Barclaycard Online Services Administrator Guide

Revised – February 2015

Introduction Online Services is a web-based tool provided by Barclaycard to assist you with managing your card programme by providing a wide range of features which enable you to gain insight into your expenditure and therefore allowing you to mange your cash flow more effectively. The platform also provides the ability to manage Accounts in real-time quickly and efficiently via an easy to use interface:

Download Statements View Transactions View Declines

Reporting

• View and download up to 12 months worth of statements • View up to 12 months worth of transactions • Determine the reason the card have been declined quickly and easily by view the decline reason codes • Run reports to provide insight into your programme expenditure

card settings such as credit limit, address, close Card Account Maintenance • Maintain cards etc.

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Contents Registration: • • •

Expenses:

Accessing Online Services………....…Page 3 Registration…………………………..………Page 4 Login……………………………………..……..Page 6

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Account Management………………………….Page 18

Navigation: • • •

Reporting:

Additional Help……………………..……….Page 7 The Home Page…………………..………..Page 8 Menus………………………………..………...Page 9

• • •

Account Activity: • • • • •

View Transactions………………………..…Page 16

Administrator Standard Reports…….Page 21 Data Mappers……………………………......Page 23 Scheduling Reports and Mappers….Page 26

User Administration:

Search…………………………………..……..Page 10 View Account Summary………..……..Page 11 View Transactions…………………..…...Page 12 View Authorisation Requests…..….Page 13 View Statements…………………..……..Page 15

• •

Locked User Registration………………Page 30 User Maintenance………………………….Page 31

Frequently Asked Questions……………….Page 33

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Accessing Online Services You can find out more about Online Services and access the system by going to the Barclaycard Business Website at www.barclaycard.co.uk/business

New Users: To register for the service please select ‘Register’

Existing Users: Select ‘Log In’ to open the Login page (See Page 6 for details)

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Registration To register for Online Services please following these simple steps: Step 1: Provide the Corporate Account Number Provide the Corporate Account Number/ Company (Reference) Number. This is the 16-digit number that can be found on your monthly statement.

Step 2: Create a User ID. Choose a user ID, password and passcode to use each time you log in to online services. You'll need to enter your name and email address. This will be the email address used to send any notifications to you such as advising your statement is ready.

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Registration Step 3: Please enter your Company Account Details. You will need to know: - Your 16 digit Corporate Account Number - Your password (as specified on your application form - Your Company Credit Limit

Step 4: Please setup your security information and Accept the End User Licence Agreement to start managing your account.

After Registering:. You will have the option to ‘Register Another Account’ if you have other accounts to register. You will also need to read and accept the Terms of Use before you are able to access the system

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Login Once registered, to login simply enter your User ID , Password and the two requested digits from your passcode: If you have forgotten your log in credentials you can use the links on the home page to receive a reminder via email

Any user who is not registered can do so directly from the home page

If you want to access in a language other than English choose the drop to select alternatives

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Navigation: Additional help Throughout Online Services please look out for the icon. Simply hover over this to find further information to help you.

The system will log customers out if there has been no activity for 20 minutes. A warning message will be displayed after 18 minutes. If you are logged out, please go back to the login page to log back in

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Navigation: The Home Page You can logout here.

You can change your password, passcode, personal information and add additional accounts to your access from the ‘Update User Information’ section

Important Updates from Barclaycard will appear in the ‘My Messages’ section. You can add your own messages to appear on cardholders’ landing pages by navigating to ‘Administration’, ‘Customised Site’ then ‘Maintain Messages’

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A security message will be displayed to show when you last logged in

Navigation: Menus Navigate through the Online Services portal by selecting the relevant option from the main menu bar

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Account Activity: Search Through Online Services you have the ability to review up to date transactional information as well as authorisation/declines and previous statements Step 1: Navigate to ‘’Statements’ and ‘Account Activity’

Step 2: Search for an account by name or select the drop down for additional search options.

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Account Activity: Summary Step 3: The search results will display all Accounts matching the search criteria Click on ‘Details’

Step 4: This displays summary information about the Account such as current balance, available to spend etc.

