Commercial Card Administration

Maintaining the Budget Query Links to Commercial Card

 

Card Holder Administration

• Adding a Cardholder
  

  1. Click the Add Cardholder link.
     

  2. Select an employee. This menu is pre-populated with current DePauw employees only.
     

  3. Click [Add Cardholder] button.
     

  4. Enter the card status. When adding a new cardholder, this field should have a value of "New". You may set a cardholder account to "Closed" on this screen, but it is advised that you use the Close Account link on the main menu instead. 
     
     Note: The cardholder status is represented by an "N" for "New", "A" for "Change", and "C" for "Close" on the Main Menu, just before the cardholder name.
     

  5. Enter the card number. This field will remain blank until the cardholder application is processed and a number is assigned by the credit card carrier.
     

  6. Enter the cardholder name. Change this field if necessary to reflect the name the cardholder wishes to appear on the card, if other than the name on record.
     

  7. Enter the DePauw Username. Enter/Modify this field if necessary.
     

  8. Enter the Credit Limit.
     

  9. Enter the Single Purchase Limit.
     

  10. Enter Authorizations. The maximum number of authorizations allowed per day.
      

  11. Enter Transactions. The maximum number of transactions allowed in the billing cycle.
      

  12. Enter Transaction Amount. The maximum dollar amount allowed per transaction.
      

  13. Enter MCC Group(s). If applicable, select the distinct MCC group or groups you wish to allow or disallow on this account.
      

  14. Enter MCC Status. This flag determines whether the group(s) selected above will be allowed or disallowed.
      

  15. Default account. A drop-down box will be displayed here if account authorizations were entered for this employee before adding them as a cardholder.
      

  16. Enter the Default Purpose.
      

  17. Place Hold on Account. Check this box to place a hold on this particular account, disallowing the user from accessing their transactions online. 
      
      Note: Any cardholder name whose account is currently held will appear in red on the Main Menu.
      

  18. Click the [Add Record] button.
      

  19. Return to the Commercial Card Menu. Upon successful posting of the cardholder information, the new cardholder record will appear in the Commercial Card Menu.

• Modifying a Cardholder
  

  1. Click the Edit Cardholder link next to the cardholder you wish to modify.
     
     Note: This form is the same as the Add Cardholder form, except the fields are pre-filled with existing data.
     

  2. Click the [Save Changes] button.

• Maintaining Cardholder Accounts
  

  1. Click the Edit Accounts link next to the appropriate cardholder.
     

  2. Click the Add Account link, or click the Edit link next to the account you wish to modify.
     
     Note: Clicking on the Delete link next to an account removes the record which ties this particular account to this particular employee only.
     

  3. Enter the Employee Department This field is pre-filled based on the department you selected for this cardholder when adding or editing their account. The account number entered in the next field will be granted to a) the current distinct user, and b) any administrator who has access to the department you select in THIS field.
     

  4. Enter the Account number.
     

  5. Click the [Add Record] button.
     
     Note: This button will read [Save Changes] if editing, rather than adding, a record.

• Viewing/Editing Statements
  

  Please see the Maintaining Statement Itemizations Help Guide.
  

  1. Click the Close Account link next to the appropriate cardholder.
     
     Note: You will be asked to verify that you want to close the account.
     

  2. Click the [OK] button.
     
     Note: The cardholder will no longer be able to access their account through this interface. Their name will appear with a "C" to the left on your Main Menu.

Maintaining Card Administrators

• Adding an Administrator
  

  1. Click the Add Administrator link.
     

  2. Select an employee. This menu is pre-populated with current DePauw employees only.
     

  3. Enter the employee's username This field will be pre-filled. It should be changed only in the event of a name change or other similar exception.
     

  4. Select the department(s) The administrator will have authority to review and maintain any cardholders whose department is selected here. Also, the administrator will have authority to charge to any account number whose department is selected here. 
     
     Note: Hold down the control key while clicking to select multiple distinct departments.
     

  5. Select the role(s) ACT: "Accounting" - capable of maintaining administrators SU: "Super User" - capable of entering arbitrary account numbers, rather than selecting from a validated list.
     
     Note: An administrator can have multiple rows.
     

  6. Click the [Add Record] button.

   

• Modifying an Administrator
  

  1. Click the Edit Administrator link next to the administrator you wish to modify.
     
     Note: This form is the same as the Add Administrator form, except the fields are pre-filled with existing data. Also, it is possible to grant administrator access to an existing cardholder by clicking the Add Administrator Access link next to their name in the cardholders list.
     

  2. Click the [Save Changes] button.

   

• Removing an Administrator
  

1. Click the Remove Administrator Link next to the appropriate administrator. You will be prompted to verify that you wish to remove the administrator. 
   
   Note: This action deletes the administrator record from the cardadministrators table. It does not affect any other tables (i.e. if the same employee is also a cardholder, they will remain so in this case).
   

2. Click the [OK] button.

Related Items

Business e-Services Overview

Navigating Business e-Services

Commercial Card