MATC Credit Card Program. Access Online Manual. Access Online Manual Updated 6/29/06 Page 1 of 30

Transcription

1 MATC Credit Card Prgram Access Online Manual Page 1 f 30

2 Tpic Access Online Manual Table f Cntents Page Lgging nt Access Online fr the first time 3 Lgging nt Access Online after the first time 3 I have frgtten my passwrd What d I d? 4 Access nline Welcme Page 5 Transactin Management 6-11 Disputing a Transactin Retrieving Yur Bi-Weekly Statement 14 Accunt Infrmatin Cardhlder Prfile 15 Reprting My Persnal Infrmatin Quick Reference Hw-T Sheets Verifying Ntificatin is enabled 24 Retrieving and printing yur bi-weekly statement 24 Reallcating a transactin(s) t a different chartfield(s) 25 Splitting a transactin between 2 r mre chartfields 26 Reallcating multiple transactins t the same chartfield 27 Splitting multiple transactins t the same chartfield 28 Remving a split 29 Disputing a Transactin 30 Page 2 f 30

3 YOU CANNOT USE THE BACK BUTTON IN THIS PROGRAM!! ALWAYS GO TO THE BOTTOM OF SCREEN TO GO BACK OR NAVIGATE BACK FROM MENU ON TOP LEFT OF SCREEN. Lgging On t Access Online fr the first time: 1. Open web brwser (Internet Explrer) 2. Enter in the address bar. 3. Using yur muse, pint anywhere n the lgn screen and right click (right buttn f the muse) 4. The fllwing screen will appear 5. Click n Create Shrtcut (this will create a link t Access Online n yur cmputer desktp) 6. Click OK Name. 8. Enter yur User ID: «ACCESS_ONLINE_LOGON» 9. Enter yur Passwrd: «ACCESS_ONLINE_PASSWORD» 10. Click Lgin 7. Enter madatc in the Organizatin Shrt Lgging On t Access Online after the first time: 1. If yu created the shrtcut link n yur desktp, click n the shrtcut link OR pen web brwser (Internet Explrer) and enter in the address bar. 2. Enter madatc in the Organizatin Shrt Name. 3. Enter yur User ID: «ACCESS_ONLINE_LOGON» 4. Enter yur Passwrd: «ACCESS_ONLINE_PASSWORD» 5. Click Lgin Page 3 f 30

4 I HAVE FORGOTTEN MY PASSWORD.WHAT DO I DO?? ONLY TRY A PASSWORD TWICE!! If yu dn t get it, fllw these steps. 1. Enter the rganizatin name (madatc) 2. Enter yur User ID 3. Click frgt yur passwrd This screen will pp up and ask yu what yur favrite sprts team is 4. Enter Badgers 5. Click Cntinue - It will then walk yu thrugh the steps t change yur passwrd. Page 4 f 30

5 Access Online Welcme Screen Yur credit card number(s) will be listed here. Transactin Management View, review, allcate/reallcate and add cmments t transactin infrmatin Accunt Infrmatin Statement - View accunt statement(s) Accunt Prfile - View accunt demgraphics, limits, accunting cde, and ther related infrmatin. Reprting Merchant Spend Analysis by Line Item - Prvides summary and detail infrmatin fr analyzing merchant spend activity by purchasing line item Full Transactin and Order Detail - Full expenditure detail, including transactin, line item, rder, accunt allcatin, and tax estimatin infrmatin. Transactin Detail - Detailed transactin data including merchant detail, allcatin (accunting cde) infrmatin, and transactin lg data. My Persnal Infrmatin Passwrd - Change yur system passwrd and create r mdify an authenticatin respnse that will be used when resetting a passwrd. Cntact Infrmatin - Update yur user ID cntact infrmatin (name, address, phne n., etc.) Ntificatin - T receive an ntificatin, select the specific prcess and crrespnding scenaris, timing r accunts. Accunt Access - View access rights and user specific infrmatin, such as accunts and hierarchy level access Add Accunts. Hme Takes yu back t the Welcme Page. Cntact Us Prvides cntact infrmatin fr US Bank. Message frm US Bank Prvides Cardhlders with imprtant infrmatin frm US Bank. Lg Out Lgs yu ut f access nline. Accunt Activity Prvides shrtcut link t Transactin Management by clicking n card number. Page 5 f 30

