allows you to enter commands such as @2 (shown), which will replace the command with the User Name of the recipient(s). CAR
A B I Once you ve created your e-mail template, you can schedule delivery. A template can be scheduled multiple times to be sent on various dates to various recipients. It is not necessary to create a new template for different users if the message is the same. E D H F G J C 1 2 Click on the Schedule (A) tab and New (B) icon. Select the desired Email Trigger Event, key in a Schedule Name (C) and select the desired Frequency (D). Note: Options will vary based on trigger type; additional options such as Start Date may show. Select the desired Email Template (E) and ensure the Status (F) field is set to Active. If you d like to receive notification that your e-mail has been sent along with a list of recipients, check the Send email report (G) box. 3 Click Specify Recipients (H), choose from the various options and click Save (I). If you need to send the e-mail to multiple groups, you will need to set up multiple schedules. Also, depending on the type of trigger you have chosen, you may need to click Settings (J) for additional parameters on who should receive the e-mail prior to clicking Save (I). 19
CAR allows you to send broadcast messages via e-mail as a means of communicating with your users. Users must log in to CAR to see broadcast messages. The messages are easy to set up and maintain. Multiple messages can be sent and users can simply scroll through them upon logging in to CAR. New Feature Broadcast Messages 1 Highlight Site Maintenance in the User Groups window, select your site and click Broadcast (A). Select the Effective Date and Expiration Date (B), make sure the Status (C) field is set to Enabled and select a Language (D) from the drop down menu. G A B C D E F 2 Key in a User Name and User Title (E) followed by your Message (F) and then click Save (G). Note: The User Name and User Title are optional. However, we recommend you populate them so users know who sent the message. CAR
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Customized Reporting gives you the power and flexibility to turn information into actionable insights. With the ability to view your data at both the summary and detail level, you can quickly identify key program performance drivers, such as Total Spend by Month, or perform detailed analysis on individual transactions. With @Work, you now have a comprehensive picture of your spending, so you can create real impacts for your business. Customized Reporting is available through a simple and intuitive interface accessed by selecting the Go button within the Reports section on the @Work Home Page. To access Customized Reporting, log on to American Express @Work by visiting https://www.americanexpress.com. Locate the login box and enter your User ID and Password. Select American Express @Work from the dropdown menu and click log in. New Feature Customized Reporting The Report List tab is your inbox of reports, where you can view your customized reports. Here s a quick tour: Use the Now Showing (A) drop down menus to refine your list of reports. Enter text into Search list by keywords (B) box to find report names and descriptions. Click on an element in the header bar (C) to re-order your reports by that column. Hyperlinked report names (D) indicate customized reports. Click on the link to open that report. Reports with an asterisk (*) indicate standard reports. Click on the Info icon (E) to view the report description, date posted and company level. For standard reports, click on the Excel or PDF icon (F) to open the report in either format. Click on the Notepad icon (G) to modify/customize your report. For Customized reports, click on the export icon (H) to export your report. Select the reports you want to delete by clicking the corresponding box to the right of the screen and click the Delete button (I) to permanently delete the selected reports from your list. From the @Work home page, locate the Reports section. Click on the GO button to access Customized Reporting. CAR
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Report Builder: Select a Report Template From the Report Builder tab, you can select the report template you wish to run. This tab contains all American Express templates as well as user saved templates. 1 Select a folder (A) from the left and view the available templates: American Express Templates include all prebuilt templates available. Saved Market Templates in the My Reports folder are all the templates you have modified and saved. A C D G F Saved Market Templates in the Company Reports folder are templates modified and saved by anyone in your company with access to this folder. 2 Use the Category and Type (B) drop down menus to refine your search results. Click the Report Name (C) to view the Template Description and click the desired link (D) to select the type of report you want to run. B E 3 Optional: Click on View Sample (E) to view a sample of the highlighted report, the Need Help? (F) button to view help content or the Report Preferences (G) link to modify your preferences. 24
