Corporate Online. Using Commercial Cards

Transcription

1 Corporate Online. Using Commercial Cards Effective as at July 2015

2 Westpac Corporate Online is an internet-based electronic platform, providing a single point of entry to a suite of online transactional services specifically designed for major Australian, New Zealand and international corporations and government bodies. By working closely with customers like you, Westpac has developed Corporate Online as a portal environment that delivers greater control, productivity and flexibility to your business. Control how your organisation uses Corporate Online, including which applications and features staff members can use and which accounts and services they have access to. Increase productivity by getting straight to work with Corporate Online s easy-to-use interface and simple workflows. Use Corporate Online s flexibility to create a setup that matches your business needs and can grow and change as your business does. Corporate Online employs a best of breed security model, using a range of protective technologies to guard your organisation s information and to assist you in better managing the risks of fraudulent activity. These include 128bit encryption and SecurID Tokens For detailed information on Corporate Online s extensive security features, please ask your Westpac relationship manager. This user guide forms part of your Agreement with us and provides information for your use of this product within Westpac Corporate Online. Certain words used throughout the user guide may have a defined meaning in the Glossary. Copyright 2015 Westpac Banking Corporation ABN

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4 This guide describes how to use the Receipts functionality of Westpac Corporate Online. It is one of a suite of guides that cover the wide range of applications and features that are available through Corporate Online. Where can I find a copy of this guide? The most up-to-date versions of this and other Corporate Online user guides can be found on the User guides screen of Corporate Online. Click on a link to display the user guides for that application If you must print this document, always download the PDF from Corporate Online then print from that: don t print a saved PDF or photocopy a paper copy as it may not be current. What else should I read? As well as reading this guide, we strongly recommend you read the Corporate Online User Guide, which covers topics such as logging on and security.

5 Corporate Online Receipts provides access to Commercial Card balance and transaction information for VISA and MasterCard Features available include: A summary of previous business day information at Company level A summary of previous business day information at Reporting level A summary of previous business day information at Card level Card balances and transactions for 24 months (view, print or export to CSV) Individual monthly card holder statements Company periodically issued reports in Adobe PDF and CSV This section introduces some of the main concepts that will help you understand the structure of your Commercial Card service as it appears in Corporate Online. Your Commercial Card structure is organised in 3 parts: Company Reporting levels and Groups Cardholders How a Commercial Card structure works A Commercial Cards structure works in a very similar way to a simple family tree. Using this family tree analogy, Reporting levels compare to parents and Cardholders to children. The Company level details always sit at the highest level (or Level 01), indicated in Corporate Online as Cards may be linked directly to the Company level and/or to subsequent Reporting levels. For example, Reporting level 02, 03, 04 etc. Each card is linked to a Reporting level for the purposes of reporting. Each Reporting level has a unique identifier to indicate where it sits in the Company structure. For example, where 02 indicates the Level and 01 indicates the Group within the level.

6 There is no limit to the number of groups per level however the maximum number of reporting levels allowed is seven. The structure of your Commercial Card service is not maintained within Corporate Online. Please contact your Westpac Representative to make changes. Commercial Card information is available for the following card types: Corporate VISA card Purchasing VISA card Virtual purchasing VISA card Leisure Accommodation & Venue Hire VISA card Everyday purchase VISA card Meal Entertainment VISA card Card types Corporate MasterCard Purchasing MasterCard Virtual Purchasing MasterCard Leisure Accommodation & Venue Hire MasterCard Everyday Purchase MasterCard Meal Entertainment MasterCard AMS Corporate MasterCard AMS Purchasing MasterCard For Westpac to comply with the Payment Card Industry Data Security Standard (PCI DSS) rules the full card numbers are not displayed on screen. These rules provide the guideline for how credit card data is handled and stored. For reconciliation purposes, the full card number details are provided in the export file. An asterisk (*) is indicated in red next to the additional cardholder and a note placed at the bottom of the screen if the card displayed is an additional Employee Benefit card.

