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Access® Online

Transaction Management User Guide

Version 3.6 Cardholder and

Program Administrator

Cardholder and Program Administrator 0

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 Mass Reallocation: Add a Common Allocation Table ..................... 62

Transaction Management


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

Approval History Tab ........................................................................... 157 Approval History Tab Field Descriptions Table ............................. 157



Introduction You can easily use Access Online to view and manage your transactions. You can view a list of transactions for the current (open) billing cycle and the past six closed billing cycles.

You can also view and modify the details of transactions. During the current cycle and for a number of days following the close of that cycle (established during program implementation), you can mark transactions as reviewed, reallocate transactions, enter line item data, and enter transaction comments.

Transaction Management Variables by Organization The procedures on the following pages provide detailed instructions on all the features in the transaction management function. During the implementation of your program, however, we worked with you to determine which functions your organization needed. You may have determined that your program did not need access to all of the features and controls listed within this user guide. For example, not all organizations use the tax management or order management function. Whether you have these functions available and use them during transaction management (e.g., sort a transaction list by order match status, modify tax information) depends on how we set up your program during implementation. We also worked with you during the implementation of your program to set up transaction management parameters that affect the transaction management function for your organization. These parameters include: • The country your program is based in, which affects the tab display when

cardholders reallocate transactions

• The number of days following the close date that you have to mark transactions as reviewed (1 – 199 days)

• The number of days following the cycle close date that you have to reallocate transactions and enter comments (1 – 199 days)

• The number of days following the cycle close date to match a transaction to an order after the cycle close date (1 – 180)

• The parameters of accounting validation controls, including specific settings for your organization as well as any accounting validation controls that your Program Administrator has set up (e.g., alternate accounting codes)

• The parameter to view the source of allocation changes (e.g., last allocated by user John Doe, last allocated by allocation rule).

• The number and names of available user comment fields (0 – 5 client-named fields)

• The ability to populate tax estimation data for sales and use tax (yes or no)



Procedures in This Guide This user guide presents the full range of transaction management functionality. The specific tasks you perform depend on the customization of your program during implementation and your access rights within the system. Only the functions you have access to display when you log in and access the transaction management function. In this user guide, you will learn how to complete the following tasks:

• Search and select a cardholder account, if you have access to more than one account

• Search and select a cardholder account by managing account, if you have access to managing accounts

• Search for transactions and view a list of transactions

• Select a transaction to view detailed transaction information

• Mark a transaction as reviewed

• Dispute a transaction

• Reallocate a transaction to one or more accounting codes

• View transaction line items and add line items

• Review or edit tax data for a transaction

• Enter comments for a transaction



Additional Tasks and Roles Managing Account and Cardholder Account Lists Depending on your program setup and your access rights within the system, you may also be able to view a list of managing accounts and a list of cardholder accounts. For detailed steps on viewing, sorting and filtering managing account lists and cardholder account lists, refer to the Access Online: Managing and Card Account Lists user guide.

Transaction Approval Process and Account Approval Process In addition, you may also be able to approve transactions using the transaction management function. For detailed information and steps on approving transactions, refer to the Access Online: Transaction Approval Process user guide or the Access Online: Account Approval Process user guide for detailed steps.

View-Only Access Also, you may only be able to view the screens in transaction management, without being able to perform any procedures or modify any information. Your organization may have set you up with this view-only access so that you can see the transactions and transaction detail in the system, without being able to make any changes to the information. For example, if you are an internal auditor in your organization, you might have such view-only access. The screens and tasks will display as shown in this user guide, but the action buttons for performing tasks will not be active. In this way, your Program Administrator can give you the access to the information you need, while maintaining control over who can modify the information in the system, leading to greater overall program control.



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 selected role.



Search and Select a Cardholder Account If you have access to more than one account, you can easily search and select the cardholder account that you want to work with. You can search by cardholder account (see Search by Cardholder Account on page 7). If you have access to managing accounts, you can also search by managing account (see Search by Managing Account on page 12).

Tip! You may be able to select the account you want to work with from the Account Activity box. Also, if you have access to just one account, then you do not need to search and select an account. You go directly to your account when you select the Transaction Management high-level task and the Transaction List link.



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.

Learn More: For detailed steps on using the managing account list and card account list functions, refer to the Access Online: Managing and Card Account Lists user guide.



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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 all cardholders named “Michael.” Also, you can type one or more letters of the last name to get a list of all cardholders with last names beginning with the letter(s) you typed. For example, if you type m, then you get a list of all cardholder accounts belonging to cardholders whose last name begins with m (e.g., Mayo, McLaughlin, Murphy).

4. Click the Search button. A list of cardholder accounts that match your search criteria displays at the bottom of the screen.



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.

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5. Click the link in the Product Name column for the cardholder account you want. The Transaction Management: Card Account Summary with Transaction List screen displays.



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).

Refer to View a List of Transactions on page 18 for more information on the contents of the screen.



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 code information.



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.

Depending on your program setup and access rights, you may not have all the menu options listed here.



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



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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 Transaction Management: Select a Cardholder Account screen displays with a list of cardholder accounts associated with your selected managing account.



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7. Click the product name link for the cardholder account you want. The Transaction Management: Card Account Summary with Transaction List screen displays.



Switch Products If your organization uses more than one product, such as corporate cards and purchasing cards, then you may need to switch products to find the account you want to work with. For example, if you selected purchasing card as the product initially, then selected to work with a purchasing card account, and then you want to work with a corporate card account, you need to switch products.

To switch products, simply click the Switch Product link on the screen. Select another product and then search and select the account you want to work with.

If you simply click Switch Accounts while you are working with accounts in one product (e.g., purchasing) you can only search within that product’s accounts (e.g., only purchasing card accounts).



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.

You have two navigation options. You can click a link to go to the transaction detail tabs, or you can select a transaction and click a button.



Learn More: The table displays the following information:

• Select—A check box that enables you to select the transaction

• Status—Icons indicating if the transaction has been disputed or reviewed

• Approval Status—A designation of a transaction’s approval status (e.g., pending, approved)

• Match—A clickable icon (leading to the matched detail) showing if the transaction is matched or is an exception

• Trans Date—The date the transaction occurred

• Posting Date—The date the transaction posted in our payment processing system

• Merchant—The name of the merchant who processed the transaction

• City/State—The merchant’s city and state

• Amount—The amount of the transaction including tax

• Detail—Icons that show the availability of additional detail (e.g., level II data)

• Extract—An icon that shows if a Program Administrator has extracted the transaction

• Alloc—An icon that shows if you or another user has reallocated the transaction and if the transaction is locked from further reallocation

• Purchase ID—The unique number assigned to the purchase by the merchant

• Accounting Code/Allocation Source—Your organization specified during implementation to show either accounting code or allocation source on the transaction list:

- Accounting Code Information—This column shows the transaction's current allocation, if any. If the entire transaction is allocated to a single accounting code, that accounting code value displays. If the transaction is divided between multiple accounting codes, the word multiple displays. If the transaction has been reallocated, an A icon displays in front of the code.

