Transcript Document

CAR Registration and User Profiles
Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied,
printed or otherwise reproduced without the express written permission of American Express.
2
Business Objective
Enable the Program Administrator(s) to manage key elements of
user profiles, including products, groups, and security/compliance
monitoring of products, roles, and IDs.
This allows companies to control who has access and the roles they
should be performing.
3
Agenda
Lesson 1: Self-Registration
 No Approval
 Lesson 1B: User Registration Approval (if applicable)
Lesson 2: Searching for a Profile
Lesson 3: Creating a Profile
 Products
 Corporate Account Reconciliation
 System Administration
Lesson 4: Changing a Profile
Lesson 5: Enabling/Disabling a Profile
Lesson 6: Deleting a Profile
Lesson 7: ‘Reports’ to monitor Profiles and Cards
4
Lesson 1: CAR Self-Registration
Objective:
By the end of this lesson, the PA should know how to instruct a user to selfregister for an @Work Corporate Account Reconciliation (CAR) User Profile.
Why Is This Important:
A Profile is basically the User ID and associated permissions that enable a user
to access the system and perform the tasks/activities for which she/he is
responsible. A user can self-register as a Cardmember. If any other type of
access is necessary, the cardmember/user needs to contact the Program
Administrator to have the additional access added to his/her profile.
5
Lesson 1: Self-Registration
Step by Step Instructions: 1 of 8
Step
Action
1
Obtain your Company Key from the CAR Self-Registration document or company website
2
Logon to the URL: https://amex.iers.ihost.com
3
Copy and paste the Company Key into the Company Key field
4
Click Register Now
6
Lesson 1: Self-Registration
Step by Step Instructions: 2 of 8
Step
Action
1
Select Language from dropdown
2
Enter your first name, middle initial, last name
3
Enter a unique User ID (5-32 characters - only letters and/or numbers)
4
Choose a Challenge question from the dropdown (3 choices)
Enter a response – which is CASE SENSITIVE
5
Enter your complete email address including the @ sign and what follows
6
Select Corporate Account Reconciliation
7
Click Next
7
Lesson 1: Self-Registration
Step by Step Instructions: 3 of 8
Step
Action
1
Enter your 15 digit Card Number
2
If you have more than one card, enter 1st number, then click “Add Another Card”.
3
Click Next when all of your card numbers have been added.
8
Lesson 1: Self-Registration
Step by Step Instructions: 4 of 8
Step
Action
1
Verify the information you have entered is complete and correct. Click Submit.
Note: If you need to make corrections, click Cancel to return to the previous screen
2
You will receive an email notification when your registration is complete containing your temporary
password
9
Lesson 1: Self-Registration
Step by Step Instructions: 5 of 8
Step
Action
1
Obtain the temporary password for your new User Profile.
10
Lesson 1: Self-Registration
Step by Step Instructions: 6 of 8
Step
Action
1
Enter the User ID you created
2
Enter your temporary password
3
Click Log In
11
Lesson 1: Self-Registration
Step by Step Instructions: 7 of 8
Step
Action
1
Copy and paste the Company Key into the Company Key field
Note: You can obtain your Company Key from the Self-Registration Document or from your
Program Administrator.
2
Enter your Challenge Response (based on one of three questions you chose); remember this is
CASE SENSITIVE
3
Click Submit
12
Lesson 1: Self-Registration
Step by Step Instructions: 8 of 8
Step
Action
1
Type in a new password (6-14 characters, at least one letter, one number, and no spaces)
2
Re-enter your password
3
Click Change
13
Lesson 1B: User Registration Approval (if applicable)
Objective:
By the end of this lesson, the PA should know how to approve a profile in
@Work Corporate Account Reconciliation (CAR).
Why Is This Important:
Some clients want to approve all requests for CAR profiles (IDs) instead
of allowing users to completely self-register. User Registration Approval
inserts the Program Administrator into the process, requiring them to
approve the request before the temporary password is sent to the user.
14
Lesson 1B: User Registration Approval
Step by Step Instructions: 1 of 5
Step
Action
1
Follow the steps in Lesson 1
2
User will receive a Registration notice. Note the message that will be displayed when selfregistration request is complete. The temporary password IS NOT sent immediately
3
Program Administrator will log-in to System Administration and go to the CAR Company
Administration folder
4
Select User Registration Approval
15
Lesson 1B: User Registration Approval
Step by Step Instructions: 2 of 5
Step
Action
1
Registrations requiring approval will be displayed
2
If you have more than one site, select Remits dropdown to display only the requests for a particular
remit
3
Double click on the name to be reviewed (or highlight row and click on the
4
The Registration approval for <name> window will appear. Click Next to proceed
Open folder
16
Lesson 1B: User Registration Approval
Step by Step Instructions: 3 of 5
Step
Action
1
The CAR Cardmember role will be checked by default
2
If additional roles are needed, check at this time (e.g. CAR Cardmember Manager above)
3
Click Next
17
Lesson 1B: User Registration Approval
Step by Step Instructions: 4 of 5
Step
Action
1
Observe the gray bar to determine which Role and associated information is being requested.
2
Add the necessary Card Number(s). Click on the
to see list from which to select. Click
cardnumber needed to display in Card Number box and then click Add Card
Note: Same Steps as in Lesson 4 – Creating a Profile regarding how to add Card Numbers
3
Click Next
18
Lesson 1B: User Registration Approval
Step by Step Instructions: 5 of 5
Step
Action
1
Observe the gray bar to determine which Role and associated information is being requested.
2
The card number(s) entered by the user at self-registration will be displayed. If additional card
numbers need to be added, repeat the steps noted on previous screen.
3
Click Next
4
(no screen print above) Complete information requested on additional screens as appropriate
(following steps in Lessons 4 and 5 – Creating and Changing profiles)
5
The last screen is Action. Either choose to Approve or Reject registration request.
