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AIM Application v. 2.4 User Manual

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1. ccccceseeeseeeeeeeeeeeeees 111 16 1 Searching Tor AcctcoUNtS iicr reska iaaa i reiia airaa iN sa raa DAV VU Ea vans O DEEA TENEN dia 111 16 1 1 Performing a Managing Account Search cceccceecseeeeeeeecaeeeeeeeeeeeeeesaeaeeeeeessaeeeeeeeeas 111 16 1 2 Performing a Cardholder Account Search cccccccceeceseeseeeeeeeeeeeeaeeseeeeeeesaeeeeeeeeeeeeeaaas 113 16 1 3 Performing an Accounts in Progress Search cccccccssseeeeeeeeeeeeeaeeeeeeeeeeeeeeeeseeeeeeeeeeaaas 114 16 1 4 Performing an Account Migration Search cccccccesccssssseeeeeeeeeeeeeeeeeeeeeesaeeeeeeeeeeeeeeaaas 116 16 2 Fiitenng ACCOUINS cneasa e tiene werner nace tenet 117 16 3 SOrMO ACCOUNTS wisi acc ccecd a a a 118 Appendix A Additional Roles and Definitions cccccsceeeeeeeeeneeeeeeneeneseneenes 119 Appendix B Acronyms and Abbreviations cccsccseeeeeeeeeeeeeeeneeneensenseneeeeeeees 121 Appendix C Application Error Codes and MeSsSage ccccssceseeeeeeneeeeseeeeees 122 Appendix D Bank Submission Failure Error Codes and Messages 128 Appendix E Lines of Accounting Field Definitions ccccsccseeeseeeeeeeeeeeeeees 130 Appendix F Frequently Asked Questions ccccceeeeeeeeeeeeeeeneeeeseneeeeseneeeesensones 133 Document version 2 5 October 2011 v AIM Application v 2 4 User Manual 1 0 Introduction 1 1 Purpose The purpose of the Authorization
2. A BO Supervisor User 1 abo supy user1 email mil 1234567890 A BO Supervisor User 2 abo supy user2 email mil 1234567890 Bs Submit amp Cancel View Account Details 7 Click the radio button for the new A BO Supervisor that you want assigned to this account If you did not select a new A BO Supervisor organization continue to step 9 If you selected anew A BO Supervisor organization you must select a new A BO organization as well as a new Primary A BO and Alternates if necessary Approving Billing Officiai s Select the appropriate Organization for the 4 BO s that you intend to nominate A list of 4 BOs that are associated with the selected Organization will be displayed below Select one 1 Primary Approving Billing Official In addition you may select up to four 4 Alternate Approving Billing Officials If the individual s you intend to nominate is not listed click on the EMMA link provision them in the system and restart this workflow 4 BO Organization Organization O Fi 4 BO User 1 abo user 1 email mil F 4 BO User 2 abo user 2 email mil 9 Ifthere are no Cardholder Accounts associated with the selected Managing Account and you want to apply this change click Submit The selected A BO Supervisor will receive notification of the change If there are one or more Cardholder Accounts associated with this Managing Account click Continue and proceed to Step 10 10 If you selected a new
3. Purchase Limits You have the option to decrease a Purchase Limit Merchant Category Codes You have the option to add additional Included Army Air Force Defense Agency and Navy customers or Excluded Navy customers only MCC Groups Follow instructions according to the agency or service for which you are performing this action To ensure the MCC Group you entered is valid at the bank click the link provided at the top of the Merchant Category Codes section in AIM for a list of valid MCC Group codes or see 28 for more information Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments Click Submit Changes to send the information to the A OPC for approval Note If you are an Army Air Force or Defense Agency customer and would like to suspend or reactivate the Cardholder Account click Suspend Account or Reactivate Account 12 0 Viewing an Activated Cardholder Account To view a Cardholder Account l A oF Click the Cardholder Accounts tab Click Select next to the Cardholder Account that you want to view Upon clicking Select details of the account are displayed In addition
4. 8 7 2 Resource Manager and RM Pool To update financial information Click the Managing Accounts tab Click Select next to the Managing Account that you want to update Document version 2 5 October 2011 49 AIM Application v 2 4 User Manual information and Technology for Better Decision Making a Purchase Card Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Managing Accounts Cardholder Accounts Accounts in Progress Profile welcome User You are logged in as the Purchase Card Resource Manager Initiate Managing Account Maintenance Request Search for Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail is gt Displaying 1 10f 1 Account Status filter Default b To Display Office Name Justification Account Number 2 Primary 4 BO i i Ei Select Jia on Office Name To perform maintenance on a Managing Account Active Click Perform Maintenance Select Update Financial Information from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Financial Information Continue The Reason field 1s automatically populated by the maintenance action that you chose to per
5. Note To list only Cardholders or A BOs select the appropriate Role Filter option 2 Click Select next to the name of the A BO or Cardholder whose training date you would like to update 3 Enter the new date that training was completed in the New Completion Date text box Information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA Rie Purchase Card os Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile o o O S Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Enter the new date that training was completed by the selected person Update Training Date Cardholder Name cardholder name email mil 7037777777 Cardholder 01 01 2009 YYYYMMDD e g 20070131 Bs Submit amp Cancel 4 Click Submit 16 0 Searching for Filtering and Sorting Accounts 16 1 Searching for Accounts 16 1 1 Performing a Managing Account Search To search for a specific Managing Account 1 Click the Managing Accounts tab Document version 2 5 October 2011 Ill AIM Application v 2 4 User Manual information and Technology for Better Decision Making Purchase Card lt Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User Name You are
6. Stored DAC box below Document version 2 5 October 2011 10 AIM Application v 2 4 User Manual Default Accounting Code Enter the Default Accounting Code DAC segments that you would like stored for future use Clicking Add will store DACs for use during Managing and Cardholder Account creation and maintenance DEPT FY BS ee ee To edit a stored DAC select a DAC from the list make any changes in the text box below and click Save To delete a stored DAC select a DAC from the list below and click Delete Deleting a DAC will not affect any accounts that have been associated with the selected DAC Stored DAC DEPT FY BS 6 2 2 Editing or Deleting Stored Financial Information 1 To edit or delete a stored AVC in the Accounting Validation Code section a Inthe Stored AVC box select the appropriate AVC The selected AVC will be displayed in the text box below b Edit i Make the required changes in the text box ii Click Save Editing an AVC will not affect any accounts that have been associated with the selected AVC c Delete i Click Delete Deleting an AVC will not affect any accounts that have been associated with the selected AVC ii Confirm that you want to delete the AVC Click OK Accounting Validation Code Enter the Accounting Validation Code s that you would like stored for future use Clicking Add will store AYCs for use during Managing and Cardholder Account creation and
7. 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making aie Purchase Card Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox i Cardholder Accounts Accounts in Progress Profile Welcome User You are logged in as the Purchase Card Approving Billing Official Initiate Managing Account Maintenance Request Search for Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail is OSE Displaying 1 10f 1 Account Status filter Default To Display 10 i h Primary 4 BO Office Name To perform maintenance on a Managing Account Active 3 Click Perform Maintenance 4 Select Update Office Name and Justification from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Office Name and Justification v Bs Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box Document version 2 5 October 2011 66 AIM Application v 2 4 User Manual Information and Te
8. 4 BO Organization Organization Name Alternate Email Address F 4 BO Name 1 abo name 1 email mil O F 4 BO Name 2 abo name 2 email mil b Select one Primary Approving Billing Official Additionally you may select up to four Alternate Approving Billing Officials If the required Primary A BO or the appropriate Alternate A BO s is not listed click on the EMMA link provision them in the system and restart this workflow 8 Purchase Limits Depending on the relationship that you have set up with the bank the required Purchase Limit information may vary Note If you are an Army Air Force or Defense Agency customer continue to step 10 Follow instructions according to the agency or service for which you are performing this action 9 UIC OPTI a UIC You have the option to enter the Unit Identifier Code UIC for this Managing Account The UIC consists of one upper case letter followed by five numerals b OPTI You have the option to select the Obligation Processing Type Indicator OPTI for this Managing Account from the drop down list Document version 2 5 October 2011 24 AIM Application v 2 4 User Manual UIG OPTI Enter the full Unit Identification Code e g N12345 and select the Obligation Processing Type Indicator UIC OPTI v 10 Organization Name You have the option to enter the Organization Name for this account Organization Name Enter the name of the Organization for
9. Managing Account Maintenance Clarification wWhy is this account being modified maintained Update Account Status Comments ey Suspend Account M9 Cancel Account amp Cancel View Account Details 6 Click Cancel Account 7 The Cancellation Warning page is displayed This page advises you that if the Managing Account is cancelled all active Cardholder Accounts will also be cancelled In addition all Cardholder Account requests in workflow will be terminated Click Continue Cancellation information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA RX Purchase Card lt Authorization Issuance and Maintenance Task Inbox i gin COUNTS E Cardholder Accounts Accounts In Progress Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Managing Accounts gt Account Detail gt Update MA Cancellation Warning This Managing Account has all of the following Cardholder Accounts presently active If the Managing Account is cancelled the active Cardholder Accounts will also be invalid In addition all requests in workflow will be terminated Prior to continuing ensure that this is what you want to do ccount Holder Las Name Primary 4 BO 1 Office Name 1 Justification He ae oe E a ok k k k k A EGO Active Name Primary 4 BO 2 Office Name 2 Justification a Se Active To complete the Managing Account cancellation click Continue Canc
10. New Account Select the Primary A BO for this Managing Account 3 The Nominate Approving Billing Officials for Managing Account page is displayed This page lists all of the A BOs that can be assigned to this Managing Account Document version 2 5 October 2011 14 AIM Application v 2 4 User Manual a A BO Organization Select the appropriate Organization for the Primary A BO A list of A BOs that are associated with the selected Organization will be displayed in the table below b Select one Primary Approving Billing Official Additionally you may select up to four Alternate Approving Billing Officials If the required Primary A BO or the appropriate Alternate A BO s is not listed click on the EMMA link provision them in the system and restart this workflow information and Technology for Better Decision Making i Purchase Card ba Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Managing Accounts Re 2 tcc mee te Gon ete Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Managing Accounts gt Create New Nominate Approving Billing Officials for Managing Account Nominate the Primary and Alternate Approving Billing Officials to be associated with this request to create a Managing Account A BO Organization Select the appropriate Organization for the A BO s that you intend to nominate A list of 4 BOs that are associated wi
11. Select Role Logoff EMMA are Purchase Card TA Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts in Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Add New Hierarchy Agent Number and TBR Reporting Hierarchy Enter an agent number and the appropriate values for the Total Business Reporting TBR Hierarchy below Agent number is not required for Navy customers The agent number is used to identify one or more top hierarchy levels of a client organization The TBR Reporting Hierarchy values represent a hierarchy customized for each government organization for reporting purposes The values are assigned by the respective bank systems Army Air Force and Defense Agency customers must populate to Level 4 Navy customers must populate to Level 5 Required fields are indicated by a red star next to the field name Agent Number Level 1 Level 2 Level 3 Level 4 Level S Level 6 Add EJ Cancel b Navy customers Enter the appropriate values Levels 1 5 for the TBR Hierarchy These values are assigned by your banking system information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA ore Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accoun
12. 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making A Help Contact Select Role Logoff EMMA i Purchase Card ok A Authorization Issuance and Maintenance pa fea Task Inbox kl nagi s Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below t Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail 1 e Displaying 1 1 of 1 To Display Account Holder Office Name Justification Account Number Account Status Primary A BO l Ei Select niany ee Office Name 9992 Active Name Account 3 Click Perform Maintenance 4 Select Update A BO Primary or Alternates from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update ABO Primary or Alternates Bs Continue 5 The Reason field is automatically populat
13. AIM Application v 2 4 User Manual e Update Organization Name not applicable for Navy customers e Update Resource Manager 8 2 Cancelling a Managing Account not applicable for Navy customers 8 2 1 Cancelling a Managing Account Workflow Who can Initiate A BO Supervisor A OPC A OPC approves Who reviews approves Send to bank Send to bank e Modifiable Fields o Account status e No other fields will be updated while the account status is being changed 8 2 2 A BO Supervisor and A OPC The steps for an A BO Supervisor and an A OPC to initiate the cancellation of a Managing Account are the same To cancel a Managing Account 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making PE Purchase Card aia Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox YIGNGGING ACCOUNTS a a a Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below You will be prompted to select Approving Billing Officials for the account ae Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an exi
14. Account Acceptance Cardholder New Cardholder Cardholder Account Account Name Ea Select New Managing Account alied A BO MA Office Name 1 Ea Select CH Office Name3 Pending 4 OPC Approval En Select Cardholder New Cardholder office Name Pending Nominated Cardholder o Account Account Acceptance Managing Update Organization Primary 4 BO Office Name Account Name Name 011811 Eo Select Cardholder New Cardholder Cardholder Office Name2 GI Account Account Name 011911 Ea Select Pending 4 OPC Approval Pending 4 B0 Supervisor Approval 3 Enter your search criteria You must fill in at least one of the following fields Document version 2 5 October 2011 115 AIM Application v 2 4 User Manual a Office Name This field is case sensitive b Account Number c Justification This field is case sensitive d Status Choose an option from the drop down box 4 Click Search The Cardholder Accounts that match your search criteria will be displayed in the Request Maintenance box 16 1 4 Performing an Account Migration Search To search for a migrated account 1 Click the Account Migration tab Information and Technology for Better Decision Making gt Help Contact Select Role Logoff EMMA a Purchase Card Authorization Issuance and Maintenance TE A T Oe Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile a C A unt Migrath Training Dates CUTE SAA Welcome User Name You
15. Help Contact Select Role Logoff EMMA at Purchase Card Fs Authorization Issuance and Maintenance Managing Accounts Cardholder Accounts Accounts In Progress Profile Welcome User You are logged in as the Purchase Card Resource Manager Task Inbox User you have 1 tasks To choose a task please click on the Select button next to the desired task You can also double click on the task row is Q gt gt D Displaying 1 1 of 1 To Display Ctoatiic Tung OLALUS JHE boa ee i Approve or reject the increase Ei Select New 01 10 2011 mE Primary oreo 0ffice er displayed in the Comment Log as fasea 10 Maintenance Name Name in limits play g shown here More Any comments entered will be 2 You have the option to decrease the modified Purchase Limits Note Only the RM has the authority to decrease the Purchase Limits below the original limits assigned to the account when an increase has been requested 3 Comments You have the option to enter any comments that you would like visible to users associated with this account while it 1s in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 4 Click Approve Update Note If you choose to reject the request the activ
16. Organization Name Organization Name Bs Submit amp Cancel View Account Details 6 Enter the new Organization Name 7 Click Submit If the A BO initiates the request you will be sent an email requesting you to approve the new Organization Name When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the task with the description Approve the managing account organization name update information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA R Purchase Card ESS Authorization Issuance and Maintenance lii Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the gency Organization Program Coordinator Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row ROSE Displaying 1 10f 1 To Display Any comments entered will be e MA Primary 4 BO Office Approve the Managing Account fa Select New 01 10 2011 Maintenance Name eee organization
17. Your bank Logon ID does not Contact your administrator and have the correct privileges to verify that the correct rights are submit this request through established in Access OnLine AIM You must have the PA _ AIM functional entitlement group on your account On the Profile tab under Bank Account Information update the Client Short Name with the correct name Click Save and resubmit the request Your AOPC profile contains an incorrect client short name 129 AIM Application v 2 4 User Manual Appendix E Lines of Accounting Field Definitions The following table defines the accounting data title the acronym used in AIM and the corresponding acronyms used within the Services and Defense Agencies In addition the second column lists the number of characters required for each field Max Air Force 57 Element Army 21 Element Navy 17 Element USMC 17 Element DoD 97 Element FA2 Label Acrn Pos Name Name Name Name Name Al Department Indicator aa Ppa ace Indicator Dace Indicator Gaining Agency Agency Pa e Indicator O maar Indicator A3 Fiscal Year Indicator Fell a Year Year Beginning o Eo Year kN Year Year Ending Fiscal Year Basic Symbol Number meo Appropriation Symbol Basic Symbol Number Appropriation Basic Symbol Basic Symbol Number Number e Code MC e Code eo ana or Claimant EN Operation Agency eaea a P i Agency ica eee Agency Admin Allotment Serial Number Operating B
18. bank details are provided for all accounts that are in AIM including the bank status code a description of the bank status code and the corresponding AIM status Document version 2 5 October 2011 106 AIM Application v 2 4 User Manual 13 0 Accounts in Progress Functions 13 1 Viewing an Account in Progress To view an Account in Progress 1 Click the Accounts in Progress tab 2 The account status of all accounts in workflow will display listing the request type and the request status Click Select next to the account that you want to view 3 Upon clicking Select details of the account including requested changes are displayed In addition bank details are provided for all accounts that are in AIM including the bank status code a description of the bank status code and the corresponding AIM status 13 2 Terminating a Request in Workflow A OPC A OPCs have the authority to terminate a request in workflow at any time before the account is submitted to the bank To terminate a request in workflow 1 Click the Accounts in Progress tab 2 Click Select next to the workflow that you want to terminate 3 At the bottom of the page click Terminate Workflow 4 Confirm that you want to terminate the workflow and click OK 13 3 Resending a Token 13 3 1 Resending a Resource Manager Token Both A OPCs and A BOs have the authority to resend a token to the nominated RM during the Managing Account Issuance process To resend a
19. e Update A BO Primary or Alternates e Update A BO Supervisor e Update Financial Information e Update Purchase Limits Increase or Decrease e Update Office Name and Justification e Update Unit Identifier Code UIC and or Obligation Processing Type Indicator OPTI Navy customers only e Update Organization Name not applicable for Navy customers e Update Appointment and Review Dates e Update Resource Manager Only certain roles can perform the various types of maintenance The following list delineates each role and what types of maintenance they are authorized to perform All updates made on a Managing Account must be approved by the A OPC RM and RM Pool Select Maintenance Action Select a maintenance action to perform Update Account Status Suspend Bs Continue Update Financial Information Update Purchase Limits e Update Account Status Suspend or Reactivate not applicable for Navy customers e Update Financial Information e Update Purchase Limits Decrease only Document version 2 5 October 2011 28 AIM Application v 2 4 User Manual A OPC Select Maintenance Action Select a maintenance action to perform Update Account Status Cancel Suspend BS Continue Update A BO Primary or Alternates a Update A BO Supervisor Update Purchase Limits Update Office Name and Justification Update Organization Name Update Appointments and Review Date pdate Resource Manager e Update Accou
20. that is in the past and resubmit the request Increase the Credit Limit so that it is equal to or higher than the Single Purchase Limit or decrease the Single Purchase Limit so that it is equal to or lower than the Credit Limit Select a different Primary and or Alternate A BO s to be assigned to this account or click Cancel Update to cancel this request Enter a dollar amount for the Warranted Contracting Officer that is a number of no more than nine digits or enter unlimited in the field 1235 AIM Application v 2 4 User Manual An unexpected error has The cause for this error is Contact the help desk and occurred Please try the request unknown report that you received error again If the problem continues 25001 contact the PCOLS help desk and report error 25001 An unexpected error has The cause for this error is Contact the help desk and occurred Please try the request unknown report that you received error again If the problem continues 25002 contact the PCOLS help desk and report error 25002 An unexpected error has The cause for this error is Contact the help desk and occurred Please try the request unknown report that you received error again If the problem continues 25003 contact the PCOLS help desk and report error 25003 An unexpected error has The cause for this error is Contact the help desk and occurred Please try the request unknown report that you received error aga
21. 1 5 Emails By default Microsoft Outlook alters your settings to remove extra line breaks from emails If you use Microsoft Outlook it is recommended that you change your settings so that the emails are left unchanged To change this setting Document version 2 5 October 2011 I AIM Application v 2 4 User Manual 1 Click Tools gt Options from the top menu 2 On the Preferences tab click Email Options 3 Uncheck the Remove extra line breaks in plain text messages box in the Message Handling section 4 Click OK Click OK 1 6 Support Contact Information The PCOLS help desk provides Tier One support with escalation capability to Tiers Two and Three If you need help or support please contact the PCOLS help desk at the following phone numbers or by email at dlacontactcenter dla mil e US CONUS Commercial toll free 1 800 376 7783 e OCONUS DSN 661 7307 e Direct dial 269 961 7307 You will need to provide the help desk with your Organization ID which can be found on the Profile page see sections 6 1 Completing Your Profile A OPC 6 2 Completing Your Profile Resource Manager and 6 3 Completing Your Profile Other Users for additional information This ID is assigned according to your Organization in EMMA and cannot be changed 2 0 AIM Users The following sections define the Purchase Card Online System PCOLS user roles in AIM as well as application business rules for each role The sections
