360CONTROL BUSINESS CARD USER MANUAL · commercial card transactions through a Web-based user...

360CONTROL BUSINESS CARD USER MANUAL

Table of Contents (Ctrl + Click to follow link)

Table of Contents 2

(Ctrl + Click to follow link) 2

Part 1: Overview 7

Chapter 1: 360Control Introduction 7

Using This Manual 7

Reading This Manual 8

Locating Information Within the Manual 9

User Documentation Releases 10

Printing Manuals 10

Compliance Policy 10

Chapter 2: 360Control User Interface 11

Customizing the Business Card Manager 12

Switching Between Interface Versions 12

Accessibility Compliance 13

Web Browser Compatibility 13

Chapter 3: 360Control Registration and Logging In 14

Registration 14

Logging In 16

Password and Username Recovery 18

Part 2: Previous User Interface 20

Chapter 4: 360Control Previous User Interface Basics 20

User Preferences 20

Changing the Language 21

Changing the Time Zone 22

Changing the Default Cost Allocation System (CAS) 22

Email Notifications for Card Request Changes 22

Choosing the Display Style of the Card Management Screen 23

Resetting the Password 24

Navigation Elements 24

Filtering Toolbar 25

Output Files 27

Chapter 5: E-Statement Screen 28

Billing Control Account Summary E-Statement 33

eMessenger Service Integration 34

Chapter 6: Transactions Screen 36

Splitting Transactions 42

Creating Top Line Splits 42

Editing Top Line Splits 44

Creating Line Item Splits 44

Editing Line Item Splits 46

Adding Comments 47

Disputing Transactions 47

Bank Notification of Disputes 47

Transaction Details Dialog Box 49

Transaction Trace Dialog Box 52

Chapter 7: Program Administrator Functions 53

User Management 54

Add/Edit/View User Details 59

User Security 61

Lock or Unlock a User 61

Expire/Reactivate a User 62

Sending a New Password to a User 62

Email Messages 63

User Preferences Administration 64

Company Information Screen 64

Card Management 67

Add/View/Edit Card Details 74

Create Cards 74

View and Edit Card Details 78

Assigning Details to the Card and User 86

Payment Tracking 87

Card Request Tracking 90

Business Event Audit Trail 91

Run Reports 95

Download Reports 97

E-Statements 99

Online Reports 99

Alerts 101

Part 3: Redesigned User Interface 104

Chapter 8: 360Control Redesigned User Interface Basics 104

Navigation 104

User Preferences 105

Customizing the Screens 108

Output Settings 110

Chapter 9: Dashboard Screen 111

Cardholder Dashboard 111

Cardholder Summary 112

Recent Activity 112

Messages - for Admins 113

Outputs – for Admins 113

Program Administrator Dashboard 114

Chapter 10: Transactions Screen 116

Switching between the Simplified or Full View 117

Working in the Simplified View 118

Selecting a Statement Period 119

Controlling the number of transactions displayed 120

Searching for Transactions 121

Viewing Transaction Details 121

Displaying Line Item Details 123

Using Free Text Entry to Track Cost Allocations 123

Working in the Full View 124

Status Icons Used in the Transaction Table 126

Identifying Line Types in Simplified and Full View Transaction Tables 126

Sorting the Transaction Table 127

Searching for Transactions 127

Using Full View Filters 128

Creating and Applying a Filter 129

Using Criteria Fields 130

Saving Filters 133

Applying a Saved Filter 134

Changing a Saved Filter 134

Selecting Optional Columns for Display 135

Applying a Saved Configuration 136

Changing a Saved Configuration 136

Deleting a Saved Configuration 137

Displaying the Transactions Details Sidebar 137

Splitting Transactions 138

Deleting a Split Transaction 140

Bank Notification of Disputes 142

Displaying or Printing All Details 142

Browsing the Details 143

Printing Transaction Details 146

Chapter 11: Statements Screen 147

Cardholder 147

Cardholder Information 148

Card Account Details 148

Statements 148

eMessenger Service Options 148

Changing Your Delivery Method 149

Changing the Email Address for Statement Delivery 149

Viewing Statements 150

Program Administrator 152

Chapter 12: Card Summary Screen 155

Manage Payments 157

Make One-time Payment 157

Adding a Checking or Savings Account 157

Making a One-Time Payment 159

Set-up Automatic Payments 160

Turn Auto Pay Off 161

View Payment History 162

View Scheduled Payments 163

Card Details 165

Contact Details 165

Order a Replacement Card 166

Account Maintenance 168

Update Statement Delivery Option 169

View Auths and Declines 170

Chapter 13: Inquiry Screen 172

Cardholder Activity Inquiry 173

Delinquent Cardholder Inquiry 174

Merchant Spend Inquiry 175

Card Spend Summary Inquiry 176

Cards Without Spend Inquiry 177

MCC Merchant Inquiry 179

MCG Merchant Inquiry 180

Creating and Applying a Filter 182

Using Criteria Fields 183

Chapter 14: Redesigned UI Program Administrator Functions 185

Users & Cards 185

Using Filters 186

Users & Cards Field Descriptions 188

User & Card Details 195

Useful Links 196

Users & Cards Full Details 196

Lock or Unlock a User 197

Reset Password 199

Trace 200

Add New Cardholder 200

Add Non-Cardholder User 203

Change Limit and Strategy 205

Change Account Status 206

Card Request Tracking 207

Using Filters 208

Card Request Tracking Field Descriptions 210

Billing Control Accounts 213

Using Filters 213

Useful Links 219

Revision Guide May 8, 2018 220

Part 1: Overview Chapter 1: 360Control Introduction

The 360Control commercial card management system enables you to manage commercial card transactions through a Web-based user interface. This manual focuses on the Small Business Card Manager (SBC) service of 360Control. SBC is a tool designed to give you greater visibility and control of your expenses.

There are two roles within SBC: program administrators and cardholders.

Cardholders can perform tasks such as viewing their e-statements, viewing any authorizations or declines on their card accounts, and updating their own personal information.

Program administrators are responsible for maintaining the 360Control system at your corporate site. The program administrator’s responsibilities include creating and maintaining user and card accounts, setting spending limits and strategies, and running reports and enquires. In addition, Web Services functionality enables program administrators to make real-time updates to card accounts.

Using This Manual

This manual provides you with documentation about the features of the 360Control Small Business Card Manager. This manual is one of a series of manuals that explains 360 Control’s’s products and services. Each manual contains information about a specific subject. You may wish to refer to the other manuals for further information.

Be aware certain features were unavailable at the time of this manual’s publication. As a result, this manual provides information about most, but not all, features. Your institution may use features that are not covered by this manual. Or, if your institution has opted to implement only a few of the available features, this manual may provide information about features unavailable to you.

Note

Refer to the Program Administrator Functions chapter for moreinformation about the 360Control program administrator role.

Reading This Manual

The manuals use consistent writing conventions to help you find the information you need. The manuals use special text formatting as reader aids to assist you in quickly identifying items such as field names and linked information. The following chart indicates the reader aids manuals use for presenting different types of information.

Reader Aids

Cardholder New Accounts

Name of a manual

Total amount ($$$$¢¢)

Instructions for you to fill in a fixed-position field. This example is a 6-position dollar-and-cent field, with the last two positions as cents.

ADDRESS Name of a field on a system report or transaction screen

Cash Item Fee Name of an online Product Control File parameter or name of a field on a GUI screen

(1234 MAIN STREET)

Example of variable information in a field on a report

Introduction Hypertext link that takes you to related information when you click the blue words or numbers

This example is not linked.

Note

Refer to the Summary of Manuals chapter in the Reference Manual for a summary and description of each manual in the series.

Reader Aids (cont.)

Note Heading followed by text containing additional information about the topic, text directing you to a secondary source of information about the topic, or text explaining who you can contact for assistance or additional information

Warning! Heading followed by text giving you critical information about a particular topic

Locating Information Within the Manual

You can use various functions and features within the user documentation manuals to locate information easily.

Revision guides

Project numbers appear in the revision guide so that you may easily identify documentation changes related to a project. A page number appears in each revision guide entry to identify the specific page that has changed. You can click the page number and go directly to the new or revised information.

Linked information

All manuals have linked index entries to enable you to move from the index to a specific page. The table of contents entries for each manual also offer this feature. This manual includes links within each chapter to help you quickly access information elsewhere in the manual.

Page numbers

Page numbers appear in the upper right corner of each page and are continuous throughout the manual.

Note

Refer to the Researching the System chapter in the Reference Manual for more information about conventions used in the manuals.

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User Documentation Releases

You may view the most current version of the user documentation manuals online using the Client Web Site. The user manuals on the Web site are updated after each major and minor implementation.

In addition to using the manuals online, you may also download the documentation to your desktop. The download is a zip file that contains all documentation manuals in PDF format and an Adobe Acrobat search index. After downloading the zip file and extracting the files, you may use the files locally on your PC, upload them to a LAN, or burn them to CD.

The release date for each manual appears on the title page and at the bottom of each page within the manual.

Printing Manuals

Although you are encouraged to use the manuals online, you may print your own copy from the Client Web Site. If you choose to print your own copy, it is suggested you print the entire manual after each implementation to ensure your hard copy contains complete information and accurate page numbers. Printing only the pages affected by the implementation may not provide you all the proper information. You can only ensure complete and contextual information by printing the entire manual.

Compliance Policy

Refer to the Reference Manual for the Compliance Policy.

https://www.firstdataclients.com/green/Documentation/user_manuals/default.aspx

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Chapter 2: 360Control User Interface

The 360Control online user interface (UI) is currently available in the following versions.

Redesigned UI

This version of the 360Control UI optimizes the user experience and includes the following features.

Simplified navigation through streamlined screen layouts

Screen customization options such as the ability to show, hide, or rearrange columns; the ability to determine the number of rows of information to display on a screen; and the ability to save custom layouts or revert to previous layouts.

Switching Between Interface Versions

Accessibility Compliance

Web Browser Compatibility

Previous UI

This UI is for clients who already use the 360Control system and have not yet migrated to the redesigned UI.

Note

Refer to the Redesigned UI Administrator Functions chapterfor more information about the 360Control corporateadministrator role.

Note

Refer to Part 3: Redesigned User Interface of this manual fordetailed information about using the redesigned version of the360Control UI.

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Customizing the Business Card Manager

The appearance and function of both the previous and redesigned versions of the 360Control user interface (UI) depends in part on how you configure and implement the application for use at your institution.

Be aware certain features were unavailable at the time of this manual’s publication. As a result, this manual provides information about most, but not all, features. Your institution may use features that are not covered by this manual. Or, if your institution has opted to implement only a few of the available features, this manual may provide information about features unavailable to you.

Switching Between Interface Versions

After you log in at the company level, you can access the Redesigned 360Control UI by clicking Redesigned UI at the top right corner of any interface screen.

You can change back to the previous user interface by clicking the Previous Version link at the bottom right corner of any interface screen.

Note

Refer to Part 2: Previous User Interface of this manual fordetailed information about using the previous version of the360Control UI.

Contact your First Data Service Analyst for information aboutmigrating your institution to the redesigned 360Control userinterface.

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Each time you click the Previous Version link from the Redesigned UI or the Redesigned UI link from the Previous Version, the application displays the alternate version of the 360Control UI.

Accessibility Compliance

All of the cardholder-facing screens in the 360Control application are designed in compliance with the Web Content Accessibility Guidelines (WCAG) 2.0 AA standards to meet the needs of end users with disabilities and to ensure compatibility with screen reader tools.

The system currently supports the following screen readers.

VoiceOver for Apple Safari® versions 5.1.7 and 7.02

JAWS 13 for Microsoft® Internet Explorer version 9

JAWS 13 for Mozilla® Firefox version 27

Web Browser Compatibility

The 360Control user interface (UI) is currently compatible with the following Web browsers for security and developmental purposes.

Microsoft® Internet Explorer versions 8.0, 9.0, 10.0, and 11.0

Mozilla® Firefox (latest version)

Apple Safari® (latest version)

Google ChromeTM (latest version)

Note

Refer to the following Web site for details about WCAG 2.0 AAguidelines.

http://www.w3.org/TR/WCAG20/

http://www.w3.org/TR/WCAG20/

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Chapter 3: 360Control Registration and Logging In

The 360Control commercial card management system is accessed via Web browser. The web address will be provided to you by your institution. This address directs you to the main login screen for the 360Control application.

All users enter the 360Control application using the same registration or login procedure, regardless of whether you use the previous or redesigned 360Control user interface (UI).

This chapter provides information about the following procedures for first-time and returning users.

Registration

Logging In

Password and Username Recovery

Registration

First time users can use the following steps to register for access to the 360Control system. The Register Now process begins on the right side of the home screen.

1. In the Please select your role list, click one of the following role options. Depending on your setup, you may only see the Cardholder option.

Cardholder

Administrator

Click Register.

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2. The Self Registration screen appears.

3. In the Card No field, enter the 16-digit number on the front of your card.

In the Email Address field, enter the email address to which correspondence is sent.

Click Continue.

4. The next screen in the registration process appears.

Enter the security phrase using the CAPTCHATM program.

Click Continue.

5. A message appears indicating whether the registration was successful or failed.

6. If successful, the message displays your User Login. Retain this User Login as it is used for all future access to the system.

An email will be sent to the address provided with your temporary password.

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7. Click Login to return to the Login screen. Refer to the Logging In heading in this chapter for more information.

You will be prompted to create a new password. See the note below for password requirements.

8. Click Continue.

Logging In

If you have already registered for the application, complete the following steps.

Note

If your authentication details cannot be validated, aRegistration Failed message appears. Verify your detailsand try again or click Contact Us to contact the ProgramAdministrator.

Note

If you do not use Self Registration, your 360Control ProgramAdministrator will provide a temporary password. The firsttime you log in to 360Control you will be asked to change thepassword and validate a new one. Your new password must beat least eight characters and contain at least one upper case,one lower case, and one numerical character. You must nothave more than two identical consecutive characters.

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1. In the Please enter your Username field, type the User Login assigned during the registration process.

2. Click Login or press Enter on your keyboard.

3. A new box will appear. In the Password field, type the password you were provided.

4. Click Login or press Enter.

5. Depending on your setup, a final box may appear. Enter the answer to your security question, which could be the last four digits of your phone number, your mother’s maiden name, or the last four digits of your account number in the field.

6. Click Login or press Enter.

After you have logged in, your application home screen appears, based on the following conditions.

UI Screen Condition

Previous version Alerts screen You are an Administrator and 360Control has alerts for you.

Previous version Transactions Screen You are an Administrator and 360Control has no alerts for you. You are a Cardholder who does not have access to the Alerts screen.

Note

The security verification question(s) that appear on this screenwere determined at the time of implementation.

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UI (cont.) Screen (cont.) Condition (cont.)

Previous version E-Statement Screen 360Control has no alerts for you, and you are a Cardholder.

Redesigned version Transactions Screen You are a Cardholder, and you use the simplified view of the Transactions screen.

Redesigned version Dashboard Screen You are a Cardholder or a Program Administrator, and you use the full view of the Transactions screen.

Password and Username Recovery

Users can complete the following steps to recover a forgotten password or user name.

1. Click the Forgot Username? or Forgot Password? link.

The application displays the next screen in the user name or password recovery process.

Note

If you enter your login information incorrectly three times,your account will be locked. Contact your 360Control ProgramAdministrator to unlock your account.

Note

This functionality must be activated by your 360ControlAdministrator.

Note

The steps for both password and user name recovery are thesame.

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2. In the Please enter your... field, enter your password or user name as instructed.

3. In the Please enter your Email Address field, enter your email address.

4. In the Please enter your Card Number field, enter the card number associated with this account. If you are an Administrator who does not have a card, leave this field blank.

5. Click Continue.

The application will send your new user name or password to the email address you entered in step 3.

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Part 2: Previous User Interface Chapter 4: 360Control Previous User Interface Basics

This chapter provides information about the following general functions of the previous user interface (UI) of the 360Control system.

User Preferences

Changing the Language

Changing the Time Zone

Changing the Default Cost Allocation System (CAS)

Email Notifications for Card Request Changes

Choosing the Display Style of the Card Management Screen

Resetting the Password

Navigation Elements

Filtering Toolbar

Output Files

User Preferences

The User Preferences Administration screen enables you to change the language and time zone for the application. You can also reset your password from this screen.

To access the User Preferences Administration screen, click the Administration menu, then User, and click User Preferences Administration.

Note

Refer to the 360Control Redesigned User Interface Basicschapter of this manual for information about using theredesigned UI of the 360Control system.

Screens in this documentation may differ from specificconfiguration and branding reflected at your institution.

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Changing the Language

To change the language for your instance of 360Control, follow these steps.

1. On the User Preference Administration screen, click Language, then click Edit Preference.

2. In the Language list under Details, select your language, then click Save Preference. Your language change will take effect on your next login.

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Changing the Time Zone

To change the timezone of your instance of 360Control, follow these steps.

1. On the User Preferences Administration screen, click Timezone, then click Edit Preference.

2. In the Select your preferred time zone list, select a time zone.

3. Click Save Preference. Your time zone change will take effect on your next login.

Changing the Default Cost Allocation System (CAS)

This preference is not applicable to SBC. Email Notifications for Card Request Changes

You can set up the frequency and type of email notifications for card request changes. For example, you can schedule a time for the 360Control system to automatically send an email notification for actions such as credit limit change requests.

To set up email notifications, follow these steps.

1. On the User Preferences Administration screen, click Email notifications for Card Request changes, then click Edit Preference.