6
If Approve is selected, message you receive. Click Ok
19
Lesson 2: Searching for a Profile
Objective:
By the end of this lesson, the PA should know how to search for a profile
in @Work Corporate Account Reconciliation (CAR).
Why Is This Important:
Before trying to create any new Profiles, you should search to see if one
exists. Also, you will need to be able to find Profiles in order to change
access, update key information, etc.
20
Lesson 2: Searching for a Profile
Step by Step Instructions: 1 of 2
Step
Action
1
Go to System Administration
Expand the + next to CAR Company Administration
2
Click User Profile Maintenance
3
Click the Find icon
4
Click the dropdown next to Last Name
This will allow you to search for users by one of four different search criteria
21
Lesson 2: Searching for a Profile
Step by Step Instructions: 2 of 2
Step
Action
5
Type in Last Name or any part of the last name for which you are searching.
You can use wildcards (*) to narrow the search. If you do not put in any value,
all users will be returned. Then click Find
6
When the list is returned, highlight the Person whose profile you wish to review.
Click Ok.
NOTE: if there is only one match to your search, the profile will be
automatically returned.
22
Lesson 3: Creating a Profile
Objective:
By the end of this lesson, the PA should know how to create (add) a new
profile in @Work Corporate Account Reconciliation (CAR).
Why Is This Important:
Any individual who will need access to the tool to view, review,
reallocate, and/or approve transactions will need a User Profile.
For security purposes, profiles should not be shared. Having unique
profiles allows card numbers and access to be linked to specific
individuals; it also allows the Program Administrator to monitor access
and report on usage and approval as necessary to meet compliance
requirements.
23
Lesson 3: Creating a Profile – All Profiles
Step by Step Instructions: 1 of 5
Step
Action
1
Complete the steps in Lesson 2 – Searching for Profile
Note: It is a ‘Best Practice” to search for a Profile before creating one
2
Once you have determined an existing profile DOES NOT exist, click on New
3
Type in the User ID you would like to create
Note: If the ID already exists across all CAR clients, an error message “User profile already
exists’” will be generated. You will need to click New again (Steps 2 and 3 again).
4
Click Ok
24
Lesson 3: Creating a Profile – All Profiles
Step by Step Instructions: 2 of 5
Step
Action
1
The new User ID will be displayed (grayed out)
2
Complete the requested information:
Last Name; First Name; Middle Initial; Email address; and Language (use dropdown to select)
Make sure the email address is a complete address
3
Click Next
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Lesson 3: Creating a Profile – All Profiles
Step by Step Instructions: 3 of 5
Step
Action
1
Select the dropdown to pick one (1) of three (3) challenge questions
2
Type in the challenge response
Note: It is CASE SENSITIVE
Continue to next page …
26
Lesson 3: Creating a Profile – All Profiles
Step by Step Instructions: 4 of 5
Step
Action
1
You will select either Product or both, depending on what the user being created needs to perform
2
Check Corporate Account Reconciliation IF the User needs to view, review, and/or reallocate transactions
3
Check System Administration IF the User being created needs to perform system administration functions
such as creating/editing/deleting users, managing card defaults, maintaining validation tables, running data
extracts, etc.
4
Click Next
27
Lesson 3: Creating a Profile – All Profiles
Step by Step Instructions: 5 of 5
Step
Action
1
Result IF you only selected Corporate Account Reconciliation
as the Product on the previous screen (defaults to having CAR
Cardmember checked)
2
Result IF you only selected System Administration as the
Product on the previous screen
3
Result IF you selected BOTH Corporate Account
Reconciliation and System Administration as the Products on
the previous screen (defaults to having CAR Cardmember
checked)
28
Lesson 3: Creating a Profile
Step by Step Instructions: Roles in CAR Product
The following pages focus on the steps for assigning Roles to the End User to use the CAR
product
Accounting Manager
Role for users who need to review/audit transactions with a specific accounting
value(s)
BCA (Basic Control Account) Manager
Role that serves many purposes as it gives access to ALL cards and transactions
under that BCA
Program Administrators are typically BCA Managers as well
Cardmember Manager
Role for managers who need to view, approve, and/or reallocate transactions of
their direct reports
Cardmember
Role for individuals who have their own cards and need to review and/or reallocate
transactions
Non-manager role
Requestor
Role for users to view transactions based on a requestor name that is passed with
the transaction rather than having account number based permissions.
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Lesson 3: Creating a Profile – CAR Product
Step by Step Instructions: 1 of 14
Step
Action
1
Place a Check next to each role (group) the Profile (user) needs; click Next
Cardmember: Role for individuals who have their own cards and need to review and/or reallocate transactions.
Non-manager role
Cardmember Manager: Role for managers who need to view, approve, and/or reallocate transactions of their direct
reports
BCA (Basic Control Account) Manager: Role that serves many purposes as it gives access to ALL cards and
transactions under that BCA. Program Administrators are typically BCA Managers as well
Accounting Manager: Role for users who need to review/audit transactions with specific accounting value(s)
Requestor: Role for users to view transactions based on a requestor name that is passed with the transaction
rather than having account number based permissions.
30
Lesson 3: Creating a Profile - CAR Product
Step by Step Instructions: 2 of 14
Step
Action
1
The gray bar informs you as to the Product (CAR) and role being addressed.
In this case: Accounting Manager for the CAR tool
2
Select Site from Site dropdown by clicking to highlight the appropriate site
3
Select Link Type from Link Type dropdown. Link Type displays key accounting fields
4
You will now have to select a value by clicking on the dropdown or … option
Continue to next screen
31
Lesson 3: Creating a Profile - CAR Product
Step by Step Instructions: 3 of 14 (continued)
Step
Action
5
Click on the dropdown box or the … option to discuss values from which to choose
6
Click on the value to be used; it will be displayed in the box
7
Click the Add Link button
8
The entry will now be displayed in the table. Repeat Steps 2 – 7 to add additional links.