- Allocation Source Information—If your organization has selected to show allocation source information, then, instead of the Accounting Code column, an Allocation Source and Last Changed By column displays. The Allocation Source column lists the source of the most recent transaction allocation (e.g., user, allocation rule). The Last Changed By column lists more specific source information (e.g., user Jane Doe, system, or auto-match).

• National Tax—The amount of the Canadian national tax

• Regional Tax—The amount of the Canadian provincial tax

• Net Amount—The transaction amount minus taxes



Tip! You can sort a transaction list by any of the underlined column headings. Click a column heading link to sort the table by that column (e.g., click the Merchant link to sort the transaction list by merchant name from A – Z).

If no transactions have posted for the selected cycle, then an error message displays.

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.

This message indicates no transactions have posted for the selected cycle.



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.

Your screen may display accounting code information.



Quickly Filter the Transaction List Using the Links The quickest and simplest way to filter the transaction list is to use the links on the Transaction Management screen to go directly to a group of transactions.

Click the View Previous Cycle link to view all transactions for all managing and cardholder accounts for the previous cycle.

Click the View Pending Transactions link to view all unapproved transactions (if you are using the transaction approval process or the account approval process) for all managing and cardholder accounts. For more information, refer to the Access Online: Transaction Approval Process user guide and lesson and the Access Online: Account Approval Program user guide and lesson.

Click the View Unmatched Transactions to view all transactions that are not yet matched to an order, payment request, or payment instruction. For more information, refer to the Access Online: Order Management user guide and lesson and the Access Online: Payment Plus user guide and lesson.

Click a link to view transactions for the previous cycle, transactions that are not yet approved, or transactions that are not yet matched to an order, payment request, or payment instruction.



Basic Transaction Search To filter the transaction list, you can search for a specific transaction or group of transactions.

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To search for a specific transaction or group of transactions:

1. Select a different billing cycle from the Billing Cycle Close Date drop-down list. You can view transaction lists for the current open cycle and the past six closed cycles.

2. Click the Search button. Transactions in your selected cycle display at the bottom of the screen.

3. Click the Plus Sign icon to open the Search Criteria area. Fields display that you can use for your search.



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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 in a table at the bottom of the screen.



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 Select Transaction screen displays.



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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 displays at the bottom of the screen.



Transactions that match your advanced criteria display at the bottom of the screen. Click a date link to view details.

If available, click a merchant name link to view ESI data.



Account Activity Your cardholders can view and print a summary of their account activity.

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To print a summary of account activity:

1. Repeat the steps in Basic Transaction Search on page 23 to navigate to the Transaction Management: Card Account Summary with Transaction List screen.

2. Select the cycle from the Billing Cycle Close Date drop-down list.

3. Click the Print Account Activity button. The report opens in a new window.



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



View a Transaction’s Details You can easily review detailed information about a specific transaction.

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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 Management: Transaction Detail screen displays.



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Note the accounting information.

These links maintain the context of your work.

3 . To view additional details, select any of the other tabs.



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4 . Click the Back to Transaction List link (or the Trans List link to maintain your context) to return to the transaction list.



Learn More: The Transaction Management: Transaction Detail screen displays the information described below. The fields and tabs that display depend on your program setup (e.g., you use order management, you are based in Canada) and the information the merchant passes with the basic transaction data.

The tabs available on the Transaction Management: Transaction Detail screen may include:

• Summary tab—This tab provides a quick overview of the transaction detail, including transaction, merchant, reference, extract, currency, and dispute information. You can dispute a transaction from this tab.

• Match tab—This tab lets you know if the transaction is matched to an order, payment request or payment instruction. You can also perform a match from this tab. This tab only displays if your organization uses the order management or Payment Plus function.

• Allocations tab—This tab gives you information on the transaction's accounting code allocation. You can reallocate a transaction on the Allocations tab. If your organization has selected to display source information, then you can also view the allocation source (e.g., user, allocation rule) and more specific source information (e.g., user Jane Doe, system).

• Tax and Allocations tab—This tab displays for Canadian organizations. This tab gives information in the transaction's accounting code allocations. The tab also lets the cardholder reallocate, manage tax, and add comments on a single tab.

• Transaction Line Items tab—This tab only displays if the merchant passed level III data, which includes line item details.

• User Line Items tab—This U.S.-specific tab contains fields for you to add your own information about line items, including tax dollar values. If the merchant passed level III data (line item data), then you can use that data to automatically populate the line item fields on the User Line Items tab.

• Tax Data tab—This U.S.-specific tab contains any tax information (e.g., shipping information, usage codes) the merchant passed. You can also add your own tax information. You only use this tab if your organization uses the U.S. tax management function in Access Online.

• Comments tab—This tab displays fields for you to add comments on the transaction. Each organization customizes the available comments fields and grants access to different groups of users.

• Approval History tab—This tab displays information on the approval history of the transaction. If you want to approve a transaction, use the Summary tab.

For detailed information on each tab, refer to Transaction Detail Tabs on page 141.



Learn More: The transaction data that a merchant can pass through Visa or MasterCard, and which is thereby available through Access Online, falls into one of three categories: level I data, level II data or level III data. The table below provides detailed information about each data level.

Data Level Descriptions Table

Data Level Description Corporate Card Data

Includes: Purchasing Card Data Includes:

level I Also known as financial or draft data, level I data is the minimum amount of data required to clear and settle a financial transaction. All consumer and commercial card transactions generate level I data. Basic merchant point-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 Unit of measure Unit cost



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).

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To view a convenience check image:

1. Click the date link for the convenience check transaction.



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 file.



Both the front and the back of the check are available to view.



Attach a Receipt to a Transaction Some organizations use a feature that lets cardholders attach receipts to transactions to provide additional documentation on a purchase. If your organization uses this feature, then you can attach a PDF file copy of your receipt (e.g., scanned on a copy machine into PDF format) to a transaction. The attachments are accessible on the transaction list and on transaction reports.

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To attach a receipt:


2. Click the Paperclip icon for the transaction you want to attach a receipt to.



3. Click the Browse button. A Choose File to Upload window opens.

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4. Search and select the PDF file.

5. Click the Open button.

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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.

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Tip! You cannot delete an attachment, but if you want to remove data, you can create and attach a blank PDF.