22. 2011 61 AIM Application v 2 4 User Manual 8 9 3 Resource Manager and RM Pool To initiate a decrease of a Purchase Limit 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making ai Purchase Card co Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Managing Accounts ollie cet aa Profile Welcome User You are logged in as the Purchase Card Resource Manager Initiate Managing Account Maintenance Request Search for Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail is Displaying 1 10f 1 Account Status filter e To Display oe Account Number Account P 4 amp BO Ei Select paai i Office Name To perform maintenance on a Managing Account 9992 Active 3 Click Perform Maintenance 4 Select Update Purchase Limits from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Purchase Limits B Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the ch
23. 6 2 A OPC To update an A BO Supervisor 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update Document version 2 5 October 2011 46 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA 3a Purchase Card ra Authorization Issuance and Maintenance Task Inbox Managing ACCOUNTS a a a a a Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail 19 gt D Displaying 1 1of 1 Account Status filter Default i To Display 10 amp r 7 r ACCOUNT Hold OTT I e Name A ACCOUT e i A BO i i i Gs Select rimary A Office Name To perform maintenance on a Managing 9999 Active Name Account 3 Click Perform Maintenance 4 Select Update A BO Supervisor from the drop down box and click Continue Select Maintenance Action Sel
24. Account please click on the button below Ja Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail ROSE Displaying 1 2 of 2 Account Status filter Default i To Display Eig Select Primary 4 BO Name Office Name Justification Active fy Select Primary 4 BO Name Sample Office Justification Active 3 Enter your search criteria You must fill in at least one of the following fields a Office Name This field is case sensitive Document version 2 5 October 2011 112 AIM Application v 2 4 User Manual b Account Number c Justification This field is case sensitive 4 Click Search The Managing Accounts that match your search criteria will be displayed in the Request Maintenance box 16 1 2 Performing a Cardholder Account Search To search for a specific Cardholder Account 1 Click the Cardholder Accounts tab information and Technology for Better Decision Making Bee Purchase Card Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Managing Accounts rdholder Accounts Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coodinator Initiate Card
25. Approving Billing Official Primary 4 BO Name 20070131 YY YYMMDD e g 20070131 Note In the future you will receive a copy of an email to the A BO 60 and 30 days prior to the date that the A BO s refresher training is due On the training expiration date you will receive an email that the training is expired and past due Once the training has been completed and you have received the training certificate it is your responsibility to update the completion date in AIM See section 15 0 Training Date Functions for additional information 5 Click the check box verifying that all required appointments have been prepared and processed Enter a date by which a review of the Managing Account must be completed Document version 2 5 October 2011 26 AIM Application v 2 4 User Manual Required Appointments and Review oO I certify that all required appointments hawe been prepared and processed A review of the Managing Account is required no later than YYYYMMDD e g 20070131 6 Purchase Limits You have the option to decrease the Purchase Limits originally requested 7 UIC OPTI You have the option to change the UIC and the OPTI if necessary 8 Organization Name You have the option to change the Organization Name if necessary 9 Ship to Role Select the radio button next to the role indicating to whom you would like the Purchase Card shipped Ship To Role Select role indicati
26. Billing Officials Supervisor Site Name 4 BO Supy Org Name 1 Ei Select Approving Billing Officials Supervisor Site Name 4 BO Supy Org Name 2 Ei Select Approving Billing Officials Supervisor Site Name 4 BO Supv Org Name 3 5 0 Task Inbox Functions Once you select your role you will be directed to the Task Inbox tab The Task Inbox lists all tasks that are pending action from you In addition to a list of tasks the Task Inbox also specifies Document version 2 5 October 2011 6 AIM Application v 2 4 User Manual the status of the task the date that you were assigned the task the request type the name of the account holder the office name a description of the task and comments if necessary To complete a task click Select next to the name of the task for which you would like to perform an action Follow the appropriate steps to complete the action 6 0 Profile Functions 6 1 Completing Your Profile A OPC The first time that you log into AIM you will be required to complete your profile Until this task has been completed your A BO Supervisor is unable to initiate a request for a Managing Account When you select your role as an A OPC AIM will automatically direct you to your profile page To complete your profile 1 Enter the DoDAAC for the organization that issued your letter of delegation 1 e provided you with procurement authority You are only required to enter one DoDAAC but can provide up to five if
27. Card account issued to this Cardholder will be used exclusively as a method of payment Click here for more information M The Purchase Card account issued to this Cardholder will be used exclusively for the purchase payment of training Click here for more information 8 Purchase Limits You have the option to decrease the Purchase Limits for this account If you decrease the Purchase Limits a Notification email will be sent to all users associated with this Cardholder Account but the account will be submitted to the bank and the workflow will not be restarted Note If you are an Army Air Force or Defense Agency customer continue to step 10 Follow instructions according to the agency or service for which you are performing this action 9 UIC OPTI You have the option to change the UIC if necessary The OPTI field cannot be modified 10 Identity Verification You have the option to update the Identity Verification if necessary Since this field is initially created by the Cardholder but they are unable to make any updates in AIM it is suggested that you notify the Cardholder by phone or email if you make any changes to this field 11 Merchant Category Codes You have the option to change the included or excluded MCC groups To add an MCC Group click on the desired checkboxes to define the MCC Group then click Add under either Included or Excluded MCC Groups This appends the group of codes to the list of the app
28. Clarification Why is this account being modified maintained Update Account Status _ id Bs Reactivate Account i Cancel Account amp Cancel View Account Details 6 Click Reactivate Account 7 The Reactivation Warning page is displayed This page advises you that if the Managing Account is reactivated all associated Cardholder Accounts will be reactivated as well Below the Managing Account you will see a list of Cardholder Accounts associated with it Click Reactivate information and Technology for Better Decision Making Ree Purchase Card TA Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox anaging Accounts Capdholder Accounts Accounts In Progress Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Managing Accounts gt Account Detail gt Update MA Reactivation Warning This Managing Account has all of the following Cardholder Accounts presently suspended If the Managing Account is reactivated the suspended Cardholder Accounts will also be reactivated Please make sure that this is what you want to do Name Primary 4 BO 1 Office Name 1 Justification i eS MA Suspended Name Primary 4 BO 2 Office Name 2 Justification ene te ee Se MA Suspended Bs Reactivate amp Cancel 8 4 3 A OPC If an A BO Supervisor A BO Primary or Alternate Resource Manager or a member of the RM Pool initiates the request
29. ERAEN De Ei Select N 01 10 2011 s 9992 displayed in the Comment Log as D ew 10 Maintenance Name Name in limits ed shown here More 2 You have the option to increase or decrease the modified Purchase Limits Note Only the RM has the authority to decrease the Purchase Limits below the original limits assigned to the Managing Account 3 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 4 Click Approve Update Note If you choose to terminate the request the active Managing Account values will default back to those last approved by the bank 8 10 Updating an Office Name and or Justification 8 10 1 Updating an Office Name and or Justification Workflow Who can Initiate A BO Primary or Alternate Who A OPC approves No workflow reviews approves e Modifiable Fields o Office Name o Justification e All roles will receive notification of the change e This does NOT get sent to the bank Document version 2 5 October 2011 65 AIM Application v 2 4 User Manual 8 10 2 A BO Primary or Alternate To initiate the update of an Office Name and or Justification
30. Issuance and Maintenance AIM Application User Manual 1s to explain the AIM functionality and key business rules behind Managing Account and Cardholder Account maintenance 1 2 Overview of the AIM System The AIM application is a workflow tool used to perform various Purchase Card Program account authorization and maintenance functions AIM draws from hierarchies recorded in the Enterprise Monitoring and Management of Accounts EMMA application and determines who has responsibility and permission to initiate and approve requests for purchase card issuance and maintenance such as e Updating card transaction spending limits e Changing Merchant Category Code MCC status e Ensuring that ongoing training requirements are met e Ensuring that lines of accounting LOAs are current When card issuance or maintenance requests are processed through all necessary approvals in AIM they are sent automatically to the bank for implementation 1 3 System Requirements The following components are required on your workstation in order to use AIM e PC SC Smart Card Reader and Driver e Appropriate middleware in conformance to NIST InterAgency Report NISTR 6887 e Internet Browser Microsoft Internet Explorer 7 or higher 1 4 Screen Captures and Prints Due to Privacy Act considerations protected information such as addresses phone numbers and email addresses have either been fabricated or erased in the examples used throughout the manual
31. Issue Card C Issue Convenience Checks 8 Purchase Limits Enter or update the Purchase Limits that will be associated with the Cardholder Account Depending on the relationship that you have set up with the bank the required Purchase Limit information may vary Note If you are an Army Air Force or Defense Agency customer continue to step 10 Follow instructions according to the agency or service for which you are performing this action Document version 2 5 October 2011 5S AIM Application v 2 4 User Manual 9 UIC OPTI Verify the Unit Identifier Code UIC for this Cardholder Account The UIC field is automatically populated with the UIC assigned to the associated Managing Account If the UIC is incorrect please provide the correct UIC in the following format one uppercase letter followed by five numerals UIG OPTI Enter the full Unit Identification Code e g N12345 UIC A12345 OPTI T 10 Merchant Category Codes Add or update Included or Excluded Merchant Category Code MCC Groups for this Cardholder Account in order to define which items services that a cardholder may purchase Click on the desired checkboxes to define the MCC Group and then click Add under either Included or Excluded MCC Groups This appends the group of codes to the list of the appropriate MCC Groups Note Army Air Force or Defense Agency customers may add up to four groups and do not have an Exclude group o
32. Log while this request is in workflow Comments 4 Click Approve Update Note If you do not want to change the Office Name or Justification click Reject Update 8 11 Updating a Unit Identifier Code UIC and or Obligation Processing Type Indicator OPTI Navy customers only 8 11 1 Updating a UIC and or OPTI Workflow Who can Initiate A BO Primary or A OPC Alternate Who A OPC approves reviews approves Send to bank Send to bank e Modifiable Fields o UIC o OPTI e The A BO Supervisor will receive notification of the change 8 11 2 A BO Primary or Alternate To initiate the update of a UIC and or OPTI Document version 2 5 October 2011 69 AIM Application v 2 4 User Manual 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA Purchase Card Authorization Issuance and Maintenance Task Inbox Cardholder Accounts Accounts in Progress Profile Welcome User You are logged in as the Purchase Card Approving Billing Official Initiate Managing Account Maintenance Request Search for Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail 19 2 Displ
33. Office Ea Select New 01 10 2011 Maintenance Name did Nana the managing account along with displayed in the Comment Log as its cardholder accounts shown here More 2 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 3 Click Approve Reactivation Note If you do not want to approve the reactivation click Terminate Reactivation 8 5 Updating an A BO 8 5 1 Updating an A BO Workflow Who can Initiate A BO Supervisor A OPC Primary A BO accepts Primary A BO accepts Who reviews approves A OPC approves A OPC approves Send to bank Send to bank e Modifiable Fields o Primary A BO o Upto four Alternate A BOs e The task is only sent to the Primary A BO for acceptance if a new Primary is selected Document version 2 5 October 2011 38 AIM Application v 2 4 User Manual e Ifthe initiator only changes an Alternate A BO the task is sent directly to the next approver and an email notification will be sent to the newly nominated Alternate A BO e Ifthe A OPC initiates the request the A BO Supervisor has the option of canceling the request to update the A BO s e Ifthe r
34. RM has approved the request for the new Cardholder Account and entered the financial information you will receive an email requesting that you approve the account When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Cardholder the office name a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the task with the description Please verify that the following cardholder account request is correct Document version 2 5 October 2011 99 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA Sen Purchase Card Ss Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the gency Organization Program Coordinator Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row is gt Displaying 1 1 0f 1 To Display 10 i Task Acquired Request Account Office Account Please verify that the following Any comments entered will be CA New f Ea Select New 01 20 2011 PEER rea Office Name cardholder account
35. See Error Message maximum number of MCC Groups allowed allowed number List is not a valid See Error Message combination of MCC values You selected Merchant See Error Message Category Codes but did not add them to MCC Groups Click Cancel to return to the previous screen and add the selected MCCs or click OK if you do not want to add them to MCC Groups No change was made to the See Error Message A BO Supervisor assignments The New Completion Date for See Error Message A BO training must be in the past The requested Single Purchase See Error Message Limit amount cannot be greater than the requested Credit Limit amount No change was made to the The A BO s selected during A BO assignments maintenance are the A BOs currently assigned to this account The value number for the See Error Message Warranted Contracting Officer dollar amount must be a valid numeric value of no more than nine digits or unlimited Document version 2 5 October 2011 Review and change if necessary the groups that have been added to ensure that all of the necessary MCC Codes have been included Enter a valid combination of MCCs and resubmit the request Click Cancel to return to the previous page and add the selected MCCs or click OK if you do not want to add them to MCC Groups Select a radio button for the new A BO Supervisor and resubmit the request Enter a New Completion Date
36. Select Maintenance Action Select a maintenance action to perform Update Account Status Cancel Suspend vi Bs Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box Document version 2 5 October 2011 33 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Ree Purchase Card ma Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Managing Accc Cardholder Accounts Accounts In Progress Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Managing Accounts gt Account Detail gt Update M4 Update Managing Account Status Managing Account Maintenance Clarification Why is this account being modified maintained Update Account Status Comments g Suspend Account M Cancel Account amp Cancel View Account Details 6 Click Suspend Account 7 The Suspension Warning page is displayed This page advises you that if the Managing Account is suspended all associated Cardholder Accounts will be suspended as well Click Suspend information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA es Purchase Card oo Authorization Issuance and Maintenance Ta
37. Select next to the task with the description Approve the Managing Account Office Name update Document version 2 5 October 2011 68 AIM Application v 2 4 User Manual information and Technology for Better Decision Making ANL OF Help Contact SelectRole Logoff EMMA ae Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the gency Organization Program Coordinator Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row ie gt Displaying 1 1 of 1 To Display 10 amp Task Acquired Request Account Office Account etek Any comments entered will be ra MA Primary 4 BO Office x Approve the Managing m Select New 01 10 2011 Maintenance Name Hame 9992 Account Office Name update displayed in the Comment Log as shown here More 2 You have the option to change the updated Office Name and or Justification Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment
38. a request to update a Resource Manager 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making a Purchase Card cs Help Contact Select Role Logoff EMMA Authorization Issuance and Maintenance Task Inbox Managing Accour Cardholder Accounts Accounts in Progress Profile Welcome User You are logged in as the Purchase Card Approving Billing Official Initiate Managing Account Maintenance Request Search for Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail ig amp op Displaying 1 lof 1 Account Status filter Default me To Display Haldar TOIUCI Primary 4 BO Name 6 Select Office Name To perform maintenance on a Managing Account Active P ging 3 Click Perform Maintenance 4 Select Update Resource Manager from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Resource Manager v B Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box Document version 2 5 Octo
39. according to your Organization in EMMA and cannot be changed You will need this ID number when you call the help desk Note Your User Information is populated from your Defense Enrollment Eligibility Reporting System DEERS profile Use the DEERS Address Update application https www dmdc osd mil appj address to make changes to your work address and work phone number Use the User Maintenance Portal https www dmdc osd mil ump to make changes to your email address Any changes that are made could take up to 24 hours to be reflected in your AIM profile If you have any problems logging in or updating your address contact the help desk at the phone number shown in the Address Update application To verify if your information has changed log out of AIM log back in and click the Profile tab 6 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 7 Ifall of the information provided is correct click Accept Note If you choose to reject the update the request will be sent back to the initiator 8 14 4 A OPC To initiate a request to update a Resource Manager Document version
40. at the bottom of that screen and then click on the EMMA link to provision them in the system is S Displaying 1 2 of 2 To Display El Select Cardholders Supervisor User 1 ch supv 1 email mil El Select Cardholders Supervisor User 2 ch supv 2 email mil x Cancel 6 Cardholder Nomination You have the option to enter the email address of the Cardholder that you wish to nominate Cardholder Nomination Enter the email address of the Cardholder you wish to nominate 7 Card Embossing Options You have the option to change the name of the organization that you would like embossed on the card Gard Embossing Options Enter the information that you want embossed on the card Agency Name Organization Name Third Line Embossing Note The organization name defaults to the name of the organization entered in your Managing Account 8 Card Convenience Check Issuance Options You have the option to check either Issue Card or Issue Convenience Check You cannot issue both Card Convenience Checks Issuance Options Indicate if a card or convenience checks should be issued by checking the appropriate box below If neither is checked the Cardholder Account will be set up as a cardless account Checks are only issued in specific circumstances To avoid delays before initiating a request for a convenience check account please contact your Agency Organizati
41. for that information Army Air Force and Defense Agency customers http www usbank com cgi_w cfm inst_govt products_and_services guidesdefense cfm Navy customers https www navsup navy mil ccpmd purchase_card bank_ guidance 29 Where can I get additional assistance with default accounting codes DACs Contact your bank representative for additional information 30 How do I find my Organization ID if I cannot log into AIM The EMMA user manual Appendix D https acc dau mil CommunityBrowser aspx id 239853 amp lang en US provides instructions on how to find your Organization ID through the EMMA application 31 Why did my Cardholder Migration task disappear from my Inbox If someone in your pool has not already completed the task there are three possible reasons e The Cardholder Account has been cancelled in AIM e The Cardholder Account has been cancelled at the bank e The Managing Account has been cancelled at the bank Document version 2 5 October 2011 136 AIM Application v 2 4 User Manual To determine the reason open your Cardholder Accounts tab and find the Cardholder Account associated with the task If the account status is Cancelled the account has been cancelled through AIM or at the bank If the account status is MA cancelled the associated Managing Account has been cancelled at the bank Document version 2 5 October 2011 37
42. name update displayed in the Comment Log as shown here More 2 You have the option to change the updated Organization Name Document version 2 5 October 2011 76 AIM Application v 2 4 User Manual 3 Comments You have the option to enter any comments that you would like visible to users associated with this account while it 1s in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 4 Click Approve Update Note If you do not want to change the name of the organization click Reject Update 8 13 Updating Appointments and Review Date 8 13 1 Updating Appointments and Review Date Workflow Who can Initiate A OPC e Modifiable fields o Required Review Date for Managing Account e This information is internal to the AIM application e This does NOT get sent to the bank 8 13 2 A OPC You will receive a copy of an email to the A BO 60 and 30 days prior to the Annual Managing Account Review due date On the review expiration date you will receive an email that the review 1s past due Once the review is complete it is your responsibility to update the review date in AIM To update the Required Appointments and Review Date 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want
43. necessary DODAACGS Enter the DoDAAC for the organization that issued your letter of delegation i e provided you with procurement authority More info DODAAC 1 DoODAAC 2 DODAAC 3 DODAAC 4 DODAAC 5 Note If you need assistance finding your DoDAAC visit the following web site https dodaac wpafb af mil dodaacsearch cfm or click More info in the DoDAACs section of your profile 2 Enter your bank information The following information is required a Bank Select the appropriate bank from the drop down list b Bank Log in Name c Client Short Name Bank Account information Bank Us Bank Bank Log in name Log in Name for the bank s system Client Short Name 3 Agent Number and TBR Reporting Hierarchy Allows you to enter all agent numbers and their associated TBR Reporting Hierarchy values as assigned to you in the bank system You must have at least one entry in the Agent Number and TBR Reporting Hierarchy section To do so click Add Agent Hierarchy Note Follow instructions according to the agency or service for which you are performing this action a Army Air Force and Defense Agency customers Enter your Agent Number and the appropriate values Levels 1 4 for the TBR Hierarchy These values are assigned by your bank system Document version 2 5 October 2011 7 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact
44. of AAC Codes To remove a code from the list highlight the code and click on the Remove button AAC Code a Final List of AAC Codes At least one code is required b Accounting Validation Code AVC Accounting Validation Code Select an Accounting Validation Code AVC from your list of stored ACs or enter a new AYC in the text box below AVC code name Enter AWC C Check this box if you would like this 4YC stored for future use i Use the drop down list to select a stored AVC or ii Enter the appropriate AVC Check if you would like the AVC stored for future use The AVC will be added to the list of Stored AVCs on the Profile tab once you approve the account c Default Accounting Code DAC Default Accounting Code Select a Default Accounting Code DAC from your list of stored DACs or enter a new DAC in the fields below If you select a stored DAC the first five segments of the DAC will be filled out below Enter any additional required information in the corresponding fields Stored DACs Enter the Default Accounting Code DAC segments below oo _ 0oooo000 _foooo jjoooo A Mo ko ooo ooo oa d d dO C Check this box if you would like the first five segments of this DAC stored for future use Document version 2 5 October 2011 51 AIM Application v 2 4 User Manual 1 Use the drop down list to select a stored DAC Enter any additional required information in the corresponding fields Depend