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2. Choose an option in the right panel and select a time for sending emails in the list.

3. Click Save Preference to save your changes.

Choosing the Display Style of the Card Management Screen

Take the following steps to determine the display style of the Card Management screen.

1. On the User Preferences Administration screen, click Display Style to use for Card Management screen, then click Edit Preference.

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2. Click an option in the Details panel.

3. Click Save Preference to save your changes.

Resetting the Password

The Reset Password functionality allows a user to change their password during a session. User-initiated password changes take effect on the next user login. A user attempting to change the password within the restriction period defined by the corporate administrator is denied access to the functionality.

To change your password, if allowed by your administrator, follow these steps.

1. On the User Preferences Administration screen, click Reset Password, then click Edit Preference.

2. Following the password rules as described on the right panel, enter your current password and your new password. Then, confirm your new password.

3. Click Save Preference. Your password change will take effect the next time you log in to the application.

Navigation Elements

The navigation elements available to a user are determined by the 360Control

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corporate administrator. The basic navigation elements are as follows.

Administration Toolbar

You use this toolbar when setting up the 360Control application. If you have the correct service profile, you can add, edit, and delete users, cards, cost allocation settings, reports, and exports.

Breadcrumb Trail

Text indicating your position within the 360Control application.

Filtering Toolbar

You can use this toolbar to narrow the list of results appearing on a screen or dialog box. The filtering criteria is specific to the screen on which it appears.

Function Panel

You use this toolbar at the bottom of each screen to view context sensitive functions for each screen.

Hot Links

You use this set of links to access the most common day-to-day functions.

Logout

Use the Logout button to securely leave the 360Control application.

Filtering Toolbar

The filtering toolbar appears on some screens and dialog boxes and enables you to narrow the list of results appearing on the screen/dialog box. The filtering criteria is specific to the screen/dialog box on which it appears. You can produce results using any, or all, of the fields on a filtering toolbar. Managers/transaction approvers may have additional options compared to

Administration Toolbar

Hot Links Filtering Toolbar

Breadcrumb Trail

Function Panel

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basic cardholders. The following is an example of a filtering toolbar.

Advanced Search An Advanced Search link may appear on the filtering toolbar and is used

to display a dialog box with additional filtering criteria for narrowing your search results. The following is an example of an advanced search criteria dialog box.

Click Submit and Close to submit your search criteria and close the dialog box. The results appear on the screen/dialog box. You can click Submit to display search results while keeping the dialog box open.

When you submit criteria with an advanced search dialog box, the filtering toolbar changes to display only the advanced search criteria you have submitted. Click Basic Search to display the normal filtering toolbar.

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Calendar The button appearing next to fields is used to choose a date. Clicking

this button displays a calendar that can be used to choose dates several years in the past, or future, depending on your need.

You must click a day on the calendar to populate the field.

Check box/Option button

Fields with check boxes or option buttons, such as View Addendum, can be selected to filter results.

Dialog box The button appearing next to fields is used to display a dialog box that you can use to populate the field.

List Fields such as Trans Status allow you populate the field with options from a list.

Filter button Click Filter to display results on the screen/dialog box with the values that appears in the filtering fields.

Reset button Click Reset to return the filtering fields to their default values.

Text box Text boxes such as First Name enable you to enter text that is used to filter information available on the screen/dialog box. The text you enter is not case sensitive. The filtering functionality produces results based on any text you enter in these fields. For example, entering the letter j in the First Name box can display the names Jennifer and James in your results.

Output Files

The Output File button appears on some screens and enables you to create a Microsoft® Excel file (.xls) or a Comma Separated Value file (.csv) that contains the information that appears on each page of a screen. For example, if you are viewing a Transaction screen with ten pages of information, the output file you create will contain all of the information on those ten pages.

Description

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Chapter 5: E-Statement Screen

The E-Statement screen provides online access to daily transaction information by billing period. This screen appears in a standard cardholder statement format. You can see details for your current statement and up to 12 months of previous statements. A manager who is responsible for other cardholders can view their cardholders’ current or historical statements.

The eMessengerSM service can be integrated with the 360Control system to produce electronic cardholder statements in PDF format. Refer to the eMessenger Service Integration heading in this chapter for more information.

You can also view a summary e-statement for billing control accounts. Refer to the Billing Control Account Summary E-Statement heading in this chapter for more information.

If you are using real-time Web Services, the Manage Card Account button is available on the E-Statement screen. Clicking this button enables you to View and Edit Card Details. Depending on your corporate setup, cardholders can perform the following actions.

View their own authorizations and declines

Submit changes to their own contact details (change name, address, etc.)

Change the plastic shipping address

Order a new plastic

Submit an online payment

Set up scheduled auto-payments

View their delinquency status

After logging in, if alerts have not been issued to you, the E-Statement screen appears automatically. Otherwise, to access the E-Statement screen, click the E-Statements quick link. The following screen appears.

Note

Contact your 360Control helpdesk or professional services formore information about integrating eMessenger servicefunctionality with 360Control.

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E-S tatement Screen Field Descriptions

Card

Name of the cardholder followed by the account number

The application masks the first twelve digits of the account identifier.

Credit Limit

Credit limit amount

Format: dollar and cent in U.S. dollars

Previous E-Statement

Click this link to view the e-statement for the previous billing period. You can also choose a billing period from the list to the right of this link. Billing periods for the previous year are available.

Next E-Statement

Click this link to view the e-statement for the next billing period.

(E-Statement for Billing Date)

Billing date for previous e-statements

Format: MM/DD/YY

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The caption for this field is Statement details to date when the current statement is chosen in the list. The current date for the current e-statement and the date the billing period ends for the current e-statement appear in this instance.

Payment Due Date

This field is not applicable.

Previous Balance

Amount of the balance from the previous e-statement


Debits

Total amount and count of purchases for the current billing period

Format: dollar and cent in U.S. dollars followed by the count in parentheses

Credits

Total amount and count of credits for the current billing period


Payments

Total amount and count of payments for the current billing period


Available Credit

Amount for the current billing period


(Closing Balance)

Closing balance amount and total number of transactions


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The caption for this field is Current Balance when the current statement is chosen in the list and displays the current balance amount and total number of transactions.

Tx. Date

Date of the original transaction

Format: DD/MM/YY

Posted On

Date the transaction posted to the account

Format: DD/MM/YY

Merchant

Name of the merchant

Amount

Total amount of the transaction

Format: dollar and cent

Ex Rate

Currency exchange rate applied to the transaction if it occurred in a foreign country

Debit

Total amount of a debit transaction


Credit

Total amount of a credit transaction


Billing

Amount of the transaction before tax is applied


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Print E-Statement

When you click Print E-Statement, you can save the statement information that is appearing on the screen as a portable document format (PDF) file. After saving the file, use another application to print it.

Manage Card Account

Click Manage Card Account to view a dialog box that enables you to view and update card-related information.

Note

Some fields and buttons may be unavailable. A cardholder’sability to update information on this dialog box depends onyour corporate setup.

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Billing Control Account Summary E-Statement

When you access the E-Statement screen for a central billing control account that has cycled, the Control Account Summary link appears.

Click the Control Account Summary link to display the summary e-statement.

Note

Summary e-statements are not available for individual billedcontrol accounts.

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The billing control account summary version of the E-Statement screen displays information for each subaccount associated with the billing control account. Subaccounts are displayed in ascending order by account number. All subaccounts, regardless of status, are displayed except those with a zero balance on the statement date.

The E-Statement screen for billing control accounts displays the Print E-Statement and Download E-Statement buttons. You can click Print E-Statement to generate a PDF file containing the statement information that is appearing on the screen. You must then click Download E-Statement to save the PDF file to your computer. After saving the file, you must open it in another application to print it. Summary e-statement PDFs contain the information that appears on the E-Statement screen as well as detailed e-statements for each subaccount.

Click the Return to Control Account link to return to the main E-Statement screen for the billing control account.

eMessenger Service Integration

When the eMessengerSM service has been integrated with the 360Control system, the following screen appears when you click the E-Statements quick link.

Note

If the Download E-Statement button is available when youaccess this screen, a PDF file containing the statementinformation has already been generated and you do not needto click Print E-Statement to generate one.

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If there is no email address in the 360Control system for the card displayed, the Online Statement heading displays a message stating that you must add an email address to access online statements. Cardholders can click the Manage Card Account button to display the Add/View/Edit dialog box and add an email address in the Contact Details section. Users associated with the billing control account can click the Manage Card Account button to display a dialog box allowing entry of an email address. When there is an email address in the 360Control system for a card or billing control account, the Online Statement heading displays information about the availability of your online statements. You will also begin receiving email notifications when your online statements are available.

The Current Delivery Method heading displays your current method of statement delivery. When there is an email address in the 360Control system for a card or billing control account, the Change button is available and enables you to change the delivery method to one of the following.

Receive Electronic Statement Only

Receive Both Paper and Electronic Statement

Receive Paper Statement Only

The system displays up to three statements. Additional configuration is required to view more than three.

Note

Contact your 360Control help desk or professional services formore information about establishing the number of months ofprevious statements that can be accessed.

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Chapter 6: Transactions Screen

Purchasing card transaction information is automatically imported into the 360Control system on a daily basis. You can view a detailed list of these transactions on the Transactions screen. Transactions on this screen are classified as follows.

Top line

This is basic information about the transaction contained on one line.

Line item detail (LID)

This is top line transaction information plus additional lines of detail provided by the merchant. For example, the merchant may provide a list of items purchased and the price of each. The icon identifies a line item detail.

Split line

You can manually split top line transactions into multiple line items using the transaction split feature. The icon identifies a split line.

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By default, a cardholder’s new/imported transactions from the previous day appear. Use the Filtering Toolbar on this screen to narrow your results list.

Transactions Screen Field Descriptions

Use the horizontal scroll bar at the bottom right of the window to view all available fields on the Transactions screen. When using the scroll bar, the Date through Status columns remain in place while the remaining columns scroll.

Use the check boxes to the left of each record to select transactions for processing. You can click the first check box to select all records.

Date

Date of the transaction

Format: MM/DD/YY

Cardholder

Name of the cardholder

Card Number

Purchasing card account identifier


Merchant


Billing Amt


Format: dollar and cent in U.S dollars

Status

Symbols representing the life-cycle status and tax recording status of the transaction

Note

You can place the mouse pointer over this field to display atext description of the status.

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Valid symbols:

Original Amt



Net Amt

Amount of the transaction before sales tax is added or the merchant discount is applied


Discount

Amount of discount provided by the merchant

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TAX Amt

Amount of sales tax applied to the transaction


TAX Rate

Sales tax rate for the transaction

Format: %.%%

TAX Code

Client-defined code representing the sales tax rate

Reference

Merchant-defined reference number identifying the customer

Receipt

Click the icon to indicate that you have a receipt for the transaction. The following dialog box appears.

Click the check box, and click Submit, to indicate that you have the original receipt. If you want to attach a scanned copy of the receipt for approver review, click Yes before clicking Submit. The following dialog box appears.

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You can upload Adobe® PDF or Microsoft® Word files from your PC. Click Browse to search for the file and click Submit to upload it.

After you have uploaded a scanned copy of the receipt, the receipt icon changes to . Click this icon to display the following dialog box which enables you to view or remove the scanned copy from the 360Control system.

Split

Select a check box to the left of the Status field and click Split to manually enter line item details for the transaction.

Details

Select the check boxes to the left of the Status field and click Details to display a dialog box containing additional details about the transaction(s).

Comment

Select the check boxes to the left of the Status field and click Comment to add a comment to the transaction(s).

Note

First Data does not accept responsibility for the content ofattached documents.

Note

Refer to the Splitting Transactions heading in this chapter formore information about splitting transactions.

Note

Refer to the Transaction Details Dialog Box for descriptions ofthe fields on this dialog box.

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Dispute

Select the check boxes to the left of the Status field and click Dispute to indicate that the transaction is being disputed.

Trace

Select a transaction and click Trace to view a log of actions performed on the transaction.

Email

Click Email to send an email message using an email template.

Output File

Click Output File to generate a file that contains details about the transactions on this screen.

Note

Refer to the Adding Comments heading in this chapter formore information about adding comments.

Note

Refer to the Disputing Transactions heading in this chapter formore information about indicating the transaction is indispute.

Note

Refer to the Transaction Trace Dialog Box heading in thischapter for more information about viewing the history of atransaction.

Note

Refer to the Output Files heading in the 360Control PreviousUser Interface Basics chapter for more information

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Splitting Transactions

Splitting a transaction divides a top line transaction or line item into multiple line amounts for tax coding and cost coding at a more detailed level. Split lines are displayed in the same manner as LIDs (Line Item Detail) and are treated as addendum data. On the filtering toolbar, you can select the View Addendum check box to view both LIDs and Split lines. The icon identifies a split line transaction.

Any type of transaction can be split whether at top line or line item, unless the transaction has been exported or approved. Approved transactions must be unapproved first.

Creating Top Line Splits

Take the following steps to split a top line transaction.

1. On the Transactions screen, select the check box for a top line transaction.

2. On the functionality panel, click Split. The Split Transaction dialog box appears with information from the top line transaction, including the merchant name, original (source) amount, exchange rate (only displayed for foreign transactions), billing amount, tax receipt amount, net amount, tax rate, and tax code. This information is used as a reference when applying the split information and cannot be changed.

3. In the No. of split lines box, type the number of split lines required.

4. Select a format for the split by clicking Billing Amount Split or Percentage Split.

5. Click Create Split Lines. The required number of split lines appears in the main panel. By default, the new split lines have a default description applied: Split 1, Split 2, or Split 3. You may edit the default descriptions.

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The splits are initially named Split 1, Split 2, Split 3, etc. You can edit these names.

6. You can edit the Billing Amt or % boxes depending on the format you chose in step 4. Enter the relevant values in the boxes. The last split line field is not editable and shows the remainder of the total as other split line values are entered. Only when the split line amounts match the total billing, or percentage, amount will the Original Amt, Tax Amt, and Net Amt values be calculated.

7. Click Submit to save the split lines to the Transactions screen. Percentage amounts are restricted to two decimal places.

8. Split lines take all default cost allocation codes from the top line. Cost allocation codes can only be applied to split lines on the main Transactions screen. On the Transactions screen, the icon denotes a new split line.

Note

Billing amounts and percentage amounts are restricted to twodecimal places.

Note

Clicking Delete Split removes the split lines and returns thetransaction to its original state.

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Editing Top Line Splits

You can edit a split transaction, but you cannot add or remove lines from an existing split. To add or remove lines, delete the split and start the process again. Take the following steps to edit top line splits.

1. Select the check box for the top line transaction containing the split lines to edit.

2. Click Split. The Split Transaction dialog box appears containing the saved split line information either in billing amount or percentage mode.

3. Click Billing Amount Split or Percentage Split to switch to editing mode, and then click Change Edit Mode.

4. Edit the information, and click Submit. The dialog box closes and the split fields are applied on the Transactions screen.

Creating Line Item Splits

Take the following steps to split a line item.

1. On the Transactions screen, select the check box for a top line transaction containing line items to split.

2. Click Split. The Split Transaction dialog box appears with information from the top line transaction and existing line items. This information is used as a reference when applying the split information and cannot be modified.

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3. To select a format for the split, click Billing Amount Split or Percentage Split.

4. In the No. Split column, type the number of split lines required for each line item.

5. Click Create Split Lines. The required number of split lines appears in the bottom panel. The new split lines take the description of the original line item; however, you can edit this information.

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6. You can edit the Billing Amt or % boxes depending on the format you

chose in step 3. Enter the relevant values in the boxes. The last split line field is not editable and shows the remainder of the total as other split line values are entered. Only when the split line amounts match the total billing, or percentage, amount will the Original Amt, Tax Amt, and Net Amt values be calculated.

7. Click Submit. The dialog box closes and the split fields are applied on the Transactions screen.

Editing Line Item Splits

Line item splits can be edited but individual lines cannot be added or removed. To add or remove lines, delete the split and start the process again. Select the check box for the top line transaction, and click Split. The Split Transaction dialog box appears displaying the saved information. Edit the information in the bottom panel, and click Submit to close the dialog box and update the Transactions Screen.

Note

Billing amounts and percentage amounts are restricted to twodecimal places.

Note

Clicking Delete Split removes the split lines and returns thetransaction to its original state.

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Adding Comments

Take the following steps to add comments to a transaction. The comments appear in the Details dialog box.

1. Select the check boxes to the left of the Status field for any transactions for which you want to apply a comment. When you select multiple transactions, the comment you add is applied to each.

2. Click Comments.

3. In the Comments dialog box, type the text of your comment.

4. Click Submit.

You cannot edit a comment, but you can replace them with new text by following the previous steps.

Disputing Transactions

Take the following steps to change the dispute status for transactions that are in dispute with the issuing bank.

1. Select the check boxes to the left of the Status field for any transactions for which you want to apply a dispute status. When you select multiple transactions, the status is applied to each. You cannot select line items or split lines for this operation.

2. Click Dispute.

3. In the Dispute dialog box, select either Dispute this transaction or Undispute this Transaction.

4. Click Submit. The Status field is updated to display the appropriate status.

Bank Notification of Disputes

Functionality is also available that enables you to refer a disputed transaction to the issuing bank by sending a message to a pre-determined email address for the bank. Once transactions are disputed, the dispute status cannot be retracted in the 360Control application. If transactions are disputed in error, you must contact the issuing bank to retract the dispute.