Report Builder: Customized Report Basic Criteria Tab 1 2 To run a customized report, you ll click through three tabs. The first is the Basic Criteria (A) tab, which displays all required data prompts. The Data tab displays elements you can choose to see on your report and the Filters tab allows you to refine your report criteria. You can use the Previous and Next (B) buttons to navigate between the tabs. Begin by choosing the Report Type (C) you would like to build based on the template you have chosen (e.g., detail or summary level data, etc.). A C D 3 4 Select the Control Account(s) for which you wish to run the report based on the Company Level (D) prompts displayed. Scroll down further and select the Cycle Date (E) from the drop down menu and choose a Predefined Date Range (F) or specify a Custom Date Range. Click Run Report (G) to run your report and then click on Save (H) to save it. Click Cancel (I) to close Report Builder and return to the landing page. J E F G H I B Note: To set all template options on all three tabs back to the default selections at any time, click Restore All Defaults (J). 25
Report Builder: Customized Report Data and Filters Tabs 1 2 3 Under the Data tab, use the Collapse All and Expand All (A) links to hide or show the data elements available on the report. Check the appropriate boxes (B) to add the desired elements or deselect individual data elements. The Data Display Order (C) box displays the data elements that will appear as column headers on the report. Use the arrows to the right of the box to reorder the data elements. Under the Filter tab, use the + (D) buttons to expand each filter. Follow the onscreen prompts to filter your report results. Filter applied (E) indicates a selection has already been made. A B C D E 26
Report Viewer: View Your Customized Report Results 1 2 Custom reports will be in your Report List and the header bar includes basic information like report name and date modified (A). Use the arrows (B) to change the Date Range and Company Level. Click on Save, Print or Export (C) to view the report outside of Customized Reporting. Click on Schedule (D) to set a time (daily, weekly, monthly) to run your report automatically. A C D E F G B The View and Data (E) menus offer multiple 3 options to manipulate your report. The Advanced Filter (F) and Quick Filter (G) both allow you to refine your report results. 27
Report Manager: Rerun Reports and Modify or Delete Report Schedules 1 Click on an element in the header bar (A) to re-order your reports by that column. The Frequency (B) header Indicates when your report is scheduled to run. Click on the Information (C) icon to view the report description, company level and frequency. 2 Click on the links (D) to Deactivate, Activate, or Rerun your standard reports, or to Modify (E) the schedule of your customized reports and the criteria of your standard report setups. A B C D F 3 Select any reports you no longer wish to receive automatically by clicking the appropriate box. To select all of the reports click the box (F) in the header bar. Click the Delete (G) button to permanently delete the selected reports from your Report Manager. E G Note: Standard Reports cannot be deleted from this screen. If you no longer wish to receive the Standard report, click the corresponding Deactivate link. 28
Prompts and Filters: Choosing Hierarchies and Data Criteria 1 2 The Company Level is one of the key prompts on the Basic Criteria tab of a report template. The selected hierarchy items appear as a string of items in the Selected (A) box. To add control accounts select items from the Available (B) box on the left. To remove specific items from your selected list, click on any item name to open a list manager (C) pop-up menu. Add or remove selections and click OK (D). B A 3 The search feature displays the results as a separate list of items at the bottom of the Available box (E). C D E 29
Prompts and Filters: Getting Desired Results Many of the optional filters require an item to be selected prior to adding any filter values. B Note: Some filters are designed as data trees where you must expand the selections using the + buttons to drill down to your desired options. 1 Example: To filter by Cardmember Account Number, select that option (A) in the available box and click the >> arrow to add it to the Selected (B) box. A E G C 2 Click on Value link (C), Enter a Value (D) into the pop up box and click OK. D 3 4 Click on ID1 (E) and select DISPLAY_REPORT from the drop down menu (F). Click on Equals (G) to change the selection logic in the pop up box (H) if needed. H F 30
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CORPORATE ACCOUNT RECONCILIATION SAM CAR 32