45. screen and then click on the EMMA link to provision them in the system is Se Displaying 1 2 of 2 E Select Cardholders Supervisor User 1 ch supv 1 email mil El Select Cardholders Supervisor User 2 ch supv 2 email mil x Cancel 5 Cardholder Nomination Enter or update the email address of the Cardholder that you wish to nominate Cardholder Nomination Enter the email address of the Cardholder you wish to nominate 6 Card Embossing Options You have the option to change the name of the organization that you would like embossed on the card Gard Embossing Options Enter the information that you want embossed on the card Agency Name Organization Name To Display Third Line Embossing Note The organization name defaults to the name of the organization entered in your Managing Account 7 Card Convenience Check Issuance Options Check or update either Issue Card or Issue Convenience Check You cannot issue both Card Gonvenience Checks Issuance Options Indicate if a card or convenience checks should be issued by checking the appropriate box below If neither is checked the Cardholder Account will be set up as a cardless account Checks are only issued in specific circumstances To avoid delays before initiating a request for 2 convenience check account please contact your Agency Organization Program Coordinator for more information
46. task with the description Please verify and approve the following Cardholder Account request information and Technology for Better Decision Making Purchase Card Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Welcome User You are logged in as the Approving Billing Officials Supervisor Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row is Displaying 1 1 of 1 To Display 10 Vi Taak Request Account Office Account Stan SEY yae feider nome Atimber 4 escpton comments Please verify and approve Any comments entered will F CA New hol Office Ea Select New 01 20 2011 Carunoigar the following Cardholder be displayed in the Comment Account Name Name Account request Log as shown here More 2 Review the information on the Verify Cardholder Account Request page Card Convenience Checks Issuance Options Click one of the check boxes if you would like to change whether the Cardholder receives a card or convenience checks 4 Purchase Limits You have the option to decrease the Purchase Limits initially requested Merchant Category Codes You have the option to change the included or excluded MCC groups To add an MCC Group click on the desired checkboxes
47. that have been associated with the selected DAC Stored DAC 00 00000000 0000 0000 00 DEPT FY B E S Sc FC 00 joooooooo 0000 Save Delete 6 3 Completing Your Profile Other Users 1 Click the Profile tab 2 Verify your User Information If you need to update your information click the appropriate Update link In addition to your personal information the User Information text box also displays your Organization ID This ID is assigned according to your Organization in EMMA and cannot be changed You will need this ID number when you call the help desk Your User Information If any of the information associated with your CAC is incorrect update it using the links below Any changes made to the Information may take up to 24 hours to process and will automatically be reflected below once complete Name User Name Work Address Big Military Base Update work address Smalltown USA 12345 Work Phone Update work phone number Fax Number Email Address user name email mil Update email address Organization ID 407849 el Save Changes Document version 2 5 October 2011 12 AIM Application v 2 4 User Manual 7 0 Creating a Managing Account 7 1 Creating a Managing Account Workflow Issue Managing Account MA Role Based Process Flow Initiate MA __4 ann Complete amp request BON approve fe Accept Complete nomination financial info Initiate MA Nominate Approve request AJ
48. the bank and the workflow will not be restarted Note If you increase a Purchase Limit the Resource Manager will have to approve the change before it 1s sent to the bank 4 Merchant Category Codes You have the option to add additional Included Army Air Force Defense Agency and Navy customers or Excluded Navy customers only MCC Groups Follow instructions according to the agency or service for which you are performing this action To ensure the MCC Group you entered 1s valid at the bank click the link provided at the top of the Merchant Category Codes section in AIM for a list of valid MCC Group codes or see 28 for more information 5 Ifthe RM initiates the maintenance request you have the option to reject the request Click the Reason Code drop down box to select a reason for the rejection If you need to provide additional information enter it in the Comments text box Click Terminate Request Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 6 Click Submit Changes Note If you are an Army Air Force or Defense Agency customer and would like to suspend or reactivate the Cardholder Account click Suspend Account or Reactivate Account If you would like to cancel the Cardholder Account click Cancel Account 11 4 Resource Manager and RM Pool To perform maintenance on a Cardholder Account To initiat
49. the cardholder may purchase items services Excluded MCC Groups represent collections of MCCs within which the cardholder may NOT purchase items services To add either an Included or Excluded MCC Group click on the desired check boxes above to define the MCC Group then click Add under either Included or Excluded MCC Groups This will append the group of codes to the list of appropriate MCC Groups A maximum of nine 9 groups may be added including the default Exclude group To remove a group from the list highlight the group of clodes to be removed and click Remove Note that the default Exclude group may not be removed Included MCC Groups w Template Name Excluded MCC Groups w Template Name BCDGHIKMNO NAMYEXC Add Remove Remove 12 Click the check box certifying that the requested Cardholder Account is necessary to meet mission requirements 13 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account has been activated comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 14 Click Submit Note If you would like to finish the task at a later time click Save as Draft Regardless of whether you or the A BO initiated the account once the
50. this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 13 Click Submit Tip To check the status of an active account request click the Accounts in Progress tab Once the RM has approved the request for the new Managing Account and completed the financial information you will receive an email requesting that you approve the account When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name a description of what you are required to do and the most recent comment entered during workflow Document version 2 5 October 2011 25 AIM Application v 2 4 User Manual 1 Click Select next to the task with the description Please approve the following Managing Account Information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA Re Purchase Card Authorization Issuance and Maintenance U lLO Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row ROGE pisplaying 1 1 of 1 T
51. to define the MCC Group and then click Add under either Included or Excluded MCC Groups This appends the group of codes to the list of the appropriate MCC Groups Note Army Air Force or Defense Agency customers may add up to four groups and do not have an Exclude group option For Navy customers a maximum of nine groups may be added including the default Exclude group To remove a group from the list highlight the group of codes to be removed and click Remove The default Exclude group may not Document version 2 5 October 2011 92 AIM Application v 2 4 User Manual be removed Follow instructions according to the agency or service for which you are performing this action 6 Comments You have the option to enter any comments that you would like visible to users associated with this account while it 1s in workflow Once the account has been activated comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments k 7 Click Approve Note If you reject the Cardholder Account request click the Reason Code drop down box to select a reason for the rejection If you need to provide additional information enter it in the Comments text box Click Reject 10 5 Resource Manager and RM Pool Once the A BO Supervisor or Cardholders Supervisor has approved the request for the new Ca
52. to update Document version 2 5 October 2011 Ta AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA Re Purchase Card lt Authorization Issuance and Maintenance Task Inbox Ma ing A int Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below J Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail P OOA Displaying 1 1of1 Account Status fiber Defaut P Select Primary 4 BO Office Name To perform maintenance on a Managing Active o Name Account 3 Click Perform Maintenance 4 Select Update Appointments and Review Date from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Appointments and Review Date Y B Continue 5 Inthe Required Appointments and Review section click the check box certifying that all required appointm
53. token 1 Click the Accounts in Progress tab 2 Click Select next to the workflow that needs the RM token resent information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA TE Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Welcome User You are logged in as the Purchase Card Approving Billing Official Accounts In Progress Search for Account This table is a list of Account Requests that you currently have in progress Click on the Select button next to any account or double click on its row to view its information is gt Displaying 1 10f 1 To Di splay 10 10 i Account Account DRE Account Account Type Request Request Description Account Request Description Account office Name A office Name Name A Account Request Status Recount Request Status Status P 4 amp BO Pending N ted R M fy Select Managing Account New Managing Account blind dade Office Name ending Hetunated Weseurce Manager Name Acceptance The Managing Account Workflow Maintenance page 1s displayed Document version 2 5 October 2011 107 AIM Application v 2 4 User Manual 3 Inthe Resend Resource Manager Token box verify that the RM s email address is correct If it is not correct the address in the text box Note Only the A BO has the authority to change the RM s email address If th
54. workflow Document version 2 5 October 2011 15 AIM Application v 2 4 User Manual To approve or modify a request for a new Managing Account 1 Click Select next to the task with the description Please approve or modify the following Managing Account Information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA a Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row 19 Q gt gt D Displaying 1 1 of 1 To Display fio __ Task status Acquired 4 Request Type Account Holder Office Name Account Number Task Description Comments E Select New 09 15 2011 MA New Account Primary BO Name Office 1 Please approve or modify the following Managing Account 2 The Verify New Managing Account Request page is displayed You have the option to update the Resource Manager nomination If the assigned RM is incorrect enter a new email address 3 From the Verify New Managing Account Request page you also have the option to decrease the requested Purchase Limits Note If you decrease the Purchase Limit s emails will be sent to ever
55. 2 5 October 2011 S1 AIM Application v 2 4 User Manual 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making Re Purchase Card Authorization Issuance and Maintenance Help Contact SelectRole Logoff EMMA Task Inbox Cardholder Accounts Accounts in Progress Profile Welcome User You are logged in as the Agency Organization Program Coordinator Initiate Managing Account Maintenance Request Search for Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail 19 S Displaying 1 10f 1 Account Status filter Default To Display 10 w v Primary 4 BO Na Office Name To perform maintenance on a Managing Account Active 3 Click Perform Maintenance 4 Select Update Resource Manager from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Resource Manager vi g Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box Document version 2 5 October 2011 82 AIM Applic
56. 2 Special Interest Code Special SIPC Emergency and Special Program Cost Code Program Code I Abbreviated DoD Budget amp DBSH Accounting Processing Accounting Processing Accounting Classification Code Code Job Order Number Code BACC Document Record Reference Commitment Number Standard Document Standard Document Standard Document Standard Document Number usually from AF616 Number Number Number Number Accounting Classification ACRN Accounting Accounting Accounting Reference Number Classification Reference Classification Reference Classification Reference Number Number Number Ll 6 Accounting Installation Number AI Accounting and Fiscal Station Number Authorization Authorization Fiscal Station Number Disbursing Station Accounting Activity Accounting Activity Number M1 18 Local Installation data IFS IFS Paying Office DoDAAC IFS Number Number Transaction Type Budget Authorization Army Materiel Transaction Type Code Transaction Type Code Army Materiel Account Number Command Site Command Site FMS Country Code FMS Country code FMS Country code FMS Country code Implementing Agency Case Implementing Agency Implementing Agency Implementing Agency Number and Line Number Case Number and Line Case Number and Line Case Number and Line Item Number Item Number Item Number Transportation Account Code TAC Transportation Account Transportation Account Transportation Account Transportation Account ceo Account Document versi
57. 79 8 14 2 AIBO PHIMary Ol ATG Ate ates oesesdeedascanseneaciadccte sade dnaticaeseadensayasevento eases oeannnemwadthensede 79 8 14 3 Resource Manager sooten a a a N aaa 80 8 14 4 NOPO casnar aiei E E T sas E ea O E VET TR 81 9 0 Viewing an Activated Managing ACCOUNL ccccceecseeceeeeeeseneeeeseeeeeeeeessnees 84 10 0 Requesting a Cardholder ACCOUNL ccccccceeeseeeeeeeeeeeeeeeeeseeeseneeeeseeesenesaes 85 10 1 Requesting a Cardholder Account Workflow c cccccsesseeeeeeeeeeseeneeeseeseeeseeeneesseeneeseenneees 85 102 PIB srpna EOE 85 10 3 Cardholder eai E E E 90 10 4 A BO Supervisor Cardholders SuperviSOr ccccccccseeeeeseeeseeseeeeseeeeeseeecneeeeneesennesseneessaees 92 10 5 Resource Manager and RM Pol ccccssceesseeeeeeeeeeseeeeeeseeeeeseeeeeneeseneeseeseessaneeeeneeseenenseenens 93 ROC eas areca cas ces taecncce edges a toes tages 95 11 0 Performing Maintenance on a Cardholder Account ccceeeeeeeeeeeeeees 102 11 1 Types of Maintenance and Roles that Can Perform Them ccccesseeeeeeeeeeeeeeeeeeeeeeeeees 102 11 2 Cardholder Account Maintenance Workflow ccccccssseesssesseeseseeeeseeseeeeeseesseesnenseaeneess 103 11 2 1 PI ORG WOKIOW coroane i Se en aga teed tec nes 103 11 2 2 Resource Manager and RM Pool Workflow ccccssecccccseeeeeceeeeeseeseeeseseeesaeeeeesnaaeees 104 T POPC ai stents ees vate E eee ge cee 104 11 4 Resource Manager and RM Poo
58. A BO Supervisor organization you must also select new Cardholders Supervisors for each Cardholder Account associated with this Managing Account A table will display listing all associated Cardholder Accounts For each Cardholder Account select the appropriate Cardholders Supervisor from the drop down list Document version 2 5 October 2011 48 AIM Application v 2 4 User Manual Cardholder Accounts Select one 1 Cardholders Supervisor for each account If the individual you intend to nominate is not listed click the EMMA link provision them in the system then restart this workflow Office Name Pending Nominated Cardholder Acceptance UserName User Name Office Name 011811U ba ecient Active User Name User Name Office Name1 011911U sete te ese se sete EEE OR Active User Name User Name Office Name2 011911 Pending A BO Supervisor Approval User Name User Name Office Name Pending A OPC Approval UserName User Name Office Name Pending A BO Supervisor Approval User Name gt 11 Click Submit 8 Updating Financial Information 8 7 1 Updating Financial Information Workflow Who can Initiate Resource Manager and Pool A OPC approves Who reviews approves Send to bank e Modifiable fields o EDI Payment Type o Reallocation Method o Accounting Validation Code o Default Line of Accounting all segments o Alternate Accounting Code Names e Only the Resource Manager is allowed to update this part of the account
59. AIM Application v 24 User Manual Prepared by HP Enterprise Services DMDC 1600 N Beauregard Street Alexandria VA 22311 Abstract This guide describes how to use the AIM system which provides for managing Purchase Card Online System PCOLS accounts Document Date October 2011 Document Version 2 5 AIM Application v 2 4 User Manual Document History Document Version Description 2 0 January 2011 Updated to include all changes for AIM 2 0 2 1 March 2011 Updated System Requirements and included modifications for the AIM 2 0 patch 23 May 2011 Updated to include all changes for AIM 2 1 2 4 June 2011 Updated to include all changes for AIM 2 2 29 October 2011 Section 16 3 updated to include information about the default sort March 2011 Updated all changes for AIM 2 0 patch Document version 2 5 October 2011 i AIM Application v 2 4 User Manual Table of Contents WO AVERO CU CUO MM sisii O 1 1 1 PUM OS Casati cue csuncaecsncee E E 1 1 2 Overview of the AIM SV Sten sie ccs acesaac deena ciemienned ayant aenia awe enaas anmaa iaetuar deanna cameuiew elena vers 1 1 3 SVSLEM REGUIRGING IES metisi Ea Ra REE E E REEE 1 1 4 Screen Captures and PRIUS ceasca a e E 1 1 5 EmallS sicie a a 1 1 6 Support Contact Information cccecceeeceeeeeeeeeeeeeeeeeeeeeaeeesaaeeecaseeeceaesseeaseseaaeesaaeseeaneseeneesonses 2 2 0 AIM US OFS ccionn aaa Oa aa 2 2 1 Resource Manager and Resource Manager Pool c ccccse
60. AIM Application v 2 4 User Manual Select your Identity Certificate this certificate is NOT listed as an Email Certificate Enter the PIN for your CAC and click OK The Log In page 1s displayed Enter your token in the provided text box Click Redeem Token ot eS Note RMs will be taken directly to the Role Acceptance page 4 2 Logging In To log into AIM 1 Insert your CAC into the card reader 2 Open Internet Explorer and enter the following Web address https pki dmdc osd mil appj pcols web Select your Identity Certificate this certificate is NOT listed as an Email Certificate Enter the PIN for your CAC and click OK The Log On screen is displayed Click CAC Logon Click Log on in the Authorization Issuance and Maintenance AIM section ot OF 4 3 Selecting Your Role When selecting a role be sure to note the Organization in the far right column PCOLS allows individuals to have duplicate roles in different organizations To select the role of the organization that you want to modify click Select Role next to your provisioned role information and Technology for Better Decision Making a Purchase Card Help Contact Logoff EMMA Authorization Issuance and Maintenance Welcome User Role Selection Select a role to access AIM To select a role click Select next to the desired role name You can also double click the row Role Name organization E Select Approving
61. Account 3 Click Perform Maintenance 4 Select Update Purchase Limits from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Purchase Limits J g Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box 6 Enter the new Purchase Limits that you would like to request 7 Click Submit Note If you choose to terminate the request the active Managing Account values will remain the same as those last approved by the bank Once the RM has approved the update of the Purchase Limit you will be sent an email requesting you to approve the update of the Purchase Limit When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the task with the description Approve or reject the increase in limits Document version 2 5 October 2011 59 AIM Application v 2 4 User Manual information and Technology for Better Decision Making SEE Help Contact Select Role Logoff EMMA TE Purcha
62. Account and the workflow will continue If the Purchase Limits need to be increased you must reject the request and the workflow will be restarted Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account has been activated comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments Click Approve Note If you choose to reject the Managing Account you must choose a Reason Code from the drop down box If you have any additional comments you can enter them in the text box Click Reject You have the option to Save as Draft and return to finish entering information You also have the option to Assign to Pool if you would like other members of the RM Pool to have access to this Managing Account Assigning the account to the RM Pool will allow other members of the pool to act not only on the Managing Account but all Cardholder Accounts created beneath it Tip To check the status of an active account request click the Accounts in Progress tab 7 5 A OPC The A BO Supervisor or the A OPC can perform the first step in the Managing Account workflow To request a Managing Account 1 Click the Managing Accounts tab 2 Click Request New Managing Account The Create Managing Account p
63. BOs MA Accept ER Create MA amp a nomination B Hominate RM H TE The AFT or the 4 00 Supervisor can initiate an MA request It the A OPC initiates the request and Cardholder selects an ADG the task passes drecth tothe Primary ABO fo acceptance Establish MA moa Ea z business 7 2 AIBO Supervisor The A BO Supervisor or the A OPC can perform the first step in the Managing Account workflow To request a Managing Account Document version 2 5 October 2011 13 AIM Application v 2 4 User Manual Click the Managing Accounts tab Click Request New Managing Account Continue to step 3 information and Technology for Better Decision Making ae Purchase Card Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Managing Accounts 0 3 or tec Moy ee et ate Welcome User You are logged in as the Approving Billing Officials Supervisor Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below You will be prompted to select Approving Billing Officials for the account ae Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be take
64. Clarification Use the drop down box to choose a reason for the account maintenance If you would like to enter additional information enter it in the Comments text box Cardholder Account Information You can modify the following fields i Office Name This is a mandatory field ii Justification This is a mandatory field Update Cardholders Supervisor i Click Update Cardholders Supervisor ii Click Select next to the name of the Cardholders Supervisor that you would like assigned to this account Note Training dates can be changed on the Training Dates tab See section 15 0 Training Date Functions for more information Required Appointments and Review Click the check box certifying that all required appointments have been prepared and processed Enter the date by which you will conduct a review of the Cardholder Account Card Embossing Options You can update the Organization name UIC OPTI You can only update the UIC field Cardholder Account Special Designations You have the option of changing or adding a Special Designation to assign to the account This information is not mandatory Document version 2 5 October 2011 104 AIM Application v 2 4 User Manual h Purchase Limits You have the option to increase or decrease a Purchase Limit If you decrease the Purchase Limits a Notification email will be sent to all users associated with this Cardholder Account but the account will be submitted to
65. Contact SelectRole Logoff EMMA 3 Purchase Card aa Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Welcome User You are logged in as the Purchase Card Approving Billing Official Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row ES o Displaying 1 1 of 1 To Display 10 amp Task Acquired Request Account Office Account oe os TA an MA Primary 4 BO Office Approve or reject the increase Any comanies Piraran wie Select New 01 10 2011 5 9992 us displayed in the Comment Log as _Ggselect 10 Maintenance Name Name in limits p ay g shown here More 2 You have the option to increase or decrease the modified Purchase Limits Note Only the RM has the authority to decrease the Purchase Limits below the original limits assigned to the account when an increase has been requested 3 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments E 4 Click Approve Update Note If y