Tip! If you are using Microsoft® Internet Explorer 8, you may notice that the filepath for your PDF file displays as C:/fakepath. This display does not affect your ability to attach the PDF file. To display the full path, change your Explorer security settings. On the Internet Options Security tab, click the Custom Level button and then select to enable showing the local directory path when uploading files.



Mark a Transaction as Reviewed You can view transaction lists and details for the current cycle and the past six cycles. However, the number of days following the close of the cycle that you have to mark transactions as reviewed is subject to a variable control that your organization set up during the implementation of your program. You can mark a transaction as reviewed from the Transaction Management: Card Account Summary with Transaction List screen or the Transaction Management: Transaction Detail screen.

Tip! If you mark a transaction as reviewed by mistake when selecting multiple transactions, then you can select an individual transaction displayed on the Transaction Management: Card Account Summary with Transaction List screen and click Change Review Status. The transaction is no longer marked as reviewed.

Learn More: From this screen, you can also approve transactions. Refer to the Access Online: Transaction Approval Process user guide or the Access Online: Account Approval Process user guide for detailed information and steps.



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To mark transactions as reviewed:


2. To mark transactions as reviewed from the Transaction Management: Card Account Summary with Transaction List screen:

a. Select the check box in the Select column for each transaction you want to mark as reviewed.

b. Click the Change Review Status button. Check marks display in the Select column next to the transactions you selected and an R icon displays next to each transaction you selected.

3. To mark the transaction as reviewed from the Transaction Management: Transaction Detail screen:

a. Select the date link for the desired transaction. The Transaction Management: Transaction Detail screen displays.



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b. Select the Summary tab.

c. Click the Mark as Reviewed button. A confirmation message displays at the top of the screen and an R icon displays in the Status column.



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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To dispute a transaction:


2. Click the transaction date link for the transaction you want to dispute. The Transaction Management: Transaction Detail screen displays with the Summary tab open.



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3. Click the Dispute button. The Transaction Management: Select a Dispute Reason screen displays.



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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 displays, listing your selected dispute reason.



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.

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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 screen displays with a message at the top confirming that your request has been completed.



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10. Follow the instructions on the screen to print, sign and fax or mail this form to us.

Tip! Disputed transactions display with a D icon to indicate that they were disputed. The D icon remains even after the dispute has been resolved or cancelled.



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.

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To cancel a disputed transaction:





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3. Review the dispute detail and make sure the Dispute Status is Unresolved.

4. Click the Cancel Dispute button. A confirmation message displays.



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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 Management: Transaction Detail screen with the Summary tab open.



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



View a Transaction’s Dispute History You can easily view the history of the disputed transaction.

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To view a transaction’s dispute history:





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3. Click the Plus Sign icon to open the Dispute History area. The Dispute History area displays.

4. Review the Dispute History information.



Reallocate a Transaction You can view transaction lists and details for the current cycle and the past six cycles. However, the number of days following the close of the cycle that you have to reallocate transactions is subject to a variable control (between 1 and 199 days) established during implementation. Once that time period has passed, you cannot reallocate the transaction.

When you reallocate a transaction, you change the accounting information to allocate the transaction to a different accounting code. You can reallocate the transaction to one accounting code or to multiple accounting codes. For example, if you buy office supplies for two departments, you can reallocate that transaction to be shared between the two departments; however, total allocation amounts must always equal 100 percent of the transaction. You cannot leave a portion of the transaction unallocated.

Transaction Reallocation Options When you reallocate transactions, you have three options:

• Reallocate a single transaction, including dividing the transaction among multiple accounting codes. For example, assigning one code to one transaction or dividing one transaction among three codes.

• Use the reallocation worksheet, to reallocate multiple transactions individually on the same screen. For example, assigning different codes to different transactions while working on the same screen.

• Use the mass reallocation function to reallocate a group of transactions proportionately. For example, dividing a group of 23 transactions evenly between two codes.

The table on the following page summarizes these options.


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.

Reallocate a Single Transaction on page 63



To do this task… ...take these steps. …use these tips, and… …refer to this section for detail.

Assign different codes to multiple transactions while working on the same screen (called the Reallocation Worksheet)

Select the transactions and click the Reallocate button.

Be sure to allocate 100 percent of each transaction.

Reallocate a Group of Transactions with the Reallocation Worksheet on page 76

Assign one code to a group of transactions

Select the transactions and click the Mass Reallocate button.

Be sure to reallocate 100 percent of the group of transactions.

Reallocate a Group of Transactions with the Reallocation Worksheet on page 76



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

Learn More: The next section describes these options in detail. For all options, depending on how your program is set up, you may be able to select from a list of valid values, select an alternate accounting code (AAC) (a complete accounting code), or build and select from a list of your own accounting code favorites (codes you use frequently).


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


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 Trans. B | $250 | 50% reallocated to 42-34



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, you reallocate 100 percent of the group of transactions. For example, you select a group of three transactions to mass reallocate (Transaction A for $100, Transaction B for $500, and Transaction C for $400 for a total of $1,000). You can reallocate 30 percent ($300) to accounting code 22-34, 50 percent ($500) to 32-34, and 20 percent ($200) to 42-34.

• Add a common allocation—You can also use the mass reallocation function to add a common allocation to a group of transactions, while keeping a portion of each transaction’s existing allocation. For example, if Transaction A is allocated to 12-34, Transaction B allocated to 22-34, and Transaction C allocated to 32-34, then you can leave A, B, C allocated 90 percent to 12-34, 22-34, 32-34, respectively, but add a common allocation of 10 percent to accounting code 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


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


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 Transaction A, B, C Total: $1,000



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 a common 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

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Your organization may have elected to display accounting code information.

To reallocate a transaction:


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 recent transaction allocation (e.g., user, allocation rule). The Last Changed By column lists more specific source information (e.g., user Jane Doe, system).



Tip! 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.

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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! on the next page.)



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 source information, 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 organization uses valid values lists.



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.

After you select the AAC, the name of the AAC displays in the Current Alternate Accounting Code field and the system populates the correct values in the Accounting Code Segment Name (Length) fields.



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.

Learn More: You only see the Magnifying Glass icon, the AAC option, and the favorites function if your program uses these functions. If you are a Program Administrator who needs to learn how to set up the valid values lists, alternate accounting codes, and accounting validation control functions, you can refer to the Access Online: Accounting Validation Controls user guide.



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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 with the new value in the Accounting Code – Segment Name (Length) field(s).



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 Segment Values row to the transaction.



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 typing, selecting an AAC, or searching and selecting from a VVL.



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 among two or more accounting codes, then the word Multiple also displays next to the transaction. The allocation information is always accessible on the Allocations tab whenever you access transaction detail.



