© 2011 American Express

American Express @ Work ®

Corporate Account Reconciliation

End User Manual

Version 18

November 2011

Table of Contents

Table of Contents ............................................................................ 2

1 Getting Started ....................................................................... 5

1.1 Technical Requirements ......................................................... 5

1.2 Self-Registration ..................................................................... 5

1.3 Launching the Application for the First Time ........................... 6

1.4 User Profile Maintenance ....................................................... 6

1.5 Managing Your Password ....................................................... 7

2 Understanding User Roles ..................................................... 8

2.1 C = Cardmember .................................................................... 8

2.2 CM = Cardmember Manager ................................................... 8

2.3 BCA = Basic Control Account Manager .................................... 9

2.4 AM = Accounting Manager ..................................................... 9

2.5 Requestor ............................................................................... 9

3 Viewing Cycle Summary and Transaction Data .................... 10

3.1 Accounts & Cycles Tab .......................................................... 10

3.2 Card Data Tab ....................................................................... 12

3.2.1 Transaction Detail Tab .......................................................... 16

3.2.2 Merchant Information Tab ................................................... 17

3.2.3 Editing Additional Transaction Fields .................................... 17

3.2.4 History Tab ........................................................................... 18

3.2.5 Tax Information Tab ............................................................. 18

3.2.6 Line Item Detail (LID) Tab ...................................................... 18

4 Working with Transactions ................................................... 19

4.1 Reviewing, Approving and Reallocating Transactions ........... 19

4.1.1 Reviewing Transactions ........................................................ 19

4.1.2 Reallocating a Single Transaction .......................................... 19

4.2 Updating Split Accounting .................................................... 21

4.3 Importing Accounting ........................................................... 23

4.4 Exporting Files from a Transaction ........................................ 25

4.5 Enhanced Allocation Display ................................................. 27

4.5.1 Reallocating Multiple Transactions ....................................... 28

4.5.2 Approving Transactions ........................................................ 30

4.5.3 Managing Exception Notes ................................................... 30

4.6 Searching, Printing, & Exporting Transactions ....................... 31

4.6.1 Searching Transactions ......................................................... 31

4.6.2 Printing Transactions ............................................................ 36

4.6.3 Exporting Transactions ......................................................... 36

4.7 Custom Profile: View Profile ................................................. 37

4.8 Custom Profile: Custom Export and View Options ................ 38

5 E-Procurement/Purchase Order Systems .............................. 39

5.1 Accounts & Cycles Tab .......................................................... 39

5.2 Purchase Orders Tab ............................................................. 40

5.3 Manually Matching Purchase Orders to Transactions ........... 41

5.4 Un-Matching Purchase Orders from Transactions ................. 41

5.5 Customizing the Purchase Orders Tabs ................................. 42

5.6 Matching Line Item Detail (LID) Transactions to POs ............. 42

5.7 Un-Matching Line Item Detail (LID) Transactions from POs ... 42

5.8 Viewing Transactions Matched to POs .................................. 43

5.8.1 Exception Notes .................................................................... 43

6 vPayment ............................................................................. 44

6.1 Accounts & Cycles Tab .......................................................... 44

6.2 vPayment TPD Tab ................................................................ 45

6.3 Manually Matching vPayment TPD to Transactions .............. 46

6.4 Un-Matching vPayment TPD from Transactions .................... 48

6.5 Customizing the vPayment TPD Tabs .................................... 48

6.6 Matching Line Item Detail (LID) Transactions ........................ 49

6.7 Un-Matching Line Item Detail (LID) Transactions .................. 49

6.8 Viewing Transactions Matched to vPayment Requests ......... 50

6.8.1 Exception Notes .................................................................... 50

7 Travel/BTA-Travel Transaction Data ..................................... 52

7.1 Accounts & Cycles Tab .......................................................... 52

7.2 Travel Data Tab..................................................................... 53

7.3 Manually Matching Card Transactions to Travel Invoices ...... 54

7.4 Un-Matching Card Transactions from Travel Invoices ........... 54

7.5 Customizing the Travel Invoices Tabs .................................... 54

8 Receipt Imaging .................................................................... 55

8.1 Attaching Receipts on the Accounts & Cycles Tab ................. 55

8.2 Attaching Receipts on the Card Data Tab .............................. 56

8.3 Matching Receipts from the Card Data Tab ........................... 56

8.4 Faxing Receipts to CAR ......................................................... 56

8.5 Viewing Receipts .................................................................. 57

1 Getting Started

1.1 Technical Requirements

To access and use the Corporate Account Reconciliation (CAR) Administration module, you must have the following technical requirements: Component: Minimum Requirements: Operating Systems Windows XP, Windows 2000, Windows Vista, Windows 7, Mac 10.5 (Leopard), Mac 10.6

(Snow Leopard) Browser (Applet) Internet Explorer 5.5-9, Mozilla Firefox 2.0-3.6, Safari 4.x, Safari 5.x Java Java 1.5 to 1.6 RAM 512M with 128M Allocated Heap Space to Java Disk Space (Applet) Approximately 10M free space. Timeout Warning If you remain idle (do not make a request to the server) for approximately 30 minutes, a popup window

will warn you that you will be disconnected in 120 seconds, and the timer will begin to count down. If you click OK or close

the popup window, the connection will be renewed for an additional 30 minutes. The popup window will continue to

appear approximately every 30 minutes. If no action is taken, and the timer runs out, you will be notified that you have been

disconnected from the server. However the application will remain visible. You would then be required to close the

application window and log in to continue updating transactions. Note: Both the Administrator and End-User modules have

their own timeout periods. Remaining active in one module will not keep the other module from timing out. A popup box

will be displayed for each module that is within 120 seconds of timing out.

1.2 Self-Registration

Each user needs to be registered before they can access the Corporate Account Recon tool. Registration can be completed

by either a company designated individual, e.g. System Administrator, or each user. Follow these steps to register yourself

(Self-registration is not available for all clients):

1. Access the web site for Reconciliation Management: https://amex.iers.ihost.com. Note: If the site is displayed in the wrong language, select your language from the drop down box to continue.

2. Scroll down to “Register for American Express @ Work Reconciliation Management” 3. Copy and paste the company key (available from your company’s System Administrator) in the Company Key field

and click on Register Now 4. Complete the form (if you do not have a card, check the Non-cardholder box) click Next 5. Next, if appropriate, you will be prompted to enter your card number 6. If you have more than one card, enter each card number one at a time by clicking on the Add Another Card button,

click the Next button 7. Review the user information on the review screen, and click on the Submit button or, click on Cancel to cancel

registration.

A message will display, indicating registration was successful. The Corporate Account Reconciliation system will send you an

email notification to the email address specified in the profile. The email will come from the following address:

“atWork@amex.iers.ihost.com”, and will contain a system-generated password for first time access. If you have any

questions, please contact your System Administrator.

1.3 Launching the Application for the First Time

The first time you access Corporate Account Reconciliation, you will need the following four pieces of information:

1. Your User ID 2. The system-generated password 3. Your Company key 4. The answer to the challenge question as entered in user registration

Steps to Launch the Application for the First Time:

1. *Access the web site for Reconciliation Management: https://amex.iers.ihost.com. 2. Enter your user ID and system-generated password and click on the Log In button 3. Copy and paste the company key and provide an answer to a challenge question (case-sensitive), click Submit 4. You will be prompted to change your password. Personal passwords must be 6-14 characters long, and must

contain at least one number and one alpha character. Enter your the new password twice and click on Change 5. Next, you will be asked whether you trust the content from IBM required to run the Corporate Account

Reconciliation user application. Click Yes to continue.

The connection box will appear and the application will launch after a few seconds. If this box does not launch, contact

your company’s System Administrator for assistance – settings on the PC or Browser may need to be changed.

*Note: If the site is displayed in the wrong language, select your language from the drop down box to continue.

1.4 User Profile Maintenance

Updating Your Card Information Only Cardmembers can update their own profile. If you are a Cardmember Manager, Basic Control Account Manager or

Accounting Manager, contact your System Administrator to update your profile.

Here are the steps for Cardmembers to update their profiles:

Go to: https://amex.iers.ihost.com.

Enter your User ID and Password and click on Update Profile.

The system will display a form that contains your existing profile information. You can add a card, delete a card, or modify

basic profile information.

The Current Cards field will display all cards that are linked to your profile. To add an additional card, fill in the card number

in the Card Number field, and then click on Add. To delete a card, select a card from the Current Cards dropdown box, and

then click on Delete. On this screen you may also modify basic profile information such as your first and last name, challenge

phrase and response, email address, and language preference. Once all the changes are made to your user information, click

on Submit or click Cancel to abandon modifying your profile.

1.5 Managing Your Password

Changing Your Password

1. Go to: https://amex.iers.ihost.com Enter your user ID and password, and click on Update Profile Click on the Change Your Password? Link at the bottom of the screen.

