CAR Registration and User Profiles

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CAR Registration and User Profiles
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Business Objective

• Enable the Program Administrator(s) to manage key
  elements of user profiles, including products,
  groups, and security/compliance monitoring of
  products, roles, and IDs.
• This allows companies to control who has access
  and the roles they should be performing.

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Agenda

• Lesson 1 Self-Registration
• No Approval
• Lesson 1B User Registration Approval (if
  applicable)
• Lesson 2 Searching for a Profile
• Lesson 3 Creating a Profile
• Products
• Corporate Account Reconciliation
• System Administration
• Lesson 4 Changing a Profile
• Lesson 5 Enabling/Disabling a Profile
• Lesson 6 Deleting a Profile
• Lesson 7 Reports to monitor Profiles and Cards

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Lesson 1 CAR Self-Registration

• Objective
• By the end of this lesson, the PA should know how
  to instruct a user to self-register for an _at_Work
  Corporate Account Reconciliation (CAR) User
  Profile.
• Why Is This Important
• A Profile is basically the User ID and associated
  permissions that enable a user to access the
  system and perform the tasks/activities for which
  she/he is responsible. A user can self-register
  as a Cardmember. If any other type of access is
  necessary, the cardmember/user needs to contact
  the Program Administrator to have the additional
  access added to his/her profile.

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Lesson 1 Self-Registration Step by Step
Instructions 1 of 8
Step Action
1 Obtain your Company Key from the CAR Self-Registration document or company website
2 Logon to the URL https//amex.iers.ihost.com
3 Copy and paste the Company Key into the Company Key field
4 Click Register Now
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Lesson 1 Self-Registration Step by Step
Instructions 2 of 8
Step Action
1 Select Language from dropdown
2 Enter your first name, middle initial, last name
3 Enter a unique User ID (5-32 characters - only letters and/or numbers)
4 Choose a Challenge question from the dropdown (3 choices) Enter a response which is CASE SENSITIVE
5 Enter your complete email address including the _at_ sign and what follows
6 Select Corporate Account Reconciliation
7 Click Next
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Lesson 1 Self-Registration Step by Step
Instructions 3 of 8
Step Action
1 Enter your 15 digit Card Number
2 If you have more than one card, enter 1st number, then click Add Another Card.
3 Click Next when all of your card numbers have been added.
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Lesson 1 Self-Registration Step by Step
Instructions 4 of 8
Step Action
1 Verify the information you have entered is complete and correct. Click Submit. Note If you need to make corrections, click Cancel to return to the previous screen
2 You will receive an email notification when your registration is complete containing your temporary password
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Lesson 1 Self-Registration Step by Step
Instructions 5 of 8
Step Action
1 Obtain the temporary password for your new User Profile.
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Lesson 1 Self-Registration Step by Step
Instructions 6 of 8
Step Action
1 Enter the User ID you created
2 Enter your temporary password
3 Click Log In
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Lesson 1 Self-Registration Step by Step
Instructions 7 of 8
Step Action
1 Copy and paste the Company Key into the Company Key field Note You can obtain your Company Key from the Self-Registration Document or from your Program Administrator.
2 Enter your Challenge Response (based on one of three questions you chose) remember this is CASE SENSITIVE
3 Click Submit
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Lesson 1 Self-Registration Step by Step
Instructions 8 of 8
Step Action
1 Type in a new password (6-14 characters, at least one letter, one number, and no spaces)
2 Re-enter your password
3 Click Change
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Lesson 1B User Registration Approval (if
applicable)

• Objective
• By the end of this lesson, the PA should know how
  to approve a profile in _at_Work Corporate Account
  Reconciliation (CAR).
• Why Is This Important
• Some clients want to approve all requests for CAR
  profiles (IDs) instead of allowing users to
  completely self-register. User Registration
  Approval inserts the Program Administrator into
  the process, requiring them to approve the
  request before the temporary password is sent to
  the user.

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Lesson 1B User Registration Approval Step by
Step Instructions 1 of 5
Step Action
1 Follow the steps in Lesson 1
2 User will receive a Registration notice. Note the message that will be displayed when self-registration request is complete. The temporary password IS NOT sent immediately
3 Program Administrator will log-in to System Administration and go to the CAR Company Administration folder
4 Select User Registration Approval
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Lesson 1B User Registration Approval Step by
Step Instructions 2 of 5
Step Action
1 Registrations requiring approval will be displayed
2 If you have more than one site, select Remits dropdown to display only the requests for a particular remit
3 Double click on the name to be reviewed (or highlight row and click on the Open folder
4 The Registration approval for ltnamegt window will appear. Click Next to proceed
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Lesson 1B User Registration Approval Step by
Step Instructions 3 of 5
Step Action
1 The CAR Cardmember role will be checked by default
2 If additional roles are needed, check at this time (e.g. CAR Cardmember Manager above)
3 Click Next
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Lesson 1B User Registration Approval Step by
Step Instructions 4 of 5
Step Action
1 Observe the gray bar to determine which Role and associated information is being requested.
2 Add the necessary Card Number(s). Click on the to see list from which to select. Click cardnumber needed to display in Card Number box and then click Add Card Note Same Steps as in Lesson 4 Creating a Profile regarding how to add Card Numbers
3 Click Next
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Lesson 1B User Registration Approval Step by
Step Instructions 5 of 5
Step Action
1 Observe the gray bar to determine which Role and associated information is being requested.
2 The card number(s) entered by the user at self-registration will be displayed. If additional card numbers need to be added, repeat the steps noted on previous screen.
3 Click Next
4 (no screen print above) Complete information requested on additional screens as appropriate (following steps in Lessons 4 and 5 Creating and Changing profiles)
5 The last screen is Action. Either choose to Approve or Reject registration request.
6 If Approve is selected, message you receive. Click Ok
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Lesson 2 Searching for a Profile

• Objective
• By the end of this lesson, the PA should know how
  to search for a profile in _at_Work Corporate
  Account Reconciliation (CAR).
• Why Is This Important
• Before trying to create any new Profiles, you
  should search to see if one exists. Also, you
  will need to be able to find Profiles in order to
  change access, update key information, etc.

