U.S. Bank Access® Online User Guide

Approval Manager Account Approval Process Revision 1.4

Account Approval Process

Contents Introduction............................................................................. 4 Flexibility ............................................................................................................. 4 Tasks in This User Guide................................................................................... 5 View-Only Access ........................................................................................... 6 Variables by Organization.................................................................................. 7

Sample Scenarios................................................................... 8 Sample Scenarios Flow Chart......................................................................... 8

Searching and Selecting a Cardholder Account ............... 10 Use the Managing and Card Account Lists.................................................... 10 Search and Select a Cardholder Account ...................................................... 16 Search by Managing Account ......................................................................... 20

Viewing and Filtering the Transaction List ........................ 25 Advanced Search for Transactions ................................................................ 27

Approving and Rejecting Cardholder Transactions ......... 32 Approving a Transaction ................................................................................. 33 Rejecting a Transaction ................................................................................... 36

Approving a Cardholder’s Statement ................................. 45 Approving a Statement from the Cardholder List.......................................... 47 Viewing Statement Approval History.............................................................. 51

Approving a Managing Account ......................................... 53 Approving a Managing Account from the Managing Account List .............. 53 Approving a Managing Account from the Managing Account Summary .... 59

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Icons As you read this document, you will notice the following icons:

¾Tip!

Tips contain additional information to help you complete your work more

efficiently.

¾Learn More:

Additional information explains a business concept in more detail.

Web Addresses Live System You can easily access the live system at U.S. Bank Access® Online or by typing the following address into your web browser: https://access.usbank.com Web-based Training Make sure you have the most current version of this user guide (and access additional training content) by checking this guide’s version number against the user guide on the webbased training (WBT) site. You can also type the following address into your web browser: https://wbt.access.usbank.com

2006 CIO Magazine’s Enterprise Value Award Winner U.S. Bank’s Access Online system earned this award for leveraging information technology to help our clients achieve their business objectives and produce solid returns on their investments.

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Introduction Access Online’s account approval process enables an organization to customize approval tasks (e.g., transaction approval, statement approval) to provide an electronic mirror for internal approval procedures. The account approval process function complements the transaction management and order management tasks that your organization uses.

Flexibility The flexibility of the account approval process function enabled us to work with your organization during program implementation to set up the function to match your organization’s internal approval policies and procedures. For example, some organizations require cardholders to approve all their transactions before they approve their statements. Some organizations do not require cardholders to approve transactions at all — cardholders only need to approve their statements after cycle close. So, you may perform all or only some of the tasks covered in this user guide. If you are not certain of the parameters of your internal approval procedures and requirements and how they interface with the account approval process, ask the manager in charge of your program (e.g., agency/organization program coordinator [A/OPC], program administrator).

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Tasks in This User Guide Keep in mind that you may not perform all the tasks detailed in this user guide. Which tasks you perform, and when you perform them, depends on your organization’s internal approval policies and procedures. Even though not all users perform all tasks in the account approval process, this user guide presents the complete range of tasks, including:

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Search and select a cardholder account—You can search for a cardholder account by using the managing account and cardholder account list function, by searching for a specific cardholder account, or by searching by a managing account.

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View and filter the cardholder transaction list—The first step in approving a transaction is to find and review the transactions you need to review and approve.

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Approve a transaction—You can approve a transaction directly on the transaction list or from the detailed transaction information. Depending on how your program is set up, you may have a limited number of days after a cycle closes to approve a transaction.

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View a transaction’s approval history—You can see if another user (e.g., a cardholder) has approved the transaction or review your own approval information (e.g., the date you approved the transaction).

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Approve a cardholder statement—You can easily approve a cardholder statement. Depending on how your program is set up, you may have a limited number of days after a cycle closes to approve a cardholder statement, or you may not be able to approve the statement until the designated user has approved all the transactions in the cycle.

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View a cardholder statement approval history—You can see if another user (e.g., someone in the finance department) has approved a statement. You can also review your own approval information (e.g., the date you approved the statement).

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Approve/certify a managing account—Depending on how your program is set up and your access rights within Access Online, you may be able to approve/certify a managing account.

¾Learn More:

For more information on transaction management tasks, refer to the Access Online: Transaction Management User Guide. For more information on order management functions, including matching a transaction to an order, refer to the Access Online: Order Management User Guide.

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View-Only Access Also, you may only be able to view approval screens, without being able to perform any approval tasks. Your organization may have set you up with this view-only access so that you can see the transactions and accounts and their approval status in the system, without being able to make any changes to the information. For example, if you are an internal auditor in your organization, you might have such view-only access. The screens and tasks displays as shown in this user guide, but the action buttons for performing tasks are not active. In this way, your Program Administrator can give you access to the information you need, while maintaining control over who can modify the information in the system, leading to greater overall program control.

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Variables by Organization The parameters of the account approval process are flexible. We worked with your organization during program implementation to set up and customize your organization’s use of the account approval process. The parameters that vary with each organization include:

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Available tasks—We set up which users can perform which tasks. For example, we may have set up the function to require cardholders to approve transactions.