2. Enter your NEW password twice. The password must be 6-14 characters long, and must contain at least one number and one alpha character. Enter the OLD password in the field provided and click on Change to continue.

3. Finally, the system will indicate whether your password change was successful. Resetting Your Password If you forgot your password, or locked yourself out with three or more unsuccessful login attempts, the system has the

capability to automatically resets your password and provide you with access to the application. To reset your password,

you will need to enter the answer to the challenge question, and the company key. Here’s how to reset a password:

1. Go to: https://amex.iers.ihost.com 2. Click on the Forgot Your Password? Link 3. Enter your user ID, challenge question, challenge response, and the company key 4. Click on Submit The system will indicate whether or not your password was reset

Upon request, the system-generated password will be sent directly to your email according to the one listed in your user

profile. Please allow up to six hours for the system-generated e-mail to arrive.

2 Understanding User Roles

If you have access to more than one role (Cardmember, Requestor, Cardmember Manager, Basic Control Account Manager

and/or Accounting Manager) you will be able to switch between e roles once logged in. To switch roles, go to the menu bar

at the top of the screen, click on Role, and choose the desired role. The Accounts and Cycles Tab will refresh based on the

chosen role. The check mark next to the role indicates your current role.

2.1 C = Cardmember

Cardmembers can be associated with one or more card accounts. You can select a card and a cycle to view transactions.

Cardmembers have full access to:

- Review or mark a transaction with a Level 1 Approval, if approvals are enabled

- Reallocate (change) a transaction’s accounting information

- Enhance the transaction details and add comments

- Print a transaction summary

- Customize view by selecting columns under list options

- Search through and filter transactions

- Export transactions to a CSV file which can be opened in Excel

- Change estimated tax amounts, if tax estimation is enabled

2.2 CM = Cardmember Manager

Cardmember Managers can be associated with a group of card accounts. As a Cardmember Manager, you can select a card

and a cycle to view transactions. The permissions for this role are identical to the Cardmember role with a couple of

additional functions. Cardmember Managers can:

- Add Manager comments and/or exceptions to each transaction

- Mark a transaction with a Level 2 Approval, if approvals are enabled

2.3 BCA = Basic Control Account Manager

Basic Control Account Managers can be associated with one or more BCAs (Basic Control Accounts). As a BCA (Basic Control

Account) Manager, you can select a BCA and a cycle to view transactions. The permissions for this role are identical to the

Cardmember Manager role with two additional functions. BCA Managers can:

- Use enhanced search capabilities (by Cardmember number)

- Mark a transaction with a Level 3 Approval, if approvals are enabled

- Note, if using receipt imaging, BCA Managers can only view receipts from the Accounts & Cycles tab and can never

delete receipts.

2.4 AM = Accounting Manager

Accounting Managers can be associated with one or more sets of accounting values. As an Accounting Manager, you can

select a set of accounting values and a cycle to view transactions. The permissions for this role are similar to the

Cardmember Manager role. However, Accounting Managers can:

- Only view and reallocate the specific accounting lines/splits for which they have access

- Mark an allocation (the accounting line for a transaction) with a Level 4 Approval, if approvals are enabled

- View and edit VAT codes

- Note, if using receipt imaging, AM roles views receipts from the Card Data tab, can’t match receipts, but can unmatch

receipts.

Note: If a transaction has several accounting lines, containing several Cost Centers, the Accounting Manager will only have

access to the data they are authorized to reallocate and approve. Viewing and editing VAT codes is an option which has to

be activated by the System Administrator. These Accounting Managers will be referred to as “VAT Managers” (Europe only).

2.5 Requestor

Requestors can be associated with one or more requestor name. As a Requestor, data is displayed based on the requestor

name associated with the transaction or third party. The permissions for this role are identical to the Cardmember including

some shared functions:

- CM Approval Level 1 and Cardmember Comments are used by Requestors

- Requestor roles can views receipts from the Card Data tab, but can’t match or unmatch receipts.

3 Viewing Cycle Summary and Transaction Data

3.1 Accounts & Cycles Tab

The Accounts & Cycles tab contains the card account/s that you are authorized to access along with the corresponding

cycle/s. This is the first screen you will see upon logging-in. The Account list on the left displays the card account/s. The

Cycle list on the right displays the available statements for the selected account.

Cycle Screen Labels

Label Description

P “P stands for the product

“B” indicates account number is a Business Travel Account

“M” indicates account number is a Meeting Card

“P” indicates account number is a Purchasing Card

“V” indicates account number is a vPayment account

E “E” stands for the extract status and will display the posting status next to the

corresponding cycle. A colored Lock icon indicates the posting status of the cycle or date

range.

A gray lock indicates the cycle is partially locked. Individual transactions within the cycle have been locked. Transactions cannot be modified unless a System Administrator unlocks the cycle.

A yellow lock indicates the cycle is locked. Transactions cannot be modified

unless a System Administrator unlocks the cycle.

A red lock indicates the cycle has been posted. Transactions are permanently locked and can not be modified.

A green lock indicates the cycle or transaction is open for approvals and any other field changes. The accounting field is locked however.

C, CM, BM, AM C, CM, BM and AM, are approval status indicators by role. C = Cardmember, CM =

Cardmember Manager, BM = Basic Control Account Manager, and AM = Accounting

Managers. The columns display only for approval levels that have been activated by the

System Administrator.

Indicates a Cardmember or Requestor has marked all transactions within a cycle

as approved

Indicates a Cardmember Manager has marked all transactions within a cycle as

approved

Indicates a Basic Control Account Manager has marked all transactions within a

cycle as approved

Indicates an Accounting Manager has marked all allocations/transactions within a

cycle as approved

R R indicates that at least one receipt exists for the selected cycle.

Cycle Date This date indicates the cycle end date for the statement

Status The status can be either Open or Closed, based on the current date and the closing day of

a statement cycle

The status does not indicate whether transactions can be edited/reallocated. The status

will change to closed once all transactions for a given cycle have loaded and the new cycle

data has begun to load, usually within 72 hours of the cycle date.

Total Amount Total dollar amount of transactions that make up the statement for the corresponding

cycle.

Transaction

Summary

The Transaction Summary box is located at the bottom of the screen, on the right hand

side. The summary displays the control totals for the selected cycle.

Receipt

Summary

The Receipt Summary box shows you how many receipts have been received for the cycle

selected, and the source, whether faxed or attached.

Users can double click a record on the Accounts & Cycles tab to load information for the selected Cycle or Third Party Data

Status.

Cycle Summary Tab

The Cycle Summary tab displays any approvals that may have been applied to all transactions for a given account, if your

company is using the approval functionality.

3.2 Card Data Tab

Click on the Card Data tab to see a list of transactions within the selected account/billing cycle. The table below shows all

the columns which are visible to end users. CMs and System Admins have the option to modify which columns they display

on the screen.

Transaction Screen Labels

Label Label Description

Selected Cardmember Name of the Cardmember who incurred the transaction selected.

Selected Requestor Name of the Requestor who incurred the transaction selected. This is only

displayed for users with the Requestor role.

Account Number The Cardmember number associated with the transaction selected.

!

A red “!” indicates the Cardmember Reference field is invalid and an exception note was generated.

! A black “!” indicates the System Administrator has run the revalidation task,

and the accounting is no longer valid. This can occur if new accounting

codes were created or old ones have expired since the transaction was last

reallocated.

A blue “!” indicates that an exception was created when a purchase order (or

travel record for BTA) was matched to the transaction. The exception note

will indicate the issue.

Cmt “Cmt” stands for comment. This icon indicates the transaction has comments.

A yellow icon indicates Cardmember comments

A blue icon indicates Manager comments

A green icon indicates both Cardmember and Manager comments

Cycle Date The transaction's statement end date.

S “S” stands for status of the transaction. A colored Checkmark icon indicates

whether the transaction has been reviewed or reallocated.

A green checkmark indicates the transaction was reviewed and or approved

A blue checkmark indicates the transaction was reallocated

E “E” stands for extract status of the cycle. A colored Lock icon indicates the posting

status on the transaction:

A gray lock indicates the cycle is partially locked. Individual transactions within the cycle have been locked. Transactions cannot be modified unless a System Administrator unlocks the cycle. Locked or posted transactions cannot be modified.

A yellow lock indicates the cycle is locked

A red lock indicates the cycle was posted

A green lock indicates the cycle or transaction is open for approvals and any other field changes. The accounting field is locked however.

C, CM, BM, AM “C, CM, BM and AM” appear in the approval status columns for Cardmember,

Cardmember Manager, Basic Control Account Manager, and Accounting Manager.

The columns display if approvals have been activated by the System Administrator.

Indicates a Cardmember or Requestor has marked the transaction as

approved

Indicates a Cardmember Manager has marked the transaction as approved

Indicates a Basic Control Account Manager has marked the transaction as

approved

Indicates an Accounting Manager has marked the transaction/allocation as

approved

LID This icon indicates the transaction includes Line Item Detail (LID) information.