Note: A Link Type can be selected multiple times with different values.
9
Click Next
32
Lesson 3: Creating a Profile - CAR Product
Step by Step Instructions: 4 of 14
Step
Action
1
The gray bar informs you as to the Product (C0111AR) and role being addressed.
In this case: BCA Manager for the CAR tool
2
Select the search button
3
Click on the BCA to be added to highlight it
4
Click Ok
5
The BCA will be displayed in the BCA Number box
to display BCA numbers from which to choose
33
Lesson 3: Creating a Profile - CAR Product
Step by Step Instructions: 5 of 14 (continued)
Step
Action
6
Click on Add BCA to have the selection appear in the table
7
The selected BCA appears in the table. Repeat Steps 2 – 6 to add additional BCAs to this Profile
8
Click Next if you are done selecting BCAs to tie to this Profile
34
Lesson 3: Creating a Profile - CAR Product
Step by Step Instructions: 6 of 14
Step
Action
1
The gray bar informs you as to the Product (CAR) and role being addressed.
In this case: Cardmember Manager for the CAR tool
2
Select the search button
to display the Search window from which to search and choose card number(s)
3
Best Practice: Leave asterisks and click Ok to get a list of all cardmember numbers. Otherwise you can type in
the exact name or cardmember number, or use asterisks for wild card search.
4
Click Ok
35
Lesson 3: Creating a Profile - CAR Product
Step by Step Instructions: 7 of 14 (continued)
Step
Action
5
Click on the Cardmember Number/Name to be added to highlight it
6
Click Ok
7
The selected number will appear in the Card Number box
8
Click Add Card to add the card number value to the table
9
The selected card number is displayed in the table. Repeat Steps 2 – 8 to add additional cards to this Profile
10
Click Next if you are done selecting cardnumbers to tie to this Profile
36
Lesson 3: Creating a Profile - CAR Product
Step by Step Instructions: 8 of 14
Step
Action
1
The gray bar informs you as to the Product (CAR) and role being addressed.
In this case: Cardmember for the CAR tool
2
Select the search button
to display the Search window from which to search and choose card number(s)
3
Best Practice: Leave asterisks and click Ok to get a list of all cardmember numbers. Otherwise you can type in
the exact name or cardmember number, or use asterisks for wild card search.
4
Click Ok
37
Lesson 3: Creating a Profile - CAR Product
Step by Step Instructions: 9 of 14 (continued)
Step
Action
5
Click on the Cardmember Number/Name to be added to highlight it
6
Click Ok
7
The selected number will appear in the Card Number box
8
Click Add Card to add the card number value to the table
9
The selected card number is displayed in the table. Repeat Steps 2 – 8 to add additional cards to this Profile
10
Click Next if you are done selecting cardnumbers to tie to this Profile
38
Lesson 3: Creating a Profile - CAR Product
Step by Step Instructions: 10 of 14
Step
Action
1
The gray bar informs you of the Product (CAR) and role/step being addressed. In this case: Role Setup by user
2
Click on the dropdown arrow to see list of Sites to which the following settings/selections will apply
3
The list of available sites (based on selected BCAs and Cardnumbers) will be displayed. Click on the site to
highlight it.
4
The site will now be displayed in the box
5
The Corporate Account Reconciliation Product(s) roles you checked will be displayed
You can toggle the default role (which indicates the role into which the user enters in CAR) by checking a
different role
39
Lesson 3: Creating a Profile - CAR Product
Step by Step Instructions: 11 of 14 (continued)
Step
Action
6
You can toggle various settings for this profile by clicking the dropdowns and choosing Yes or No as appropriate
Meaning of each dropdown:
Mass Update: Allow profile (user) to select more than one transaction at a time to review and/or reallocate
Import/Export/Apply Ac …: Allow profile (user) to import and/or export a transaction to split and reallocate
accounting
Lock Card Data: Allow profile (user) to lockdown (i.e. prevent changes to) the layout of the columns that appear
in CAR
Lock LID: Allow profile (user) to lockdown (i.e. prevent changes to) the layout of the LID data that appear in
CAR
7
Click Next when changes are complete
40
Lesson 3: Creating a Profile - CAR Product
Step by Step Instructions: 12 of 14
Step
Action
1
The gray bar informs you of the Product (CAR) and role/step being addressed. In this case: List Setup by user
2
Click on the dropdown arrow to see Sites to which the following settings/selections will apply
3
The list of available sites (based on selected BCAs and Cardnumbers) will be displayed. Click on the site to
highlight it.
4
The site will now be displayed in the box
5
Click on the dropdown arrow to see the options for data lists to customize/tailor for this profile
6
Click on the appropriate List to highlight it
Continue on next page …
41
Lesson 3: Creating a Profile - CAR Product
Step by Step Instructions: 13 of 14 (continued)
Step
Action
7
Card Data List: The columns to be displayed in the CAR tool are listed. You can scroll down to see the complete
list
Check and/or uncheck fields as appropriate
Line Item Details List: Line Item Detail fields to be displayed in the CAR tool
Export List: Fields that will be exported in the CAR tool
PO Header Information: PO Header information field to be displayed in the CAR tool
PO Line Item Details: PO Line Item Detail fields to be displayed in the CAR tool
NOTE: If “Lock Card Data”, “Lock LID” or “Lock Export” are set to “No” on the previous screens (CAR – User: Role Setup),
you will not be able to make changes on this screen
8
If not locked out of making changes, the buttons will be active (not grayed out). Move fields Up and/or Down by
clicking on a field and using these keys
9
When all changes have been made, click Next
42
Lesson 3: Creating a Profile - CAR Product
Step by Step Instructions: 14 of 14
1
3
4
Step
Action
1
The gray bar informs you as to the Product (CAR) and role being addressed.