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 transactions.



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 default accounting code.

• Previous Allocation—Changes the allocation to the allocation you saved before 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 original allocation (either your default accounting code or an allocation based on an allocation rule).



Learn More: If your organization uses the CSV function, then you can search and select from a list of valid accounting codes when reallocating a transaction. 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 you divide a transaction, then the CSV process validates every segment of every line.



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.

For detailed information on the CSV function, refer to the Access Online: Client System Validation user guide.



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:


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 Worksheet displays.



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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 transaction.



Learn More: If you have VVLs available, you can click the Magnifying Glass 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.

If you have favorites available (see Create Accounting Code Favorites to Use During Reallocation on page 98), simply select the favorite you want to use.



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.

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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.

6. Repeat Steps 4 – 5 to reallocate the remaining selected transactions.



7. Click the Save Allocations button. A confirmation message displays.

7



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 a common 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.

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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 Reallocation window displays.



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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.

b. Click the Add button. New rows display.



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 available accounting code segments vary by user and depend on your access rights.



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.

To reallocate to an alternate accounting code, simply select the code from the Change Alternate Accounting Code to drop-down list.



You may also be able to select a favorite, as described in Create Accounting Code Favorites to Use During Reallocation on page 98.



If your organization has elected to show source information, then you can also view that information when you use the reallocation worksheet.

Note the allocation source information.



7. Click the Save Allocations button. A confirmation window displays.

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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 all the selected transactions.



Tip! When you work with multiple transactions, the system displays an Arrow icon next to each transaction you were working with.

Note the Arrow icons that show you which transactions 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).

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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 Detail screen displays.



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2. Select the Tax and Allocations tab, if needed.

3. Type tax amounts in the National Tax Amount field and the Regional Tax Amount field.

Tip! The system updates the allocation-level tax values and net amount values for you as you work.

4. Repeat the steps in Reallocate a Single Transaction on page 63 to reallocate the transaction to a single accounting code or reallocate the transaction among multiple accounting codes (e.g., 50 percent to the marketing department and 50 percent to the sales department).

5. Type tax values for each allocation, including national and regional tax, if needed.

6. Type comments for each allocation, if needed.



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If you are allocating the entire transaction to a single accounting code, then you only need to specify tax values at the transaction level.

If you are allocating the transaction to multiple accounting codes, then use the fields at the allocation level to specify tax values.

Before you save your work, make sure the tax values and net amounts values are correct at the transaction level and the allocation level.

Tip! This example shows a single transaction that we reallocated to multiple accounting codes. The transaction remains a single transaction, but with multiple accounting codes assigned by percentage or dollar value.

If you are not reallocating the transaction to multiple accounting codes, you only have to specify tax values in the fields for the entire transaction. You do not need to respecify the tax values in the allocation fields. In that case, you only use the allocation fields to specify a new accounting code or add comments, if needed.

If you are allocating the transaction to multiple accounting codes, you use the allocation-level fields to specify tax values, as well as accounting codes and comments.

In either case, before you save the transaction, be sure that the tax values and net amounts at the transaction level and the allocation level are correct before saving the transaction.

7. Click the Save Allocations button when you are done.



Canada: Reallocate a Group of Transactions Using the Reallocation Worksheet

To reallocate a group of transactions using the reallocation worksheet:

1. Select the checkboxes for the transactions you want to work with.

2. Click the Reallocate button. The Transaction Management: Reallocation Worksheet screen displays.

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3. Repeat the steps in Reallocate a Group of Transactions with the Reallocation Worksheet on page 76 to reallocate the transactions and/or add allocations for each transaction included in the group.

4. Type tax values for each allocation, including national and regional tax.



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5. Type comments for at the transaction and/or allocation level, if needed.




Canada: Reallocate a Group of Transactions Using Mass Reallocation

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To reallocate a group of transactions using the mass reallocation function:

1. Select the transactions you want to work with.

2. Click the Mass Reallocate button. The Transaction Management: Mass Reallocation screen displays.



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Note that you cannot edit the tax values in the mass reallocation function.

3. Repeat the steps in Reallocate a Group of Transactions with the Mass Reallocation Function on page 81 to reallocate and/or add allocations for the group of transactions.

Tip! Canadian users have two differences:

• One—Canadian users cannot leave a portion of each transaction with its existing allocation, but add a common allocation to a portion of all the transactions.

• Two—Canadian users cannot edit tax values using the mass reallocation function.

4. Type comments for each allocation, if needed.



5




Create Accounting Code Favorites to Use During Reallocation You can create and use a list of accounting codes that you select frequently. By building and using an accounting code favorites list, you can easily select by name the accounting code you want to use during transaction reallocation, without having to search and select individual values or remember code values.

Accounting code favorites:

• Can be built all at once or as you reallocate—You have two options for building your list of favorites: create the list as you reallocate or create the list all at once using the My Personal Information function. You can use both options (e.g., create some favorites all at once and some during reallocation).

- Option 1—You can build or add to the list as you reallocate transactions. Simply select to include an accounting code as a favorite during the reallocation process. When you create a favorite while you are working with a specific transaction, then the favorite pre-populates with the transaction’s existing allocation (e.g., your default accounting code).

- Option 2—You can build the entire list at the same time using the Manage Accounting Code Favorites function. When you use this option, you should specify a value for every segment that needs a value. Since Access Online does not pre-populate the segments with a transaction’s existing allocation values, the segment fields are all initially blank. If you do not specify a value for each needed segment, then the fields you leave blank in your favorite will be blank when you apply your favorite to reallocate a transaction.

• Let you create favorites for only the segments you need to reallocate—You can set up a favorites list to reallocate only the segments that you can view and need to reallocate. So, if you can view and are responsible for reallocating only the Cost Center and General Ledger segments, you can build a list of favorites for only those two segments. In other words, your favorite does not need to include all segments in your organization’s accounting code structure. Other users in your organization may be able to view and reallocate additional segments that you cannot view or reallocate.



• Let you create favorites for a single segment—If you have more than one segment to reallocate, you can create a favorite for just one segment. However, keep in mind that if you leave a segment without a value in your favorite, then the segment field will also be blank when you apply the favorite. You can specify values in a segment field after applying a favorite, but ensuring that all necessary fields have a value in your favorite in the first place saves you time during reallocation. For example, you have three segments to reallocate: Cost Center, General Ledger, and Project Number. Cost Center has a red asterisk and the other two segments are not required. You create a favorite for just the General Ledger segment, and leave the other two fields blank. If you assign that favorite to a transaction, only the General Ledger field will have a value, and the other two fields will be blank – requiring you to specify values in the required Cost Center segment and the Project Number field, if needed.

