Transaction Management

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1 Access Online Transaction Management User Guide Version 3.6 Cardholder and Program Administrator

2 Contents Introduction... 2 Transaction Management Variables by Organization... 2 Procedures in This Guide... 3 Additional Tasks and Roles... 4 Managing Account and Cardholder Account Lists... 4 Transaction Approval Process and Account Approval Process... 4 View-Only Access... 4 Switch Roles... 5 Search and Select a Cardholder Account... 6 Search by Cardholder Account... 7 Search by Managing Account Switch Products View a List of Transactions CSV Transaction Validation Status Icons Table Quickly Filter the Transaction List Using the Links Basic Transaction Search Advanced Transaction Search Account Activity View a Transaction s Details Data Level Descriptions Table View a Convenience Check Image Attach a Receipt to a Transaction Mark a Transaction as Reviewed Dispute a Transaction Dispute a Transaction Cancel a Dispute View a Transaction s Dispute History Reallocate a Transaction Transaction Reallocation Options Reallocation Options Option: Reallocate a Single Transaction Reallocate a Single Transaction Table Option: Use the Reallocation Worksheet Reallocation Worksheet Table Option: Use the Mass Reallocation Function Mass Reallocation: Replace Existing Allocations Table Mass Reallocation: Add a Common Allocation Table Cardholder and Program Administrator 0

3 Reallocate a Single Transaction Reallocate a Group of Transactions with the Reallocation Worksheet Reallocate a Group of Transactions with the Mass Reallocation Function Canadian Transaction Reallocation Canada: Reallocate a Single Transaction Canada: Reallocate a Group of Transactions Using the Reallocation Worksheet Canada: Reallocate a Group of Transactions Using Mass Reallocation Create Accounting Code Favorites to Use During Reallocation Build a List of Favorites as You Reallocate Transactions Create a List of Favorites at the Same Time Using the My Personal Information Function Reallocate a Transaction Using Your List of Favorites Understand Common Reallocation Error Messages Mass Reallocation Error Messages Table View a Transaction s Line Items Add Your Own Line Items to an Existing Transaction View a Transaction s Tax Data Tax Data Tab Fields Table Canadian Tax Display Add Your Own Comments to a Transaction Transaction Detail Tabs Summary Tab Summary Tab Field Descriptions Table Match Tab Match Tab Field Descriptions Table Allocations Tab Allocations Tab Field Descriptions Table Transaction Line Items Tab Transaction Line Items Tab Field Descriptions Table User Line Items Tab User Line Items Tab Field Descriptions Table Line Item Allocations Sub-Tab Field Descriptions Table Tax Data Tab Tax Data Tab Field Descriptions Table Comments Tab Comments Tab Field Descriptions Table Approval History Tab Approval History Tab Field Descriptions Table Cardholder and Program Administrator 1

4 Introduction You can easily use Access Online to view and manage your transactions. You can view a list of transactions for the current (open) billing cycle and the past six closed billing cycles. You can also view and modify the details of transactions. During the current cycle and for a number of days following the close of that cycle (established during program implementation), you can mark transactions as reviewed, reallocate transactions, enter line item data, and enter transaction comments. Transaction Management Variables by Organization The procedures on the following pages provide detailed instructions on all the features in the transaction management function. During the implementation of your program, however, we worked with you to determine which functions your organization needed. You may have determined that your program did not need access to all of the features and controls listed within this user guide. For example, not all organizations use the tax management or order management function. Whether you have these functions available and use them during transaction management (e.g., sort a transaction list by order match status, modify tax information) depends on how we set up your program during implementation. We also worked with you during the implementation of your program to set up transaction management parameters that affect the transaction management function for your organization. These parameters include: The country your program is based in, which affects the tab display when cardholders reallocate transactions The number of days following the close date that you have to mark transactions as reviewed (1 199 days) The number of days following the cycle close date that you have to reallocate transactions and enter comments (1 199 days) The number of days following the cycle close date to match a transaction to an order after the cycle close date (1 180) The parameters of accounting validation controls, including specific settings for your organization as well as any accounting validation controls that your Program Administrator has set up (e.g., alternate accounting codes) The parameter to view the source of allocation changes (e.g., last allocated by user John Doe, last allocated by allocation rule). The number and names of available user comment fields (0 5 client-named fields) The ability to populate tax estimation data for sales and use tax (yes or no) Cardholder and Program Administrator 2

5 Procedures in This Guide This user guide presents the full range of transaction management functionality. The specific tasks you perform depend on the customization of your program during implementation and your access rights within the system. Only the functions you have access to display when you log in and access the transaction management function. In this user guide, you will learn how to complete the following tasks: Search and select a cardholder account, if you have access to more than one account Search and select a cardholder account by managing account, if you have access to managing accounts Search for transactions and view a list of transactions Select a transaction to view detailed transaction information Mark a transaction as reviewed Dispute a transaction Reallocate a transaction to one or more accounting codes View transaction line items and add line items Review or edit tax data for a transaction Enter comments for a transaction Cardholder and Program Administrator 3

