U.S. Bank Access
®Online User Guide
Program Administrator
Creating and Running Flex Data Reports
Additional Filtering Options ... 33
Account Number: Cardholder Accounts... 34
Account Number: Managing and Diversion Accounts... 40
Cycle Close Date ... 44
Disputed Status... 44
ESI Merchant State... 45
MCC ... 45
MCCG Description ... 47
Merchant State ... 48
Order Amount... 48
Order Creation Date ... 48
Order Date... 49
Order Matching Status... 49
Order Source ... 49
Order Status ... 50
Order Type ... 50
Posting Date ... 51
Posting Type... 51
Transaction Merchant Name ... 52
Transaction Review Status... 53
Transaction Type ... 53
Modify an Existing Report ... 54
Web Addresses
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Identify and prevent card misuse•
Track and manage your program’s successYou can access only the information you need without wading through information that you do not need.
In this user guide, you will learn how to create, save, modify and run a custom report using the flex data function.
allocation, merchant, order, or transaction data.
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Two—Specify report parameters. You specify the parameters of your custom report on a series of four tabs:•
Select Report Data tab—On this tab, you specify which data elements (columns) to include, which data elements to filter by, and which data elements to total.•
Filter for Content tab—On this tab, you specify the filtering parameters for the data elements you selected to include on the Select Report Data tab. For example, if you selected to include transaction amount, you specify a transaction amount range. (e.g., include only transactions over $500).•
Sort by Criteria tab—On this tab, you select up to four sorting orders for the data in your report (e.g., first sort by accounting number ascending, and then sort bytransaction date descending).
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Set Report Layout tab—On this tab, you can change the default column order for your report by selecting a column and moving it up or down (left or right) in the final report display.•
Three—Preview, save and run the report. You can preview the report display and then select to save the report. Once you save the report, you can modify the report and/or run it any time. You can modify an existing report and save the modified version as the same report or as a new report (thus using an existing report as a template).¾
Learn More:
For information on running standard reports, refer to the Access Online: Running Reports User Guide and Access Online: Standard Report Samples User Guide.¾
Learn More:
Also, keep in mind that you cannot use the flex data reporting function to create extract files. You should only use the flex data function as a reporting tool. If you need to create an extract file, you should work your relationship management team to set up the type of extract file you need. For information on file types and markingtransactions for extract, refer to the Access Online: Marking Transactions for Extract User Guide.
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To create a flex data report:
1. Select the Reporting high-level task from the Left-Column Navigation Bar.
2. Click the Flex Data Reporting sub-task or link on the screen. The Flex Data Reporting: Please select a report from the list below screen displays.
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4. Select a report template radio button from the Primary Report Data column. 5. If desired, select one additional data template from the Additional Data column. 6. Click the Create button. The Flex Data Reporting screen displays the report template
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Learn More:
Keep in mind that a report template is not identical to any similarly named standard report. The report templates simply contain data elements that you can select to include in your report. Each template also contains default, but editable, parameter settings. For a detailed list and description of each data element available in each template, refer to the Access Online: Data Dictionary for Flex Data Reporting User Guide.11a 11b
If you have already saved the report, then you can click the Revert to Last Saved button to discard your changes since your last save.
Because you must define which data to include in some basic way, you must select a single filtering option radio button.
7. Type a new report name in the Report Name field, if desired.
8. Type a new report description in the Report Description field, if desired. 9. Select an output type from the Output Type drop-down list.
10. If you selected PDF output, then select parameter page placement from the Output Parameter Page Placement drop-down list.
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12. Select the check box in the Select Report Columns column for each data element to include. Each data element becomes a column in your finished report.
13. Type a new column label, if desired, in the Rename Report Columns field. 14. Type the number of column inches to wrap the field in the Wrap Data field.
15. Select a quantitative data element’s Total check box to total that element’s column. 16. Select an element’s Filter radio button or check box to filter by that data element.
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Tip!