• Let you create and activate favorites as you need them—You can create up to 25 favorites and designate up to 25 as active (available to use).

• Are for your own personal use only—Only you can create and use your personal favorites. You cannot select in Access Online to share your favorites with other users.

• Can be based on VVLs—If your organization uses VVLs, then you can use the values in the VVL to create your favorite. The system will validate the value you select for your favorite when you select that favorite during reallocation. The system will not validate the value when you create your favorite.

• Are available whenever you reallocate—Your favorites are available to you for all the transaction reallocation options (e.g., mass reallocation, reallocation worksheet). Also, your favorites are available to you to use when you reallocate orders, as described in the Access Online: Order Management user guide.

Tip! Favorites are most useful for cardholders and Program Administrators who use VVLs or who need to type codes during reallocation. For users who reallocate using AACs, this function is redundant, since your Program Administrator has already set up AACs, which you select by name.

Learn More: If you are a Program Administrator who wants to create a list of accounting code values that includes values for the entire string of the accounting code (all segments) and share that list with users, then you need to set up AACs, as described in the Access Online: Accounting Validation Controls user guide. You can also refer to that user guide for detailed information on creating VVLs and other accounting controls.



Build a List of Favorites as You Reallocate Transactions When you reallocate a transaction, you can select one or more values to create a favorite. You can:

• Use the transaction’s existing allocation value (e.g., your default accounting code)

• Type new values in one or more segments

• Click the click the Magnifying Glass icon to search and select a valid value (if your organization uses VVLs).

Keep in mind that when you create a favorite while you are working with a specific transaction, then the favorite pre-populates with the transaction’s existing allocation (e.g., your default accounting code).

1

2 3

To create a favorite during transaction reallocation:

1. Repeat the steps in Reallocate a Single Transaction on page 63 to navigate to the Allocations tab for the transaction you want to reallocate.

2. In the Accounting Code - Segment Name (Length) field, type a new value, keep an already-displayed value, or search and select a valid value, as described in Reallocate a Single Transaction on page 63.

3. Click the Add as Favorite link. The Transaction Management: Manage Accounting Code Favorites screen displays with the value you specified in Step 2 displayed in the lowest favorites row.



The value you specified in Step 2 displays here.

5 4 6b 6a

7

You can edit the values on this screen, if needed. You can also set up additional favorites.

Click Add to add more favorites. Click Save to save the favorites you created.

4. Review the accounting code in the Accounting Code - Segment Name (Length) field.

5. Type a name for the favorite in the Favorite Name field.

6. Specify the favorite’s status:

a. Select Active to make the favorite available to you for transaction or order reallocation as soon as you save the favorite.

–Or–

b. Select Inactive to create the favorite, but not make the favorite available right away. You can select to make the favorite active at any time. Keep in mind that you can create 25 favorites and select to have up to 25 active at a time.

7. Click the Save button. You return to the Transaction Management: Transaction Detail screen and a confirmation message displays. The value is now available for you to use as a favorite to reallocate the transaction.



Create a List of Favorites at the Same Time Using the My Personal Information Function

1

2

To build your personal favorites list all at once:

1. Select the My Personal Information high-level task from the Left-Column Navigation Bar. The My Personal Information page displays.

2. Click Manage Accounting Code Favorites link. The My Personal Information: Manage Accounting Code Favorites screen displays.



3 4

3. Type number of favorites you want to create in the Additional Favorites field.

4. Click the Add button. Fields display in the table for you to use to create your favorites.



5 7 6a 6b

5. Type a name for the first favorite you want to create in the Favorite Name field.

6. Specify the favorite’s status:

a. Select Active to make the favorite available to you for transaction or order reallocation as soon as you save it.

–Or–

b. Select Inactive to create the favorite, but not make it available right away. You can select to make the favorite active at any time. Keep in mind that you can create 25 favorites and select to have up to 25 active at a time.

7. Type the code in the Accounting Code - Segment Name (Length) field.



Tip! If you can view and reallocate to multiple segments, then you should specify a value for each segment you want to reallocate using your favorite. If you leave any segment without a value, then that segment will be blank when you apply the favorite to a transaction. You can always specify values after applying a favorite, but you save time when your favorite is complete.

If you are creating the list while working with transactions, then the favorite pre-populates with the transaction’s existing allocation values (e.g., your default accounting code).



Tip! If your program uses VVLs, then you can click the Magnifying Glass icon and search and select a value. Keep in mind that Access Online will validate the favorite’s values from the VVL when you reallocate a transaction or order — not when you save your favorite.

9

8

You can modify your favorites at any time. To delete a favorite, select the

corresponding Delete column check box and click Save.

8. Repeat Steps 5 – 7 to create additional favorites.

9. When you are done, click the Save button. A confirmation message displays and your favorites are now available for you to use when you reallocate transactions and orders.

Learn More: For detailed steps on managing orders, including reallocating orders, refer to the Access Online: Order Management user guide.



Tip! After you create your list of favorites, you can modify the list at any time. Simply repeat the steps in this section to create additional favorites or modify your existing favorites. To delete a favorite, select the favorite’s check box in the Delete column and click Save. You can add favorites during transaction reallocation, as described in Create Accounting Code Favorites to Use During Reallocation on page 98.



Reallocate a Transaction Using Your List of Favorites Once you build your favorites, you can easily use them to reallocate a transaction (using any of the methods described in this user guide), including reallocating a single transaction, using the reallocation worksheet, or using the mass reallocation function.

1

2

To reallocate a transaction using your favorites list:

1. Repeat the steps in Reallocate a Single Transaction on page 63 to navigate to the Allocations tab for the transaction you want to reallocate.

2. Select the favorite from the Change to drop-down list. The favorite name displays in the Prepopulated Accounting Code Selection: Current Name field and the Change to drop-down reverts to list the Change Current Value option (so that you can select another favorite if you selected the wrong one). The favorite’s value also displays in the Accounting Code - Segment Name (Length) field.

Tip! You will always have your default accounting code available as an option in the Change to drop-down list. Favorites display with a pound sign (#) designation before the favorite name, for example, #Subscriptions, #Training.



Your selected favorite displays here with a pound sign (#) designation.



Learn More: Your list of favorites is available to you when you use any of the reallocation options. The screen below shows favorites listed when you use the reallocation worksheet.

The screen below shows the favorites listed when you use mass reallocation function.



Understand Common Reallocation Error Messages If the accounting code is not valid, or if the reallocation does not equal the correct percentage of the transaction, a detailed error message displays at the top of the screen. Follow the instructions from the error message to correct the reallocation.