6 Additional Tasks and Roles Managing Account and Cardholder Account Lists Depending on your program setup and your access rights within the system, you may also be able to view a list of managing accounts and a list of cardholder accounts. For detailed steps on viewing, sorting and filtering managing account lists and cardholder account lists, refer to the Access Online: Managing and Card Account Lists user guide. Transaction Approval Process and Account Approval Process In addition, you may also be able to approve transactions using the transaction management function. For detailed information and steps on approving transactions, refer to the Access Online: Transaction Approval Process user guide or the Access Online: Account Approval Process user guide for detailed steps. View-Only Access Also, you may only be able to view the screens in transaction management, without being able to perform any procedures or modify any information. Your organization may have set you up with this view-only access so that you can see the transactions and transaction detail in the system, without being able to make any changes to the information. For example, if you are an internal auditor in your organization, you might have such view-only access. The screens and tasks will display as shown in this user guide, but the action buttons for performing tasks will not be active. In this way, your Program Administrator can give you the access to the information you need, while maintaining control over who can modify the information in the system, leading to greater overall program control. Cardholder and Program Administrator 4

7 Switch Roles If your organization uses the account approval process, then you may have users who can switch roles. The system will request these users to select a default role (e.g., billing official, approving official) when they initially log in to Access Online. Thereafter, these users can easily switch roles by clicking a Switch Role link on relevant screens. This function lets them perform transaction management and other functions as a cardholder, if they need to. Note the currently selected role. Note the Switch Role link. Simply select another role from the drop-down list and click the Select button. You can select the new role as your default, if desired, by selecting the Save the selected role as my default role check box. Select another role from the dropdown list, specify if you want this role to be your default, and click Select. Cardholder and Program Administrator 5

8 Search and Select a Cardholder Account If you have access to more than one account, you can easily search and select the cardholder account that you want to work with. You can search by cardholder account (see Search by Cardholder Account on page 7). If you have access to managing accounts, you can also search by managing account (see Search by Managing Account on page 12). Tip! You may be able to select the account you want to work with from the Account Activity box. Also, if you have access to just one account, then you do not need to search and select an account. You go directly to your account when you select the Transaction Management high-level task and the Transaction List link. Cardholder and Program Administrator 6

9 Search by Cardholder Account You can search for a cardholder account by using cardholder information. 1 Click to go directly to the previous cycle s managing accounts. You can view and search managing account and cardholder account lists depending on how your program is set up and your access rights within the system. 2 Click to go directly to previous cycle s cardholder accounts. Depending on your program setup and access, you may not have all the menu options listed here. If you have access to only one account, your account displays as soon as you click the Transaction List link. Click a link to view transactions for the previous cycle, transactions that are not yet approved, or transactions that are not yet matched to an order, payment request, or payment instruction. To search for and select a cardholder account: 1. Select the Transaction Management high-level task in the Left-Column Navigation Bar. The Transaction Management screen displays. 2. Click the Transaction List link. The Transaction Management: Search and Select an Account screen displays. Learn More: For detailed steps on using the managing account list and card account list functions, refer to the Access Online: Managing and Card Account Lists user guide. Cardholder and Program Administrator 7

10 3a 3b Click to search by managing account 3c 4 Type a % symbol in the Last Name field to list all cardholders. 3. Specify search criteria: a. Type the cardholder s full account number in the Account Number field. Or b. Type the cardholder s last name and/or first name in the Last Name and/or First Name fields. Or c. Type the cardholder s social security number in the Social Security Number field. Tip! If you search by name, you must enter a last name. You can enter a first name, but you cannot search by first name alone. For example, you can search for all cardholders with the last name Collins, but you cannot search for all cardholders named Michael. Also, you can type one or more letters of the last name to get a list of all cardholders with last names beginning with the letter(s) you typed. For example, if you type m, then you get a list of all cardholder accounts belonging to cardholders whose last name begins with m (e.g., Mayo, McLaughlin, Murphy). 4. Click the Search button. A list of cardholder accounts that match your search criteria displays at the bottom of the screen. Cardholder and Program Administrator 8

11 Tip! If only one cardholder account matches your search criteria, then the Transaction Management: Card Account Summary with Transaction List screen displays immediately. Skip to View a List of Transactions on page Click the link in the Product Name column for the cardholder account you want. The Transaction Management: Card Account Summary with Transaction List screen displays. Cardholder and Program Administrator 9

12 Learn More: The Allocation Source column lists the source of the most recent transaction allocation (e.g., user, allocation rule). The Last Changed By column lists more specific source information (e.g., user Jane Doe, system, or automatch). Refer to View a List of Transactions on page 18 for more information on the contents of the screen. Cardholder and Program Administrator 10