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Transaction review days limit—Your organization has a unique number of days (between 1–199) after transactions post for you to review and manage the transactions.

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Action days limit—Your organization has a unique number of days (between 1–199) that you have to approve transactions and statements after the close of the cycle.

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Transaction approval before statement approval—Your organization may require that cardholders approve all the transactions in a cycle before they can approve the statement for that cycle. Or, your organization may allow cardholders to approve their statements without approving all their transactions first.

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Autoapproval of statements with no activity—Your organization can set up your program to automatically approve a cardholder statement without any transactions in a cycle.

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Approval of multiple transactions—You may be able to select and approve multiple transactions at the same time.

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Autoapproval—If your organization uses the order management function, including the creation of manual orders, then Access Online may auto-approve a transaction for you if the transaction automatches (or you manually match) the transaction to an order within the tolerance limits your organization uses. The tolerance limit is a client-defined amount or percentage (or both) to allow for taxes, freight, fees, etc., that the user cannot estimate at the time of the order, but are generally included in the billed transaction. For example, an organization may set a tolerance of $10.00 over the order amount to allow for freight charges or processing fees. You organization may also set up your program to autoapprove reallocated transactions.

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Approval text—The text that displays when you approve a statement is unique to your organization.

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Sample Scenarios The sample scenarios below demonstrate how the flexibility of the account approval process reflects the requirements of different organizations’ internal procedures and payment models. Organization A has a structured, highly defined internal procedure with strict requirements and timelines for approvals. Organization B has an unstructured approval process with few requirements.

Sample Scenarios Flow Chart

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¾Learn More:

Your organization may have users who need to select a role when they work in Access Online. The system requests these users to select a default role (e.g., billing official, approving official) when they initially log in to Access Online. Thereafter, these users can easily switch roles from billing official to cardholder by clicking a Switch Role link on relevant screens.

Note the Switch Role link.

Note the currently selected role.

Simply select another role from the drop-down list and click the Select button. You can select the new role as your default, if desired, by selecting the Save the selected role as my default role check box. Select another role from the dropdown list, specify if you want this role to be your default, and click Select.

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Searching and Selecting a Cardholder Account The first step in approving a transaction or cardholder statement is to search and select the cardholder account you want to approve transactions or a statement for. You have three options for searching and selecting a cardholder account:

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Managing account and card account lists—You can access a list of the managing accounts you are authorized to view, drill down to a list a cardholder accounts associated to the managing account, and then, finally, drill down further to a specific cardholder account and associated transactions.

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Search and select a cardholder account—You can search for a cardholder account by specifying associated criteria, such as account number or cardholder name.

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Search and select a cardholder account by searching for a managing account— You can search and select a managing account, and then drill down to associated cardholder accounts.

Use the Managing and Card Account Lists

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To search for a cardholder account by using the managing and card account list functions: 1. Select the Transaction Management high-level task. The Transaction Management screen displays. 2. Click the Managing Account List link. The Transaction Management: Managing Account List screen displays.

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3

Depending on your access rights in the system and your organization’s setup, you may not have access to the Amount and Accounting Code data.

¾Learn More:

To filter the list, open the Search Criteria area and specify search criteria in any of the fields. Refer to the Access Online: Managing and Card Account Lists User Guide for information on filtering the managing account list. 3. Click the account number link associated to the managing account you want to work with. The Transaction Management: Managing Account Summary with Card Account List screen displays.

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¾Learn More:

Your organization may not choose to display to the Amount and Accounting Code data. Below is a sample screen without this information. The functions on the screen and the approval process is the same.

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4

4. Click the account number link for cardholder account you want to work with. The Transaction Management: Card Account Summary with Transaction List screen displays.

¾Tip!

You can approve a cardholder statement from this screen as described in Approving a Statement from the Cardholder List on page 47.

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From this screen, you can approve and reject transactions as described in Approving and Rejecting Cardholder Transactions on page 32.

¾Learn More:

From this screen, you can also perform transaction management functions, such as reallocating a transaction or adding line item detail, as described in the Access Online: Transaction Management User Guide. You can also perform order management functions, as described in the Access Online: Order Management User Guide.

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¾Learn More:

Your screen may also have additional icons displayed to indicate the availability of Level II and Level III data and/or to indicate if the transaction has been extracted. Note the II icons and the E icons in the sample screen below. If a transaction does not have a II or III icon, then only basic, Level I data is available. For more information on this screen, refer to the Access Online: Transaction Management User Guide.

These icons indicate the type of additional detail available and if the transaction has been extracted.

For detailed information on marking transactions for extract (if you are responsible for that task), refer to the Access Online: Marking Transactions for Extract User Guide.

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Search and Select a Cardholder Account

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To search and select a cardholder account: 1. Select the Transaction Management high-level task. The Transaction Management screen displays. 2. Click the Transaction List link. The Transaction Management: Search and Select an Account screen displays.

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3a 3b 3c 4

3. Specify search criteria: a. Type an account number in the Account Number field. –Or– b. Type a full or partial last name and/or first name in the Last Name and/or First Name fields. –Or– c. Type a social security number in the Social Security Number field.

