Contents
Introduction ... 2
Transaction Management Variables by Organization ... 2
Procedures in This Guide ... 3
Additional Tasks and Roles ... 4
Managing Account and Cardholder Account Lists ... 4
Transaction Approval Process and Account Approval Process ... 4
View-Only Access ... 4
Switch Roles ... 5
Search and Select a Cardholder Account ... 6
Search by Cardholder Account ... 7
Search by Managing Account ... 12
Switch Products ... 17
View a List of Transactions ... 18
CSV Transaction Validation Status Icons Table ... 20
Quickly Filter the Transaction List Using the Links ... 22
Basic Transaction Search ... 23
Advanced Transaction Search ... 25
Account Activity ... 28
View a Transaction’s Details ... 30
Data Level Descriptions Table ... 34
View a Convenience Check Image ... 35
Attach a Receipt to a Transaction ... 38
Mark a Transaction as Reviewed ... 42
Dispute a Transaction ... 46
Dispute a Transaction ... 46
Cancel a Dispute ... 51
View a Transaction’s Dispute History ... 55
Reallocate a Transaction ... 57
Transaction Reallocation Options ... 57
Reallocation Options ... 58
Option: Reallocate a Single Transaction ... 61
Reallocate a Single Transaction Table ... 61
Option: Use the Reallocation Worksheet ... 61
Reallocation Worksheet Table ... 61
Option: Use the Mass Reallocation Function ... 62
Mass Reallocation: Replace Existing Allocations Table ... 62
Reallocate a Single Transaction ... 63
Reallocate a Group of Transactions with the Reallocation Worksheet
... 76
Reallocate a Group of Transactions with the Mass Reallocation
Function ... 81
Canadian Transaction Reallocation ... 90
Canada: Reallocate a Single Transaction ... 90
Canada: Reallocate a Group of Transactions Using the
Reallocation Worksheet ... 93
Canada: Reallocate a Group of Transactions Using Mass
Reallocation ... 95
Create Accounting Code Favorites to Use During Reallocation ... 98
Build a List of Favorites as You Reallocate Transactions ... 100
Create a List of Favorites at the Same Time Using the My Personal
Information Function ... 102
Reallocate a Transaction Using Your List of Favorites ... 108
Understand Common Reallocation Error Messages ... 111
Mass Reallocation Error Messages Table ... 112
View a Transaction’s Line Items ... 113
Add Your Own Line Items to an Existing Transaction ... 116
View a Transaction’s Tax Data ... 131
Tax Data Tab Fields Table ... 134
Canadian Tax Display ... 136
Add Your Own Comments to a Transaction ... 138
Transaction Detail Tabs ... 141
Summary Tab ... 141
Summary Tab Field Descriptions Table ... 142
Match Tab ... 144
Match Tab Field Descriptions Table ... 144
Allocations Tab ... 146
Allocations Tab Field Descriptions Table ... 146
Transaction Line Items Tab ... 149
Transaction Line Items Tab Field Descriptions Table ... 149
User Line Items Tab ... 150
User Line Items Tab Field Descriptions Table ... 150
Line Item Allocations Sub-Tab Field Descriptions Table ... 152
Tax Data Tab ... 153
Tax Data Tab Field Descriptions Table ... 154
Comments Tab ... 156
Comments Tab Field Descriptions Table ... 156
Introduction
You can easily use Access Online to view and manage your transactions. You can view a list of transactions for the current (open) billing cycle and the past six closed billing cycles.
You can also view and modify the details of transactions. During the current cycle and for a number of days following the close of that cycle (established during program implementation), you can mark transactions as reviewed, reallocate transactions, enter line item data, and enter transaction comments.
Transaction Management Variables by Organization
The procedures on the following pages provide detailed instructions on all the features in the transaction management function. During the implementation of your program, however, we worked with you to determine which functions your
organization needed. You may have determined that your program did not need access to all of the features and controls listed within this user guide. For example, not all organizations use the tax management or order management function. Whether you have these functions available and use them during transaction management (e.g., sort a transaction list by order match status, modify tax information) depends on how we set up your program during implementation. We also worked with you during the implementation of your program to set up transaction management parameters that affect the transaction management function for your organization. These parameters include:
•
The country your program is based in, which affects the tab display when cardholders reallocate transactions•
The number of days following the close date that you have to mark transactions as reviewed (1 – 199 days)•
The number of days following the cycle close date that you have to reallocate transactions and enter comments (1 – 199 days)•
The number of days following the cycle close date to match a transaction to an order after the cycle close date (1 – 180)•
The parameters of accounting validation controls, including specific settings for your organization as well as any accounting validation controls that yourProgram Administrator has set up (e.g., alternate accounting codes)
•
The parameter to view the source of allocation changes (e.g., last allocated by user John Doe, last allocated by allocation rule).•
The number and names of available user comment fields (0 – 5 client-namedfields)
Procedures in This Guide
This user guide presents the full range of transaction management functionality. The specific tasks you perform depend on the customization of your program during implementation and your access rights within the system. Only the functions you have access to display when you log in and access the transaction management function. In this user guide, you will learn how to complete the following tasks:
•
Search and select a cardholder account, if you have access to more than oneaccount
•
Search and select a cardholder account by managing account, if you have access to managing accounts•
Search for transactions and view a list of transactions•
Select a transaction to view detailed transaction information•
Mark a transaction as reviewed•
Dispute a transaction•
Reallocate a transaction to one or more accounting codes•
View transaction line items and add line itemsAdditional Tasks and Roles
Managing Account and Cardholder Account Lists
Depending on your program setup and your access rights within the system, you may also be able to view a list of managing accounts and a list of cardholder
accounts. For detailed steps on viewing, sorting and filtering managing account lists and cardholder account lists, refer to the Access Online: Managing and Card
Account Lists user guide.