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Lesson 2 Searching for a Profile Step by Step
Instructions 1 of 2
Step Action
1 Go to System Administration Expand the next to CAR Company Administration
2 Click User Profile Maintenance
3 Click the Find icon
4 Click the dropdown next to Last Name This will allow you to search for users by one of four different search criteria
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Lesson 2 Searching for a Profile Step by Step
Instructions 2 of 2
Step Action
5 Type in Last Name or any part of the last name for which you are searching. You can use wildcards () to narrow the search. If you do not put in any value, all users will be returned. Then click Find
6 When the list is returned, highlight the Person whose profile you wish to review. Click Ok. NOTE if there is only one match to your search, the profile will be automatically returned.
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Lesson 3 Creating a Profile

• Objective
• By the end of this lesson, the PA should know how
  to create (add) a new profile in _at_Work Corporate
  Account Reconciliation (CAR).
• Why Is This Important
• Any individual who will need access to the tool
  to view, review, reallocate, and/or approve
  transactions will need a User Profile.
• For security purposes, profiles should not be
  shared. Having unique profiles allows card
  numbers and access to be linked to specific
  individuals it also allows the Program
  Administrator to monitor access and report on
  usage and approval as necessary to meet
  compliance requirements.

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Lesson 3 Creating a Profile All ProfilesStep
by Step Instructions 1 of 5
Step Action
1 Complete the steps in Lesson 2 Searching for Profile Note It is a Best Practice to search for a Profile before creating one
2 Once you have determined an existing profile DOES NOT exist, click on New
3 Type in the User ID you would like to create Note If the ID already exists across all CAR clients, an error message User profile already exists will be generated. You will need to click New again (Steps 2 and 3 again).
4 Click Ok
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Lesson 3 Creating a Profile All ProfilesStep
by Step Instructions 2 of 5
Step Action
1 The new User ID will be displayed (grayed out)
2 Complete the requested information Last Name First Name Middle Initial Email address and Language (use dropdown to select) Make sure the email address is a complete address
3 Click Next
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Lesson 3 Creating a Profile All ProfilesStep
by Step Instructions 3 of 5
Step Action
1 Select the dropdown to pick one (1) of three (3) challenge questions
2 Type in the challenge response Note It is CASE SENSITIVE Continue to next page
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Lesson 3 Creating a Profile All ProfilesStep
by Step Instructions 4 of 5
Step Action
1 You will select either Product or both, depending on what the user being created needs to perform
2 Check Corporate Account Reconciliation IF the User needs to view, review, and/or reallocate transactions
3 Check System Administration IF the User being created needs to perform system administration functions such as creating/editing/deleting users, managing card defaults, maintaining validation tables, running data extracts, etc.
4 Click Next
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Lesson 3 Creating a Profile All ProfilesStep
by Step Instructions 5 of 5
Step Action
1 Result IF you only selected Corporate Account Reconciliation as the Product on the previous screen (defaults to having CAR Cardmember checked)
2 Result IF you only selected System Administration as the Product on the previous screen
3 Result IF you selected BOTH Corporate Account Reconciliation and System Administration as the Products on the previous screen (defaults to having CAR Cardmember checked)
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Lesson 3 Creating a Profile Step by Step
Instructions Roles in CAR Product

• The following pages focus on the steps for
  assigning Roles to the End User to use the CAR
  product
• Accounting Manager
• Role for users who need to review/audit
  transactions with a specific accounting value(s)
• BCA (Basic Control Account) Manager
• Role that serves many purposes as it gives access
  to ALL cards and transactions under that BCA
• Program Administrators are typically BCA Managers
  as well
• Cardmember Manager
• Role for managers who need to view, approve,
  and/or reallocate transactions of their direct
  reports
• Cardmember
• Role for individuals who have their own cards and
  need to review and/or reallocate transactions
• Non-manager role
• Requestor
• Role for users to view transactions based on a
  requestor name that is passed with the
  transaction rather than having account number
  based permissions.