In this case: Requestor for the CAR tool
2
Select Requestor Name from the dropdown menu
3
Select Update Requestor to add the Requestor name to the list
4
You will now have to select a value by clicking on the dropdown or … option
Continue to next screen
5
Click next when changes to the page are updated
2
5
43
Lesson 3: Creating a Profile
Step by Step Instructions: System Administration Product
The following pages focus on the steps for assigning capabilities to the System
Administrator within the System Administration product.
44
Lesson 3: Creating a Profile – System Administration
Step by Step Instructions: 1 of 16
Step
Action
1
Select the specific Administrative access (i.e. ‘Group’) the Program Administrator should have by
checking each box on the left
NOTE: The order of the groups may be in a different order than what is displayed above (if you also
selected the Product Corporate Account Reconciliation on the previous screen.)
2
If all capabilities are to be provided, only check CAR Company Administration
Otherwise, if you check each one individually and also CAR Company Administration, you will
duplicate the folders of options that will be displayed when using the Profile
3
Click Next to proceed to screens where you define the CIDs, sites, and BCAs to be accessed
45
Lesson 3: Creating a Profile – System Administration Step
by Step Instructions: 2 of 16
Step
Action
1
Check AccountingLink Administration if you use CAR with AccountingLink and this profile should
not have full CAR Company Administration.
2
Available if your company uses CAR with AccountingLink
3
After you click Next, the following screens will appear where you will check the appropriate
boxes and click Next
46
Lesson 3: Creating a Profile – System Administration
Step by Step Instructions: 3 of 16
Step
Action
1
Check BCA Administration if the profile should have this capability and not full CAR Company
Administration.
2
Assign Basic Control Accounts to specific sites
Assign accounting defaults to Basic Control Accounts
Add / Change descriptions to Basic Control Accounts
Set Basic Control Account card default types
3
After you click Next, the following screens will appear where you will check the appropriate boxes and
click Next
47
Lesson 3: Creating a Profile – System Administration Step
by Step Instructions: 4 of 16
Step
Action
1
Check Card Administration if the profile should have this capability and not full CAR Company
Administration.
2
Look up cards to view general details regarding the card
Assign / Update accounting defaults to specific cards
Assign / Update card types
3
After you click Next, the following screens will appear where you will check the appropriate
boxes and click Next
48
Lesson 3: Creating a Profile – System Administration Step
by Step Instructions: 5 of 16
Step
Action
1
Check CID Administration if the profile should have this capability and not full CAR Company
Administration.
2
View only access to CID (Company Identification) and Remit accounts set up on CAR
3
After you click Next, the following screen will appear where you will check the appropriate
boxes and click Next
49
Lesson 3: Creating a Profile – System Administration Step
by Step Instructions: 6 of 16
Step
Action
1
Check CAR Company Administration if the profile should have this capability and not full CAR
Company Administration.
2
Allows access to all the System Administration functions
3
After you click Next, the following screen will appear where you will check the appropriate boxes
and click Next
50
Lesson 3: Creating a Profile – System Administration Step
by Step Instructions: 7 of 16
Step
Action
1
Check CAR User Administration if the profile should have this capability and not full CAR Company
Administration.
2
User Profile Maintenance
Create new profiles (add new users)
Delete profiles
Enable/Disable profiles
Update existing profiles
3
User Registration Approval (if required by your company)
Approve pending self-registrations
4
After you click Next, the following screen will appear where you will check the appropriate boxes and click
Next
51
Lesson 3: Creating a Profile – System Administration Step
by Step Instructions: 8 of 16
Step
Action
1
Check Email Administration if the profile should have this capability and not full CAR Company
Administration.
2
Create email templates
Schedule emails for delivery
3
After you click Next, the following screen will appear where you will check the appropriate
boxes and click Next
52
Lesson 3: Creating a Profile – System Administration Step
by Step Instructions: 9 of 16
Step
Action
1
Check Third-party Data Administration if the profile should have this capability and not full CAR
Company Administration.
2
Third-party Data Administration requires implementation. If enabled for your company, this
allows Administrators to set up and maintain Third-party data such as purchase orders, travel,
and meetings.
53
Lesson 3: Creating a Profile – System Administration Step
by Step Instructions: 10 of 16
Step
Action
1
Check Site Administration if the profile should have this capability and not full CAR Company Administration.
2
Perform standard date range and cycle extracts (unless your company is set up with IFB Run Manager custom
extracts)
Update and maintain accounting (i.e. validation files, mapping, card types)
Update contact information per site
Create Broadcast messages
3
After you click Next, the following screen will appear where you will check the appropriate boxes and click Next
54
Lesson 3: Creating a Profile – System Administration Step
by Step Instructions: 11 of 16
Step
Action
1
IFB Run Manager: IFB Run Manager function can only be added to a profile by the American
Express Help Desk 1-800-542-0995 option 2, option 3
Execute custom extracts (AP, GL, Cardmember Listings, User Listings) via:
• Tasks
• Files
2
How will be displayed to the User when signed on with new Profile (left hand side of screen)
55
Lesson 3: Creating a Profile – System Administration Step
by Step Instructions: 12 of 16
Step
Action
1
Depending on what System Administration ‘groups have been selected, you may encounter 1 – 3
more additional screens (Assign CIDs; Assign Sites; Assign Remits)
Pay attention to the gray bar at the top of the screen. It informs you as to the Product (System
Administration) and Group being addressed.
