Texas Express ISSUE 1: October, 2011

Transcription

1 Texas Express ISSUE 1: October, 2011 Citi Commercial Cards newsletter for State of Texas Entities In this Issue Page 1 Welcome Page Commercial Card Users Conference Training Team Page 3 Ongoing Training Commitment Online Payments System Page 4 Service Organization Page 5 Citi Computer Lab Welcome to the inaugural issue of the Texas Express! This newsletter, published three times per year, is designed to keep State of Texas agencies and cooperatives informed about program enhancements, training opportunities and valuable ongoing information. You can always access the current issue of Texas Express at Page 6 Program Administrator FAQs

2 The 2011 Texas Commercial Card Texas Users Conference Is Here! Training Day Obtain specialized training to make your job easier and help you understand and leverage our program management innovations. Check out Citi Commercial Cards program management tools, and gain access to over 35 training sessions led by program experts. Be sure to take full advantage of Citi s 2011 Annual Texas Commercial Card Program Users Conference. This is your opportunity to: Participate in interactive and educational sessions Learn about our innovative product technology Gain insight from some of our most experienced professionals Build relationships with other users and experts to capture best practices Remember, at each location, the Conference is divided into two days: Training Day and Conference Day. Austin has a Conference Day and two training days from which to choose. Conference Day Visit our presentations and technology lab to gain Commercial Card information and best practices for efficient program management. Use the day to maximize networking opportunities and exchange ideas with Citibank and your peers. Full agendas for both Training Day and Conference Day will be provided onsite. Conference Dates and Locations Austin: October 17 Training Day; October 18 Conference Day; October 19 Training Day Houston: October 24 Training Day; October 25 Conference Day Dallas: October 27 Training Day; October 28 Conference Day Register and obtain post-conference information at: The Texas Training Team Back row: Kevin Wallace, Carroll Arthur, Carl Hailes, John Malatesta, Tony Swann, Chet Tantillo Front row: Leah Brown, Donna Obarski, Reba Sutherland, Marilyn Bullock, Katherine Georgenson, Erica Graham 2

3 Citi s Ongoing Training Commitment Citi is proud to work with the State of Texas in identifying your specific training needs, and we ll tailor a training and program curriculum to meet your needs. Our experienced professionals are experts in demonstrating best practices to manage and optimize your Citi Commercial Card Programs. They use innovative training methods while keeping a pulse on meeting learning objectives. Among the many resources at your disposal are: Online Ongoing interactive and/or prerecorded webinar training lets you view the system and communicate with our trainers while connected in real time through the Internet. Keep current on Citi s online tools by listening to prerecorded webinar training hosted on CLASS, Citi Learning and System Support virtual classroom. Onsite Learn how to manage your card program at your own location or at a Citi training facility in Norfolk, VA or Washington, D.C. Our sessions will help you become more self-sufficient in managing your cardholder accounts. Video Teleconferencing (VTC) At our state-of-the-art Video Conferencing classroom, we conduct live, interactive Commercial Card training with other VTC sites. Use our line for video transmissions instead of traveling, saving you time and expense. Materials A wide variety of training materials is available for you to review and print, from computer-based training to user and administrator guides. Texas Technology: CitiManager Online Payments System Have you experienced CitiManager? For Individually Billed Travel programs where payments can be made through CitiManager, this innovative technology solution replaces your paper checks with convenient, cost-saving online payments and statements. And the newly released Version 4.3 of CitiManager simplifies online payments in even more ways. For more information about the benefits of the CitiManager online payments and statements system, speak to your Citi Account Manager. 3

4 Resource Corner: Better Service for You To better serve State of Texas clients, we recently upgraded our service structure. The new organization is designed to ensure that you re talking to the right person for your specific need. Here s what you need to know (keep this page handy!) If you need help with Day-to-day card program management inquiries: Processing New Card Applications Changes to authorization controls Changes to operational processes and/or procedures Changes to core card program setup, structure, processes and/or procedures Spending limits Add/remove a Program Administrator Add/remove users to CitiManager online applications, Citi Custom Reporting System (CCRS), CitiDirect Global Card Management Systems (GCMS) the best resource is Client Account Specialists (CAS) Kaylen Woodard or Dustin Reed If you need help with Password resets Building reports Navigation and functionality of web tools the best resource is Online/Web-based Tool Helpdesk (800) option 1 If you need help with Ongoing strategic management: Subject matter expert for Commercial Card products and services Conducting account reviews Helping you grow your program the best resource is Client Account Managers Trish Stoker (512) patricia.a.stoker@citi.com David Cox (512) david.w.cox@citi.com (888) option 3, ext Fax (904) sotx.comcards@citi.com 4

