BP On-Line Account Manager User-Guide

Transcription

1 BP On-Line Account Manager User-Guide Page 1 of 24

2 Contents Contents... 2 Introduction... 3 Answering your questions... 4 On-Line Account Management... 5 Glossary of terms used... 6 Logging onto the Service... 7 Welcome Screen... 8 Edit Profile... 9 To Add a User... 9 To Delete a User... 9 Copy address... 9 Account Selection The small print Card Search FIND CARD function New Card Model or Template Card Card Holder Details New Card. contd Card Options View Cards Change Card/stop cancel Select a Card Card Details Change Card contd Card Options HOT LIST/ STOP LIST Out tray View Invoices/Invoice List View Transactions Un-invoiced Transactions Filters, Sorts and Downloads Downloads Standard Sort & Filter functions for List Screens Bulk Re-issue Technical Considerations Page 2 of 24

3 Introduction. The BP On-Line Account Management System forms the basis of our future Internet Strategy and provides a fast and efficient medium to communicate change. It is from this new foundation that we will continue to deliver management solutions in association with you our clients and customers. BP On-Line Account Management System is user-friendly and accessed via the fuel cards web site BP On-Line Account Management System offers access to management information 24 hours a day, 365 days a year and within 48 hours of your driver making a UK purchase. BP On-Line Account Management System will contain all your card transaction information and enable you to quickly analyse and optimise your fuel costs whilst keeping an eye on irregularities. The information contained on-line can be downloaded in a spreadsheet compatible format, and in a variety of user-friendly structures using the "Define Filter" and sort facilities functions. Information is contained in the completely safe and password-protected area of "online services. Once the initial account is set-up the Fleet Manager/Administrator controls all additional user access, not just who can access, but what they have access to see and action.. Card ordering and cancellation could not be easier with the out tray function creating more flexibility. In addition access to Route Planning, News and all that's evolving in Fuel Cards is available from the site. We are currently working on an additional suite of management reports and updates to the system; these will be made available to you, as they come on line. If you require assistance, please call Customer Services Team on Or [email protected] Page 3 of 24

4 Answering your questions What are the benefits for my Company to change over to this method of Operation? We are aware that some customers like to work outside of our existing office hours and one of the benefits of the Internet application is that you can order and cancel cards 24 hours a day. However, you need to be aware that the processing of these orders and cancellation happens when our card processing system is active and this is from 7am to 7pm Monday to Friday. Orders/cancellations made outside of these hours are batched up to run immediately the card system is reactivated. What should I do if I forget my password? The system will ask you to enter your address so that we can reply, via , with your password. Alternatively you can contact the customer services team for assistance. When does my liability cease after I have put a card on stop on the Internet? After sending the cancellation to the Internet, within an hour you should receive acknowledgment that this has been accepted. This is the point at which your liability ceases. What is an authority that is referred in this documentation? This is BP s term for an account number. Can I obtain invoices by ? Yes, BP can send you a secure invoice by in PDF format, which is acceptable to HM Customs and Excise. Further details are available upon request. Page 4 of 24

5 On-Line Account Management BP On-Line Account Management System provides each customer with a simple, straightforward mechanism to order new cards, and to replace or cancel existing ones. Users may also view and download to their own PC: - Recent invoices Current un-invoiced transactions Current list of cards On most of the screens you will find icons that will assist quick navigation around the screens. What these icons represent is detailed below: New card View invoices Change card User management Getting access to the Internet site The Fleet Manager or Administrator for your account will need to complete, sign and submit an application form to gain access to BP Account Management System. Once we have received this in our Customer Services Department your account will be activated, by ing him/her with a user i.d. Once the Administrator has access to the system they will then be able to add users as required, via the EDIT PROFILE screen. BP will provide you with details of the Internet address you should use, your user Id, (which will be your address) Password and epin. Until you have these details you cannot log on. BP assumes that you have a PC connected to the Internet and suitable software. (Internet Explorer). Please see Technical Considerations section of this pack for technical requirements for this application. Page 5 of 24

