Scotiabank VISA Business Card CentreSuite User Guide for Coordinators

SCOTIABANK VISA BUSINESS CARD – USER GUIDE FOR COORDINATORS 1

TABLE OF CONTENTS INTRODUCTION .................................................................................................................................................................. 3 1.0 1.1 2.0 2.1 2.2 2.3 2.4 3.0 3.1 3.2 3.3 3.4 4.0 4.1 4.2 5.0

GETTING STARTED ........................................................................................................................................... 3 WHAT YOU CAN EXPECT ........................................................................................................................................... 3 CENTRESUITE ..................................................................................................................................................... 4 TECHNICAL REQUIREMENTS ..................................................................................................................................... 4 ACCESSING CENTRESUITE FOR THE FIRST TIME ........................................................................................................ 4 FORGOT YOUR PASSWORD ....................................................................................................................................... 4 UNLOCKING/RESETTING YOUR PASSWORD .............................................................................................................. 4 CARD MAINTENANCE ....................................................................................................................................... 5 REQUESTING NEW CARDS ......................................................................................................................................... 5 SEARCHING FOR CARDHOLDER ACCOUNTS................................................................................................................ 6 CHANGING EXISTING CARDHOLDER DATA................................................................................................................. 6 CANCELING/CLOSING AN EXISTING CARD ................................................................................................................. 6 VIEWING TRANSACTIONS ................................................................................................................................ 7 VIEWING AN ACCOUNT SUMMARY ............................................................................................................................ 7 VIEWING A TRANSACTION LIST ................................................................................................................................. 7 TECHNICAL ASSISTANCE ............................................................................................................................... 7

SCOTIABANK VISA BUSINESS CARD – USER GUIDE FOR COORDINATORS 2

INTRODUCTION Welcome to the Scotiabank VISA Business Card and User Guide for Coordinators. With more and more companies now using credit and charge cards as the method of payment for travel and small dollar disbursements, a need arises for a more economical and convenient way to reconcile expenses. Scotiabank now offers an online card management and reporting tool that meets the needs of small business and commercial customers – CentreSuite.

1.0

GETTING STARTED 1.1 WHAT YOU CAN EXPECT This guide will provide you with the basic information you need to get started with your Scotiabank VISA Business Card program, including the steps you must complete so that we can issue your cards. It is very important to take note of and retain the Service Agreement ID which was provided to your program’s coordinator(s) by Scotiabank as part of the Welcome email notification process. You should also ensure that your program coordinators are aware of the password which was provided to Scotiabank by your organization on the Coordinator Designation form. This information will be required for verification purposes when either the primary or secondary coordinator contacts the Scotiabank VISA Business Card Service Centre for ongoing program support. In order for us to issue your cards, one of your program coordinators will need to login to the CentreSuite web site to complete and submit your cardholder information. You can expect to receive the cards within 7-10 business days, sent to the attention of the primary coordinator. Card requests and changes are made through Accounts/Manage Accounts of CentreSuite. The billing cycle is from the 16th of the current month to the 15th of the following month. All cardholder transactions roll-up to the company account at the end of the billing cycle and their individual balance is set to zero. Your Business Account will be automatically debited 21 days after the end of the billing cycle, on or about the 5th of each month, for transactions from the previous billing cycle.

All information is 100% web-based, and there are no paper statements or reports generated. An electronic statement (in PDF format) will be delivered to the company coordinator(s) and cardholders on the 18th of each month. The e-statement will be delivered to the email address on file for each cardholder and company coordinator. The sender of the email is “Scotiabank . Cardholder transactions can be viewed online through CentreSuite. Instructions on how to view transactions are available under section 4.0.