5 At the User Conference Computer Lab Texas Express, October 2011 Bill Prevallet Technical Implementation Section Manager, Citi North American Commercial Cards A subject matter expert in Citi s commercial card technical product offerings, Bill has logged 15 years in the Commercial Cards arena, and over 25 years in financial and operations management, product technology and contract administration. He also has experience managing implementations in NA, EMEA, Asia and Latin America. Bill holds an MBA in Finance and is a CPA. John Reinertsen Director, Global Product Development for Public Sector and State and Local Markets, Citibank Commercial Cards With Citi since 2000, John has supported Government Cards programs as a Project and Product Manager, focusing on product integration and deployment of new technologies to support Citi s clients. He specializes in online reporting and data consolidation for Citi s tools, including the Citi Custom Reporting System, Citi Global Data Repository, CitiDirect Card Management System and file delivery for integrated data. John began his government consulting roles with the U.S. Department of Energy, and was a Program Manager for Knowledge Management for the U.S. DoD Office of Acquisition, Technology and Logistics. Citi Computer Lab: Your Questions Answered One of the unique offerings at the 2011 Annual Texas Commercial Card Program Users Conference is the Citi Computer Lab. This hands-on PC lab is staffed by knowledgeable Citi technical and training experts who are there to answer your questions on how to best use Citi tools to manage your program. The Lab is designed to work the way you work. Simply log in to Citi tools to access your live production data (be sure you have active logins for CitiManager and GCMS) and ask our experts how to perform certain functions. Note that the Lab has certain rules of engagement to ensure that your experience is a pleasant one, and to keep the flow of clients moving, so that your questions will be answered. The Citi Computer Lab will be open during Training and Conference Days. So stop by and take advantage of this unique opportunity to get answers to your most pressing questions. See you there! 5

6 Program Administrator FAQs 1. How do Program Administrators assign Accounting Code Scheme within Global Card Management System (GCMS)? Select Company > Cost Allocation Management > Accounting Code Scheme > Scheme Assignment. The Search Reporting Structure screen opens. Select the entity to which you will assign the scheme. Typically, you assign the scheme to the company. The Accounting Code Scheme Assignment screen opens. In the Scheme Assignment section, select the scheme name in the Select a scheme drop-down box. Optionally, click View Scheme Details to display the scheme definition. Click Apply. 2. How do Program Administrators create Account Groups within Global Card Management System (GCMS)? From the Company menu, select Account Group Setup. The Account Group Setup screen opens. In Account Group Name, enter the name of the new group. Click Save to create the group. The Account Group Information screen opens. 3. How do Program Administrators add Cardholder Accounts to an Account Group within Global Card Management System (GCMS)? Use the reporting structure to access the account group you need to modify. The Account Group Information screen opens. Click Add Accounts. The Search Reporting Structure screen opens. Use the Search Criteria to search for the cardholder accounts you need to add to the group. You have two options: Add individual accounts. If you need to add cardholder accounts from different reporting entities, Search by Account. Add accounts by org point. If you need to add all accounts that belong to a specific org point, Search by Org Point. This operation adds only the accounts that currently belong to the org point. If accounts are added to the org point in the future, they will not also be automatically added to the account group. Similarly, if accounts are moved out of the org point at some time in the future, the accounts will not be removed from the account group. Click Search. A list of cardholder accounts (or org points) displays under Search Results. Add the accounts: Place a check in the Select column for the accounts (or org points) that you need to add to the account group. If you select an org point, all accounts under the org point will be assigned to the account group. Click Add. If you need to add accounts on multiple pages, add the accounts on the current page before you proceed to the next page; otherwise, your selection will not be saved. As you move between pages, keep in mind that whenever you change search result pages, the search is re-executed. To add more accounts or org points that are not on the screen, use the Search criteria to perform another search for accounts or org points. Or use the page links to go to the next screen. 4. What are the steps for Program Administrators, on downloading/uploading a Scheme within Global Card Management System (GCMS)? Select Company > Cost Allocation Management > Accounting Code Scheme > Scheme Download/Update. The Scheme List Values Download/Update screen opens. In the Download List Values section, fill in the fields as necessary. Click Schedule Download. The download operation is scheduled for processing later in the day, and the Schedule Summary screen opens. A link to the downloaded file will be delivered to the application s Inbox when the operation is complete. 5. Is there a way to have Level Managers assigned to more than one org point within Global Card Management System (GCMS)? Yes, Level Manager can be assigned to more than one Org Point but they will need to have separate User ID s for each. Select User > User Setup > under Search Criteria, Search By: All (Org Point) >, select the appropriate Org Point name for the Level Manager, then complete the User Setup form. 6. How do the State of Texas Cardholder accounts get auto-setup within Global Card Management System (GCMS)? From Company tab, the Program Administrator selects Company Configuration, then select Company Site Configuration. The Company Program Administrator will need to turn on Yes for auto-user setup. Choose the appropriate Default Template, then create a default password that will be used for first-time login. 6