Only participating merchants pass LID data.

Date The date the transaction was recorded by the merchant.

Merchant The name of the merchant that recorded the transaction.

Merchant Location City and state/province in which the transaction was recorded.

Billed Billed amount and currency of the transaction.

Local Local amount and currency of the transaction.

Received Indicates the receipt status of the transaction as being {Fully Received}, {Partially

Received}, or {Not Received}. This status is maintained on the Additional

Transaction Detail tab.

Traveler Name Traveler name found in Cardmember Reference 2 (BTA only)

Routing Travel itinerary in airport codes (BTA only)

AL Airline (BTA only)

R, S Receipt Imaging columns. R is for Receipt, whether or not a receipt has been

matched to a transaction. S is for source, whether the receipt was faxed or scanned.

Filter Functionality “Filter” functionality is available on the Card Data and Third Party Data screens. By using the filter search, users can narrow

onscreen search results.

Steps:

1. Type a value in the filter text box located in the top right hand corner of the screen.

2. CAR automatically hides any transactions unless the filter value is contained in a viewable field.

3. Clear the filter text box by deleting the value or clicking the “X” button to the right of the text box.

3.2.1 Transaction Detail Tab

The Transaction Detail tab is located at the bottom of the Card Data tab and displays details of the transaction.

Transaction Detail Screen Labels

Label Description

Merchant Reference The reference number passed by the merchant.

Cardmember Reference (1-4) The Cardmember reference information passed by the merchant.

Description Up to four lines of descriptive information passed by the merchant.

Billed Amount (Tax) The billed amount, currency, and actual tax of the transaction.

Local Amount (Tax) The local amount, currency, and actual tax of the transaction.

Exception Note Exception notes are either system generated or manually created by

Managers only. A Manager can click this button to add an exception note

and flag the transaction.

Allocation Details The derived allocation(s) for the transaction. The values can be changed by

reallocating the transaction. A will show next to the allocations that

have been approved by an Accounting Manager.

Review/Approval Button Click this button to confirm that you have reviewed /approved the

transaction. This will be discussed in section 4.1.1 Reviewing/Approving

Transactions.

System Administrators can enable approvals. If approvals are enabled, the

Review button may have a custom label, and would be used to mark the

transaction with your approval.

Reallocate Click this button to reallocate a transaction. This will be discussed in

section 4.1.2 Reallocating Transactions.

Adding an Exception Managers can add an exception note and flag a transaction on the Transaction Detail tab if the transaction is not locked or

posted. Steps:

1. Select a transaction on the Card Data tab and click on the Transaction Detail tab 2. Click on the Exception Note button and enter the exception note in the text box

3. Click on the Ok button. The flag will appear on the transaction under the “!” column to indicate the existence of an exception.

3.2.2 Merchant Information Tab

The Merchant Information tab provides data about the transaction’s vendor. This is not required information and may

contain unpopulated fields.

3.2.3 Editing Additional Transaction Fields

Step Action

1 In the CAR End User Application, click on the Card Data Tab, select a transaction, then

using the shift or control key select several transactions.

2 Check off the field that you want to change on the Additional Transaction Tab.

3 Next, click Save.

3.2.4 History Tab

The History tab provides the User ID and timestamp of the transaction’s last reallocation, approval, etc. Any updates made

by the system will be marked with a User Id of “System”.

3.2.5 Tax Information Tab

The Tax Information tab displays the tax information by tax type e.g. Tax, VAT, GST, HST, PST, and QST. The tax amounts

shown on this tab are included in the total amount of the transaction. This tab will indicate if the tax was actual or

estimated. Contact the System Administrator for more information on how taxes are estimated in your market.

Tax Information Screen Labels

Label Description

Tax ID Tax ID can be TAX, VAT1- VAT5, GST, HST, PST, or QST. The Tax ID represents the summarized

totals for the tax types and rates for each transaction.

Amount The actual tax amount derived from data passed by the merchant. The actual tax amount

cannot be edited.

Estimated

Amount

The estimated tax amount for transactions where the actual tax was not passed by the

merchant, e.g. non-LID transactions. This field will be '0.00' if the transaction contains actual

tax and/or LID data, when tax estimation is enabled. The estimated amount can be edited by

any user.

Exempt? This column indicates whether the transaction is tax exempt. (N/A for US)

3.2.6 Line Item Detail (LID) Tab

Many merchants are capable of passing invoice level detail or ”line item detail” (LID) with the transaction. If a transaction

includes LID information, the Line Item Detail tab will be enabled and you can click on the tab to view the enhanced data.

4 Working with Transactions

4.1 Reviewing, Approving and Reallocating Transactions

Corporate Account Reconciliation allows users to review, approve and reallocate transactions. These functions are enabled

by clicking on the Review, Approve or Reallocate button located on the Transaction Detail tab within the Card Data tab.

4.1.1 Reviewing Transactions

By clicking the Review button, a user is indicating that the transaction and its associated accounting information are

accurate. The Review button is disabled if the transaction had previously been reviewed, reallocated or if the transaction is

locked/posted. You can review multiple transactions at the same time by highlighting transactions that you want to review

and clicking on the Review button. The multi-select feature must be enabled by your System Administrator and if enabled,

may have a system limitation on the number of items that can be selected at one time. If you exceed the limit, the system

will inform you that you have too many items selected, and what the current system limit is.

4.1.2 Reallocating a Single Transaction

Transactions may be reallocated if the transaction is in an unlocked state. To reallocate a transaction:

1. Highlight the transaction and click on the Reallocate button on the Transaction Detail tab 2. The Reallocate Transaction dialog box will appear 3. Select the existing allocation from the top list and either delete or change 4. Delete the allocation by clicking on the Delete button 5. Change the Amount or Percent field and click on the Update button 6. Highlight New Entry from the list; enter the necessary accounting information, amount/percentage, and

description. Then click on the Add button. 7. If you need to reallocate the next transaction in the Card Data tab, click on the Select next transaction after

submit checkbox and click on the Submit button. Otherwise, click on the Submit button to finalize the allocation and return to the Card Data tab.

8. If using drop-down fields for your accounting, you will only see options that are valid for your UserID. Your System Administrator is responsible for providing the correct accounting values. The system has a limit on the number of validation values that any given user can download at once. You may be required to search for the desired value(s) by clicking the ellipse “…” button or the new magnifying glass icon in order to pull up the search option.

9. There are 5 advanced accounting rules that may be enabled for your Site. These are optional, and are configured by your System Administrator. If you are not in compliance with these rules, you will receive a message when you submit your reallocation(s). The advanced accounting rules are:

a. Minimum Required Fields – you will be required to populate a minimum number of accounting fields. If you do not populate the minimum number of fields, you will be unable to save your accounting changes.

b. Maximum Required Fields – you will be required to populate <= the number of fields defined as the maximum. If you attempt to populate more than the maximum number, you will be unable to save your changes.

c. Exact Field Population – you will be required to populate the exact number of accounting fields (no more and no less than the required number). If you do not populate enough of the fields or try to populate too many fields, you will be unable to save your changes.

d. Mutually Exclusive – you will only be able to populate one field out of a pre-defined list of accounting fields. If you try to populate more than one of the mutually exclusive fields, you will be unable able to save your changes.

e. Dependent Fields – a “Primary” accounting value will be specified. If you populate that value, then you will be required to populate additional fields that the System Administrator has designated. If you do not populate all of the dependent fields, you will be unable to save your changes.

Note: the allocation descriptions can be customized. Contact the System Administrator with questions. Repeat the above

process until the full amount of the transaction has been allocated.

1. Searching/Viewing Dropdown Accounting Values/Descriptions

If an accounting code is defined as a dropdown menu, a user can see the valid values and their descriptions when editing

these accounting codes. To view the description of each value:

1. Click on the next to the field box Select a value will appear which displays the description next to each value* Note: in some cases, you may see a magnifying glass icon, which indicates not all values will be displayed, and you must search for additional values.

2. Select a value and click Ok to have it populate into the field (If all the values do not show in the list, you may need to search for the value or description) Click on the Search button to open the Search Values box.

3. Use the asterisk * as a wildcard, to search for Values or Descriptions containing search criteria

*Note: If descriptions are not visible, contact the System Administrator as your company may have elected to bypass loading

descriptions.

Search Examples: *1 in the Value field would return all values that begin with 1. *Office* in the description would return all

values where the word Office is a part of the description.

4.2 Updating Split Accounting

If you have more than one line of accounting within one transaction, you can update all lines of accounting at one time.

Review the screen shots and follow the step by step instructions.

Step Action

1 In CAR End User Application, click on the Card Data Tab, select one transaction

and click “Reallocate” at the bottom of the screen.