¾Tip!

Not all organizations track cardholder accounts by social security number, so you may not be able to use this field as a search field. 4. Click the Search button. Cardholder accounts that match your search criteria display at the bottom of the screen.

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5

5. Click the product name link (e.g., CP Organization) next to the cardholder account you want to approve transactions for. The cardholder’s transaction list displays.

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From this screen, you can approve and reject transactions as described in Approving and Rejecting Cardholder Transactions on page 32.

¾Learn More:

From this screen, you can also perform transaction management functions, such as reallocating a transaction or adding line item detail, as described in the Access Online: Transaction Management User Guide. You can also perform order management functions, as described in the Access Online: Order Management User Guide.

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Search by Managing Account You can also search for a cardholder account by managing account.

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To search and select a cardholder account by the managing account: 1. Select the Transaction Management high-level task. The Transaction Management screen displays. 2. Click the Transaction List link. The Transaction Management: Search and Select an Account screen displays.

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3. Click the Search for a Managing Account link. The Transaction Management: Search and Select Managing Accounts screen displays.

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4a Some organizations use general managing account names (e.g., Acme Southeast Sales) and some assign and use a person’s name (e.g., Jane Smith). These search fields let you search by either naming convention.

4b 4c 4d 5

4. Specify search criteria: a. Type a managing account number in the Managing Account Number field. –Or– b. Type a full or partial account name in the Managing Account Name field. –Or– c. Type the managing account owner’s full or partial name in the Last Name and/or First Name fields. –Or– d. Type a full company number in the Company Number field. 5. Click the Search button. Managing accounts that match your search criteria display at the bottom of the screen.

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6

6. Click the managing account number associated to the cardholder accounts you want to work with.

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7

¾Tip!

If you have only one managing account that meets your search criteria, you go immediately to the list of associated cardholder accounts.

7. Click the product name link for the cardholder account you want to approve transactions for. The cardholder account displays with the transactions listed.

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From this screen, you can approve transactions as described in Approving and Rejecting Cardholder Transactions on page 32.

¾Learn More:

From this screen, you can also perform transaction management functions, such as reallocating a transaction or adding line item detail, as described in the Access Online: Transaction Management User Guide. You can also perform order management functions, as described in the Access Online: Order Management User Guide.

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Viewing and Filtering the Transaction List 1

Once you have accessed the cardholder account that you want to work with, you can filter the transaction list to find the transactions you want to approve.

2a

2b

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The search fields available to you depend on the functions your program uses. For example, only when you use the order management function does the Order Match Status drop-down list display.

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To filter the transaction list: 1. Click the Plus Sign icon to open Search Criteria section. The Search Criteria section displays fields that you can use to filter the transaction list or search for a specific transaction. 2. To filter by amount: a. Select a mathematical operator (e.g., =) from the Transaction Amount dropdown list. b. Type an amount in the $ field. 3. To filter by purchase ID, type a purchase ID in the Purchase ID field. 4. To filter by approval status, select each status to search by from the Approval Status drop-down list. 5. To filter by order match status, select a status from the Order Match Status drop-down list. 6. To filter by dispute status, select a status from the Disputed Transactions drop-down list. 7. To filter by reallocation status, select a status from the Reallocated Transactions dropdown list. 8. Select the number of transactions to display per page from the Display drop-down list. 9. Click the Search button. The transactions that meet your selected criteria display in a table at the bottom of the screen.

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¾Tip!

If you want to perform a narrower search, you can use the advanced search function as described in the next section.

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Advanced Search for Transactions You can narrow your search for transactions by performing an advanced search using additional, optional search fields. For example, you can search for only approved transactions between June 1, 2006 and June 15, 2006. 1

To conduct an advanced search: 1. Click the Advanced Search link. Additional search fields display that let you perform a narrower search.

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Account Approval Process Click to return to the basic search fields.

2b

2a

2c

The advanced search fields available to you depend on the functions your program uses. For example, only when you use the order management function does the Order Match Status drop-down list display.

2. To filter by date: a. Select a date option (e.g., Range) from the Transaction Date drop-down list. b. Type a beginning date in XX/XX/XXXX format in the beginning date field. –Or– c. Click the Calendar icon to select a date.

2d

d. Click a date link (e.g., 15, 26) on the calendar to select the date.

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¾Tip!

To navigate the calendar, select a month from the drop-down list and then type or use the Up Arrow and Down Arrow icons to go forward and back between years. Use the Left Arrow and Right Arrow icons to go forward and back between months. Click the Go to Today link to go to the current date right away. Click a date link (e.g., 15, 19) to select a date. Note that past dates are not live links and that the current date displays in red. If you do not want to select a date, you can close the Calendar dialog box by clicking the X icon in the upper right corner.

Use the Arrow icons to navigate among months and years.

Today’s date displays in red. Only current and future dates are links.

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2e 3b

3a 5

4

3c 6

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8 9 10 11

e. Type an ending date in XX/XX/XXXX format in the ending date field or click the Calendar icon to search and select a date. 3. To filter by transaction amount: a. Select a mathematical operator (e.g., >=,