You must define at a basic level which data to include; therefore, you must select at least one filtering option radio button (account number, processing hierarchy position, reporting hierarchy position). You do not have the option to not filter your report in some way. If you want to include all account numbers, all processing hierarchies, or all reporting hierarchies, simply select to filter by that option and then select to include all account numbers or hierarchy positions on the Filter for Content tab.¾
Tip!
Click the Save button at any time to save your work so far. Also, if you have already saved the report, then you can click the Revert to Last Saved button to discard your changes since your last save.outside Access Online and include that hierarchy in Access Online. The reporting hierarchy enables you to break down data solely for reporting purposes.
You must be properly set up with the hierarchy levels for both processing and reporting hierarchies. If you have difficulty, then please contact the technical support desk to verify your reporting and processing hierarchy.
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You must run the report at the company level or lower.
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Tip!
The filtering criteria that display depend on which data elements you selected to filter in Step 11 on the Select Report Data tab. In our sample report, we will includeprocessing hierarchy position, transaction amount, and date range. For additional filtering options, refer to Additional Filtering Options on page 33.
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Tip!
Also, for a flex data report, you must run the report at the Company level or lower. 18. To specify a processing hierarchy position to filter by:a. Type the exact values in the Bank, Agent, Company, Division and/or Department fields. For example, if you know you want to include only accounts in Company 2222, then type 2222 in the Company field.
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c. Select a level from the HierarchyLevel drop-down list.
d. Type full or partial search criteria, if desired, in the Bank, Agent, Company, Division and/or Department fields.
e. Click the Search button. Hierarchy positions that match your search criteria display at the bottom of the screen.
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f. Select the check box for each position to filter by.
g. Click the Select Position button. The positions move from the Found Hierarchy Positions list to the Selected Hierarchy Positions list on the right.
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Tip!
To remove a position, select the position’s check box in the Selected Hierarchy Positions list on the right and the click the Remove Positions button. The positions move from the right-hand list back to the Found Hierarchy Positions list on the left.h. When you are done, click Select Hierarchy button. You return to the Flex Data Reporting screen and your selected positions display on the Filter for Content tab.
Click the Edit link to change your selected hierarchy positions.
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Tip!
To modify which hierarchy positions to include, click the Edit link and repeat Steps 18c–18h.19. To filter by transaction amount:
a. Type the lower value in XX.X format in the left-hand Transaction Amount field. b. Type the greater value in XX.X format in the right-hand Transaction Amount field.
Click the Edit link to modify the processing hierarchy positions to filter your report by.
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20. To specify a date range:
a. Type the beginning and ending dates in MM/DD/YYYY format in Transaction Date fields.
–Or–
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c. Select a month from the Month drop-down list. d. Select a year using the Arrow icons.
e. Select a day of the month by clicking the day’s link. As soon as you click the day’s link, the system saves your date selection and you return to the Flex Data Reporting screen’s Filter for Content tab and your date displays.
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f. Repeat Steps 15a-15e to specify an end date.
21. Select the Sort By Criteria tab. The Sort By Criteria tab displays on which you specify your sorting preferences.
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Tip!
For sample purposes, we have included only a few of the possible filtering options in our sample report. For detailed steps on specifying additional filtering options, refer to Additional Filtering Options on page 33.22
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22. Select a field to sort by in the Sort 1 drop-down list.
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Tip!
If you have renamed a column heading, then that renamed column heading displays in the list.23. Select the Ascending or Descending radio button. Ascending will sort your selected data element upward from smallest to greatest (e.g., A–Z, 1–100). Descending will sort your report downward from greatest to smallest (e.g., Z–A, 100–1).
24. Select the Break/SubtotalLevel radio button to have your report include a page break and a subtotal after the each change in the selected sort field.
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Tip!
Keep in mind that you can only set break/subtotal preferences for the PDF output and you can select only one break/subtotal option or the no break/subtotal option. YouTransaction 1-$80 Transaction 2-$30 Transaction 3-$100 Subtotal for Alabama: 3 records
Arkansas:
Transaction 1-$50 Transaction 2-$100 Subtotal for Arkansas: 2 records
Conversely, if you choose Merchant Name ascending in the far left sort field and Posting Date ascending in the second-left sort field, then your report will display transactions sorted first by merchant name in alpha order A–Z, and then for each merchant, the transactions sorted by least recent to most recent (e.g., for Alpha Cleaners, the transactions on April 1, April 2 and April 3, 2007).