2 To update multiple lines of one split transaction, just highlight one line and then

hold either the Shift or the Control button and use your mouse to highlight

additional lines.

Step Action

3 Next, check the box of the accounting field you’d like to change, i.e., GL

Account. Type in the new accounting number.

4 Click Update. All of the highlighted lines will update automatically at

one time.

5 Click Submit to save your changes.

4.3 Importing Accounting

Import and Export Multiple Accounting Lines

This feature automates the action of splitting one transaction across many cost centers or other accounting value. Import

and Export your split accounting lines within one transaction.

Screen Shot of Reallocation screen

Step Action

1 In the CAR End User Application, click on the Card Data Tab, select a transaction,

click “Reallocate”.

2 Click “Import” and browse for your file and open.

3 CAR will automatically enter the codes from your spreadsheet into the transaction.

4 Click Submit to save your changes.

Note: VAT Managers in Europe will not be able to use the import feature due to complex rules.

Accounting Allocation Users can select a specific allocation line by single-clicking the allocation line on the Transaction Detail tab. Double-clicking

the allocation line automatically displays the reallocation screen with the selected allocation line highlighted by default.

4.4 Exporting Files from a Transaction

Screen Shot of an Export

Step Action

1 Click Export and save the file to a folder

2 Now you can follow the file format, and edit the file as needed.

3 Once you have made changes you can import your spreadsheet back into the transaction.

4 Click Submit to Save Changes.

File Format Example

The basic file format for importing is:

Amount/Percent: Entries can be split by dollar amount, or by percentage. If the amount or percent does not total the dollar amount then CAR will create allocations based on the proportions each line contributes.

Allocation Description: One description per allocation.

Accounting Fields: One column for each Accounting Field.

Note: Third party data line number (type) defined as an accounting field will not be imported/exported in this field.

Error Messages You will receive an error message if the:

Accounting is invalid

File Format is invalid

In addition, if the accounting is not valid you will also see an exception note under the Description field on the Reallocation

Screen.

You will also receive a pop up if your file was successful!

Exception Notes If the accounting is not valid, an exception note will appear in three places:

1) In the exception column in the Card Data Tab.

2) Under the transaction detail tab

3) On the reallocate tab

4.5 Enhanced Allocation Display

Screen Shot

4.5.1 Reallocating Multiple Transactions

You may choose to reallocate multiple transactions at the same time if those transactions all share some common values in

their accounting string. For instance, if you have ten transactions and want to change the GL account to '1111', select the

transactions and make the changes all at the same time without having to go through each transaction one-by-one. The

Corporate Account Reconciliation application supports two methods for reallocating multiple transactions. The multi-select

feature must be enabled by your System Administrator and if enabled, may have a system limitation on the number of items

that can be selected at one time. If you exceed the limit, the system will inform you that you have too many items selected,

and indicate the current system limit.

Replace Specific Accounting Fields Selected transactions can be reallocated to a common accounting value. The amount that is allocated remains the same as

the original however; some of the accounting values may change. Here is an example:

Accounting String = company code-cost center-GL account

Transaction A: 50% to 100-1000-1111, 50% to 100-3034-3453

Transaction B: 80% to 100-2000-2222, 20% to 100-3836-4543

Selecting transactions A and B, and replacing all GL accounts with '9999', yields the following result:

Transaction A ~ 50% to 100-1000-9999, 50% to 100-3034-9999

Transaction B ~ 80% to 100-2000-9999, 20% to 100-3836-9999

To replace specific accounting fields for multiple transactions:

1. Select multiple transactions by pressing the Ctrl key as you highlight multiple transactions. 2. Click on the Reallocate button on the Transaction Detail tab (the Reallocate Transaction dialog box will appear) 3. Select Replace specific account fields from the Multiple Reallocation Method drop down box 4. Next, select the accounting fields that need to be changed by clicking on the checkbox on the right side of each

accounting code 5. Enter values for the accounting codes selected, enter an optional description 6. To reallocate the next transaction in the Card Data tab, click on the Select next transaction after submit

checkbox and click on the Submit button. Otherwise, click on the Submit button to finalize the allocation and return to the Card Data tab.

Please note that when replacing specific accounting fields for transactions with tax accounting this will also replace the

accounting codes on the tax allocation line.

Reset All Allocations by Percentage This method can be performed on multiple transactions to specify a new set of accounting codes for every transaction

selected. As a result, all transactions that are selected will have the same set of accounting codes.

To reallocate multiple transactions with a new set of accounting strings:

1. Select multiple transactions by pressing the Ctrl key as you highlight multiple transactions 2. Click the Reallocate button on the Transaction Detail tab (the Reallocate Transaction dialog box will appear) 3. Select Reset all allocations by percentage from the Multiple Reallocation Method drop down box 4. Select the existing allocation from the top list and either delete or change 5. To delete the allocation, click on the Delete button 6. To change the Amount or Percent field and click on the Update button 7. Highlight New Entry from the list; enter the necessary accounting information, the amount/percentage, and a

description 8. Click on the Add button. Repeat this process until the full percentage has been allocated. These changes will be

applied to all of the transactions originally highlighted. 9. To reallocate the next transaction in the Card Data tab, click on the Select next transaction after submit

checkbox and click on the Submit button. Otherwise, click on the Submit button to finalize the allocation and return to the Card Data tab

Please note that when reallocating by percentage on transactions with tax accounting, the tax accounting line will be

overwritten with any changes that are made through this reallocation.

Split From LID (Does not apply to Canada or BTA) This method can be performed on transactions that contain Line Item Detail (LID). It allows a user to automatically create

one accounting line for each line item; this could be useful if you need to assign each item to a different Cost Center, GL

Account, etc. There are cases where the total LID amount may not equal the total transaction amount (due to taxes, etc.) If

this is the case, the system will automatically adjust the allocations (e.g. add a line for the remaining amount). To Split From

LID:

1. Select a LID transaction and click on the Reallocate button on the Transaction Detail tab (The Reallocate Transaction dialog box will appear)

2. Click on the Split From LID button 3. A pop-up warning window will appear, asking you to confirm your choice, click Yes to continue 4. In the Reallocate Transaction window, modify the accounting information for each applicable allocation line 5. Click on the Submit button to finalize the allocation

4.5.2 Approving Transactions

By approving a transaction, you are indicating that the transaction and its associated accounting are considered approved.

Approvals are used in place of the Review feature. The Transaction Detail tab contains an Approval button that may or may

not be enabled depending on the permissions granted to the user and the status of the transaction. The Approval button is

disabled if the transaction had previously been approved by the same level of user or if the transaction is locked/posted.

The four levels of approval are:

Level 1 = Cardmember (C) or Requestor Level 2 = Cardmember Manager (CM) Level 3 = Basic Control Account (BCA) Manager (BM) Level 4 = Accounting Manager (AM) To approve a transaction:

1. Highlight a transaction(s) that you want to approve 2. Click through the tabs to review all the information 3. Click on the Approval button located on the Transaction Detail tab.

Note: your System Administrator has the ability to customize the Approval Button label. In order to be able to approve

more than one transaction at a time, the multi-select feature must be enabled by your System Administrator. If enabled,

there may have a system limitation on the number of items that can be selected at one time. If you exceed the limit, the

system will inform you that you have too many items selected, and what the current system limit is.

4.5.3 Managing Exception Notes

There may be several reasons an exception note is created, as explained in section 3.2.

To edit that exception note:

A user can click on the Edit button at the top of the screen which will display an Update Exception Note box

where the user can modify the exception note.

To Clear the exception note:

A user can click on the Clear button at the top of the screen which will remove the exception note from the

transaction. Note: the Clear exception note option can be turned off or on by an Administrator in Site Maintenance.

4.6 Searching, Printing, & Exporting Transactions

4.6.1 Searching Transactions

The search function filters your data and only displays transactions based on your criteria.

To search transactions:

1. Click on the Search button on the tool bar (the Search Transactions dialog box will appear) a) Any previously executed search criteria within the session is displayed by default.

2. Click the “New Search” button. 3. Select a value from the “Search Field” dropdown.*

b) “Operator” and “Value” fields are automatically displayed. 4. Select a value from the “Operator” dropdown. 5. Enter or select a “Value.” 6. Additional criteria can be added by selecting the “Search Field” drop down for the next criteria row. 7. Criteria lines can be deleted by clicking the “X” button to the right of the criteria row. 8. Users can define “AND/OR” statements for searches with 2 or more criteria rows using the “Results Match

Criteria” dropdown (See AND/OR statements section) 9. Clicking the Search button executes the search and transactions are retrieved based on the search criteria.

*Note: The Default list “Search Field” drop down only includes the visible list options. You can click (show more) to see the

entire field listing.

“IN” Operator Users can also specify multiple criteria values for a single criteria row by using the “In” operator. The “In” operator is

available for any text based search field that allows users to manually enter values.