6 Transactin Management Yur credit card number(s) will be listed here. 1. Click n Transactin Management 2. Click n Transactin List The Transactin Management cnsists f 3 different sectins: Card Accunt Summary This prvides yu with basic accunt infrmatin and allws yu t pick the billing cycle end date. The billing cycle end date shuld be ALL. Page 6 f 30

7 Search Criteria This will allw yu t set different criteria t limit the number f transactins yu will see. The apprval status shuld be awaiting yur apprval. Apprval Statuses include: Apprved: these are transactins that the cardhlder has apprved. Final Apprved: these are transactins that have been apprved by the Credit Card Crdinatr. Pending: these are transactins that the cardhlder has never apprved. Pulled Back: these are transactins that the cardhlder had nce apprved but has pulled back frm the Credit Card Crdinatr. Rejected: these are transactins that were apprved by the cardhlder but rejected by the Credit Card Crdinatr. If yu have a transactin rejected by the Credit Card Crdinatr, yu can click n the wrd rejected next t that transactin and a screen will pen that will tell yu why that transactin was rejected. Mst transactin will be rejected because the chartfield that was used is wrng. Awaiting Yur Apprval: these are transactins that need t be apprved by the cardhlder. Page 7 f 30

8 Transactin List This will shw yu a list f all the transactin using the criteria yu selected. Yu can reallcate, mass reallcate, change review status, apprve r pull back a transactin, each prcess is described belw. Reallcate This will allw yu t reallcate and/r split each transactin t different chartfields. If yu want t reallcate mre than ne transactin t the same chartfield, yu can use the Mass Reallcate functin. Once yu have selected the transactin(s) yu want t reallcate (either by using the check all shwn link r by clicking in each transactin select bx ), click n the reallcate buttn and the fllwing screen will pen. In this screen yu can: enter a different chartfield fr each transactin by clicking in the field yu want t change and typing in the apprpriate number(s). split transactins between multiple chartfields by clicking n add split. It will split the transactins 2 ways. If yu want t split mre than 2 ways, yu can click n the split buttn and it will add anther split. Once yu have the apprpriate number f splits, yu can click in the field yu want t change and type in the apprpriate number(s). If yu decide yu d nt want t split, check the remve split bx f each split and click remve split. Click Save Allcatins t save wrk dne. It will then take yu back t the transactin list screen. The changed chartfield shuld appear alng with a (this signifies the transactin has been reallcated) next t the chartfield. Page 8 f 30

9 Mass Reallcate This will allw yu t reallcate and/r split multiple transactin t the same chartfield. Once yu have selected the transactins yu want t reallcate, click the mass reallcate buttn and the fllwing screen will appear. In this screen: A list f the selected transactins is n bttm f screen, if yu have a transactin selected that yu d nt want t reallcate r split t this chartfield, select that transactin by clicking in the remve trans bx and then click the remve trans buttn. T replace the default chartfield with the chartfield yu specify fr the transactins yu have selected, click in the field yu want t change, enter the apprpriate number(s) and click n save allcatins. T split the selected transactin(s) between tw r mre specified chartfields, select add cmmn split radi buttn, enter the number f splits t add (if yu put 2 in there it will split it 3 times), click add, click in the field yu want t change, enter the apprpriate number(s) and click save allcatins. If yu decide yu d nt want t split, check the remve split bx f each split and click remve split. Change Review Status This will allw yu t mark transactins as reviewed but nt reallcated. Once yu have selected the transactins yu want t mark reviewed, click the change review status buttn and will appear in the status bx. Apprve This will send the transactin t the Credit Card Crdinatr fr apprval. Once yu have selected the transactin(s) yu want t apprve and send n, click the Apprve buttn and the fllwing screen will appear. Page 9 f 30

10 In this screen yu will: Select an Apprver (this will be the Credit Card Crdinatr) by clicking n the Select Apprver link. Yu will nly have t d this step the first time if yu click n the Set selectin as yur default apprver (see belw). Enter Geier in the last name field Click Search and the bttm part f the abve picture will appear. Select Linda Geier Click n the Set selectin as yur default apprver Click Select Apprver and the fllwing screen will appear. Click Apprve and yu will be back at the transactin management screen Page 10 f 30