This error displays if you did not reallocate the entire transaction or if you selected the Replace Existing Allocations radio button during mass reallocation and did not reallocate 100 percent of the group.

This error displays if you selected the Add Common Allocations radio button during mass reallocation and did not leave at least 1 percent of the transactions’ existing allocation in place. This option requires you keep at least of portion of the groups’ existing allocations intact.



Learn More: The following table displays other error messages that you may encounter when performing mass reallocations and the corresponding action to resolve the error.

Mass Reallocation Error Messages Table

Error message Action Required

The value of at least one segment in at least one row must be numeric. See highlighting below and please re-enter.

Look at the highlighted row and re-enter the segment value as numeric.

There is at least one segment on at least one row that is required but contains no value. See highlighting below and please re-enter.

Look at the highlighted row and enter a segment value.

Allocations are not allowed to be less than $0.01. Please see the error icon below and mark the allocation for removal or re-enter the Amount or Alloc %.

Look at the highlighted row and enter a segment value.

Interdependent segment values highlighted below are either individually not a valid value and/or the combination of these values are not valid. Please correct the allocation by changing at least one value and/or select a valid value by clicking the search icon.

Select the highlighted row and change at least one value and/or select a valid value.

Your current accounting code view does not allow viewing of a segment in error. Please contact your Program Administrator for assistance. Please see highlighting below. You may wish to temporarily remove this transaction by checking the Remove Trans check box.

Follow the instructions in the error text.

Each transaction’s total allocation amount must equal 100%. The Amount Remaining to be allocated of at least one transaction is not $0.00. See highlighting below and please correct the allocations.

Follow the instructions in the error text and make sure you have the transaction or transaction group 100 percent allocated.

The sum of common allocation percentages must be less than 100 %. Please adjust the Alloc % on the allocation or allocations.

Make sure you have at least one percent of group’s existing allocations remaining intact.



View a Transaction’s Line Items The Transaction Line Item tab displays only if the merchant has passed the level III data about your transaction through Visa or MasterCard. This tab gives the details of all line items in the transaction. Not every merchant provides this level of detail for transactions.

2

To view transaction line items:


2. Click the transaction date link for the transaction you want to view transaction line items for. The Transaction Management: Transaction Detail screen displays with the Summary tab open.



3

3. Select the Transaction Line Items tab. The Transaction Line Items tab displays.



Add Your Own Line Items to an Existing Transaction The user line item allocation function enables you to enter the line item information for a transaction. This function is most helpful for transactions without level III data from the merchant. In addition, if the line items the merchant passed through Visa or Mastercard are incomplete or inaccurate, you can update the information using this function.

The Line Item Allocations sub-tab also provides you with a worksheet for re-allocation. This worksheet helps you divide the allocation of a transaction by line item. After you create the user line items, you can compile and use the information on the Allocations tab.

You can add line items to a transaction, as well as manage the tax for each line item.

1

To add user line items:

1. On the list of transactions, click the date link in the Trans Date column for the transaction you want to add line items to. The Transaction Management: Transaction Detail screen displays.



2

2. Select the User Line Items tab. The User Line Items tab displays.



3 4

3. Type the number of line items to add.

4. Click the Add button. New rows display on the tab.



5c 5b 5a 5d 5e 5f

7a

7b

6

5j

The system calculates totals for you as you work.

5h 5g

5i

5. Enter information about each line item:

a. Type the product code in the Product Code field.

b. Type the item description in the Item Description field.

c. Type the quantity in the Qty field.

d. Select the unit of measure from the Unit of Measure drop-down list.

e. Type the unit cost in the Unit Cost field.

f. Select the taxability status from the Taxability drop-down list.

g. Type the tax amount in the Line Item Tax Amount field.

h. Type the commodity code in the Item Commodity Code field.

i. Type the usage code in the Usage Code field.

j. Type the destination code in the Destination Code field.

Tip! The Item Description and Line Item Total are the only required fields. You may also enter information in any of the additional fields. The system calculates totals for you as you work. Some fields, such as Taxability, are only relevant if your organization uses the tax management function in Access Online. For more information on tax management, refer to the Access Online: Tax Management user guide.

6. Be sure that 100 percent of the transaction is included in the line items with zero percent remaining.

7. Save your work:

a. To reallocate the transaction by line item, save your work by clicking the Save Line Items Only button and skip to Step 8.

–Or– b. If you do not want to reallocate the transaction by line item, then click the

Save Line Items & Line Item Allocations button.



Learn More: You can use the line item information passed by the merchant as level III data (if available) to save time when adding transaction detail to line items. This procedure is possible only if the merchant passed that line item data. Simply click the Populate From Transaction button. The system adds the transaction line item data to the User Line Items tab.



The source code icons let you know where each piece of user line item information comes from: Visa level III data, the line item’s original order, or a user.

8

Tip! Once you have line item information on the User Line Items tab, you can select the Line Item Allocations tab to assign a different accounting code to one or more of the line items. You must work by line item. If you want to divide and reallocate the entire transaction by percentage or other dollar amount, then you need to use the Allocations tab.

8. Select the Line Item Allocations sub-tab. The Line Item Allocations sub-tab displays.



9a

Note that the dollar amount and percentage values are not editable.

9b 9c

You can reset all or set to the default accounting code.

9. Specify an accounting code for each line item by typing the code, selecting an AAC, or searching and selecting from a VVL.

a. Type the code in the Accounting Code – Segment Name (Length) field.

–Or– b. Select an AAC, if your organization uses this option.

–Or– c. Click the Magnifying Glass icon to select from a list of valid values.



9d

9e

9f

d. Type search criteria in the Value or Description field.

e. Click the Search button.

f. Click the Select link for the value you want.

10. Repeat Step 9 for each line item you want to reallocate.



Tip! In addition, if your organization uses CSV, then you can view the validation status of transactions when you view or modify user line items. On the Line Item Allocations sub-tab, you can view the validation status of the accounting codes assigned to the user line items. Refer to the Access Online: Client System Validation user guide for detailed information.

The validation icons do not display with summary data. They display with the detail data below.

Note the validation status icons.



11a

Tip! If you do not want to reallocate the entire tax amount to a single accounting code, you can:

• Allocate tax as a single line item—With this option, you divide the tax amount proportionately among the line items and reallocate each portion to the associated line item’s accounting code (see Step 11).

• Allocate tax as separate line items—With this option, you divide the tax amount proportionately, but specify a different accounting code for each portion of the tax (see Step 12).

For example, if you select the first option, then the portion of the tax that prorates to the Copy Paper line item automatically assumes the accounting code you assigned to the Copy Paper line item. If you select the second option, then you can assign the portion of the tax associated to the Copy Paper line item a different accounting code from the one you assigned the Copy Paper line item.