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2.0

CENTRESUITE

2.1 TECHNICAL REQUIREMENTS The following components are required to use CentreSuite: Browser Requirements The following browser version is recommended for best performance: o

Microsoft Internet Explorer 7.0

2.2 ACCESSING CENTRESUITE FOR THE FIRST TIME • • •

•

Log on to CentreSuite at www.CentreSuite.com/centre/?vbc. You will be asked to enter your user ID and password Your user ID begins with your first name and is followed by the first 4 letters of your last name; followed by the last 6 digits of your Service Agreement ID (provided by Scotiabank in the welcome email notification). Your temporary password is Welcome1. You will be asked to change your temporary password the first time you log on and accept the End-User License Agreement. To help protect your logon account from fraudulent use, you will also need to select 4 additional security questions. You may be prompted to answer one or more of these questions as part of the Self Unlock/Reset Password procedure to help verify your identity. Select your language preference from the drop down menu.

Once you have successfully changed your password, you will be provided with a confirmation. Click on ‘Ok’ to proceed. You now have access to CentreSuite, the web-based reporting and card management tool.

2.3 FORGOT YOUR PASSWORD If you ever forget your password, you have the ability to reset your own password by clicking on the ‘Forgot your password’ link. You will then be prompted to enter your user ID. Click Submit. You will receive an email from Scotiabank containing the password hint you created when you first logged on to CentreSuite.

2.4 UNLOCKING/RESETTING YOUR PASSWORD After 3 consecutive unsuccessful password attempts, your user ID will be locked. You can unlock your user ID and reset your password by clicking on the “Unlock/Reset password” link. Enter your User ID. Click Submit. Click Continue and then close your browser. You will receive an email notification containing a link that will open another CentreSuite session specifically for your account unlock/password reset. This link will expire 24 hours after the email is sent. Click on the link from the email you received. Enter your User ID and click on Reset Password or Unlock Account. To verify your identify, you will be required to answer one of the security questions you created the first time you logged on to CentreSuite. Type the answer to the security questions and click Continue. If you selected Unlock Account, a page will appear confirming that your account has been unlocked. Click Continue.

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If you selected Reset Password, the reset password page will display your temporary password. Make note of your temporary password and click Continue. Type your User ID, and type your temporary password in the Old Password field. Click Log On. After answering the security questions, click Continue. Type your temporary password in the Old password field. Type your new password in the New password and Confirm new password fields. Type a phrase that will allow you to remember your password in the Password hint field. You cannot type the password itself. This entry will be emailed to you if you require a password hint. Click Submit. If you have successfully changed your password, a confirmation page will appear. Click Ok.

3.0

CARD MAINTENANCE

Accounts/Manage Accounts is used to search for cardholder accounts and performing card maintenance functions such as creating new cards, editing existing cardholder data and/or canceling existing cards.

3.1 REQUESTING NEW CARDS Log on to CentreSuite at www.CentreSuite.com/centre/?vbc. Enter your user ID and password. Click on Accounts from the menu bar. Select Manage Accounts. Click on Add New Account. A blank Account Management for New Account form will be displayed. The following fields must be completed in order to successfully request a card: - Cardholder Name: enter cardholder’s first and last name as it should appear on card. Ensure there is an * between the first and last name with no blank spaces ie Jane*Doe. Cardholder name must be 25 characters or less and should not contain punctuation (i.e. hyphens, accents). - Company Name: enter company name as it should appear on card. Ensure there is an * at the end of the company name ie ABC Company*. If left blank, the company name as provided by your relationship/account manager will be used. - Address Line 1, City, Province, Postal Code: enter cardholder’s mailing address - Email address: enter cardholder’s email address. - Work phone: enter cardholder’s work phone number - Card Type: used to specify the card type (gold vs silver) and language (english vs french). - Date of Significance: enter a significant date that can easily be remembered by the cardholder. This can be any historical date (not future date) such as an anniversary or employment date. The significant date is required for card activation purposes. - Card Limit: enter cardholder’s credit limit. - Cash Advance %: enter 0 if cash advance is not allowed. Once all of the above fields have been completed, click Submit. The card will be delivered to the primary coordinator within the next 7-10 business days.