6 Glossary of terms used Administrator AM Authority E media epin Filter Fleet Manager Hot Card Icons Internet Internet Explorer Model Card Out tray Sort The primary account holder, often the Fleet Manager Account Management BP s term for an account number. All BP cards have this as the middle set of digits within the BP card number. This is a data field that can appear on reports but not on the cards, such as cost centre. Electronic Pin number used to confirm processing of requests to be sent to the BP Card system. A mechanism to allow for selection of detail by use of selection criteria. The primary account holder. Any BP card that the customer has cancelled with a status of Lost or stolen will be logged on BP s Hotcard file. Short cuts in picture format to allow quick navigation around the site BP s Account Management Internet Site A free application that can be used to link to the Web. A card that the User wishes to use a template for ordering a new card. Where card changes or new card orders are held until the User requests them to be processed. A facility to re-order a column in ascending or descending order Page 6 of 24

7 Logging onto the Service The Account Management system is accessed via Each time you access the system you will need to your user ID and Password. The system is designed so BP adds the first user. This user is termed the Fleet Manager or Administrator and has the maximum user privileges for the customer. In order to have more than one user the administrator must add other users via Edit Profile. Prior to accessing the service, users will need to obtain a user id (this will be an e- mail address) and a password. The user id and password are entered into the screen to obtain access. Once in the system the user will see either the Account selection screen (if more than one authority exists) or the Welcome screen (if only one authority exists.) Passwords are not case sensitive and may be changed by the user once in the system. Page 7 of 24

8 Welcome Screen This screen is used to provide a simple status on the account. From here the user can navigate the system. Icons are used to provide links to key functions; these can be seen in either the menu bar - which appears on all screens, or the direct links bar, which just appears on this screen. Users can also use the left menu to navigate the site. Where the screen shows the No. of cards added/cancelled, this is the number since the user last logged on, the date shown at the top of the list. From this screen the user can navigate to any other screen.. Page 8 of 24

9 Edit Profile The Administrator will see the drop down box, which contains the names of all the users associated with the account. Administrators are marked with *. If the user is not an Administrator, then the dropdown box - select user name - will only contain the name of the current user. Administrators will see the green band of tick boxes. These are the permissions that the user has. Where permissions have not been granted then the user will not be able to access that screen. To Add a User To add a new user to the system, click on the ADD button move to the User level select the authority level required for this new user Complete the other boxes, taking care over password and addresses. If selected authority is chosen, then remove the ticks from along the line where appropriate To Delete a User Select the user to delete from the user name drop down and click delete the user from the system and is permanent.. This will Copy address Where an address is entered in this box then all actions under taken by this user will be copied to this address. Useful to monitor out of Hours users. Page 9 of 24

10 Account Selection. Once you have logged in you will see a list of the authority or account numbers that are linked to your account. You may just have one, or multiple authority numbers. You need to select the authority number that relates to the card you wish to update, by clicking on the authority number on the screen below. To find the authority/account number The authority number resides with in each card number for example: If you count in six digits, the following 6 digits give you the authority/account number; for BP Agency cards it is the following 7 digits. If you are not sure how to find your authority numbers then please contact the BP Customer Services Team on Out Tray Status is also shown, if there are outstanding actions. If your company only uses one authority number then this screen will not appear. The small print Please note that the Terms and Conditions of the use of this site and other important details are shown at the bottom on every screen under Legal Notice. Page 10 of 24

11 Card Search The screen uses standard sort and filter functions, and lists key fields. FIND CARD function To use this screen, enter text that appears on a card (e.g. Driver name or vehicle registration) and press find card. This applies to current authority only. The screen will return all cards that match or partially match. Those that are active may be selected and you may then go to Change Card. If you want to see all cards on this authority, leave the field blank and press Find Card. The system will show you all cards in the authority or all those with the selected text. You can select the card if it is active i.e those that can be highlighted. Non Active Cards cannot be selected but are shown. The key difference between this screen and the View Card screen is that this search will work across several fields, where as View Card filters only works on one field at a time. For instance if you enter 'sale' to search for, you'll see cards with cost centre sales and driver name Jones. Each of the card request screens has a Find Card function that allows users to select a card from a list. Page 11 of 24