66. Managing Account e Initiates maintenance requests for a Cardholder Account e Initiates account migration requests e Must approve all account requests prior to bank submittal Approving Billing Official Supervisor e Initiates new Managing Account requests e Approves Managing Account requests e May approve Cardholder requests if the primary Approving Billing Official is the same person as the Cardholder Supervisor e Initiates maintenance requests for a Managing Account Approving Billing Official e Accepts nomination for Managing Accounts and enters account set up information Document version 2 5 October 2011 119 AIM Application v 2 4 User Manual e Primary Approving Billing Official nominates Resource Manager for Managing Accounts e Initiates new Cardholder Account requests e Initiates maintenance requests for a Managing Account Cardholder Supervisor e Approves Cardholder Account request 1f not acting as the primary Approving Billing Official pool member Cardholder e Accepts nomination for Cardholder Accounts Installation Resource Manager and Resource Manager Pool members e Accepts nomination for Managing Accounts e Allocates Lines of Accounting and ensures adequate funding e Initiates maintenance requests for a Managing Account e Initiates maintenance requests for a Cardholder Account Document version 2 5 October 2011 120 AIM Application v 2 4 User Manual Appendix B Acronyms and Abbreviations The fo
67. PC or the A BO Can initiate a CA request If the A OPC initiates the request A BO approval is required 1 To request a Cardholder Account a Click the Cardholder Accounts tab b Click Request new Cardholder Account Document version 2 5 October 2011 85 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA ae Purchase Card TR Authorization Issuance and Maintenance Task Inbox Managing Accounts dholder Accounts a Progress Profile Welcome User You are logged in as the Purchase Card Approving Billing Official Initiate Cardholder Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Cardholder Account click Request New Managing Account below You will be prompted to select the Managing Account under which the Cardholder Account will be created wa Request new Cardholder Account c Click Select next to the name of the Managing Account to which you want to issue a Cardholder Account Continue to Step 3 information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA aie Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardhold er ACCOUNTS Mest feet at Profile Welcome User You are logged in as the Purchase Card Approving Billing Official Cardholder Accounts g
68. Primary and or Alternate Approving Billing Officials associated with this Managing Account Managing Account Maintenance Clarification Why is this account being modified maintained Update Approving Billing Official s v _ id A BO Organization Select the appropriate Organization for the 4 BO s that you intend to nominate A list of 4 BOs that are associated with the selected Organization will be displayed below Organization 1 i Name 4 BO User 1 abo user 1 email mil 4 BO User 2 abo user 2 email mil 4 BO User 3 abo user 3 email mil oosog 4 BO User 4 abo user 4 email mil B Submit x Cancel View Account Details 7 Click Submit Note If you do not want to change the Primary or Alternate A BO s click Cancel Once the new Primary A BO has accepted their nomination and the A BO Supervisor has approved it you will receive an email requesting that you approve the nomination When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow Document version 2 5 October 2011 44 AIM Application v 2 4 User Manual 1 Click Select next to the task with the description Approve the updated Approving Billing Officials for this a
69. Select button next to the desired task You can also double click on the task row ie gt Displaying 1 1 of 1 To aE Task Acquired Request Account Office MA Primary A BO Office Approve the managing account a comments oo will be E a Y m Select New 01 10 2011 Maintenance Name financial information update displayed in the Comment Log as shown here More 2 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 3 You do not have the option to change any information Click Approve Update Note If you reject the changes click the Reason Code drop down box to select a reason for the rejection Click Reject Update 8 8 Updating Purchase Limits Increase 8 8 1 Increasing a Purchase Limit Workflow Who can Initiate A BO Supervisor A BO Primary or Alternate A BO Primary or A BO Primary or Alternate approves Alternate approves Who reviews approves RM RM approves RM RM approves RM RM approves a approves ba aa approves a approves Send to bank Send to bank Send to bank e Modifiable Fields o Cycle Purchase Limit o Annual Purchase Limit not appli
70. User You are logged in as the Purchase Card Approving Billing Official Initiate Managing Account Maintenance Request Search for Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail ie 5 ei Displaying 1 1 of 1 Account Status filter Default To Display 10 E i Primary 4 BO Name Em Office Name To perform maintenance on a Managing Account Active 3 Click Perform Maintenance 4 Select Update Organization Name from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Organization Name v Bs Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA Purchase Card Authorization Issuance and Maintenance Task Inbox Cardholder Accounts Accounts In Progress Welcome User You are logged in as the Purchase Card Approving Billing Official Managing Accounts gt Account Detail gt Update M4 Update Managing Account Organization Name Managing Account Maintenance Clarification Why i
71. a e a a a a aSa 66 Document version 2 5 October 2011 iii AIM Application v 2 4 User Manual 8 10 3 NAG cel Aree ee eT ne eee eee eee Ce re eee eee 67 8 11 Updating a Unit Identifier Code UIC and or Obligation Processing Type Indicator OPTI Navy CUSLOINGrS ONIY aiiiar aE E EERE A E a O A EEEE E R 69 8 11 1 Updating a UIC and or OPTI Workflow cc ccccccccccssseeeeceeeeeeeeeeeeseeeeeeesseeeaeeeeeeeessaaageess 69 8 11 2 ABO PIMaV Or AGRA xccocee2 ctent actos taciceeesa de ead cone Soe a eee ae andes cue 69 8 11 3 Ba OR ihr has hei tact esha fae i rhc lace e a a aaa dG ed sasibetaanone 71 8 12 Updating an Organization Name not applicable for Navy customers cceeeeeeees 73 8 12 1 Updating an Organization Name Workflow cccccscsseceecsseeeeeeeeeeeeeceeeeaeeeeeeeseneeseeeseeaess 73 8 12 2 A BO Pliimary Or AIlGRNate icc ote lad Seeds ae a ane et ae 73 8 12 3 NORO hsdpa testa E E 75 8 13 Updating Appointments and Review Date cccccsseceseeeeeneeeeneeeeneeseeseeneeseneeeensenessenenes 77 8 13 1 Updating Appointments and Review Date Workflow cccccceceseeeeeeeseeeeeeeeeaeeeeeeeeeaees 77 8 13 2 NOPO eee tn RRO o Se RRP CON a ES RN ee a 77 8 14 Updating a Resource Manager ccccccssscsssseeeseeeseseeseeneeeeeneeeeeneneenseeeesseeeseeseenesseenessoenenees 79 8 14 1 Updating a Resource Manager Workflow cccccssseeeececeaeeeeeeeeaeeeeeeeeseaeeeeeeeaeeeeesaeaess
72. age is displayed Document version 2 5 October 2011 22 AIM Application v 2 4 User Manual information and Technology for Better Decision Making St Purchase Card R Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox i ng ACCOL Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below You will be prompted to select Approving Billing Officials for the account Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail Account Status filter Default To Display ustification 3 Managing Account Information You have the option to enter the Office Name and Justification for this Managing Account These fields are both free text fields Where possible the Office Name for each account should be unique Managing Account information Enter the Office Name and briefly describe the reason for this Managing Account in the Justification field Click here for more in
73. ail requesting that you approve the RM update When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the task with the description Approve the updated Resource Manager for this account Document version 2 5 October 2011 83 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA 3 Purchase Card Authorization Issuance and Maintenance box Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row To Display Approve the updated Any comments entered will be r MA Primary 4 BO Office Ea Select New 01 10 2011 Maintenance Name y Af sume Resource Manager for this displayed in the Comment Log as account shown here More 2 Comments You have the option to enter any comments that you would like visible to users associated with this ac
74. and RM Pool cccccccccssseececeeseeeeeeeeeceeeseeeeseeeeeeseeeeeeeeseeessaneeeenaeeeeseaes 49 8a POPS ana aaae a ioe sasetaaadeateensens ites 53 8 8 Updating Purchase Limits Increase cccsececeeeeeeeeeeeeneeeeeeneeeseeneeeseeneseeeneesseeseesseenneesenens 54 8 8 1 Increasing a Purchase Limit Workflow ccccccccsseeeeceeeeeeseeeeeesaeeeeeeeeeeeseeeeeesseeeessaeeeensaes 54 83 2 sA BOPrinaly OF ANENA ranna east ottass iio tatnant A E 55 p83 ABO SUDSIVIS ON rica ciated etchant eaten Sha eaters a a a ooeeahaaest 56 8 8 4 Resource Manager and RM Pool ccccccssssceccesseeceeeseecseseeeceaseeeceanseeeeeaseeessaneeeseaeeeeseass 57 Soo NOPO a a a a O 58 8 9 Updating Purchase Limits DeCreaSe ccccccceeeseeeeeeeeneeeseeseeeeeesneseeeneeseeassesseaeneeseneneensons 60 8 9 1 Decreasing a Purchase Limit Workflow cccccccccccceeseeeseseeeeceeeceeseeeeceseeeeeeesseueeseaaeeeeseaes 60 8 9 2 A BO Primary or Alternate and A BO Supervisor ccceceeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeeeeeeeeeaaaaes 61 8 9 3 Resource Manager and AM POO swnesinsiiiwind eh Cae Aine 62 gga 2 al enter ren aA NO Ree CT a Me ER EO Se eee 63 8 10 Updating an Office Name and or JuStifiCation ccccccceesseeeeeeeeeeeeeeseeeseeenenseeneeeseaeneesenens 65 8 10 1 Updating an Office Name and or Justification Workflow cccccssecceceeeeeeeeeeeeeseeeeeeees 65 8 10 2 ABO Primary r Atemate esmarra aa
75. ange in the Comments box 6 Enter the new Purchase Limits that you would like to request 7 Click Submit Note If you choose to cancel the request the active Managing Account values will remain the same as those last approved by the bank If the A BO or A BO Supervisor initiates the request you will be sent an email requesting you to approve the update of the Purchase Limit When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the task with the description Approve or reject the decrease in limits Document version 2 5 October 2011 62 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA at Purchase Card ss Authorization Issuance and Maintenance Managing Accounts Cardholder Accounts Accounts In Progress Profile Welcome User You are logged in as the Purchase Card Resource Manager Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row 19 gt gt Displaying 1 1 of 1 To Display Any comments en
76. are logged in as the Agency Organization Program Coordinator Account Mig ration Search for Account Hide Agent Number and TBR Hierarchies Agent Number and TBR Hierarchies Select the Agent Number that is ready to begin the Account Migration process and click Initiate Account Migration This will mark the Agent Number as ready for migration Any accounts received from the bank with the selected Agent Number that have not already been set up in AIM will now be added to AIM to begin the Account Migration workflow process Initiated on 03 25 2009 16 42 45 PDT Initiated on 10 27 2009 13 34 39 PDT Bs Initiate Account Migration 2 Click Search for Account Document version 2 5 October 2011 116 AIM Application v 2 4 User Manual Information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA ae Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile l AC c 0 unt Mi jra 1 tic n Training Dates Welcome User Name You are logged in as the Agency Organization Program Coordinator Account Migration Hide Search Box Search Office Name Justification Account Number Account Type gt Status Selecta status gt Agent Number Select Agent Number gt S Search Hide Agent Number and TBR Hierarchies Agent Number and TBR Hierarchies Select the Agent Number that is ready to begin th
77. ask Reminder Email 14 0 Account Migration Functions The account migration capability allows users to migrate accounts existing in the bank systems to AIM This functionality is in addition to requesting new Managing and Cardholder Accounts in AIM and can be followed for any accounts that are initiated through the bank The process to migrate accounts must be initiated by the A OPC and is done to migrate accounts that fall under a specific TBR Hierarchy Agent number Once triggered the A OPC will receive tasks to start the account migration workflow For additional instructions download the Account Migration User Manual from the following website https acc dau mil CommunityBrowser aspx id 394486 amp lang en US 15 0 Training Date Functions The Training Dates tab is available only to the A OPC and allows for the update of training dates for Primary and Alternate A BOs and Cardholders The following people will receive emails 60 and 30 days before and the date when refresher training is due e For Cardholders the Cardholder associated A OPC s Primary and Alternate A BOs and the Cardholder Supervisor if different than the A BO e For A BOs the A BO and A OPC Once the refresher training has been completed and the training certificate has been submitted to the A OPC the completion date in AIM must be updated To update training dates Document version 2 5 October 2011 110 AIM Application v 2 4 User Manual 1 Cl
78. ation v 2 4 User Manual information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA 3 Purchase Card Authorization Issuance and Maintenance Task Inbox Managing ACCOUNTS Cardholder Accounts Accounts In Progress Profile Welcome User You are logged in as the Agency Organization Program Coordinator Managing Accounts gt Account Detail gt Update MA Update Managing Account Resource Manager Managing Account Maintenance Clarification Why is this account being modified maintained Update Resource Manager Comments Resource Manager Nomination Please select a Resource Manager from the list below If the individual you intend to appoint is not listed you can enter their email address below Name Email Address _ Role Organization O RM Pool member 1 rm pool name1 email mil Resource Manager Pool Organization Name O RM Pool member 2 rm pool name2 email mil Resource Manager Pool Organization Name Please enter the email address of the Resource Manager if they are not listed above BS Submit amp Cancel View Account Details 6 Click the radio button next to the name of the user that you would like to be assigned as the Resource Manager for this account If the individual is not listed enter their email address in the box provided 7 Click Submit Once the new RM has accepted a nomination from you or an A BO you will receive an em
79. ay vary Check if you would like the first five segments of the DAC stored for future use The DAC information will be added to the list of Stored DACs on the Profile tab once you approve the account Click Submit 8 7 3 A OPC Once the initial request has been submitted you will be sent an email requesting you to approve the change in financial information When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow Tip Clicking More in the Comments column will open a new window displaying all of the comments entered for this request 1 Click Select next to the task with the description Approve the managing account financial information update Document version 2 5 October 2011 53 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA Authorization Issuance and Maintenance ee Purchase Card Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Task Inbox User you have 1 task s To choose a task please click on the
80. aying 1 10f 1 Account Status filter Default To Display 10 w v Primary 4 BO Na Office Name To perform maintenance on a Managing Account Active 3 Click Perform Maintenance 4 Select Update UIC and or OPTI from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update UIC and or OPTI BS Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA Purchase Card Authorization Issuance and Maintenance Task Inbox J Cardholder Accounts Accounts In Progress Profile Welcome User You are logged in as the Purchase Card Approving Billing Official Managing Accounts gt Search Results gt Account Detail gt Update MA Update Managing Account UIC OPTI Managing Account Maintenance Clarification Why is this account being modified maintained Update UIC and or OPTI v Comments UIG OPTI Enter the full Unit Identification Code e g N12345 and select the Obligation Processing Type Indicator UIC N12345 opti T Transactional v E submit Cancel View Account Details 6 Enter the new UIC Document version 2 5 October 2011 70 AIM A
81. ayment Non EDI payment Army Air Force and Defense Agency customers if you select EDI payment you are also required to enter the following information i Invoice ii Obligation iu Cost Transfer This field is optional EDI Payment Routing Information EDI payment Non EDI payment Invoice Obligation 7 Cost Transfer b Reallocation Method Realfocation Method Choose a Reallocation Method No Reallacation By Accounting validation Control By Alternate Accounting Code Document version 2 5 October 2011 20 AIM Application v 2 4 User Manual Alternate Accounting Codes Please add Alternate Accounting Codes AAC To add a new AAC please fill out the AAC text box below and click on the Add button This will append the code to the Final List of AAC Codes To remove a code from the list highlight the code and click on the Remove button AAC Code BD Final List of AAC Codes At least one code is required Remove c Accounting Validation Code AVC Accounting Validation Code Select an Accounting Validation Code A C4 from your list of stored AVCs or enter a new AVC In the text box below AVC code name Enter AVC Po C Check this box if you would like this AYC stored for future use i Use the drop down list to select a stored AVC or ii Enter the appropriate AVC Check if you would like the AVC stored for future use The AVC wil
82. been nominated by the A BO Supervisor or A OPC you will receive an email requesting that you accept your nomination When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder nominated Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the task with the description Accept or reject nomination of Primary Approving Billing Official for this account Document version 2 5 October 2011 4 AIM Application v 2 4 User Manual information and Technology for Better Decision Making R Purchase Card Authorization Issuance and Maintenance Task Inbox Welcome User You are logged in as the Purchase Card Approving Billing Official Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row ROSA Displaying 1 1 of 1 To Display 10 amp Task Acquired Request Account Office Account er Accept or reject nomination of Any comments entered will be MA Primary 4 BO Office f me Select x displayed in the Comment Log as D New 01 10 2011 Maintenance Name Hame 9992 Primary Approving Billing Official for play g this account shown here More 2 Verify your U
83. ber 2011 79 AIM Application v 2 4 User Manual information and Technology for Better Decision Making os Purchase Card Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Aanaging Accounts re shrew ee Progress Profile Welcome User You are logged in as the Purchase Card Approving Billing Official Managing Accounts gt Account Detail gt Update MA Update Managing Account Resource Manager Managing Account Maintenance Clarification Why is this account being modified maintained Update Resource Manager Comments Resource Manager Nomination Please select a Resource Manager from the list below If the individual you intend to appoint is not listed you can enter their email address below O RM Pool member 1 rm pool name1 email mil Resource Manager Pool Organization Name O RM Pool member 2 rm pool name2 email mil Resource Manager Pool Organization Name Please enter the email address of the Resource Manager if they are not listed above Bs Submit amp Cancel View Account Details 6 Click the radio button next to the name of the user that you would like to be assigned as the Resource Manager for this account If the individual is not listed enter their email address in the box provided 7 Click Submit 8 14 3 Resource Manager Once you have been nominated by the A BO or A OPC you will receive an email nominating you as the RM for
84. bility Reporting System DEERS profile Use the DEERS Address Update application Document version 2 5 October 2011 19 AIM Application v 2 4 User Manual https www dmdc osd mil appj address to make changes to your work address and work phone number Use the User Maintenance Portal https www dmdc osd mil ump to make changes to your email address Any changes that are made will take up to 24 hours to be reflected in your AIM profile If you have any problems logging in or updating your address contact the help desk at the phone number shown in the Address Update application To verify if your information has changed log out of AIM log back in and click the Profile tab c Ifall of the information provided is correct click Accept The Designate Managing Account Financial Information page is displayed Note Once you have redeemed your token you can log out of AIM and return to complete your task To complete the task later click the Task Inbox tab and click Select next to the appropriate task The account information entered by the A BO will populate the Managing Account Information section Enter the following required information a EDI Payment Routing Information Click the radio button next to EDI payment or Non EDI payment Note Navy customers continue to step d Follow instructions according to the agency or service for which you are performing this action EDI Payment Routing Information EDI p
85. cable for Navy customers 8 4 1 Reactivating a Managing Account Workflow Who can Initiate A BO A BO Primary Resource Supervisor or Alternate Manager and Pool A OPC A OPC A OPC Who approves approves approves reviews approves Send to bank Send to bank Send to bank Send to bank e Modifiable Fields o Account status e No other fields will be updated while the account status is being changed Document version 2 5 October 2011 35 AIM Application v 2 4 User Manual 8 4 2 A BO Supervisor A BO Primary or Alternate Resource Manager RM Pool and A OPC The steps for an A BO Supervisor A BO Primary or Alternate Resource Manager member of the RM Pool and A OPC to initiate the reactivation of a Managing Account are the same To reactivate a Managing Account 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making Purchase Card a Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox l Cardholder Accounts Accounts in Progress Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below You will be prompted to select Approving Billing O
86. cable for Navy customers o Single Purchase Limit not applicable for Navy customers o Quarterly Purchase Limit not applicable for Navy customers Document version 2 5 October 2011 54 AIM Application v 2 4 User Manual o Credit Limit not applicable for Navy customers e The Resource Manager is the only person in the workflow who is allowed to decrease the requested limits below the current limits of the account during the Update Purchase Limit Workflow 8 8 2 A BO Primary or Alternate To initiate an increase of a Purchase Limit 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making ae Purchase Card co Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Managing Accounts Cardholder Accounts Accounts in Progress Welcome User You are logged in as the Purchase Card Approving Billing Official Initiate Managing Account Maintenance Request Search for Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail is gt Displaying 1 1 of 1 Account Status filter Default v To Display Oooo Office Name Justification Account Number S Primary 4 BO Ei Select i
87. ccount information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA Authorization Issuance and Maintenance 3 Purchase Card A Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the gency Organization Program Coordinator Task Inbox User you have 1 tasks To choose a task please click on the Select button next to the desired task You can also double click on the task row is gt e Displaying 1 1 of 1 To Display 10 amp Task Acquired Request Account Office Account Any comments entered will be E Select m Primary A 80 Omea displayed in the Comment Log as Select iini 01 10 2011 Maintenance Name Name a4 Biling Officials for this account Sei 9 shown here More Approve the updated Approving 2 Inthe Acknowledgement of Required Training section click the check box certifying that all training required for account setup has been completed by the A BO and that you received and will retain a copy of the training certificate for use in Card Program reviews Enter the date that the training was completed Acknowledgement of Required Training a Hold task pending completion of training I certify that all training required for account set up has been completed by the Approving Billing Officials I have received and will retain copies of the training
88. ccounts Accounts In Progress Profile Welcome User You are logged in as the Purchase Card Approving Billing Official Task Inbox User you have 1 tasks To choose a task please click on the Select button next to the desired task You can also double click on the task row is gt e Displaying 1 10f 1 To Display An M tog eee ee tenner eens bem eared oe e a Comment Status A Type Holder Jame NWumber are rire gaa Seat DEREN E Please verify and approve Any comments entered will En Sel CA New meelt New 01 20 2011 the following Cardholder be displayed in the Comment Account Account request Log as shown here More The Cardholder Account Request page is displayed Note If the A OPC initiated the request for the Cardholder Account the following fields may already be populated You have the option to change any data that has been entered prior to accepting the nomination 3 Enter or update the Office Name and Justification for the Cardholder Account Cardholder Account Information Enter your Office Name and briefly describe the reason for this Cardholder Account in the Justification field Click here for more information Office Name Justification Note The Office Name must be alphanumeric characters and cannot include any special characters 1 e 4 If you are the Cardholders Supervisor click the check box indicating that you fill both the Approving Billing Off