Transaction Approval Process and Account Approval Process
In addition, you may also be able to approve transactions using the transaction management function. For detailed information and steps on approving
transactions, refer to the Access Online: Transaction Approval Process user guide or the Access Online: Account Approval Process user guide for detailed steps.
View-Only Access
Also, you may only be able to view the screens in transaction management, without being able to perform any procedures or modify any information. Your organization may have set you up with this view-only access so that you can see the
Switch Roles
If your organization uses the account approval process, then you may have users who can switch roles. The system will request these users to select a default role (e.g., billing official, approving official) when they initially log in to Access Online. Thereafter, these users can easily switch roles by clicking a Switch Role link on relevant screens. This function lets them perform transaction management and other functions as a cardholder, if they need to.
Simply select another role from the drop-down list and click the Select button. You can select the new role as your default, if desired, by selecting the Save the selected role as my default role check box.
Select another role from the drop-down list, specify if you want this role to be your default, and click Select.
Note the Switch Role link. Note the currently
Search and Select a Cardholder
Account
If you have access to more than one account, you can easily search and select the cardholder account that you want to work with. You can search by cardholder account (see Search by Cardholder Account on page 7). If you have access to managing accounts, you can also search by managing account (see Search by Managing Account on page 12).
Search by Cardholder Account
You can search for a cardholder account by using cardholder information.
Click to go directly to previous cycle’s cardholder accounts.
If you have access to only one account, your account displays as soon as you click the Transaction List link.
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You can view and search managing account and cardholder account lists depending on how your program is set up and your access rights within the system. Click to go directly to the previous cycle’s managing accounts.
Depending on your program setup and access, you may not have all the menu options listed here.
Click a link to view transactions for the previous cycle, transactions that are not yet approved, or transactions that are not yet matched to an order, payment request, or payment instruction.
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To search for and select a cardholder account:
1. Select the Transaction Management high-level task in the Left-Column
Navigation Bar. The Transaction Management screen displays.
2. Click the Transaction List link. The Transaction Management: Search and
Select an Account screen displays.
3b 3a 3c 4 Click to search by managing account Type a % symbol in the Last Name field to list all cardholders.
3. Specify search criteria:
a. Type the cardholder’s full account number in the Account Number field.
–Or–
b. Type the cardholder’s last name and/or first name in the Last Name and/or
First Name fields. –Or–
c. Type the cardholder’s social security number in the Social Security Number
field.
Tip!
If you search by name, you must enter a last name. You can enter a first name, but you cannot search by first name alone. For example, you can search for all cardholders with the last name “Collins,” but you cannot search for allcardholders named “Michael.” Also, you can type one or more letters of the last name to get a list of all cardholders with last names beginning with the letter(s) you typed. For example, if you type m, then you get a list of all cardholder accounts belonging to cardholders whose last name begins with m (e.g., Mayo, McLaughlin, Murphy).
4. Click the Search button. A list of cardholder accounts that match your search
Tip!
If only one cardholder account matches your search criteria, then the Transaction Management: Card Account Summary with Transaction List screen displays immediately. Skip to View a List of Transactions on page 18.5
5. Click the link in the Product Name column for the cardholder account you want.
Learn More:
The Allocation Source column lists the source of the most recent transaction allocation (e.g., user, allocation rule). The Last Changed By column lists more specific source information (e.g., user Jane Doe, system, or auto-match).Learn More:
If your organization has selected to show accounting code information on the transaction list, then, instead of the Allocation Source and Last Changed By columns, your transaction list will display an Accounting Code column. Your screen may also have additional icons displayed to indicate the availability of level II and level III data and/or to indicate if your Program Administrator has extracted the transaction. Note the II icons and the E icons in the sample screen below. If a transaction does not have a II or III icon, then only basic, level I data is available. Refer to the Data Level Descriptions Table on page 34.For detailed information on marking transactions for extract (if you are responsible for that task), refer to the Access Online: Marking Transactions for Extract user guide.
These icons indicate the type additional detail available and if the transaction has been extracted. Note the accounting
Search by Managing Account
You can search for a specific cardholder account by searching for the managing account associated with the cardholder account.
To search for and select a cardholder account by managing account:
1. Select the Transaction Management high-level task in the Left-Column
Navigation Bar. The Transaction Management screen displays.
2. Click the Transaction List link. The Transaction Management: Search and
Select an Account screen displays.
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You can view and search managing account and cardholder account lists depending on how your program is set up and your access rights within the system.
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3. Click the Searching for a Managing Account link. The Transaction
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Some organizations use general managing account names (e.g., Acme Southeast Sales) and some assign and use a person’s name (e.g., Jane Smith). These search fields let you search by either naming convention.
4. Type search criteria in one of the fields: Managing Account Number, Managing
Account Name, Last Name and/or First Name, or Company Number.
5. Click the Search button. The managing accounts that match your search
criteria display at the bottom of the screen.
6. Click the managing account number link in the Account Number column. The
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7. Click the product name link for the cardholder account you want. The
Switch Products
If your organization uses more than one product, such as corporate cards and purchasing cards, then you may need to switch products to find the account you want to work with. For example, if you selected purchasing card as the product initially, then selected to work with a purchasing card account, and then you want to work with a corporate card account, you need to switch products.
View a List of Transactions
When you select an account, the Transaction Management: Card Account Summary with Transaction List screen displays. By default, the current cycle displays. To filter the list of transactions, you can perform a basic transaction search (see Basic Transaction Search on page 23) or an advanced transaction search (see Advanced Transaction Search on page 25).If you use enhanced supplier information (ESI), then merchants with ESI data display as a link you can click for more information. You do not perform any transaction management work on these tabs.
