Transcript Headline – Presentation Style with No Image Cover

American Express @ Work ® Corporate Account Reconciliation
CAR User Community Meeting
Audio: US Toll free, 1 877-299-4502 international direct, 1-617597-5442 Participant passcode for audio only is 96481914
July 18, 2015
This material contains information that is proprietary and confidential to American Express. It cannot be shared with third parties without American Express’ consent.
American Express @ Work ® Corporate Account Reconciliation (CAR)
User Community Meeting
October 17th, 2013 @ 11:00AM ET
Presenters:
Damien Brown, CAR Product Manager - Development
Silvia Aldana-Tuggle, CAR Product Manager – Production
Facilitator:
Silvia Aldana-Tuggle, CAR Product Manager
Questions/Comments: [email protected]
2
Agenda
• Changes to reallocation screen
• Q&A regarding changes to reallocation screen
• 2013 Enhancement Recap
• Q&A
• How do I schedule a communication from CAR?
3
4
High Level Overview of Phase 23 Release Content
• Reallocation Screen Changes - The reallocation screen will be modified to enhance the user
experience by minimizing the need for users to search for accounting values. CAR will create a prepopulated list based on the accounting values selected by the user over time.
Here are a few things to know regarding this change:
– Initially, accounting drop downs will not contain values but CAR will begin to create a list of pre-populated
accounting values which will show available in the drop down for future use.
– CAR will store up to 2,000 values. If this limit is exceeded, the oldest value will be replaced with the newest
value.
– This does not impact your validation tables; users will only be able to search and select from values you
have defined as valid.
The next few slides contain screenshots of the changes to the reallocation screen.
5
Card Data Tab
There are no changes to the Card
Data tab. Users will continue to click
on the “Reallocate” button in order to
update accounting.
6
Reallocate Screen: Empty Drop Down
It is important to note that initially a
user’s drop down will not contain
values to select from. The user will
see one of two options “Show All” or
“Search All” in the drop down.
“Show All” will display if all available
values can be downloaded. By
clicking on this option all values will
download and show available in the
drop down.
“Search All” will display if a search is
required due to large amount of
values to select from. Clicking on this
option will open the search window so
they may search for specific values.
Users may also click on the
magnifying glass to search for specific
values.
7
Reallocate Screen: Search Screen
When “Search All” or the magnifying
glass is selected the user will receive
the following pop up. Please note that
this option is not applicable to “Show
All”.
The user can do one of the following
on this screen:
1. Enter a specific accounting value
or description to search.
2. Do a wild card search by leaving
the asterisks and clicking ok.
Please note: on the wild card
search, if there are more than
2,000 values the user will receive
a message warning them that they
have hit the limit and only the first
2,000 values will download. The
user may choose to refine their
search if the value that they need
was not downloaded with the
initial 2,000.
8
Reallocate Screen: Adding Accounting Values to Drop Down 1 of 2
Once a user has selected their
desired accounting values for
the transaction they will click the
“Submit” button business as
usual.
By clicking the “Submit” button,
The transaction will be updated
with the accounting values and
the accounting values will now
display in the user’s drop down.
CAR will continue to add new
values to the user’s drop down
as they continue to reallocate.
Eventually, the user will build a
list of their most used values
which will minimize the need for
searching.
Please note that there is a 2,000
value limit. If a user exceeds the
limit the oldest added value will
be replaced with the newest
added value.
9
Reallocate Screen: Adding Accounting Values to Drop Down 2 of 2
The following screenshot is an
example showing that
accounting value “10004”, which
the user previously searched
and reallocated a transaction to,
has now been added to the drop
down.
The user will no longer need to
search this value and can select
it from the drop down.
10
Reallocate Screen: Show Previously Used
A user who has chosen “Show All” or
“Search All” will see a list of the
accounting values in their drop down.
If the user would like to only see
accounting values that have been
added to their list of most commonly
used values, they should select the
“Show Previously Used Only” option
in the drop down. This will revert the
list of accounting values in the drop
down to only display those that have
been added as their most commonly
used list.
11
Reallocate Screen: Selecting or Maintaining Accounting Values
A link has been added to the
reallocation screen that users can
click on to select previously used
accounting values or to maintain their
list of most commonly used
accounting values.
By clicking on the link a new pop up
window will appear (see next slide).
12
Reallocate Screen: Select/Maintain Accounting
By clicking on the link on the reallocation
screen the user will receive the following
pop up.
1.
Displays the user’s previously used
accounting values. The user can select
the desired row and click “OK” to apply
all of the selected accounting values to
the transaction.
2.
The “Delete” and “Delete All” buttons
allow the user to maintain their list of
values. The user can select a row and
click “Delete” to remove from the list.