11 Yu will ntice that there is nw a lck icn next t the Accunting Cde. This means the reallcatin is lcked and sent t the Credit Card Crdinatr fr apprval. Pull Back This will allw yu t pull back a transactin frm the Credit Card Crdinatr s desk t change the allcatin. Yu can nly d this if the Credit Card Crdinatr has nt apprved that transactin. Once yu have selected the transactin(s) yu want t pull back, click n the Pull Back buttn. Yur transactin management screen will refresh and shw the transactin(s) yu pulled back at a status f pulled back and nt apprved. Yu can nw reallcate that transactin t a different chartfield. Disputing a Transactin Yur credit card number(s) will be listed here. 1. Click n Transactin Management Page 11 f 30

12 2. Click n Transactin List 3. Change Billing Cycle End Date t ALL 4. Click Search 5. Scrll dwn t find the transactin that yu want t dispute. 6. Click n the Transactin Date fr that transactin. 7. Scrll dwn t bttm f page 8. Click n the Dispute Transactin link Page 12 f 30

13 9. Select Reasn fr Dispute 10. Click Select 11. Fill in all Required infrmatin 12. Click Dispute 13. Yu may be required t print (Click n print icn r click File then Print) sign and fax the cnfirmatin t US Bank. 14. Click transactin detail link t get back t Access Online. Page 13 f 30

14 Retrieving Yur Bi-Weekly Statements Click n Accunt Infrmatin. In this area yu can view accunt statements, accunt demgraphics, limits, accunting cde, and ther related infrmatin. Click n Cardhlder Statement and the fllwing screen will pen. Select the billing cycle in the drp dwn menu, fr the statement yu want. Click View Statement buttn and a cpy f yur statement will pen using adbe reader. See cpy f statement belw. Yu can print yur statement using the print functin in adbe. Page 14 f 30

15 Accunt Infrmatin Cardhlder Prfile Click n Accunt Infrmatin. In this area yu can view accunt statements, accunt demgraphics, limits, accunting cde, and ther related infrmatin. Click n Cardhlder Prfile and the fllwing screen will pen. In this screen yu can view yu demgraphic infrmatin, default chartfield, authrizatin limits and ther accunt infrmatin by clicking the apprpriate link. If any f this infrmatin is incrrect, please cntact the Credit Card Crdinatr t request changes. Reprting Click n Reprting. In this area yu can run three different reprts. Merchant Spend Analysis by Line Item - Prvides summary and detail infrmatin fr analyzing yur spend activity with a specific merchant. See set up n next page. Page 15 f 30

16 1. Select Psting Date Range 2. Enter date range. Cannt be dated in the future. 3. Enter merchant name (name needs t enter as it appears n yur statement) and click add. Name will then appear in this bx. Yu can enter mre than ne vendr. 4. Select reprt utput, PDF, Excel r Brwser. Excel will allw yu t manipulate the data. 5. Click Run Reprt. See sample PDF reprt n next page. Yur Accunt Number shuld be listed. Page 16 f 30

17 Full Transactin and Order Detail - Full expenditure detail, including transactin, line item, rder, accunt allcatin, and tax estimatin infrmatin. See set up belw Page 17 f 30

18 1. Select Psting Date Range 2. Enter date range. Cannt be dated in the future. 3. Make sure Transactin Line item Detail, Allcatin Detail and Order Detail is checked. 5. Reprt utput shuld be PDF. 6. Click Run Reprt buttn. See sample PDF reprt belw. Yu need t click n detail link fr a transactin t see the detail. Yur Accunt number shuld be listed. Page 18 f 30

19 Transactin Detail - Detailed transactin data including merchant detail, allcatin (accunting cde) infrmatin, and transactin lg data. See set up belw Page 19 f 30