7 7. What causes transactions to be exported & locked within Global Card Management System (GCMS)? When a Program Administrator is running a report, ensure that the Set Financial Export flag is set to NO ; otherwise the cardholder transaction(s) will be locked for any further maintenance. 8. How do Program Administrators remove the export flag/ lock if it is locked and the cardholder needs to do cost allocation within Global Card Management System (GCMS)? From the Financial menu, select Transaction Management > Reset Exported Status Processing. The Search Reporting Structure screen opens. Search for the entity whose transactions you need to unlock. Specify the date range. Click Save. The operation is scheduled, and the Schedule Summary appears. 9. How can a Program Administrator change the cardholder s single transaction limit or monthly cycle limit within Global Card Management System (GCMS)? Program Administrator would need to go to the company tab; click on Account manager. A screen with three tabs (company, account, reports) will then come up. The Program Administrator would click on the ACCOUNT tab and get a sub menu listing Account Maintenance, Request Replacement Card, and Close Account. Program Administrator would want to click on Account Maintenance. A search page will then come up and the Program Administrator can choose ALL (Account) to get a listing of all the cardholder account numbers. Program Administrator can then click on the blue underscored name of the cardholder that needs the maintenance performed. Program Administrator will get a page that has Account Information box, Authorizations box, Status box, Credit Limits box, MCC Group Limits box. Program Administrator would need to go to the AUTHORIZATIONS box and be able to update the single purchase limit here. (As a side note Program Administrator would be able to change the cardholder s monthly cycle limit by going to the CREDIT LIMITS box.) 10. How can a Program Administrator close an account within Global Card Management System (GCMS)? Program Administrator would go to the Company Tab and click on Account Manager. A screen with three tabs (company, account, reports) will then come up. The Program Administrator would click on the ACCOUNT tab and get a sub-menu listing Account Maintenance, Request Replacement Card, Close Account. Program Administrator would click on the CLOSE ACCOUNT option. A search page will then come up and Program Administrator can choose ALL (account) to get a listing of all the cardholder s account number(s). Program Administrator can click on the blue underscored name of the appropriate cardholder account. Program Administrator will get a page that has a CLOSE ACCOUNT box. In this box the Program Administrator can choose from the list: T1-Closed-No Longer Employed; V8-Closed-Cardholder Request; V9-Closed- Company Request. IT S A FACT! So far in 2011, we ve trained over 1,500 State of Texas employees via online webinars and conducted nearly 20 onsite training sessions. NEW UPDATES Over the past few months, Citi Commercial Cards has been busy updating and enhancing our offerings for State of Texas agencies. Here are a few noteworthy items: New Virtual Card Account Reports For our Virtual Card Accounts product, which helps clients reconcile accounts more efficiently, we ve added two helpful new global reports: Custom Data Fields Report and Transaction Details Report. CCRS Folder Location About 30 custom data fields, as defined in MasterCard s InControl System, will soon be available. Ask your Account Manager about them. UPCOMING WEBINAR TRAINING Visit to view Web Session information for these upcoming sessions: Thursday, October 3:00 p.m. EST Account Maintenance for Program Administrators Wednesday, October 3:00 p.m. EST Accounting Codes & Cost Allocation 7

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