“Delete All” will remove all rows of
values. The user will receive a warning
message when clicking on either option
which will allow them to cancel the
delete command if desired.
3.
The filter can be used to search for
specific accounting values within the
user’s most commonly used values.
Please note that initially the list will be
blank until the user builds up their list
by searching and reallocating
accounting values to transactions.
3
1
2
If a value is removed from your validation table, the user will still see
the value in their drop down or their list of favorites, However, they
will not be able to reallocate to it as they will receive an error
message, and the value will then be removed from their list.
If you anticipate major accounting value changes, you may want to
encourage users to delete individual values and/or delete their
entire list.
13
Suggested Next Steps
1.
Communicate these changes with your users. A URL has been provided in the body of
the e-mail that links to a training deck that can be shared with users.
2.
Slide 27 contains suggested verbiage for the user e-mail. You can schedule e-mails
directly from CAR. The following URL provides instructions on how to schedule a Custom
E-mail:
http://50.56.42.210/sitecore/shell/Controls/Rich%20Text%20Editor/~/media/ResourceCen
ter/US/Docs/Reconciliation%20and%20Reports/CAR/CAR_Email_Quick_Ref_Guide.pdf
For additional questions regarding scheduling an e-mail please contact the CAR
helpdesk.
Q&A
14
Recap of 2013 Enhancements
15
New CAR Features 2013
Feature
Description
Date
Required Allocation
Description, Publish
Search, Native File
Support for Receipt
Imaging and @ Work
Single Sign-On
•
•
•
Ability to require Allocation Description
New permissions allows user to create and publish searches to users.
For Receipt Imaging reduce the amount of rejected PDF’s by allowing attaching of
native format.
@ Work Administrators can access both @ Work and CAR through their @ Work
credentitials.
May 3rd,
2013
Print Cover Page,
Receipt Imaging
Enhancements and CM
Manager Assignment
File
•
•
•
•
•
RI Clients, fax cover sheet now has customizable labels
All Clients, New summary cover page with customizable labels is now available.
RI Clients, new receipt package is available with customizable data elements
RI Clients, additional imaging options have been added
Automate the assignment and removal of cards to/from CM Manager profiles.
August 5th,
2013
Reallocation Screen
Updates
• Updates to the reallocation screen that will enhance the user experience by minimizing
the need to search and creating a pre-populated list of previously used values that is
specific to each user.
•
October
25th, 2013
16
17
Required Allocation
A new configuration setting
has been added to the Card
Type Level screen that allows
the site administrator to
enable the functionality.
When a user reallocates a
transaction where the
“Required Allocation
Description” is set to “Yes” for
that specific Card Type, a
message will be presented to
the user stating “Entry is
Required”.
Users can Mass Reallocate to
this field as well as create
searches.
For additional details please
review the Phase 21 Release
Notes located in the Resource
Center
Link to CAR Resource Center:
http://resourcecenter.americanexpress.com/Reconciliation%20and%20Reporting/Corporate%20
Account%20Reconciliation.aspx
18
Publish Search
Two new permissions have
been added, to support the
ability for users to publish
searches at a Company or
Site Level.
A user that is not a search
manager, will now see up to 3
search folders:
• CompanySearches,
• SiteSearches
• MySearches
A folder will only show if there
is at least 1 search posted in
the folder.
For additional details please
review the Phase 21 Release
Notes located in the Resource
Center.
Link to CAR Resource Center:
http://resourcecenter.americanexpress.com/Reconciliation%20and%20Reporting/Corporate%20
Account%20Reconciliation.aspx
19
@ Work SSO Single Sign-On
CAR Administrators with
access to @ Work have the
option of using their @ Work
ID and password to access
CAR.
• This service is not currently
available to Users that do not
have access to @ Work.
• Administrators wishing to
access @ Work and CAR
from a single location, will log
in to:
atwork.americanexpress.com
20
Print Cover Page: RI Transmittal Page Updated
For Receipt Imaging Clients, the former
shipping address and faxing instruction fields
now support custom labels. Existing setups
will not be automatically updated, but can be
changed to reflect new labels if you have the
need to show different information on your fax
cover page.
This is an example of the Receipt Imaging
Cover Page with the labels customized. The
words “former” has been added to the 2
labels.
If you are interested in customizing the labels,
please contact the helpdesk for assistance.
21
Print Cover Page: Transaction Summary
For all clients, a new customizable
transaction summary cover page has
been added. This allows the user to
print a cover page that contains
company policy details and/or required
Cardmember and Cardmember
Manager signatures.
When users print, the new summary
page will always be included. If they
do not want or need it, they can discard
it after they print.
If the user wants each transaction to
print as well, then they would select
Transaction Summary and Details.
See release notes for examples of the
new cover page located in Resource
Center.