2
Check the appropriate CIDs (one or more)
3
Click Next
56
Lesson 3: Creating a Profile – System Administration Step
by Step Instructions: 13 of 16
Step
Action
1
Depending on what System Administration ‘groups have been selected, you may encounter 1 – 3
more additional screens (Assign CIDs; Assign Sites; Assign Remits)
Pay attention to the gray bar at the top of the screen. It informs you as to the Product (System
Administration) and Group being addressed.
2
Check the appropriate Sites (one or more). This occurs after you have selected the CID(s)
3
Click Next
57
Lesson 3: Creating a Profile – System Administration Step
by Step Instructions: 14 of 16
Step
Action
1
Depending on what System Administration ‘groups have been selected, you may encounter 1 – 3 more
additional screens (Assign CIDs; Assign Sites; Assign Remits)
Pay attention to the gray bar at the top of the screen. It informs you as to the Product (System
Administration) and Group being addressed.
2
Click on the search button
to display the list of Available Remits
3
Highlight the appropriate Remit Number
4
Click Ok
58
Lesson 3: Creating a Profile – System Administration Step
by Step Instructions: 15 of 16 (continued)
Step
Action
5
The selected Remit will appear in the Remit Number box.
6
Click Add Remit
7
The selected Remit will appear in the table
Repeat Steps 2 – 7 to add additional Remits
8
Click Next after all the needed remits have been added
59
Lesson 3: Creating a Profile – All Profiles
Step by Step Instructions: 16 of 16
Step
Action
1
Click the Submit Update for EXAMPLE01
2
You will receive a Registration Successful message. Click Ok
3
You will be returned to this screen
60
Lesson 4: Changing a Profile
Objective:
By the end of this lesson, the PA should know how to change (update)
an existing profile in @Work Corporate Account Reconciliation (CAR).
Why Is This Important:
There are a number of reasons why an existing profile may need to be
updated. These include:
-Card lost or canceled and new one is issued so you need to have new
card associated with cardmember’s profile and any cardmember
managers to whom the original card was tied
-Roles change and an individual, who was just a cardmember, now
manages those who have cards
-New BCAs are added to the hierarchy and the Program Administrator
needs access
61
Lesson 4: Changing a Profile – All Profiles
Step by Step Instructions: 1 of 3
Step
Action
1
Complete the steps in Lesson 2 – Searching for Profile
2
The Profile’s User Identification/Personal Account Information will be displayed
Change any of the displayed Personal Account Information fields
3
Click Next
62
Lesson 4: Changing a Profile – All Profiles
Step by Step Instructions: 2 of 3
Step
Action
1
Select a new Challenge Question and/or Challenge Response if necessary
2
Check and/or uncheck the Product(s) the Profile should or should not have
Check Corporate Account Reconciliation IF the User needs to view, review, and/or reallocate transactions
Check System Administration IF the User being created needs to perform system administration functions such
as creating/editing/deleting users, managing card defaults, maintaining validation tables, running data extracts,
etc
In the example above: if the Profile now needs Corporate Account Reconciliation, check it
3
Click Next
63
Lesson 4: Changing a Profile – All Profiles
Step by Step Instructions: 3 of 3
Step
Action
1
Result IF you only selected Corporate Account Reconciliation as
the Product on the previous screen (defaults to having CAR
Cardmember checked)
2
Result IF you only selected System Administration as the
Product on the previous screen
3
Result IF you selected BOTH Corporate Account Reconciliation
and System Administration as the Products on the previous
screen (defaults to having CAR Cardmember checked)
64
Lesson 4: Changing a Profile
Step by Step Instructions: CAR Product Roles
The following pages focus on the steps for assigning Roles to the End User to use the CAR product
Accounting Manager
Role for users who need to review/audit transactions with a specific accounting value(s)
BCA (Basic Control Account) Manager
Role that serves many purposes as it gives access to ALL cards and transactions under that
BCA
Program Administrators are typically BCA Managers as well
Cardmember Manager
Role for managers who need to view, approve, and/or reallocate transactions of their direct
reports
Cardmember
Role for individuals who have their own cards and need to review and/or reallocate
transactions
Non-manager role
Requestor
Role for users to view transactions based on a requestor name that is passed with the
transaction rather than having account number based permissions.
65
Lesson 4: Changing a Profile – CAR Product
Step by Step Instructions: 1 of 13
Step
Action
1
Place a Check next to each role (group) the Profile (user) needs; click Next
Cardmember: Role for individuals who have their own cards and need to review and/or reallocate transactions.
Non-manager role
Cardmember Manager: Role for managers who need to view, approve, and/or reallocate transactions of their direct
reports
BCA (Basic Control Account) Manager: Role that serves many purposes as it gives access to ALL cards and
transactions under that BCA. Program Administrators are typically BCA Managers as well
Accounting Manager: Role for users who need to review/audit transactions with specific accounting value(s)
Requestor: Role for users to view transactions based on a requestor name that is passed with the transaction
rather than having account number based permissions.
66
Lesson 4: Changing a Profile - CAR Product
Step by Step Instructions: 2 of 13
Step
Action
1
The gray bar informs you as to the Product (CAR) and role being addressed.
In this case: Accounting Manager for the CAR tool
2
Select Site from Site dropdown by clicking to highlight the appropriate site
3
Select Link Type from Link Type dropdown. Link Type displays key accounting fields
4
You will now have to select a value by clicking on the dropdown or … option
Continue to next screen
67
Lesson 4: Changing a Profile - CAR Product
Step by Step Instructions: 3 of 13 (continued)
Step
Action
5
Click on the dropdown box or the … option to discuss values from which to choose
6
Click on the value to be used; it will be displayed in the box
7
Click the Add Link button
8
The entry will now be displayed in the table. Repeat Steps 2 – 7 to add additional links.
Note: A Link Type can be selected multiple times with different values.
9
Click Next
68
Lesson 4: Changing a Profile - CAR Product
Step by Step Instructions: 4 of 13
Step
Action
1
The gray bar informs you as to the Product (CAR) and role being addressed.