20 1. Select Psting Date Range 2. Enter Date Range. Cannt be dated in the future. 3. Check Display Transactin Cmments and Display Allcatin Detail. 6. Select Reprt Output, PDF, Excel r Brwser. Excel will allw yu t manipulate the data. 7. Click Run Reprt buttn. See sample PDF reprt n next page. Yu may enter ther criteria such as vendr name and transactin amunt t limit results. Yu may als srt the reprt by different fields. Yur Accunt Number shuld be listed Page 20 f 30

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22 My Persnal Infrmatin Click n My Persnal Infrmatin. In this area yu can change yur passwrd, update yur cntact infrmatin, and sign up fr ntificatin fr yur statements. T change yur passwrd and mdify yur authenticatin respnse that is used t reset yur passwrd, click n the passwrd link and the fllwing screen will pen. 15. T change yur passwrd, enter yur current passwrd, yur new passwrd and the re-enter yur new passwrd. 16. T change yur Authenticatin questin, click the drp dwn arrw and select the questin yu want and then enter yur respnse t that questin. 17. Click n save t save yur changes. T change yur cntact infrmatin, click n the Cntact Infrmatin link and the fllwing screen will pen. Page 22 f 30

23 Make any necessary changes. Click save. T sign up fr ntificatin, click the ntificatin link and the fllwing screen will pen. Every cardhlder shuld be signed up fr ntificatin. This will tell yu when yur statement is available. 1. Verify yur address is crrect. 2. Verify status is enable. 3. Click save ***Accunt access is nt use by cardhlders. Credit Card Crdinatr will add additinal accunts fr yu. Page 23 f 30

24 Verifying Ntificatin is enabled 1. Sign n t Access Online 2. Click n My Persnal Infrmatin 3. Click n Ntificatin 4. Verify that yur address is crrect. If it is incrrect, please make changes. 5. Verify that statement ntificatin is enabled. If it is disables, please enable. 6. Verify that the accunt number listed is crrect. If it is incrrect, please cntact the Credit Card Crdinatr. Retrieving and printing yur bi-weekly statement 1. Sign n t Access Online 2. Click n Accunt Infrmatin 3. Click n Cardhlder Statement 4. Select Statement Date, if yu d nt see a statement fr the current billing cycle, yu did nt have any charges. T verify this, yu can lk at yur transactins under transactin management. 5. Click View Statement 6. A new windw will pen with yur statement. 7. Click n the printed icn t print cpy f statement. Page 24 f 30

25 Reallcating a transactin t a different chartfield Example: If yu have 1 r mre transactins that need t be reallcated t different chartfields, yu shuld use this methd. 1. Open web brwser (internet explrer) 2. Enter in the address line. Remember t create a favrite. 3. Click n Transactin Management 4. Click n Transactin List 5. Change billing cycle t all 6. Click Search 7. Scrll dwn t transactin list 8. Select the transactin(s) yu want t reallcate. 9. Click reallcate 10. Make any necessary changes t the chartfield(s) by entering the crrect number r searching the valid value list fr each segment. 11. Click Save Allcatins - Screen will refresh back transactin management screen, transactins that yu just reallcated shuld be selected. If transactin(s) is nt selected, reselect the transactin(s). 12. Click Apprve 13. Select yur apprver (see page 46), if Linda Geier did nt default in. 14. Click Apprve Page 25 f 30

26 Splitting a transactin between 2 r mre chartfields Example: If yu have 1 r mre transactins that need t be split between 2 r mre different chartfields, part f the transactin is a supply and shuld be reallcated t 5231 and the ther part is a repair and shuld be reallcated t 5281, yu shuld use this methd. 1. Open web brwser (internet explrer) 2. Enter in the address line. Remember t create a favrite. 3. Click n Transactin Management 4. Click n Transactin List 5. Change billing cycle t all 6. Click Search 7. Scrll dwn t transactin list 8. Select the transactin(s) yu want t reallcate. 9. Click reallcate 10. Click add split 11. Enter dllar amunt r percentage f split fr each split 12. Make necessary changes t the chartfields by entering the crrect number r searching the valid value list fr each segment. 13. Click Save Allcatins - Screen will refresh back transactin management screen, transactins that yu just reallcated shuld be selected. If transactin(s) is nt selected, reselect the transactin(s). 14. Click Apprve 15. Select yur apprver (see page 46), if Linda Geier did nt default in. 16. Click Apprve Page 26 f 30

