CAR Site Maintenance

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CAR Site Maintenance

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Business Objective

• Enable the Program Administrator(s) to manage key
  elements of CAR Site Maintenance including
• Where and how accounting fields are defined and
  maintained
• How to maintain validation values
• How values are assigned to your accounting fields
  when transactions load into CAR
• How to create and maintain User Defined Fields
• How to create and activate Broadcast Messages
• Advanced Topics How to maintain CAR
  functionality involving Approvals, Mass Updates,
  List Options, and Locking Data

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Agenda

• Lesson 1 The Basics - Understanding Account
  Field, Validation, and Data Mapping
• Account Field Maintenance
• CAR Data Validation
• CAR Data Mapping
• Lesson 2 Advanced Topics
• User Defined Fields
• Broadcast Messages
• End-User Tab
• Approvals
• Mass Updates
• List Options
• Locking Options

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Lesson 1 CAR Account Field Maintenance

• Objective
• By the end of this lesson, the PA should know
  where to go in CAR to review how the accounting
  fields were set-up in CAR, how to work with
  validation tables and files, and how to review
  the data mapping rules set up for their CAR site.
• Why Is This Important
• It may save you a lot of time if you know where
  to go in CAR to see the business rules that have
  been configured in CAR for your company.
  Understanding how your accounting fields are
  defined in CAR, how to refresh validation values,
  and how data mapping works will answer any
  questions that arise once you start using CAR.

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Lesson 1 The Basics Locating your CAR Site
Step Action
1 Log into CAR System Administration.
2 Click on Site Maintenance in the CAR Company Administration folder.
3 On the right screen, at the bottom, is a list of all of your CAR sites. Click on the one you want. The tabs across the top of the screen will now be available.
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Lesson 1 The Basics Account Field Maintenance
We are going to first focus on the second and
third tabs Acct Fields and Mapping.
The Acct Flds tab contains 3 sub-tabs
Definition, Links, and Validation.
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Lesson 1 The Basics Account Field Maintenance
The Definition sub-tab defines each of the
accounting fields that make up your accounting
string.
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Lesson 1 The Basics Account Field Maintenance
The Links sub-tab assigns your accounting fields
to Link Types maintained by American Express.
This serves two purposes 1. It enables the field
to be available for the Accounting Manager
role 2. It defines in which field the data can be
found in _at_ Work Customized Reporting
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Lesson 1 The Basics Account Field Maintenance
Data Validation
Maintenance Click on this sub-tab to view the
validation values that have been loaded into CAR
for each accounting field. You can manually
update the validation values here. Combinations
Click this tab to view the combination validation
values that have been loaded into CAR, if your
company is doing combo validation. Groups Click
this tab to view and maintain Group validation
options, if used by your company. Advanced
Accounting Click this tab to view the advanced
validation rules, if used by your company. Tasks
Click this tab to run validation tasks, such as
loading validation files, creating export files,
or re-validating all transactions before creating
your output file. Files Click this tab to
import, export, or delete validation
files. Scheduler Click this tab to schedule the
running of the Re-Validate task.
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Lesson 1 The Basics Account Field Maintenance
Data Validation Maintenance
Step Action
1 Select an accounting field from the dropdown list and click on the Search button. All the validation values for that field will be displayed.
2 Scroll to the bottom of the list and click on New Entry to add additional values.
3 Be sure to click on Save to save your changes.
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Lesson 1 The Basics Account Field Maintenance
Data Validation - Combinations
If your company is doing combination validation,
this tab will display all the valid combinations
available during reallocation.
Step Action
1 Select a combination name from the dropdown list and click on the Search button. All the combination validation values for that field will be displayed.
2 Scroll to the bottom of the list and click on New Entry to add additional values.
3 Be sure to click on Save to save your changes.
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Lesson 1 The Basics Account Field Maintenance
Data Validation Tasks Files
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Lesson 1 The Basics Account Field Maintenance
Data Validation Files
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Lesson 1 The Basics Account Field Maintenance
Data Validation Files
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Lesson 1 The Basics Account Field Maintenance
Data Validation Tasks
Step Action
1 The steps for running each task are similar. First, highlight the task you wish to run and click the Start button.
2 A small window will open for you to select the appropriate values from each dropdown list.
3 Click OK and the task will run.
4 IMPORTANT Click the Refresh button to update the status of your task. When completed, the status will change from Running to Stopped.
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Lesson 1 The Basics Data Mapping
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Lesson 1 The Basics Data Mapping Card Types
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Lesson 1 The Basics Data Mapping Card Types
No Derive Do not derive any value for this
field 3rd Party Derive the value from a 3rd
Party Data File LID Derive the value from Line
Item Detail data Lookup Derive the value from a
Lookup File that has been loaded into CAR Card
Ref 1 Derive the value from the data passed by
the supplier in the Cardmember Reference
Field Merchant Table Derive the GL Account from
the value assigned to the merchant in the
Merchant table SIC Table Derive the GL Account
from the value assigned to the CIS Code in the
SIC table Card Default Derive the value from
defaults assigned to cards in Card
Maintenance Site Default Assign the site default
value to the field
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Lesson 1 The Basics Data Mapping Merchant
Table
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Lesson 1 The Basics Data Mapping Merchant
Table Exporting Data 1
The Merchant Table can be exported in a .csv
file, imported into Excel, updated, then imported
back into CAR.
Step Action
1 To export the Merchant table Click on the Tasks sub-tab under the Merchants tab.
2 Highlight CAR Site Merchants Export task and click the Start button.
3 Enter a file name for the file you are creating and click the OK button.
4 The task will start, and the status will indicate that it is running.
5 Click the Refresh button to update the status.
6 When the status changes to Stopped, your export file has been created.
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Lesson 1 The Basics Data Mapping Merchant
Table Exporting Data 2
Step Action
1 Open the CAR folder by clicking on the sign next to the CAR folder.
2 The file you created is in the SEExport folder. Open the folder by clicking on the sign.
3 Now click on the sign next to your CAR site name. This folder will contain the Merchant Table export that you just created. Highlight the file that you want to export.
4 Click the Export button. Another window will open for you to indicate a location on your computer where you want the export file saved. REMEMBER THIS LOCATION.
5 You can now open Excel and update the GL Account and Merchant ID fields.
To locate the file that you just created, click
on the Files sub-tab under the Merchants tab.
Note Be sure to save your file as a comma
separated values (.csv) file in Excel.
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Lesson 1 The Basics Data Mapping Merchant
Table Importing Data 1
Importing the Merchant File Importing the Merchant File
Step Action
1 On the Files sub-tab under the Merchants tab, open the SEImport folder by clicking the sign next to the folder.
2 Highlight your CAR site name folder and click the import file.
3 Locate the file that you just modified in Excel ensure that it is saved as a comma separated values (.csv) file. Click Open. The file will transfer from your computer to CAR.
4 Once the file transfer completes, you will be able to see your file in the folder that you highlighted above.
After you have completed updating the Merchant
file in Excel, you need to import the file back
into CAR and load it into your Car site. This is
a two step process.
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Lesson 1 The Basics Data Mapping Merchant
Table Importing Data 2
Step Action
1 Click on the Tasks sub-tab under the Merchants tab.
2 Highlight the CAR Site Merchants Load task and click the Start button.
3 In the small window that opens, click on the Directory dropdown arrow and select the folder that contains the updated Merchants file. It will most likely be in the folder with your CAR site name.
4 Next, click on the Filename dropdown arrow to locate the merchant file that you just imported. Highlight the merchant file, and click OK.
5 The merchant file will start loading. Click the Refresh button to update the status.
6 When the status shows Stopped, the merchant table will be updated with your new values.