Your organization may select to display allocation source information instead of the accounting code information.
Click a heading link to sort the table by that column. The Approval Status column displays
based on your program setup.
The information that displays in Card Account Summary area depends on your program setup and access rights.
You cannot reallocate a locked transaction.
Learn More:
The table displays the following information:•
Select—A check box that enables you to select the transaction•
Status—Icons indicating if the transaction has been disputed or reviewed•
Approval Status—A designation of a transaction’s approval status (e.g.,pending, approved)
•
Match—A clickable icon (leading to the matched detail) showing if thetransaction is matched or is an exception
•
Trans Date—The date the transaction occurred•
Posting Date—The date the transaction posted in our payment processingsystem
•
Merchant—The name of the merchant who processed the transaction•
City/State—The merchant’s city and state•
Amount—The amount of the transaction including tax•
Detail—Icons that show the availability of additional detail (e.g., level II data)•
Extract—An icon that shows if a Program Administrator has extracted thetransaction
•
Alloc—An icon that shows if you or another user has reallocated thetransaction and if the transaction is locked from further reallocation
•
Purchase ID—The unique number assigned to the purchase by the merchant•
Accounting Code/Allocation Source—Your organization specified duringimplementation to show either accounting code or allocation source on the transaction list:
- Accounting Code Information—This column shows the transaction's current allocation, if any. If the entire transaction is allocated to a single accounting code, that accounting code value displays. If the transaction is divided between multiple accounting codes, the word multiple displays. If the transaction has been reallocated, an A icon displays in front of the code. - Allocation Source Information—If your organization has selected to show
allocation source information, then, instead of the Accounting Code column, an Allocation Source and Last Changed By column displays. The Allocation Source column lists the source of the most recent transaction allocation (e.g., user, allocation rule). The Last Changed By column lists more specific source information (e.g., user Jane Doe, system, or auto-match).
•
National Tax—The amount of the Canadian national tax•
Regional Tax—The amount of the Canadian provincial taxTip!
You can sort a transaction list by any of the underlined column headings. Click a column heading link to sort the table by that column (e.g., click theMerchant link to sort the transaction list by merchant name from A – Z).
If no transactions have posted for the selected cycle, then an error message displays.
Learn More:
If your organization uses the client system validation (CSV) function, then you can see the transaction’s validation status icon. You can also sort by validation status. CSV provides a real-time validation of accounting codes and flags each transaction with one of the icons shown below. For detailed information, refer to the Access Online: Client System Validation user guide.CSV Transaction Validation Status Icons Table
Icon Status Description
Not Validated
The accounting code has not been validated, so the validation status (valid or invalid) is not known.
Valid The accounting code is valid.
Invalid The accounting code is invalid.
Learn More:
If your organization uses the order management function, then, when you match transactions and orders (or the system automatches transactions and orders), a linked Match icon displays.Click the icon to view the detailed information about the order the transaction is matched to, review the order detail, and then click the Trans List link to return to the transaction list you were working with.
When you finish viewing order detail, click the Trans List link to return to the list of transactions you were working with.
Click the Match icon to view order detail.
Click the Trans List link to return the transaction list you were working with.
The quickest and simplest way to filter the transaction list is to use the links on the Transaction Management screen to go directly to a group of transactions.
Click the View Previous Cycle link to view all transactions for all managing and cardholder accounts for the previous cycle.
Click the View Pending Transactions link to view all unapproved transactions (if you are using the transaction approval process or the account approval process) for all managing and cardholder accounts. For more information, refer to the Access Online: Transaction Approval Process user guide and lesson and the Access Online: Account Approval Program user guide and lesson.
Click the View Unmatched Transactions to view all transactions that are not yet matched to an order, payment request, or payment instruction. For more
information, refer to the Access Online: Order Management user guide and lesson and the Access Online: Payment Plus user guide and lesson.
Basic Transaction Search
To filter the transaction list, you can search for a specific transaction or group of transactions.
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3
To search for a specific transaction or group of transactions:
1. Select a different billing cycle from the Billing Cycle Close Date drop-down list.
You can view transaction lists for the current open cycle and the past six closed cycles.
2. Click the Search button. Transactions in your selected cycle display at the
bottom of the screen.
3. Click the Plus Sign icon to open the Search Criteria area. Fields display that
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The search fields available to you depend on the functions your program uses. For example, only when you use the transaction approval process does the Approval Status field display.
4. To filter by amount:
a. Select <=, >=, Exact, or All from the Transaction Amount drop-down list. b. Type an amount in the $ field.
5. To filter by purchase ID, type a purchase ID in the Purchase ID field.
6. To filter by approval status, select a status from the Approval Status drop-down
list.
7. To filter by eligibility for pull back, select a status from the Pull Back Eligibility
drop-down list.
8. To filter by order match status, select a status from the Order Match Status
drop-down list.
9. To filter by dispute status, select a status from the Disputed Transactions
drop-down list.
10. To filter by reallocation status, select a status from the Reallocated
Transactions drop-down list.
11. To filter by review status, select a status from the Reviewed Transactions
drop-down list.
12. Select the number of transactions to display from the Display drop-down list. 13. Click the Search button. The transactions that meet your search criteria display
Advanced Transaction Search
You can narrow your search for transactions by performing an advanced search using additional, optional search fields. For example, you can search for only approved transactions between June 1, 2013, and June 15, 2013.
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To perform an advanced search for transactions:
1. Refer to the Search and Select a Cardholder Account on page 6 to navigate to
the Transaction Management: Card Account Summary with Transaction List screen and to open the Search Criteria area.
