Diners Club Corporate Account Manager

Transcription

1 Diners Club Corporate Account Manager The Diners Club Corporate Account Manager is designed to give Account Administrators 24-hour access to quickly and easily manage their accounts online. This document takes Account Administrators through how to use and get the most out of the Corporate Account Manager for your organization. If you have any questions that this document does not answer, check the FAQ section of the Corporate Account Manager or contact the Information Products Help Desk at: System Requirements To access the Corporate Account Manager website, you will need a Web browser that is SSLenabled and supports 128-bit encryption, such as Internet Explorer 5.0 or higher.

2 Table of Contents Getting Started... 3 Logging In... 3 Security Information... 3 Passwords... 4 Update Secured Enrollment... 4 Navigating the Corporate Account Manager... 4 Using the Corporate Account Manager... 5 Account Management... 5 Update Information... 5 Secure Messages... 5 Set Preferences... 5 View a Message from your Inbox... 6 Send a Message... 6 Attach Files... 7 Card Cancellation... 7 Application Approval... 7 Review Applications... 8 Search Applications... 9 Statements Administrator View... 9 Diners Club On The Go Alerts (Central Bill Accounts only)... 9 Bill Payment (Central Bill Accounts only) Online Activity Log Instant Account View Reports Corporate Reports Sample Reports Help Page 2 of 15

3 Getting Started Logging In Log in at Tip: Bookmark this page to facilitate future visits to the site. 1 Enter your User ID and your Password in the Secure e-account Management area. 2 Click Log in. Upon your first visit, you will be asked to set a new password. Security Information On your first visit, you will als o be asked t o provide information that will help us verify your identity should you need offline assistance through our toll-free helpdesk. Page 3 of 15

4 Passwords To set a new password or to change your existing password: 1 Log in to the Diners Club Corporate Account Manager. 2 Click on Change Password link in the top right corner. 3 Enter your current password and then enter your new password twice. Note: Your password must be between 6 and 20 characters long and contain at least one alpha character and one numeric digit. Your password cannot repeat the same letter or number more than 2 times consecutively. Your password cannot contain spaces. Update Secured Enrollment To update your security information: 1 Click on the Update Secured Enrollment link in the top right corner. 2 Enter your updated security information. Note: If you manage both U.S. and Canadian accounts, simply click on the Current Franchise link in the dark blue menu bar to switch between the United States and Canada. Navigating the Corporate Account Manager The Corporate Account Manager is designed for easy navigation. Only the features for which you have been granted access will appear on screen. Menu Tab Along the top of the page there are Menu Tabs that categorize the features of the site. Each Menu Tab has sub-tabs, or sub-menus, which lead you directly to the features included in each category. Left-hand navigation trail will also assist you in moving within each menu item. Page 4 of 15

5 Using the Corporate Account Manager Account Management Manage your account quickly and easily through the Corporate Account Manager s online maintenance tools Update Information Maintain address, phone, and indicative data information, and request updates to ATM and guideline limits for all Individually Billed Cardmembers. You will need to enter the Card Number for which you wish to modify information. Once the change has been submitted, you will receive a Confirmation Number for your reference. You may access a history of your activity, including Confirmation Numbers, through the Online Activity Log. Secure Messages Safely send confidential messages and files to Diners Club representatives through encrypted Secure Messages Secure Messages can be accessed through the Account Management menu or on the left-hand side of the page just below the Main Menu. Frequently Asked Questions for Secure Messages can also be found on the left-hand navigation menu. Set Preferences You can set your Secure Messages Preferences to: 1 Notify you via your address when you receive a Secure Message Note: To change your address, contact the Diners Club Information Products Help Desk at Notify you when recipients read a message you have sent 3 Enter the maximum number of messages to display on one page 4 Save a copy of sent messages to your Sent folder 5 Add a signature. You can enter text that will automatically appear at the end of all of your messages. Page 5 of 15

6 The Preferences page also shows the amount of storage space available for your account, the number of days unviewed messages are kept, and the number and size of attachments that can be added to an . View a Message from your Inbox The Inbox stores all incoming messages. Unopened messages are displayed in a bold font. Messages are displayed in chronological order, with the most recent message appearing at the top. Message with file attachments appear in the Inbox with a paperclip icon. Note: Unopened messages will remain in the Inbox for 90 days. Send a Message To create a new message, click Compose. You will select the name(s) displayed in the Address Book. You cannot add people to your Address Book. You will only be able to send messages to your Diners Club Relationship Manager or Business Service Representative, and other Diners Club support personnel. You can also copy (cc:) and blind copy (bcc:) the message to other recipients in the Address Book. Page 6 of 15

7 Attach Files You can attach up to 10 files per message. The following file formats are accepted: Microsoft files (DOC, DOT, XLS, XLW, PPT, C SV and MDB), Adobe (PDF ), Text files (TXT), and Zip files (ZIP). For your security, Diners Club Secure Messages does not accept HTM L attachments. Tip: The maximum file size of an attachment is 20MB. Card Cancellation Quickly submit card cancellation requests for up to 20 accounts at a time Prior to card cancellation, please review the Cardmember s balance by going to Statements Administrator View functionality. Application Approval Review and approve Corporate Card applications online Diners Club will set up your online application and notify you of the Corporate Card application URL and the appropriate Application ID for your organization. You must inform your employees of the URL and the Application ID, in order for them to access your organization s online application. Employees can apply for the Diners Club Card by going to and entering your organization s Application ID. The Applicant will then complete the information on the screen and select the appropriate Account Administrator. Note: If your organization requires that the employee s manager approve the application prior to submission, please communicate to your employees that they must enter the manager s address in the Manager s address field. An will automatically be sent to Page 7 of 15