Note

You must contact the 360Control help desk to begin using thisfunctionality.

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Take the following steps to initiate disputes with bank notification.

1. Select the check boxes to the left of the Status field for any transactions for which you want to notify the issuing bank of a dispute. You cannot select line items or split lines for this operation.

2. Click Dispute. The following dialog box appears.

3. Click a reason for the dispute. If you selected multiple transactions, the reason is applied to each. You can also type a comment in the text box.

4. Click Submit. An email message is sent to the issuing bank and a copy of the message is sent to the user who initiated the dispute. The Status field is updated to display the appropriate status.

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Transaction Details Dialog Box

The Details dialog box appears when you select one or more transactions and click the Details button on the Transactions screen.

Transaction Details Dialog Box

Transaction date Date

Post date Date the transaction was added to the balance

Format: MM/DD/YY

Description

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Transaction Details Dialog Box (cont.)

Transaction Type Text describing the type of transaction

Valid codes:

Line Item Detail - Additional lines of transaction information provided by the merchant that accompany the top line transaction

Split Line - Lines of transaction information that have been manually added by a user to the top line transaction

Top Line - Basic transaction information appearing on one line

Cardholder Cardholder

Card Number Card Number

Structure Position of the cardholder on your corporate hierarchy

Merchant Name of the merchant

Merchant Order Number Number identifying the merchant order

Supplier VAT Number Merchant/supplier federal tax or value added tax identification number

MCG Merchant category group code representing the general category under which merchant category codes fall

Refer to the Merchant Category Codes chapter in the Reference Manual for valid codes.

MCC Merchant category code representing the type of business conducted by the merchant

Refer to the Merchant Category Codes chapter in the Reference Manual for valid codes.

Customer Reference Code Reference

Stan Ref Client-defined number identifying the transaction

Tran ID Unique transaction identifier d by the 360Control system

Status Status

Tax Indicator determining whether the merchant has included tax information with the transaction

Tax Error/Desc Text describing errors with the tax amount passed by the merchant

Tax Implementation This field is always blank.

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Transaction Details Dialog Box (cont.)

Comments Text of the comments added to the transaction using the

Comment button on the Transactions screen

Top Line Details Heading for top line transaction details

Country of Purchase Country where the purchase was made

Tax Reg Country Country in which your company is registered for taxation

Billing Gross Amount Billing Amt

Tax Target Country Country in which your company pays tax

Billing Net Amount Amount of the transaction before tax is applied


Accredited Country Check mark indicating that the country applies sales tax to the purchase

Billing Tax Amt. Amount of tax applied to the transaction


Non-Accredited Country Check mark indicating that the country applies Value Added Tax (VAT) to the purchase

Original Gross Amount Original Amt

Domestic Check mark indicating that the transaction occurs in the country where the card was issued

Original Net Amount Net Amt

Non-Domestic Check mark indicating that the transaction occurs outside the country where the card was issued

Original Tax Amount TAX Amt

Exchange Rate Currency exchange rate applied to the transaction if it occurred in a foreign country

Client Name This field is always blank

Tax Code Desc Client-defined description of the tax rate

Ticket No. Airline ticket number if the merchant sent enhanced airline data with the transaction

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Transaction Trace Dialog Box

The Transaction Trace feature is used to view a log of actions performed on a selected transaction. This log includes the name of the user who performed the action. You can select a single transaction on the Transactions screen and click Trace to display the following dialog box.

Information about the original transaction appears at the top of the dialog box followed by each action in order from newest to oldest.

Transaction Trace Dialog Box

Date/Time Date and time of the event

Format: MM/DD/YY HH:MM:SS

Name Name of the user who performed the action

Event Type Text describing the action performed on the transaction

Business Log Details about the action performed on the transaction

Print Current Trace List Click this button to print the information appearing on the dialog box

View Details Select an event and click this button to view additional details about the event and the transaction

System Audit Trail Not Applicable

Close Click this button to close the dialog box

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Chapter 7: Program Administrator Functions

It is the 360Control Program Administrator's responsibility to maintain the 360Control system for a company. This includes adding and maintaining new cards and users and running reports and inquiries.

Program administrators have additional options in the Administrative Toolbar and Hot Links areas of their 360Control screens. The following tables identify the additional menu options available to administrators.

Administrative Toolbar

Toolbar Option Category Subcategory

Administration User User Management

User Preferences Administration

Card Card Management

Card Request Tracking

Business Event Audit Trail

Hot Links

E-Statements

Transactions Screen

Online Reports

Run Reports

Download Reports

Alerts

Button

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User Management

The User Management screen allows the program administrator to view information and perform various actions for 360Control users. To access the User Management screen, on the Administrative toolbar, click Administration, User, then click User Management.

By default, all users in your company appear. Use the Filtering Toolbar on this screen to narrow your results list.

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User Management Field Descriptions

Use the horizontal scroll bar at the bottom right of the window to view all available fields on the User Management screen. The following fields are display only.

User Name

Name of the 360Control user

User Login

Client-defined text identifying the user who logged on to the 360Control system

Employee ID

Client-defined identifier of the user

Card


The 360Control application masks the first twelve digits of the account identifier.

If multiple cards belong to the user, the text Multiple appears in this field and provides a link to a dialog box containing the card identifier and the cardholder name associated with each. Users may have different cards for different purposes. For example, an employee may be responsible for purchasing supplies for multiple departments using a different card for each department. The purchases for each card could be accounted for on different sets of books. Closed cards appear grayed on this dialog box.

Profile

Text describing the service profile to which the user belongs

Account Status

Status of the user’s 360Control account

Valid values: Locked - The user’s account has been locked by the administrator.

The user cannot log in to the 360Control system. Unlocked - The user’s account is not locked.

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User Status

Status of the User

Valid values: Active - User is currently active within the 360Control service.

This excludes users who have been marked for expiration.

Cardholder - User has at least one card assigned. Expired - User has been expired from the 360Control service.

The default period for expiration is the current billing period + 2. The user is notified of the date that this expiration will take place. Expired users are displayed in gray italics.

- User does not have a card assigned. Unassigned - User is not assigned to the company structure.

Unsetup - User has a card number but no user details or have yet to be assigned to the company structure. This status is usually created from the bank data feed.

Self Reg’d

Indicator designating whether a client-defined process that allows users to register themselves in the 360Control system was used

Activity Log

Click the View Activity Log link in this field to view a history of events for the user from newest to oldest.

The following dialog box appears.

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User Trace Dialog Box




Event Type Text describing the action performed on the card

Business Log Details about the action performed on the card


View Details Select an event and click this button to view additional details about the event and the card

System Audit Trail Not Applicable


Approver Type

Symbol representing the approver type

Field Description

Note

You can place the mouse pointer over this field to display atext description of the approver type.

Chapter 7: Program Administrator Functions

58

Valid symbols:

- Card Request Approver This symbol identifies a manager who can approve card requests for new and existing cardholders.

Select All

Click Select All to select all the users appearing in your list. When you click this button, all the check boxes to the right of the Viewpoint field will contain check marks.

Add/Edit/View

Click Add/Edit/View to add, edit, or modify user information.

User Security

Click the User Security button to access options related to security within the 360Control system.

Email


Output File

Click Output File to generate a file that contains details about each user on this screen.

Note

Refer to the Add/Edit/View User Details heading for moreinformation.

Note

Refer to the User Security heading for more information.

Note

Refer to the Email Messages heading for more information.

Note

Refer to the Output Files heading in the 360Control PreviousUser Interface Basics chapter for more information

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Add/Edit/View User Details

Use the Add/Edit/View feature in the following situations.

Administrators may need to create new users who will not have a card in the 360Control system. These non-cardholder users may serve as backups to the administrator or may have auditing responsibilities.

When a card has been automatically set up in 360Control through a bank file, the administrator may need to add some user details manually. You will also need to add card details on the Card Management screen.

Administrators can use this feature for editing or viewing existing user details.

To edit user preferences, select the check box for a user and place the mouse pointer over the Add/Edit/View button and click User Preferences.

Take the following steps to use this feature.

1. For a card automatically setup through a bank file or for an existing user, select the check box for the user. For users who do not already have a card on the 360Control system, skip to the next step.

2. Click Add/Edit/View. The Add/Edit User dialog box appears.

Note

See the User Preferences heading in the 360Control Basicschapter for more information about this feature.

Note

The dialog box initially displays mandatory fields only. You canclick the Show ALL Fields option to display all fields.

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Add/Edit/View User Details Dialog Box

The user’s name and verification information appear at the top of the dialog box. Additional user information appears under the following headings.

Password Details Fields under this heading provide login and password details.

Description

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Add/Edit/View User Details Dialog Box (cont.)

User Account Status Fields under this heading provide information about the

Account Status of the user as well as the ability to lock and unlock the user’s account.

User Status Details This field indicates the User Status in the 360Control system.

Personal Details Fields under this heading provide personal details about the user.

Associated Users Details

Fields under this heading provide details about the user’s relationship with the 360Control system.

3. Enter or modify the user details as appropriate. Mandatory fields are marked with asterisks.

4. When adding or editing information, click Submit and Close to save the entered details. A message appears confirming that the user details have been successfully updated.

When viewing information, click Close to close the dialog box without saving.

User Security

The user security feature provides controls for restricting access to the 360Control system.

Lock or Unlock a User

This feature enables an administrator to lock and unlock a user’s access to the 360Control system. Users are not able to log in to the system when locked. In addition, users that lock themselves out of the system can be unlocked by the administrator. For example, this can occur when a user enters an incorrect password three times.


1. On the User Management screen, select the check box of the user to lock or unlock.

2. Place the mouse pointer over the User Security button and click Lock or Unlock.

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3. Confirm your selection on the confirmation message that appears. The

users are locked or unlocked from the 360Control application and are notified upon login.

Expire/Reactivate a User

This feature enables an administrator to expire and reactivate users. For example, users who leave a company can be given an expired status. Expired user information appears shaded on the User Management screen. Once a user has been given an expired status, user details cannot be modified. When expired users are reactivated, user details can be modified.


1. On the User Management screen, select the check box of the user to expire or reactivate.

2. Place the mouse pointer over the User Security button and click Expire or Reactivate.

3. Confirm your selection on the confirmation message that appears.

Sending a New Password to a User

This feature enables administrators to send an email message containing a new system-defined password to a user. The user can use this password to log in to the 360Control system. When a user logs in using a system-defined password, the user will be asked to change the password.

Take the following steps to send a new password to a user.

1. On the User Management screen, select the check box of the user who requires a new password.

2. Place the mouse pointer over the User Security button and click Password.


Note

This feature is only available if the Allow users to requestgeneration of password option is selected on the CompanyInformation Screen screen. Refer to the Resetting thePassword heading in the 360Control Previous User InterfaceBasics chapter for more information.

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3. Click the Generate Passwords button on the confirmation message to display the following dialog box.

4. If the user has a valid email address stored in the 360Control system, a check box appears next to the user’s name and the system-defined password. Click Send Email to send the new password to the user.

Email Messages

Use the email feature to send email messages to all users appearing on the User Management screen.

Take the following steps to use the email feature.

1. Click Email.


The text at the top of the dialog box tells you that the message will be sent to the number of people in the group to which you belong.

2. In the Template list, choose an email template to use for your message. You can modify the information that appears in the Subject and Content boxes.

3. Click Submit to send the message to the users in your group.

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User Preferences Administration

User preferences allow all users of the 360Control system to override the company default time zone, change the default language, and reset passwords.

Company Information Screen

Program Administrators can use the Company Information Screen to view the company’s available credit and credit line. To access the Company Information Screen screen, on the Administrative toolbar, click Administration, then point to Corporate, then click Company Information Screen. The following screen appears.

Note

See the User Preferences heading in the 360Control PreviousUser Interface Basics chapter for more information about thisfeature.

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Company Information Screen Field Descriptions

(CLOTHESTOWN CORPORATION)

Company name

SYS/PRIN/AGENT

Identifier of the hierarchical levels of system, principal, and agents used to group accounts for a client

(6855 PACIFIC STREET)

First line of the company mailing address

COMPANY ID

Identifier of the company associated with a commercial card account

(MEMPHIS)

City of company mailing address

(TN 38167-0161)

Post office state abbreviation of the company mailing address followed by the ZIP/postal code of the company mailing address

(USA)

Code representing a country

(1234567890)

Company contact telephone number

COMPANY CREDIT LINE

Amount of the company’s credit line

Format: whole dollar This amount is used to determine when a commercial card account has exceeded its credit line percentage for reporting purposes only.

Note

Refer to the Country Codes chapter in the Reference Manual for valid country code.

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COMPANY AVAILABLE CREDIT

Amount of the company’s available credit

Format: whole dollar This amount represents the company’s credit limit minus the current balance and all outstanding authorizations for customers belonging to the company.

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Card Management

The Card Management screen enables users to view information for multiple cards. Using the filtering functionality, users can find cards and complete various actions on this screen.

The 360Control system automatically sets up a card once the details are received in the bank file. Each cardholder is created using information in the file, such as the card account number, the billing cycle, billing unit and billing currency, as well as associated user details.

Each new card created is initially assigned to an unassigned pool of cards. The program administrator can then move the cards to the relevant place within the organization hierarchy. This screen enables the program administrator to add information to the card details. 360Control also allows for real-time updates of card information, such as credit limits, and authorization strategies. Refer to the guide for New Card Management services for more information.

To access the Card Management screen, on the Administrative toolbar, click Administration, Card, then click Card Management.

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Card Management Field Descriptions

Use the horizontal scroll bar at the bottom right of the window to view all available fields on the Card Management screen. The following fields are display only.

Card No.



Embossed Name

Name embossed on the card

Entity Name

Location of the card on the corporate hierarchy

User

First and last name of the user who logged on to the 360Control system

Status

Status of the card

Valid values: Active - The card is active within the 360Control system. Closed - The card has been closed.

Closed cards are expired from the 360Control system and their details appear grayed.

Note

If you use the First Data e-Customer ServiceSM application toview and print online cardholder statements, you can view thestatements in the format that is available in the First Data e-Customer ServiceSM application instead of the standard360Control E-Statement screen. Contact your 360Control helpdesk or professional services for more information about thisfunctionality. When you use this functionality, the card numberis linked to the online statement as it appears in the First Datae-Customer ServiceSM application.

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Valid values:

Lost - The card has been assigned a lost status after being replaced. Lost cards are expired from the 360Control system and their details appear grayed.

Replaced - The card has been replaced due to a lost/stolen status. Replaced cards are expired from the 360Control system and their details appear grayed.

Stolen - The card has been assigned a stolen status after being replaced. Stolen cards are expired from the 360Control system and their details appear grayed.

Total Credit Limit

Credit limit of the card


Strategy

Strategy that was used to control the transaction authorization

Cost Allocation System

Not applicable

Restricted Access Group

Not applicable

Cost Allocation Group

Not applicable

Favorites

Not applicable

Product

Text describing the product to which the card belongs

The product is a group with the following attributes in common.

Association

Data Provider

Bank

Card type

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Currency

Billing Type

User Login

Client-defined text identifying the user

This text is used for login purposes.

Billing Control Account

Account number to which individual cardholder accounts are linked.

The control account is required for both subaccounts and individual payment accounts and one is created when you are initially set up on the 360Control system.

Cycle

Current count of cycles for the card

Single Transaction Limit

Maximum amount of a single transaction for the card


Available Credit

Amount of available credit on the card at the time the Card Management screen was viewed


Cash Limit

Total amount of cash that can be withdrawn


Available Cash

Amount of cash that is available for withdrawal


Note

Refer to the Add/View/Edit Card Details heading for moreinformation.

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Requests

Information about card management requests appears in this field.

Transaction Approver

Not applicable

Request Approver

Name of the card request approver assigned to handle card update requests

Select one or more cards and click Approver to assign an approver.

Select All

Click Select All to select all the cards appearing in your list. When you click this button, all the check boxes to the right of the Entity Name field will contain check marks.

Add/View/Edit

Click Add/View/Edit to add, edit, or modify card information.

Payment Tracking

Click Payment Tracking to display information about cardholder payments.

Approver

Select one or more cards and click Approver to assign an approver to the selected cards.


Note

Refer to the Card Request Tracking heading for moreinformation.

Note

Refer to the Add/View/Edit Card Details heading for moreinformation.

Note

Refer to the Payment Tracking heading for more information.

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You can narrow the list of available approvers using the Filtering Toolbar above the list. Select an approver type in the list at the top of the dialog box and click the option next to the approver’s name. Click Submit to assign the approver to the card.

Trace

Select a card and click Trace to view a history of events for the card from newest to oldest.


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Card Trace Dialog Box




Event Type Text describing the action performed on the card

Business Log Details about the action performed on the card


View Details Select an event and click this button to view additional details about the event and the card


Auths/Declines

Select a card and click Auths/Declines to display a dialog box with information about all approved and declined authorizations for the account.

Email


Comment

Select a card and click Comment to add a comment to the card.


Note

Refer to the Email Messages heading for more information.

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Use this dialog box to enter and view comments for the selected card. When a comment has been added, the symbol appears in the status column for the card and you can click Comment to read existing comments. Comments are never deleted for the card.

Output File

Click Output File to generate a Microsoft® Excel file that contains details about each user on this screen.

Add/View/Edit Card Details

Use the Add/View/Edit button on the Card Management screen in the following situations.

Administrators can use this feature to create cards and assign users to the cards.

Administrators can use this feature for editing or viewing existing card details, including setting spending controls and credit limits for company cardholders.