7 The Receipts functionality is broken down into a number of features to allow you to manage which tasks can be performed by which users in your organisation (according to their job role). The features are: Feature (as allocated in Administration) View and print commercial card information Export Merge export files which allows you to View and print transaction information for Commercial Cards see Viewing Commercial Card information To view, browse or print commercial card information, use the Cards screen (from the Receipts menu, select View > Cards). For more information, see: The Card company screen on page 4 The Card list screen on page 9 The Card transaction list screen on page 10 The Card statements screen on page 12 The Card company screen Export data from for Commercial Cards see Exporting on page 13 Merge data from more than one file into a single file see Exporting on page 13 These features are allocated to users by your Corporate Online administrators. Providing access to the Commercial Card feature allows the user to perform that function on all cards issued under the Commercial Card service(s) assigned to them. To manage changes to cards under a Commercial Card service please talk to your Westpac relationship manager. Commercial Card information including card balances, transactions and statements remains available in Corporate Online for 24 months. Reports and Export files remain available for 100 calendar days.

8 To view, browse or print commercial card information, use the Cards screen (from the Receipts menu, select View > Cards). For more information, see: The Card company screen on page 4 The Card list screen on page 9 The Card transaction list screen on page 10 The Card statements screen on page 12 To perform this procedure you need access to the Receipts > View and print commercial cards information feature, an office and at least one Commercial Card service ID (card company). Start from anywhere in the Receipts application. 1. From the left-hand navigation menu, select View > Cards. Corporate Online displays the Company screen which displays the net closing balance of the Company or Reporting level as at the previous business day. For example: Use the Office, Company and Reporting level drop-down lists to filter the information displayed. Click to preview then print

9 For more information on using the features shown, see: Printing with Print preview in Receipts on page 24 To perform this procedure you need access to the Receipts > View and print commercial cards information feature, an office, and at least one Commercial Card service ID (card company). Start from anywhere in the Receipts application. 1. From the left-hand navigation menu, select View > Cards. Corporate Online displays the Company screen. 2. Click the Cards tab at the top of the screen. Corporate Online displays the Cards list screen, which shows the balances of cards for the selected reporting group for the previous business day. For example: Use the Office and Service type drop-down lists and the Calendar to filter the list displayed. Click to preview then print. Click the column header to sort items by that value Click to export card balances for the selected reporting level into CSV.

10 Note: Closed cards are displayed for 100 days from the date they are closed. For more information on using the features shown, see: Printing with Print preview in Receipts on page 24 To perform this procedure you need access to the Receipts > View and print commercial cards information feature, an office, and at least one Commercial Card service ID (company ID) Start from anywhere in the Receipts application. From the left-hand navigation menu, select View > Cards. Corporate Online displays the Company screen. 2. Click the Cards tab at the top of the screen. 3. Click a Cardholder name link. For example: Corporate Online displays the Cards details and transaction list screen, which shows all transactions for the current filter criteria. It also shows the Opening and Closing balance for the previous business day of the card selected. The Available balance displayed is updated when a transaction is made to the card during the day. For example:

11 Use the Office, Company, Reporting level and Cardholder drop-down lists and the Calendar to filter the list displayed. After changing the filter, click to refresh the screen. Click on a client reference link to view the transaction details. Click to export the transactions for the selected card into CSV. Click to preview then print. For more information on using the features shown, see: Printing with Print preview in Receipts on page 24 To perform this procedure you need access to the Receipts > View and print commercial cards information feature, an office, and at least one Commercial Card service ID (card company). Start from anywhere in the Receipts application. 1. From the left-hand navigation menu, select View > Cards. Corporate Online displays the Company screen.