2. Click the Advanced Search link. The Transaction Management: Search and
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Click to toggle back to the basic search.
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Click to reset the advanced search fields to the default parameters.
The advanced search fields available to you depend on which functions your program uses.
3. To filter by date:
a. Select a date type from the date drop-down list.
b. Specify a beginning date by selecting a beginning day, month and year from
the drop-down lists.
c. Specify an ending date by selecting an ending day, month and year from the
drop-down lists.
4. To filter by transaction amount:
a. Select an amount status from the Transaction Amount drop-down list. b. Specify an amount by typing a dollar amount or range in the $ fields. 5. Type a purchase ID in the Purchase ID field.
6. Select an approval status from the Approval Status drop-down list
7. Select an order match status from the Order Match Status drop-down list. 8. Type a merchant name in the Merchant Name field.
9. Select a pullback status from the Pull Back Eligibility drop-down list. 10. Select a dispute status from the Disputed Transactions drop-down list.
11. Select a reallocation status from the Reallocated Transactions drop-down list. 12. Select a review status from the Reviewed Transactions drop-down list.
13. Select the number of transactions to display from the Display drop-down list. 14. Click the Search button. A list of transactions that meet your search criteria
Transactions that match your advanced criteria display at the bottom of the screen. Click a date link to view details.
Account Activity
Your cardholders can view and print a summary of their account activity.
3 2
To print a summary of account activity:
1. Repeat the steps in Basic Transaction Search on page 23 to navigate to the
Transaction Management: Card Account Summary with Transaction List screen.
2. Select the cycle from the Billing Cycle Close Date drop-down list.
View a Transaction’s Details
You can easily review detailed information about a specific transaction.2
If available, click a merchant name link to view ESI data.
Your screen may display allocation source information.
To view additional information that is available for a transaction:
1. Repeat the steps in Search and Select a Cardholder Account on page 6 to
navigate to the transaction list.
2. Click the transaction’s date link in the Trans Date column. The Transaction
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Note the accounting information. These links maintain the
context of your work.
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4 . Click the Back to Transaction List link (or the Trans List link to maintain your
Learn More:
The Transaction Management: Transaction Detail screen displays the information described below. The fields and tabs that display depend on your program setup (e.g., you use order management, you are based inCanada) and the information the merchant passes with the basic transaction data. The tabs available on the Transaction Management: Transaction Detail screen may include:
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Summary tab—This tab provides a quick overview of the transaction detail,including transaction, merchant, reference, extract, currency, and dispute information. You can dispute a transaction from this tab.
•
Match tab—This tab lets you know if the transaction is matched to an order,payment request or payment instruction. You can also perform a match from this tab. This tab only displays if your organization uses the order management or Payment Plus function.
•
Allocations tab—This tab gives you information on the transaction'saccounting code allocation. You can reallocate a transaction on the Allocations tab. If your organization has selected to display source information, then you can also view the allocation source (e.g., user, allocation rule) and more specific source information (e.g., user Jane Doe, system).
•
Tax and Allocations tab—This tab displays for Canadian organizations. Thistab gives information in the transaction's accounting code allocations. The tab also lets the cardholder reallocate, manage tax, and add comments on a single tab.
•
Transaction Line Items tab—This tab only displays if the merchant passedlevel III data, which includes line item details.
•
User Line Items tab—This U.S.-specific tab contains fields for you to add yourown information about line items, including tax dollar values. If the merchant passed level III data (line item data), then you can use that data to automatically populate the line item fields on the User Line Items tab.
•
Tax Data tab—This U.S.-specific tab contains any tax information (e.g.,shipping information, usage codes) the merchant passed. You can also add your own tax information. You only use this tab if your organization uses the U.S. tax management function in Access Online.
•
Comments tab—This tab displays fields for you to add comments on thetransaction. Each organization customizes the available comments fields and grants access to different groups of users.
•
Approval History tab—This tab displays information on the approval history ofLearn More:
The transaction data that a merchant can pass through Visa or MasterCard, and which is thereby available through Access Online, falls into one of three categories: level I data, level II data or level III data. The table below provides detailed information about each data level.Data Level Descriptions Table
Data
Level Description
Corporate Card Data Includes:
Purchasing Card Data Includes: level I Also known as financial or draft
data, level I data is the minimum amount of data required to clear and settle a financial transaction. All consumer and commercial card transactions generate level I data. Basic merchant point-of-sale devices generally capture level I data. Merchant name City State ZIP/postal code MCC Transaction amount Date of sale Merchant name City State ZIP/postal code MCC Transaction amount Date of sale
level II Also known as enhanced data,
level II data is additional summary data for the transaction. level II data accompanies level I data, but level II data is not required for clearing and settlement.
N/A Sales tax
Customer code (e.g., department, cost center, purchase order number, or invoice number) level III Also known as enhanced data,
level III data is all additional line item data pertaining to the transaction. Level III data is not attached to level I financial records, so a matching process must link level III data to these records. Merchants must have sophisticated software to capture level III data. This data originates from a number of sources and travels through the transaction process in records separate from sales drafts. Issuers or
processor systems match these records with sales draft data to create complete and
comprehensive transaction records.
N/A Detailed tax
information Discount amount Freight and ship amount
Duty amount Ship to/from ZIP codes
Order date Account number Item commodity code Item description Quantity
View a Convenience Check
Image
You can easily view a portable document format (PDF) image of a convenience check associated with a cardholder account.
Check images are available as soon as the transaction posts in Access Online. We archive images after 120 days, so if you want to view an image for a check that is older than 120 days, you need to wait for 24 hours for us to pull the image from the archives. Check images are available for the current open cycle and the past six cycles (either immediately or from the archives).