When a card has been automatically set up on the 360Control system through a bank file, it is necessary to assign the correct details to the card. You will also need to add user details on the User Management screen.

These actions update the system mainframe in real-time.

Create Cards Take the following steps to create cards:

1. From the Administration menu, select Users & Cards

Note

Billing Control Accounts must be set up on the First Datamainframe. Contact professional services or your 360Controlhelp desk for assistance with Billing Control Account setup.

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2. Select +Add in the upper right corner:

3. From the following 2 drop down boxes, select the appropriate company and

billing account to which the new card should be linked:

4. Enter the appropriate information in the next few fields. A red asterisk indicates a required field. Click “Next” to advance to the next screen.

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1.

5. Select the appropriate user profile for the cardholder.

77

• All cardholders will have a user profile automatically created in 360Control; it is up to the Program Administrator whether they wish to grant the user access to the system.

6. Click “Submit” when ready to complete the card setup process or “Previous” if revisions need to be made.

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View and Edit Card Details

The Add/View/Edit Card dialog box enables you to view and edit card information and to set spending controls and credit limits for company cardholders.

Take the following steps to view and edit card details.

1. For a card automatically setup through a bank file, or to edit an existing card, select the check box for the card.

2. Click Add/View/Edit. The Add/View/Edit Card dialog box appears.

3. Ensure that the Card option is selected at the top of the dialog box and enter, or change, information in the appropriate fields. You can type information in text boxes, select existing information from lists, or use the

icon to select information from dialog boxes.

Note

The dialog box initially displays mandatory fields only. You canclick the Show ALL Fields option to display all fields.

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Add/View/Edit Card Dialog Box

Card Details Fields under this heading provide details for the card such as account numbers and

card products and currency.

Name Details Fields under this heading provide cardholder name details including first, last, and embossed names.

CAS Details Not applicable

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Add/View/Edit Card Dialog Box (cont.)

Contact Details

Contact Details (continued)

Fields under this heading provide contact information including addresses, phone numbers, and the business email address.

Click Plastic Shipping Address to view the plastic shipping address if one was entered at the time the card was created. The statement address also appears. This dialog box is view-only.

Click Contact Details to update the contact details for a cardholder. A dialog box with columns for new values and current values appears enabling you to change the information. Red asterisks indicate required fields.

Description

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Card Limits Fields under this heading enable you to change the card’s authorization strategy and

credit limit and establish rules for controlling spending.

Click Limit and Strategy to change information related to the cardholder’s credit limits and authorization strategy. A dialog box with columns for new values and current values appears enabling you to change the information. Red asterisks indicate required fields.

Card Limits (continued)

Click Advanced Spending Controls to view and create MCC rules for the card. Rules are associated with MCCs and can include limits on the number and amount of transactions and hours of the day when transactions will not be authorized. These authorization control changes take place in real time. Changes made to accounts via this functionality will have an immediate effect on where a cardholder can spend.

The Home tab appears initially and contains any existing rules. You can click the icon to add a rule or click the option button to the left of an existing rule to change its details. Click the icon to delete a single rule. Use the following tabs when adding or changing a rule.

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Card Limits (continued)

MCC Rule

This tab enables you to create a rule associated with a MCC group, a range of MCCs, or a specific MCC. MCCs and MCC groups appear in lists for selection on this tab. A Filtering Toolbar is also available to narrow the results in the MCC list. An option for determining whether purchases are allowed, or not allowed, for the MCC rule is available.

Please note that Advanced Authorization Strategies require at least one rule that allows authorizations for a MCC or MCC group. If all of your MCC rules prohibit purchases, you must include at least one rule that allows purchases for a MCC or MCC group.

Spending Limit Rule

This tab enables you to set limits on the number and amount of transactions for a MCC rule.

The Authorization Limits option enables you to set number and amount limits that do not expire. You can enter a maximum number and/or amount of transactions for a period. Authorizations begin to reject when a cardholder reaches the specified limit.

The Client Defined Limit option enables you to set number and amount limits that are valid for a specific date range. You can enter a maximum number and/or amount of transactions for a period. Authorizations begin to reject when a cardholder reaches the specified limit.

The Spending Limit Rule field enables you to update an existing rule or create additional rules by entering a new rule name in the text box. Click Save to associate the spending limit rule with the MCC rule.

Day and Hour Rule

This tab enables you to restrict authorizations during specific hours within each day for a MCC rule. During the selected hours, the System applies a restriction to the cardholders to prevent transactions from authorizing during that time. The hours represent central time.

The Day and Hour Rule field enables you to update an existing rule or create additional rules by entering a new rule name in the text box. Click Save to associate the day and hour rule with the MCC rule.

Description

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Misc. Card Details

Additional Services

Fields under this heading provide miscellaneous information about the card.

Click Account Status to view a dialog box that enables you to change information related to the account’s status.

Click Turn Auto Pay Off to cancel scheduled recurring automatic online payments. A dialog box appears asking you to confirm the cancellation.

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Additional Services (continued)

Click Online Payment to perform an online payment. Red asterisks indicate required fields.

Use the Account Number list to choose the appropriate checking or savings account number from which the payment is made. If no account number appears in the list, the Add button is displayed and enables you to enter information for up to six accounts. This information is saved in the 360Control system for future use and can be updated by clicking the Update button.

You can make up to six online payments in a single day. When you select Pay Now, your payment must be submitted before 5:00 P.M. central time, otherwise it will be processed the next business day. When you select Future Payment Date, the payment can be scheduled for the future date you choose with the Calendar button. The number of months into the future that you can schedule a payment is determined by settings at the issuer level.

Settings at the issuer level determine whether online payments can be processed for closed accounts.

Description

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Click Schedule Auto-Pay to schedule recurring automatic online payments. Red asterisks indicate required fields.

Use the Account Number list to choose the appropriate checking or savings account number from which the payments are made. If no account numbers appear in the list, the Add button is displayed and enables you to enter information for up to six accounts. This information is saved in the 360Control system for future use and can be updated by clicking the Update button.

You can make up to six online payments mid-cycle for accounts that are scheduled for recurring automatic online payments by clicking the Online Payments button. The scheduled auto-payments will continue to process normally regardless of any mid-cycle online payments that are processed.

Settings at the issuer level determine whether scheduled recurring automatic online payments can be processed for closed accounts.

Description

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Click Order New Plastic to display a dialog box that displays account details and enables you to submit a replacement plastic request.

Click Payment Tracking to view the Payment Tracking dialog box.

Click Auths/Declines to display a dialog box with information about all approved and declined authorizations for the account.

When the appropriate information has been added or edited, click Submit and Close to update the 360Control system and the systems’s mainframe.

Assigning Details to the Card and User

When a card has been automatically set up on the 360Control system through a bank file, you must assign the correct details to the card and user. To do this, the program administrator will need to use both the User Management and Card Management screens.

1. On the Administration menu, select User, and then click User Management.

2. To select the new user, click the user's name.

3. Click Add/Edit/View. Click Show All Fields on the dialog box that appears.

4. Enter the cardholder's email address and any other missing information.

5. Click Submit and Close to save the assigned details. A message appears confirming that the user details have been successfully updated.

6. On the Administration menu, click Card Management.

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7. Search for the new card to which you want to add details.

8. Select the card, and click Add/View/Edit. Select Show All Fields on the dialog box that appears.

9. Enter the card details.

10. Click Submit and Close. The card has now been set up and is ready to be placed on the Hierarchy.

Payment Tracking

The Payment Tracking dialog box displays the following tabs.

Payment Requests

This tab displays a list of payments that have been requested by a cardholder.

Use the Filtering Toolbar to narrow the list of the payments.

Payment Tracking Dialog Box - Payment Request Tab

Payment Date Date the payment request was initiated

Format: MM/DD/YY

Payment Type The following types of payments can appear

Pay Now

Future Pay

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Payment Tracking Dialog Box - Payment Request Tab (cont.)

Status The following payment statuses can appear

Canceled

Completed

Failed

Scheduled

Institution Name of the financial institution for the account from which the payment was made

Routing Routing number for the account from which the payment was made

Account Number Identifier of the account from which the payment was made

Amount Amount of the payment


Edit Select a payment and click Edit to make changes to the payment on the Online Payment dialog box.

You can only edit payments with a status of Scheduled.

Cancel Select a scheduled, Future Pay payment and click Cancel to cancel it.

Close Click Close to close the dialog box.

Payment History

This tab displays a list of the payments that have been processed within the previous six months.

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Payment Tracking Dialog Box - Payment History Tab

Transaction Date Date the payment request was initiated

Format: MM/DD/YY

Posting Date Date the payment was posted to the company account

Description Text describing the payment

Amount Amount of the payment


Close Click Close to close the dialog box.

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Program Administrators can use the Card Request Tracking screen to view a list of the company’s card management actions that require approval. Program Administrators can also approve and reject requests. To access the Card Request Tracking screen, on the Administrative toolbar, click Administration, then point to Card, then click Card Request Tracking. The following screen appears.

Select the Approver option at the top of the screen to see all card management requests. Select Requestor to see the requests that you made. You can use the Filtering Toolbar to further narrow your list of results.The Ageing field shows the number of days since the request was made.

You can select one, or more, rows and click Details to see additional details about the request, as well as print the details. Click Output File to generate a Microsoft® Excel file that contains the details for each request on this screen.

The Request Type field provides a link to a read-only version of the dialog box that was used to make the request. For example, the Replace Plastic link displays the following dialog box.

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Program Administrators can approve or reject the plastic replacement request, as well as add a comment. Click Cancel to close the dialog box without making changes to the request.

Business Event Audit Trail

Certain business events are automatically recorded in the 360Control system. These logged events are referred to as the Business Event Audit Trail. These business logs allow cardholders and program administrators to review and audit key business events occurring within the system. Cardholders can view their own logs. Program administrators can view business logs for all users in their company.

Business logs are segregated into various event categories such as transactions, cost allocation, and hierarchy. Each event category is subdivided into specific event types. The information recorded in the business log is specific to the event type.

Additional information is captured for key business events relating to transactions. This information includes the transaction billing amount and posting date, as well as the merchant name and location, and unique transaction reference.

Use the Business Event Audit Trail screen to view business logs. To access this screen go to the Previous Version (click link in bottom right corner of the screen). Then on the Administrative toolbar, click Administration, next click Business Event Audit Trail.

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Use the Filtering Toolbar on this screen to narrow your results list. Choose the Manager or Cardholder option depending on your role. If you select a category in the Event Category list, the Event Type list is populated with the appropriate types for the category.

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Business Event Audit Trail Field Descriptions

User Name/ID

Name and identifier of the user who initiated the event

Business Area

Position within the corporate hierarchy of the user who initiated the event

Event Date/Time

Date and time of the event

Format: MM/DD/YY HH:MM

Event Type

Text describing the event

Business Log

Technical information regarding the fields that have been updated as part of the event

View Details

Select an event and click View Details to view additional details about the event in a dialog box.

You can print the details that appear in the dialog box.

Print Business Log List

Click Print Business Log List to generate a PDF file of the entire list of business log results. The following dialog box appears when you click this button.

Click Ok to generate the PDF. When the PDF file has been generated, the Download Business Log List button becomes available.

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Download Business Log List

Click Download Business Log List to save the PDF of the business log results that was generated with the Print Business Log List button, to your PC.

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Run Reports

There are three different types of reports available in the 360Control system. These reports can be tailored to extract required data, and are available in a number of different formats (.HTM, .PDF, .RTF, .XLS).

Cardholder Activity Report

The Cardholder Activity Report can be produced in .CSV or .PDF formats. The report lists all of the cardholders, their total number of transactions, total spend, and average transaction value for period of time selected.

Delinquent Cardholders Report

The Delinquent Cardholders Report can be produced in .PDF or .XLS

formats. This report shows all delinquent cardholders, their delinquent

amounts, and is sorted by the number of days delinquent

Merchant Spend Report

The Merchant Spend Report can be produced in .HTM, .PDF, .RTF, or .XLS formats. This report lists all merchant spend for the period of time selected.

Take the following steps to run a report.

1. On the Hot Links menu, click Run Reports. A list of available Report Sets appears on the Run Reports screen.

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2. Click the Report Set you wish to run. You can use the Filtering Toolbar to narrow the list of results. The Report Set’s details appear in the right screen.

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3. Select report run dates under the Dates heading or the report will default to the current billing period.

4. Select the output type, if applicable.

5. Click Run Report. A confirmation dialog box appears informing you that the report is being processed and will be available for download. Refer to the Download Reports heading for information about downloading the report.

Download Reports

Take the following steps to download a report.

1. On the Hot Links menu, click Download Reports. The following screen appears.

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Reports that have been run appear on this screen in order of most recently run. You can use the Filtering Toolbar to narrow your list of results. The statuses are as follows.

Downloaded/Viewed

The report was processed and previously downloaded or viewed.

Failed - Errors

The report’s processing failed.

Failed - No Data

The report was processed but no data was found.

In Progress

The report is currently being processed.

Ready

The report has been processed successfully and is ready for download.

Scheduled

A report is queued but has not been processed yet.

2. Click the check box next to the report you wish to download or view.

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3. For reports in .HTML format, click View.htm Reports to view the selected

report on a separate screen in HTML format. For reports in .PDF, .RTF, and .XLS formats, click Download.pdf,.rtf,.xls Reports to download a copy of the report to a specified location on your PC.

E-Statements

Program administrators can view cardholder statements for multiple users in the 360Control system. The following options on the E-Statement Screen are available to administrators.

Select User

Click this button to display a dialog box that enables you to select the user whose statements you want to view.

View My Transactions

Administrators can click this button to view their own statements if they are assigned a card.

Online Reports

The Online Reports feature gives the program administrator access to information about cardholder spend. Information such as average transaction value and the total amount and number of transactions, by Merchant Category Group (MCG), Merchant Category Code (MCC), merchant, and cardholder is available.

There are five inquiry options. Each option displays a Filtering Toolbar that can be used to further narrow the results and provides a button for producing Output Files containing the displayed information. The information appears in the order of highest spend to lowest.

Merchant Category Group

This inquiry shows spend by MCG code. Click a MCG Code link to view a breakdown of information for each MCC in the group. A button at the bottom of the screen returns you to the previous view.

Merchant Category Code: Merchant

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This enquiry shows spend by MCC and merchant. Click a MCC Code link to view a breakdown of spend for each vendor associated with the MCC. You can then click a vendor link to view information about the cardholders who made purchases from the vendor. Buttons at the bottom of the screen return you to previous views.

Merchant Spend

This enquiry shows total spend by merchant.

Inactive Cards Inquiry

This enquiry shows cards that have not been active since a selected date. It also shows the last login date of the cardholder and the number of days inactive.

Card Spend Summary

This enquiry shows a summary of the spend for your company.

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Alerts

If 360Control has alerts for you, the Alerts screen appears and notifies you about changes to accounts or profiles.

There are two types of alerts: Information and Action. Information alerts display N/A in the Action field. Action alerts provide details of the required action, including links to appropriate screens. The most recent alerts are displayed first.

Program administrators may receive alerts about new cards that require details and need to be assigned to the structure. All users should read all alerts, perform any necessary actions, and then delete them. To delete a message, click the option button to the left of the Priority column, and then click Delete Message.

Note

Refer to the Filtering Toolbar heading in the 360ControlPrevious User Interface Basics chapter for more informationabout narrowing your alert messages.

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Alerts Screen Field Descriptions

The information in these fields cannot be modified.

Priority

Symbol indicating the priority of alerts

Valid codes: 1 - Fatal 2 - Severe 3 - Warning 4 - Information

Messages

Text of the alert

Date

Date the alert was created

Format: MM/DD/YY

Time

Time the alert was created

Format: HH:MM Time appears as on a 24-hour clock in central time.

Created by

Name of the user who created the alert

Action

Text describing the action to take on the alert

A link to a screen may appear in this field to take you to the location to complete the action. Information actions display N/A in this field.

Select All

Click Select All to select all alerts appearing on the screen.

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Delete Messages

Click the option button next to the alert you want to delete, and then click Delete Message.

Delete For Date Range

Click Delete For Date Range to delete alerts within a date range.

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Part 3: Redesigned User Interface Chapter 8: 360Control Redesigned User Interface Basics

This chapter provides information about the following general functions of the redesigned user interface (UI) of the 360Control system.

Navigation

User Preferences

Customizing the Screens

Output Settings

Navigation

The menu bar appears across the top left of the screen.

Your profile will determine which screen appears first after you log in. To navigate to another screen, click a menu item.

Adjust the character size of text aA on the upper right side of the screen.

Note

Screens in this documentation may differ from specificconfiguration and branding reflected at your institution.

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User Preferences

Click your name in the upper right corner to display the User Preferences screen. From this screen, you can change the language and timezone for the application. You can also add an email address for notifications and change your username and password.

Language

1. Click the current language to open the dialogue box.

2. In the Change Language box, select the language you want to use.

3. Click Update.

4. Click OK on the confirmation popup window.

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Timezone

1. Click the current timezone to open the dialogue box.

2. In the Change Timezone box, select the timezone you want to use.

3. Click Update.


Email Notifications

1. Click the current email notification selection to open the dialogue box.

2. In the Email notifications for Card Request changes box, select the email notification option you want to use.

The 24 hour clock drop-down menu at the bottom of the dialogue box allows you to schedule when emails are delivered.

3. Click Update.


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Change Username

1. Click the Change Username option to open the dialogue box.

2. In the Change Username box, type a new username. Your username must be at least three characters long and cannot be in use by another system user.