The display is always in the same field layout order, regardless of which sorts you select. If you want to, you can change the display order on the Set Report Layout tab.
Keep in mind that you can select only one Break/Subtotal radio button and that the system will include breaks and subtotals for the sort field you select and all higher-level sort fields. For example, if you select to break/subtotal at the Sort 3 field, then the system will also add breaks and subtotals to the Sort 1 field and the Sort 2 field.
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26. When you have your sorting, page break and subtotal options set, select the Set Report Layout tab. The Set Report Layout tab displays on which you can adjust the column display in your report.
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27. Review the order of the columns. The top-most column will display on the far left of your report. The listed from top to bottom display from left to right in your report, with the bottom-most column displayed on the far right.
28. To move a column:
a. Select the column name from list.
b. Click the Top link to move the column to the far left.
c. Click the Up link to move the column one position to the left. d. Click the Down link to move the column one position to the right.
29. To preview the report layout before you save the report, click the Preview Layout button. A message displays that lets you know your report is loading.
30. Wait for the report preview to load. The report preview opens in a new Adobe® Acrobat window. The preview shows the display and organization of your report, but does not include any data. By not including data, the preview can run much faster and you can get a quick idea of what your final report will look like.
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31. Review the preview.
32. Use any function in your version of Acrobat, such as adding comments, sending for review, or saving to your computer. Refer to Acrobat documentation for detailed steps. 33. Close the preview window when you are done.
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34. If you need to make any changes, repeat the steps in this section to make changes on any of the tabs.
35. Click the Save button when you are ready to save the report. A confirmation message displays and Access Online adds your report to the list of reports.
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You are the only user who can access, run, or modify the saved report. From this screen, you can modify the report as described in Modify an Existing Report on page 54. You can also run the report as described in Run a Flex Data Report on page 60.
To select cardholder account numbers to filter by:
1. Type the 16-digit account numbers (separated by commas, without spaces) in the Account Number field.
–Or–
2. Click the Search for Accounts link. The Reporting: Flex Data Reporting - Search and Select Account screen displays
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3. Specify search criteria:
a. Type a complete 16-digit cardholder account number in the Account Number field. –Or–
b. Type a cardholder last name in the Last Name field and/or a cardholder first name in the First Name field.
–Or–
c. Type a nine-digit social security number in XXXXXXXXX format (no spaces or hyphens) in the Social Security Number field.
d. Click the Search button. Cardholder accounts that match your search criteria display at the bottom of the screen.
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e. Select one or more cardholder account checkboxes.
f. Click the Select button. You return to the Filter for Content tab and your selected cardholder account numbers display in the Account Number field.
The lower link lets you search for a managing account’s associated cardholder accounts and then filter by the selected cardholder account.
4. To search for cardholder accounts by searching and selecting a managing account to find associated cardholder accounts:
a. Click the Searching for a Managing Account link. The Reporting: Flex Data Reporting - Search and Select Accounts screen displays with managing account search fields.
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b. Type a complete managing account number in the Managing Account Number field. c. Type a full or partial managing account name in the Managing Account Name field. –Or–
d. Type a complete company number in the Company Number field.
e. Click the Search button. Managing accounts that match your search criteria display in a list at the bottom of the screen.
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f. Click a managing account number link. A list of associated cardholder accounts displays.
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g. Select the checkboxes for the cardholder accounts you want to filter by.
h. Click the Select button. You return to the Filter for Content tab and your selected cardholder account numbers display in the Account Number field.
Account Number: Managing and Diversion Accounts
You can also filter your report by managing or diversion accounts.
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3. Click the Search for Managing Accounts link. The Reporting: Flex Data Reporting - Search and Select Account screen updates with managing account search fields.