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Account Activity: View Transactions Step 5: To view transactions navigate to the ‘Transactions’ tab and choose the relevant Statement Cycle from the drop down

Step 6: View the transactions associated with the search criteria Step 7: to download the transactions chose the ‘Download format’ and click ‘Download’

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Account Activity: Authorisation Requests Step 1: In Statements, navigate to ‘Account Activity’. Click on ‘Authorisation Requests’ Step 2: Use the filter options to narrow your search if required Step 3: If the transaction status is ‘declined’ you can see the decline reason in the ‘Reason’ field

Step 4: Clicking on the ‘Details’ button will display additional details about the transaction

Please Note:. If you view the authorisations on your company account this will display authorisations across all cardholders for your programme

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Account Activity: Authorisation Requests The following table details the common decline reason codes and actions that can be taken to prevent further declines Reason

Decline Description

Action to be taken to enable spend

Not Enough Available

The cardholder currently does not have enough available credit to complete the transaction

Programme Administrator to increase the cardholder’s credit limit. This can be done via Online Services. See page 17 for details

MCCG Excluded / Included

The merchant category code for the merchant the cardholder is transacting with is not included in their Merchant Category Code Group (MCCG) assignment

Programme Administrator to amend the cardholder’s MCCG to one which contains the MCC for the merchant

Single Purchase Limit Exceeded

The cardholder is trying to make a purchase for a value that exceeds the Single Transaction Limit assigned to the account

Programme Administrator to increase the STL transaction limit assigned to the cardholder's account. This can be done via Online Services. See page 17 for details

Overlimit

The cardholder is attempting to make a purchase but they are currently over their credit limit

Programme Administrator to increase the credit limit assigned to the cardholder’s account. This can be done via Online Services. See page 17 for details

Offline PIN blocked

The cardholder has entered their PIN incorrectly 3 times or more and therefore locked their card for use with chip and PIN enabled merchants

The cardholder needs to go to a UK based ATM and choose to ‘unlock PIN’ from the ‘PIN Management’ menu. If the cardholder is outside of the UK they should contact the call Centre for further options

Invalid CVV2 or CVC2

An invalid card security code has been entered. This is the last three digits on the signature strip on the reverse of the card. This usually occurs with online / telephone transactions

Merchant / Cardholder to check the security code being used and validate that it is correct.

Invalid Expiration Date

An invalid card Expiry Date has been entered. This usually occurs with online / telephone transactions14

Merchant / Cardholder to check the Expiry Date being used and validate that it is correct.

Account Activity: View Statements

Step 1: To view a copy of your paper statement navigate to the ‘Statements’ tab

Step 2: Click on the pdf icon relevant month to download the statement

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Expenses: View Transactions Viewing Transactions via ‘Expenses’ provides more flexibility in terms of locating and viewing transactional information as you can search across your entire programme. This is particularly useful where there is a large number of cardholders Step 1: From the ‘Expenses’ tab select ‘View Transactions’

Step 2: Enter the required search criteria and choose ‘Run Search’. Note: the search template can be saved for easy access for future searches

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Expenses: View Transactions Step 3: Clicking on the detail icon displays additional information

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Accounts: Maintenance Through Online Services you can manage cardholder's Account information and controls such as address, credit limit etc. Step 1: To manage an account choose ‘Manage Accounts’ from the ‘Accounts’ menu

Step 2: Click on the Account you want to maintain using the Account Name/Number filter if required

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Accounts: Maintenance All fields in yellow can be maintained in realtime: - Address - Credit Limit - Single Purchase Limit

Step 3: Maintain the relevant field and then click on submit

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The Reporting Module The Reporting Module in Online Services provides you with access to Standard reports as well as the ability to customise your own. These reports enable you to:

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understand the spend on your card programme

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take data out of the system for further analysis or to perform Accounting activities

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review account information

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review audit reports

Administrator Standard Reports

Data Mappers

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Report / Mapper Scheduling

Reporting: Administrator Standard Reports Standard Reports are available to provide Administrators with key information needed to manage your card programme Step 1: From the ‘Reports’ menu choose ‘Standard Reports’ Step 2: Click on the Report Name hyperlink

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Reporting: Administrator Standard Reports Step 3: Enter the date range for the report and complete the remaining options. Depending on the report chosen the output format will vary between PDF, HTML, CSV or Excel

Please Note: Once run the report will be available in the ‘Output Log’ accessed from the ‘Reports’ menu. An email will be sent to you to advise when the report is compete and will remain in the Output Log for 10 days

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Reporting: Data Mapper Data Mappers allow you to build a customised data extract containing the information you require for the report or to upload into a financial system. You can define the header/footer, data elements and format

Step 1: From the ‘Reports’ menu select ‘Data Mapping’

Step 2: Choose ‘Create’. Note: if you have already created mappers you can edit them from this page

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Reporting: Data Mapper

Step 3: Enter the general information about the mapper the choose ‘Next’

Step 4: Define the mapper format and the record types that should be included. Choose ‘Next’

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Reporting: Data Mapper Step 5: Click on ‘Add Field’ to define the records. Once complete click on ‘Next’