Steps:

1. Select “In” from the “Operator” dropdown box.

2. Click the “Value” button.

3. Users can add criteria by entering a single value and clicking the “Add” button.

4. Users can enter multiple values by separating each value with a comma and clicking the “Add” button.

a. Users may enter up to 20 criteria, no duplicate values can be entered.

5. Click the “OK” button once all values have been specified to close the pop-up.

6. The label for the “Value” button will then display the number of values associated with the row.

Wildcard Searches Users can search transactions using an “*” asterisk as a wildcard on non-dropdown alphanumeric fields. You can also name

and save your searches so you can reuse or modify them.

Defining “AND/OR” Statements CAR gives greater control over their search criteria options by allowing users to specify and/or statements for each criteria

line using the “Results match criteria” dropdown box. The “Results match criteria” dropdown is only enabled when more

than one criteria line is present.

Selecting “ALL” applies “AND” statements between each row, and will return results that match ALL the criteria specified.

Selecting “ANY” applies “OR” statements between each row, and will return results that match ANY of the criteria specified.

Selecting “Advanced” allows you to define a combination of “AND/OR” bracketing.

The “Advanced” dropdown option is only available when more than two criteria lines are present. For additional assistance

with the “Advanced” options, click on the “?” button to the right of the text box for a help screen pop-up.

Saved Searches To select a saved search users can single click on the search to display the associated search criteria. Double-clicking a saved

search will automatically execute the search. Right-clicking on a saved search displays a menu that allows users to “Make

Favorite,” Make Default,” or “Delete” the search.

Favorite Searches You can designate your top 4 saved searches as your “Favorites”, and click on the shortcut button to execute!

Shortcut to Favorite Searches Once you set up your favorite searches, just click on the Search icon (small triangle) to display a drop down list with your 4

favorite searches. Click the name of the search to quickly execute, without having to open up the entire Search pop up.

Default Search

Now, you can select one of your saved searches to become your default search. Just click on the search icon, and select one

of your saved searches located on the left hand side of the screen. Then check off the “Default Search” box located to the

right of the “Search Name” field. Make sure to click “Save” to save your changes and then close the search box.

Once this is set up, each time you launch the Card Data tab, you will automatically only see transactions as a result of your

default search. To remove a default search, just launch the search icon, select your saved search designated as your default

and uncheck the Default Search box. Make sure to save before closing the pop up box.

For example, if your default search is all transactions over $500.00, then each time you log into CAR and click on the Card

Data tab, you will only see transactions over $500.00.

Users can click the “Refresh” or “View All” button on the menu bar to clear the default search and download all transactions

to the Card Data tab. Note: Current hard/soft limits will still apply if the number of records exceeds the threshold.

You can tell if you are looking at a subset of transactions or viewing all transactions by looking at the “Selected

Transactions” label. The label will read “Transactions Displayed: All Transactions” if you are viewing all. If you are reviewing

the results of a search it will read “Transactions Displayed: Name of Search”. If the search was not saved, therefore is not

named it will read “Transactions Displayed: Unnamed Search Results”.

4.6.2 Printing Transactions

Users can print transactions from the Corporate Account Reconciliation user application. The print function will print all

transactions displayed on the Card Data tab.

To print transactions:

1. Click on the Print button (or access the FilePrint command) 2. Preview the transaction summary prior to printing, by clicking on the Print Preview button, click on the Ok

button to continue 3. Click on the Ok button when you see the Print dialog box from your operating system appear

4.6.3 Exporting Transactions You can export transactions from the Corporate Account Reconciliation user application into a CSV file format. The export

function will output all transactions displayed on the Card Data tab.

To export transactions:

1. Click on the Export button on the tool bar (or access the FileExport command) the Save As dialog box will appear

2. Enter the filename followed by '.csv' and choose a destination directory to save the file, then click on the Save button

Once the file has been exported, the file can be opened using most common spreadsheet or database applications.

4.7 Custom Profile: View Profile

Users can control custom settings associated with their profile from the View | Profile screen.

General Settings

Email Address - Users can update their email addresses based on approved selected domains.

Language setting – User can also adjust their language preference. Note: If a user selects a different language

during an active session the CAR application will restart so the setting can take affect.

Date and Number Format – Users can specify the date format and the numeric decimal format that is displayed

throughout the CAR application. The settings are defaulted to English.

“Search Results Threshold” Setting

The new search results threshold setting can be accessed by users on the User Profile screen. This setting allows users with a

large number of records to avoid hitting the soft and hard transaction limit prompts. The threshold options are 100, 250,

500, 1000, or the current CAR Default Limits. When configured, the system will display the first number of records for the

selected cycle or default search.

The setting is meant to work in conjunction with the default search, so the next set of records are displayed after the user

actions them and clicks “Refresh.”

For example:

1. A user sets up the default search to only display “Unapproved Transactions.”

2. The user selects 500 as the threshold.

3. The user navigates to “Card Data” First 500 Unapproved Transactions are displayed.

4. The user reviews and “Approves” the first 500 transactions.

5. The user clicks the “Refresh” button and the next 500 unapproved transactions are displayed (because 500 was

specified in the default search).

4.8 Custom Profile: Custom Export and View Options

Cardmembers can set options for the data that is displayed online or exported from Corporate Account Reconciliation.

From the main menu bar, click View | List Options to open the List Options window. If there is more than one site, choose

the site for which you want to make changes. Three lists can be customized (list names may be different for CAR for BTA or

vPayment):

- Card Data List

- Line Item Detail (LID) List

- Export List

- PO Header Information (applicable for clients integrating with Purchase Order data)

- PO Line Item Details (applicable for clients integrating with Purchase Order data)

In each list, check the data elements that should be included in the view or export. Change the order in which the data

elements appear by highlighting the element then click on the Up or Down buttons. Click Restore Defaults to reset the

views to the site defaults. Click OK to save changes or Cancel to close the window without saving changes. Note: your

System Administrator has the ability to turn this feature off. If you are unable to make changes under List Options, contact

your company System Administrator.

Accounting Fields Type Description

When you choose Accounting Field as a column header, please note any transactions with split accounting, will only display

the first accounting field.

5 E-Procurement/Purchase Order Systems

5.1 Accounts & Cycles Tab

Purchase Orders (POs) can be viewed by Cardmembers, Cardmember Managers and BCA Manager roles. Accounting

Managers do not see POs, since their view is focused on Cost Center codes, or other internal accounting elements, rather

than American Express account numbers.

Users will see POs if they are settled to at least one of the accounts that they are authorized to access.

Three new areas will become visible to the end user on the Accounts and Cycles tab as outlined in the table below. However,

if there aren’t any POs, then the Accounts and Cycles Tab screen will display with only transaction information.

New Section/Tab Description

1) Purchase Orders section

The Purchase Orders Section is on the right of

your screen, just under the transactions by

cycle section. The PO Orders Section displays

Open, Partially Matched and Closed

transaction numbers.

2) Purchase Orders tab The Purchase Orders Tab is a new tab, which

takes you to a new page when clicked. This

page displays a list of either open, partially

matched, or closed POs by order month.

3) Purchase Order Summary tab The PO Summary tab is located at the bottom

of the Accounts and Cycles Tab and shows the

names of the PO Systems, number of POs,

dollar amount and description.

To view POs, first select an account number on the left side of your screen, then highlight a PO Status in the Purchase Orders

Section to the right on the same screen. Currently, you can not view all POs at one time. You need to make a selection

between one of three options; Open, Partially Matched or Closed.

PO Statuses:

PO Status Description

Open PO without any transactions matched

Partially

Matched

POs with at least one transaction matched

Closed POs with one or more transactions matched to the PO, where the PO has been “fulfilled”/closed based

on specific business rules.

The PO is created in the PO system before the transactions appear in CAR. Each PO will have one or more transactions, and

transactions will either be dated the same month or a later month than the PO. In other words, transactions will occur after

the PO has been created.

5.2 Purchase Orders Tab Once you highlight the order status, from the Purchase Orders section, click on the Purchase Order Tab to see a list of Open,

Partially Matched or Closed POs.

The PO Header information is displayed at the top of the screen and the PO Detail Data is displayed at the bottom of the

screen. A single PO (Header) can have more than one item, which would result in multiple detail lines.

PO Header Columns:

- Status – A blue star indicates the PO is closed, a yellow star indicates the PO is partially closed. If the PO status column

is blank, the PO is open.

- Order Amount – total amount of the PO

- Matched Amount – total amount of transactions matched to the PO. Depending on business rules, this might be the

total transaction amount or it could be the transaction amount – tax – freight.

- Overage – if configured to allow overages, then the overage amount will indicate the amount of matched transactions

that have exceeded the total PO amount.

Note: your view of PO data fields can be customized. Refer to section 5.5 for instructions.

The Matched Transaction Detail tab located at the bottom of the screen provides the same column headers found on the

Card Data tab, and each transaction that has been matched to the selected PO at the top of this screen.