3. Click Update.


Change Password

1. Click the Change Password to open the dialogue box.

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2. In the Change Password box, type your current password, then type in a new password. Type in your new password again. Your password must meet the requirements listed in the box.

3. Click Update.


Other Available Preferences

You may also be able to set Cost Allocation System preferences or switch between Simplified or Full view.

Customizing the Screens

You can customize screens to display only the columns and column details you need.

From the screen you want to customize, click Settings on the lower right corner of the screen to open the Settings dialog box. Customize the column view, including which columns you want to appear on the screen and in what order.

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Use the check boxes to select which columns should appear. The List column allows you to choose which columns appear on the main screen. The Details column allows you to choose which columns appear in the details panel. Use the up and down arrows to determine the position of the column.

Print

When you click Print, you are given the option to print the statement or save the statement information that is appearing on the screen as a portable document format (PDF) file. After saving the file, use another application to print it.

Email

When you click Email, you are given the option to send users a custom message or use a template.

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Output Settings

You output the data of a displayed screen in a number of file formats.

From the screen for which you want to specify output formats, click Output to open the Output Settings dialog box to select how you want to output data from the application.

Visible Columns (default)

Only columns in the current view are outputted. If you have hidden columns from the view, they will not be outputted.

All Columns

All columns, including any hidden columns, are outputted in either comma separated values (CSV) format or Microsoft® Excel.

Note: Multiple screens contain this Output Settings option

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Chapter 9: Dashboard Screen

For program administrators and cardholders with high transaction volumes, the Dashboard screen is available to provide end users insight into their own, or for program administrators, the company's most recent spending. The Dashboard screen also provides quick links to items that may require action. The Dashboard screen is designed to provide information that is relevant for the type of user.

Cardholder Dashboard

The cardholder Dashboard provides users with the following summary information about their accounts, along with links to detail screens for certain types of information.

Cardholders with multiple accounts on file can use the Dashboard list to select which account appears in the Dashboard. To select an account, click the item in the list with the last four digits of the account identifier.

The dashboard panes displayed on the screen depends on which account you selected from the Dashboard list and your role settings.

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Cardholder Summary

The Cardholder Summary pane displays the following information.

Account identifier (last four digits)

Current and available balance

Current credit limit

Payment due date

Date the cardholder’s ID and password was last used to log in

Recent Activity

The Recent Activity pane lists the cardholder’s most recent activity. Click any item on the list to access the Transaction - Full Details screen for the selected transaction. Click Dashboard from the navigation menu to return to the Dashboard.

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Messages - for Admins

The Messages pane lists the most recent messages for this cardholder, along with graphic icons indicating whether a message is informational or an alert requiring cardholder action.

Click the View All Messages link to access the entire Messages queue to view and/or take action on messages.

Outputs – for Admins

The Outputs pane lists the most recently run reports and export files, along with the run date, file size, and a message indicating whether the file was viewed or downloaded. To view the contents of a file, click the arrow icon next to any item listed in the Outputs pane.

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Program Administrator Dashboard

The program administrator Dashboard appears when you have been assigned the administrator role. This version of the Dashboard provides the same summaries and functions as the cardholder Dashboard, as well as company level information.

Work Flow Summary

For a program administrator of a commercial card company with a single billing unit, the Work Flow Summary displays the total spend amount, and credit line, as well as a list of company cardholders.

Click the arrow icon next to the All Cardholders field name to display a list of your own cards, if applicable. The displayed list includes the last four digits of the account.

Transaction MCC Summary

The Transaction MCC Summary pane displays a bar graph showing transaction volume as a percentage of total spend by merchant category code (MCC). Use the list at the top right corner of the pane to select date ranges for transaction MCC summary information.

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Total Spend

The Total Spend pane displays spending totals by month in bar graph format.

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Chapter 10: Transactions Screen

Transaction information is imported into the 360Control system daily. This process occurs automatically, so no action is required on your part to import the information.

You can view transactions on either of two versions of the Transactions screen. The view you see is determined by the volume of transactions for your company.

The Simplified View displays a list of transactions for a selected time period. For each transaction, this Simplified View shows the transaction date, the name of the merchant originating the transaction, and the billing amount of the transaction.

The Full View displays a larger number of transaction details. In this view, you can choose certain fields you want displayed to customize the screen. This view also offers a filter function that enables you to display only transactions meeting specific criteria. In addition, you can do the following.

Allocate cost codes to transactions, provided this feature is enabled for your company

Split transaction amounts

Add comments to transactions

Examples of both views are shown in the following illustration.

Note

If there is no account activity in the most recent billing, thetable in both simple view and full view may be blank. Refer tothe Creating and Applying a Filter section to change filterparameters.

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Switching between the Simplified or Full View

If your role enables you to access both the Simplified and Full views, you can display one or the other using the steps below.

1. In the upper right corner of the 360Control window, click the link labeled with the account name.

The User Preferences screen appears. The link at the bottom of this screen enables you to switch to the alternate view.

2. Click Switch to Simplified View or click Switch to Full View.

The application returns to the Dashboard screen, where you can click Transactions in the menu bar to return to the alternate view on the Transactions screen.

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Working in the Simplified View

Below is an example of the Simplified View screen. You can perform a number of tasks in the Simplified View.

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Selecting a Statement Period

The most recent statement transactions will appear by default. To review transactions from an earlier statement period, complete the following steps.

1. Click the arrow to the right of the billing period.

A list of the periods on file appears.

2. Click the period containing the transactions you want to display, then click Apply.

The application updates the transaction table with the transactions from the period you selected.

The screen displays transactions for the specified statement period.

To review transactions from a range of dates longer or shorter than a billing period, complete the following steps.

1. Click the calendar icon to the right of the Select Period list.

The Date Range fields replace the icon and the Select Period list.

The box on the left is the beginning date field. The box on the right is the ending date field.

2. Enter the beginning and ending dates for the range.

You can type the dates using an MM/DD/YYYY format.

You can also select dates from a calendar. To display the calendar, click the arrow on the right of the field.

Note

Click the X between the ending date field and the Applybutton to remove the Date Range fields and display theSelect Range list.

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Change the dates in the calendar from largest unit of time to smallest. For example, assume you want to review transactions for the previous six months. The beginning date of this period falls in the previous year. You would first select the year, then the month, and finally the date.

To change the year, click the year at the bottom of the calendar.

To change the month, click the list labeled with the name of the month and click the name of the alternate month. You can also click the arrows on either side of the month’s name to change the displayed month.

To select a date, click the number on the calendar. The application removes the calendar as soon as you click the number and updates the field with the month, day, and year. A date must be selected.

The application updates the transaction table with the transactions on file for the date range.

The screen displays all transactions falling within the date range across multiple statement periods.

To return to the statement date field, click the X to the right of the second calendar dropdown.

Controlling the number of transactions displayed

Click View All on the lower left of the screen to see all transactions for the billing period you have selected. Click Back to return to the shorter list.

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Searching for Transactions

The Simplified View provides a search function you can use to find transactions by date, merchant name, or billing amount. The search box is above the Billing Amount column of the transaction table.

You can search for transactions within a statement period or date range by using the search field. You must first select the statement period or date range, then search for the transaction by keyword.

Enter your search terms and click the magnifying glass to the right of the field, or press ENTER.

Viewing Transaction Details

The transaction table in the Simplified View contains the date of the transaction, the name of the merchant, and the billing amount.

If the transaction has line item detail, as passed from the merchant, or has been manually split, the first column of the table contains an arrow icon to identify transactions with additional lines. The number following this icon is the number of lines. Click the arrow to display or hide the additional lines.

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To display details such as discounts, sales tax, or to allocate amounts to cost codes, click the caret > in the column to the right of the Billing Amount column. To display details for a line item, display the line item first, then click the caret in the item’s row.

The Transaction Details screen, shown in the following illustration, appears. If the transaction has been split, the line items are listed under the Line Items heading in the lower left corner of the screen. If the transaction has not been split, and there are no line items, the application does not display the Line Items heading. Instead, it moves the Comments heading to the lower left corner of the screen.

To return to the Transactions screen, click the arrow icon to the left of the Transaction Details title.

Click the back or forward arrow icons to display transaction details for the next or previous transaction. These arrows are in the upper right corner of the Transaction Details screen.

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Displaying Line Item Details

When you display the details for a transaction, the Transaction Details displays information about the transaction. You can also display details about a transaction’s line items.

To display the details, complete the following steps.

1. Under the Line Items heading on the Transactions Details screen, locate the line item for which you want to display the details.

2. Click the line item.

3. The Line Item Details screen appears.

Using Free Text Entry to Track Cost Allocations

If your financial institution has made this feature available, clients can enter cost codes in the Transaction Details panel. Complete the following steps.

1. Click a transaction to open the Transaction Details sidebar, then scroll down to the Cost Allocation section on the sidebar, as illustrated below.

2. Type the information in each cost allocation field according to your company’s guidelines.

Think of each field as a level with the first field containing the highest level of information and the last field the most specific information as follows.

Level 1 - Account Code

Level 2 - Cost Center

Level 3 - Project Code

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Working in the Full View

An example of the Transaction Full View screen follows.

Descriptions of the transaction table columns in the Full View are provided below. Not all columns appear in the previous illustration. To view all columns in the table, use the scroll bar under the table.

BILLING AMOUNT – Total dollar and cent amount of the transaction, including any assessed tax amount or merchant discount

Note

Field names in the Cost Allocation section are determined byyour organization. The illustration above is for samplepurposes only.

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CARD – Last four digits of the cardholder account identifier


CARD CURRENCY – Billing currency of the cardholder account identifier

CARDHOLDER – First and last names of the cardholder

COST CENTER-CODE – Code representing a cost center. Your company may use a different title for this field, or may not use this feature at all.

COST CENTER-DESCRIPTION – Text describing the cost center code in the COST CENTER-CODE field. Your company may use a different title for this field, or may not use this feature at all.

CURRENCY RATE – The exchange rate for the currency for international purchases.

DATE – Date (MM/DD/YY) of the transaction

MERCHANT – Name of the merchant

NET AMOUNT – Dollar-and-cent amount of the transaction, excluding any assessed tax amount or merchant discount

ORIGINAL AMOUNT – Total dollar-and-cent amount of the transaction in the original currency.

POST DATE – Date (MM/DD/YY) the transaction was posted to the account

REFERENCE – Merchant-defined reference number identifying the customer, if a reference number is quoted at point of sale.

STATUS – Symbols representing the lifecycle status and tax recording status of the transaction

TRANSACTION CURRENCY – Code representing the currency in which the transaction was conducted

TRANSACTION DATE - Date (MM/DD/YY) the transaction occurred

VAT CODE – Value added tax (VAT) Merchant/supplier federal tax or value added tax identification number

Note

Move the mouse pointer over this field to display a textdescription of the status. See below for a legend of statusicons.

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Status Icons Used in the Transaction Table

The following table provides a legend for symbols used in the Status field of the transaction table.

Indicates when a transaction includes air or train travel.

Indicates hotel related transactions

Indicates car rental transactions

When highlighted, indicates a receipt is attached.

When highlighted, indicates a comment has been added to the line item

When highlighted, indicates that the line item is being disputed

When highlighted, indicates tax has been applied to the line item

Identifying Line Types in Simplified and Full View Transaction Tables

Each row of the transaction table contains information about the transaction. Depending on the capabilities of the merchant, additional line items may be passed through. These may include unit cost, quantity, and description of goods. These details require extra lines in the Transaction table. The following illustration shows the different kinds of rows, called line items, in a Full View transaction table.

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A transaction always has at least one line of information and may have additional lines. The line displayed for all transactions is called the top line. It contains the transaction information common to most transactions, such as transaction dates, cardholder name, cardholder account identifier, merchant name, and so on.

Arrow icons in the first column identify transactions with additional lines. The number following this icon is the number of additional lines. To display or hide the additional lines, click the arrow icon.

Another type of line is the split line. You can manually split top line transactions into multiple line items. The split arrow icon identifies a split line. The number following the arrow is the sequence number of the split line. For example, a 1 following the arrow identifies the first line of the split, a 2 identifies the second line, a 3 identifies the third line, and so on.

Sorting the Transaction Table

When the transactions first appear on the Transactions screen, they are sorted by cardholder by default. In addition, the application uses the last applied filter to determine which transactions to display.

To change the order in which any column is sorted, click one of the arrows in the sort icon to the right of a column name. Click the top arrow to sort in ascending order and the bottom arrow to sort in descending order.

Searching for Transactions

The Transactions screen includes a search function you can use to search by a string of characters.

When you use the search function, the application searches only the transactions listed in the transaction table. However, it searches all columns. For example, you may want to search for transactions with any field containing the string MAR.

Note

Refer to the Splitting Transactions heading for moreinformation.

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The search results would include transactions for cardholders with the first name Mary, Marty, or Martin, merchants whose names contained the word mart or market, as well as reference numbers, codes, or explanations containing the string.

The search function is useful for simple searches. However, you may prefer to use the Full View filter function for more complex searches.

To use the search function, complete the following steps.

1. In the search box on the upper right corner of the Transaction screen, enter the characters you want to search for.

2. Click the magnifying glass on the right end of the search box.

The application locates all transactions containing the search string and updates the table.

Using Full View Filters

The Full View filter function enables you to display only transactions meeting user-selected criteria. For example, you may want to view all transactions originating at a specific merchant. Or, you may want to view all transactions for a single cardholder or all disputed transactions. The filter function searches all transactions on file within the range of dates you specify.

The following list shows available filter criteria. You can combine these criteria with a range of dates to further screen the transactions.

Billing Amount

Billing Currency

Card

Comments

Cost Allocation Code (if applicable)

Cost Allocation Status (if applicable)

Country of Origin

Entity

First Name

Last Name

Level

MCC Code Desc

Merchant Merchant Identifier

Original Currency

Post Date

Receipted

Reference

Stan Reference

Tax Code Description

Tax Error Number/Description

Tax Status

Transaction Type

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You can combine criteria. For example, you can search for transactions that were posted on a certain date to a single card and originating at a specific merchant.

If you find that you use the same filter settings repeatedly, you can save the settings. Then, you can select the saved filter and apply it, reducing the amount of time needed to retrieve the transactions.

Creating and Applying a Filter

To create and apply a filter, complete the following steps.

1. On the Transactions screen, click Filters.

The Filters dialog box appears. The default values for this dialog box are the settings from the most recently applied filter.

2. Click the red X boxes to remove any filter criteria you do not want to use.

If you want to use the existing criteria with different settings, you can modify the settings, then add more criteria, if necessary.

3. In the Add New Filter list, click a filter criteria.

The application adds fields for the criteria to the dialog box.

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You can add multiple filter criteria to a filter, but you can not add more than one of each criteria.

4. Complete the fields for the criteria.

5. Repeat steps 3 and 4 as needed.

6. Click Apply to initiate the filter process.

The application closes the Filters dialog box and updates the transaction table with the transactions matching your filter. The application also displays the filter settings above the filter table.

Using Criteria Fields

The Filters dialog box enables you search for a number of criteria. You enter the values for the criteria in the criteria fields. The fields vary by the criteria. Some criteria require you to enter dates, others require you to enter search strings, and others provide you with lists of valid values. There are four filter criteria types.

Saved Filters

Date Filters

Status Filters

Field Heading Filters

Saved Filters

Any filters you have previously created and saved appear in the Saved Filters list.

Refer to the Saving Filters section for instructions on creating and saving filters.

Date Filters

The Transaction Date filter requires date fields. The following illustration shows the date fields requiring a date filter.

Note

Refer to the Using Criteria Fields heading for information aboutcompleting the fields.

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To set the filter for a specific day, set both fields to the same date. To complete type the dates in the fields using an MM/DD/YYYY format. You can also select dates from a calendar. To display the calendar, click the arrow on the right of the field.

To change the year, month, or date, change the year first, then the month, and then select a date.



To select a date, click the number on the calendar. A number must be selected. The application removes the calendar as soon as you click the number and updates the field with the month, day, and year.

Status Filters

You can use Transaction Status filters to narrow your results based on actions or status on individual transactions. The following illustration shows the status options available.

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Field Heading Filters

When you click Select New Filter, a list associated with the headings in the Transaction table appears. You can use as many of these heading filters as needed. The following illustration shows the standard field heading filters available. You may have more fields depending on your specific settings.

Note

Not all status filters are available to all companies. Forinstance, some customers will not use Approved,Reviewed, or Exported status filters.

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Saving Filters

Complete the following steps to save a filter.

1. Follow steps 1 through 5 under the Creating and Applying a Filter heading.

2. Click Save As.

The Save As dialog box appears.

3. In the Save As box, enter a name for the filter and click Save.

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Applying a Saved Filter

Follow the steps below to apply a saved filter.


2. From the Filters dialog box, select the desire filter from the Saved Filters list.

3. Click Apply on the bottom right of the Filters dialog box. This will close the dialog box and return you to the Transactions screen with the filter applied.

Changing a Saved Filter

Follow the steps below to change a saved filter:


2. From the Filters dialog box, select the desire filter from the Saved Filters list.

3. Add, remove, or change criteria for desired fields.

4. Click Save. A message will appear at the top of the dialog box indicating that the changes were saved successfully.

5. Click Apply if you wish to view items on the Transactions screen using this filter.

Note

To delete a saved filter, select it in the Filters dialog box andclick Delete at the bottom of the box. A confirmation popupbox will appear. Click Delete to confirm or Cancel to cancelthe request to delete the filter.