In this case: BCA Manager for the CAR tool
2
Select the search button
to display BCA numbers from which to choose
3
Click on the BCA to be added to highlight it
4
Click Ok
5
The BCA will be displayed in the BCA Number box
69
Lesson 4: Changing a Profile - CAR Product
Step by Step Instructions: 5 of 13 (continued)
Step
Action
6
Click on Add BCA to have the selection appear in the table
7
The selected BCA appears in the table. Repeat Steps 2 – 6 to add additional BCAs to this Profile
8
Click Next if you are done selecting BCAs to tie to this Profile
70
Lesson 4: Changing a Profile - CAR Product
Step by Step Instructions: 6 of 13
Step
Action
1
The gray bar informs you as to the Product (CAR) and role being addressed.
In this case: Cardmember Manager for the CAR tool
2
Select the search button
to display the Search window from which to search and choose card number(s)
3
Best Practice: Leave asterisks and click Ok to get a list of all cardmember numbers. Otherwise you can type
in the exact name or cardmember number, or use asterisks for wild card search.
4
Click Ok
71
Lesson 4: Changing a Profile - CAR Product
Step by Step Instructions: 7 of 13 (continued)
Step
Action
5
Click on the Cardmember Number/Name to be added to highlight it
6
Click Ok
7
The selected number will appear in the Card Number box
8
Click Add Card to add the card number value to the table
9
The selected card number is displayed in the table. Repeat Steps 2 – 8 to add additional cards to this Profile
10
Click Next if you are done selecting cardnumbers to tie to this Profile
72
Lesson 4: Changing a Profile - CAR Product
Step by Step Instructions: 8 of 13
Step
Action
1
The gray bar informs you as to the Product (CAR) and role being addressed.
In this case: Cardmember for the CAR tool
2
Select the search button
to display the Search window from which to search and choose card number(s)
3
Best Practice: Leave asterisks and click Ok to get a list of all cardmember numbers. Otherwise you can type
in the exact name or cardmember number, or use asterisks for wild card search.
4
Click Ok
73
Lesson 4: Changing a Profile - CAR Product
Step by Step Instructions: 9 of 13 (continued)
Step
Action
5
Click on the Cardmember Number/Name to be added to highlight it
6
Click Ok
7
The selected number will appear in the Card Number box
8
Click Add Card to add the card number value to the table
9
The selected card number is displayed in the table. Repeat Steps 2 – 8 to add additional cards to this Profile
10
Click Next if you are done selecting cardnumbers to tie to this Profile
74
Lesson 4: Changing a Profile - CAR Product
Step by Step Instructions: 10 of 13
Step
Action
1
The gray bar informs you of the Product (CAR) and role/step being addressed. In this case: Role Setup by user
2
Click on the dropdown arrow to see list of Sites to which the following settings/selections will apply
3
The list of available sites (based on selected BCAs and Cardnumbers) will be displayed. Click on the site to
highlight it.
4
The site will now be displayed in the box
5
The Corporate Account Reconciliation Product(s) roles you checked will be displayed
You can toggle the default role (which indicates the role into which the user enters in CAR) by checking a
different role
75
Lesson 4: Changing a Profile - CAR Product
Step by Step Instructions: 11 of 13 (continued)
Step
Action
6
You can toggle various settings for this profile by clicking the dropdowns and choosing Yes or No as appropriate
Meaning of each dropdown:
Mass Update: Allow profile (user) to select more than one transaction at a time to review and/or reallocate
Import/Export/Apply Ac …: Allow profile (user) to import and/or export a transaction to split and reallocate
accounting
Lock Card Data: Allow profile (user) to lockdown (i.e. prevent changes to) the layout of the columns that appear
in CAR
Lock LID: Allow profile (user) to lockdown (i.e. prevent changes to) the layout of the LID data that appear in
CAR
7
Click Next when changes are complete
76
Lesson 4: Changing a Profile - CAR Product
Step by Step Instructions: 12 of 13
Step
Action
1
The gray bar informs you of the Product (CAR) and role/step being addressed. In this case: List Setup by user
2
Click on the dropdown arrow to see Sites to which the following settings/selections will apply
3
The list of available sites (based on selected BCAs and Cardnumbers) will be displayed. Click on the site to
highlight it.
4
The site will now be displayed in the box
5
Click on the dropdown arrow to see the options for data lists to customize/tailor for this profile
6
Click on the appropriate List to highlight it
Continue on next page …
77
Lesson 4: Changing a Profile - CAR Product
Step by Step Instructions: 13 of 13 (continued)
Step
Action
7
Card Data List: The columns to be displayed in the CAR tool are listed. You can scroll down to see the complete
list
Check and/or uncheck fields as appropriate
Line Item Details List: Line Item Detail fields to be displayed in the CAR tool
Export List: Fields that will be exported in the CAR tool
PO Header Information: PO Header information field to be displayed in the CAR tool
PO Line Item Details: PO Line Item Detail fields to be displayed in the CAR tool
NOTE: If “Lock Card Data”, “Lock LID” or “Lock Export” are set to “No” on the previous screens (CAR – User:
Role Setup), you will not be able to make changes on this screen
8
If not locked out of making changes, the buttons will be active (not grayed out). Move fields Up and/or Down by
clicking on a field and using these keys
9
When all changes have been made, click Next
78
Lesson 4: Changing a Profile
Step by Step Instructions: System Administration
The following pages focus on the steps for assigning capabilities to the System
Administrator within the System Administration product.
79
Lesson 4: Changing a Profile – System Administration
Step by Step Instructions: 1 of 16
Step
Action
1
Select the specific Administrative access (i.e. ‘Group’) the Program Administrator should have by
checking each box on the left
NOTE: The order of the groups may be in a different order than what is displayed above (if you also
selected the Product Corporate Account Reconciliation on the previous screen.)