1
To view a convenience check image:
The Transaction Type information system lets you know the
transaction was a convenience check transaction.
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The View Check Image button only displays if the transaction is a convenience check transaction.
2. Click the View Check Image button. The check image opens as a new PDF
Attach a Receipt to a Transaction
Some organizations use a feature that lets cardholders attach receipts totransactions to provide additional documentation on a purchase. If your
organization uses this feature, then you can attach a PDF file copy of your receipt (e.g., scanned on a copy machine into PDF format) to a transaction. The
attachments are accessible on the transaction list and on transaction reports.
1 2
To attach a receipt:
1. Repeat the steps in Search and Select a Cardholder Account on page 6 to
navigate to the transaction list.
3. Click the Browse button. A Choose File to Upload window opens.
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4
4. Search and select the PDF file. 5. Click the Open button.
6. Click the Attach button. The system attaches the PDF to the transaction.
7. Click the PDF icon to view the attachment.
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8. If you attach the wrong receipt, repeats Steps 2 – 7 to attach a different receipt.
The system does not save the old receipt, but the system does track the history of when you attached and replaced receipts.
Tip!
You cannot delete an attachment, but if you want to remove data, you can create and attach a blank PDF.Mark a Transaction as Reviewed
You can view transaction lists and details for the current cycle and the past six cycles. However, the number of days following the close of the cycle that you have to mark transactions as reviewed is subject to a variable control that yourorganization set up during the implementation of your program. You can mark a transaction as reviewed from the Transaction Management: Card Account Summary with Transaction List screen or the Transaction Management: Transaction Detail screen.
Tip!
If you mark a transaction as reviewed by mistake when selecting multiple transactions, then you can select an individual transaction displayed on the Transaction Management: Card Account Summary with Transaction List screen and click Change Review Status. The transaction is no longer marked as reviewed.2b 2a 3a
Your screen may display allocation source information.
To mark transactions as reviewed:
1. Repeat the steps in Search and Select a Cardholder Account on page 6 to
navigate to the transaction list.
2. To mark transactions as reviewed from the Transaction Management: Card
Account Summary with Transaction List screen:
a. Select the check box in the Select column for each transaction you want to
mark as reviewed.
b. Click the Change Review Status button. Check marks display in the Select
column next to the transactions you selected and an R icon displays next to each transaction you selected.
3. To mark the transaction as reviewed from the Transaction Management:
Transaction Detail screen:
a. Select the date link for the desired transaction. The Transaction
3c 3b
b. Select the Summary tab.
c. Click the Mark as Reviewed button. A confirmation message displays at the
Dispute a Transaction
You can use Access Online to dispute a transaction, including selecting a reason for the dispute. In addition, you can use the system to request a copy of the sales draft to get more information about the disputed transaction. You can also cancel a disputed transaction as long as the disputed transaction is unresolved.
Dispute a Transaction
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Your screen may display allocation source information.
To dispute a transaction:
1. Repeat the steps in Search and Select a Cardholder Account on page 6 to
navigate to the transaction list.
2. Click the transaction date link for the transaction you want to dispute. The
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3. Click the Dispute button. The Transaction Management: Select a Dispute
5 4
Click to request a copy of the sales draft for the transaction.
4. Select the radio button for the appropriate dispute reason.
5. Click the Select button. The Transaction Management: Dispute Reason screen
Tip!
Read the explanation under each dispute reason until you find the one that is most appropriate for your dispute. The Additional Items Required column tells you what additional information you will need to provide when you submit your dispute request. These requirements are based on Visa and MasterCard dispute rules.8
6 7
9
Required fields have a red asterisk.
Note the dispute reason.
Tip!
The Transaction Management: Dispute Reason screen has different fields depending on the dispute reason selected. The above screen displays if you select the Unauthorized dispute reason.6. Verify or type your name in the Requestor Name field.
7. Type your phone number in the Requestor Phone Number field.
8. In the Comments box, enter additional comments to explain why you are
disputing the charge.
9. Click the Continue button. The Transaction Management: Dispute Reason
10
10. Follow the instructions on the screen to print, sign and fax or mail this form to
us.
Cancel a Dispute
You can easily cancel an unresolved dispute. If you cancel a dispute, keep in mind that the transaction is automatically settled in favor of the merchant. After you cancel a dispute, you can also re-dispute the transaction by repeating the steps in Dispute a Transaction on page 46.
2
Your screen may display allocation source information.
To cancel a disputed transaction:
1. Repeat the steps in Search and Select a Cardholder Account on page 6 to
navigate to the transaction list.
2. Click the transaction date link for the transaction you want to dispute. The
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5
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5. Type comments in the Cancellation Comments field. You have up to 40
alphanumeric spaces for your comments.
6. Click the Yes, Cancel Dispute button. You return to the Transaction
View a Transaction’s Dispute History
You can easily view the history of the disputed transaction.
2
To view a transaction’s dispute history:
1. Repeat the steps in Search and Select a Cardholder Account on page 6 to
navigate to the transaction list.
2. Click the transaction date link for the transaction you want to dispute. The
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3. Click the Plus Sign icon to open the Dispute History area. The Dispute History
area displays.
Reallocate a Transaction
You can view transaction lists and details for the current cycle and the past six cycles. However, the number of days following the close of the cycle that you have to reallocate transactions is subject to a variable control (between 1 and 199 days) established during implementation. Once that time period has passed, you cannot reallocate the transaction.