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Tip!
If you already have cardholder or other accounts selected, then if you select to search again, an error message displays. Click the Yes, Remove button to continue with your search and lose account numbers you have already selected. Or click the No button to halt the search process and maintain your already-selected accounts.4a
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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. Specify search criteria:
a. Type a complete 16-digit managing account number in the Managing Account Number field.
–Or–
b. Type a full or partial managing account name in the Managing Account Name field. –Or–
c. Type a full or partial last name and/or first name in the Last Name field and/or the First Name field.
–Or–
d. Type a company number in the Company Number field.
5. Click the Search button. Managing accounts that match your search criteria display at the bottom of the screen.
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6. Select the check boxes for the managing accounts that you want to filter your report by. 7. Click the Select button. You return to the Filter for Content tab and your selected
To filter your report by cycle close date:
1. Specify a starting date by typing the date in MM/DD/YYYY format or by clicking the Calendar icon and selecting a date.
2. Specify an ending date by typing the date in MM/DD/YYYY format or by clicking the Calendar icon and selecting a date.
Disputed Status
To filter by disputed status:
1. Select a the All option from the Disputed Status drop-down list to include both disputed and not disputed transactions.
–Or–
2. Select the Disputed Only option to include only disputed transactions. –Or–
3. Select the Not Disputed option to include only transactions that have not been disputed.
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Tip!
The Disputed Only option includes transactions for which cardholders have cancelled disputes. In the same way, the Not Disputed option does not include transactions for which cardholders have cancelled disputes.To filter your report by Enhanced Supplier Information (ESI) merchant state:
1. Select ALL to include all states in your report. –Or–
2. Select the state(s) you want to include from the list.
MCC
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To filter your report by merchant category code (MCC):
1. Type five-digit MCCs (separated by commas, without spaces) in the MCC field. –Or–
2. Click the Search for Codes link. The Reporting: Flex Data Reporting - Select Merchant Category Codes screen displays.
3. Select a group from the Merchant Category Code Group drop-down list. The MCCs in that group display in the Available Codes window.
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6. Click the Continue button. You return to the Filter for Content tab and your selected MCCs display in the MCC field.
MCCG Description
To filter your report by merchant state:
1. Select ALL to include all merchant states. –Or–
2. Select the state(s) you want to include.
Order Amount
To filter your report by order amount:
1. Type the lower value in XX.X format in the left-hand Order Amount field. 2. Type the greater value in XX.X format in the right-hand Order Amount field.
Order Creation Date
To filter your report by the date a user created the order:
1. Specify a starting date by typing the date in MM/DD/YYYY format or by clicking the Calendar icon and selecting a date.
2. Specify an ending date by typing the date in MM/DD/YYYY format or by clicking the Calendar icon and selecting a date.
2. Specify an ending date by typing the date in MM/DD/YYYY format or by clicking the Calendar icon and selecting a date.
Order Matching Status
To filter your report by order match status:
1. Select the All option to include both matched and unmatched transactions. –Or–
2. Select the Unmatched option to include only transactions that are not matched to orders.
–Or–
3. Select the Matched option to include only transactions that are matched to orders.
Order Source
To filter your report by order source:
1. Select the All option to include both manually created and electronically created orders. –Or–
2. Select the Manual option to include only orders that cardholders created manually. –Or–
3. Select the Electronic option to include only orders that entered Access Online in electronic format (e.g., from an electronic purchasing system, such as U.S. Bank’s Access® Purchase or U.S. Bank’s eCommerce Suite).
To filter your report by order status:
1. Select the All option to include all orders, regardless of status. –Or–
2. Select the Open option to include open orders. –And/Or–
3. Select the Fulfilled option to include fulfilled orders.
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Tip!
The system designates an order as fulfilled when the value of transactionsmatched against the order meet the tolerance level you set during order management setup. –And/Or–
4. Select the Partial option to include partially fulfilled orders (the tolerance level is not met).
–And/Or–
5. Select the Suspended option to include orders that cardholders have selected to suspend from matching.
–And/Or–
6. Select the Cancelled option to include only orders that cardholders have cancelled.
Order Type
To filter your report by order type:
1. Select Orders to include all orders. –Or–
Calendar icon and selecting a date.