2
If all capabilities are to be provided, only check CAR Company Administration
Otherwise, if you check each one individually and also CAR Company Administration, you will
duplicate the folders of options that will be displayed when using the Profile
3
Click Next to proceed to screens where you define the CIDs, sites, and BCAs to be accessed
80
Lesson 4: Changing a Profile – System Administration Step
by Step Instructions: 2 of 16
Step
Action
1
Check AccountingLink Administration if you use CAR with AccountingLink and this profile
should not have full CAR Company Administration.
2
Available if your company uses CAR with AccountingLink
3
After you click Next, the following screens will appear where you will check the appropriate
boxes and click Next
81
Lesson 4: Changing a Profile – System Administration
Step by Step Instructions: 3 of 16
Step
Action
1
Check BCA Administration if the profile should have this capability and not full CAR Company Administration.
2
Assign Basic Control Accounts to specific sites
Assign accounting defaults to Basic Control Accounts
Add / Change descriptions to Basic Control Accounts
Set Basic Control Account card default types
3
After you click Next, the following screens will appear where you will check the appropriate boxes and click
Next
82
Lesson 4: Changing a Profile – System Administration Step
by Step Instructions: 4 of 16
Step
Action
1
Check Card Administration if the profile should have this capability and not full CAR Company
Administration.
2
Look up cards to view general details regarding the card
Assign / Update accounting defaults to specific cards
Assign / Update card types
3
After you click Next, the following screens will appear where you will check the appropriate boxes and
click Next
83
Lesson 4: Changing a Profile – System Administration Step
by Step Instructions: 5 of 16
Step
Action
1
Check CID Administration if the profile should have this capability and not full CAR
Company Administration.
2
View only access to CID (Company Identification) and Remit accounts set up on CAR
3
After you click Next, the following screen will appear where you will check the appropriate
boxes and click Next
84
Lesson 4: Changing a Profile – System Administration Step
by Step Instructions: 6 of 16
Step
Action
1
Check CAR Company Administration if the profile should have this capability and not full CAR Company
Administration.
2
Allows access to all the System Administration functions
3
After you click Next, the following screen will appear where you will check the appropriate boxes and click
Next
85
Lesson 4: Changing a Profile – System Administration Step
by Step Instructions: 7 of 16
Step
Action
1
Check CAR User Administration if the profile should have this capability and not full CAR Company
Administration
2
User Profile Maintenance
Create new profiles (add new users)
Delete profiles
Enable/Disable profiles
Update existing profiles
3
User Registration Approval (if required by your company)
Approve pending self-registrations
4
After you click Next, the following screen will appear where you will check the appropriate boxes and click Next
86
Lesson 4: Changing a Profile – System Administration Step
by Step Instructions: 8 of 16
Step
Action
1
Check Email Administration if the profile should have this capability and not full CAR Company
Administration.
2
Create email templates
Schedule emails for delivery
3
After you click Next, the following screen will appear where you will check the appropriate boxes
and click Next
87
Lesson 4: Changing a Profile – System Administration Step
by Step Instructions: 9 of 16
Step
Action
1
Check Third-party Data Administration if the profile should have this capability and not full
CAR Company Administration.
2
Third-party Data Administration requires implementation. If enabled for your company, this
allows Administrators to set up and maintain Third-party data such as purchase orders,
travel, and meetings.
88
Lesson 4: Changing a Profile – System Administration Step
by Step Instructions: 10 of 16
Step
Action
1
Check Site Administration if the profile should have this capability and not full CAR Company Administration.
2
Perform standard date range and cycle extracts (unless your company is set up with IFB Run Manager custom
extracts)
Update and maintain accounting (i.e. validation files, mapping, card types)
Update contact information per site
Create Broadcast messages
3
After you click Next, the following screen will appear where you will check the appropriate boxes and click
Next
89
Lesson 4: Changing a Profile – System Administration Step
by Step Instructions: 11 of 16
Step
Action
1
IFB Run Manager: IFB Run Manager function can only be added to a profile by the American
Express Help Desk 1-800-542-0995 option 2, option 3
Execute custom extracts (AP, GL, Cardmember Listings, User Listings) via:
• Tasks
• Files
2
It will then be displayed to the User when signed on with new Profile (left hand side of screen)
90
Lesson 4: Changing a Profile – System Administration Step
by Step Instructions: 12 of 16
Step
Action
1
Depending on what System Administration ‘groups have been selected, you may encounter 1 –
3 more additional screens (Assign CIDs; Assign Sites; Assign Remits)
Pay attention to the gray bar at the top of the screen. It informs you as to the Product (System
Administration) and Group being addressed.
2
Check the appropriate CIDs (one or more)
3
Click Next
91
Lesson 4: Changing a Profile – System Administration Step
by Step Instructions: 13 of 16
Step
Action
1
Depending on what System Administration ‘groups have been selected, you may encounter 1
– 3 more additional screens (Assign CIDs; Assign Sites; Assign Remits)
Pay attention to the gray bar at the top of the screen. It informs you as to the Product
(System Administration) and Group being addressed.