Reminder: more than one transaction can be matched to a single PO.

5.3 Manually Matching Purchase Orders to Transactions

From the Accounts and Cycles Tab, highlight an account number on the left side of the screen, and then highlight the “Open

POs”, or “Partially Matched POs” and click on the Purchase Orders tab and all open POs will appear.

Click on the Manually Match Transaction Tab, located at the bottom of the screen, and a “Suggested Search” will pop up.

The “Suggested Search” is the name of a search that was created in advance. You do not have to use the “Suggested

Search”, you can build your own searches and save them.

However, if you decide to use the “Suggested Search”, it contains 2-3 defaults to find the most likely transactions that

belong to the selected PO Supplier Number – this is an optional value that the System Administrator may choose to

maintain. This value will narrow the merchant base for which POs are expected to be used. This is useful if you have

dedicated merchants for PO Purchases (see more details on this field in the Admin user guide). If your PO system does not

have unique vendor IDs, then this option will not be available.

- Minimum Cycle Date – defaults to the cycle date >= the PO order date since transactions for POs will come after a PO

has been opened

- Amount – defaults to the total Order Amount.

Once the Search has completed, the proposed transactions will be listed at the bottom of the screen.

To match the transaction to the PO, highlight the transaction and PO then click the Match button. A message will appear

indicating the match was successful.

When matching a transaction that does not have LID, the system will close the PO based on the total amount of the

Transaction. If the Transaction Amount equals the PO Amount, then the PO will be closed.

During the Manual Match process, users can decide if they would like to use the accounting provided in the PO details or

not. If they do not want to alter the accounting of the transaction and simply want to match the transaction to the PO, they

would need to uncheck the “Reallocate using PO Information” check box before performing the match.

Tip: before you match a transaction to a PO and change the accounting, you can view the current accounting on the

transaction by clicking the “Accounting…” button. This may help you decide if you want to override the accounting with the

PO accounting or not.

Note: although this screen looks like the Reallocate screen, you cannot change the accounting at this point. You can either

match the transaction to the PO, then edit the accounting on the transaction, or your Administrator would need to load an

updated PO file containing the correct accounting information.

5.4 Un-Matching Purchase Orders from Transactions

Users may decide to un-match transactions from POs. Both manually matched and auto matched transactions can be

unmatched.

To un-match a transaction from a PO, choose the PO, go to the Matched Transaction Detail Sub Tab, highlight the

Transaction to un-match and click the “Unmatch” button.

The system will indicate that the process was successful. Un-matching a transaction usually re-opens the PO, however, this

depends on your company’s business rules.

Note: the accounting on the transaction will revert back to the original accounting that was assigned before the transaction

and PO were matched.

5.5 Customizing the Purchase Orders Tabs Similar to the Card Data tab, you can customize your view of your PO Header and PO Detail views by

adding/removing/rearranging columns.

Click View List Options, then choose PO Header or PO Details and make your desired changes.

5.6 Matching Line Item Detail (LID) Transactions to POs If enabled by your System Administrator, you may also match LID transactions. You can match each Transaction Line Item

to a PO Line Item. So instead of closing the PO based on a total amount, the PO would close if all quantities of the PO Line

Items are matched to at least one Transaction Line Item, and the corresponding quantities. For example, if you order 2 of

Part A, and only one of Part A is matched, then the transaction would be considered Partially Matched, since there is still 1

quantity of Part A that remains unmatched. By choosing a LID transaction (as indicated by the LID icon), the manual match

button now shows Match LID. If your System Administrator has chosen to not use LID matching, then this button will

continue to read “Match…”

Upon clicking the “Match LID” button, a spilt screen window will appear. It shows the PO Line Items on the top and the

Transaction Line Items on the bottom.

To match each line individually, follow these three steps to match the LID to the PO Line:

1 – Select the PO detail in the Top window

2 – Select the LID detail in the bottom window that matches to the PO Line

3 – Click the “Match” button

Upon clicking the “Match” button, the Transaction LID line will move from the bottom to the top and nest/attach to the PO

Line Item. If there are multiple lines, repeat the process.

As with the manually matching with non-LID transactions, there is a choice to use the PO accounting or to keep the

accounting as is. After making the choice, click the “Submit” button to complete the process.

5.7 Un-Matching Line Item Detail (LID) Transactions from POs

To change the matches of a LID transaction that was matched by LID, first click the “Change Match…” button, and the

dialogue box will pop up. Highlight the LID line in the top section, and click the “Unmatch” button. Each line must be

unmatched in order to completely un-match the transaction from the PO. You can then follow the steps in the previous

section to change which transaction LID lines are matched to various PO lines. If you would like to completely unmatch a

transaction from a PO that was matched by LID, click the “Unmatch” button on the Matched Transactions sub-tab.

Note: if a large number of POs need to be un-matched, contact your Administrator. Your Administrator can complete this

process by deleting the POs.

5.8 Viewing Transactions Matched to POs Transactions matched to a PO will display a Blue Star if they are matched to a Closed PO or a Yellow Star if they are matched

to a Partially Matched PO. This will display in the Card Data tab, under the new PO column.

The PO Detail Sub Tab will display the PO details for the PO the transaction is matched to. A single transaction can only be

matched to one PO, however more than one transaction can be matched to a PO. The PO status will show if it was closed by

LID or by Total.

5.8.1 Exception Notes

When transactions are matched to POs by the system, there are various reasons why the system may not be able to

complete the match or use the PO accounting, despite finding a PO number that is valid on a given transaction. Those

reasons are listed below, and will show as an Exception Note in the End-User Card Data Tab on the transaction:

- PO Match: Line item details not matched. Match by Total Used – indicates that an attempt to match by LID was made,

but failed. So the system matched by total. The user can unmatch, then try to manually match by LID if desired.

- PO Match: LID quantity exceeds PO Detail quantity – a LID match occurred, however the quantity of LID exceeded the

quantity on the PO.

- PO Match: Unmatched LID lines remain – a LID transaction was matched to a PO successfully, however there were

additional items on the LID Transaction that could not be matched.

- PO Not Matched: Match would cause overage – when matching by total, a valid PO number was found on the

transaction, however, it could not be matched because it would have caused an overage. This will occur if “Allow

Overages” is set to no in the Admin Applet, and it exceeded the tolerance (if applicable).

- PO Match: Accounting on PO Detail invalid – indicates the Transaction was matched to a PO, however, the Accounting

could not be used from the PO, as it was invalid at the time of the match.

- PO Not Matched: Match to closed PO not allowed – indicates that a transaction would have matched by LID to a PO,

but the PO has previously been closed. A user could manually match the transaction to the PO.

- PO Not Matched: PO currency and transaction currency must be the same – indicates that a transaction would have

matched to a PO, but the currency on the PO did not match the billing currency on the transaction. This can only be

matched if the Admin reloads the PO with the same currency as the transaction.

6 vPayment

6.1 Accounts & Cycles Tab

vPayment transactions can be updated using Third Party Data (TPD) directly from the client or a third party provider. The

Third Party Data is typically viewed by either Requestor or BCA Manager roles. Cardmember and Cardmember Manager

roles are not normally created for vPayment programs because a different account number gets issued each vPayment

transaction. Accounting Managers do not see vPayment Third Party Data, since their view is focused on Cost Center codes,

or other internal accounting elements, rather than American Express account numbers.

Three new areas will become visible to the vPayment end user on the Accounts and Cycles tab as outlined in the table

below. However, if there isn’t any vPayment Third Party Data, then the Accounts and Cycles Tab screen will display with only

transaction information.

New Section/Tab Description

1) vPayment TPD section

The vPayment Third Party Data Section is on the right of your screen, just

under the transactions by cycle section. The vPayment Requests Section

displays Open, Partially Matched and Closed transaction numbers.

2) vPayment TPD tab The vPayment Third Party Data Tab is a new tab, which takes you to a

new page when clicked. This page displays a list of either open, partially

matched, or closed vPayment Requests by order month.

3) vPayment TPD Summary tab The vPayment Third Party Data Summary tab is located at the bottom of

the Accounts and Cycles Tab and shows the names of the vPayment

Request Systems, number of vPayment Requests, dollar amount and

description.

To view vPayment Third Party Data, first select an account number on the left side of your screen, then highlight a Status in

the vPayment Third Party Data Section to the right on the same screen. Currently, you cannot view all vPayment Requests

at one time. You need to make a selection between one of three options; Open, Partially Matched or Closed.

vPayment Request Statuses:

vPayment

Request Status

Description

Open vPayment Request without any transactions matched

Partially Matched vPayment Requests with at least one transaction matched

Closed vPayment Requests with one or more transactions matched to the vPayment Request, where the

vPayment Request has been “fulfilled”/closed based on specific business rules.