11. If you want to divide the tax among the line items and give each portion of the tax the same accounting code as the line item:

a. Click the Prorate Tax link. The system divides the tax proportionately among the line items (i.e., the higher-value line items are allocated a higher proportion of the tax). The tax accounting code assumes the accounting code of the associated line item. The Transaction Management: Prorate Tax screen displays.



b. Deselect/select Prorate Tax column checkboxes to exclude/include line items from having their tax amounts prorated.

11b

11c

c. Click the Save button.



The system adds a proportional part of the tax to each line item.

Note the zero tax amount.

The original tax amount still displays here.

Tip! Note that the two line items that you selected to prorate have a T icon to show that you prorated their tax amounts (divided the tax proportionately between the two lines items).



12. To divide the tax proportionately among the line items and reallocate each portion of the tax to accounting codes other than the associated line item accounting codes:

a. Click the Allocate Tax as Separate Line Items link. Fields display that enable you to specify new accounting code for each portion of the tax.

12b

The Item Tax Accounting Code fields are not editable until you select to prorate the tax.

12a

b. Click the Prorate Tax link to divide the tax proportionately among the line items. The Transaction Management: Prorate Tax screen displays.



c. Deselect/select Prorate Tax column checkboxes to exclude/include line items from having their tax amounts prorated.

d. Click the Save button.

12e

12c

12d

e. Type or search and select a new accounting code for each item’s portion of the tax.



13. When you have finished reallocating line items and tax, click the Save Line Items & Line Item Allocations button. A confirmation message displays.

13



View a Transaction’s Tax Data You can view tax information about a transaction on the Tax Data tab, if the merchant passed tax data. Depending on how your program is set up, you may also be able to modify the tax data.

Your organization may use this information as a source of information for your internal tax applications. Aside from the information the merchant passes, the system calculates some tax data based on a transaction’s ship from and ship to state using business rules your organization set up during implementation.

For detailed information on the tax management function, refer to the Access Online: Tax Management user guide.

2

To view the tax data for a transaction:


2. On the transaction list, click the date link in the Trans Date column for the transaction you want to view tax data for.



3

3. Select the Tax Data tab. The Tax Data tab displays.



4a

4b

4c 4d

4e 4f 5

4. Add information to any of the editable fields (fields are only editable if you have the rights within the system to add this information):

a. Add Shipping From Information and Shipping To Information to help determine the item’s taxability.

b. Specify the transaction’s taxability by selecting the appropriate status from the Taxability drop-down list.

c. Specify freight information, including amount, if available.

d. Specify tax information, including amount, if available.

e. Specify a destination code, if known.

f. Specify a usage code, if known.

5. Click the Save Tax Data button. The system retains the tax data from the merchant, but also adds your data identified by your user ID.



Tax Data Tab Fields Table The following table describes all possible fields on the Tax Data tab.

Field Description

Shipping From State The state the transaction item was shipped from (based on the merchant location)

Shipping From Postal The postal from

code the transaction item was shipped

Shipping From Source The source of information

the Shipping From origination

Ship to State The state the transaction item was shipped to on the cardholder's location)

(based

Ship to Postal Code The postal code of the transaction destination (cardholder address)

Shipping to Source The source of information

the Shipping To destination

State The state of the merchant for the transaction

Postal Code The postal code of the merchant for the transaction

Tax Implied A check box that indicates that, based on your business rules, a tax should be added to the transaction (e.g., if the ship to and from states are the same, the box is checked)

Taxable The indicator that determines if not

the item is taxable or

Amount Reported The tax amount reported for the transaction

Source The source for the tax data

Usage Code A customer-defined usage code, similar to an accounting code, that helps determine the tax amount. You can also specify the tax amount on the User Line Item tab. The code may depend on the use for the commodity (e.g., manufacturing versus consumer goods).

Source The source for the usage code data

Freight Implied A check box that indicates that, based your business rules, a freight amount should be added to the transaction

Amount Reported The total amount reported for freight costs. value helps you track the freight charges.

This



Field Description

Source The source of freight data (displays as either Visa or the user ID of the person who entered the freight information)

National Tax Canadian national tax value

Regional Tax Canadian regional tax value



Canadian Tax Display If you are a Canadian organization, then the tax information for your transaction’s displays slightly differently, as show in the screens below.

The Summary tab displays the regional and national tax amounts (that the merchant passed), as well as the currency information.

The Tax and Allocations tab displays basic information about the tax for the transaction. To view detailed tax information, select the Tax and Allocations tab.



Note the editable tax fields.

This tab displays calculated tax amounts or amounts that users specified. You can specify new taxes, if needed. Refer to Canadian Transaction Reallocation on page 90.

Learn More: If you are a Program Administrator who needs to set up Canadian tax tables, refer to the Access Online: Tax Tables for Canada user guide.



Add Your Own Comments to a Transaction Your organization may have set up custom comment fields for you to use. You can type information in these fields to record information about a transaction in the system. Program Administrators can also view comments when they access cardholder transactions and when they run reports. For example, an organization that bills an hourly rate for its advertising services may have fields that ask cardholders to add comments about all client entertainment expenses, such as client name, client participants, project name, and purpose of the meeting.

2

To add comments:


2. On the transaction list, click the date link in the Trans Date column for the transaction you want to add comments to.



3

3. Select the Comments tab. The Comments tab displays.



4

The comment field names are custom to each client.

5

4. Type your additional transaction comments in the appropriate Comments fields. You can type a maximum of 255 characters in each field.

5. Click the Save Comments button to save your changes. The Transaction Management: Transaction Detail screen displays a confirmation message.



Transaction Detail Tabs The screens and tables on the following pages provide detailed descriptions of the information available to you on the Transaction Management: Transaction Detail tabs.

Summary Tab



Summary Tab Field Descriptions Table

Field Description

Date The date the transaction occurred (same as transaction date)

Purchase Identification

Typically, the purchase order number from the order or, occasionally, other information the merchant might pass

Total Amount The dollar amount of the transaction

Memo Post 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 the memo-posted account.