12 New Card. To order a new card select the New Card option displayed. Model or Template Card The user may search for an existing card to use as a model or template. They should either enter the 6 or 7 digit serial number in the top box then press GO or enter a key word, which is embossed, on the existing card, in the bottom box, and then press. If Find Card shows several cards it will allow the user to select an individual card. If either option finds a single card the details will be shown on the new card screen. Card Holder Details To order a NEW CARD, complete EITHER the Driver name for driver card OR vehicle Reg. for vehicle card. Page 12 of 24

13 New Card. contd Additional Embossing Text you can enter the driver name or vehicle registration in this box if it is required in addition to what was entered in the previous box. Or other text may be chose such as odometer reading required. Note: The E-media field may only be filled in when the Driver Name field is not completed. Card Options The user should select the appropriate options for the card. Cost Centre if these have been set up then enter the correct cost centre. Purchase Options select the option required National/International select the option required To submit the request the user should press. The request will be sent to the Out Tray, where the request must be approved by the user with appropriate authority using their epin. This must be done to progress the request. The request will be registered in the Action Log. BP will then verify the request and an acknowledgement will appear within 2 business hours. The details of this card will remain on the screen allowing you to use it as a template to create other new cards. By pressing the button the details will be removed. Alternatively you can use the template card. function to select another model or Page 13 of 24

14 View Cards The View Cards function shows a listing of all cards on the authority or account. This list may be downloaded and this screen has standard filter and sort functions Cards that are active may be selected for change. When selected the card will be highlighted. By selecting a card the user will be transferred to the Change Card. The user also has the option to download the card list in CSV format to the current users own PC. Page 14 of 24

15 Change Card/stop cancel Select change card to cancel cards. Please note you may only cancel cards that are active or are waiting for reissue. If the card has expired it cannot be cancelled. Select a Card The user may search for an existing card to use as a model or template. They should either enter the 6-digit serial number in the top box then press GO; or enter a key word which is embossed on the existing card, in the bottom box, and then press. If Find Card shows several cards it will allow the user to select the card. If either option finds a single card the details will be shown on the new card screen. Card Details The details of the selected card will appear. Page 15 of 24

16 Change Card contd. Card Options There are four options to choose from Destroyed select this if you have physically destroyed the card Lost select this is if the card has been reported to you as lost Stolen select this if the card has been reported as stolen Damaged DO NOT SELECT. HOT LIST/ STOP LIST When Lost or Stolen is selected the card will be placed on the BP HOT LIST and therefore will not be able to be used for future transactions. Once a card has been reported as lost or stolen on the system, and sent from the Out Tray, BP will accept liability for all transactions after this time. Where they are International cards, Bp accept liability after 48 hours Remember that if the driver needs a new card, you need to select NEW CARD, from the menu on the left hand side, and create a new card. Page 16 of 24

17 Action Log. For each authority/account number, the central record is held in Action Log. On this screen you will be able to see all your requests together with additional information. The screen has standard sort; filter and download page options. Requests have the following possible status: Residing in out tray Awaiting BP Admin Approval Sending Sent Approved Rejected In the example above, you can see that card orders have been made and acknowledged by BP. When a request for a card order is made, the system will log the date along with the time and also what response was received from BP. If you wish to query any request, please contact the BP Customer Services Team quoting Authority number and Date/Time stamp from the first column of the action log. Page 17 of 24

18 Out tray All entries made on the system will only be processed once they have been dispatched from the OUT TRAY. The screen has the standard sorts and filter mechanisms. When the user enters this screen all requests will be ticked (this indicates that they have been approved and are ready - to be processed). This screen can consist of multiple pages, dependant upon the number of requests the users have made. Once the Administrator is satisfied that the requests can be processed, they enter their epin and press submit to send the requests to BP. If the Administrator un-ticks a request - that request will be held in the Out Tray until such time as the status is changed to to be processed or deleted. To prevent an action being administered, click on DEL which is next to the to be processed box and this will delete the selected item. epin's are case sensitive and up to 6 characters long. The Administrator can change the epin on the Edit Profile Each page in the Out Tray needs to be reviewed and processed separately as only the requests on a given page will be sent. If there are several pages to send, these will have to be sent one at a time. This is to ensure that all requests have been reviewed. Progress of submitted requests can be monitored on the Action Log screen. Should an Administrator not clear the out tray at the end of a session, all requests will be presented for processing at the next log in. Requests will not be lost. Page 18 of 24