When you reallocate a transaction, you change the accounting information to allocate the transaction to a different accounting code. You can reallocate the transaction to one accounting code or to multiple accounting codes. For example, if you buy office supplies for two departments, you can reallocate that transaction to be shared between the two departments; however, total allocation amounts must always equal 100 percent of the transaction. You cannot leave a portion of the transaction unallocated.
Transaction Reallocation Options
When you reallocate transactions, you have three options:
•
Reallocate a single transaction, including dividing the transaction amongmultiple accounting codes. For example, assigning one code to one transaction or dividing one transaction among three codes.
•
Use the reallocation worksheet, to reallocate multiple transactions individually on the same screen. For example, assigning different codes to different transactions while working on the same screen.•
Use the mass reallocation function to reallocate a group of transactions proportionately. For example, dividing a group of 23 transactions evenly between two codes.Reallocation Options
To do this task… ...take these steps. …use these tips, and… …refer to this section for
detail. Assign one code to
one transaction
Select the transaction and click the Reallocate button
–Or–
Click the transaction’s allocation code link
Be sure to allocate 100 percent of the transaction. Reallocate a Single Transaction on page 63
Assign multiple codes to one transaction
Select the transaction and click the Reallocate button
–Or–
Click the transaction’s allocation code link
Let the system calculate percentages for you.
Be sure to allocate 100 percent of the transaction.
To do this task… ...take these steps. …use these tips, and… …refer to this section for detail. Assign different codes to multiple transactions while working on the same screen (called the Reallocation Worksheet)
Select the transactions and click the Reallocate button.
Be sure to allocate 100 percent of each transaction.
Reallocate a Group of Transactions with the Reallocation Worksheet on page 76
Assign one code to a group of
transactions
Select the transactions and click the Mass
Reallocate button.
Be sure to reallocate 100 percent of the group of transactions.
To do this task… ...take these steps. …use these tips, and… …refer to this section for detail.
Assign the same multiple codes (e.g., the same two codes) to a group of transactions
Select all transactions and click the Mass
Reallocate button.
Let the system calculate percentages for you.
Be sure to reallocate 100 percent of the group of transactions.
Reallocate a Group of Transactions with the Mass Reallocation Function on page 81
Option: Reallocate a Single Transaction
You can search and select a single transaction and reallocate that transaction, including reallocating the transaction among multiple accounting codes. For detailed steps, see Reallocate a Single Transaction on page 63.
Reallocate a Single Transaction Table
Before Reallocation After Reallocation
Trans. A | $600 | 100% allocated to 12-34
Trans. A | $600 | 100% reallocated to 22-34 –Or–
Trans. A | $300 | 50% stays allocated to 12-34
Trans. A | $300 | 50% reallocated to 22-34
Option: Use the Reallocation Worksheet
You can use the reallocation worksheet to select up to 25 transactions and work on them on the same screen. You can reallocate each transaction to a different
accounting code and/or divide different transactions among multiple accounting codes (e.g., Transaction A for $100 reallocated to accounting code 22-34,
Transaction B for $500 reallocated to 50 percent to accounting code 12-34 and 50 percent to accounting code 42-34). For detailed steps, see Reallocate a Group of Transactions with the Reallocation Worksheet on page 76.
Reallocation Worksheet Table
Before Reallocation After Reallocation
Trans. A | $100 | 100% allocated to 12-34
Trans. B | $500 | 100% allocated to 12-34
Trans. A | $100 | 100% reallocated to 22-34
Trans. B | $250 | 50% stays allocated to 12-34
Option: Use the Mass Reallocation Function
You can use the mass reallocation function to select up to 25 transactions to reallocate to the same accounting code or multiple accounting codes. You can replace existing allocations or add a common allocation.
•
Replace existing allocations—When you replace existing allocations, youreallocate 100 percent of the group of transactions. For example, you select a group of three transactions to mass reallocate (Transaction A for $100, Transaction B for $500, and Transaction C for $400 for a total of $1,000). You can reallocate 30 percent ($300) to accounting code 22-34, 50 percent ($500) to 32-34, and 20 percent ($200) to 42-34.
•
Add a common allocation—You can also use the mass reallocation functionto add a common allocation to a group of transactions, while keeping a portion of each transaction’s existing allocation. For example, if Transaction A is allocated to 12-34, Transaction B allocated to 22-34, and Transaction C allocated to 32-34, then you can leave A, B, C allocated 90 percent to 12-34, 22-34, 32-34, respectively, but add a common allocation of 10 percent to accounting code 43-21. So, Transaction A would be allocated 90 percent to 12-34 and 10 percent to 43-21, and so forth. You might use this option to allocate estimated tax percentages to a specific accounting code. This option is only available to U.S. users.
For detailed steps, see Reallocate a Group of Transactions with the Mass Reallocation Function on page 81.
Mass Reallocation: Replace Existing Allocations Table
Before Reallocation After Reallocation
Trans. A | $100 | 100% allocated to 12-34 Trans. B | $500 | 100% allocated to 12-34 Trans. C | $400 | 100% allocated to 12-34 Transaction A, B, C Total: $1,000 Trans. A, B, C | $300 | 30% reallocated to 22-34 Trans. A, B, C | $500 | 50% reallocated to 32-34 Trans. A, B, C | $200 | 20% reallocated to 42-34 Transaction A, B, C Total: $1,000
Mass Reallocation: Add a Common Allocation Table
Before Reallocation After Reallocation
Trans. A | $100 | 100% allocated to 12-34 Trans. B | $500 | 100% allocated to 22-34 Trans. C | $400 | 100% allocated to 32-34
Transaction A, B, C Total: $1,000
Trans. A | $90 | 90% remains allocated to 12-34 Trans. B | $450 | 90% remains allocated to 22-34 Trans. C | $360 | 90% remains allocated to 32-34 Trans. A, B, C | $100 | 10% reallocated to 43-21
Tip!