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Lesson 3 Creating a Profile CAR ProductStep
by Step Instructions 1 of 14
Step Action
1 Place a Check next to each role (group) the Profile (user) needs click Next Cardmember Role for individuals who have their own cards and need to review and/or reallocate transactions. Non-manager role Cardmember Manager Role for managers who need to view, approve, and/or reallocate transactions of their direct reports BCA (Basic Control Account) Manager Role that serves many purposes as it gives access to ALL cards and transactions under that BCA. Program Administrators are typically BCA Managers as well Accounting Manager Role for users who need to review/audit transactions with specific accounting value(s) Requestor Role for users to view transactions based on a requestor name that is passed with the transaction rather than having account number based permissions.
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Lesson 3 Creating a Profile - CAR Product Step
by Step Instructions 2 of 14
Step Action
1 The gray bar informs you as to the Product (CAR) and role being addressed. In this case Accounting Manager for the CAR tool
2 Select Site from Site dropdown by clicking to highlight the appropriate site
3 Select Link Type from Link Type dropdown. Link Type displays key accounting fields
4 You will now have to select a value by clicking on the dropdown or option Continue to next screen
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Lesson 3 Creating a Profile - CAR Product Step
by Step Instructions 3 of 14 (continued)
Step Action
5 Click on the dropdown box or the option to discuss values from which to choose
6 Click on the value to be used it will be displayed in the box
7 Click the Add Link button
8 The entry will now be displayed in the table. Repeat Steps 2 7 to add additional links. Note A Link Type can be selected multiple times with different values.
9 Click Next
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Lesson 3 Creating a Profile - CAR Product Step
by Step Instructions 4 of 14
Step Action
1 The gray bar informs you as to the Product (C0111AR) and role being addressed. In this case BCA Manager for the CAR tool
2 Select the search button to display BCA numbers from which to choose
3 Click on the BCA to be added to highlight it
4 Click Ok
5 The BCA will be displayed in the BCA Number box
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Lesson 3 Creating a Profile - CAR Product Step
by Step Instructions 5 of 14 (continued)
Step Action
6 Click on Add BCA to have the selection appear in the table
7 The selected BCA appears in the table. Repeat Steps 2 6 to add additional BCAs to this Profile
8 Click Next if you are done selecting BCAs to tie to this Profile
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Lesson 3 Creating a Profile - CAR Product Step
by Step Instructions 6 of 14
Step Action
1 The gray bar informs you as to the Product (CAR) and role being addressed. In this case Cardmember Manager for the CAR tool
2 Select the search button to display the Search window from which to search and choose card number(s)
3 Best Practice Leave asterisks and click Ok to get a list of all cardmember numbers. Otherwise you can type in the exact name or cardmember number, or use asterisks for wild card search.
4 Click Ok
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Lesson 3 Creating a Profile - CAR Product Step
by Step Instructions 7 of 14 (continued)
Step Action
5 Click on the Cardmember Number/Name to be added to highlight it
6 Click Ok
7 The selected number will appear in the Card Number box
8 Click Add Card to add the card number value to the table
9 The selected card number is displayed in the table. Repeat Steps 2 8 to add additional cards to this Profile
10 Click Next if you are done selecting cardnumbers to tie to this Profile
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Lesson 3 Creating a Profile - CAR Product Step
by Step Instructions 8 of 14
Step Action
1 The gray bar informs you as to the Product (CAR) and role being addressed. In this case Cardmember for the CAR tool
2 Select the search button to display the Search window from which to search and choose card number(s)
3 Best Practice Leave asterisks and click Ok to get a list of all cardmember numbers. Otherwise you can type in the exact name or cardmember number, or use asterisks for wild card search.
4 Click Ok
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Lesson 3 Creating a Profile - CAR Product Step
by Step Instructions 9 of 14 (continued)
Step Action
5 Click on the Cardmember Number/Name to be added to highlight it
6 Click Ok
7 The selected number will appear in the Card Number box
8 Click Add Card to add the card number value to the table
9 The selected card number is displayed in the table. Repeat Steps 2 8 to add additional cards to this Profile
10 Click Next if you are done selecting cardnumbers to tie to this Profile
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Lesson 3 Creating a Profile - CAR Product Step
by Step Instructions 10 of 14
Step Action
1 The gray bar informs you of the Product (CAR) and role/step being addressed. In this case Role Setup by user
2 Click on the dropdown arrow to see list of Sites to which the following settings/selections will apply
3 The list of available sites (based on selected BCAs and Cardnumbers) will be displayed. Click on the site to highlight it.
4 The site will now be displayed in the box
5 The Corporate Account Reconciliation Product(s) roles you checked will be displayed You can toggle the default role (which indicates the role into which the user enters in CAR) by checking a different role
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Lesson 3 Creating a Profile - CAR Product Step
by Step Instructions 11 of 14 (continued)
Step Action
6 You can toggle various settings for this profile by clicking the dropdowns and choosing Yes or No as appropriate
Meaning of each dropdown Mass Update Allow profile (user) to select more than one transaction at a time to review and/or reallocate Import/Export/Apply Ac Allow profile (user) to import and/or export a transaction to split and reallocate accounting Lock Card Data Allow profile (user) to lockdown (i.e. prevent changes to) the layout of the columns that appear in CAR Lock LID Allow profile (user) to lockdown (i.e. prevent changes to) the layout of the LID data that appear in CAR
7 Click Next when changes are complete
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Lesson 3 Creating a Profile - CAR Product Step
by Step Instructions 12 of 14
Step Action
1 The gray bar informs you of the Product (CAR) and role/step being addressed. In this case List Setup by user
2 Click on the dropdown arrow to see Sites to which the following settings/selections will apply
3 The list of available sites (based on selected BCAs and Cardnumbers) will be displayed. Click on the site to highlight it.
4 The site will now be displayed in the box
5 Click on the dropdown arrow to see the options for data lists to customize/tailor for this profile
6 Click on the appropriate List to highlight it Continue on next page
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Lesson 3 Creating a Profile - CAR Product Step
by Step Instructions 13 of 14 (continued)
Step Action
7 Card Data List The columns to be displayed in the CAR tool are listed. You can scroll down to see the complete list Check and/or uncheck fields as appropriate Line Item Details List Line Item Detail fields to be displayed in the CAR tool Export List Fields that will be exported in the CAR tool PO Header Information PO Header information field to be displayed in the CAR tool PO Line Item Details PO Line Item Detail fields to be displayed in the CAR tool NOTE If Lock Card Data, Lock LID or Lock Export are set to No on the previous screens (CAR User Role Setup), you will not be able to make changes on this screen
8 If not locked out of making changes, the buttons will be active (not grayed out). Move fields Up and/or Down by clicking on a field and using these keys