89. ce Name e Update Cardholder Account Justification e Update Cardholders Supervisor e Update review dates e Update Organization Name not applicable for Navy customers e Update UIC Navy customers only e Update Cardholder Account Special Designations e Update Lines of Accounting information e Update Purchase Limits e Update Merchant Category Codes e Cancel an account e Suspend an account not applicable for Navy customers e Reactivate an account not applicable for Navy customers Only certain roles can perform the different types of maintenance The following list delineates each role and what types of maintenance they are authorized to perform A OPC e Update Office Name Document version 2 5 October 2011 102 AIM Application v 2 4 User Manual Update Cardholder Account Justification Update Cardholders Supervisor Update review dates Update Cardholder Account Special Designations Update an Organization Name not applicable for Navy customers Update UIC Navy customers only Update Cardholder Account Special Designations Update Purchase Limits Update Merchant Category Codes Cancel an account Suspend an account not applicable for Navy customers Reactivate an account not applicable for Navy customers Note Training dates can be changed on the Training Dates tab See section 15 0 Training Date Functions for more information RM and RM Pool 11 2 Cardholder Account Maintenance Workflow Update Lines of Accounting i
90. certificates for use in Card Program reviews Click here for more information The required training for the Approving Billing Officials was completed on Training Completion Date Primary Approving Billing Official Primary 4 BO Name 20070131 YYYYMMDD e g 20070131 Note If you have not received a copy of the A BO s DAU training certificate click Hold task pending completion of training In the future you will receive copy of an email to the A BO 60 and 30 days prior to the date that the A BO s refresher training is due On the training expiration date you will receive an email that the training 1s expired and past due Once the training has been completed and you have received the training certificate it is your responsibility to update the completion date in AIM See section 15 0 Training Date Functions for additional information 3 Inthe Required Appointments and Review section click the check box certifying that all required appointments have been prepared and processed Enter the date by which you will conduct a review of the Managing Account Required Appointments and Review I certify that all required appointments have been prepared and processed Click here for more information A review of the Managing Account is required no later than 20120131 yyyymMpD e g 20070131 Note In the future you will receive an email 60 and 30 days prior to the Annual Managing Account Review
91. chnology for Better Decision Making Help Contact Select Role Logoff EMMA x Purchase Card s Authorization Issuance and Maintenance Task Inbox git Cardholder Accounts Accounts In Progress Welcome User You are logged in as the Purchase Card Approving Billing Official Managing Accounts gt Account Detail gt Update MA Update Office Name and Justification Managing Account Maintenance Clarification Why is this account being modified maintained Update Office Name and Justification gt Comments Managing Account Information Enter the Office Name and briefly describe the reason for this Managing Account in the Justification field Click here for more information Office Name Office Justification Justification Bs Submit ww Cancel View Account Details 6 Enter the new Office Name if applicable The fields are pre populated with the Office Name and Justification currently assigned to the account 7 Enter the new Justification if applicable Click Submit 8 10 3 A OPC To initiate the update of an Office Name and or Justification 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA Re Purchase Card lt Authorization Issuance and Maintenance Task Inbox Mt jing 4 Cardholder Accounts Accounts In Progress Profile Account Mi
92. cials Supervisor Managing Accounts gt Account Detail gt Update MA Update Managing Account Approving Billing Officials You are requesting to update the Primary and or Alternate Approving Billing Officials associated with this Managing Account Managing Account Maintenance Clarification Why is this account being modified maintained Update Approving Billing Official s v Comments A BO Organization Select the appropriate Organization for the 4 BO s that you intend to nominate A list of 4 BOs that are associated with the selected Organization will be displayed below Organization 1 A BO User 1 abo user 1 email mil 4 BO User 2 abo user 2 email mil 4 BO User 3 abo user 3 email mil 4 BO User 4 abo user 4 email mil Bs Submit amp Cancel View Account Details 7 Click Submit Note If you do not want to change the Primary or Alternate A BO s click Cancel If the A OPC initiates the request to update an A BO you will receive an email requesting that you approve the nomination When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the task with the description Approve the Updated Approving Bi
93. count while it is in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 3 Click Approve Update Note If you choose to reject the update the request will be sent back to the initiator 9 0 Viewing an Activated Managing Account 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to view 3 Upon clicking Select details of the account are displayed In addition bank details are provided for all accounts that are in AIM including the bank status code a description of the bank status code and the corresponding AIM status Document version 2 5 October 2011 84 AIM Application v 2 4 User Manual 10 0 Requesting a Cardholder Account 10 1 Requesting a Cardholder Account Workflow Issue Cardholder Account CA Role Based Process Flow pues finance pues approve Approve If involv dil CA diii ass accountissuance Ea Ea a Ea N lo Approve f in Jin ABO CA request accountissuang E Cardholder nomination One P d business 10 2 A BO The A BO or the A OPC can perform the first step in the Cardholder Account workflow NOTE ifthe CH Supervisoris the issuing A BO nomination acceptance passes directly to the A BO Supervisor for approval NOTE The A O
94. d in as the Agency Organization Program Coordinator Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below 383 Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail 19 Q gt gt D Displaying 1 1 of 1 Account Status filter Default be To Display 10 a Account Holder Office Name Justification Account Number Account Status Pri A BO i i i m Select rimary A Office Name To perform maintenance on a Managing 9999 Active Name Account 3 Click Perform Maintenance 4 Select Update Purchase Limits from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Purchase Limits J g Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box 6 Enter the new Purchase Limits that you would like to request 7 Click Submit Note If you choose to cancel the request the active Managing Account values will remai
95. dholder Account click Select next to the appropriate account or double click on the row to be taken to the account details R gt op Displaying 1 1 of 1 Account Holder Justification __ Account status _ Ea Select Cardholder Name Office Name Justification Active 3 Enter your search criteria You must fill in at least one of the following fields a Office Name This field is case sensitive b Account Number c Justification This field is case sensitive d Special Designations You may click up to three special designations for the account 4 Click Search The Cardholder Accounts that match your search criteria will be displayed in the Request Maintenance box 16 1 3 Performing an Accounts in Progress Search To search for a specific Account in Progress 1 Click the Accounts in Progress tab Document version 2 5 October 2011 114 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coodinator Accounts In Progress Search for Account This table is a list of Account Requests that you currently have in progress Click on the Select button next to any account or double click on its row to vi
96. due date On the review expiration date you will receive an Document version 2 5 October 2011 45 AIM Application v 2 4 User Manual email that the review is past due Once the review is complete it is your responsibility to update the review date in AIM See section 8 13 Updating Appointments and Review Date for additional information 4 Comments You have the option to enter any comments that you would like visible to users associated with this account while it 1s in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 5 Click Approve Update Note If the A BO initiated the update and you do not want to approve it click Reject Update If you initiated the update and no longer want to approve it click Cancel 8 6 Updating an A BO Supervisor 8 6 1 Updating an A BO Supervisor Workflow aOR e Modifiable Fields o Primary A BO Supervisor e Upon submission the Managing Account as well as all Cardholder Accounts that are associated with it is updated with the new A BO Supervisor listed as the Primary A BO Supervisor o All A BO Supervisors within the Pool are able to act on future tasks regardless of whether they are the Primary A BO Supervisor assigned to the account e This does NOT get sent to the bank 8
97. e A OPC finds that the email address is incorrect they must contact the A BO associated with the account to change it Resend Resource Manager Token Please verify the email address of the nominated Resource Manager and click Resend Token to resend the token email resource manager name email mil a Resend Token 4 Click Resend Token 13 3 2 Resending a Cardholder Token Both A OPCs and A BOs have the authority to resend a token to the nominated Cardholder during the Cardholder Account Issuance process To resend a token 1 Click the Accounts in Progress tab 2 Click Select next to the workflow that needs the Cardholder token resent information and Technology for Better Decision Making o gt Help Contact Select Role Logoff EMMA a Purchase Card TA Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts A CCOUNES IN Progress Welcome User You are logged in as the Purchase Card Approving Billing Official Accounts In Progress Search for Account This table is a list of Account Requests that you currently have in progress Click on the Select button next to any account or double click on its row to view its information ESS Displaying 1 1 of 1 To Display 10 i Request Description Account Office Name amp Account Account Type Account Type Request Description Request Description AScount office Name A Office Name Account Reque
98. e Account Migration process and click Initiate Account Migration This will mark the Agent Number as ready for migration Any accounts received from the bank with the selected Agent Number that have not already been set up in AIM will now be added to AIM to begin the Account Migration workflow process lm 0714 71407 MW 1111 22222 Initiated on 03 25 2009 16 42 45 PDT MW 1234 11111 Initiated on 10 27 2009 13 34 39 PDT S Initiate Account Migration 3 Enter your search criteria You must fill in at least one of the following fields Office Name This field is case sensitive b Account Number c Account Type Select either Managing Account or Cardholder Account from the drop down list d Status Select an account status from the drop down list e Agent Number Select an Agent Number from the drop down list f Justification This field is case sensitive 4 Click Search The accounts in migration that match your search criteria will be displayed in the table at the bottom of the page 16 2 Filtering Accounts The Managing Accounts Cardholder Accounts and Account Migration tabs provide an Account Status filter which allows you to view specific accounts according to their status in AIM To use the Account Status filter Document version 2 5 October 2011 117 AIM Application v 2 4 User Manual 1 Click the Managing Accounts Cardholder Accounts or Account Migration tab 2 Above the listing of accoun
99. e Managing Account values will remain the same as those last approved by the bank 8 8 5 A OPC To initiate an increase of a Purchase Limit 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update Document version 2 5 October 2011 58 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA ae Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail 19 Q gt gt D Displaying 1 1 of 1 Account Status filter Default be To Display 10 Account Holder office Name Justification Account Number Account Status Pri A BO i i i m Select rimary A Office Name To perform maintenance on a Managing 9999 Active Name
100. e maintenance Click the Cardholder Accounts tab Click Select next to the Cardholder Account that you want to update Continue to step 3 If the A OPC initiated the request On the Task Inbox page click Select next to the task with the description Approve purchase limit increase for the following account Continue to step 3b You have the option to edit the following fields Cardholder Account Maintenance Clarification Use the drop down box to choose a reason for the account maintenance If you would like to enter additional information enter it in the Comments text box LOA You can modify the following fields i Accounting Validation Code This is a required field for Army Air Force and Defense Agency customers Document version 2 5 October 2011 105 AIM Application v 2 4 User Manual Note Follow instructions according to the agency or service for which you are performing this action ii Default Accounting Code Depending on the relationship that you have set up with the bank the required fields may vary Note Army Air Force and Defense Agency customers continue to step 3c Follow instructions according to the agency or service for which you are performing this action i Alternate Accounting Code Enter an AAC Code and click Add The AAC Code is displayed in the Final List of AAC Codes If you need to remove an AAC Code click the name of the Code that you want to remove and click Remove
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102. ect a maintenance action to perform Update ABO Supervisor Bs Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box 6 Select the Organization for the A BO Supervisor The A BO Supervisors shown are based on the Organization that you selected Document version 2 5 October 2011 47 AIM Application v 2 4 User Manual information and Technology for Better Decision Making 3a Purchase Card Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Managing Accounts gt Account Detail gt Update M4 Update Managing Account Approving Billing Officials Supervisors Managing Account Maintenance Clarification Why is this account being modified maintained Other Specify in Comments field below v Comments Approving Billing Officials Supervisor Select the 4 BO Supervisor s Organization The below list of 4 BO Supervisors will be populated based on the Organization selected If the individual you intend to nominate is not listed click on the EMMA link provision them in the system then restart this workflow Organization Organization 1
103. ection 16 1 1 Searching for Accounts Performing a Managing Account Search 4 The Cardholder Account Request page is displayed You have the option to enter the Office Name and Justification for the Cardholder Account Cardholder Account Information Enter your Office Name and briefly describe the reason for this Cardholder Account in the Justification field Click here for more information Office Name Justification Note The Office Name must be alphanumeric characters and cannot include any special characters i e 5 You have the option to select the Cardholder s Supervisor a Click Select Cardholders Supervisor b Click Select next to the name of the Cardholders Supervisor that you would like assigned to this account Document version 2 5 October 2011 96 AIM Application v 2 4 User Manual Information and Technology for Better Decision Making 3 Purchase Card Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Managing Accounts Cardholder Accounts Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Cardholder Accounts gt Select MA gt Create New gt Select Cardholders Supervisor Select Cardholders Supervisor If the individual that you intend to appoint is not listed click Cancel to return to the previous screen Click Save as Draft
104. ed as the country for all APO FPO addresses Related topics How do I update my work address Can I attach a document No AIM does not allow users to attach documents What do I do if I cannot log in Contact the Help Desk Possible reasons could include the following e Your CAC has expired e You are not provisioned in EMMA e The system is down for routine maintenance If I have a new CAC can I still log in Yes Receiving a new CAC will not affect logging in to AIM If I hold multiple roles in AIM including a Cardholder why is Cardholder not listed in the list of roles The Cardholder is not a user of AIM and therefore is not listed as a role Related topics What do I do if I do not see all of my roles listed What do I do if I do not see all of my roles listed Click the next page arrow in the heading above the Select button Related topics If I hold multiple roles in AIM including a Cardholder why is Cardholder not listed in the list of roles Document version 2 5 October 2011 134 14 15 16 17 18 19 20 21 22 23 AIM Application v 2 4 User Manual Why can I not initiate a Managing Account Only A BO Supervisors and A OPCs can initiate a Managing Account request I initiated approved a Managing Account request Why can I not see the account listed under the Managing Accounts tab The account has not been approved by the bank Click the Accounts in Progress tab to verify the s
105. ed by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box 6 You have the option to change the Primary A BO and or the Alternate A BO s Document version 2 5 October 2011 43 AIM Application v 2 4 User Manual a A BO Organization Select the appropriate Organization for the Primary A BO A list of A BOs that are associated with the selected Organization will be displayed in the table below b To change the Primary A BO click the radio button in the Primary column next to the name of the user that you would like to be assigned as the Primary A BO for this account c To change or add an Alternate A BO click the check box next to the name of the user s that you would like to be assigned as Alternate A BOs to this account You can assign up to four Alternate A BOs to an account Note If you would like to remove all Alternate A BOs do not select any check boxes information and Technology for Better Decision Making RX Purchase Card cc Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA ooo Manag NJ ACCOUNES Cardholder Accounts Accounts in Progress Profile Welcome User You are logged in as the Agency Organization Program Coordinator Managing Accounts gt Account Detail gt Update M4 Update Managing Account Approving Billing Officials You are requesting to update the
106. efault b To Display are reas mt Halder fing Alo 4 A Accnaiint Aliimbhor ACCcCount moide 8 Name a ACCOUNnNI WUMDe Pri 4 BO i i Ey Salaa rimary A Office Name To perform maintenance on a Managing g9Q92 Active Name Account 3 Click Perform Maintenance 4 Select Update Organization Name from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Organization Name Bs Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box Document version 2 5 October 2011 75 AIM Application v 2 4 User Manual information and Technology for Better Decision Making R Purchase Card s Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Managing Ac Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Managing Accounts gt Account Detail gt Update MA Update Managing Account Organization Name Managing Account Maintenance Clarification Why is this account being modified maintained Update Organization Name L Comments Organization Name Enter the name of the Organization for this account
107. ellation To stop the process click Cancel Continue Cancellation amp Cancel Document version 2 5 October 2011 31 AIM Application v 2 4 User Manual 8 2 3 A OPC If the A BO Supervisor initiates the request for the cancellation of a Managing Account you will receive an email requesting that you approve the cancellation of the Managing Account along with its associated Cardholder Accounts When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the task with the description Please approve the cancellation of the Managing Account along with its Cardholder Accounts information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA Authorization Issuance and Maintenance E Purchase Card Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the gency Organization Program Coordinator Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row P OHE Displaying 1 1of 1 To Di
108. ents have been prepared and processed Enter a date by which a review of the Managing Account must be completed information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA Purchase Card lt Authorization Issuance and Maintenance Task Inbox 1g ACCOL Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Managing Accounts gt Account Detail gt Update M4 Update Managing Account Appointments and Review Date Managing Account Maintenance Clarification wWhy is this account being modified maintained Update Appointments and Review Date v Comments Required Appointments and Review I certify that all required appointments have been prepared and processed Click here for more information A review of the Managing Account is required no later than 20120103 YYYYMMDD e g 20070131 Bs Submit amp Cancel View Account Details 6 Click Submit Document version 2 5 October 2011 78 AIM Application v 2 4 User Manual 8 14 Updating a Resource Manager 8 14 1 Updating a Resource Manager Workflow Who can Initiate A BO Primary or Alternate A OPC RM accepts nomination RM accepts nomination Who reviews approves A OPC approves A OPC approves e Modifiable Fields o Resource Manager 8 14 2 A BO Primary or Alternate To initiate
109. equest again later If the problem continues contact the help desk Try to submit the request again later If the problem continues contact the help desk Ensure that the DAC values entered on the request are correct Refer to Appendix E Lines of Accounting Field Definitions for mapping of the segments by service Perform one of the following actions 1 Log on to the bank system Access OnLine and remove the effective dating Log on to the bank system Access OnLine and change the effective dating to be effective immediately Wait until after the effective dating change has occurred and try your action again 128 AIM Application v 2 4 User Manual Error 01 505507 The status of the managing account does not allow the setup of cardholders Error O1 SETUP WRAPPER WORKF Error 01 520122 Due to access rights for your user ID you are not able to submit this type of request Managing Account Setup Error 01 520113 A valid organization short name must be provided Document version 2 5 October 2011 The associated Managing Check the status of the Account is not currently active Managing Account in Access in the bank system If the status OnLine If assistance is of the account has changed needed contact the help desk recently in Access OnLine the change may not yet be reflected in AIM An unknown bank error Contact the help desk occurred when processing the request
110. equest is rejected a task is sent back to the initiator for re nomination 8 5 2 A BO Supervisor To initiate a request to update an A BO 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making 3 Purchase Card T Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox YIANGGING ACCOUNTS a a a Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below You will be prompted to select Approving Billing Officials for the account ae Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail i amp op Displaying 1 1of1 Account Status filter Default a To Display Office Name A Justification Account Number 26COUn a Primary 4 BO Ea Select Office Name To perform maintenance on a Managing Account Active 3 Click Perform Maintenance 4 Select Update A BO Primary or Alternates from the drop down box and click Continue Select Main
111. er Nomination Enter the email address of the Resource Manager responsible for ensuring that funds are available for this account Email Address Note The RM that you assign to the Managing Account will also be assigned to all Cardholder Accounts created beneath it c Purchase Limits Depending on the relationship that you have set up with the bank the required Purchase Limit information may vary Note If you are an Army Air Force or Defense Agency customer continue to step f Follow instructions according to the agency or service for which you are performing this action Document version 2 5 October 2011 17 AIM Application v 2 4 User Manual d UIC OPTI 1 UIC Enter or update the Unit Identifier Code UIC for this Managing Account The UIC consists of one upper case letter followed by five numerals ii OPTI Select the Obligation Processing Type Indicator OPTI for this Managing Account from the drop down list UIG OPTI Enter the full Unit Identification Code e g N12345 and select the Obligation Processing Type Indicator UIC OPTI v e Identity Verification The Identity Verification field will allow 16 alpha numeric characters including spaces The information that you enter will be used by the bank to validate your identity if you have questions regarding your account Identity verification Provide an identification password such as the Benefits Comp Date o