13 Learn More: If your organization has selected to show accounting code information on the transaction list, then, instead of the Allocation Source and Last Changed By columns, your transaction list will display an Accounting Code column. Your screen may also have additional icons displayed to indicate the availability of level II and level III data and/or to indicate if your Program Administrator has extracted the transaction. Note the II icons and the E icons in the sample screen below. If a transaction does not have a II or III icon, then only basic, level I data is available. Refer to the Data Level Descriptions Table on page 34. Note the accounting code information. These icons indicate the type additional detail available and if the transaction has been extracted. For detailed information on marking transactions for extract (if you are responsible for that task), refer to the Access Online: Marking Transactions for Extract user guide. Cardholder and Program Administrator 11

14 Search by Managing Account You can search for a specific cardholder account by searching for the managing account associated with the cardholder account. 1 You can view and search managing account and cardholder account lists depending on how your program is set up and your access rights within the system. Depending on your program setup and access rights, you may not have all the menu options listed here. 2 To search for and select a cardholder account by managing account: 1. Select the Transaction Management high-level task in the Left-Column Navigation Bar. The Transaction Management screen displays. 2. Click the Transaction List link. The Transaction Management: Search and Select an Account screen displays. Cardholder and Program Administrator 12

15 3 3. Click the Searching for a Managing Account link. The Transaction Management: Search and Select Managing Accounts screen displays. Cardholder and Program Administrator 13

16 4 5 Some organizations use general managing account names (e.g., Acme Southeast Sales) and some assign and use a person s name (e.g., Jane Smith). These search fields let you search by either naming convention Type search criteria in one of the fields: Managing Account Number, Managing Account Name, Last Name and/or First Name, or Company Number. 5. Click the Search button. The managing accounts that match your search criteria display at the bottom of the screen. 6. Click the managing account number link in the Account Number column. The Transaction Management: Select a Cardholder Account screen displays with a list of cardholder accounts associated with your selected managing account. Cardholder and Program Administrator 14

17 7 7. Click the product name link for the cardholder account you want. The Transaction Management: Card Account Summary with Transaction List screen displays. Cardholder and Program Administrator 15

18 Cardholder and Program Administrator 16

19 Switch Products If your organization uses more than one product, such as corporate cards and purchasing cards, then you may need to switch products to find the account you want to work with. For example, if you selected purchasing card as the product initially, then selected to work with a purchasing card account, and then you want to work with a corporate card account, you need to switch products. To switch products, simply click the Switch Product link on the screen. Select another product and then search and select the account you want to work with. If you simply click Switch Accounts while you are working with accounts in one product (e.g., purchasing) you can only search within that product s accounts (e.g., only purchasing card accounts). Cardholder and Program Administrator 17

20 View a List of Transactions When you select an account, the Transaction Management: Card Account Summary with Transaction List screen displays. By default, the current cycle displays. To filter the list of transactions, you can perform a basic transaction search (see Basic Transaction Search on page 23) or an advanced transaction search (see Advanced Transaction Search on page 25). The information that displays in Card Account Summary area depends on your program setup and access rights. The Approval Status column displays based on your program setup. Click a heading link to sort the table by that column. You cannot reallocate a locked transaction. You have two navigation options. You can click a link to go to the transaction detail tabs, or you can select a transaction and click a button. If you use enhanced supplier information (ESI), then merchants with ESI data display as a link you can click for more information. You do not perform any transaction management work on these tabs. Your organization may select to display allocation source information instead of the accounting code information. Cardholder and Program Administrator 18

21 Learn More: The table displays the following information: Select A check box that enables you to select the transaction Status Icons indicating if the transaction has been disputed or reviewed Approval Status A designation of a transaction s approval status (e.g., pending, approved) Match A clickable icon (leading to the matched detail) showing if the transaction is matched or is an exception Trans Date The date the transaction occurred Posting Date The date the transaction posted in our payment processing system Merchant The name of the merchant who processed the transaction City/State The merchant s city and state Amount The amount of the transaction including tax Detail Icons that show the availability of additional detail (e.g., level II data) Extract An icon that shows if a Program Administrator has extracted the transaction Alloc An icon that shows if you or another user has reallocated the transaction and if the transaction is locked from further reallocation Purchase ID The unique number assigned to the purchase by the merchant Accounting Code/Allocation Source Your organization specified during implementation to show either accounting code or allocation source on the transaction list: - Accounting Code Information This column shows the transaction's current allocation, if any. If the entire transaction is allocated to a single accounting code, that accounting code value displays. If the transaction is divided between multiple accounting codes, the word multiple displays. If the transaction has been reallocated, an A icon displays in front of the code. - Allocation Source Information If your organization has selected to show allocation source information, then, instead of the Accounting Code column, an Allocation Source and Last Changed By column displays. The Allocation Source column lists the source of the most recent transaction allocation (e.g., user, allocation rule). The Last Changed By column lists more specific source information (e.g., user Jane Doe, system, or auto-match). National Tax The amount of the Canadian national tax Regional Tax The amount of the Canadian provincial tax Net Amount The transaction amount minus taxes Cardholder and Program Administrator 19