2. Specify an ending date by typing the date in MM/DD/YYYY format or by clicking the Calendar icon and selecting a date.
Posting Type
To filter your report by posting type:
1. Select the All option to include all transactions, regardless of which type of account they are associated with.
–Or–
2. Select the Memo option to include only memo-posted transactions. –Or–
3. Select the Posted option to include only posted (non-memo posted) transactions.
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Learn More:
When a transaction occurs on a specific account, but is billed to another account, the memo-posted account is the account where the transaction originally occurred. A non-memo posted account is the account that the transaction was actually billed to, e.g., a managing account is a non-memo posted account and a cardholder account is a memo-posted account. So, for example, if you want to include cardholder transaction detail, you need to select the Memo option or the All option.2
To filter your report by merchant name:
1. Type a full or partial merchant name in the Enter Text field to add to list field.
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Tip!
For example, if you are not sure if the merchant’s name is Jensen Supply, Jenson Supply or Jensyn Supply, you can simply type “jen” and your report will include themerchant.
2. Click the Add to List button. The merchant name displays in the Selectedvalues window.
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3. To remove a merchant name:
a. Select the name in the Selected values window.
–Or–
2. Select the Reviewed status to include only transactions that cardholders have designated as reviewed.
–Or–
3. Select the Not Reviewed option to include only transactions that cardholders have not designated as reviewed.
Transaction Type
To filter your report by transaction type:
1. Select the All option to include all transactions, regardless of type. –Or–
2. Select the Payments option to include payment transactions. –And/Or–
3. Select the Fees option to include fee transactions. –And/Or–
4. Select the Cash Advance option to include cash advance transactions. –And/Or–
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To modify an existing report:
1. Select the Reporting high-level task.
2. Select the Flex Data Reporting sub task or screen link. The Flex Data Reporting: Please select a report from the list below screen displays.
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4. Make any changes on the Select Report Data tab (e.g., select different columns to include, select different total and filter options, type alternate report column names). 5. Select the Filter for Content tab. The Filter for Content tab displays.
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Tip!
Click the Save button at any time to save your work so far. Also, if you have made any changes, then you can click the Revert to Last Saved button to discard your changes since your last save (either since your last set of saved changes or the original, unmodified report).6 7
6. Make any changes on the Filter for Content tab (e.g., click the Edit link to change the hierarchy positions included, specify a new date range).
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8. Make any changes on the Sort By Criteria tab (e.g., select a different Sort 1 preference, change a sort from ascending to descending, select a different break/subtotal
preference).
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10. Make any changes on the Set Report Layout tab (e.g., move a column left or right in the display order).
11. Select a different report output from the Output Type drop-down list, if desired. 12. Select a different parameter page placement (PDF only) from the Output Parameter
Page Placement drop-down list, if desired.
13. Click the Preview Layout button to preview the report, if desired. 14. Click the Save button to save the report as the same report. 15. To save the report as a new report:
a. Type a new report name in the Report Name field.
b. Type a new report description in the Report Description field.
c. Click the Save button. Access Online saves your report and lists the new report on the report list.
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To run a flex data report:
1. Select the Reporting high-level task.
2. Select the Flex Data Reporting sub-task or screen link. The Flex Data Reporting: Please select a report from the list below screen displays.
3. Click the report’s name link in the Name column to access the report. The Flex Data Reporting screen displays with the report parameters displayed.
4. Click the Run Report button. A message displays that to let you know that your report is loading.
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Tip!
Depending on how many columns you select to include, each page of the report may actually display running across two pages. For example, if you have 10 columns of data in your report, six columns may display on page 1 and the remaining four columns display on page 2.6. Use any function in your version of Acrobat, such as adding comments, sending for review, or saving to your computer. Refer to Acrobat documentation for detailed steps. 7. Go to the output page to review your output parameters, if desired.