The vPayment Third Party Data is created in the vPayment system before the transactions appear in CAR. Each vPayment

Request will have one or more transactions, and transactions will either be dated the same month or a later month than the

vPayment Request. In other words, transactions will occur after the vPayment Request has been created.

6.2 vPayment TPD Tab Once you highlight the order status, from the vPayment TPD section, click on the vPayment TPD Tab to see a list of Open,

Partially Matched or Closed vPayment Requests.

The vPayment Request Header information is displayed at the top of the screen and the vPayment Request Detail Data is

displayed at the bottom of the screen. A single vPayment Request (Header) can have more than one item, which would

result in multiple detail lines.

vPayment Request Header Columns:

- Status – A blue star indicates the vPayment Request is closed, a yellow star indicates the vPayment Request is partially

closed. If the vPayment Request status column is blank, the vPayment Request is open.

- Start Date – date that the vPayment request was issued.

- End Date – date that the vPayment request expires.

- Merchant Name – merchant name passed in the Third Party Data

- Total Amount Issued – total amount of the vPayment Request

- Matched Amount – total amount of transactions matched to the vPayment Request. Depending on business rules,

this might be the total transaction amount or it could be the transaction amount – tax – freight.

- Matched Count – total number of transactions matched to the vPayment Request.

- Unmatched Amount – total amount remaining for the vPayment Request

- Overage – if configured to allow overages, then the overage amount will indicate the amount of matched transactions

that have exceeded the total vPayment Request amount.

- Requestor – name of the requestor associated with the vPayment Request

Note: your view of vPayment Request data fields can be customized. Refer to section 5.5 for instructions.

The Matched Transaction Detail tab located at the bottom of the screen provides the same column headers found on the

Card Data tab, and each transaction that has been matched to the selected vPayment Request at the top of this screen.

Reminder: more than one transaction can be matched to a single vPayment Request.

6.3 Manually Matching vPayment TPD to Transactions CAR has matching capability that allows users to search for TPD records based on various criteria fields. Once the results of

the TPD return, the user can manually “match” the transactions to the TPD.

From the Accounts and Cycles Tab, highlight an account number on the left side of the screen, and then highlight the “Open

vPayment Requests”, or “Partially Matched vPayment Requests” and click on the vPayment TPD tab and all open vPayment

Requests will appear.

Click on the Manually Match Transaction Tab, located at the bottom of the screen, and a “Suggested Search” will pop up.

The default search returns any transactions with the same account number as the TPD records the user is attempting to

match.

The “Suggested Search” is the name of a search that was created in advance. You do not have to use the “Suggested

Search”, you can build your own searches and save them.

However, if you decide to use the “Suggested Search”, it contains 2-3 defaults to find the most likely transactions that

belong to the selected vPayment Request – this is an optional value that the System Administrator may choose to maintain.

This value will narrow the results for which vPayment Requests are expected to be used.

- Minimum Cycle Date – defaults to the cycle date >= the vPayment Request order date since transactions for vPayment

Requests will come after a vPayment Request has been opened

Once the Search has completed, the proposed transactions will be listed at the bottom of the screen.

To match the transaction to the vPayment Request, highlight the transaction and vPayment Request then click the Match

button. A message will appear indicating the match was successful.

When matching a transaction that does not have LID, the system will close the vPayment Request based on the total

amount of the Transaction. If the Transaction Amount equals the vPayment Request Amount, then the vPayment Request

will be closed.

During the Manual Match process, users can decide if they would like to use the accounting provided in the vPayment

Request details or not. If they do not want to alter the accounting of the transaction and simply want to match the

transaction to the vPayment Request, they would need to uncheck the “Reallocate using vPayment Request Information”

check box before performing the match.

Tip: before you match a transaction to a vPayment Request and change the accounting, you can view the current accounting

on the transaction by clicking the “Accounting…” button. This may help you decide if you want to override the accounting

with the vPayment Request accounting or not.

Note: although this screen looks like the Reallocate screen, you cannot change the accounting at this point. You can either

match the transaction to the vPayment Request, then edit the accounting on the transaction, or your Administrator would

need to load an updated vPayment Third Party Data file containing the correct accounting information.

6.4 Un-Matching vPayment TPD from Transactions

Users may decide to un-match transactions from vPayment Third Party Data. Both manually matched and auto matched

transactions can be unmatched.

To un-match a transaction from a vPayment Third Party Data, choose the vPayment record, go to the Matched Transaction

Detail Sub Tab, highlight the Transaction to un-match and click the “Unmatch” button.

The system will indicate that the process was successful. Un-matching a transaction usually re-opens the vPayment

Request, however, this depends on your company’s business rules.

Note: the accounting on the transaction will revert back to the original accounting that was assigned before the transaction

and vPayment Request were matched.

6.5 Customizing the vPayment TPD Tabs

Similar to the Card Data tab, you can customize your view of your vPayment TPD Header and vPayment TPD Detail views by

adding/removing/rearranging columns.

***Administrators can enter a description that corresponds to how they use vPayment TPD. The description is then

displayed throughout the End User application for a customized reconciliation experience.***

Click View List Options, then choose vPayment TPD Header or vPayment TPD Details and make your desired changes.

6.6 Matching Line Item Detail (LID) Transactions

If enabled by your System Administrator, you may also match LID transactions. You can match each Transaction Line Item

to a vPayment Request Line Item. So instead of closing the vPayment Request based on a total amount, the vPayment

Request would close if all quantities of the vPayment Request Line Items are matched to at least one Transaction Line Item,

and the corresponding quantities. For example, if you order 2 of Part A, and only one of Part A is matched, then the

transaction would be considered Partially Matched, since there is still 1 quantity of Part A that remains unmatched. By

choosing a LID transaction (as indicated by the LID icon), the manual match button now shows Match LID. If your System

Administrator has chosen to not use LID matching, then this button will continue to read “Match…”

Upon clicking the “Match LID” button, a spilt screen window will appear. It shows the vPayment Request Line Items on the

top and the Transaction Line Items on the bottom.

To match each line individually, follow these three steps to match the LID to the vPayment Request Line:

1. Select the vPayment Request detail in the Top window 2. Select the LID detail in the bottom window that matches to the vPayment Request Line 3. Click the “Match” button

Upon clicking the “Match” button, the Transaction LID line will move from the bottom to the top and nest/attach to the

vPayment Request Line Item. If there are multiple lines, repeat the process.

As with the manually matching with non-LID transactions, there is a choice to use the vPayment Request accounting or to

keep the accounting as is. After making the choice, click the “Submit” button to complete the process.

6.7 Un-Matching Line Item Detail (LID) Transactions

To change the matches of a LID transaction that was matched by LID, first click the “Change Match…” button, and the

dialogue box will pop up. Highlight the LID line in the top section, and click the “Unmatch” button. Each line must be

unmatched in order to completely un-match the transaction from the vPayment Request. You can then follow the steps in

the previous section to change which transaction LID lines are matched to various vPayment Request lines. If you would like

to completely unmatch a transaction from a vPayment Request that was matched by LID, click the “Unmatch” button on the

Matched Transactions sub-tab.

Note: if a large number of vPayment Requests need to be un-matched, contact your Administrator. Your Administrator can

complete this process by deleting the vPayment Requests.

6.8 Viewing Transactions Matched to vPayment Requests

Transactions matched to a vPayment Third Party Data will display a Blue Star if they are matched to a Closed vPayment

Request or a Yellow Star if they are matched to a Partially Matched vPayment Request. This will display in the Card Data

tab, under the new Match Status (Icon) column.

The vPayment Request Detail Sub Tab will display the vPayment Third Party Data details for the vPayment Request the

transaction is matched to. A single transaction can only be matched to one vPayment TPD record, however more than one

transaction can be matched to a vPayment TPD record. The vPayment request status will show if it was closed by LID or by

Total.

6.8.1 Exception Notes When transactions are matched to vPayment Third Party Data by the system, there are various reasons why the system may

not be able to complete the match or use the vPayment accounting, despite finding a vPayment Unique ID that is valid on a

given transaction. Those reasons are listed below, and will show as an Exception Note in the End-User Card Data Tab on the

transaction:

- vPayment TPD Match: Line item details not matched. Match by Total Used – indicates that an attempt to match by LID

was made, but failed. So the system matched by total. The user can unmatch, then try to manually match by LID if

desired.

- vPayment TPD Match: LID quantity exceeds vPayment Request Detail quantity – a LID match occurred, however the

quantity of LID exceeded the quantity on the vPayment Request.

- vPayment TPD Match: Unmatched LID lines remain – a LID transaction was matched to a vPayment Request

successfully, however there were additional items on the LID Transaction that could not be matched.

- vPayment TPD Not Matched: Match would cause overage – when matching by total, a valid vPayment Request

number was found on the transaction, however, it could not be matched because it would have caused an overage.

This will occur if “Allow Overages” is set to no in the Admin Applet, and it exceeded the tolerance (if applicable).