9 When all changes have been made, click Next
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Lesson 3 Creating a Profile - CAR Product Step
by Step Instructions 14 of 14
1
2
3
4
5
Step Action
1 The gray bar informs you as to the Product (CAR) and role being addressed. In this case Requestor for the CAR tool
2 Select Requestor Name from the dropdown menu
3 Select Update Requestor to add the Requestor name to the list
4 You will now have to select a value by clicking on the dropdown or option Continue to next screen
5 Click next when changes to the page are updated
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Lesson 3 Creating a Profile Step by Step
Instructions System Administration Product
The following pages focus on the steps for assigning capabilities to the System Administrator within the System Administration product.
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Lesson 3 Creating a Profile System
AdministrationStep by Step Instructions 1 of 16
Step Action
1 Select the specific Administrative access (i.e. Group) the Program Administrator should have by checking each box on the left NOTE The order of the groups may be in a different order than what is displayed above (if you also selected the Product Corporate Account Reconciliation on the previous screen.)
2 If all capabilities are to be provided, only check CAR Company Administration Otherwise, if you check each one individually and also CAR Company Administration, you will duplicate the folders of options that will be displayed when using the Profile
3 Click Next to proceed to screens where you define the CIDs, sites, and BCAs to be accessed
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 2 of 16
Step Action
1 Check AccountingLink Administration if you use CAR with AccountingLink and this profile should not have full CAR Company Administration.
2 Available if your company uses CAR with AccountingLink
3 After you click Next, the following screens will appear where you will check the appropriate boxes and click Next
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 3 of 16
Step Action
1 Check BCA Administration if the profile should have this capability and not full CAR Company Administration.
2 Assign Basic Control Accounts to specific sites Assign accounting defaults to Basic Control Accounts Add / Change descriptions to Basic Control Accounts Set Basic Control Account card default types
3 After you click Next, the following screens will appear where you will check the appropriate boxes and click Next
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 4 of 16
Step Action
1 Check Card Administration if the profile should have this capability and not full CAR Company Administration.
2 Look up cards to view general details regarding the card Assign / Update accounting defaults to specific cards Assign / Update card types
3 After you click Next, the following screens will appear where you will check the appropriate boxes and click Next
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 5 of 16
Step Action
1 Check CID Administration if the profile should have this capability and not full CAR Company Administration.
2 View only access to CID (Company Identification) and Remit accounts set up on CAR
3 After you click Next, the following screen will appear where you will check the appropriate boxes and click Next
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 6 of 16
Step Action
1 Check CAR Company Administration if the profile should have this capability and not full CAR Company Administration.
2 Allows access to all the System Administration functions
3 After you click Next, the following screen will appear where you will check the appropriate boxes and click Next
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 7 of 16
Step Action
1 Check CAR User Administration if the profile should have this capability and not full CAR Company Administration.
2 User Profile Maintenance Create new profiles (add new users) Delete profiles Enable/Disable profiles Update existing profiles
3 User Registration Approval (if required by your company) Approve pending self-registrations
4 After you click Next, the following screen will appear where you will check the appropriate boxes and click Next
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 8 of 16
Step Action
1 Check Email Administration if the profile should have this capability and not full CAR Company Administration.
2 Create email templates Schedule emails for delivery
3 After you click Next, the following screen will appear where you will check the appropriate boxes and click Next
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 9 of 16
Step Action
1 Check Third-party Data Administration if the profile should have this capability and not full CAR Company Administration.
2 Third-party Data Administration requires implementation. If enabled for your company, this allows Administrators to set up and maintain Third-party data such as purchase orders, travel, and meetings.
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 10 of 16
Step Action
1 Check Site Administration if the profile should have this capability and not full CAR Company Administration.
2 Perform standard date range and cycle extracts (unless your company is set up with IFB Run Manager custom extracts) Update and maintain accounting (i.e. validation files, mapping, card types) Update contact information per site Create Broadcast messages
3 After you click Next, the following screen will appear where you will check the appropriate boxes and click Next
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 11 of 16
Step Action
1 IFB Run Manager IFB Run Manager function can only be added to a profile by the American Express Help Desk 1-800-542-0995 option 2, option 3
Execute custom extracts (AP, GL, Cardmember Listings, User Listings) via Tasks Files
2 How will be displayed to the User when signed on with new Profile (left hand side of screen)
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 12 of 16
Step Action
1 Depending on what System Administration groups have been selected, you may encounter 1 3 more additional screens (Assign CIDs Assign Sites Assign Remits) Pay attention to the gray bar at the top of the screen. It informs you as to the Product (System Administration) and Group being addressed.
2 Check the appropriate CIDs (one or more)
3 Click Next
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 13 of 16
Step Action
1 Depending on what System Administration groups have been selected, you may encounter 1 3 more additional screens (Assign CIDs Assign Sites Assign Remits) Pay attention to the gray bar at the top of the screen. It informs you as to the Product (System Administration) and Group being addressed.
2 Check the appropriate Sites (one or more). This occurs after you have selected the CID(s)
3 Click Next
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 14 of 16
Step Action
1 Depending on what System Administration groups have been selected, you may encounter 1 3 more additional screens (Assign CIDs Assign Sites Assign Remits) Pay attention to the gray bar at the top of the screen. It informs you as to the Product (System Administration) and Group being addressed.
2 Click on the search button to display the list of Available Remits
3 Highlight the appropriate Remit Number
4 Click Ok
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Lesson 3 Creating a Profile System
Administration Step by Step Instructions 15 of
16 (continued)
Step Action
5 The selected Remit will appear in the Remit Number box.
6 Click Add Remit
7 The selected Remit will appear in the table Repeat Steps 2 7 to add additional Remits
8 Click Next after all the needed remits have been added
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Lesson 3 Creating a Profile All ProfilesStep
by Step Instructions 16 of 16
Step Action
1 Click the Submit Update for EXAMPLE01
2 You will receive a Registration Successful message. Click Ok
3 You will be returned to this screen
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Lesson 4 Changing a Profile