22 Tip! You can sort a transaction list by any of the underlined column headings. Click a column heading link to sort the table by that column (e.g., click the Merchant link to sort the transaction list by merchant name from A Z). If no transactions have posted for the selected cycle, then an error message displays. This message indicates no transactions have posted for the selected cycle. Learn More: If your organization uses the client system validation (CSV) function, then you can see the transaction s validation status icon. You can also sort by validation status. CSV provides a real-time validation of accounting codes and flags each transaction with one of the icons shown below. For detailed information, refer to the Access Online: Client System Validation user guide. CSV Transaction Validation Status Icons Table Icon Status Description Not Validated Valid The accounting code has not been validated, so the validation status (valid or invalid) is not known. The accounting code is valid. Invalid The accounting code is invalid. Cardholder and Program Administrator 20

23 Learn More: If your organization uses the order management function, then, when you match transactions and orders (or the system automatches transactions and orders), a linked Match icon displays. Click the Match icon to view order detail. Your screen may display accounting code information. Click the icon to view the detailed information about the order the transaction is matched to, review the order detail, and then click the Trans List link to return to the transaction list you were working with. Click the Trans List link to return the transaction list you were working with. When you finish viewing order detail, click the Trans List link to return to the list of transactions you were working with. Cardholder and Program Administrator 21

24 Quickly Filter the Transaction List Using the Links The quickest and simplest way to filter the transaction list is to use the links on the Transaction Management screen to go directly to a group of transactions. Click the View Previous Cycle link to view all transactions for all managing and cardholder accounts for the previous cycle. Click the View Pending Transactions link to view all unapproved transactions (if you are using the transaction approval process or the account approval process) for all managing and cardholder accounts. For more information, refer to the Access Online: Transaction Approval Process user guide and lesson and the Access Online: Account Approval Program user guide and lesson. Click the View Unmatched Transactions to view all transactions that are not yet matched to an order, payment request, or payment instruction. For more information, refer to the Access Online: Order Management user guide and lesson and the Access Online: Payment Plus user guide and lesson. Click a link to view transactions for the previous cycle, transactions that are not yet approved, or transactions that are not yet matched to an order, payment request, or payment instruction. Cardholder and Program Administrator 22

25 Basic Transaction Search To filter the transaction list, you can search for a specific transaction or group of transactions To search for a specific transaction or group of transactions: 1. Select a different billing cycle from the Billing Cycle Close Date drop-down list. You can view transaction lists for the current open cycle and the past six closed cycles. 2. Click the Search button. Transactions in your selected cycle display at the bottom of the screen. 3. Click the Plus Sign icon to open the Search Criteria area. Fields display that you can use for your search. Cardholder and Program Administrator 23

26 4a 4b The search fields available to you depend on the functions your program uses. For example, only when you use the transaction approval process does the Approval Status field display. 4. To filter by amount: a. Select <=, >=, Exact, or All from the Transaction Amount drop-down list. b. Type an amount in the $ field. 5. To filter by purchase ID, type a purchase ID in the Purchase ID field. 6. To filter by approval status, select a status from the Approval Status drop-down list. 7. To filter by eligibility for pull back, select a status from the Pull Back Eligibility drop-down list. 8. To filter by order match status, select a status from the Order Match Status drop-down list. 9. To filter by dispute status, select a status from the Disputed Transactions dropdown list. 10. To filter by reallocation status, select a status from the Reallocated Transactions drop-down list. 11. To filter by review status, select a status from the Reviewed Transactions dropdown list. 12. Select the number of transactions to display from the Display drop-down list. 13. Click the Search button. The transactions that meet your search criteria display in a table at the bottom of the screen. Cardholder and Program Administrator 24

27 Advanced Transaction Search You can narrow your search for transactions by performing an advanced search using additional, optional search fields. For example, you can search for only approved transactions between June 1, 2013, and June 15, To perform an advanced search for transactions: 1. Refer to the Search and Select a Cardholder Account on page 6 to navigate to the Transaction Management: Card Account Summary with Transaction List screen and to open the Search Criteria area. 2. Click the Advanced Search link. The Transaction Management: Search and Select Transaction screen displays. Cardholder and Program Administrator 25