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Selecting Optional Columns for Display

You can display or suppress columns in the transaction table as well as specify the order that these columns appear in the table. In addition, you can save specific configurations of columns so that you only need to select the configuration by name to apply that configuration.

Complete the following steps to display or suppress columns.

1. Under the transaction table, click Settings.

The List Settings dialog box appears.

2. For each column you want to display, select the check box in the column’s row in the LIST column. The DETAIL check boxes enable you to display or suppress fields in the Transaction Detail screen.

To suppress a column, clear the check box.

Note

The columns you have available is determined by thetransaction volume and usage needs of your organization.

Note

Some columns are fixed and not eligible for change

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3. For each column you want to display, set the position in the table by entering a position number in the POSITION box or by dragging the up or down arrows in the adjustment control to the right of the POSITION box.

Column positions are numbered from left to right in the transaction table.

4. Take one of the following actions.

Click Reset to clear the check boxes and POSITION box.

Click Save As to save the configuration under a user-defined name.

Click Apply to apply the configuration.

The application closes the List Settings dialog box and reconfigures the transaction table.

If you do not save the configuration first, the application applies the configuration but does not save it. To use the same configuration again, you must recreate it.

5. To close the dialog box without taking any of the actions in step 4, click the X in the upper right corner of the dialog box.

Applying a Saved Configuration

To apply a previously saved configuration, complete the following steps.



2. In the Saved Settings list, click the name of the configuration you want to apply.

The application updates the LIST checkboxes and POSITION boxes with the saved settings.

3. Click Apply to apply the configuration.

The application closes the List Settings dialog box and reconfigures the transaction table.

Changing a Saved Configuration

To revise a saved configuration, complete the following steps.



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2. In the Saved Settings list, click the name of the configuration you want to apply.

The application updates the LIST checkboxes and POSITION boxes with the saved settings.

3. Select or clear the column checkboxes and adjust the position values.

4. Click Save to save the settings under the same name or click Save As to save the settings under a different name.

Deleting a Saved Configuration

To delete a previously saved configuration, complete the following steps

1. Under the transaction table, click Settings to display the List Settings dialog box.

2. In the Saved Settings list, click the name of the configuration you want to delete.

The application updates the LIST checkboxes and POSTION boxes with the saved settings.

3. Click Delete to remove the saved configuration. The application closes the List Settings dialog box and removes the saved configuration settings.

Displaying the Transactions Details Sidebar

You can display additional details about a specific transaction in the Transaction Details screen. This screen also contains controls that enable you to do the following.

Display or print all details for the transaction

Allocate the transaction to a cost code, if your company uses this feature

Split a transaction

Dispute a transaction or remove a dispute

Attach a digital transaction receipt

To display transaction details, complete the following steps.

1. Scroll through the transaction list until the transaction for which you want to view details appears.

2. In the column of checkboxes in the transaction table, click the check box belonging to the transaction.

The Transaction Details sidebar appears over the right side of the table.

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The Transactions screen does not display the full contents of the sidebar. Use the sidebar’s scroll bar to view all items in the sidebar.

3. To close the sidebar, click the blue icon next to the sidebar title.

Splitting Transactions

Splitting a transaction divides a top line or line item into multiple line amounts for tax coding and cost coding at a more detailed level. Split lines are treated as addendum data. Any type of transaction can be split unless the transaction has been exported or approved. Approved transactions must be unapproved before splitting them. In addition, you cannot dispute a split portion of a transaction.

To split a line, complete the following steps.

1. Locate the transaction or line item and display the Transaction Details sidebar using the steps under the Displaying the Transactions Details Sidebar heading.

Note

Some clients do no use the Export and Approvedfeatures.

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2. Click Add Split to display the Split Transaction dialog box.

3. In the Number of Splits box, enter the number of lines into which you want the selected transaction or line item divided.

4. Click one of the Split By options.

To enter a specific amount in each split line, click Amount. To divide the transaction amount into percentages of the total amount, click Percentage.

5. Click Create Split.

The application adds the appropriate number of rows to the Split Transaction dialog box. For example, if you entered 2 in the Number of Splits box, the application adds two rows.

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The application completes the Description, Quantity, Unit Cost, and % Split fields in the rows with default values. You can override the default values by typing over them.

6. Take one of the following actions.

If you clicked Amount in the Split By field, complete the Description, Quantity, and Unit Cost fields in each row. Complete the Billing Amount field in the top row(s). The last row will automatically calculate the remaining billing amount.

If you clicked Percentage in the Split By field, enter the percentages of the total amount in the % Split field in each row. You can enter whole number percentages, such as 30 and 70, or you can enter fractional percentages, such as 33.33 or 12.5.

The application edits the percentages so that the total percentages is 100%.

7. Click Reset to clear the settings in the dialog box or click Apply to save the information and split the transaction or line.

8. When the dialog box appears informing you the application has completed the split, click OK to close the dialog box.

Deleting a Split Transaction

To delete split transactions, complete the following steps.

1. Locate the transaction or line item and display the Transaction Details sidebar using the steps under the Displaying the Transactions Details Sidebar heading.

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2. Click the arrow icon in the left column to display the split lines.

3. In any of the transaction’s split lines, select the check box to display the Split Details sidebar.

4. Scroll to the bottom of the Split Details sidebar until the Delete Split button appears.

5. Click Delete Split.

A confirmation dialog box appears.

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6. To confirm the deletion, click OK. Otherwise, click Cancel.

Bank Notification of Disputes

Functionality may also be available that enables you to refer a disputed transaction to the issuing bank by sending a message to a predetermined email address for the bank. Your program administrator can confirm if this functionality is enabled. After transactions are disputed, the dispute status cannot be retracted in the 360Control application. If transactions are disputed in error, you must contact the issuing bank to retract the dispute.

Displaying or Printing All Details

You can display all the selected transaction details together in the Transaction - Full Details dialog box.

To open this dialog box, click the page icon in the upper right corner of the Transaction Details sidebar. The Transaction - Full Details dialog box appears. To close the dialog box, click Cancel or click the X in the upper right corner.

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Browsing the Details

The Transaction - Full Details dialog box groups the details under the four headings: Transaction Details, Comments, Top Line Details, and Cost Allocation (if applicable). When the dialog box appears, the transaction details appear under the Transaction Details heading.

To review the additional headings, do the following.

Click in the area under the heading and press the Up and Down arrows to scroll through the details.

If your mouse is equipped with a wheel or button, click in the area under the heading and use the wheel or button to scroll through the details.

Click the heading links to collapse or expand the detail sections under the headings.

For example, when you click the Transaction Details link, the application collapses the section, hiding the details and pulling the lower sections into the display. Refer to the following illustration.

Descriptions of the detail fields follow. Descriptions are grouped by heading and listed alphabetically.

Transaction Details

Card Number – Last four digits of the cardholder account identifier

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Cardholder – First and last names of the cardholder

Customer Reference Code – Merchant-defined reference number identifying the customer

Merchant – Name of the merchant

Merchant Order Number – Number identifying the merchant order

Post Date – Date (MM/DD/YY) the transaction was added to the account balance

Stan Ref – Issuer-defined number identifying the transaction

Structure – Position of the cardholder on your corporate hierarchy, (if applicable)

Supplier VAT Number – Merchant/supplier federal tax or value added tax identification number

Tax – Check mark representing whether the merchant has included tax information with the transaction

This field is empty when the merchant has included no tax information.

Tax Error/Desc – Text describing errors with the tax amount passed by the merchant

Tax Implementation Type – This field is always empty.

Transaction Date – Date (MM/DD/YY) the transaction occurred

Transaction ID – Unique transaction identifier d by the 360Control system

Transaction Status – Symbols representing the lifecycle status and tax recording status of the transaction

Transaction Type – Message describing the type of transaction

Valid messages:

Line Item Detail - Additional lines of transaction information provided by the merchant and accompanying the top line transaction

Split Line - Lines of transaction information manually added by a user to the top line transaction

Top Line - Basic transaction information appearing on one line

Comments ()

The Comments field of the full details screen is a read-only view of comments entered by either a cardholder or program administrator on the Transaction Details sidebar.

Top Line Details

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Accredited Country – Check mark indicating that the country of purchase applies sales tax to the purchase

Billing Gross Amt – Total dollar and cent amount of the transaction

Billing Net Amt – Dollar and cent amount of the transaction before tax is applied

Billing Tax Amt – Dollar and cent amount of tax applied to the transaction

Client Name – This field is always blank

Country of Purchase – Country in which the purchase occurred

Domestic – Check mark indicating the transaction occurred in the country where the card was issued

This field is blank when the transaction did not occur in the country in which the card was issued.

Exchange Rate – Currency exchange rate applied to the transaction if it occurred in a foreign country

Non-Accredited Country – Check mark indicating the country applies Value Added Tax (VAT) to the purchase

Non-Domestic – Check mark indicating the transaction occurred outside the country where the card was issued.

This field is blank when the transaction occurred in the country in which the card was issued

Original Discount Amt – Dollar and cent amount of the discount on the transaction

Original Gross Amt – Total dollar and cent amount of the transaction in the original currency

Original Tax Amt – Dollar and cent amount of sales tax applied to the transaction in the original currency

Tax Code Desc – Client-defined text describing the sales tax rate

Tax Rate – Percentage rate (%.%%) of the applied sales tax

Tax Reg Country – Country in which your company is registered for taxation

Ticket No – Airline ticket number

The ticket number, as well as other enhanced fields such as passenger names, route, etc., appears only when the merchant sent enhanced airline data with the transaction. Otherwise, this field is blank.

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Printing Transaction Details

To print the transaction details under all headings in the Transaction - Full Details dialog box, click Print. A dialog box appears, from which you can select output options for printing the transaction details.

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Chapter 11: Statements Screen

This chapter provides information about the statements features and functions of the redesigned user interface (UI) of the 360Control system.

Cardholder

Program Administrator

Cardholder

Access current and historical statements through the system on the navigation menu, as shown below.

The following screen appears.

The cardholder statements screen consists of several panes displaying various types of information.

Note

Your actual view may be different depending on your setup.

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Cardholder Information

The Cardholder Information pane shows summary information about the user including the following.

Card number (last four digits show)

Name embossed on the plastic

Credit limit

This is determined by your company. Contact your program administrator to request a credit limit increase.

(open to buy)

Current account balance

This shows the total amount of all charges and fees. Card Account Details

The Card Account Details pane shows additional information related to the account, including the following.

Status (Active, Closed or Inactive)

Cost center assignment

Delivery method(s)

Email address for statement delivery

Statements

The Statements panel displays up to 13 of the most recent statements. eMessenger Service Options

If you are using eMessenger, the first time you access the Statements screen a message will appear asking for you to change your statement delivery method. You can choose to receive only electronic statements or both paper and electronic statements.

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Changing Your Delivery Method

If you wish to change your preferred delivery method for statements, you can update your preference through the Statements screen.

Click the pencil icon to the right of the Delivery Method field.

A dialogue box will appear with the available delivery options displayed. Select your new delivery method, and click Update.

To confirm your selection, click OK in the popup box.

Changing the Email Address for Statement Delivery

Update the email address to which statements are sent, click the pencil icon to the right of the Email Address field.

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A dialog box will appear with a blank field where you can type your new email address. After typing in your new email address, click Submit.

Your new email address will appear in the Email Address field in the Card Account Details pane of the Statements screen.

Viewing Statements

You can access the 16 most recent statements for your account. Available statements are accessed by selecting from the Statements list, as illustrated below.

In this view, you can choose any of the available statements by clicking on the link.

If your company uses eMessenger for statements, your view will be similar to the illustration below.

Note

An expanded view showing current balance may appear,depending on your setup.

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Click the Online Statement button.

From the next screen, click a date to select the statement to open.

A popup will appear at the bottom of the screen asking if you want to Open or Save the file. If you click Open, the statement will open in a new window in PDF format.

If you click Save, the PDF document will be saved to the location you select.

Click an available statement to view the statement summary.

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The Statement Summary screen appears.

To change the statement date on this screen, use the list in the Statement Details section, highlighted above.

To indicate how many transactions to show on the screen, use the field on the bottom left of the screen.

There are two print options on the bottom right of the screen.

Print Summary, for program administrators, shows available statements summaries for assigned accounts.

Print Full, for individual cardholders, allows you to print your selected statement.

Program Administrator

The statement views available to program administrators depends on whether they have accounts of their own.

With Account

If you are a program administrator as well as a cardholder, you can view either the cards you manage or your own account by selecting from the list, as shown below.

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If you choose your own account, you will see the screens associated with cardholder features explained in the previous section.

Without Account

If you are a program administrator but do not have an account of your own, you will only see the All Cardholders option in the list.

You can view all accounts for which you are program administrator, or select a specific account to view from the list, as shown below.

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To select an account, click the arrow on the far right of the table.

The following screen appears:

From this screen, you can select an available statement to view/print. You can also change the statement deliver method and delivery email address on behalf of the cardholder.

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Chapter 12: Card Summary Screen

The Cards screen appears for all cardholders. Program Administrators can view their own cards on this screen. All other cards can be viewed on the Users & Cards screen.

The Card Summary screen contains the following functions and panels.

Card Summary dropdown list. Cardholders with multiple accounts on file can use the Card Summary dropdown list to select which account appears

on this page. To expand the dropdown list, click .

Account summary panel. This panel, directly under the Card Summary heading, displays the last four digits of the card number, the current credit limit, and the current balance.

Statement Address panel. This panel displays the Company name, two mailing Address lines, City, State/Province and Postal Code.

Contact Details panel. This panel displays the cardholder’s telephone number and email address.

Misc Card Details. This panel displays details about the account that do not fall into the categories of information displayed in other panels, such as the account’s status.

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Navigation Panel. This panel, on the right side of the screen, allows the cardholder to access frequent tasks set by the issuer. The links displayed are based on the user’s entitlements and may vary.

Manage Payments links. Links under the Manage Payments heading enable you to display screens for making a one-time payment, setting up automatic payments, viewing information about previous payments, and reviewing scheduled automatic payments.

Card Details links. Links under the Card Details heading enable you to display screens you can use to revise your contact information and order a replacement card.

Account Maintenance links. Links under the Account Maintenance heading enable you to view statements and information about authorizations and declined authorizations. You can also display a screen used to revise the statement delivery method.

Note

If you use the simplified view of the 360Control application,you can access the Manage Payments, Card Details, andAccount Maintenance functions via the I Want to... sidebaron the right side of any application screen.

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Manage Payments Click the links under the Manage Payments heading of the Card Summary sidebar to access the following functions. Functions listed may vary due to user permissions.

Make One-time Payment

Set-up Automatic Payments

Turn Auto Pay Off

View Payment History

View Scheduled Payments

Make One-time Payment

You can make as many as six online payments in a single processing day. Your payment must be submitted before 5:00 P.M. central time (U.S.) to be processed that day. Payments submitted after this time will be processed on the following business day.

Adding a Checking or Savings Account

Before you can make a one-time payment for the first time, you must complete the following steps to add at least one checking or savings account from which payments can be deducted.

1. Under the Manage Payments heading on the Card Summary screen, click the Make One-Time Payment link.

Note

Settings at the issuer level determine whether onlinepayments can be processed for closed accounts.

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The Online Payment screen appears.

2. Under the Bank Account Details heading, click Add.

The Add Account screen appears.

3. Under the Account Details heading, complete the following required fields.

Account Number

Confirm Account Number

Routing Number

Confirm Routing Number

Account Type (Savings or Checking)

Business Account (Select if the account is a business account)

4. Click Submit. The system will return to the Online Payment screen.

Note

Click Edit to make changes to an existing payment account.

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Making a One-Time Payment

After you have added at least one payment account, complete the following steps to make a one-time payment. The application uses the current date as the default date for this payment. If you leave the current date, the payment will occur today, unless you submit the payment after 5:00 P.M. central time.

1. To schedule a payment now, select Pay Now from the Payment Information section. To schedule a one-time payment on a future date, select Future Payment Date and enter the date for this payment (MM/ DD/YYYY) in the field, or click the dropdown list to select the payment date from the calendar.

Note

The number of months into the future that you can schedule aone-time payment to occur is determined by settings at theissuer level.

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2. Under Payment Amount, click one of the following options.

Last Statement Balance - Pay the amount due from the most recent statement.

Minimum Payment - Pay the amount of the minimum payment due.

Current Balance - Pay the amount of the current balance.

Other Amount - Pay an amount other than that indicated by the other three options. Enter the amount for this payment.

3. In the Account Number dropdown list, click the account you will use to fund the payment.

4. Click the appropriate Account Type.

Valid values: Checking - The account is a checking account. Savings - The account is a savings account.

5. Click the appropriate value to indicate whether the account is a Business Account.

Valid values: No - The account is not a business account. Yes - The account is a business account.

6. In the Comment field, enter any special comments that may pertain to this account, if applicable, then click Add Comment.

7. Click Submit.

Set-up Automatic Payments

You can schedule recurring automatic payments to be drawn from a specified checking or savings account on the date you specify. Automatic payments you set up via this function are processed on the scheduled date regardless of any one-time payments you submit mid-cycle.

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Turn Auto Pay Off

To turn off recurring automatic payments, complete the following steps.

1. Under Manage Payments in the sidebar, click the Turn Auto Pay Off link.

The Turn Auto Pay Off screen appears.

2. Click Yes.

Note

Settings at the issuer level determine whether scheduledrecurring automatic online payments can be processed forclosed accounts.

Refer to the steps under the Make One-time Payment headingof this chapter for instructions about completing the Set-UpAutomatic Payments screen.