19 View Invoices/Invoice List This screen shows the summary of invoices that are available to be viewed. Invoices are kept on the system for 3 months. Should you wish to keep an electronic record of these for longer then they can be downloaded, in the same way as described in Filters, Sorts and Downloads To display all associated transactions for an invoice, click on the invoice and you will pass onto the View Transactions. Page 19 of 24

20 View Transactions This screen is the main method of viewing and downloading transactions on the system. It will show both invoiced transactions for a particular invoice or un-invoiced transactions. (Details of un-invoiced transactions are accessed directly from the main menu; invoiced transactions are accessed via the View Invoice.) Standard sort and filter options are offered on this screen as well as a download option to a customer specific location. This screen above is displaying a set of invoiced transactions. Some of the items will be on the far right hand side of the screen, and therefore it is necessary to tab across to see these details. Un-invoiced Transactions You can view the details of items that are waiting to be invoiced. The option to view un-invoiced transactions can be found on the menu on the left hand side of the screen. Some of the items will be on the far right hand side of the screen, and therefore it is necessary to tab across to see these details. If un-invoiced truncations are empty then check your last invoice. The transactions have now moved across. Page 20 of 24

21 Filters, Sorts and Downloads As you use the BP On-Line Account Management System, you may wish to take some of the data and re arrange the order it appears, or move it to your own system, in order to facilitate this, there are some useful functions. Downloads Where Download appears on the screen the information can be extracted from the BP On-Line Account Management System and placed into your own system. Click on the icon. Select save this file to disk when the dialog box appears. Save as into your chosen location; you can also rename the file if required, with a.csv extension. You will get a Down Load Complete message if your explorer options are set to show it. Close the box if not set to auto close. You can now either navigate to the location the file was saved using My Computer or any other disk explorer or if you wish the file can be opened from within a spreadsheet program such as Microsoft Excel. Downloaded files use csv format that is compatible with a range of spreadsheets. Page 21 of 24

22 Standard Sort & Filter functions for List Screens Many screens have system standard list and filter functions. On these Screens most columns will have sort buttons at the top of the screen columns, click on the icon to change the sort order. The lists can also be filtered using the filter button. This brings up a dialogue box, which allows the filter to be defined: For each of the fields the screen lists, e.g. Last Name, you can define a way of searching (operator) e.g. is like and a search string. In this case a Filter of 'Cost Centre Is Like Manchester Branch' will list only cost centres under this authority number with cost centres equal to Manchester Branch. Page 22 of 24

23 Bulk Re-issue This screen appears on the users systems when cards for an authority are up for re-issue. For Active Accounts, the user can prevent the re-issue of cards by un-ticking the not required box. BP will action these requests when the card system undertakes the re-issue process. This is a monthly batch process that is carried out overnight at a determined time of the month. Inactive Accounts; users should be aware that cards that have not been used during an immediate 3 month period are marked with an * and will not be re-issued, automatically. If they are still required it is up to the user to untick the not required box.. If you require assistance, please call Customer Services Team on Or [email protected] Page 23 of 24

24 Technical Considerations The application assumes that the customer has the following minimum PC specification. Internet Access via Internet Explorer 5 Modem minimum speed recommended of 56K Windows based PC recommended as minimum specification of Window 98 Adobe Acrobat reader Free download from Download of data lists from this application will be in csv format. BP use Excel, however, other spreadsheet packages may suffice. Site navigation is only as fast as your internet connection. The faster your connection the better the navigation. You may also notice some deterioration at peak times and if your PC is below minimum specification. Page 24 of 24