Step 6: Click on ‘Add Field’ to define the records to be included. Then click on ‘Next’ Step 7: Click on ‘Add Field’, define the records to be included and then click on ‘Next’

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Reporting: Report / Mapper Scheduling If you want to run a report or mapper on a regular basis you can use the scheduler function so that the report / mapper is automatically generated and delivered to your output log Step 1: From the ‘Reports’ menu select ‘Scheduler’

Step 2: Click on ‘Schedule New Event’. Note: if you already have reports / mapper scheduled you can manage them from this page

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Reporting: Report / Mapper Scheduling Step 3: Choose whether you wish to schedule a Report or a mapper and select ‘Go’

Step 4: Choose the report and then click on ‘Next’

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Reporting: Report / Mapper Scheduling Step 5: Choose the required unit or account and then select ‘Next’

Step 6: Enter details of the output format and then click ‘Next’.

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Reporting: Report / Mapper Scheduling

Step 7: Enter the name of the schedule and select the frequency etc. Then click ‘Next’. You will then have the ability to review the settings before choosing ‘Finish’ to complete the schedule

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Administration: Locked User Registrations If a cardholder fails the initial registration process for Online Services their ability to self register is locked. The following steps describe how this can be unlocked Step 1: From the ‘Accounts’ Menu choose ‘Manage Accounts’ and then choose the relevant account

Step 2: The reason for the validate failures as displayed so you can advise the cardholder what was incorrect. To allow them to attempt to re-register select ‘Reset Self Registration’ from the header bar

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Administration: User Maintenance If a cardholder enters their password or passcode incorrectly on more that 3 consecutive occasions they will have their access to the system locked. As Administrator you can reset this information Step 1: From the ‘Administration’ Menu choose ‘Maintain User Information’

Step 2: Search for the account from the available user criteria. Note: if you can use a * to return all results that contain the value populated

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Administration: User Maintenance Step 3: Locate the required account and click on ‘Edit’

Step 4: Edit information on screen or click on the options in the header bar to reset log in credentials

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Frequently Asked Questions How do we view all cardholders and balances in Online Services? There are 3 options: 1. You can go to the ‘Expenses’ tab, then ‘View Transactions’ and run this report which will list all cardholders and their current spending activity 2. You can access ‘Standard Reports’ and run the ‘Transaction Report’ 3. At individual cardholder level (rather than all users), simply access ‘Statements’ then ‘View Transactions’ and search for the cardholder. You can then view their current status, transaction list or statement.

In ‘Manage Accounts’ what search criteria is the best to use to access accounts? This will depend on what information you have available. We would recommend that you search using the full 16 digit card number (‘Search by account’), however, you can search using the cardholder name. If you do not know the full name you can use * (asterisk) as a wild card either at the start, middle or end (or all three) in the search box. Alternatively just click GO and all results will be returned in paginated form.

How do we remove administrators who are no longer with the company? You will need to go to ‘Administration’ and then ‘Manage Users’ and locate the administrator (note: only Programme Administrators can do this). Again, there are multiple search options. Once located, select the blue edit button. On the next screen you can lock the user, or further down the screen you can delete the user. We would recommend locking.

When can I run reports? You can run reports whenever you want. The reports can be run and the data is then delivered into your output log. The report is retained in the log for 10 days.

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Frequently Asked Questions What period of data can I search on? Reports and statements are available for a rolling 13 month period.

When inputting the corporate number it does not give a list of cardholders on the account? If customers are entering their corporate account number, the system will only return details of that corporate account. We would recommend that when searching, instead of specifying the corporate account, just leave all fields blank and select GO to get all results. Alternatively, it is possible to search by ‘unit’ number or name which will bring through the hierarchy. If you do not know the unit name or hierarchy, then leave all fields blank and select GO. The unit name will then be shown in the results.

What browsers are supported? Currently Internet Explorer version 7 (IE 7), IE 8, IE 9 and IE 10 are support browsers. However, as Microsoft are beginning to not support IE 7 or IE 8 we would recommended upgrading your browser to IE 9 or 10 as we may not be able to support these browsers in future.

Is there an Barclaycard Commercial Online Services user guide for cardholders? The Barclaycard Commercial Online Services user Guide for Cardholders is available from our on our home page at : http://www.barclaycard.co.uk/business/existing-customers/online-services/

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Glossary Status Codes Throughout Online Services next to account numbers you may notice there are a number of letter combinations e.g.

Each of these relate to a Status Code applied to the account. Many of these status codes to not provide pertinent information but those listed below are useful to be aware of: CL = Closed FR = Fraud IN = Inactive LS = Lost OL = Overlimit PD = Past Due SF = Fraud WA = Fraud Watch

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