• Objective
• By the end of this lesson, the PA should know how
  to change (update) an existing profile in _at_Work
  Corporate Account Reconciliation (CAR).
• Why Is This Important
• There are a number of reasons why an existing
  profile may need to be updated. These include
• Card lost or canceled and new one is issued so
  you need to have new card associated with
  cardmembers profile and any cardmember managers
  to whom the original card was tied
• Roles change and an individual, who was just a
  cardmember, now manages those who have cards
• New BCAs are added to the hierarchy and the
  Program Administrator needs access

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Lesson 4 Changing a Profile All ProfilesStep
by Step Instructions 1 of 3
Step Action
1 Complete the steps in Lesson 2 Searching for Profile
2 The Profiles User Identification/Personal Account Information will be displayed Change any of the displayed Personal Account Information fields
3 Click Next
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Lesson 4 Changing a Profile All ProfilesStep
by Step Instructions 2 of 3
Step Action
1 Select a new Challenge Question and/or Challenge Response if necessary
2 Check and/or uncheck the Product(s) the Profile should or should not have Check Corporate Account Reconciliation IF the User needs to view, review, and/or reallocate transactions Check System Administration IF the User being created needs to perform system administration functions such as creating/editing/deleting users, managing card defaults, maintaining validation tables, running data extracts, etc In the example above if the Profile now needs Corporate Account Reconciliation, check it
3 Click Next
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Lesson 4 Changing a Profile All ProfilesStep
by Step Instructions 3 of 3
Step Action
1 Result IF you only selected Corporate Account Reconciliation as the Product on the previous screen (defaults to having CAR Cardmember checked)
2 Result IF you only selected System Administration as the Product on the previous screen
3 Result IF you selected BOTH Corporate Account Reconciliation and System Administration as the Products on the previous screen (defaults to having CAR Cardmember checked)
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Lesson 4 Changing a Profile Step by Step
Instructions CAR Product Roles
The following pages focus on the steps for assigning Roles to the End User to use the CAR product Accounting Manager Role for users who need to review/audit transactions with a specific accounting value(s) BCA (Basic Control Account) Manager Role that serves many purposes as it gives access to ALL cards and transactions under that BCA Program Administrators are typically BCA Managers as well Cardmember Manager Role for managers who need to view, approve, and/or reallocate transactions of their direct reports Cardmember Role for individuals who have their own cards and need to review and/or reallocate transactions Non-manager role Requestor Role for users to view transactions based on a requestor name that is passed with the transaction rather than having account number based permissions.
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Lesson 4 Changing a Profile CAR ProductStep
by Step Instructions 1 of 13
Step Action
1 Place a Check next to each role (group) the Profile (user) needs click Next Cardmember Role for individuals who have their own cards and need to review and/or reallocate transactions. Non-manager role Cardmember Manager Role for managers who need to view, approve, and/or reallocate transactions of their direct reports BCA (Basic Control Account) Manager Role that serves many purposes as it gives access to ALL cards and transactions under that BCA. Program Administrators are typically BCA Managers as well Accounting Manager Role for users who need to review/audit transactions with specific accounting value(s) Requestor Role for users to view transactions based on a requestor name that is passed with the transaction rather than having account number based permissions.
66
Lesson 4 Changing a Profile - CAR Product Step
by Step Instructions 2 of 13
Step Action
1 The gray bar informs you as to the Product (CAR) and role being addressed. In this case Accounting Manager for the CAR tool
2 Select Site from Site dropdown by clicking to highlight the appropriate site
3 Select Link Type from Link Type dropdown. Link Type displays key accounting fields
4 You will now have to select a value by clicking on the dropdown or option Continue to next screen
67
Lesson 4 Changing a Profile - CAR Product Step
by Step Instructions 3 of 13 (continued)
Step Action
5 Click on the dropdown box or the option to discuss values from which to choose
6 Click on the value to be used it will be displayed in the box
7 Click the Add Link button
8 The entry will now be displayed in the table. Repeat Steps 2 7 to add additional links. Note A Link Type can be selected multiple times with different values.
9 Click Next
68
Lesson 4 Changing a Profile - CAR Product Step
by Step Instructions 4 of 13
Step Action
1 The gray bar informs you as to the Product (CAR) and role being addressed. In this case BCA Manager for the CAR tool
2 Select the search button to display BCA numbers from which to choose
3 Click on the BCA to be added to highlight it
4 Click Ok
5 The BCA will be displayed in the BCA Number box
69
Lesson 4 Changing a Profile - CAR Product Step
by Step Instructions 5 of 13 (continued)
Step Action
6 Click on Add BCA to have the selection appear in the table
7 The selected BCA appears in the table. Repeat Steps 2 6 to add additional BCAs to this Profile
8 Click Next if you are done selecting BCAs to tie to this Profile
70
Lesson 4 Changing a Profile - CAR Product Step
by Step Instructions 6 of 13
Step Action
1 The gray bar informs you as to the Product (CAR) and role being addressed. In this case Cardmember Manager for the CAR tool
2 Select the search button to display the Search window from which to search and choose card number(s)
3 Best Practice Leave asterisks and click Ok to get a list of all cardmember numbers. Otherwise you can type in the exact name or cardmember number, or use asterisks for wild card search.
4 Click Ok
71
Lesson 4 Changing a Profile - CAR Product Step
by Step Instructions 7 of 13 (continued)
Step Action
5 Click on the Cardmember Number/Name to be added to highlight it
6 Click Ok
7 The selected number will appear in the Card Number box
8 Click Add Card to add the card number value to the table
9 The selected card number is displayed in the table. Repeat Steps 2 8 to add additional cards to this Profile
10 Click Next if you are done selecting cardnumbers to tie to this Profile
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Lesson 4 Changing a Profile - CAR Product Step
by Step Instructions 8 of 13
Step Action
1 The gray bar informs you as to the Product (CAR) and role being addressed. In this case Cardmember for the CAR tool
2 Select the search button to display the Search window from which to search and choose card number(s)
3 Best Practice Leave asterisks and click Ok to get a list of all cardmember numbers. Otherwise you can type in the exact name or cardmember number, or use asterisks for wild card search.
4 Click Ok
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Lesson 4 Changing a Profile - CAR Product Step
by Step Instructions 9 of 13 (continued)
Step Action
5 Click on the Cardmember Number/Name to be added to highlight it
6 Click Ok
7 The selected number will appear in the Card Number box
8 Click Add Card to add the card number value to the table
9 The selected card number is displayed in the table. Repeat Steps 2 8 to add additional cards to this Profile
10 Click Next if you are done selecting cardnumbers to tie to this Profile
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Lesson 4 Changing a Profile - CAR Product Step
by Step Instructions 10 of 13
Step Action
1 The gray bar informs you of the Product (CAR) and role/step being addressed. In this case Role Setup by user
2 Click on the dropdown arrow to see list of Sites to which the following settings/selections will apply
3 The list of available sites (based on selected BCAs and Cardnumbers) will be displayed. Click on the site to highlight it.
4 The site will now be displayed in the box
5 The Corporate Account Reconciliation Product(s) roles you checked will be displayed You can toggle the default role (which indicates the role into which the user enters in CAR) by checking a different role
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Lesson 4 Changing a Profile - CAR Product Step
by Step Instructions 11 of 13 (continued)
Step Action
6 You can toggle various settings for this profile by clicking the dropdowns and choosing Yes or No as appropriate Meaning of each dropdown Mass Update Allow profile (user) to select more than one transaction at a time to review and/or reallocate Import/Export/Apply Ac Allow profile (user) to import and/or export a transaction to split and reallocate accounting Lock Card Data Allow profile (user) to lockdown (i.e. prevent changes to) the layout of the columns that appear in CAR Lock LID Allow profile (user) to lockdown (i.e. prevent changes to) the layout of the LID data that appear in CAR
7 Click Next when changes are complete
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Lesson 4 Changing a Profile - CAR Product Step
by Step Instructions 12 of 13
Step Action