2
Check the appropriate Sites (one or more). This occurs after you have selected the CID(s)
3
Click Next
92
Lesson 4: Changing a Profile – System Administration Step
by Step Instructions: 14 of 16
Step
Action
1
Depending on what System Administration ‘groups have been selected, you may encounter 1 – 3 more
additional screens (Assign CIDs; Assign Sites; Assign Remits)
Pay attention to the gray bar at the top of the screen. It informs you as to the Product (System Administration)
and Group being addressed
2
Click on the search button
3
Highlight the appropriate Remit Number
4
Click Ok
to display the list of Available Remits
93
Lesson 4: Changing a Profile – System Administration Step
by Step Instructions: 15 of 16 (continued)
Step
Action
5
The selected Remit will appear in the Remit Number box
6
Click Add Remit
7
The selected Remit will appear in the table
Repeat Steps 2 – 7 to add additional Remits
8
Click Next after all the needed remits have been added
94
Lesson 4: Changing a Profile – All Profiles
Step by Step Instructions: 16 of 16
Step
Action
1
Click the Submit Update for EXAMPLE01
2
You will receive an Update Success … message. Click Ok
3
You will be returned to this screen
95
Lesson 5: Enabling and Disabling a Profile
Objective:
By the end of this lesson, the PA should know how to enable and disable
a profile in @Work Corporate Account Reconciliation (CAR).
Why Is This Important:
An employee who will not require use of his/her CAR User Profiles for
some period of time should have it disabled for security purposes. Upon
needing the User Profile again, it should be enabled.
Also, a User Profile will be disabled if a User attempts to log-in
incorrectly 3 times. The Program Administrator will need to ‘enable’ the
User Profile before the employee can access it again.
96
Lesson 5: Enabling and Disabling a Profile
Step by Step Instructions: 1 of 2
Step
Action
1
Complete the steps in Lesson 2 – Searching for Profile
2
After finding the User Profile to be enabled, click on the Disable icon at the top of the
screen. Note: If Disable is grayed out, then the User Profile is already Disabled.
3
Disable will become grayed out once clicked
4
Click Ok
97
Lesson 5: Enabling and Disabling a Profile
Step by Step Instructions: 2 of 2
Step
Action
1
Complete the steps in Lesson 2 – Searching for Profile
2
After finding the User Profile to be disabled, click on the Enable icon at the top of
the screen. Note: If Enable is grayed out, then the User Profile is already Enabled.
3
Enable will become grayed out once clicked
4
Click Ok
98
Lesson 6: Deleting a Profile
Objective:
By the end of this lesson, the PA should know how to delete a profile in
@Work Corporate Account Reconciliation (CAR).
Why Is This Important:
Employees who leave the company or move into a role which does not
require a purchasing, meeting or corporate card should have their CAR
User Profiles deleted for security purposes.
99
Lesson 6: Deleting a Profile
Step by Step Instructions: 1 of 1
Step
Action
1
Complete the steps in Lesson 2 – Searching for Profile
2
After finding the User Profile to be deleted, click on the Delete X icon at
the top of the screen.
3
The Delete message box will appear. To continue, click on Yes
4
The User Definition message box will appear. Click Ok
100
Lesson 7: ‘Reports’ to monitor Profiles and Cards
Objective:
By the end of this lesson, the PA should know how to run and retrieve
‘reports’ (files) that provide @Work Corporate Account Reconciliation
(CAR) Profile information such as roles and access tied to each profile
and cards.
Why Is This Important:
This allows the Program Administrator to periodically review who has
access and to what (card numbers, specific areas of the tool, etc) and
alter and/or remove access as necessary. This may support audit and
compliance requirements regarding IDs and access.
101
Lesson 7: ‘Reports’ to monitor Profiles and Cards
Step by Step Instructions: 1 of 5
Step
Action
1
Log-in to the tool and go to System Administration
2
Expand the IFB Run Manager folder
3
Click
4
A display will appear on the right-hand side of the screen.
IFB Run Manager
Tasks tab will initially be selected and various folders will appear (e.g.
Accounts Payable Extract; General Ledger Extract; Cardmember Extract; User
Extract)
If the folders are expanded, you can collapse them by clicking on the – sign.
102
Lesson 7: ‘Reports’ to monitor Profiles and Cards
Step by Step Instructions: 2 of 5
Step
Action
1
Click on the template you want to run. It will be highlighted.
2
Click the Start button
3
A new window will appear: Values for Interface File
Builder Runner
4
A default Output File Name will be entered. You can
change the name BUT must keep the extension as a .csv
5
Click on the Sites to be included in the file
6
Click Ok
103
Lesson 7: ‘Reports’ to monitor Profiles and Cards
Step by Step Instructions: 3 of 5
Step
Action
1
The task you just started will appear in the Task History section with a “status”
(Result) of Running
2
Click the Refresh button periodically to refresh the Result
3
When the Result displays Ok, the task has completed
104
Lesson 7: ‘Reports’ to monitor Profiles and Cards
Step by Step Instructions: 4 of 5
Step
Action
6
Click on the file to be exported. It will be highlighted once clicked
7
Click on the Export button. You will select a location on your network or computer to save the
file, which you can access later to view the contents.
The layout of the User Listing file can be modified based on client needs
8
When you no longer need the file, click on Delete to keep the list of files displayed to a
manageable size
105
Lesson 7: ‘Reports’ to monitor Profiles and Cards
Step by Step Instructions: 5 of 5
Step
Action
1
To run additional ‘reports’, select the Tasks tab and find the next ‘report’ (e.g. Cardmember Extract)
2
Click Start and repeat the Step-by-Step Instructions 2 of 5 through 4 of 5 outlined previously
106
Post Training Expectations / Actions
Program Administrator should run the IFB(s) and identify follow up steps
 IDs/Profiles that should be deleted or disabled
 IDs/Profiles that should have products and/or groups removed
107
Review / Preview
Recap of Key Points:
Profiles are the means to control who has access to CAR and what that access is
Self-registration is for cardmembers only. All other roles and access must be
granted by the Program Administrator.
108
Help
For Questions with the CAR Tool


CAR end users should contact site/system administrator or internal help desk
Site/System administrators should contact American Express Front Line Consultants
• +1 800-542-0995 then choose option 2, option 3
For Configuration Changes or Additions

System/Program administrators can contact their Account Manager or the Help Desk
to initiate a request for gTEC assistance with changes to sites or to add new sites