Maintaining the Budget Query Links to Commercial Card
Adding a Cardholder
Click the Add Cardholder link.
Select an employee. This menu is pre-populated with current DePauw employees
only.
Click [Add Cardholder] button.
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.
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.
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.
Enter the DePauw Username. Enter/Modify this field if necessary.
Enter the Credit Limit.
Enter the Single Purchase Limit.
Enter Authorizations. The maximum number of authorizations allowed per
day.
Enter Transactions. The maximum number of transactions allowed in the billing
cycle.
Enter Transaction Amount. The maximum dollar amount allowed per transaction.
Enter MCC Group(s). If applicable, select the distinct MCC group or groups
you wish to allow or disallow on this account.
Enter MCC Status. This flag determines whether the group(s) selected above
will be allowed or disallowed.
Default account. A drop-down box will be displayed here if account authorizations
were entered for this employee before adding them as a cardholder.
Enter the Default Purpose.
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.
Click the [Add Record] button.
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
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.
Click the [Save Changes] button.
Maintaining Cardholder Accounts
Click the Edit Accounts link next to the appropriate cardholder.
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.
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.
Enter the Account number.
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.
Click the Close Account link next to the appropriate cardholder.
Note: You will be asked to verify that you want to close the account.
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.
Adding an Administrator
Click the Add Administrator link.
Select an employee. This menu is pre-populated
with current DePauw employees only.
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.
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.
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.
Click the [Add Record] button.
Modifying an Administrator
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.
Click the [Save Changes] button.
Removing an Administrator
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).
Click the [OK] button.
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