Sales Tax The dollar amount of sales tax charged

Freight The dollar amount of the shipping charges

Name The name of the merchant who processed the transaction

City/State The merchant’s city and state

Transaction Type The type of transaction

MCC The four-character numeric merchant category code (MCC) assigned to the merchant

MCC Description A text description of the merchant category code

Billing Cycle The billing cycle end date for the transaction

Posting Date The date the transaction posted in our payment processing system

Reference Number A number Visa and MasterCard assign to the transaction, which is required to enter a dispute

Authorization Number

A number the issuing bank provides to authorize the transaction, which might be used for fraud investigation or dispute processing

Most Recent Standard Financial Extract

The date of the most recent standard financial extract

General Ledger Extract

The date of the most recent general ledger extract

Payment Extract The date of the most recent payment extract

Source Currency The type of currency (e.g., euros, pounds) used for the transaction



Field Description

Source Currency Amount

The amount of the transaction in the original currency (converted to dollars for recorded transaction amount)

Dispute The reason and dates for disputes are listed if the transaction is being disputed

Sales Draft Requests

An designation of whether a sales draft was requested



Match Tab

Match Tab Field Descriptions Table

Field Description

Order Date The order creation date

Control Number The control number for the order, payment instruction, or payment request (may be auto-generated)

Amount The dollar value of the matched order, payment payment instruction

request, or

Merchant Name The merchant name

Unique Control Number

A yes or no indicator of whether the control number is unique. Some programs allow duplicate control numbers, while others autogenerate a unique control number.

Source The user ID of the person who created the order, payment or payment instruction

request

Match Source The user ID of the person who matched the payment request, or payment instruction

transaction to the order,

Account # The account number of the cardholder who created the payment instruction, or payment request

order,

Match S tatus An indicator (Open, Partial, Fulfilled) of whether or not transactions are matched to the order, payment request, or payment instruction

% Fulfilled The percentage of the dollar value that has transactions matched it (e.g., a $100 order is 80 percent fulfilled when $80 worth of transactions are matched to it).

to



Field Description

Last Match Date The last date on which a user matched a transaction to this order, payment request, or payment instruction

Line Item Detail - Order

Detailed information on the line items in the order, payment request, or payment instruction



Allocations Tab

Allocations Tab Field Descriptions Table

Field Description

Remove check box and button

The features that let you delete a row from an allocation amount

Amount The amount of code

the transaction allocated to a specific accounting

Percent The percentage of accounting code

the transaction allocated to a specific

Accounting Code - Segment Name (Length)

The accounting code(s) to which the transaction is currently allocated. Note that each segment is labeled with the segment name and segment length.

Total Allocated The total amount of the transaction that was allocated to a specific accounting code as calculated by the system

Amount Remaining The amount remaining after the allocation amount is subtracted as calculated by the system

Additional Allocation(s)

The number of lines to add when dividing a transaction amount among accounting codes



Field Description

Allocation Source The allocation source (e.g., user, allocation rule, default, matching) available only if your organization selected to display allocation source information

Last Changed By The specific allocation source (e.g., user John Doe, system), available only if your organization selected to display allocation source information



Learn More: If you are a Canadian organization, then the allocation information and your tax information are combined into the Tax and Allocations tab, as shown below.



Transaction Line Items Tab

Transaction Line Items Tab Field Descriptions Table

Field Description

Product Code The sequence number for the product within the transaction

Item Description The description of the line item within the transaction

Qty The quantity of the line item

Unit of Measure The way that the line item is packaged for sale (e.g., bag, box, carton)

Unit Cost The cost per unit for the line item within the transaction

Line Item Tax Amount The tax for the line item

Line Item Total The total amount for the line item within the transaction

% of Trans Amt The percentage of the total transaction amount for the line item

Item Commodity Code The code for the commodity as determined by the merchant



User Line Items Tab

User Line Items Tab Field Descriptions Table

Field Description

Remove The check box used to remove a user line item

Product Code The sequence number for the product within the transaction

Item Description The description of the item

Item Commodity Code The code for the commodity as determined by the merchant

Usage Code A client-defined code that helps a client amount

determine the tax


Unit of Measure The way that the line item is box, carton)

for

packaged for sale (e.g., bag,

Unit Cost The cost per unit the line item within the transaction

Amount The total amount for the line item within the transaction

% of Trans Amt The percentage of item

th e total transaction amount for the line

Transaction Amount The total amount of the transaction



Field Description

Sum of Line Items The total amount of the allocated line items in the transaction

Amount Remaining The amount of the transaction that has not yet been allocated



Line Item Allocations Sub-Tab Field Descriptions Table

Field Description

Item Description The description of the item


Unit Cost The cost per unit for the line item within the transaction

Amount The total amount for the line item within the transaction

% of Trans Amt The percentage of the total transaction amount for this line item

Accounting Code Segment Name

The name of the accounting code segment to which the transaction is allocated

Transaction Amount

The total amount of the transaction

Sum of Line Items The total amount of the allocated line items in the transaction

Amount Remaining The amount of the transaction that has not yet been allocated



Tax Data Tab Below is the Tax Data tab for U.S.-based organizations.

Below is the Tax and Allocations tab for Canadian organizations.



Tax Data Tab Field Descriptions Table

Field Description

United States Fields

Shipping From State The state where the transaction item was shipped from

Shipping From Postal The postal code where the transaction item was shipped from

Shipping From Source The information source for the Shipping From origination data

Ship to State The state where the transaction item was shipped to

Ship to Postal Code The postal code where the transaction item was shipped to

Destination Code The code that determines the destination of the shipped transaction item

Shipping to Source The information source of the Shipping To destination information

State The state code of the merchant for the transaction

Postal Code The postal code of the merchant for the transaction

Tax Implied An indication that the item was likely taxed or is taxable

Taxable The menu that determines if the item is taxable or not

Amount Reported The tax amount reported for the transaction

Source The source for the tax data

Freight Implied An indication that the item likely had freight charges added or should have freight charges added

Amount Reported The total amount reported for freight costs

Source The information source of freight data

Usage Code A client-defined code that helps a client determine the tax amount

Source The information source of usage data

Canadian Fields

Transaction Amount The dollar value of the transaction

National Tax Amount Reported

The dollar value of the national tax

Source The source of the national tax information

Regional Tax Amount Reported

The dollar value of the regional tax

Source The source of the regional tax



Field Description

Net Amount The dollar value of the transaction plus national and regional tax

Merchant Name The name of the merchant

Province The province the merchant is located in

Postal Code The merchant postal code



Comments Tab

Comments Tab Field Descriptions Table

Field Description

User Comment Fields

Transaction information that the user enters manually (255 character maximum)



Approval History Tab

Approval History Tab Field Descriptions Table

Field Description

Approver Information

Depending on which type of transaction approval process you use, this area displays information on current approvers and pending approvers.

Approver Name of the user(s) who approved the transaction

Date/Time Date and time of day for each approval

Approval Action The approval action (e.g., forwarded, final-approved, rejected)

Approver Modifications

A description of any action the approver performed on the transaction (e.g., changed allocation). Refer to the key on the screen.

©2013 U.S. Bank National Association. All trademarks are the property of their respective owners.

You may not reproduce this document, in whole or in part, without written permission.

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