• After you have imported your file to CAR, now you
  need to load the updated merchant file into your
  sites Merchant Table.

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Lesson 1 The Basics Data Mapping SIC Table
Similar to the Merchant Table, many clients
assign GL Accounts to the merchant SIC codes.
When transactions load into CAR, if you have
assigned a GL Account to the merchants SIC code,
that GL Account will be assigned to the
transaction. You can update the SIC Table
manually, or you can follow the same steps
described for the Merchant Table to export the
table, update the values in Excel, and import the
values back into CAR.
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Lesson 2 Advanced Topics User Defined Fields
User Defined Fields can be used to capture
additional information about transactions.
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Lesson 2 Advanced Topics Broadcast Messages
Broadcast Messages provide an easy way to communicate with your CAR users. Broadcast Messages provide an easy way to communicate with your CAR users.
Step Action
1 From CAR Company Administration\ Site Maintenance, highlight your site and click on the Broadcast tab.
2 Enter the Effective date and the Expiration date for your message.
3 Change Status to Enabled and select the appropriate language.
4 Enter the Name and Title that you would like to appear on the message.
5 Enter your message.
6 Click on the Save button. Your CAR users will see the message when they log-in during the dates entered.
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Lesson 2 Advanced Topics End User Tab

• The End User tab allows the System Administrator
  to control many aspects of CAR including
• Approvals
• Mass Updates
• Clearing Exceptions
• Locking the data fields in the Card Data and LID
  tabs
• Locking the data fields in the Export file
• Allowing users to use the Export/Import feature
  for reallocating transactions
• This tab allows System Administrators to turn the
  features on or off by CAR role.
• If you have questions about any of these
  features, or think you may want to change the
  settings on this tab, contact your gTEC or the
  CAR Help Desk.

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Post Training Expectations / Actions

• Program Administrator should review and confirm
  the key elements of their CAR Site including
• Accounting Fields
• Validation Values
• User Defined Fields
• Program Administrator should determine if they
  should create and activate Broadcast Messages.

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Review / Preview

• Recap of Key Points
• CAR Site Maintenance allows you to configure CAR
  according to your companys business
  requirements. While many features are seldom
  updated, some areas need frequent attention
• Maintaining Validation tables
• Maintaining the GL Accounts on the Merchant Table
• Creating Broadcast messages

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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