28 3a 3b 3c Click to toggle back to the basic search. 4a 4b The advanced search fields available to you depend on which functions your program uses. Click to reset the advanced search fields to the default parameters. 3. To filter by date: a. Select a date type from the date drop-down list. b. Specify a beginning date by selecting a beginning day, month and year from the drop-down lists. c. Specify an ending date by selecting an ending day, month and year from the drop-down lists. 4. To filter by transaction amount: a. Select an amount status from the Transaction Amount drop-down list. b. Specify an amount by typing a dollar amount or range in the $ fields. 5. Type a purchase ID in the Purchase ID field. 6. Select an approval status from the Approval Status drop-down list 7. Select an order match status from the Order Match Status drop-down list. 8. Type a merchant name in the Merchant Name field. 9. Select a pullback status from the Pull Back Eligibility drop-down list. 10. Select a dispute status from the Disputed Transactions drop-down list. 11. Select a reallocation status from the Reallocated Transactions drop-down list. 12. Select a review status from the Reviewed Transactions drop-down list. 13. Select the number of transactions to display from the Display drop-down list. 14. Click the Search button. A list of transactions that meet your search criteria displays at the bottom of the screen. Cardholder and Program Administrator 26

29 Transactions that match your advanced criteria display at the bottom of the screen. Click a date link to view details. If available, click a merchant name link to view ESI data. Cardholder and Program Administrator 27

30 Account Activity Your cardholders can view and print a summary of their account activity. 2 3 To print a summary of account activity: 1. Repeat the steps in Basic Transaction Search on page 23 to navigate to the Transaction Management: Card Account Summary with Transaction List screen. 2. Select the cycle from the Billing Cycle Close Date drop-down list. 3. Click the Print Account Activity button. The report opens in a new window. Cardholder and Program Administrator 28

31 Tip! The last page of the report has signature lines. If your organization is based in Canada, then Canadian tax values will display as well. Cardholder and Program Administrator 29

32 View a Transaction s Details You can easily review detailed information about a specific transaction. Your screen may display allocation source information. 2 If available, click a merchant name link to view ESI data. To view additional information that is available for a transaction: 1. Repeat the steps in Search and Select a Cardholder Account on page 6 to navigate to the transaction list. 2. Click the transaction s date link in the Trans Date column. The Transaction Management: Transaction Detail screen displays. Cardholder and Program Administrator 30

33 These links maintain the context of your work. Note the accounting information To view additional details, select any of the other tabs. Cardholder and Program Administrator 31

34 4 4. Click the Back to Transaction List link (or the Trans List link to maintain your context) to return to the transaction list. Cardholder and Program Administrator 32

35 Learn More: The Transaction Management: Transaction Detail screen displays the information described below. The fields and tabs that display depend on your program setup (e.g., you use order management, you are based in Canada) and the information the merchant passes with the basic transaction data. The tabs available on the Transaction Management: Transaction Detail screen may include: Summary tab This tab provides a quick overview of the transaction detail, including transaction, merchant, reference, extract, currency, and dispute information. You can dispute a transaction from this tab. Match tab This tab lets you know if the transaction is matched to an order, payment request or payment instruction. You can also perform a match from this tab. This tab only displays if your organization uses the order management or Payment Plus function. Allocations tab This tab gives you information on the transaction's accounting code allocation. You can reallocate a transaction on the Allocations tab. If your organization has selected to display source information, then you can also view the allocation source (e.g., user, allocation rule) and more specific source information (e.g., user Jane Doe, system). Tax and Allocations tab This tab displays for Canadian organizations. This tab gives information in the transaction's accounting code allocations. The tab also lets the cardholder reallocate, manage tax, and add comments on a single tab. Transaction Line Items tab This tab only displays if the merchant passed level III data, which includes line item details. User Line Items tab This U.S.-specific tab contains fields for you to add your own information about line items, including tax dollar values. If the merchant passed level III data (line item data), then you can use that data to automatically populate the line item fields on the User Line Items tab. Tax Data tab This U.S.-specific tab contains any tax information (e.g., shipping information, usage codes) the merchant passed. You can also add your own tax information. You only use this tab if your organization uses the U.S. tax management function in Access Online. Comments tab This tab displays fields for you to add comments on the transaction. Each organization customizes the available comments fields and grants access to different groups of users. Approval History tab This tab displays information on the approval history of the transaction. If you want to approve a transaction, use the Summary tab. For detailed information on each tab, refer to Transaction Detail Tabs on page 141. Cardholder and Program Administrator 33

36 Learn More: The transaction data that a merchant can pass through Visa or MasterCard, and which is thereby available through Access Online, falls into one of three categories: level I data, level II data or level III data. The table below provides detailed information about each data level. Data Level Descriptions Table Data Level Description Corporate Card Data Includes: Purchasing Card Data Includes: level I Also known as financial or draft data, level I data is the minimum amount of data required to clear and settle a financial transaction. All consumer and commercial card transactions generate level I data. Basic merchant point-ofsale devices generally capture level I data. Merchant name City State ZIP/postal code MCC Transaction amount Date of sale Merchant name City State ZIP/postal code MCC Transaction amount Date of sale level II Also known as enhanced data, level II data is additional summary data for the transaction. level II data accompanies level I data, but level II data is not required for clearing and settlement. N/A Sales tax Customer code (e.g., department, cost center, purchase order number, or invoice number) level III Also known as enhanced data, level III data is all additional line item data pertaining to the transaction. Level III data is not attached to level I financial records, so a matching process must link level III data to these records. Merchants must have sophisticated software to capture level III data. This data originates from a number of sources and travels through the transaction process in records separate from sales drafts. Issuers or processor systems match these records with sales draft data to create complete and comprehensive transaction records. N/A Detailed tax information Discount amount Freight and ship amount Duty amount Ship to/from ZIP codes Order date Account number Item commodity code Item description Quantity Unit of measure Unit cost Cardholder and Program Administrator 34