If your organization is Canadian, then your cardholders can reallocate transactions using all these options. The only differences are that your cardholders complete reallocation tasks on the Tax and Allocations tab and cannot add acommon allocation using the mass reallocation function. On the Tax and Allocations tab, your cardholders can also manage taxes and add comments during
reallocation.
Reallocate a Single Transaction
2
Your organization may have elected to display accounting code information.
To reallocate a transaction:
1. Repeat the steps in Search and Select a Cardholder Account on page 6 to
navigate to the transaction list.
2. On the Transaction Management: Card Account Summary with Transaction List
screen, click the Accounting Code link next to the transaction you wish to reallocate. The Transaction Management: Detail screen displays with the Allocations tab open.
Learn More:
If your organization has selected to show allocation source information on the transaction list. Then, instead of the Accounting Code column, your transaction list will display an Allocation Source column and a Last Changed By column. The Allocation Source column lists the source of the most recentTip!
You cannot reallocate a transaction with a Locked icon.If your organization selected to display source information, then the Allocation Source and Last Changed by information will display on this tab as well as on the transaction list.
3a
3b
3c
3. To reallocate the entire transaction to a single accounting code:
a. Type the correct code in the Accounting Code – Segment Name (Length)
field(s). –Or–
b. Select an alternate accounting code (AAC) from a drop-down list. (See the
Tip!
The available accounting code segments vary by user and depend on your access rights. For example, your organization could set up an accounting code structure with five segments, and you could be given access rights to view and reallocate transactions to only the last segment (e.g., general ledger expense, appropriation value). Also, if your organization selected to display sourceinformation, then the allocation source information displays on this tab as well as on the transaction list.
–Or–
c. Click the Magnifying Glass icon to search for a valid value, if your
Tip!
Your organization may use alternate accounting codes, as shown in the screen below. In this case, all you need to do is select the name of the AAC you want to reallocate the transaction to from the Change Alternate Accounting Code drop-down list.To reallocate a transaction to an alternate accounting code, simply select the code from the drop-down list and click Save Allocations.
You may also be able to build and select from a list of your own frequently used accounting codes, as described in Create Accounting Code Favorites to Use During Reallocation on page 98.
3d 3e 3i 3f 3h 3g
d. Type search criteria in the Value field or leave blank to return a complete
list.
e. Type description search criteria in the Description field, if desired.
f. Select a search type (e.g., begins with, contains) from the Search Type
drop-down list.
g. Select the number of values to display from the Display drop-down list. h. Click the Search button. Valid accounting code values that match your
search criteria display at the bottom of the screen.
i. Click the Select link for the value you want. You return to the Allocations tab
4a 4b
4. To divide the transaction among two or more accounting codes:
a. Type the number accounting codes you need to add in the Additional
Allocation(s) field.
b. Click the Add button. The system adds an additional Accounting Code
When you click the Add button, an additional row displays.
4c 4d
Select a row and click Remove to remove a row.
Depending on how your program is set up, you can type a new code, select an AAC, select from a VVL, or select a favorite.
c. Type the amount (e.g., 20.75) that should be allocated to the first accounting
code in the first line’s Amount field or type the percentage (50 percent) that should be allocated to the first accounting code in the first line’s Percentage field.
d. Verify and change the accounting code for the first allocation, if needed, by
When you change an allocation amount or percentage, Access Online recalculates all other values automatically. Total
reallocation amounts must equal 100 percent of the transaction amount.
4e 4f
Depending on how your program is set up, you can type a new code, select an AAC, select from a VVL, or select a favorite.
4g
e. Type the amount or percentage to allocate to the additional portions. f. Specify the accounting codes for the additional portions, by typing a code,
selecting an AAC, or selecting from a VVL.
Tip!
You may be able to click the Magnifying Glass icon to search and select a valid value. You may also be able to select from a drop-down list of alternate accounting codes or select from a list of favorites as described in Create Accounting Code Favorites to Use During Reallocation on page 98.g. Click the Save Allocations button. A confirmation message displays and an A icon displays next to the transaction. If you reallocate the transaction
Note the 100 percent allocated and 0 percent remaining.
4h
Note the A icon and the Multiple designation.
h. Click the Back to Cardholder Transaction List link to return to the list of
Learn More:
You may also have the option to revert to a previous version of the allocation.To revert to previous allocation, select an option and click Apply.
Once you finish and save your allocation, you can revert to a previous version of the allocation. Simply select an option from the Apply Accounting Code drop-down list and then click the Apply button. Your options are:
•
Default Accounting Code—Changes the allocation back to your defaultaccounting code.
•
Previous Allocation—Changes the allocation to the allocation you savedbefore you made and saved your current changes. For example, if you divide a transaction among two accounting codes, save the reallocation, and then determine that you should not have divided the transaction, you can select this option to revert to the undivided allocation.
•
Initial Allocation—Changes the allocation back to the transaction’s originalLearn More:
If your organization uses the CSV function, then you can search and select from a list of valid accounting codes when reallocating atransaction. You can also use the real-time validation to check the accounting code for a reallocated transaction. When you save the transaction, the CSV process returns a message regarding the validity of the accounting code. If your internal system is not available for real-time validation, then you get an immediate error message that your system was not available and the change in accounting code triggers the transaction’s new accounting code to go through the nightly batch validation process. In this way, you can continue to work on transaction
management, and the CSV process validates the accounting codes using the batch process.
When you save the transaction, the CSV process returns a message regarding the validity of the accounting code.
If your organization’s internal system is not available for a real-time validation check, an error message displays when you attempt a real-time validation by saving your allocations.