112. erform Maintenance 4 Select Update UIC and or OPTI from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update UIC and or OPTI Bs Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box Document version 2 5 October 2011 71 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Managing Accounts gt Search Results gt Account Detail gt Update M4 Update Managing Account UIC OPTI Managing Account Maintenance Clarification Why is this account being modified maintained Update UIC and or OPTI Comments UIG OPTI Enter the full Unit Identification Code e g N12345 and select the Obligation Processing Type Indicator UIC N12345 OPTI T Transactional v Bs Submit amp Cancel View Account Details 6 Enter the new UIC 7 Select anew OPTI from the drop down menu Note You are not required to perform both steps 6 and 7 You have the option to modify only one of the fields 8 Click Submit If the A BO initiates the requ
113. eric characters including spaces The information that you enter will be used by the bank to validate your identity if you have questions regarding your account identity Verification Provide an identification password such as your Benefits Comp Date the last 4 digits of your Social Security Number Mother s maiden name or a password This will be requested when you contact Citibank Customer Service and or a client Account Manager for assistance Verification 3 Click the Acknowledgement of Required Training check box If you have already completed the training enter the date Acknowledgement of Required Training I understand that I must complete all training required for Cardholder Account setup and forward a copy of the training certificate s to the Purchase Card Agency Organization Program Coordinator Further I understand that this request will be held in pending status by the Purchase Card Agency Organization Program Coordinator until my training certificates are received Click here for more information If you have completed the DAU training enter the date here YYYYMMDD eg 20010131 4 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account has been activated comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will dis
114. est you will be sent an email requesting you to approve the UIC and or OPTI update When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the task with the description Approve the managing account UIC and or OPTI update Document version 2 5 October 2011 72 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Se oN Help Contact SelectRole Logoff EMMA ee Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the gency Organization Program Coordinator Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row ie gt Displaying 1 1 of 1 To Di aE Task Acquired Request Account Office MA Primary A BO Office Approve the Managing Account a comments oo will be E a Y m Select New 01 10 2011 Maintenance Name UIC and or OPTI update displayed in the Comment Log as shown here More 2 You have the optio
115. ew its information ROGA Displaying 1 5 of 5 To Display Managing Pending Nominated Resource Manager Account Acceptance Ey Select poa New Cardholder Cardholder CH Office Name3 Banding a OPG Aparoval Account Account Name E Cardholder New Cardholder Pending Nominated Cardholder p Select Office Name Account Account Acceptance Ea Select New Managing Account alts A BO MA Office Name 1 Managing Update Organization Primary 4 BO Office Name Account Name Name 011811 Bo Select Cardholder New Cardholder Cardholder Office Name2 Account Account Name 011911 Ea Select Pending 4 OPC Approval Pending 4 B0 Supervisor Approval 2 Click Search for Account information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA SKa Purchase Card lt Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Account Migration Training Dates Welcome User Name You are logged in as the Agency Organization Program Coordinator Accounts In Progress Hide Search Box Search Office Name Justification Account Number Account Type Status Select a status Search This table is a list of Account Requests that you currently have in progress Click on the Select button next to any account or double click on its row to view its information ES Displaying 1 5 of 5 To Display Managing Pending Nominated Resource Manager
116. f the Approving Billing Official 4 BO last 4 digits of the Social Security Number Mother s maiden name or a password This will be requested when the 4 BO contacts Citibank Customer Service and or a client Account Manager for assistance Verification f Organization Name Organization Name Enter the name of the Organization for this account Organization Name The following special characters will be accepted in an Organization Name in addition to the numbers 0 9 and the upper and lowercase letters A Z ome e g Acknowledgement of Required Training Click the check box to acknowledge that you understand that you must complete all required training and submit your certificates to the A OPC If you have already completed the training enter the completion date Acknowledgement of Required Training CO I understand that I must complete all training required for account set up and forward a copy of the training certificate to the Agency Organization Program Coordinator I also understand that this request will be held in pending status by the Agency Organization Program Coordinator until my training certificates are received Click here for more information If you have completed the required training or want to update the training completion date enter the date here Primary Approving Billing Official Primary 4 BO Name YYYYMMDD e g 20070131 Note The training date will be pre populated
117. fficials for the account ae Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail is gt Displaying 1 10f 1 Account Status filter Default v To Display E Select iai ama Office Name To perform maintenance on a Managing Account Suspended 3 Click Perform Maintenance 4 Select Update Account Status Reactivate Cancel from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Account Status Reactivate Cancel g Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box Document version 2 5 October 2011 36 AIM Application v 2 4 User Manual Information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA ae Purchase Card E Authorization Issuance and Maintenance Task Inbox our Cardholder Accounts Accounts In Progress Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Managing Accounts gt Account Detail gt Update MA Update Managing Account Status Managing Account Maintenance
118. for any subsequent accounts with which you are associated In the future you will receive an email 60 and 30 days prior to the date that your refresher training 1s due Once the training has been completed and you have submitted the training certificate to your A OPC they will update the completion date in AIM On the training expiration date you will receive an email that your training is expired and past due 3 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account has been activated comments will no longer be displayed Document version 2 5 October 2011 1S AIM Application v 2 4 User Manual Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 4 Click Submit Note If you do not wish to submit this request right now you can click Save as Draft The Office Name and Justification fields are required to save the account as a draft If you are not the correct A BO to establish this Managing Account click Reject An email will be sent to the A BO Supervisor advising that a new A BO needs to be nominated 7 4 Resource Manager Once the A BO Supervisor has approved the request for the new Managing Account you will receive an email nominating you as the RM for the Managing Account The email will provide you wi
119. form in step 4 Enter any comments or justifications that you may have for making the change in the Comments box EDI Payment and Routing Information You have the option to change the EDI Payment and Routing Information Click the radio button next to EDI payment or Non EDI payment EDI Payment Routing information EDI payment Non EDI payment Obligation Note Navy customers continue to step 8 Follow instructions according to the agency or service for which you are performing this action Army Air Force and Defense Agency customers if you select EDI payment you are also required to enter the following information Invoice This is a mandatory field choose from a drop down menu b Obligation This is a mandatory field choose from a drop down menu c Cost Transfer This is not a mandatory field choose from a drop down menu LOA Army Air Force and Defense Agency customers You have the option to change the following information a Reallocation Method Document version 2 5 October 2011 50 AIM Application v 2 4 User Manual Reatiocation Method Please choose a Reallocation Method No Peallocation By Accounting validation Control O By Alternate Accounting Code Alternate Accounting Codes Please add Alternate Accounting Codes AAC To add a new AAC please fill out the AAC text box below and click on the Add button This will append the code to the Final List
120. formation Office Name Justification 4 TBR Hierarchies You have the option to select the TBR Hierarchy that should be assigned to this Managing Account Click the radio button next to the appropriate TBR Hierarchy Note During the Managing Account Creation step this is optional however the field will be required in the Managing Account Approval step TBR Hierarchies Select the TBR Hierarchy to be associated with this Managing Account 0000 00000 ooon 5 Resource Manager Nomination You have the option to enter the email address of the RM assigned to this account Resource Manager Nomination Enter the email address of the Resource Manager responsible for ensuring that funds are available for this account Email Address Note The RM that you assign to the Managing Account will also be assigned to all Cardholder Accounts created beneath it Document version 2 5 October 2011 23 AIM Application v 2 4 User Manual 6 A BO Supervisor a Approving Billing Official Supervisor Organization Select the Organization for the A BO Supervisor The A BO Supervisors shown are based on the Organization that you selected Approving Billing Officials Supervisor Select the 4 BO Supervisor s Organization The below list of 4 BO Supervisors will be populated based on the Organization selected If the individual you intend to nominate is not listed click on the EMMA link provision them in t
121. g certificates are received Click here for more information If you have completed the required training or want to update the training completion date enter the date here Training Completion Date Primary Approving Billing Official Primary 4 BO Name YYYYMMDD e g 20070131 Note The training date will be pre populated for any subsequent accounts with which you are associated In the future you will receive an email 60 and 30 days prior to the date that your refresher training 1s due Once the training has been completed and you have submitted the training certificate to your A OPC they will update the completion date in AIM On the training expiration date you will receive an email that your training is expired and past due Document version 2 5 October 2011 42 AIM Application v 2 4 User Manual 4 Comments You have the option to enter any comments that you would like visible to users associated with this account while it 1s in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 5 Click Accept Note If you reject the nomination click the Reason Code drop down box to select a reason for the rejection Click Reject 8 5 4 A OPC To initiate a request to update an A BO 1 Click the Managing Account tab
122. gration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below t Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail RAOG Displaying 1 1 of 1 Account Status filter Default v To Display Lae E EN AD Primary 4 BO Office Name To perform maintenance on a Managing Name Account Active 3 Click Perform Maintenance Document version 2 5 October 2011 67 AIM Application v 2 4 User Manual 4 Select Update Office Name and Justification from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Office Name and Justification Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA 3 Purchase Card Authorization Issuance a
123. hanges 6 2 Completing Your Profile Resource Manager 1 Click the Profile tab 2 Verify your User Information If you need to update your information click the appropriate Update link In addition to your personal information the User Information text box also displays your Organization ID This ID is assigned according to your Organization in EMMA and cannot be changed You will need this ID number when you call the help desk Your User Information If any of the information associated with your CAC is incorrect update it using the links below Any changes made to the Information may take up to 24 hours to process and will automatically be reflected below once complete Name RM Name Work Address Big Military Base Update work address Smalltown USA 12345 Work Phone Update work phone number Fax Number Email Address rm name email mil Update email address Organization ID 407849 H Save Changes Note Your User Information is populated from your Defense Enrollment Eligibility Reporting System DEERS profile Use the DEERS Address Update application https www dmdc osd mil appj address to make changes to your work address and work phone number Use the User Maintenance Portal https www dmdc osd mil ump to make changes to your email address Any changes that are made could take up to 24 hours to be reflected in your AIM profile If you have any problems logging in or Document version 2 5 October 2011 9 AIM Ap
124. he system then restart this workflow Organization Organization Name M Email Address O 4 BO Supvervisor Name abo supy name email mil 123 456 7890 b Select the A BO Supervisor that should be assigned to this account The page will refresh to display a list of A BOs that are available according to the selected A BO Supervisor 7 Approving Billing Official s You have the option to select the Primary and Alternate A BOs that should be assigned to this account a A BO Organization Select the appropriate Organization for the Primary Approving Billing Official A BO A list of A BOs that are associated with the selected Organization will be displayed in the table below Approving Billing Officiai s Selection of Approving Billing Officials is not required at this time If you do not select an 4 BO at this time the Managing Account Initiation request will be assigned to the selected 4 BO Supervisor for processing Otherwise it will be assigned to the selected Primary 4 BO for processing Select the appropriate Organization for the 4 BO s that you intend to nominate A list of 4 BOs that are associated with the selected Organization will be displayed below Select one 1 Primary Approving Billing Official In addition you may select up to four 4 Alternate Approving Billing Officials If the individual s you intend to nominate is not listed click on the EMMA link provision them in the system and restart this workflow
125. holder Account Maintenance Request Search for Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Cardholder Account click Select next to the appropriate account or double click on the row to be taken to the account details 19 gt gt D Displaying 1 1 of 1 Account Status filter Default To Display Account Holder Office Name A Justification Ea Select Cardholder Name Office Name Justification 2 Click Search for Account Document version 2 5 October 2011 113 AIM Application v 2 4 User Manual information and Technology for Better Decision Making e Purchase Card Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA E E oe A Task Inbox Managing Accounts arano id er Accounts Accounts In Progress Profile Account Migration Training Dates TASA Welcome User You are logged in as the gency Organization Program Coodinator Initiate Cardholder Account Maintenance Request Hide Search Box Search To search for an account fill in at least one of the fields below and click the Search button Office Name Justification Account Number Special Designations Warranted Contracting Officer CO Contingency and Humanitarian Aid Operations C Used exclusively as a method of payment JS Search Request Maintenance To request maintenance i e update suspend or cancel on an existing Car
126. iate Cardholder Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Cardholder Account click Request New Managing Account below You will be prompted to select the Managing Account under which the Cardholder Account will be created f Request new Cardholder Account 3 Click Select next to the name of the Managing Account to which you want to issue a Cardholder Account Document version 2 5 October 2011 95 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Purchase Card Authorization Issuance and Maintenance Help Contact SelectRole Logoff EMMA Task Inbox Managing Accounts ardholder Accounts Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Cardholder Accounts gt Select MA Search for Account Select Managing Account This table lists the Managing Accounts under which you can request Cardholder Accounts Please click on the Select button next to the appropriate account or double click on the row to be taken to the Create Cardholder Account Request screen ROHE Displaying 1 2 of 2 To Display Ei Select Office Name 1 To create a Managing Account 2401 Ei Select Office Name 2 To create a Cardholder Account 9321 x Cancel Note To perform a search for a specific Managing Account see s
127. icial and Cardholders Supervisor roles Your demographics will be displayed as the Cardholders Supervisor Cardholders Supervisor Information C Check this box if you are the Cardholders Supervisor Otherwise click Cardholders Supervisor for a pick list of Cardholders Supervisors to choose from If the individual that you intend to appoint is not listed click Save as Draft at the bottom of this screen and then click on the EMMA link to provision them in the system Select Cardholders Supervisor Name Work Address Work Phone Fax Number Email Address If you are not the Cardholders Supervisor a Click Select Cardholders Supervisor b Click Select next to the name of the Cardholders Supervisor that you would like assigned to this account Document version 2 5 October 2011 87 AIM Application v 2 4 User Manual Information and Technology for Better Decision Making 3a Purchase Card Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA a SS ara pny Aron ane KERE Task Inbox Managing Accounts k Cardholder Accounts i ee a ie aoe Welcome User You are logged in as the Purchase Card Approving Billing Official Cardholder Accounts gt Select MA gt Create New gt Select Cardholders Supervisor Select Cardholders Supervisor If the individual that you intend to appoint is not listed click Cancel to return to the previous screen Click Save as Draft at the bottom of that
128. ick the Training Dates tab Note The Training Due Date field displays the A BO or Cardholder s current training date plus two years This is the date that the DoD requires refresher training For specific Service level requirements contact your A OPC Supervisor Information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA ae Purchase Card TA Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Jr Welcome User You are logged in as the Agency Organization Program Coordinator The training information for Approving Billing Officials and Cardholders in your organization assigned to an Active or Suspended account is shown below To select the Approving Billing Official or Cardholder whose training information you want to edit click Select next to the name of the individual You can also double click on the row The Department of Defense requires refresher training every two 2 years This requirement is used to calculate the date that training is due For specific Service level requirements contact your Agency Organization Program Coordinator Supervisor is Displaying 1 2 of 2 Role filter all To Display 10 gt a ee Se aS KEES 2 lime pp E Select 01 01 2011 Cardholder Name cardholder name email mil 7037777777 Cardholder Ea Select 01 01 2013 A BO Name abo name email mil 7037777777 A BO
129. in If the problem continues 25004 contact the PCOLS help desk and report error 25004 An unexpected error has The cause for this error is Contact the help desk and occurred Please try the request unknown report that you received error again If the problem continues 25005 contact the PCOLS help desk and report error 25005 An error occurred while An error occurred during Contact the help desk processing this request If the processing problem continues contact the PCOLS help desk at 1 800 376 7783 or DSN 661 7307 Credit Limit cannot exceed a See Error Message Decrease the Credit Limit to a value of 9 999 999 value below 9 999 999 Cardholders Supervisor is a See Error Message Select a Cardholders required field Supervisor for each account holder listed Document version 2 5 October 2011 126 AIM Application v 2 4 User Manual The Cardholder does not have a The Cardholder has a phone Contact the Cardholder and valid work phone number The number in DEERS that is not verify that a 10 digit phone phone number must be 10 10 digits number has been entered in digits The Cardholder phone DEERS number must be updated at https www dmdc osd mil app address index jsp before the request can be submitted The Cardholder does not have a The Cardholder does not have a Contact the Cardholder and valid work address The valid address in DEERS verify that a valid address has Cardholder phone nu
130. ing on the relationship that you have set up with the bank required fields may vary Note For a definition of the DAC fields see Appendix E Lines of Accounting Field Definitions or ii Enter the required DAC information Depending on the relationship that you have set up with the bank required fields may vary Check if you would like the first five segments of the DAC stored for future use The DAC information will be added to the list of Stored DACs on the Profile tab once you approve the account Note Army Air Force and Defense Agency customers continue to step 9 Follow instructions according to the agency or service for which you are performing this action LOA Navy customers You have the option to change the following information a Reallocation Method Reafocation Method Please choose a Reallocation Method No Peallocation By Alternate Accounting Code Note If you choose By Alternate Accounting Code AAC an Alternate Accounting Codes box will display below the Default Accounting Codes You are required to enter an AAC Code and click Add The AAC Code is displayed in the Final List of AAC Codes If you need to remove an AAC Code click the name of the Code that you want to remove and click Remove Aiternate Accounting Codes Please add Alternate Accounting Codes AAC To add a new AAC please fill out the AAC text box below and click on the Add button This will append the code to the Fina
131. isor Within the Managing Account process the A BO Supervisor is responsible for initiating a Managing Account request Once the A BO has completed their steps in the process the A BO Supervisor is required to approve the request prior to it proceeding to the RM The A BO Supervisor has the authority to approve or modify the Managing Account request In addition to the A BO Supervisor s involvement in Managing Account creation the A BO Supervisor can also view update or reyect a Managing Account during account maintenance Within the Cardholder Account process the A BO Supervisor is responsible for approving a Cardholder s request for a cardholder account only if the Cardholders Supervisor role is filled by the same person that fills the role of the requesting A BO 2 4 A BO Within the Managing Account process the A BO is responsible for the creation of a Managing Account to include providing the office name and justification assigning an RM and setting the Purchase Limits Document version 2 5 October 2011 3 AIM Application v 2 4 User Manual Within the Cardholder Account process the A BO has the option to initiate a request for a Cardholder Account If an A OPC initiates the request the A BO is responsible for approving the request before the Cardholder can accept the nomination 2 5 Cardholders Supervisor The Cardholders Supervisor has no responsibility within the Managing Account process Within the Cardholder Accoun
132. l ccccessscesseeeeeneeseeseeeeeseeeeeeeeeeeeeseseeeeseeeoeneeseenessenensons 105 12 0 Viewing an Activated Cardholder ACCOUNT cccseceseeeeeeeeeeeeeseeeeeneeeees 106 13 0 Accounts in Progress FUNCTIONS ssssasssnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnne 107 13 1 Viewing an Account in ProgreSS s ssssssssssssnenunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn ennnen nnmnnn 107 13 2 Terminating a Request in Workflow A JOPC ccccceeeeseeeseeeeeeeeeseeeseeeneeseneseeseenseeseaeneess 107 Document version 2 5 October 2011 iv AIM Application v 2 4 User Manual 13 3 Resending a TOKOM cacica a acess ees esac a gee tae paces eeeume eee agate eee 107 13 3 1 Resending a Resource Manager Token cccccssccccssscecceeseeeceesececsageeeeseuseeessneeessaaees 107 13 3 2 Resending a Cardholder TOKEM wieiccisccinereceandedesiesua ve inthe canidevnedaeti iene Heelan eae 108 13 4 Resending Task EmMallSaciiiiancisn ican tiiskahieieiiakintat aac tans 109 13 4 1 Resending a Managing Account Task Email cccccccccsseseeeeeeeeeeeseeeeeseeeeesaaeeeeenaaeees 109 13 4 2 Resending a Cardholder Account Task Email ccc csssssccceeeceeesessseceeeseeeeeseeeeeeeeenaes 109 14 0 Account Migration FUNCTIONS cccccseeeeeeeeeeeeeeeeeeeneeeeseeseneeeesenseeeseesenees 110 19 0 Training Date FUNCIONS mariinien a aia 110 16 0 Searching for Filtering and Sorting Accounts