1 The gray bar informs you of the Product (CAR) and role/step being addressed. In this case List Setup by user
2 Click on the dropdown arrow to see Sites to which the following settings/selections will apply
3 The list of available sites (based on selected BCAs and Cardnumbers) will be displayed. Click on the site to highlight it.
4 The site will now be displayed in the box
5 Click on the dropdown arrow to see the options for data lists to customize/tailor for this profile
6 Click on the appropriate List to highlight it Continue on next page
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Lesson 4 Changing a Profile - CAR Product Step
by Step Instructions 13 of 13 (continued)
Step Action
7 Card Data List The columns to be displayed in the CAR tool are listed. You can scroll down to see the complete list Check and/or uncheck fields as appropriate Line Item Details List Line Item Detail fields to be displayed in the CAR tool Export List Fields that will be exported in the CAR tool PO Header Information PO Header information field to be displayed in the CAR tool PO Line Item Details PO Line Item Detail fields to be displayed in the CAR tool NOTE If Lock Card Data, Lock LID or Lock Export are set to No on the previous screens (CAR User Role Setup), you will not be able to make changes on this screen
8 If not locked out of making changes, the buttons will be active (not grayed out). Move fields Up and/or Down by clicking on a field and using these keys
9 When all changes have been made, click Next
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Lesson 4 Changing a Profile Step by Step
Instructions System Administration
The following pages focus on the steps for assigning capabilities to the System Administrator within the System Administration product.
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Lesson 4 Changing a Profile System
AdministrationStep by Step Instructions 1 of 16
Step Action
1 Select the specific Administrative access (i.e. Group) the Program Administrator should have by checking each box on the left NOTE The order of the groups may be in a different order than what is displayed above (if you also selected the Product Corporate Account Reconciliation on the previous screen.)
2 If all capabilities are to be provided, only check CAR Company Administration Otherwise, if you check each one individually and also CAR Company Administration, you will duplicate the folders of options that will be displayed when using the Profile
3 Click Next to proceed to screens where you define the CIDs, sites, and BCAs to be accessed
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Lesson 4 Changing a Profile System
Administration Step by Step Instructions 2 of 16
Step Action
1 Check AccountingLink Administration if you use CAR with AccountingLink and this profile should not have full CAR Company Administration.
2 Available if your company uses CAR with AccountingLink
3 After you click Next, the following screens will appear where you will check the appropriate boxes and click Next
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Lesson 4 Changing a Profile System
Administration Step by Step Instructions 3 of
16
Step Action
1 Check BCA Administration if the profile should have this capability and not full CAR Company Administration.
2 Assign Basic Control Accounts to specific sites Assign accounting defaults to Basic Control Accounts Add / Change descriptions to Basic Control Accounts Set Basic Control Account card default types
3 After you click Next, the following screens will appear where you will check the appropriate boxes and click Next
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Lesson 4 Changing a Profile System
Administration Step by Step Instructions 4 of 16
Step Action
1 Check Card Administration if the profile should have this capability and not full CAR Company Administration.
2 Look up cards to view general details regarding the card Assign / Update accounting defaults to specific cards Assign / Update card types
3 After you click Next, the following screens will appear where you will check the appropriate boxes and click Next
83
Lesson 4 Changing a Profile System
Administration Step by Step Instructions 5 of 16
Step Action
1 Check CID Administration if the profile should have this capability and not full CAR Company Administration.
2 View only access to CID (Company Identification) and Remit accounts set up on CAR
3 After you click Next, the following screen will appear where you will check the appropriate boxes and click Next
84
Lesson 4 Changing a Profile System
Administration Step by Step Instructions 6 of 16
Step Action
1 Check CAR Company Administration if the profile should have this capability and not full CAR Company Administration.
2 Allows access to all the System Administration functions
3 After you click Next, the following screen will appear where you will check the appropriate boxes and click Next
85
Lesson 4 Changing a Profile System
Administration Step by Step Instructions 7 of 16
Step Action
1 Check CAR User Administration if the profile should have this capability and not full CAR Company Administration
2 User Profile Maintenance Create new profiles (add new users) Delete profiles Enable/Disable profiles Update existing profiles
3 User Registration Approval (if required by your company) Approve pending self-registrations
4 After you click Next, the following screen will appear where you will check the appropriate boxes and click Next
86
Lesson 4 Changing a Profile System
Administration Step by Step Instructions 8 of 16
Step Action
1 Check Email Administration if the profile should have this capability and not full CAR Company Administration.
2 Create email templates Schedule emails for delivery
3 After you click Next, the following screen will appear where you will check the appropriate boxes and click Next
87
Lesson 4 Changing a Profile System
Administration Step by Step Instructions 9 of 16
Step Action
1 Check Third-party Data Administration if the profile should have this capability and not full CAR Company Administration.
2 Third-party Data Administration requires implementation. If enabled for your company, this allows Administrators to set up and maintain Third-party data such as purchase orders, travel, and meetings.
88
Lesson 4 Changing a Profile System
Administration Step by Step Instructions 10 of 16
Step Action
1 Check Site Administration if the profile should have this capability and not full CAR Company Administration.
2 Perform standard date range and cycle extracts (unless your company is set up with IFB Run Manager custom extracts) Update and maintain accounting (i.e. validation files, mapping, card types) Update contact information per site Create Broadcast messages
3 After you click Next, the following screen will appear where you will check the appropriate boxes and click Next
89
Lesson 4 Changing a Profile System
Administration Step by Step Instructions 11 of 16
Step Action
1 IFB Run Manager IFB Run Manager function can only be added to a profile by the American Express Help Desk 1-800-542-0995 option 2, option 3
Execute custom extracts (AP, GL, Cardmember Listings, User Listings) via Tasks Files
2 It will then be displayed to the User when signed on with new Profile (left hand side of screen)
90
Lesson 4 Changing a Profile System
Administration Step by Step Instructions 12 of 16
Step Action
1 Depending on what System Administration groups have been selected, you may encounter 1 3 more additional screens (Assign CIDs Assign Sites Assign Remits) Pay attention to the gray bar at the top of the screen. It informs you as to the Product (System Administration) and Group being addressed.
2 Check the appropriate CIDs (one or more)
3 Click Next
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Lesson 4 Changing a Profile System
Administration Step by Step Instructions 13 of 16
Step Action
1 Depending on what System Administration groups have been selected, you may encounter 1 3 more additional screens (Assign CIDs Assign Sites Assign Remits) Pay attention to the gray bar at the top of the screen. It informs you as to the Product (System Administration) and Group being addressed.
2 Check the appropriate Sites (one or more). This occurs after you have selected the CID(s)
3 Click Next
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Lesson 4 Changing a Profile System
Administration Step by Step Instructions 14 of 16
Step Action
1 Depending on what System Administration groups have been selected, you may encounter 1 3 more additional screens (Assign CIDs Assign Sites Assign Remits) Pay attention to the gray bar at the top of the screen. It informs you as to the Product (System Administration) and Group being addressed
2 Click on the search button to display the list of Available Remits
3 Highlight the appropriate Remit Number
4 Click Ok
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Lesson 4 Changing a Profile System
Administration Step by Step Instructions 15 of
16 (continued)
Step Action
5 The selected Remit will appear in the Remit Number box
6 Click Add Remit
7 The selected Remit will appear in the table Repeat Steps 2 7 to add additional Remits
8 Click Next after all the needed remits have been added
94
Lesson 4 Changing a Profile All ProfilesStep
by Step Instructions 16 of 16
Step Action
1 Click the Submit Update for EXAMPLE01
2 You will receive an Update Success message. Click Ok
3 You will be returned to this screen
95
Lesson 5 Enabling and Disabling a Profile