- vPayment TPD Match: Accounting on vPayment Request Detail invalid – indicates the Transaction was matched to a

vPayment Request, however, the Accounting could not be used from the vPayment Request, as it was invalid at the

time of the match.

- vPayment TPD Not Matched: Match to closed vPayment Request not allowed – indicates that a transaction would

have matched by LID to a vPayment Request, but the vPayment Request has previously been closed. A user could

manually match the transaction to the vPayment Request.

- vPayment TPD Not Matched: vPayment Request currency and transaction currency must be the same – indicates that

a transaction would have matched to a vPayment Request, but the currency on the vPayment Request did not match

the billing currency on the transaction. This can only be matched if the Admin reloads the vPayment Request with the

same currency as the transaction.

7 Travel/BTA-Travel Transaction Data

7.1 Accounts & Cycles Tab

Applies to CAR for BTA only

Notes for CAR for BTA users:

1. Throughout this document, ’Card Number’ may refer to account number or supplemental account number, depending on

its use.

2. Throughout this document, ‘Cardmember’ will refer to the name issued on the BTA.

Travel invoices can be viewed by Cardmembers, and BCA Manager roles. Users will see travel data invoices if they are

settled to at least one of the accounts that they are authorized to access.

Three new areas will become visible to the end user on the Accounts and Cycles tab as outlined in the table below. However,

if there aren’t any travel invoices, then the Accounts and Cycles Tab screen will display with only transaction information.

New Section/Tab Description

1) Travel Data section

The Travel Data Section is on the right of your

screen, just under the transactions by cycle

section. The Travel Data Section displays Open,

Aged, Partially Matched and Closed

transaction numbers.

2) Travel Data tab The Travel data Tab is a new tab, which takes

you to a new page when clicked. This page

displays a list of Open, Aged, Partially

Matched, or Closed travel data records by

invoice month.

3) Travel Data Summary tab The Travel Data Summary tab is located at the

bottom of the Accounts and Cycles Tab and

shows the names of the Travel Data Systems,

number of travel data invoices, dollar amount

and description.

To view travel data invoices, first select an account number on the left side of your screen, then highlight a Travel Data

Status in the Travel Data Section to the right on the same screen. Currently, you can not view all travel data invoices at one

time. You need to make a selection from one of four options; Open, Aged, Partially Matched or Closed.

Travel Data Status:

Travel Data

Status

Description

Open Travel data without any transactions matched

Aged Travel data without any transactions matched older than 60 days (default setting)

Partially Matched Travel data that has matched based on ticket number, but may show variance in transaction

amounts

Closed Travel data that has been fully matched to the card transactions

7.2 Travel Data Tab Within the Accounts and Cycles tab, highlight the travel data status required, and click on the Travel Data Tab to see a list of

records based on the status selected.

The travel data header information is displayed at the top of the screen and the travel data detail is displayed at the bottom

of the screen. A single travel record (header) can have more than one allocation, which would result in multiple detail lines.

Travel Data Header Columns:

Label Label Description

M Matched: A blue star indicates the travel data is closed, a yellow star indicates the

travel data is partially matched. If the travel data status column is blank, the travel

data is open.

PNR/Invoice # PNR (Passenger Name Record): Airline reservation system tracking number

Invoice #: Travel invoice number

Supplier Name Airline or travel agency name

Trans Amount Ticketed amount

Note: your view of Travel data fields can be customized. Refer to section 6.5 for instructions.

7.3 Manually Matching Card Transactions to Travel Invoices

I. Within the Accounts and Cycles Tab: a. Highlight an account number on the left side of the screen, b. In the Transactions section, highlight the desired cycle c. Click on the Card data tab

II. Within the Card data tab a. Highlight an unmatched transaction b. Click on the ‘Match to Travel Data’ tab at the bottom; a “Search Travel Data” box will appear. c. Utilize a default search or create a new search to find a travel record that matches the card transaction d. Select appropriate travel record and click on the ‘Match’ button. A message will appear indicating the match

was successful. During the Manual Match process, users can decide if they would like to use the accounting provided in the travel invoice

details or not. If they do not want to alter the accounting of the transaction and simply want to match the transaction to the

travel invoice, they would need to uncheck the “Reallocate using travel invoice Information” check box before performing

the match.

Note: If a match is not found in step C above, users can choose to apply the accounting from another travel record by

highlighting the appropriate travel record at the bottom of the screen and clicking on the ‘Apply Accounting’ button.

7.4 Un-Matching Card Transactions from Travel Invoices

Users may decide to un-match card transactions from travel data invoices. Both manually matched and auto matched

transactions can be unmatched. To un-match a card transaction from a travel invoice,

Within the Card data tab:

a. Choose the transaction you wish to unmatch

b. Click on the ‘Travel Data Detail’ tab at the bottom

c. Click on the ‘Unmatch’ button

The system will indicate that the process was successful. Un-matching a transaction re-opens the travel invoice.

Notes:

1) Transactions can also be un-matched in the Travel data tab using a similar process

2) The accounting on the transaction will revert back to the original accounting that was assigned before the card

transaction and travel invoice were matched.

7.5 Customizing the Travel Invoices Tabs

Similar to the Card Data tab, you can customize your view of your Travel Data Header and travel invoice Detail views by

adding/removing/rearranging columns.

Click View List Options, then choose travel Data Header or travel Details and make your desired changes.

8 Receipt Imaging

8.1 Attaching Receipts on the Accounts & Cycles Tab

Important Note: If your site is set up to manage receipts at a Cycle level, follow the instructions to attach receipts on the

Accounts & Cycles Tab.

If however your site is set up to manage receipts at a Transaction level, then you can follow instructions for either tab;

attaching receipts on the Accounts & Cycles tab or attaching receipts on the Card Data Tab.

Step 1: Getting started

Log into CAR, select an account number and a cycle.

Step 2: Click Attach

Click the Attach button.

Step 3: Click Browse

Select a file to import.

Click attach and ok.

Attaching limits

2MB per image, 10MB per upload, no limits on uploads.

File types accepted are: bmp, gif, jpeg, pdef, png and tiff.

Deleting Receipts

You can delete all receipts for the cycle by clicking “Receipts” on the menu bar and select “Delete Cycle Receipts”. Note, BCA

Managers and Accounting Managers can never delete receipts.

Receipts Summary

A count of receipts that exist for the cycle is displayed in the Receipt Summary box.

Note, if you are faxing, the transmittal page with the bar code is not included in the count.

8.2 Attaching Receipts on the Card Data Tab

Step 1: Getting started

Log into CAR, select an account number and a cycle. Click on the Card Data Tab.

Step2: Select a transaction

Click the Attach button to match a receipt to a specific transaction.

Step 3: Click Browse

Select a file to import.

Click attach.

Step 4: Match and Approve

An optional step. Check the box that says “Match and Approve” if you want to approve your transaction at the same time.

8.3 Matching Receipts from the Card Data Tab

Step1: Select a transaction

Select a transaction and click the “Receipts” sub tab at the bottom of the screen.

Step 2: Select a receipt

Select a receipt from the sub tab and drag from left to right over to “Matched Receipts”.

Select more than one transaction at a time and match to one receipt. Or, select more than one receipt at a time and match

to one transaction.

Unmatch Receipts

Select a transaction and select the matched receipt and click “Unmatch” to unmatch a receipt.

8.4 Faxing Receipts to CAR

Step 1: Getting started

Log into CAR, select an account number and a cycle.

Step 2: Click Print

Click the Print button and select either a transmittal page with summary or details.

Step 3: Fax Receipts

Fax your transmittal page with paper receipts to the designated fax number. You can tape more than one receipt to a piece

of paper.

8.5 Viewing Receipts

Step 1: Getting started

Log into CAR, select an account number and a cycle.

Step 2: View Receipts

From the Accounts & Cycles Tab. There are two ways to view receipts. Click the icon that says Receipts or click “Receipts” on

the menu bar and select “View Cycle Receipts”.

From the Card Data Tab. You can view receipts under the Receipts sub tab at the bottom of the screen. You can also view

thumbnail images of your receipts. Double click on any image, hover your mouse over a receipt or click on “view” to view a

larger image of the thumbnails.

Receipt Imaging Columns

You can change your view on the Card Data tab to show two new Receipt Imaging columns. The first column with an “R”

shows an icon of a stack of blue papers, and indicates when a transaction has a receipt matched to it. The second icon with

an “S” shows the source of the receipt either a small scanner or fax machine or both indicating that the receipt was either

faxed or scanned or both. Add these by clicking on View on the menu bar and click on List Options.

Deleting Receipts

You can delete a receipt from the Card Data Tab, by selecting the receipt thumbnail on the Receipts Sub Tab at the bottom

of the screen. Next click the “delete” button to the right on the same sub tab. Note, BCA Managers and Accounting

Managers can never delete receipts.