37 View a Convenience Check Image You can easily view a portable document format (PDF) image of a convenience check associated with a cardholder account. Check images are available as soon as the transaction posts in Access Online. We archive images after 120 days, so if you want to view an image for a check that is older than 120 days, you need to wait for 24 hours for us to pull the image from the archives. Check images are available for the current open cycle and the past six cycles (either immediately or from the archives). 1 To view a convenience check image: 1. Click the date link for the convenience check transaction. Cardholder and Program Administrator 35

38 2 The Transaction Type information system lets you know the transaction was a convenience check transaction. The View Check Image button only displays if the transaction is a convenience check transaction. 2. Click the View Check Image button. The check image opens as a new PDF file. Cardholder and Program Administrator 36

39 Both the front and the back of the check are available to view. Cardholder and Program Administrator 37

40 Attach a Receipt to a Transaction Some organizations use a feature that lets cardholders attach receipts to transactions to provide additional documentation on a purchase. If your organization uses this feature, then you can attach a PDF file copy of your receipt (e.g., scanned on a copy machine into PDF format) to a transaction. The attachments are accessible on the transaction list and on transaction reports. 1 2 To attach a receipt: 1. Repeat the steps in Search and Select a Cardholder Account on page 6 to navigate to the transaction list. 2. Click the Paperclip icon for the transaction you want to attach a receipt to. Cardholder and Program Administrator 38

41 3 3. Click the Browse button. A Choose File to Upload window opens Search and select the PDF file. 5. Click the Open button. Cardholder and Program Administrator 39

42 6 6. Click the Attach button. The system attaches the PDF to the transaction Click the PDF icon to view the attachment If you attach the wrong receipt, repeats Steps 2 7 to attach a different receipt. The system does not save the old receipt, but the system does track the history of when you attached and replaced receipts. Cardholder and Program Administrator 40

43 Tip! You cannot delete an attachment, but if you want to remove data, you can create and attach a blank PDF. Tip! If you are using Microsoft Internet Explorer 8, you may notice that the filepath for your PDF file displays as C:/fakepath. This display does not affect your ability to attach the PDF file. To display the full path, change your Explorer security settings. On the Internet Options Security tab, click the Custom Level button and then select to enable showing the local directory path when uploading files. Cardholder and Program Administrator 41

44 Mark a Transaction as Reviewed You can view transaction lists and details for the current cycle and the past six cycles. However, the number of days following the close of the cycle that you have to mark transactions as reviewed is subject to a variable control that your organization set up during the implementation of your program. You can mark a transaction as reviewed from the Transaction Management: Card Account Summary with Transaction List screen or the Transaction Management: Transaction Detail screen. Tip! If you mark a transaction as reviewed by mistake when selecting multiple transactions, then you can select an individual transaction displayed on the Transaction Management: Card Account Summary with Transaction List screen and click Change Review Status. The transaction is no longer marked as reviewed. Learn More: From this screen, you can also approve transactions. Refer to the Access Online: Transaction Approval Process user guide or the Access Online: Account Approval Process user guide for detailed information and steps. Cardholder and Program Administrator 42

45 Your screen may display allocation source information. 2a 3a 2b To mark transactions as reviewed: 1. Repeat the steps in Search and Select a Cardholder Account on page 6 to navigate to the transaction list. 2. To mark transactions as reviewed from the Transaction Management: Card Account Summary with Transaction List screen: a. Select the check box in the Select column for each transaction you want to mark as reviewed. b. Click the Change Review Status button. Check marks display in the Select column next to the transactions you selected and an R icon displays next to each transaction you selected. 3. To mark the transaction as reviewed from the Transaction Management: Transaction Detail screen: a. Select the date link for the desired transaction. The Transaction Management: Transaction Detail screen displays. Cardholder and Program Administrator 43

46 3b 3c b. Select the Summary tab. c. Click the Mark as Reviewed button. A confirmation message displays at the top of the screen and an R icon displays in the Status column. Cardholder and Program Administrator 44