• Objective
• By the end of this lesson, the PA should know how
  to enable and disable a profile in _at_Work
  Corporate Account Reconciliation (CAR).
• Why Is This Important
• An employee who will not require use of his/her
  CAR User Profiles for some period of time should
  have it disabled for security purposes. Upon
  needing the User Profile again, it should be
  enabled.
• Also, a User Profile will be disabled if a User
  attempts to log-in incorrectly 3 times. The
  Program Administrator will need to enable the
  User Profile before the employee can access it
  again.

96
Lesson 5 Enabling and Disabling a Profile Step
by Step Instructions 1 of 2
Step Action
1 Complete the steps in Lesson 2 Searching for Profile
2 After finding the User Profile to be enabled, click on the Disable icon at the top of the screen. Note If Disable is grayed out, then the User Profile is already Disabled.
3 Disable will become grayed out once clicked
4 Click Ok
97
Lesson 5 Enabling and Disabling a Profile Step
by Step Instructions 2 of 2
Step Action
1 Complete the steps in Lesson 2 Searching for Profile
2 After finding the User Profile to be disabled, click on the Enable icon at the top of the screen. Note If Enable is grayed out, then the User Profile is already Enabled.
3 Enable will become grayed out once clicked
4 Click Ok
98
Lesson 6 Deleting a Profile