If your system is not available, then you get an error message and the validation takes place in the nightly batch process.
The accounting codes you can pick from come from any VVLs you have uploaded to Access Online and from accounting code values you or a cardholder enters into the system and have validated. Access Online validates against VVLs if you have the AVC enabled and validates against the values in your system if you have the CSV process enabled.
Reallocate a Group of Transactions with the
Reallocation Worksheet
You can also use the reallocation worksheet to reallocate up to 25 transactions to multiple accounting codes on a single screen. The process works the same as using the Reallocation tab except that you have the convenience of reallocating several transactions on the same screen instead of just one at a time.
Your screen may display allocation source information.
3 2
To use the reallocation worksheet:
1. Repeat the steps in Search and Select a Cardholder Account on page 6 to
navigate to the transaction list.
2. On the list of transactions, select the check box in the Select column for each
transaction you want to reallocate.
3. Click the Reallocate button. The Transaction Management: Reallocation
4 5a
4. Type a new code, select an AAC, search and select from a VVL, or select a
favorite. The available accounting code segments vary by user and depend on your access rights.
5. To reallocate one of the transactions among two or more accounting codes: a. Click the Add Alloc link next to the transaction. New rows display under the
Learn More:
If you have VVLs available, you can click the MagnifyingGlass icon and search and select a valid value.
If you have AACs available, you can simply select the AAC from the Change Alternate Accounting Code to drop-down list.
b. Type the dollar amount or percentage for each portion in the $ or % field. c. Type a new code, select an AAC, or search and select from a VVL. The
available accounting code segments vary by user and depend on your access rights.
Tip!
When you enter a new dollar amount, Access Online automatically recalculates the percentage and amount for the Amount Remaining values. When you enter a percentage, Access Online automatically recalculates the dollar amount and Amount Remaining values. Total reallocation amounts must equal 100 percent of the transaction amount with zero percent listed in the Amount Remaining field.5b 5c
6
Note the 0 percent remaining for the transaction.
Click the magnifying glass icon to search and select from a list of valid values.
You can add different allocations for the remaining transactions.
7. Click the Save Allocations button. A confirmation message displays.
Reallocate a Group of Transactions with the Mass
Reallocation Function
The mass reallocation function enables you to specify common reallocation parameters to a group of up to 25 transactions. You can:
•
Reallocate all the transactions to a single accounting code•
Divide the group by percentage to multiple accounting codes•
Leave a portion of each transaction with its existing allocation, but add acommon allocation to a portion of all the transactions (not available to Canadian users)
Unlike the reallocation worksheet, you cannot specify different accounting codes to specific transactions. For example, if you know that all office supplies should be divided evenly between two divisions in your company, you can select all office supply purchases and divide them 50/50 between each division.
Your organization may have elected to display allocation source information instead of Accounting Code column.
2
3
To perform a mass reallocation:
1. Repeat the steps in Search and Select a Cardholder Account on page 6 to
navigate to a cardholder’s transaction list.
2. On the list of transactions, select the check box in the Select column for each
transaction you want to reallocate.
3. Click the Mass Reallocate button. The Transaction Management: Mass
4a 6a 4b 6b 5b 5a
4. Specify which mass reallocation action you want to complete:
a. Select the Replace Existing Allocation radio button to reallocate all the
transactions to common accounting code(s). –Or–
b. Select Add Common Allocations radio button to leave the existing
allocations, but reallocate a portion of each transaction to the same code(s).
5. To reallocate the entire group to a single accounting code: a. Type 100 in the % field.
b. Type a new code, select an AAC, or search and select from a VVL. The
available accounting code segments vary by user and depend on your access rights.
–Or–
6. To divide the group’s allocation or to add a common allocation: a. Type the number of additional allocations to add in the Additional
Allocation(s) field.
When you add a common allocation, the amount remaining must be at least 1 percent, since you are instructing the system to keep at least a part of the transactions’ existing allocations intact.
6c 6d
Select transactions and click Remove Trans to remove transactions from the mass reallocation.
Note the summary information.
c. Type a percentage in each % field until the transactions are 100 percent
allocated (if you are reallocating the entire group [Step 4a]) or have at least 1 percent remaining (if you are adding common allocations, but leaving a portion set at the original allocation [Step 4b]).
d. Type a new code, select an AAC, or search and select from a VVL. The
Tip!
You may be able to click the Magnifying Glass icon to search and select a valid value. You may also be able to select an AAC, as shown in the screen below.that information when you use the reallocation worksheet.
7. Click the Save Allocations button. A confirmation window displays.
8
Note the summary information on how the realloation will affect the group of transactions.
Note the detail information on how the reallocation will affect each transaction.
8. Click the Yes, Save Allocations button. The system saves your reallocations to
Tip!
When you work with multiple transactions, the system displays an Arrow icon next to each transaction you were working with.Canadian Transaction Reallocation
If your organization is Canadian, then your cardholders can complete the same steps described in the previous section to reallocate transactions. You use the Tax and Allocations tab to reallocate transactions, manage tax information, and add comments.
Canada: Reallocate a Single Transaction
As you work with a single transaction, you can reallocate the entire transaction to one accounting code (one transaction to one accounting code) or to multiple accounting codes (one transaction to multiple accounting codes). Even if you
allocate the transaction to multiple accounting codes, the single transaction remains intact (you are not dividing the transaction itself).
1a 1b
1c
To reallocate a single transaction on the Tax and Allocations tab:
1. Select the transaction to reallocate:
a. Click any transaction link to drill into transaction detail. The Transaction
Management: Transaction Detail screen displays. –Or–
b. Select the transaction's check box.
c. Click the Reallocate button. The Transaction Management: Transaction
