Paymentnet User Guide

Transcription

1 Paymentnet User Guide Paymentnet An internet based management and reporting tool for Purchasing Card transactions Developed, maintained, and upgraded by JP Morgan Chase Kip Smalligan x13211 is the Paymentnet System Administrator Access to screens and reports Users are restricted to viewing the data that is within their authority. Card Users Access to merchant info, their own employee profile, their own transactions, and various reports Managers and Designees Access to merchant info, transactions and card profiles under their authority. Login Go to Organization ID and User ID are not case sensitive but Pass Phrase must be lower case. Organization ID is us00958 User ID is assigned Pass Phrase Initial default pass phrase is valley. You will be prompted to create a new password. To change password anytime, go to the Home Welcome screen which is the first screen after logging in. Click on Change Pass Phrase link. Follow the instructions. Login required again after timing out If you forget your user ID or pass phrase, contact System Administrator x13211 Home Welcome Screen PaymentNet, Electronic Statement & Payment, Change Password To get back to the Home Welcome Screen, click on Home in the upper right of screen. PaymentNet Screens Orientation Use the Menu drop down menu to move between the main screens. Use Go to Page box to move to data continued on the next page. Screen does not scroll Use Select a View pull down menu to choose default screen and saved Queries Use Ascending/Descending arrows to change arrangement of column data To get back to the Home Welcome Screen, click on Home in the upper right of screen. Page 1 of 7

2 Primary Screens Transactions Screen Transaction ID Transaction date and posting date Amount Merchant name and state Review checkbox FOP and Account Code Cardholder s name Transaction data usually appears in Paymentnet hours after the merchant posts it to Visa, that is, after the transaction date. Only transactions from the current and/or immediately prior billing period appear on the default Transaction screen. After billing period ends (usually around the 25 th of the month), past transactions are archived and will no longer appear automatically. You can access past transactions by doing a query from the Transaction screen. Past transaction data is available via query for two rolling years. Merchants Screen Merchant Name Doing Business As (dba) Merchant Category Code (MCC) City/Phone Minority Status Minority Code State, Zip Code 1099 Status Page 2 of 7

3 Employee Profiles Screen Cardholder name Account number and object code Control Limits Queries (can be done in Transaction, Merchants, and Employee Profiles screens) Click blue Create Query button in Transaction, Merchants, or Employee Profiles screens Use the three pull down menu boxes to select criteria To create multiple criteria, click on the box with three dots [ ] for an additional set of criteria drop down menus. Click Process Query button, results will display To save a query for future reference, click Save Query and name it. Saved queries can be called up and run using the Select a View drop down menu To delete a saved query, run the query and then click the blue Delete Query button. To return to the original pre-query Transaction Screen, select Default View in the Select A View drop down menu, and click on the orange Go button. Transaction data is archived for two rolling years Page 3 of 7

4 Reports Select Reporting on the main View pull down menu Click one of the three categories of reports at the top of the screen (Cardholder/Employee, Transaction, Merchant). A description of each report available for your category is given. Select your report by clicking on the report name at the left. Use the three pull down menu boxes to select and enter criteria For multiple criteria, click on the box with three dots [ ] for an additional set of criteria menus Click on Process Criteria button You are given the option to have your report displayed in Acrobat Reader, MS Excel, or MS Word. Click the green arrow button of your choice. You will have to wait a minute for the report to be available on screen. Click the refresh button to check if it has appeared in the Available Download Files. When it has, click on the file name to view report. Useful Reports: Decline, Available Balance Electronic Statement Statements are available online the day after the close of the billing period. Click on Home link at upper right corner to return to the Home Welcome screen. From Home Welcome screen, click on the link, Electronic Statement & Payment. If more than one purchasing card is accessible under your User ID, select a specific card number from the drop down Account Number menu Select the desired statement billing date from the Billing Date drop down menu. To view and/or print statement, click on button Print with Detail button; a dialog box will appear; click OK. In about 15 seconds, a Green arrow button will appear in the upper right corner of the screen. Click the green arrow button and your statement will appear as a PDF Adobe Acrobat document. To print your statement, click the print icon button. To search the PDF file, use the binocular icon buttons Find and Find Again Discontinue receiving mailed statement and receive notification instead From the Paymentnet Home Welcome screen, click on Electronic Statement & Payment. If multiple cards, select which card number from the Account Number drop down menu Select Statement Delivery from the Menu drop down menu (top of screen) Enter the address you want statement notifications sent to. Click Suppress Statement checkbox. Click Save. Miscellaneous PaymentNet maintenance and backup occur 2:00 a.m. to 6:00 a.m. Eastern To exit PaymentNet, go to home screen and click Logoff. Page 4 of 7