• Objective
• By the end of this lesson, the PA should know how
  to delete a profile in _at_Work Corporate Account
  Reconciliation (CAR).
• Why Is This Important
• Employees who leave the company or move into a
  role which does not require a purchasing, meeting
  or corporate card should have their CAR User
  Profiles deleted for security purposes.

99
Lesson 6 Deleting a Profile Step by Step
Instructions 1 of 1
Step Action
1 Complete the steps in Lesson 2 Searching for Profile
2 After finding the User Profile to be deleted, click on the Delete X icon at the top of the screen.
3 The Delete message box will appear. To continue, click on Yes
4 The User Definition message box will appear. Click Ok
100
Lesson 7 Reports to monitor Profiles and Cards

• Objective
• By the end of this lesson, the PA should know how
  to run and retrieve reports (files) that
  provide _at_Work Corporate Account Reconciliation
  (CAR) Profile information such as roles and
  access tied to each profile and cards.
• Why Is This Important
• This allows the Program Administrator to
  periodically review who has access and to what
  (card numbers, specific areas of the tool, etc)
  and alter and/or remove access as necessary.
  This may support audit and compliance
  requirements regarding IDs and access.

101
Lesson 7 Reports to monitor Profiles and Cards
Step by Step Instructions 1 of 5
Step Action
1 Log-in to the tool and go to System Administration
2 Expand the IFB Run Manager folder
3 Click IFB Run Manager
4 A display will appear on the right-hand side of the screen. Tasks tab will initially be selected and various folders will appear (e.g. Accounts Payable Extract General Ledger Extract Cardmember Extract User Extract) If the folders are expanded, you can collapse them by clicking on the sign.
102
Lesson 7 Reports to monitor Profiles and Cards
Step by Step Instructions 2 of 5
Step Action
1 Click on the template you want to run. It will be highlighted.
2 Click the Start button
3 A new window will appear Values for Interface File Builder Runner
4 A default Output File Name will be entered. You can change the name BUT must keep the extension as a .csv
5 Click on the Sites to be included in the file
6 Click Ok
103
Lesson 7 Reports to monitor Profiles and Cards
Step by Step Instructions 3 of 5
Step Action
1 The task you just started will appear in the Task History section with a status (Result) of Running
2 Click the Refresh button periodically to refresh the Result
3 When the Result displays Ok, the task has completed
104
Lesson 7 Reports to monitor Profiles and Cards
Step by Step Instructions 4 of 5
Step Action
6 Click on the file to be exported. It will be highlighted once clicked
7 Click on the Export button. You will select a location on your network or computer to save the file, which you can access later to view the contents. The layout of the User Listing file can be modified based on client needs
8 When you no longer need the file, click on Delete to keep the list of files displayed to a manageable size
105
Lesson 7 Reports to monitor Profiles and Cards
Step by Step Instructions 5 of 5
Step Action
1 To run additional reports, select the Tasks tab and find the next report (e.g. Cardmember Extract)
2 Click Start and repeat the Step-by-Step Instructions 2 of 5 through 4 of 5 outlined previously
106
Post Training Expectations / Actions

• Program Administrator should run the IFB(s) and
  identify follow up steps
• IDs/Profiles that should be deleted or disabled
• IDs/Profiles that should have products and/or
  groups removed

107
Review / Preview

• Recap of Key Points
• Profiles are the means to control who has access
  to CAR and what that access is
• Self-registration is for cardmembers only. All
  other roles and access must be granted by the
  Program Administrator.

108
Help

• For Questions with the CAR Tool
• CAR end users should contact site/system
  administrator or internal help desk
• Site/System administrators should contact
  American Express Front Line Consultants
• 1 800-542-0995 then choose option 2, option 3
• For Configuration Changes or Additions
• System/Program administrators can contact their
  Account Manager or the Help Desk to initiate a
  request for gTEC assistance with changes to sites
  or to add new sites