27 Reallcating multiple transactins t the same chartfield Example: If yu have 2 transactins that need t be reallcated and bth f them are supplies and shuld be reallcated t 5231, yu shuld use this methd. 1. Open web brwser (internet explrer) 2. Enter in the address line. Remember t create a favrite. 3. Click n Transactin Management 4. Click n Transactin List 5. Change billing cycle t all 6. Click Search 7. Scrll dwn t transactin list 8. Select the transactins yu want t reallcate. 9. Click mass reallcate 10. Make sure yu have Replace Existing Allcatins checked 11. Make any necessary changes t chartfield by entering the crrect number r searching the valid value list fr each segment. If yu scrll dwn yu can review the transactins that yu have selected. If yu need t remve ne f the transactins, just select the transactin and click remve trans. 12. Enter in split percentage shuld equal 100 if nt splitting between multiple chartfields. 13. Click Save Allcatins 14. New screen will pp up. Click Yes, Save Allcatins - Screen will refresh back transactin management screen; transactins that yu just reallcated shuld be selected. If transactin(s) is nt selected, reselect the transactin(s). 15. Click Apprve 16. Select yur apprver (see page 46), if Linda Geier did nt default in. 17. Click Apprve Page 27 f 30

28 Splitting multiple transactins t the same chartfield Example: If yu have 2 transactins that need t be split and bth f them are t be split between supplies and repairs, yu shuld use this methd. 1. Open web brwser (internet explrer) 2. Enter in the address line. Remember t create a favrite. 3. Click n Transactin Management 4. Click n Transactin List 5. Change billing cycle t all 6. Click Search 7. Scrll dwn t transactin list 8. Select the transactins yu want t reallcate. 9. Click mass reallcate 10. Make sure yu have Replace Existing Allcatins checked 11. Enter number f additinal lines yu want t add (if yu enter 2, that wuld be a 3 way split) 12. Click add 13. Enter percentage f split fr each split 14. Make necessary changes t the chartfields by entering the crrect number r searching the valid value list fr each segment. 15. New screen will pp up. Click Yes, Save Allcatins - Screen will refresh back transactin management screen; transactins that yu just reallcated shuld be selected. 16. Click Save Allcatins - Screen will refresh back transactin management screen, transactins that yu just reallcated shuld be selected. If transactin(s) is nt selected, reselect the transactin(s). 17. Click Apprve 18. Select yur apprver (see page 46), if Linda Geier did nt default in. 19. Click Apprve Page 28 f 30

29 1. Open web brwser (internet explrer) Remving a split 2. Enter in the address line. Remember t create a favrite. 3. Click n Transactin Management 4. Click n Transactin List 5. Change billing cycle t all 6. Click Search 7. Scrll dwn t transactin list 8. Select the transactin(s) that has a split yu want t remve. 9. Click reallcate 10. Click in the remve split bx fr each split yu want t remve. 11. Click remve split buttn. 12. Make necessary changes t the chartfields by entering the crrect number r searching the valid value list fr each segment. 13. Click Save Allcatins - Screen will refresh back transactin management screen, transactins that yu just reallcated shuld be selected. If transactin(s) is nt selected, reselect the transactin(s). 14. Click Apprve 15. Select yur apprver (see page 46), if Linda Geier did nt default in. 16. Click Apprve Page 29 f 30

30 Disputing a Transactin 1. Sign n t Access Online 2. Click n Transactin Management 3. Click n Transactin List 4. Change billing cycle t all 5. Click Search 6. Scrll dwn the transactin list t find the transactin yu want t dispute 7. Click n the Transactin Date f the transactin (the transactin summary screen will pen) 8. Scrll dwn t the bttm f the screen 9. Click n the Dispute Transactin link 10. Select the dispute reasn 11. Click Select 12. Fill ut required infrmatin 13. Click Dispute (new windw will pp up and cnfirm dispute has been successfully cmpleted, yu may need t print that screen (t print click printer icn r click n file and then click print), sign it and fax it t US Bank) 14. Click the transactin detail link t get back t Access Online. This is the nly way back t Access Online. Page 30 f 30