12 2. Click the Statements tab at the top of the screen. Corporate Online displays the Statements screen, which Corporate Online delivers as PDF (Adobe Portable Document Format) files for printing, saving, or ing. For example: Use the Office and Service type dropdown lists and the Calendar to filter the list displayed. After changing the filter, click to refresh the screen. Click on a Service ID link to view the individual cardholder statement Click the column header to sort items by that value

13 Export allows you to export one or more receipt files out of Corporate Online and onto your network or local drive. Once the data leaves Corporate Online, you will be responsible for its safe keeping and data integrity. Corporate Online automatically generates Commercial Card export files in Comma Separated Values (CSV) format. The export screen provides summary information about each export file. Each receipt file has a status to help you keep track of your exports: These are: Not ready for export Ready for export Exported. You can export any particular receipt file more than once, but Corporate Online will ask you to confirm you want to re-export before it allows you to do so. What export formats are available? The following table summarises the reports available in Receipts: Export format Frequency What s in the export? Transactions and balances (CSV) Declined transactions (CSV) Consolidated monthly statement (CSV) Daily Weekly on a Monday Monthly as at the statement date Provide the daily card transactions and balance information. Note: Closed cards are not included in the export file. Includes information relating to transactions which either exceed or are outside of the set cardholder parameters (i.e. this would include a transaction greater than the authorised transaction limit, or if it has been used at a merchant category outside set parameters). An expense statement for the entire company, produced at a company / or company sublevel. It includes a company statement with totals for every sub-level within the company. Will provide a break up for each card-holder within a sub-level by - Opening Balance, Purchases, Cash Advances, Finance Charges, Fees, Payments and End Balances.

14 Export format Frequency What s in the export? Spend analysis (CSV) Cardholder listing (CSV) Westpac format (WBC) Yearly on anniversary of facility establishment On request, call the Commercial Cards help desk Daily or Monthly An expense statement for the entire company for the financial year. Month by month analysis by Merchant category. A list of all active and dormant cardholders, including card number cardholder name, expiry date, credit limit. Provides VISA information including transactions, balances and merchant categories in Infospan format. Note: This service has been withdrawn from sale. It will only be available if you have previously been setup with the VISA data feed facility via Corporate Online prior to December Technical specifications for each format are available from your Westpac relationship manager.

15 Use this procedure to export Commercial Card information from Corporate Online and save it onto your computer or network. To perform this procedure you need access to the Receipts > Export feature, an office, and at least one Commercial Card service ID (card company). Start from anywhere in the Receipts application. 1. From the left-hand navigation menu, select Receipts > Export. Corporate Online displays the Export List of export files screen. 2. Select criteria for the files to display, then click the Update list button. Corporate Online displays any files that match the selection criteria. 3. Select the files you want to export. For example: then click the Export button If you selected only one file, Corporate Online displays the Download being processed screen.

16 Skip down to step 5. If you selected more than one file, Corporate Online displays the Export Selected receipts screen. 4. Review the files selected, then click the Export selected receipts button. If you have selected any files with a status of Exported, Corporate Online displays a warning. For example: Click the OK button to proceed. 5. Corporate Online displays the Download being processed screen.

17 Shortly after this, Corporate Online displays a File download dialog. Wait for it to appear. For example: 6. Click the Save button on the File Download dialog. Corporate Online displays a Save As dialog. For example: 7. Navigate to the appropriate location on your network or local drive, alter the file name if appropriate (the one offered is unique), then click the Save button. Corporate Online exports the data to the specified location. This may take some time, depending on your internet bandwidth and the size of the file. You can perform other tasks while the file is downloading. This dialog closes when the download is complete.

18 8. Meanwhile, underneath these dialogs Corporate Online is still displaying the Download being processed message. For example: When you have initiated the download (steps 6 and 7), click the OK button on the Corporate Online Export screen. Corporate Online updates the status of the receipt to Exported. Corporate Online allows you to re-export data you have already exported, but it will warn you at the time.