133. l The A OPC Pool is a group of users within the same organization who have access to perform the same functions on the same requests transactions When one A OPC acts upon a request in their Task Inbox the task will be removed from all A OPCs Task Inboxes A BO Supervisor Pool The A BO Supervisor Pool is a group of users within the same organization who have access to perform the same functions on the same requests transactions One A BO Supervisor will be listed as the Primary A BO Supervisor but all members of the Pool are able to act upon a request When one A BO Supervisor acts upon a request in their Task Inbox the task will be removed from all A BO Supervisors Task Inboxes A BO Pool All users provisioned in EMMA as A BO Pool members will be available for assignment as a Primary or Alternate A BO on a Managing Account Once the Primary and Alternate A BOs are assigned only those A BOs will be authorized to access and take action on those Managing Accounts RM Pool All users provisioned in EMMA as Installation RM or RM Pool members are available for assignment as the Resource Manager of a Managing Account Once an RM 1s assigned to a Managing Account any actions which are available to the RM Pool will be available to any provisioned Installation RM or RM pool member within the assigned RM s organization User Functionality within AIM Agency Organization Program Coordinator e Initiates maintenance requests for a
134. l List of AAC Codes To remove a code from the list highlight the code and click on the Remove button AAC Code Add Final List of AAC Codes At least one code is required Remove b Default Accounting Code DAC Document version 2 5 October 2011 52 AIM Application v 2 4 User Manual Default Accounting Code Select a Default Accounting Code DAC from your list of stored DACs or enter a new DAC in the fields below If you select a stored DAC the first five segments of the DAC will be filled out below Enter any additional required information in the corresponding fields Stored DACs Choose vi Enter the Default Accounting Code DAC segments below DEPT EY BS SCL FC OAC ASN UIC PEC ORG MFP JO SAR 00__ ooo00000_ joooa ooo A d l L E WCR RBC RSC CI oc SPS SIPC DBSH SDN ACRN Al i jf LCA o IFS LEE FMS TAC MDC TLOA TDC L Check this box if you would like the first five segments of this DAC stored for future use 1 Use the drop down list to select a stored DAC Enter any additional required information in the corresponding fields Depending on the relationship that you have set up with the bank required fields may vary Note For a definition of the DAC fields see Appendix E Lines of Accounting Field Definitions or ii Enter the required DAC information Depending on the relationship that you have set up with the bank required fields m
135. l be added to the list of Stored AVCs on the Profile tab once you approve the account d Default Accounting Code DAC Default Accounting Code Select a Default Accounting Code DAC from your list of stored DACs or enter a new DAC in the fields below If you select a stored DAC the first five segments of the DAC will be filled out below Enter any additional required information in the corresponding fields Stored DACs Enter the Default Accounting Code DAC segments below ee E E E E E E E E ARE E S S E E E E E a CO Check this box if you would like the first five segments of this DAC stored for future use 1 Use the drop down list to select a stored DAC Enter any additional required information in the corresponding fields Depending on the relationship that you have set up with the bank required fields may vary Document version 2 5 October 2011 21 AIM Application v 2 4 User Manual Or ii Enter the required DAC information Depending on the relationship that you have set up with the bank required fields may vary Check if you would like the first five segments of the DAC stored for future use The DAC information will be added to the list of Stored DACs on the Profile tab once you approve the account e Purchase Limits You have the option to decrease the Purchase Limits for this account If you decrease the Purchase Limits a Notification email will be sent to all users associated with this Managing
136. l be sent back to the initiator 8 9 Updating Purchase Limits Decrease 8 9 1 Decreasing a Purchase Limit Workflow Who can Initiate A BO Primary A BO Supervisor Resource A OPC or Alternate Manager and Pool EOVIEW SA DDEOVES A OPC approves A OPC approves A OPC approves Send to bank Send to bank Send to bank Send to bank W en e Ramo O e Modifiable Fields o Cycle Purchase Limit o Annual Purchase Limit not applicable for Navy customers o Single Purchase Limit not applicable for Navy customers Document version 2 5 October 2011 60 AIM Application v 2 4 User Manual o Quarterly Purchase Limits not applicable for Navy customers o Credit Limit not applicable for Navy customers e Email notifications will be sent out to others in the hierarchy regarding the changes being made e If multiple limit fields are modified and ANY of the limits are increased AIM will go through the Increase Purchase Limit workflow see Section 8 8 Updating Purchase Limits Increase for workflow information 8 9 2 A BO Primary or Alternate and A BO Supervisor The steps for an A BO Primary or Alternate and an A BO Supervisor to initiate the decrease of a Purchase Limit are the same To initiate a decrease of a Purchase Limit 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making e Purchase Card Authorization Is
137. la wA Office Name To perform maintenance on a Managing Account 3 Click Perform Maintenance 4 Select Update Purchase Limits from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Purchase Limits b Bs Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box 6 Enter the new Purchase Limits that you would like to request 7 Click Submit Note If you choose to cancel the request the active Managing Account values will remain the same as those last approved by the bank If the A BO Supervisor or the A OPC initiates the request you will be sent an email requesting you to approve the update of the Purchase Limit When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Document version 2 5 October 2011 55 AIM Application v 2 4 User Manual Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the task with the description Approve or reject the increase in limits information and Technology for Better Decision Making Help
138. lling Officials for this account Document version 2 5 October 2011 40 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA 3 Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Welcome User You are logged in as the pproving Billing Officials Supervisor Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row OSS Displaying 1 10f 1 To Display 10 as Task Description Approve the updated Any comments entered will be r MA Primary 4 BO Office E Select New 01 10 2011 Maintenance Name Aii Approving Billing Officials for this displayed in the Comment Log as account shown here More 2 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 3 Click Approve Update Note If you choose to reject the update the request will be sent back to the initiator 8 5 3 A BO Primary Once you have
139. llowing abbreviations and acronyms aid in the understanding of this document A BO Approving Billing Official A OPC Agency Organization Program Coordinator Alternate Accounting Code ee O aim Ateriation lsum and Mainen Sc ivme Document version 2 5 October 2011 121 AIM Application v 2 4 User Manual Appendix C Application Error Codes and ae a User not found There is a data error with user Contact the desk information You are not authorized to use You are not an authorized user Contact your supervisor if you this application of AIM feel that you should have been provisioned in EMMA to use AIM Your assigned See Error Message Contact your A OPC to request Agency Organization Program that they complete their profile Coordinator has not completed his or her profile online Please consult your assigned Agency Organization Program Coordinator for assistance A Managing Account must be You are not associated with a Contact your supervisor if you assigned to you before you can Managing Account feel that you should be create a Cardholder Account associated with a Managing Account You must select one 1 See Error Message You must nominate an A BO Primary Approving Billing before a Managing Account Official can be created No Users for Role Purchase See Error Message Contact the A BO Supervisor Card Approving Billing to request that an A BO be Official could be found provisioned in EMMA fo
140. logged in as the Agency Organization Program Coordinator Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below wa Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail 2 amp Displaying 1 2 of 2 Account Status filter Default To Display fy Select Primary 4 BO Name Office Name Justification Active Ea Select Primary 4 BO Name Sample Office Justification Active 2 Click Search for Account information and Technology for Better Decision Making SR Purchase Card lt Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Initiate Managing Account Creation or Maintenance Request Hide Search Box Search To search for an account fill in at least one of the fields below and click the Search button Office Name Justification Account Number Search Request New Account To initiate a request for establishment of a new Managing
141. low instructions according to the agency or service for which you are performing this action Document version 2 5 October 2011 94 AIM Application v 2 4 User Manual 5 Comments You have the option to enter any comments that you would like visible to users associated with this account while it 1s in workflow Once the account has been activated comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 6 Click Approve Note If you reject the Cardholder Account request click the Reason Code drop down box to select a reason for the rejection If you need to provide additional information enter it in the Comments text box Click Reject If you would like to finish the task at a later time click Save as Draft 10 6 A OPC The A OPC and A BO can perform the first step in the Cardholder Account workflow To request a Cardholder Account 1 Click the Cardholder Accounts tab 2 Click Request new Cardholder Account information and Technology for Better Decision Making a Purchase Card bo Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Init
142. m Contact This link directs you to the contact information for the help desk Select Role This link takes you back to the Role Selection page If you have multiple roles or one role in multiple organizations this link allows you to change that role without the need to log off and log back into the application Logoff You should always log out of AIM before closing the window EMMA This link takes you to the EMMA application to be used when you need to provision additional users 4 0 Logon Functions 4 1 Redeeming Your Token and Logging In To redeem your token and log into AIM Option 1 Via Email Link In the email there 1s the following text Login to the PCOLS Authorization Issuance and Maintenance system via the following link to complete the nomination https pki dmdc osd mil appj pcols web TokenHandlerAction do newSession true amp redeemToken 123456789 Insert your Common Access Card CAC into the card reader Click the provided link This opens a new browser window Select your Identity Certificate this certificate is NOT listed as an Email Certificate Enter the PIN for your CAC and click OK oe YS Note RMs will be taken directly to the Role Acceptance page Option 2 Via Token on Screen 1 Insert your CAC into the card reader 2 Open Internet Explorer and enter the following Web address https pki dmdc osd mil appj pcols web Document version 2 5 October 2011 5
143. maintenance ANC 3 Add To edit a stored AYC select an AVC from the list make any changes in the text box below and click Save To delete a stored AVC select an AVC from the list below and click Delete Deleting an AYC will not affect any accounts that have been associated with the selected AVC Stored A C AVC AWC Save Delete 2 To edit or delete a stored DAC in the Default Accounting Code section Document version 2 5 October 2011 Il AIM Application v 2 4 User Manual a In the Stored DAC box select the appropriate DAC The selected DAC will be displayed in the text box below b Edit i Make the required changes in the text box ii Click Save Editing a DAC will not affect any accounts that have been associated with the selected DAC c Delete 1 Click Delete Deleting a DAC will not affect any accounts that have been associated with the selected DAC ii Confirm that you want to delete the DAC Click OK Default Accounting Code Enter the Default Accounting Code DAC segments that you would like stored for future use Clicking Add will store DACs for use during Managing and Cardholder Account creation and maintenance DEPT FY BS E es ee ee a To edit a stored DAC select a DAC from the list make any changes in the text box below and click Save To delete a stored DAC select a DAC from the list below and click Delete Deleting a DAC will not affect any accounts
144. mber must been entered in DEERS be updated at https www dmdc osd mil app address index jspbefore the request can be submitted Document version 2 5 October 2011 127 AIM Application v 2 4 User Manual Appendix D Bank Submission Failure Error Codes and Messages The table includes some of the common error messages received in Bank Submission Failure emails upon submission of an account request to the bank A brief explanation and possible solution 1s provided If the error you received is not listed below and or further assistance 1s needed contact the help desk Note These error messages apply to Army Air Force and Defense Agency customers only Error 01 AIMError 1 Couldn t connect to bank Please reapprove to try again Error 01 null Error connecting to AACSI webservice Error 01 520117 The segment values provided are either individually not valid and or the combination of these values are not valid Error 520132 You cannot modify the 0 field due to an active or pending effective dating request Document version 2 5 October 2011 AIM is not able to connect to US Bank to submit the request AIM is not able to connect to US Bank to submit the request The segment values in the Default Accounting Code fields are not correct There is currently an effective dating request pending in the bank system The requested update can not be made at this time Try to submit the r
145. n of a Managing or Cardholder Account maintenance request Related topics What if I do not receive a task or token email How do I update my email address 3 What do I do if I do not receive a task or token email Verify that your email Inbox is not full Check the DEERS system https www dmdc osd mil appj address to verify that your email address is correct If it is correct contact the Help Desk If it 1s not correct go to the User Maintenance Portal UMP https www dmdc osd mil ump to update your email address Related topics Will I always receive an email notifying me of a task How do I update my email address What do I do if my task emails are going to an incorrect email address 4 What do I do if my task emails are going to an incorrect email address Check the DEERS system https www dmdc osd mil appj address to verify that your email address 1s correct If it 1s not correct go to the User Maintenance Portal UMP https www dmdc osd mil ump to update your email address If it is correct follow the instructions in section 4 2 to log in to AIM using the CAC that has the personnel record that you would like associated with PCOLS For example a user that is both a Civilian employee and a Guard or Reservist will have more than one personnel record in DEERS Each of these personnel records contains an email address If you continue to receive emails at an incorrect email address contact the Help Desk Note If you have more
146. n the same as those last approved by the bank If the A BO A BO Supervisor RM or a member of the RM Pool initiates the request you will be sent an email by the RM or member of the RM Pool requesting you to approve the update of the Purchase Limit When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the task with the description Approve or reject the decrease in limits Document version 2 5 October 2011 64 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA ee Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the gency Organization Program Coordinator Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row R OSE Displaying 1 1 of 1 To Display 10 v Task Acquired Request Account Office Account etek MA Primary 4 BO Office Approve or reject the decrease Any PEMMA E
147. n to change the updated UIC and or OPTI 3 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 4 Click Approve Update Note If you reject the changes click the Reason Code drop down box to select a reason for the rejection Click Reject Update 8 12 Updating an Organization Name not applicable for Navy customers 8 12 1 Updating an Organization Name Workflow Who can Initiate A BO Primary or A OPC Alternate lend approves Send to bank Send to bank e Modifiable Fields o Organization Name e The A BO Supervisor will receive notification of the change prior to sending to the bank 8 12 2 A BO Primary or Alternate To initiate the update of an Organization Name 1 Click the Managing Accounts tab Document version 2 5 October 2011 73 AIM Application v 2 4 User Manual 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA Purchase Card Authorization Issuance and Maintenance Task Inbox Cardholder Accounts Accounts in Progress Profile Welcome
148. n to the account detail BOOD To Display __ Account Holder Office Name A Justification Account Number Account Status If your A OPC initiates the request for a Managing Account and does NOT select the A BOs that should be assigned to the account you will receive an email requesting that you assign the appropriate Primary A BO to the account When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the Office Name if entered by the A OPC a description of what you are required to do and the most recent comment entered during workflow Click Select next to the task with the description Select the Primary A BO for this Managing Account Information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA ae Purchase Card TI Authorization Issuance and Maintenance gt Managing Accounts Cardholder Accounts Accounts In Progress Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row RES es Bhs lofi To Display av 0 __ Task status acquired Request Type Account Holder Office Name Account Number Task Descripti Comments Ea Select New 09 15 2011 MA
149. nd Maintenance ae Task Inbox l J L Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Managing 4ccounts gt Account Detail gt Update MA Update Office Name and Justification Managing Account Maintenance Clarification Why is this account being modified maintained Update Office Name and Justification Comments Managing Account Information Enter the Office Name and briefly describe the reason for this Managing Account in the Justification field Click here for more information Office Name Office Name Justification Justification g Submit amp Cancel View Account Details 6 Enter the new Office Name if applicable The fields are pre populated with the Office Name and Justification currently assigned to the account 7 Enter the new Justification if applicable 8 Click Submit If the A BO initiates the request you will be sent an email requesting you to approve the new Office Name and Justification When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow 1 Click
150. nformation Update Purchase Limits Update Merchant Category Codes Suspend an account not applicable for Navy customers Reactivate an account not applicable for Navy customers 11 2 1 A OPC Workflow If ANY limit is increased o Goes to Resource Manager for approval o Goes to A OPC for final check o Sent to bank for update If ONLY delegation dates are updated o Changes are saved and the account is made active If ONLY the Office Name or Justification are updated o Changes are saved and the account is made active All other maintenance requests Document version 2 5 October 2011 103 AIM Application v 2 4 User Manual o Sent to bank for update 11 2 2 Resource Manager and RM Pool Workflow ALL updates follow the same path Goes to A OPC for approval if the maintenance request is suspension or reactivation the A OPC 1s able to terminate the request all together Sent to bank 11 3 A OPC To perform maintenance on a Cardholder Account 1 To initiate maintenance a b Click the Cardholder Accounts tab Click Select next to the Cardholder Account that you want to update Continue to step 3 2 Ifthe Resource Manager initiated the request a On the Task Inbox page click Select next to the task with the description Verify that the following cardholder account request is correct Continue to step 3b 3 You have the option to edit the following fields a Cardholder Account Maintenance
151. nformation the User Information box also displays your Organization ID This ID is assigned according to your Organization in EMMA and cannot be changed You will need this ID number when you call the help desk Document version 2 5 October 2011 S AIM Application v 2 4 User Manual Your User Information If any of the information associated with your CAC is incorrect update it using the links below Any changes made to the Information may take up to 24 hours to process and will automatically be reflected below once complete Work Address Big Military Base Update work address Smalltown USA 12345 Work Phone 1254567890 Update work phone number Fax Number Email Address 20pc name email mil Update email address Organization ID 407849 Save Changes Note Your User Information is populated from your Defense Enrollment Eligibility Reporting System DEERS profile Use the DEERS Address Update application https www dmdc osd mil appj address to make changes to your work address and work phone number Use the User Maintenance Portal https www dmdc osd mil ump to make changes to your email address Any changes that are made could take up to 24 hours to be reflected in your AIM profile If you have any problems logging in or updating your address contact the help desk shown in the Address Update application To verify if your information has changed log out of AIM log back in and click the Profile tab 6 Click Save C
152. ng to whom the purchase cards will be shipped Cardholder Agency Organization Program Coordinator Approving Billing Official Primary 10 Comments You have the option to enter any comments that you would like visible to users associated with this account while it 1s in workflow Once the account has been activated comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow _ rr Yd 11 Click Approve Tip To check the status of an active account request click the Accounts in Progress tab Document version 2 5 October 2011 27 AIM Application v 2 4 User Manual 8 0 Performing Maintenance on a Managing Account This section is organized by maintenance type instead of a role based format Each topic contains the Managing Account maintenance workflow as well as instructions on how to perform each type of maintenance The workflow contains a table illustrating the approval process and designating who can initiate each request Below the table is a list of the fields that can be modified for each type of request and specific workflow instructions 8 1 Types of Maintenance and Roles that Can Perform Them You can perform the following types of maintenance on Managing Accounts e Update Account Status Cancel Suspend or Reactivate not applicable for Navy customers
153. nt Status Cancel Suspend or Reactivate not applicable for Navy customers e Update A BO Primary or Alternates e Update A BO Supervisor e Update Purchase Limits Increase or Decrease e Update Office Name and Justification e Update Unit Identifier Code UIC and or Obligation Processing Type Indicator OPTI Navy customers only e Update Organization Name not applicable for Navy customers e Update Appointment and Review Date e Update Resource Manager A BO Supervisor Select Maintenance Action Select a maintenance action to perform Update Account Status Cancel Suspend B Continue Update ABO Primary or Alternates SSS Update Purchase Limits e Update Account Status Cancel Suspend or Reactivate not applicable for Navy customers e Update A BO Primary or Alternates e Update Purchase Limits Increase and Decrease A BO Primary or Alternate Select Maintenance Action Select a maintenance action to perform v Update Account Status Reactivate Update Purchase Limits E gt kontinuas Update Office Name and Justification Update Organization Name Update Resource Manager e Update Account Status Reactivate not applicable for Navy customers e Update Purchase Limits Increase and Decrease e Update Office Name and Justification e Update Unit Identifier Code UIC and or Obligation Processing Type Indicator OPTI Navy customers only Document version 2 5 October 2011 29
154. nt along with its cardholder accounts information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA Authorization Issuance and Maintenance SKO Purchase Card Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the gency Organization Program Coordinator Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row is gt e Displaying 1 1 of 1 To pa eee 10 10 amp ee E E rrua a a P r h nsion e Any comments o will be MA Primary A BO office ease appl ove the suspensio o y Ci Select New 01 10 2011 N the managing account along with displayed in the Comment Log as Maintenance Mame its cardholder accounts shown here More 2 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 3 Click Approve Suspension Note If you do not want to approve the suspension click Terminate Suspension 8 4 Reactivating a Managing Account not appli