8 the employee s manager to let them know that the Application has been submitted, and to request that the manager send their approval to the appropriate Account Administrator. You may also let your Diners Club Relationship Manager know that you would like for the Manager s address field to be designated mandatory on the application, so that employees must enter a valid address in this field in order to apply for a Card. Tip: To assist you with employee communication, you can use the sample below to send an announcement to your employees. To apply for the Diners Club Card just click here [ - you must have an Application ID [XXXXXX] to apply online. Follow the steps below: 1 Enter the Application ID provided by your Corporate Account Administrator. 2 Complete the application - be sure to complete all fields designated as required. 3 Submit your completed application by clicking on the "ACCEPT" button after reading through the Terms and Conditions. Submitting your application will automatically route it for review and approval. Once it is approved, it will be forwarded to Diners Club for processing, and you will receive an confirming your company s approval. Your Card will be mailed within 7-10 days of Diners Club s receipt of the application, to the billing address noted in your application. Applications can be in one of four statuses: Pending Review, Awaiting Information, Awaiting Paper Application, and Awaiting Manager Approval. Review Applications 1 Select the application you wish to review by clicking on the Reference Number. 2 If you have multiple approvers for your organization, you may also review applications submitted to other Account Administrators within your organization by clicking on the link at the top of the page: Click here to review Applications submitted to all approvers. Page 8 of 15

9 3 Applications will remain in Review Applications view under the corresponding status (Awaiting Information, Awaiting Paper Application, or Awaiting Manager Approval) until Approved or Rejected. 4 If the application is Approved, the online application will be forwarded to Diners Club for processing, and the Applicant will receive a notification of approval via . 5 If the application is Rejected, the Applicant will receive a notification via , listing the reason for rejection. Search Applications 1 You can search for a specific application by selecting Search Applications. 2 You may search by: Reference number, date range, applicant name (full or partial first and last name), or application status. 3 Select Run Query. You will receive up to 100 results that match your search criteria. Statements Administrator View View a copy of Individually Billed Cardmembers statements, and/or Centrally Billed corporate statements, to verify compliance with corporate policies and monitor delinquency 1 You will need to enter the Card Number or summary account number (for Centrally Billed accounts) for which you wish to view a statement. 2 Select the Statement Date from the dropdown box. 3 Select to view the statement online or to save the statement for use in another application. File format options include: Text (TXT), Excel (CSV), Lotus (CSV), Quicken (QIF), and Money (QIF). Alternatively, you can select Advanced Download. Diners Club On The Go Alerts (Central Bill Accounts only) This feature is available for centrally billed Diners Club corporate accounts, and enables you to receive periodic notices concerning balance information, payment information and other issues relating to your Diners Club corporate account(s). Page 9 of 15

10 Bill Payment (Central Bill Accounts only) Pay your organization s Diners Club bill directly from your organization s checking or savings account. Save the account information for easy payment in the future. Online Activity Log To view a record of your Corporate Account Manager activity you can search by Confirmation Number or Account Number 1 Select to search by Confirmation Number or Account Number and enter the requested information, or select Search by my changes only 2 You may also limit your search to a franchise (if applicable), the type of activity (address change, phone number change, indicative data change, or card cancellation request), and date range Instant Account View View real-time account balance, payment and delinquency information, to monitor and manage delinquency. Page 10 of 15

11 Instant Account View Search To view an account, you can s earch by Account Name (subordinate accounts only) or Account Number. Account Information The Account Information screen provides de mographic, status and product information for the selected account. Page 11 of 15

12 Payment & Delinquency Information The Payment & Delinquency I nformation screen provides account balance, aging, payment and history information, for delinquency monitoring and management. Page 12 of 15

13 Reports The Corporate Account Manager offers comprehensive MIS reporting for your Diners Club program Corporate Reports Download standardized reports in PDF format and/or electronic data files of your account activity for the past six months. (To view the last six months worth of reports/data files, click on the link at the top of the page: Click here for Corporate Reports in the past 6 months.) Note: You will need Adobe Acrobat Reader 5.0 or higher to view Corporate Reports. You can download this program free at 1 You will receive an notification when new reports are available to view or download from the Corporate Account Manager. 2 Reports are listed in date order with the most recent report appearing first. 3 Download a report in PDF format, or a data file, by clicking Download next to a report or data file. 4 To download multiple data files, check the boxes next to the desired files, then click on the Download Selected button at the bottom of the page. Important: You can only download multiple files with the same Report ID 5 The default name for each report is the Diners Club report number followed by the frequency of the report. You can modify the name of the report (to indicate the report date, for instance). 6 The default name for each data file is the Diners club data file number followed by the file creation date and Diners Club Account name. To Change Your List of Corporate Reports and/or Data Files To add new reports or data files, to stop receiving reports or data files, or to change the frequency or account number associated with a corporate report or data file, contact your Diners Club Relationship Manager or Business Service Representative. Sample Reports Not sure what reports are available to you? Review from our comprehensive list of standardized reports that help you analyze any aspect of your Diners Club program. Sample reports are conveniently categorized according to reporting need: - Reconciliation - Travel Policy Management - Delinquency Management - Vendor Analysis. Page 13 of 15

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15 Help Visit the Frequently Asked Questions list under the Contact tab to find quick answers on how to use features of the Corporate Account Manager. If you have technical questions that are unanswered in the help documentation online, please call the Information Products Help Desk at For all other questions, please contact your Diners Club Relationship Manager, or Business Service Representative at (Monday Friday 8:30 AM to 8:00 PM Eastern Time). Page 15 of 15