Note: BCA managers will need to print
from the Card Data tab, as selecting a
CM from the Accounts and Cycles tab
does not activate this print feature.
If you are interested in customizing the Link to CAR Resource Center:
http://resourcecenter.americanexpress.com/Reconciliation%20and%20Reportin
labels, please contact the helpdesk for
g/Corporate%20Account%20Reconciliation.aspx
assistance.
22
Cardmember Management Assignment
We now support the ability to automate the assignment and removal of Cards from a Cardmember
Manager’s profile. This is a great feature if you have to constantly make updates to manager profiles as it
will allow CAR to take a file from you (in the right format) and load these changes.
• With this change you now have the ability to make the employee id field in User Profile Maintenance
required. This will continue to default to “not required” unless the setting is marked a required. This setting
can be updated by the helpdesk.
• A new drop down option has been added to User Profile Maintenance, it only applies to clients taking
advantage of this new feature. A user can be updated to Manual Only updates to protect the user from
being updated via the automated process.
If you are interested in making changes to your archive file, please contact your account representative.
23
Cardmember Management Assignment Flow
File is created
by Client
Field
Number Nov 7
1
CAR receives
File and runs
task
File is sent via
SFT
Field Name
Employee’s Employee Number
Mandatory or
Optional
Mandatory
Min/Max
Length
4 / 15
2
3
Employee’s SMTP Email Address
Employee's First Name
Mandatory
Mandatory
/ 64
32
4
5
6
7
8
Employee's Middle Initial
Employee's Last Name
Manager’s Employee Number
Manager’s SMTP Email Address
Manager’s First Name
Optional
Mandatory
Mandatory
Mandatory
Mandatory
1
32
4 / 15
/ 64
32
9
10
Manager’s Middle Initial
Manager’s Last Name
Optional
Mandatory
1
32
CARCAR
creates
assigns/updates
and
updates CM
CMManagers
Manager(s)
Description
This will be their company Employee Number.
Do not strip leading zeros.
This is the email address for this user
Employee First name
(Used to identify people clearly, no logic around
it).
Employee Middle Initial
Employee Last Name
This will be their company Employee Number.
This is the email address for this user
Manager’s First Name
(Used to identify people clearly, no logic around it
Manager’s Middle Initial
Manager’s Last Name
CM Manager Assignment Example
Previous view Damien Brown
Updated view Damien Brown
Added
Previous view Silvia Aldana
Updated view Silvia Aldana
Removed
24
Q&A
25
Appendix
26
27
Suggested End User Communication
Dear @2
On October 25th 2013, the CAR reallocation screen will be enhanced to improve performance
and your overall experience. If you update accounting in CAR these changes will impact you.
A training deck has been created for your review that can be accessed by copying and pasting
the link provided below to your web browser.
The changes are less cosmetic and more around functionality and the process to reach the
reallocation screen has not changed. The biggest impact to you is that drop downs initially will
not contain values and you will need to search in order to reallocate. However, based on
what values you reallocate to, CAR will begin to create a list of pre-populated accounting
values which will show available in the drop down for future use.
If you have any questions please contact us (enter your contact details here)
URL:
http://resourcecenter.americanexpress.com/Reconciliation%20and%20Reporting/~/media/Res
ourceCenter/US/Docs/Reconciliation%20and%20Reports/CAR/Phase%2023%20Oct%20201
3%20End%20User%20Training_final.ashx
E-mail – Creating the body of the E-mail
8
3
2
4
5
6
7
1. Outside of CAR, create the body of your e-mail and save as a .txt file
2. Login to CAR as an Administrator and Select E-mail Maintenance (ensure you are on the templates tab)
3. Click Template Type drown and select Custom
4. Click the … to the right of template set and enter a template name
5. Click Language drop down and select a language
6. Enter Subject of E-mail
7. Click Import Mail Template Body and look for the .txt file you previously saved and click ok
8. Hit Save
Now that your template has been created it is time to schedule (see next slide for instructions). Ensure to click on
the Schedule tab
28
E-mail – Scheduling your E-mail
12
1
2
3
5
6
4
7
8
9
10
11
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Click the Email Trigger Event Drop down and select Custom
Enter a Schedule Name
Select Once as your frequency
Select a date you would like the E-mail to generate
Click the Email Template Drop Down and select the Template name (typically the last one on the list)
Ensure Status is Active
Check Send email report if you would like a notification of when the email went out and who received it (optional)
If requesting an email report enter who should receive the email and select a language
Click Specify Recipients
Click Adressee type and select a role (only one role should be schedule, if you have multiple roles that need to
receive the e-mail you will need to repeat the scheduling steps. You may use the same template)
11. Click Add
12. Click Save
29