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The green Status box appears, indicating the auto payment is turned off.

View Payment History

The View Payment History screen displays details about payments.

These details include the last four digits of the account and the name of the cardholder, as well as the following.

TRANSACTION DATE – Date (MM/DD/YY) you submitted this payment

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POSTING DATE – Date (MM/DD/YY) the payment posted to this account

DESCRIPTION – Text describing the funding source used for this payment

AMOUNT – Dollar-and-cent amount and currency type of this payment

View Scheduled Payments

The View Scheduled Payments screen displays information about future payments. It also enables you to view scheduled payment details, edit scheduled payment details, or cancel a scheduled payment.

Payment details include the last four digits of the account and the name of the cardholder, as well as the following.

PAYMENT DATE – Date (MM/DD/YYYY) this payment is scheduled to occur

TYPE – Text describing whether this payment is a one-time payment or a scheduled payment

STATUS – Text describing the current status of this scheduled payment

INSTITUTION – Identifier of the financial institution funding this payment

ROUTING – Identifier of the transit routing number for the financial institution where the account funding this payment resides

Note

Refer to the 360Control Redesigned User Interface Basicschapter in this manual for information about using the Outputand Print functions on this screen.

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ACCOUNT NO – Identifier of the account funding this payment

AMOUNT – Amount (dollar-and-cent) and currency type of this payment

1. Click on the far right column to view, change, or cancel the payment.

2. The View Payment screen appears. The type of payment will vary. One-time payment is used as an example.

Click Cancel Payment to cancel this scheduled payment. Click Edit Payment Details to edit the details of this scheduled payment.

Note

Refer to the 360Control Redesigned User Interface Basicschapter in this manual for information about using the Outputand Print functions on this screen.

Note

Refer to the Make One-time Payment heading for informationabout fields on this screen. Refer to the 360ControlRedesigned User Interface Basics chapter in this manual forinformation about using the Output and Print functions onthis screen.

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Card Details Click the links under the Card Details heading of the Card Summary sidebar to access the following functions. Functions listed may vary due to user permissions.

Contact Details

Order a Replacement Card

Contact Details

To update your statement email address or personal contact information, complete the following steps.

1. Under Card Details in the sidebar, click Contact Details.

The Change Contact Details screen appears.

Note

Not all features are available to all cardholders. Contact yourprogram administrator if you have any questions aboutavailable features.

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2. Click Edit.

The application expands the Statement Address or Contact Details areas into a group of updateable fields.

3. Complete the fields provided. A red asterisk * symbol indicates a required field.

4. In the Comments field, enter any special comments that may pertain to these contact details, if applicable, then click Add Comment.

5. Click Submit. Order a Replacement Card

Use the following instructions to order a replacement card.

1. Under Card Details in the sidebar, click Order a Replacement Card to display the Order a Replacement Plastic screen.

Note

In most cases, only a program administrator can order areplacement card.

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2. Under Shipping Method, click one of the following shipping options.

Standard

Overnight

3. Click one of the following delivery options.

Valid values: Yes - A signature is required by the recipient upon delivery. No - A signature is not required by the recipient upon delivery.

4. If the Shipping Method is Overnight, enter the name of the recipient in the For the Attention Of field.

5. Enter the phone number of the contact in the Contact Phone No field.

6. Review your address information for this card delivery location.

7. In the Comment field, enter any special comments that may pertain to this card replacement request, if applicable, then click Add Comment.

8. Click Submit.

Note

To update your card delivery address information, call thecustomer service telephone number provided on this screen.

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Account Maintenance Click the links under the Account Maintenance heading of the Card Summary sidebar to access the following functions. Functions listed may vary due to user permissions.

View My Statements

View Auths and Declines

View My Statements

The View My Statements page contains the following statement information for a selected statement period.

1. Under the Account Maintenance heading of the Card Summary sidebar, click View My Statements.

The Statements screen appears.

Note

Refer to the Statements Screen chapter for more informationabout statement options and requirements.

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Update Statement Delivery Option

Use the following instructions to monitor and change the following statement delivery method options.

Electronic Statement Only

Paper Statement Only

Both Paper and Electronic Statement

If you receive electronic statements, you also can use the following instructions to update the email address you use to receive statements.

2. From the Statements page, click . The Update Statement Delivery Method screen appears.

Note

Refer to the Statements Screen chapter for more informationabout statement options and requirements.

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3. Under the Statement Delivery Options heading, review the statement delivery options.

4. To change the email address for electronic statements, click to display the Change Email Address dialog box.

5. In the Enter New field, enter the new email address you want to use to receive electronic statements.

6. Click Submit.

The application updates the email address under the Email Address heading.

7. Click Submit.

View Auths and Declines

The View Auths and Declines screen displays the information about approved and declined authorizations.

1. Under the Account Maintenance heading of the Card Summary sidebar, click View Auths and Declines.

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The pane directly under the screen title shows the last four digits of the cardholder account number, the amount of the transaction and the billing currency, and the current balance and billing currency. The right side of this pane displays the name of the cardholder to which the account was issued.

The table in the center of the screen lists the authorization details, including the following, listed alphabetically.

DATE – Date (MM/DD/YY) this transaction occurred

MERCHANT – Text describing the merchant or location where this transaction occurred

MCC – Merchant category code representing the type of business conducted by the merchant

AMOUNT – Dollar-and-cent amount of this transaction

RESULT –

AUTH/DECLINED CODE – Code representing this authorization request

DECLINE REASON – Text describing the reason why this authorization request was declined, if applicable

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Chapter 13: Inquiry Screen

The Inquiry screen provides program administrators access to information about cardholder spending. Information such as average transaction value and the total amount and number of transactions by Merchant Category Group (MCG), Merchant Category Code (MCC), Merchant, and cardholder is available. The information returned to a user depends on their viewpoint on the corporate hierarchy. For example, a user at the top of the organization hierarchy will have access to transaction spending for all cardholders in the company.

There are seven inquiry options. The inquiries available to you may vary, depending on your configuration. After selecting each inquiry, a default set of data will appear. You can use the Filter button at the top right of the screen to change the default criteria, such as date range, currency, or a specific MCG/ MCC/Merchant.

Cardholder Activity Inquiry

Delinquent Cardholder Inquiry

Merchant Spend Inquiry

Card Spend Summary Inquiry

Cards Without Spend Inquiry

MCC Merchant Inquiry

MCG Merchant Inquiry

Note

Refer to the Using Filters heading for more information.

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The following screen appears when you click Cardholder Activity Inquiry from the Select Inquiry dropdown menu.

Cardholder Activity Inquiry Field Descriptions

CARDHOLDER


CARD NUMBER

Card number


NUMBER OF TRANSACTIONS

Count of transactions in a specified time period

AVERAGE TRANSACTIONS VALUE

Average dollar-and-cent value of transactions in a specified time period

TOTAL SPEND

Total amount spent in a specified time period

CURRENCY CODE

Code representing the currency

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The following screen appears when you click Delinquent Cardholder Inquiry from the Select Inquiry dropdown menu.

Delinquent Cardholder Inquiry Field Descriptions

CARD

Card number


NAME


STATUS

Status of the card

CREDIT LIMIT


CURRENT BALANCE

Current balance of the card

DAYS DELINQUENT

Total days the card has been delinquent

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TOTAL DELINQUENT AMOUNT

Total amount the card is delinquent


The following screen appears when you click Merchant Spend Inquiry from the Select Inquiry dropdown menu.

Merchant Spend Inquiry Field Descriptions

MERCHANT


LOCATION

Location of the merchant

COUNTRY

Country of the merchant

VAT

Indicator designating whether the merchant is capable of passing VAT/tax information

PREFERENCE

Reserved for restricted use

COMPANY ID

Unique company identifier assigned by the program administrator

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Average value of transactions received within a specified timeframe

TOTAL VALUE

Total value of transactions for a specified time


Count of transactions for a specified time


The following screen appears when you click Card Spend Summary Inquiry from the Select Inquiry dropdown menu.

Card Spend Summary Inquiry Field Descriptions

COMPANY

Name of the company

PRODUCT

Product name

TOTAL SPEND

Total amount spent


Total count of transactions in a specified time

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TOTAL SPEND: BILLING

Total amount spent in the billing currency

AVERAGE TRANSACTION AMOUNT

Average amount per transaction

CARDS

Count of issued cards

ACTIVE

Count of active cards

% ACTIVE

Percentage of active cards compared to total cards issued

CLOSED

Count of cards closed


The following screen appears when you click Cards Without Spend from the Select Inquiry dropdown menu.

Cards Without Spend Inquiry Field Descriptions

NAME


CARD NUMBER

Card number

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EMPLOYEE ID

Employee identifier of the cardholder

CARD LEVEL

Level of the company hierarchy to which the card belongs

ENTITY NAME

Entity of the company hierarchy to which the card belongs

STATUS

360Control status of the card

BANK STATUS

Bank status of the card

LAST ACTIVITY

Date of the last activity on the card

DAYS INACTIVE

Count of days since the card was last used

LAST LOGIN

Last date the cardholder logged in to 360Control

CREDIT LIMIT


OPEN DT

Date the card was opened

BCA

Control account to which the card belongs

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The following screen appears when you click MCC Merchant Inquiry from the Select Inquiry dropdown menu.

MCC Merchant Inquiry Field Descriptions

MCG

Merchant category group

MCG DESCRIPTION

Text describing the merchant category group

MCC

Merchant category code

MCC DESCRIPTION

Text describing the merchant category code


Average value of transactions

TOTAL VALUE

Total value of transactions


Total count of transactions

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The following screen appears when you click MCG Merchant Inquiry from the Select Inquiry dropdown menu.

MCG Merchant Inquiry Field Descriptions

MCG

Merchant category group

MCG DESCRIPTION

Text describing the merchant category group


Average value of transactions

TOTAL VALUE

Total value of transactions


Total count of transactions

Using Filters

The Filters function enables you to display only information meeting user-selected criteria. For example, you may want to view all spend for a specific Merchant Category Group (MCG) during a specific time period. Or, you may want to view all delinquent cardholder information for a card.

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The following list shows available inquiries and filter criteria. You can combine these criteria with a range of dates to further narrow the transactions.


Calendar Period

Date Range

Billing Currency


Days Delinquent

Delinquent Amount

CAS

Currency

Structure

Sort by

Layout


Date Range

Bank

Product

Cycle

Cycle Date

Billing Currency

Exchange Rate Set

Report In Currency


Billing Account

From Date

Card Status


Date Range

Merchant

Billing Currency

MCG

MCC

Location

Country

VAT

Preference

Exchange Rate Set

Company Id

Report in Currency


Date Range

Merchant

Billing Currency

Exchange Rate Set

Report In Currency


Date Range

Merchant

Billing Currency

Exchange Rate Set

Report In Currency

If you find that you use the same filter settings repeatedly, you can save the settings. Then, you can select the saved filter and apply it, reducing the amount of time needed to retrieve the inquiries.

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Creating and Applying a Filter

To create and apply a filter, complete the following steps.

1. Select an Inquiry from the drop-down menu.

2. On the Inquiries screen, click Filters.

The Filters dialog box appears. The default values for this dialog box are the settings from the inquiry selected in step 1. The Cardholder Activity Inquiry Filter is used as an example only.

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3. Complete the fields for the criteria.

4. Repeat steps 2 and 3 as needed.

5. Click Apply to initiate the filter process.

The application closes the Filters dialog box and updates the screen with the data matching your filter. The application also displays the filter settings above the filter table.

Using Criteria Fields

The Filters dialog box allows you to search for a number of criteria. You enter the values for the criteria in the criteria fields. The fields vary by the criteria. Some criteria require you to enter dates, others require you to enter search strings, and others provide you with lists of valid values.

Date Filters

Text Filters

Date Filters

The Date Range filter requires date fields. The following illustration shows the date fields requiring a date filter.


To set the filter for a specific day, set both fields to the same date. To complete, type the dates in the fields using an MM/DD/YYYY format. You can also select dates from a calendar. To display the calendar, click the arrow to the right of the field.

Note

Refer to the Using Criteria Fields heading for information aboutcompleting the fields.

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To change the year, month, or date, change the year first, then the month, and then select a date.



To select a date, click the number on the calendar. The application removes the calendar as soon as you click the number and updates the field with the month, day, and year.

Text Filters

Text boxes such as Merchant enable you to enter text that is used to filter information available on the screen/dialog box. The text you enter is not case sensitive. The filtering functionality produces results based on any text you enter in these fields. For example, entering the letter e in the First Name box can display the names Easton (i.e., Easton Running Company) in your results.

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Chapter 14: Redesigned UI Program Administrator Functions

It is the responsibility of the 360Control program administrator to maintain the 360Control system for a company. This includes adding and maintaining new cards and users and running reports and inquiries.

Program administrators have additional options in the Administrative Toolbar and Hot Links areas of their 360Control screens. The following tables identify the additional menu options available to administrators.

Hot Links

Dashboard

Transactions

Statements

Cards

Administrative Toolbar

Administration Users & Cards


Billing Control Accounts

Users & Cards

The Users & Cards screen allows the program administrator to view information and perform various actions for 360Control users. To access the Users & Cards screen, on the Administrative toolbar, click Administration, then click Users & Cards.

Refer to the Selecting Optional Columns for Display heading for information about how to display or suppress columns in the table as well as specify the order in which these columns appear.

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Using Filters

The filters function enables you to display only users and cards meeting user-selected criteria. For example, you may want to view all active users. Or, you may want to view all inactive cards. The following list shows available filter criteria. You can combine these criteria to further narrow the results.

User Status

Card Status

User

Email Address

Email Address Available

Employee ID

First Name

Last Name

Mother Maiden Name

Profile

User Account Status

User Type

Hierarchy

Hierarchy Status

Location

User Viewpoint

Cost Allocation

Cost Allocation Group


Restricted Access Group

Card Setup

Billing Control Account Billing Currency Billing Type

Cycle Number

Product

Card Limits and Dates

Authorization Strategy

Available Cash

Cash Credit Limit

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Credit Limit

Date Opened

Expiry Date

Card Lifecycle

Bank Status

New Cards that require setup

Reason Code

Replaced

Cardholder Card Number

Embossed Name

SSN

User

Approver Type

Transactions Approved By

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For example, you can search for all users with an email address, or search for a particular cardholder using her Embossed Name. If you find that you use the same filter settings repeatedly, you can save the settings. Then, you can select the saved filter and apply it, reducing the amount of time needed to retrieve the results.

Refer to the Creating and Applying a Filter heading for information about narrowing your list of results.

Users & Cards Field Descriptions

Use the horizontal scroll bar at the bottom right of the window to view all available fields on the Users & Cards screen. Descriptions appear in the order they are listed in the Add New Filter dropdown list in the Filters dialog box.

(2)

Number of cards for the user. To view/hide all cards items for a user, click the number in the first column.

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User & Card Details

To view/hide User & Card Details, select the check box in the second column.

User Status

Status of the 360Control user

Valid values: Active - User is currently active within the 360Control service. This excludes

users who have been marked for expiration. Expired - User has been expired from the 360Control service.

The default period for expiration is the current billing period + 2. Expired users are displayed in gray italics.

Card Status

Status of the carValid values: Inactive - The card is inactive within the 360Control system.

Active - The card is active within the 360Control system. Replaced - The card has been replaced due to a lost/stolen status.

Replaced cards are expired from the 360Control system and their details appear grayed.

Closed - The card has been closed.


Unsetup - User has a card number but no user details or have yet to be assigned to the company structure.

User

Heading in the Filters dialog box for user information

Email Address

Email address of the user

Email Address Available

Text describing whether an email address for the user is available

Valid values: Without Email - An email address for the user is not on file. With Email - An email address for the user is on file.

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Employee ID


First Name

First name of the 360Control user

Last Name

Last name of the 360Control user

Mother Maiden Name

Maiden name of the mother of the 360Control user

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Profile

Name of the service profile to which the user belongs

Status


The following table provides a legend for symbols used in the Status field of the Users & Cards screen.

Card Active Indicates the user has at least one active card assigned

Card Inactive Indicates the card is inactive

User Active

Indicates the user is currently active within the 360Control service


User Expired

Indicates the user has been expired from the 360Control service

The default period for expiration is the current billing period + 2.

User Account Locked Indicates the user account has been locked and the user cannot log in to 360Control

User Account Unlocked Indicates the user account is unlocked

Transaction Approver Indicates the user is authorized to approve transactions

Card Request Approver Indicates the user is authorized to approve card requests

User Type

Text describing the type of user

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Valid values: Cardholder - The user is a cardholder. This may include approvers who can

view other users’ cards. Card Only - The user can only view their own card information.

Non-Cardholder - The user is not a cardholder and is set up manually in 360Control. These users may be program administrators.

Hierarchy

Heading in the Filters dialog box for hierarchy information

Hierarchy Status

Status of the user or card on the corporate hierarchy

Valid values: Unassigned Cards - Card is not assigned to the company structure

Assigned Cards - Card is assigned to the company structure Unassigned Users - User is not assigned to the company structure

Assigned Users - User is assigned to the company structure

Location

Location of the card on the corporate hierarchy

This field is optional.

User Viewpoint

Company structure point to which the user is assigned

A user with a viewpoint can view all other cards and users under that specific viewpoint.

Cost Allocation

Heading in the Filters dialog box for cost allocation information


Cost Allocation System to which a card belongs

Card Setup

Heading in the Filters dialog box for card setup information

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Billing Currency

Billing currency of the card

Billing Type

Code representing the card billing type

Valid codes: CB - This is a consolidated billing account and is linked to a control

account. IB - This is an individual billing account.