19 Reports allows you to view regular Commercial cards reports, which Corporate Online delivers as PDF (Adobe Portable Document Format) files for printing, saving, or ing. The PDF reports generated are available from the Viewing scheduled reports screen (See Procedure: Viewing reports on page 21). The PDF reports remain on the view screen for 100 calendar days). Once a PDF leaves Corporate Online, you are responsible for its safe keeping. What reports are available? The following table summarises the reports available for Commercial cards: Report type Frequency What s in the report? Cardholder statement Consolidated monthly statement Cardholder listing Company hierarchy details Company master list Transaction exception by reason Financial year activity by month Monthly Monthly as at the statement date On request, call the Commercial Cards help desk On request, call the Commercial Cards help desk Annually on anniversary of facility establishment Weekly on a Monday Annually on anniversary of facility establishment An itemised record of all transactions posted to a card account for a billing cycle. An expense statement for the entire company, produced at a company / or company sub-level. It includes a company statement with totals for every sub-level within the company. Will provide a break up for each card-holder within a sub-level by: Opening Balance, Purchases, Cash Advances, Finance Charges, Fees, Payments and End Balances. A list of all active and dormant cardholders, including card number cardholder name, expiry date, credit limit. A list of the companies hierarchy, any department information, sub-level name(s) and contact details for each sub-level. Year to Date statistics on the customer s sublevels, and their status within the organisation. (This includes information on the amount of cards attached to a sub-level and whether they are open or closed) Includes information relating to transactions which either exceed or are outside of the set cardholder parameters (i.e. this would include a transaction greater than the authorised transaction limit, or if it has been used at a merchant category outside set parameters). Includes details on the transaction count and amount spent on the following spend categories: Airlines, Auto Expenses, Business Services, Cash Advances, Lodging / Retails and Personal / Transport.

20 Report type Frequency What s in the report? Financial year business services activity by month Annually on anniversary of facility establishment Includes details on the transaction count and amount spent on the following spend categories: Business Expenses, Communications, Educational Services, Finance Services, Medical, Business Services and Food & Beverage.

21 Use this procedure to view or download a PDF report generated on a Commercial cards service. To perform this procedure you need access to the Receipts > View and print commercial card information feature, an office, and at least one Commercial Card service ID (card company). Start from anywhere in the Receipts application: 1. From the left-hand navigation menu, select Receipts > View > Scheduled reports. 2. If required, set search criteria for the list of reports to display, then click the Update list button. Corporate Online displays a list of reports that match the search criteria. 3. Click on a description & details link. Corporate Online displays the report in a new browser window. 4. Use the Adobe Reader functions to perform one or more of the following actions:

22 To print the PDF, click the print icon on the Adobe Reader tool bar. To save the PDF, click the save icon on the Adobe Reader tool bar For more information, see the Adobe Reader s help and user guides. If you re viewing a lot of PDFs, it s worth spending some time learning how to use Reader s shortcuts and features.

23 This section introduces some of the basic skills that apply to many of the screens you will encounter when using the Receipts features. These basic skills can be used anywhere the feature appears (e.g. the Print preview button). They may not be referred to specifically in the procedures. The only way to enter a date into most Corporate Online screens is by using the pop-up calendar. Using the calendar ensures you won t enter dates that are inappropriate for the context of the screen, e.g. by entering payment value dates for weekends, searching for transactions too far in the past, etc. To use the calendar to enter a date: 1. Click on the Calendar icon to the right of the date you want to alter. For example: Corporate Online displays a calendar pop-up window. For example: The colour of the individual days on the calendar tells you whether they are appropriate for the context of the screen you are working on. The calendar takes into account how far in the past a date can be and most holiday restrictions. 2. If required, change the month by using the arrows or the drop-down box at the top of the pop-up window. For example: 3. Select a valid date by clicking on a shaded date. For example: Corporate Online now displays the date selected. For example:

24 When Corporate Online displays lists of items (e.g. transactions), it does so in blocks of up to 20 items. At the bottom of such list is a grey band containing the links that allow you to navigate through the items in the list. For example: If a link cannot be used, it is greyed out. For example, if Corporate Online is displaying the first 20 transactions in the list, Start of list and Previous 20 are greyed out. If there are 20 or fewer transactions in the list, all the navigation links are greyed out. To navigate the list: 1. Click on a navigation link. For example: Corporate Online redisplays this screen with the selected part of the list. Many of the screens in the Receipts application include a Print Preview button to allow you to preview then print the details displayed on the screen. To print: 1. Click the Print preview button. Corporate Online pops up a print preview window. For example: 2. Click the Print this page button.