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3.2 SEARCHING FOR CARDHOLDER ACCOUNTS Log on to CentreSuite at www.CentreSuite.com/centre/?vbc. Enter your user ID and password. Click on Accounts from the menu bar. Select Manage Accounts. To locate a specific cardholder, enter cardholder’s first and last name in the Search for field. For a list of all cardholders, leave Search for field blank. Click Go. A list of all cardholders will be displayed. To export this information into a coma separated values (CSV) file, click on Export All. A File Download pop-up window appears. Click on Save. A pop-up window appears asking to specify the location where you want to save the file. Click on Save, then Close.

3.3 CHANGING EXISTING CARDHOLDER DATA Log on to CentreSuite at www.CentreSuite.com/centre/?vbc. Enter your user ID and password. Click on Accounts from the menu bar. Select Manage Accounts. To locate a specific cardholder, enter cardholder’s first and last name in the Search for field. For a list of all cardholders, leave Search for field blank. Click Go. Under Account Detail, select Edit. Modify the appropriate fields as necessary. Click Submit.

Notes: o If a change has been made to either one of the following fields, Cardholder Name, Company Name and/or Card Type, a new plastic will be created and mailed to the primary company coordinator within 710 business days. o

All changes are real time, except for Cash Advance %. Please allow 24 hours for processing.

3.4 CANCELING/CLOSING AN EXISTING CARD Log on to CentreSuite at www.CentreSuite.com/centre/?vbc. Enter your user ID and password. Click on Accounts from the menu bar. Select Manage Accounts. To locate a specific cardholder, enter cardholder’s first and last name in the Search for field. For a list of all cardholders, leave Search for field blank. Click Go. Under Account Detail, select Edit. Change the Account Status from Open to Close-M9. Click Submit. Notes: o If your cardholder has any monthly pre-authorized payments on the account, please ensure the merchant is contacted and advised to cancel the pre-authorized payments. Cancelling/closing the card will not prevent pre-authorized payments from being posted to the cardholder’s account. o

Once the cardholder’s account has been cancelled/closed, the plastic must be destroyed.

o

To declare a card lost/stolen, please contact the Scotiabank VISA Business Card Service Centre at 1888-823-9657

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4.0

VIEWING TRANSACTIONS

4.1 VIEWING AN ACCOUNT SUMMARY Log on to CentreSuite at www.CentreSuite.com/centre/?vbc. Enter your user ID and password. Click on Statements from the menu bar. Select Review Account Activity. To locate a specific cardholder, enter cardholder’s first and last name in the Search for field. For a list of all cardholders, leave Search for field blank. Click Go. Under Account Summary, click on the information.

icon. Scroll to the bottom of the page for the account summary

4.2 VIEWING A TRANSACTION LIST Log on to CentreSuite at www.CentreSuite.com/centre/?vbc. Enter your user ID and password. Click on Statements from the menu bar. Select Review Account Activity. To locate a specific cardholder, enter cardholder’s first and last name in the Search for field. For a list of all cardholders, leave Search for field blank. Click Go. Under View Transactions, click on the

icon. Scroll to the bottom of the page for a list of the transactions.

To view transactions for a cycle other than the current cycle, select the cycle from the Statement Cycle list. The transactions can be downloaded into any one of the following formats: • OFX for MS Money • IIF for QuickBooks • Comma delimited text • Tab delimited text

5.0

TECHNICAL ASSISTANCE

If you experience any technical difficulties, please contact the Scotiabank VISA Business Card Service Centre at 1-888-823-9657. Please ensure you have both your Service Agreement ID and coordinator Password, as this information will be required for verification purposes by our technical analysts. Your Service Agreement ID was provided by Scotiabank as part of the initial program set-up documentation and email notification process. Your coordinator Password was provided to Scotiabank by your organization on the Coordinator Designation form.

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