47 Cardholder and Program Administrator 45

48 Dispute a Transaction You can use Access Online to dispute a transaction, including selecting a reason for the dispute. In addition, you can use the system to request a copy of the sales draft to get more information about the disputed transaction. You can also cancel a disputed transaction as long as the disputed transaction is unresolved. Dispute a Transaction Your screen may display allocation source information. 2 To dispute a transaction: 1. Repeat the steps in Search and Select a Cardholder Account on page 6 to navigate to the transaction list. 2. Click the transaction date link for the transaction you want to dispute. The Transaction Management: Transaction Detail screen displays with the Summary tab open. Cardholder and Program Administrator 46

49 3 3. Click the Dispute button. The Transaction Management: Select a Dispute Reason screen displays. Cardholder and Program Administrator 47

50 Click to request a copy of the sales draft for the transaction Select the radio button for the appropriate dispute reason. 5. Click the Select button. The Transaction Management: Dispute Reason screen displays, listing your selected dispute reason. Cardholder and Program Administrator 48

51 Tip! Read the explanation under each dispute reason until you find the one that is most appropriate for your dispute. The Additional Items Required column tells you what additional information you will need to provide when you submit your dispute request. These requirements are based on Visa and MasterCard dispute rules. Note the dispute reason. 6 7 Required fields have a red asterisk. 8 9 Tip! The Transaction Management: Dispute Reason screen has different fields depending on the dispute reason selected. The above screen displays if you select the Unauthorized dispute reason. 6. Verify or type your name in the Requestor Name field. 7. Type your phone number in the Requestor Phone Number field. 8. In the Comments box, enter additional comments to explain why you are disputing the charge. 9. Click the Continue button. The Transaction Management: Dispute Reason screen displays with a message at the top confirming that your request has been completed. Cardholder and Program Administrator 49

52 Follow the instructions on the screen to print, sign and fax or mail this form to us. Tip! Disputed transactions display with a D icon to indicate that they were disputed. The D icon remains even after the dispute has been resolved or cancelled. Cardholder and Program Administrator 50

53 Cancel a Dispute You can easily cancel an unresolved dispute. If you cancel a dispute, keep in mind that the transaction is automatically settled in favor of the merchant. After you cancel a dispute, you can also re-dispute the transaction by repeating the steps in Dispute a Transaction on page Your screen may display allocation source information. To cancel a disputed transaction: 1. Repeat the steps in Search and Select a Cardholder Account on page 6 to navigate to the transaction list. 2. Click the transaction date link for the transaction you want to dispute. The Transaction Management: Transaction Detail screen displays with the Summary tab open. Cardholder and Program Administrator 51

54 Review the dispute detail and make sure the Dispute Status is Unresolved. 4. Click the Cancel Dispute button. A confirmation message displays. Cardholder and Program Administrator 52

55 Type comments in the Cancellation Comments field. You have up to 40 alphanumeric spaces for your comments. 6. Click the Yes, Cancel Dispute button. You return to the Transaction Management: Transaction Detail screen with the Summary tab open. Cardholder and Program Administrator 53

56 Tip! If you need to, you can re-dispute the transaction by repeating the steps in Dispute a Transaction on page 46. Cardholder and Program Administrator 54

57 View a Transaction s Dispute History You can easily view the history of the disputed transaction. 2 To view a transaction s dispute history: 1. Repeat the steps in Search and Select a Cardholder Account on page 6 to navigate to the transaction list. 2. Click the transaction date link for the transaction you want to dispute. The Transaction Management: Transaction Detail screen displays with the Summary tab open. Cardholder and Program Administrator 55

58 Click the Plus Sign icon to open the Dispute History area. The Dispute History area displays. 4. Review the Dispute History information. Cardholder and Program Administrator 56

59 Reallocate a Transaction You can view transaction lists and details for the current cycle and the past six cycles. However, the number of days following the close of the cycle that you have to reallocate transactions is subject to a variable control (between 1 and 199 days) established during implementation. Once that time period has passed, you cannot reallocate the transaction. When you reallocate a transaction, you change the accounting information to allocate the transaction to a different accounting code. You can reallocate the transaction to one accounting code or to multiple accounting codes. For example, if you buy office supplies for two departments, you can reallocate that transaction to be shared between the two departments; however, total allocation amounts must always equal 100 percent of the transaction. You cannot leave a portion of the transaction unallocated. Transaction Reallocation Options When you reallocate transactions, you have three options: Reallocate a single transaction, including dividing the transaction among multiple accounting codes. For example, assigning one code to one transaction or dividing one transaction among three codes. Use the reallocation worksheet, to reallocate multiple transactions individually on the same screen. For example, assigning different codes to different transactions while working on the same screen. Use the mass reallocation function to reallocate a group of transactions proportionately. For example, dividing a group of 23 transactions evenly between two codes. The table on the following page summarizes these options. Cardholder and Program Administrator 57