5 Submitting Disputes Online NOTE: 1. You must attempt to resolve the issue with the merchant before submitting a dispute with the bank. 2. You may dispute transactions online if within 60 days of the transaction date. If over 60 days, submit dispute using the Dispute Resolution form in the orange tab of your Purchasing Card binder). 3. JP Morgan Chase can only assist with disputes within 120 days of the transaction date. Click on the disputed transaction. Click on the blue Dispute button at top of the page. Complete requested information. Send any supporting documentation to the bank. Click Submit button To Export Paymentnet Screen Data to an Excel Spreadsheet 1. Click the Create Export File button. 2. Your file will appear on the Available Download Files screen (it usually takes a minute or less) Tip: Click the Refresh Screen blue button to see if your file is ready. 3. Click on your file name 4. WinZip message box appears. Click Open 5. Double Click on your file name in the WinZip window; a text file of your data will appear 6. From the text file File dropdown menu, select Save As. Name the file and save to your computer. 7. In Excel, click open, At the bottom of the pop-up window, in the File of Type field, select Text File. Find and select your saved text file 8 Text Import Wizard box opens 9. Verify that Delimited is selected and click Next. 10. Verify that Tab is selected and click Next again. 11. Verify that General is selected in the Column Date Format at the top. While holding down the Shift key, move the scroll bar to the far right and then click Finish. Your data will then appear in a spreadsheet. Page 5 of 7

6 Running the Decline Report in Paymentnet Click blue Paymentnet link at the left after logging to Paymentnet. Select Reporting from the main dropdown Menu Reports Screen > Select A Category: Click the All check button Scroll down to Declines report, Click on Declines Report Criteria for Denials Listing should appear. Select the search criteria you want from the three drop-down menus Probably the best criteria to use is Employee Last Name or Employee Last Name or "Account" which means the card number. TIP It is often best to use the Contains rather than Equals for the middle criteria box so you don t have to have the exact search word match to get search results If you want to search using additional multiple criteria, click the gray box with the + sign on it and an additional set of criteria menus will appear. Click on the blue Process Criteria button Click on one of the green arrow button to choose your report format options Available Download Files screen will appear and it will show your report has been submitted. You must wait usually seconds for the report link to appear. Click the blue Refresh button in about 30 seconds; the report link should appear. When the Decline report file name link appears, click on it. Report should appear. See common reasons for declines on next page Page 6 of 7

7 Decline Report Reasons Did user activate the card? MATCHED BLOCK CODE ON PARM = card not activated Did the cardholder exceed the card per transaction or monthly spend limits? Merchant Category Code (MCC) Block All travel and entertainment is blocked (airfare, car rental, hotel, restaurants) are blocked as well as merchants unlikely to have legitimate use by cardholders. Does the merchant have the correct expiration date? Report show code 77 with description "Matches Auth Parm Expiration Criteria Cardholder Name/Address Match When doing phone or internet orders, the name given should match exactly as on the card. The first line of the billing address is the first line of the street billing address on your statement. They check the first five letters of the first line of the billing address AND the first five digits of zip code for match. Customer Code/PIN number Occasionally a merchant will ask for a customer code # after swiping the card. Just have the merchant enter a dummy number and the transaction should go through. CV2 (Card Verification) Number The CV2 number is the three digit number added at the end of the card number printed on the back of the card in the signature area. This is a security feature that many merchant s banks require to be provided to them. Override Table Match Block placed on the card due to a lost or stolen card Block Matching Code Can mean card is not activated Unattended Device Decline (like a gas pump); usually due to card not activated 88 Decline Non-Cash Overline % or Amount - Monthly dollar limit exceeded Matched Block Reclass Code on Parm Card not activated, closed, or the bank has put a hold on the card due to a questioned transaction. MCC not in Group When MCC Ind = E Particular code not included in accounts; an MCC block where MCC may not be included in any of our groups. Decline Visa Change Refer to Decline Can mean a variety of things including card not activated. or card on hold to verify transaction. Page 7 of 7