Product

Product type for the card


Heading in the Filters dialog box for card limits and dates information


Strategy that is linked to the card

Available Cash

Amount of cash that is available for withdrawal

Cash Credit Limit

Total cash credit limit of the card

Credit Limit

Total credit limit of the card

Date Opened

Date the card was opened

Expiry Date

Date the card expires

Card Lifecycle

Heading in the Filters dialog box for card lifecycle information

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Bank Status

Client-defined status of the card

New Cards That Require Setup

New cards in the 360Control system that require setup

Reason Code

Reason code describing why a card may have been closed or replaced

Replaced

Replaced card due to a lost/stolen status

Cardholder

Heading in the Filters dialog box for cardholder information

Card Number

Card account identifier


Users may have different cards for different purposes. For example, an employee may be responsible for purchasing supplies for multiple departments using a different card for each department. The purchases for each card could be accounted for on different sets of books. Closed cards appear grayed on this dialog box.

Embossed Name


SSN

Social Security number of the cardholder

Approvers

Heading in the Filters dialog box for approvers information

Approver Type

Text describing the type of approver based on user permissions

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Valid values: Transaction - The approver can only approve transactions.

Approver

Request Approver - The approver can only approve requests. Non-Approver - The user does not have approver permissions.

Transaction and - The approver can approve transactions and requests. Request Approver

Transactions Approved By

Users who have their transactions approved by a specific approver

User & Card Details To view the User & Card Details, select the check box of a user. The User & Card Details dialog box appears on the right side of the screen. The fields in the columns on the screen are listed. Based on user permissions, you can reset a user’s password, edit contact details, or change a user’s credit limit.


To minimize the User & Card Details dialog box, click .

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Useful Links

The Useful Links section of the User & Card Details dialog box allows the program administrator to access frequent tasks set by the issuer.

The following links may appear in the Useful Links section: Automatic Payments - Indicates whether automatic payments are active

or inactive. Make One-time Payment - The program administrator can make a one-time

payment to a card, only if the program has an individual pay option. If the card selected is consolidated pay, an error message will appear.

Set-up Automatic Payments - The program administrator can set up automatic payments to a card.

View Payment History - The program administrator can view payment history.

View Scheduled Payments - The program administrator can view scheduled payments.

View Auths and Declines - The program administrator can view pending authorizations and declines.

Edit User Preferences - The program administrator can set preferences for the selected user.

Users & Cards Full Details Program administrators can edit details for the user and card on the User & Cards Full Details screen. They can also update card limits, change user contact details, and move the user/card on the corporate hierarchy.

To view full details for users and cards, select the check box of a user. The User & Card Details dialog box appears on the right side of the screen. To

display full details, click on the User & Card Details dialog box.

If the user is a cardholder only, the User tab will appear. To navigate to the Card tab, complete the mandatory fields indicated with the * symbol and click Next. Fields are issuer-defined and may vary.

Note

Refer to the Card Summary Screen chapter for moreinformation.

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To minimize the full details and display the Users & Cards screen, click .

Lock or Unlock a User

This feature enables an administrator to lock and unlock a user’s access to the 360Control system. Users are not able to log in to the system when locked. In addition, users that lock themselves out of the system can be unlocked by the administrator. For example, this can occur when a user enters an incorrect password three times.


1. On the Users & Cards screen, select the check box of the user to lock or unlock.

2. You can change the status from the User & Card Details dialog box or you can click to display full details.

3. From the Login Details section, locate the User Account Status field. The sample below provides an example from the User & Card Details dialog box.

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4. Click to change the user account status. The User Account Status dialog box appears. From the Update New Account Status dropdown list, change the user account status. Click Update.

Valid values:

Unlock User & - The account is unlocked and a new password is Generate New

Password*

generated.

Unlock - The account is unlocked. Lock - The account is locked.

Generate New - A new password is generated for the account. Password*

* Based on client-defined settings

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5. The user is locked or unlocked from the 360Control application. The user

will receive an email notification that they have been locked or unlocked if a valid email address is on file.

Reset Password

This feature enables an administrator to reset a user’s password in the 360Control system.


1. On the Users & Cards screen, select the check box of the user.

2. You can reset the password from the User & Card Details dialog box or you can click to display full details.

3. From the Login Details section, locate the Password field. Enter a password in the Password field, and then reenter the password in the Confirm Password field. Click Submit. To prompt the user to change the password at the next login, select Reset Password at Login.

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Trace

To view a log of actions performed on a selected card or user, select the check box of a user. The User & Card Details dialog box appears on the right side of

the screen. To display the trace log for the card, click on the User & Card Details dialog box.

To view more details of a trace item, click on the check box in the first column. The Event Details panel will appear to the right. To print the trace log, click

. To minimize the trace screen and display the Users & Cards screen, click .

Add New Cardholder Administrators may need to create new cardholders or non-cardholder users in the 360Control system.

Complete the following steps to add a new cardholder.

1. Click Add and select Add New Cardholder.

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2. The Add New Cardholder screen appears. Complete the mandatory fields indicated with the * symbol. Fields may vary. Click Next.

Valid values: Consolidated Bill - The bill is linked to a billing control account and is

paid by the company. Select the billing control account to which the card will be linked from the dropdown list.

Individual Bill - The bill is paid by the individual cardholder.

3. The account details screen appears. Complete the mandatory fields indicated with the * symbol. Fields may vary. The sample below provides an example of the card details screen. Click Next.

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4. The user details screen appears. Complete the mandatory fields indicated with the * symbol. Fields may vary. The sample below provides an example of the user details screen. Click Submit.

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5. The Success dialog box appears, indicating the new card and user have

been successfully created. Click Close.

Add New Cardholder Details

Billing Account Fields under this heading provide billing information. Account

Details Fields under this heading provide cardholder information.

Card Contact Details Fields under this heading provide contact information for the cardholder.

Limit Details Fields under this heading provide card credit limit information.

CAS Details Fields under this heading provide cost allocation system information.

Login Details Fields under this heading provide login and password details.

Client Defined Fields Fields under this heading can provide additional cardholder information defined by the issuer.

Associated User Details Fields under this heading provide details about the user’s relationship with the 360Control system.

Add Non-Cardholder User Non-cardholder users may serve as backups to the administrator or may have auditing responsibilities.

Complete the following steps to add a non-cardholder user.

1. Click Add and select Add Non-Cardholder User.

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2. The Add Non-Cardholder User screen appears. Complete the mandatory

fields indicated with the * symbol. Fields may vary. The sample below provides an example of the New User screen. Click Submit.

3. The Success dialog box appears, indicating the new card and user have been successfully created. Click Close.

Note The screen initially displays all available fields. You can clickthe Show Mandatory fields only option to display only fieldsthat must be completed.

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Add New Non-Cardholder Details

User Details Fields under this heading provide non-cardholder user

information.

Associated User Details Fields under this heading provide details about the non-cardholder user’s relationship with the 360Control system.

Login Details Fields under this heading provide login and password details.

Contact Details Fields under this heading provide contact information for the non-cardholder user.

Change Limit and Strategy

If Authorization Strategy is set to appear in the Details panel, the credit limit and authorization strategy can be changed from the User & Card Details dialog box. Otherwise, the credit limit and authorization can be changed from the Full Details screen. The sample below provides an example from the Full Details screen.

Use the following instructions to request a change to the credit limit and authorization strategy for a card.

1. Under Card Details in the sidebar, click Limit & Strategy to display the Change Limit and Strategy screen.

2. Complete the mandatory fields indicated with the * symbol. Fields may vary. Click Submit.

Note

Refer to the Selecting Optional Columns for Display headingfor information about how to display or suppress columns inthe table as well as specify the order in which these columnsappear.

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Change Account Status

Use the following instructions to change the status of the card.

1. Under Card Details in the sidebar, click Change Account Status to display the screen in the following illustration.

2. Click Submit.

3. In the Change to list, click the appropriate status for this account.

4. In the Reason list, select the reason for this account status.

5. In the Reset After list, click one of the following options to determine your reset rules for this account status.

Do not reset

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1 Week

2 Weeks

1 Month from today

Choose a date

6. If you clicked the Choose a Date option, enter the date for this payment (MM/DD/YYYY) in the Choose a Date field, or click the calendar icon to select the payment date.

7. In the Comments field, enter any special comments that may pertain to this request, if applicable, then click Add Comment.

8. Click Submit. Card Request Tracking

Program Administrators can use the Card Request Tracking screen to view a list of the company’s card management requests. If the company is using a level of approval, Program Administrators can also approve or reject requests. To access the Card Request Tracking screen, on the Administrative toolbar, click Administration, then click Card Request Tracking. The following screen appears.


Select a value from the Approval Workflow drop-down menu at the top of the screen and then click to see card management requests.

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Valid values:

All - All requests appear. Approved - Only approved requests appear.

Approved By Me - Only approved requests by the currently logged in user appear. This only appears if the user is an approver.

Requested By Me - Only requests by the currently logged in user appear. Unsuccessful - Only requests that encountered errors during the

approval process appear.

Using Filters

The filters function enables you to display only requests meeting user-selected criteria. For example, you may want to view all requests of a specific type. Or, you may want to view all requests for a specific date. The filter function searches all requests on file with the status you specify.

The following list shows available filter criteria. You can combine these criteria to further narrow the results.

Request Type

Status

Embossed Name

Card No.

Requested By

Date Requested

Approver

Date Approved

Org/Company

Company ID

Embossed Line 2

Address Line 1

Street

City

State & Zip

Shipping Option

Phone Number

Work Phone


Credit Limit

Card Status

For example, you can search for requests that were made on a certain date to a single card and by whom the request was made or approved.

If you find that you use the same filter settings repeatedly, you can save the settings. Then, you can select the saved filter and apply it, reducing the amount of time needed to retrieve the results.

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You can select one row and click to see additional details about the request, as well as print the details. Click Output to generate a Microsoft® Excel file that contains the details for each request on this screen.

The Details link provides a read-only version of the dialog box that was used to make the request. For example, the Contact Details link displays the following dialog box.

If your company uses a level of approval, program administrators can approve or reject the request, as well as add a comment. Click Cancel to close the dialog box without making changes to the request. Click Details to view additional request details.

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Card Request Tracking Field Descriptions

Use the horizontal scroll bar at the bottom right of the window to view all available fields on the Card Request Tracking screen. Descriptions appear in the order they are listed in the Add New Filter dropdown list in the Filters dialog box.

Request Type

Type of card request

Valid values: Credit Limit and - The request is to change the credit limit and/or

Strategy strategy of the card. Contact Details - The request is to change contact details for

cardholder. Account Status - The request is to change the account status of the

card. Replace Plastic - The request is to replace the card.

Online Payments - - The request is to make a one-time payment. Pay Now

Online Payments - - The request is to schedule a future online payment. Future

Schedule Auto - The request is to activate auto pay. Pay

Turn Auto Pay Off - The request is to deactivate auto pay. Create Card - The request is to create a new card.

Status

Status of the card request

Valid values: For Final Approval - The card request is waiting for final approval.

Approved - The card request is approved. Rejected - The card request was not approved.

Unsuccessful - The card request was not successful due to an error.

Embossed Name


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Card No.

Card account identifier

Requested By

User who made the card request

Date Requested

Date the card request was requested

Format: MM/DD/YYYY

Approver

Name of approver

Date Approved

Date the card request was approved

Format: MM/DD/YYYY

Org/Company

Organization or company to which the card is assigned

Company ID

Company identification number

Embossed Line 2

Name embossed on the second line of the card

Address Line 1

Address of the cardholder

Street

Street address of the cardholder

City

City of the cardholder

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State And Zip

State and ZIP code of the cardholder

Shipping Option

Shipping method for card

Phone Number

Phone number of the cardholder

Work Number

Work phone number of the cardholder


Strategy that is assigned to the card

Credit Limit


Card Status

Status of the card

Valid values: Inactive - The card is inactive within the 360Control system.

Active - The card is active within the 360Control system. Replaced - The card has been replaced due to a lost/stolen status.

Replaced cards are expired from the 360Control system and their details appear grayed.

Closed - The card has been closed.


Unsetup - User has a card number but no user details or has yet to be assigned to the company structure.

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Billing Control Accounts

Program Administrators can use the Billing Control Accounts screen to view a list of the company’s billing control accounts. To access the Billing Control Accounts screen, on the Administrative toolbar, click Administration, then click Billing Control Accounts.


Using Filters

The filters function enables you to display only billing control accounts meeting user-selected criteria. For example, you may want to search for all billing control accounts at a specific viewpoint on the hierarchy, or with a certain credit limit.

The following list shows available filter criteria. You can combine these criteria to further narrow the results.

User Status

Card Status

User Email Address

Employee ID

First Name

Last Name

Profile

User Account Status

Hierarchy

User Viewpoint

Cost Allocation


Card Setup

Billing Currency

Billing Type

Card Product

Cycle



Total Credit Limit

Card Lifecycle

Bank Status

Cardholder

Embossed Name

External Company

Card

Card No.

Card Viewpoint

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For example, you can search for all billing control accounts with an email address, or search for a particular billing control account using the Embossed Name. If you find that you use the same filter settings repeatedly, you can save the settings. Then, you can select the saved filter and apply it, reducing the amount of time needed to retrieve the results.


Billing Control Accounts Field Descriptions

Use the horizontal scroll bar at the bottom right of the window to view all available fields on the Billing Control Accounts screen. Descriptions appear in the order they are listed in the Add New Filter dropdown list in the Filters dialog box.

User Status


Valid values: Active - User is currently active within the 360Control service. This excludes

users who have been marked for expiration. Expired - User has been expired from the 360Control service.

The default period for expiration is the current billing period + 2. Expired users are displayed in gray italics.

Card Status

Status of the card

Valid values: Inactive - The billing control account is inactive within the 360Control system.

Active - The billing control account is active within the 360Control system.

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Valid values: (cont.) Replaced - The billing control account has been replaced due to a lost/stolen

status.

Replaced billing control accounts are expired from the 360Control system and their details appear grayed.

Closed - The billing control account has been closed.

Closed billing control accounts are expired from the 360Control system and their details appear grayed.

Unsetup - User has a billing control account number but no user details have yet to be assigned to the company structure.

User

Heading in the Filters dialog box for user information

Email Address

Email address of the billing control account

Employee ID


First Name

First name of the 360Control user

Last Name

Last name of the 360Control user

Profile

Name of the service profile to which the user belongs

User Account Status


The following table provides a legend for symbols used in the Status field of the Billing Control Accounts screen.

Card Active Indicates the user has at least one active card assigned

Description

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Card Inactive Indicates the card is inactive

User Active

Indicates the user is currently active within the 360Control service


User Expired

Indicates the user has been expired from the 360Control service

The default period for expiration is the current billing period + 2.

User Account Locked Indicates the user account has been locked and the user cannot log in to 360Control

User Account Unlocked Indicates the user account is unlocked

Transaction Approver Indicates the user is authorized to approve transactions

Card Request Approver Indicates the user is authorized to approve card requests

Hierarchy

Heading in the Filters dialog box for hierarchy information

User Viewpoint

Company structure point to which the user is assigned

A user with a viewpoint can view all other cards and users under that specific viewpoint.

Cost Allocation

Heading in the Filters dialog box for cost allocation information


Cost Allocation System to which a billing control account belongs

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Card Setup

Heading in the Filters dialog box for card setup information

Billing Currency

Billing currency of the billing control account

Billing Type

Code representing the billing control account billing type

Valid codes: CB - This is a consolidated billing account and is linked to a control

account. IB - This is an individual billing account.

Card Product

Text describing the product to which the billing control account belongs

The product is a group with the following attributes in common.

Association

Data Provider

Bank

Card type

Currency

Billing Type

Cycle

Billing control account billing cycle


Heading in the Filters dialog box for billing control account limits and dates information


Strategy that is linked to the billing control account

Total Credit Limit

Total cash credit limit of the billing control account

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Card Lifecycle

Heading in the Filters dialog box for card lifecycle information

Bank Status

Client-defined status of the billing control account

Cardholder

Heading in the Filters dialog box for cardholder information

Embossed Name

Name embossed on the billing control account

External Company

Company identification linked to the billing control account

Card

Heading in the Filters dialog box for card information

Card No.

Account number for the billing control account

Card Viewpoint

Company structure point to which the billing control account is assigned

Billing Control Account Details To view the Billing Control Details, select the check box of a user. The User & Card Details dialog box appears on the right side of the screen. The fields in the columns on the screen are listed. Based on user permissions, you can reset a user’s password, edit contact details, or change a user’s credit limit.


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To minimize the Billing Control Accounts Details dialog box, click . Useful Links

The Useful Links section of the Billing Control Account Details dialog box allows the program administrator to access frequent tasks set by the issuer.

The following links may appear in the Useful Links section:

View Auths and Declines - The program administrator can view pending authorizations and declines.

Edit User Preferences - The program administrator can set preferences for the selected user.

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©1994-2017 FIRST DATA CORPORATION All Rights Reserved. Printed in U.S.A.

This document contains confidential and proprietary information of First Data Corporation. You may not disclose, copy or use any portion of these materials for any purpose without the express written consent of First Data Corporation.

All trademarks, service marks, and trade names referenced in this material are the property of their respective owners.

Periodic revisions to this manual are issued to reflect technical changes and enhancements to the System, and to ensure that all information contained herein remains current and accurate.

Revision Guide May 8, 2018

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