60 Reallocation Options To do this task...take these steps. use these tips, and refer to this section for detail. Assign one code to one transaction Select the transaction and click the Reallocate button Or Click the transaction s allocation code link Be sure to allocate 100 percent of the transaction. Reallocate a Single Transaction on page 63 Assign multiple codes to one transaction Select the transaction and click the Reallocate button Or Click the transaction s allocation code link Let the system calculate percentages for you. Reallocate a Single Transaction on page 63 Be sure to allocate 100 percent of the transaction. Cardholder and Program Administrator 58

61 To do this task...take these steps. use these tips, and refer to this section for detail. Assign different codes to multiple transactions while working on the same screen (called the Reallocation Worksheet) Select the transactions and click the Reallocate button. Be sure to allocate 100 percent of each transaction. Reallocate a Group of Transactions with the Reallocation Worksheet on page 76 Assign one code to a group of transactions Select the transactions and click the Mass Reallocate button. Be sure to reallocate 100 percent of the group of transactions. Reallocate a Group of Transactions with the Reallocation Worksheet on page 76 Cardholder and Program Administrator 59

62 To do this task...take these steps. use these tips, and refer to this section for detail. Assign the same multiple codes (e.g., the same two codes) to a group of transactions Select all transactions and click the Mass Reallocate button. Let the system calculate percentages for you. Reallocate a Group of Transactions with the Mass Reallocation Function on page 81 Be sure to reallocate 100 percent of the group of transactions. Learn More: The next section describes these options in detail. For all options, depending on how your program is set up, you may be able to select from a list of valid values, select an alternate accounting code (AAC) (a complete accounting code), or build and select from a list of your own accounting code favorites (codes you use frequently). Cardholder and Program Administrator 60

63 Option: Reallocate a Single Transaction You can search and select a single transaction and reallocate that transaction, including reallocating the transaction among multiple accounting codes. For detailed steps, see Reallocate a Single Transaction on page 63. Reallocate a Single Transaction Table Before Reallocation Trans. A $ % allocated to After Reallocation Trans. A $ % reallocated to Or Trans. A $300 50% stays allocated to Trans. A $300 50% reallocated to Option: Use the Reallocation Worksheet You can use the reallocation worksheet to select up to 25 transactions and work on them on the same screen. You can reallocate each transaction to a different accounting code and/or divide different transactions among multiple accounting codes (e.g., Transaction A for $100 reallocated to accounting code 22-34, Transaction B for $500 reallocated to 50 percent to accounting code and 50 percent to accounting code 42-34). For detailed steps, see Reallocate a Group of Transactions with the Reallocation Worksheet on page 76. Reallocation Worksheet Table Before Reallocation Trans. A $ % allocated to Trans. B $ % allocated to After Reallocation Trans. A $ % reallocated to Trans. B $250 50% stays allocated to Trans. B $250 50% reallocated to Cardholder and Program Administrator 61

64 Option: Use the Mass Reallocation Function You can use the mass reallocation function to select up to 25 transactions to reallocate to the same accounting code or multiple accounting codes. You can replace existing allocations or add a common allocation. Replace existing allocations When you replace existing allocations, you reallocate 100 percent of the group of transactions. For example, you select a group of three transactions to mass reallocate (Transaction A for $100, Transaction B for $500, and Transaction C for $400 for a total of $1,000). You can reallocate 30 percent ($300) to accounting code 22-34, 50 percent ($500) to 32-34, and 20 percent ($200) to Add a common allocation You can also use the mass reallocation function to add a common allocation to a group of transactions, while keeping a portion of each transaction s existing allocation. For example, if Transaction A is allocated to 12-34, Transaction B allocated to 22-34, and Transaction C allocated to 32-34, then you can leave A, B, C allocated 90 percent to 12-34, 22-34, 32-34, respectively, but add a common allocation of 10 percent to accounting code So, Transaction A would be allocated 90 percent to and 10 percent to 43-21, and so forth. You might use this option to allocate estimated tax percentages to a specific accounting code. This option is only available to U.S. users. For detailed steps, see Reallocate a Group of Transactions with the Mass Reallocation Function on page 81. Mass Reallocation: Replace Existing Allocations Table Before Reallocation Trans. A $ % allocated to Trans. B $ % allocated to Trans. C $ % allocated to Transaction A, B, C Total: $1,000 After Reallocation Trans. A, B, C $300 30% reallocated to Trans. A, B, C $500 50% reallocated to Trans. A, B, C $200 20% reallocated to Transaction A, B, C Total: $1,000 Mass Reallocation: Add a Common Allocation Table Before Reallocation Trans. A $ % allocated to Trans. B $ % allocated to Trans. C $ % allocated to Transaction A, B, C Total: $1,000 After Reallocation Trans. A $90 90% remains allocated to Trans. B $450 90% remains allocated to Trans. C $360 90% remains allocated to Trans. A, B, C $100 10% reallocated to Transaction A, B, C Total: $1,000 Cardholder and Program Administrator 62

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