25 Your computer pops up a Print dialog. For example: 3. Make the appropriate printer selections and adjustments, then click the Print button. Your computer should now print the previewed information. 4. Click the Close button.

26 Set preferences allow you to set the default values displayed by Corporate Online Receipts to the screens, offices and services you use the most. This can save you time and hassle. Each user can set their own preferences. Preferences must be set for each Corporate Online application (e.g. Receipts, Accounts) individually. Use this procedure to set your individual preferences for the Receipts application. All users with access to Receipts can perform this procedure. Start from anywhere in the Receipts application. 1. From the left-hand navigation menu, select Receipts > Set preferences. Corporate Online displays the Set preferences Receipts preferred settings screen. 2. Set your preferences by selecting them from the drop down lists displayed. Heading Notes on fields Select a Receipts screen from the drop down list. Corporate Online will display this screen each time you navigate to the Receipts application. Select an Office, Company and Reporting level from the drop down lists. Corporate Online will use these preferences each time you navigate to the Cards screen. Select an Office, Service type and Export format from the drop down lists. Corporate Online will use these preferences each time you navigate to the Export screen. 3. Click the Submit button. Corporate Online updates your preferences. This will not affect the preferences of any other user or any of your preferences for other applications (e.g. Payments).

27 The following terms are used in the Corporate Online Commercial Cards user guides. An application is a high level group of functionality offered by Corporate Online. BSB and account number identify an Australian domiciled bank account. The BSB is a six digit number that identifies the Bank, State and Branch (e.g ). The account number identifies the account. We always require both to correctly identify an account. In Corporate Online, business day means any weekday (Monday to Friday) that is not a public holiday in the jurisdiction(s) relevant to the payment type or service. Please refer to the terms and conditions of the specific product or service you are using. A Corporate Online administrator is a user within your organisation who has access to Administration and can manage the assignment of applications, features, accounts, and services to users and offices within your organisation. CSV stands for comma separated values, a commonly used data format, especially for importing data into spreadsheets. A feature is a logical group of application functionality offered by Corporate Online. A filter is something you apply to a long list to view only a subset of that list. An office is a flexible logical entity used to segregate payments, billing, beneficiaries, templates, and trade finance agreements within an organisation in a Corporate Online setup. An organisation is the highest level entity that can be represented in a Corporate Online set up. Preferences define a set of default values (e.g. screens, offices, accounts) for a particular user for a particular application. A service is a particular type of banking facility accessed via a Corporate Online feature. Corporate Online provides access to two groups of services: import services and receipt services. A user is an identifiable person registered to access Corporate Online whose identity has been verified either by the bank or a Corporate Online administrator.

28 about exporting, 13 account segmentation restrictions, 5 Adobe troubleshooting, 27 basic skills calendar, 23 entering dates, 23 navigating lists, 24 print preview, 24 buttons print preview, 24 calendar basic skills, 23 Commercial Cards exporting VISA data, 15 data types exporting, 14 dates basic skills, 23 entering dates, 23 exporting file formats, 14 file information, 13 receipts, 13 receipts list, 13 status, 13 VISA data, 15 features receipts, 7 file formats exporting, 14 lists navigating, 24 navigating lists basic skills, 24 PDFs troubleshooting, 27 preferences setting, 26 print preview printing, 24 printing print preview, 24 procedures amending your Adobe reader settings, 28 exporting receipt data, 15 setting receipts preferences, 26 viewing (and downloading) a print schedule, 21 receipts exporting, 13 features, 7 reports, 13 reports receipt list, 13 troubleshooting, 27 restrictions account segmentation, 5 setting preferences, 26 skills calendar, 23 entering dates, 23 navigating lists, 24 print preview, 24 troubleshooting Adobe, 27 PDFs, 27 reports, 27 voucher images, 27 user guide, 4 VISA exporting data, 15 voucher images troubleshooting, 27