155. nt date for verification of required Delegations and Appointments The A OPC has the authority to approve or reject the Managing Account request It is the A OPC s responsibility to approve all transactions before they are sent to the bank In addition to the A OPC s involvement in Managing Account creation the A OPC can also view or update Managing Accounts Within the Cardholder Account process the A OPC has the option to initiate an account request Once the RM has approved a Cardholder Account it is also the responsibility of the A OPC to verify that the Cardholder has completed all training and approve the request In addition to the A OPC s involvement in Cardholder Account Creation the A OPC can also view or update Cardholder Accounts and modify Defense Acquisition University DAU training dates as well as Appointments and Review dates In addition to account creation and maintenance the A OPC can request the migration of existing bank initiated Managing and Cardholder accounts The Training tab is available only for the A OPC It allows them view the dates that training 1s due for A BOs and Cardholders assigned to accounts for which they are responsible as well as update the training dates once refresher training has been completed The A OPC has the authority to terminate a request in the workflow process at any time They will also conduct periodic reviews to ensure the appropriateness of the assigned values 2 3 A BO Superv
156. o select a reason for the rejection If you need to provide additional information enter it in the Comments text box Click Reject 10 3 Cardholder Once you have been nominated as a Cardholder you will receive an email with a token string Follow the instructions in Section 4 1 Redeeming Your Token and Logging In to redeem your token 1 Review the information on the Cardholder Nomination Acknowledgement page Verify your User Information If you need to update your information click the appropriate Update link Document version 2 5 October 2011 90 AIM Application v 2 4 User Manual Note If you are an Army Air Force or Defense Agency customer continue to step 3 Follow instructions according to the agency or service for which you are performing this action Note Your User Information is populated from your Defense Enrollment Eligibility Reporting System DEERS profile Use the DEERS Address Update application https www dmdc osd mil appj address to make changes to your work address and work phone number Use the User Maintenance Portal https www dmdc osd mil ump to make changes to your email address Any changes that are made could take up to 24 hours to be reflected in your AIM profile If you have any problems logging in or updating your address contact the help desk at the phone number shown in the Address Update application 2 Identity Verification The Identity Verification field allows 16 alpha num
157. o Display 10 __ Task status acquired 4 Request Type Account Holder office Name _ Account Number Task Description Comments fSelect New 09 16 2011 MA New Account Primary A BO Name Office 1 Please approve the following Managing Account 2 From the Managing Account Request Approval page you have the option to change the Office Name and the Justification prior to submittal 3 Click the radio button next to the appropriate TBR Hierarchy TBR Hierarchies Select the TBR Hierarchy to be associated with this Managing Account Agent Leveaa Leva2 evel Bite O nooo oo000 00000 oo000 ooo000 4 Ifthe A BO has completed all of their training and you have been provided with the appropriate documentation click the check box certifying that you have received the documents and enter the date that the training was completed If you are unsure 1f the training has been completed or if you have not been provided with the certificates click Hold task pending completion of training Acknowledgement of Required Training wa Hold task pending completion of training O I certify that all training required for account set up has been completed by the Approving Billing Officials 1 have received and will retain copies of the training certificates for use in Card Program reviews Click here for more information The required training for the Approving Billing Officials was completed on Primary
158. on 2 5 October 2011 131 AIM Application v 2 4 User Manual Max Air Force 57 Element Army 21 Element Navy 17 Element USMC 17 Element DoD 97 Element Label Acrn Pos Name Name Name Name Name pf Code Code Code Code Code a eel ep cle Ea Code Mutually Defined Text LOA TLOA Mutually Defined Text Mutually Defined Text Mutually Defined Text Mutually Defined Text Mutually Defined Text LOA LOA LOA LOA LOA Total Direct Costs Total Direct Costs Total Direct Costs Total Direct Costs Total Direct Costs Total Direct Costs Document version 2 5 October 2011 132 AIM Application v 2 4 User Manual Appendix F Frequently Asked Questions 1 What is the difference between an Office Name and an Organization Name The Office Name is used to identify the Managing and Cardholder Accounts The Organization Name is imprinted on the Purchase Card 2 Will I always receive an email notifying me of a task Yes An email notification is sent to users when they are required to complete a task Emails are also generated for the following reasons A token needs to be redeemed Notification of denial of a Managing or Cardholder Account request Notification of approval of a Managing or Cardholder Account request Termination of a Managing or Cardholder Account request Notification of denial of a Managing or Cardholder Account maintenance request Notification of approval of a Managing or Cardholder Account maintenance request Terminatio
159. on Program Coordinator for more information O Issue Card C Issue Convenience Checks 9 Purchase Limits You have the option to enter the Purchase Limits that will be associated with the Cardholder Account Depending on the relationship that you have set up with the bank the required Purchase Limit information may vary Note If you are an Army Air Force or Defense Agency customer continue to step 11 Follow instructions according to the agency or service for which you are performing this action Document version 2 5 October 2011 97 AIM Application v 2 4 User Manual 10 UIC OPTI Verify the Unit Identifier Code UIC for this Cardholder Account The UIC field is automatically populated with the UIC assigned to the associated Managing Account If the UIC is incorrect please provide the correct UIC in the following format one uppercase letter followed by five numerals UIG OPTI Enter the full Unit Identification Code e g N12345 UIC A12345 OPTI T 11 Merchant Category Codes You have the option to add Included or Excluded Merchant Category Code MCC Groups for this Cardholder Account in order to define which items services that a cardholder may purchase Click on the desired checkboxes to define the MCC Group and then click Add under either Included or Excluded MCC Groups This appends the group of codes to the list of the appropriate MCC Groups Note Army Air Force or Defense Agency customer
160. orm maintenance on a Managing Account 9992 Active 3 Click Perform Maintenance 4 Select Update Purchase Limits from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Purchase Limits v B Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box 6 Enter the new Purchase Limits that you would like to request 7 Click Submit Note If you choose to terminate the request the active Managing Account values will remain the same as those last approved by the bank 8 8 4 Resource Manager and RM Pool Once the initial request has been approved you will be sent an email requesting you to approve the update of the Purchase Limit When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the task with the description Approve or reject the increase in limits Document version 2 5 October 2011 57 AIM Application v 2 4 User Manual information and Technology for Better Decision Making
161. ou choose to reject the request the request will be sent back to the initiator 8 8 3 A BO Supervisor To initiate an increase of a Purchase Limit 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update Document version 2 5 October 2011 56 AIM Application v 2 4 User Manual information and Technology for Better Decision Making e Purchase Card O Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Task Inbox Managing Accounts Cardholder Accounts Accounts in Progress Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below You will be prompted to select Approving Billing Officials for the account a Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail BOSE Displaying 1 10f 1 Account Status filter Default b To Display Account ene istificatio laene nune aeS ooo Holder Office Name Justification Account Number HIRE Primary 4 BO Name Ea Select Office Name To perf
162. ou have the option to modify the following information a Default Accounting Codes The following DAC fields are required for everyone DEPT FY BS and SCL Depending on the relationship that you have set up with the bank the additional required fields may vary If you need to change the DAC you may select one of your saved DACs or enter a new DAC If you enter a new DAC you have the option to add it to your list of saved DACs 3 Purchase Limits You have the option to decrease the Purchase Limits for this account If you decrease the Purchase Limits a Notification email will be sent to all users associated with this Cardholder Account and the workflow will continue If you need to increase the Purchase Limits you must reject the request and the workflow will be restarted 4 Merchant Category Codes You have the option to change the included or excluded MCC groups To add an MCC Group click on the desired checkboxes to define the MCC Group and then click Add under either Included or Excluded MCC Groups This appends the group of codes to the list of the appropriate MCC Groups Note Army Air Force or Defense Agency customers may add up to four groups and do not have an Exclude group option For Navy customers a maximum of nine groups may be added including the default Exclude group To remove a group from the list highlight the group of codes to be removed and click Remove The default Exclude group may not be removed Fol
163. play in the Comment Log while this request is in workflow Comments 5 Click the check box acknowledging responsibility for fulfilling all cardholder duties 6 Click Accept AIM will automatically log you off the system and display a green text box at the top of the screen letting you know that your action was successful No further action within AIM is required of you Note If you reject the nomination click the Reason Code drop down box to select a reason for the rejection If you need to provide additional information enter it in the Comments text box Click Reject Document version 2 5 October 2011 9 AIM Application v 2 4 User Manual 10 4 A BO Supervisor Cardholders Supervisor If the A BO and the Cardholders Supervisor are the same person the A BO Supervisor 1s responsible for approving the Cardholder Account request If the A BO and Cardholders Supervisor are different people the Cardholders Supervisor 1s responsible for approving the Cardholder Account request Once the Cardholder accepts their nomination you will receive an email requesting that you approve the account When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Cardholder the office name a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the
164. plication v 2 4 User Manual updating your address contact the help desk shown in the Address Update application To verify if your information has changed log out of AIM log back in and click the Profile tab 6 2 1 Storing Financial Information The Profile tab also provides RMs with the ability to store certain financial information for use during Managing and Cardholder Account issuance and maintenance Note Financial information can also be stored during the Managing and Cardholder Account issuance and maintenance processes 1 To store an Accounting Validation Code AVC in the Accounting Validation Code section a Enter the appropriate AVC b Click Add The AVC will be displayed in the Stored AVC box below Accounting Validation Code Enter the Accounting Validation Code s that you would like stored for future use Clicking Add will store AYCs for use during Managing and Cardholder Account creation and maintenance AVC 3 Add To edit a stored AYC select an AVC from the list make any changes in the text box below and click Save To delete a stored AVC select an AVC from the list below and click Delete Deleting an AVC will not affect any accounts that have been associated with the selected AYC Stored A C Save Delete 2 To store a Default Accounting Code DAC in the Default Accounting Code section a Enter the appropriate DAC b Click Add The DAC will be displayed in the
165. pplication v 2 4 User Manual 7 Select anew OPTI from the drop down menu Note You are not required to perform both steps 6 and 7 You have the option to modify only one of the fields 8 Click Submit 8 11 3 A OPC To initiate the update of a UIC and or OPTI 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA e Purchase Card Sh Authorization Issuance and Maintenance Task Inbox Mana gii I ACCOUNLS EE oor ee oe tet O Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below a Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail 19 9 gt gt Displaying 1 1 of 1 Account Status filter Default To Display Acco nt Holder Office Name 4 Justification Primary amp BO aa i i rimary A office Name jai maintenance on a Managing Active 3 Click P
166. ption For Navy customers a maximum of nine groups may be added including the default Exclude group To remove a group from the list highlight the group of codes to be removed and click Remove The default Exclude group may not be removed Follow instructions according to the agency or service for which you are performing this action Document version 2 5 October 2011 5 amp 9 AIM Application v 2 4 User Manual Merchant Category Codes Acd Merchant Category Code MCC groups where items services will be purchesable Ar account must Fave at least one MCC group to be usable Click here for a listing cf valid Merchant Category Code Grcuds O A Airlines Airports O K Misc amp Specialty Retail Stores C B Vehicle Rental Dealers O L Contractors C C Hotel Motel Om Camps Recreational Services O D Misc Transportation O N Misc Personal Services CO E Telephone Cable O Misc Business Services O F Tele Travel Services O P Medical Services C G Mail Order Phone Order O Q Schools Educational Services and Day Care C H Food Daily Drug Liquor Stores Pl R Membership Social Charitable Organizations O 1 Caterers Restaurants Bars O S Fuel F 3 Discount Dept Stores Duty Free Stores O u Government to Government Merchant Category Code MCC Groups can be added as either Included or Excluded Included MCC Groups represent collections of MCCs within which the cardholder may purchase items services Excluded MCC Groups
167. r Resource Manager RM Pool and A OPC c cccsseccceeeesseeeeeeeeeeeees 33 839 2 sad gt Rete ere na eee 34 8 4 Reactivating a Managing Account not applicable for Navy customers ceee 35 8 4 1 Reactivating a Managing Account Worktlow cccccsseeeceeseseeeeseeeeeseseeeeeeseeesaaeeeesaneeeeneaes 35 8 4 2 A BO Supervisor A BO Primary or Alternate Resource Manager RM Pool and A OPC 36 GEG AOP a Mesaataetelveacte laconic eaea a tele date ede snseagnoiee 37 8 5 Updating an AIBO zsa a a a adada iaaa AT ECONA 38 8 5 1 Updating an A BO Workflow ccccccseeseceeeeaseeeceeeeeeeeeeeeeeeeeeeeeeseaeseeeeseeaeeeeesseaseeesessageeeeeeas 38 89 2 ABO SUDSIVIS Ol escalate Speen ati cele nal a eaters Meat ae Moa cia teat Nace tails attics 39 BeOS ABOFI oc cied sce a etis secascins erase Seca a Sane nested iaccaae ons uagtan ecaastene 41 Soe mm cad Geen arte ne aerate na a an ee ee Oe ee ee E ee 43 8 6 Updating an Al BO Supervisor si ccciis soo see ec es a ce 46 8 6 1 Updating an A BO Supervisor Workflow cccccccccsssseeeeceeeeeseaeeeseeceeeeeeseaeeeeeeeeeeesaaaeeseeeees 46 p02 2 xe te enc ee eee eee ey ee ee ee 46 8 7 Updating Financial Information sicesswccsisasticccsdivesenverssconteewsteriedeveesrnsuigueddeveieiwarthdeusaweersews 49 8 7 1 Updating Financial Information Workflow ccccsceecceecesseeeeeeeeeeeeeeeseeeeseeeeesaaeeeeesaeeeeeseeeas 49 8 7 2 Resource Manager
168. r member of the RM Pool and the A OPC to initiate the suspension of a Managing Account are the same To suspend a Managing Account 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making Purchase Card Help Contact Select Role Logoff EMMA a od A Authorization Issuance and Maintenance Task Inbox anaging ACCOUNTS TET sh Er ee Pte hen ere a Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below You will be prompted to select Approving Billing Officials for the account wa Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail is Se Displaying 1 10f 1 Account Status filter Default v To Display Arie Office Name A Justification T Primary 4 BO E Select pee yee Office Name To perform maintenance on a Managing Account Active 3 Click Perform Maintenance 4 Select Update Account Status Cancel Suspend from the drop down box and click Continue
169. r this Contact the role s supervisor to organization Once an A BO request that a user be has been provisioned your provisioned before completing workflow will need to be this task restarted Office Name is a required field See Error Message Enter an Office Name and then resubmit the request Justification is a required field See Error Message Enter a Justification and then resubmit the request Organization Name is a See Error Message Enter an Organization Name required field and then resubmit the request Resource Manager s email See Error Message Enter an email address for the address is a required field appropriate Resource Manager and resubmit the request Document version 2 5 October 2011 122 AIM Application v 2 4 User Manual Acknowledgement of Required See Error Message Training 1s a required field The date for the Training Date See Error Message for the Approving Billing Official s field must be in the past The value number for the You entered non numeric field cycle purchase limit is not characters in the Cycle a valid numeric value Purchase Limit field The Cycle Purchase Limit See Error Message cannot be increased Reason code is required for See Error Message rejections Accounting Validation Code is See Error Message a required field Required Appointments and See Error Message Review is a required field Required Appointments and See Error Message Review Da
170. rdholder Account you will receive an email requesting that you approve the account When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Cardholder the office name a description of what you are required to do and the most recent comment entered during workflow 1 Click Select next to the task with the description Please verify that the financial information is correct Document version 2 5 October 2011 93 AIM Application v 2 4 User Manual information and Technology for Better Decision Making a Purchase Card Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA AGEk Managing Accounts Cardholder Accounts Accounts In Progress Profile welcome User You are logged in as the Purchase Card Resource Manager Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row is gt e Displaying 1 1 of 1 To ee ete Fae Berets aoe oe eal Ameer 1 Doea that the Any comments will be E CA New Cardholder Office en f f mselect New 01 20 2011 lecon Nome Hame financial information is displayed in the Comment Log correct as shown here More The Designate Cardholder Account Financial Information page is displayed 2 LOA Y
171. represent collections of MCCs within which the cardholder may NOT purchase items services To add either an Included or Excluded MCC Group click on the desired check boxes above to define the MCC Group then click Add under either Included or Excluded MCC Groups This will append the group of codes to the list of appropriate MCC Groups maximum of nine 9 groups may be added including the default Exclude group To remove a group from the list highlight the group of clodes to be removed and click Remove Note that the default Exclude group may not be removed Included MCC Groups w Template Name Excluded MCC Groups w Template Name E BCDGHIKMNO NAMYEXC mee 11 Click the check box certifying that the requested Cardholder Account is necessary to meet mission requirements 12 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account has been activated comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 13 Click Submit if you initiated the request or Approve if an A OPC initiated the request Note If you would like to finish the task at a later time click Save as Draft If you reject the Cardholder Account request click the Reason Code drop down box t
172. request is displayed in the Comment Log as correct shown here More The Cardholder Account Request Approval page is displayed 2 Office Name and Justification You have the option to change the Office Name and Justification for this account 3 Verification of Completed Training Click the check box certifying that all training required for account setup has been completed by the Cardholder and that you received and will retain a copy of the training certificate for use in Card Program reviews Enter the date that the training was completed Verification of Completed Training 3 Hold task pending completion of training 0 I certify that all training required for account setup has been completed by the Cardholder and I have received and will retain a copy of the training certificate for use in Card Program reviews Click here for more information The DAU training was completed on 20010131 yyyyMMDD eg 20010131 Note If you have not received a copy of the Cardholder s DAU training certificate click Hold task pending completion of training In the future you will receive a copy of an email to the Cardholder 60 and 30 days prior to the date that the Cardholder s refresher training 1s due On the training expiration date you will receive an email that the training is expired and past due Once the training has been completed and you have received the training certificate it is your responsibilit
173. rganization ID can be found on the Profile page in the User Information text box Document version 2 5 October 2011 135 AIM Application v 2 4 User Manual 24 Do users being nominated as a Resource Manager for an account need to be provisioned in EMMA prior to accepting the nomination Yes It is recommended that you contact the RM prior to nominating them to ensure that the user is provisioned in EMMA If not they will need to contact their supervisor 25 Where do I find additional PCOLS documentation Additional PCOLS documentation such as user manuals and webinar training schedules can be found on the following web site e DAU ACC PCOLS web site https acc dau mil CommunityBrowser aspx id 2 13561 26 What do I do if I sent a token to the wrong email address Section 13 3 Resending a Token provides detailed instructions on how to resend a token send a token to a new email address 27 What do I do if my organization does not require default accounting codes DACs Default accounting codes DACs are a required field in AIM If your organization does not require DACs contact the help desk for assistance 28 Where can I get additional assistance with default accounting codes DACs and Merchant Category Codes MCCs Clicking the link on the Merchant Category Codes section of a Cardholder Account Request or Maintenance page will provide a list of valid Merchant Category codes for your bank You can also click the following links
174. ropriate MCC Groups Note Army Air Force or Defense Agency customers may add up to four groups and do not have an Exclude group option For Navy customers a maximum of nine groups may be added including the default Exclude group To remove a group from the list highlight the group of codes to be removed and click Remove The default Exclude group may not be removed Follow instructions according to the agency or service for which you are performing this action Document version 2 5 October 2011 101 AIM Application v 2 4 User Manual 12 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account has been activated comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 13 Click Approve Note If you reject the Cardholder Account request click the Reason Code drop down box to select a reason for the rejection If you need to provide additional information enter it in the Comments text box Click Reject or Cancel If you would like to finish the task at a later time click Save as Draft 11 0 Performing Maintenance on a Cardholder Account 11 1 Types of Maintenance and Roles that Can Perform Them You can perform 13 types of maintenance on Cardholder Accounts e Update Offi
175. s may add up to four groups and do not have an Exclude group option For Navy customers a maximum of nine groups may be added including the default Exclude group To remove a group from the list highlight the group of codes to be removed and click Remove The default Exclude group may not be removed Follow instructions according to the agency or service for which you are performing this action Document version 2 5 October 2011 9s AIM Application v 2 4 User Manual Merchant Category Codes Acd Merchant Category Code MCC groups where items services will be purchesable Ar account must Fave at least one MCC group to be usable Click here for a listing cf valid Merchant Category Code Grcuds Misc amp Specialty Retail Stores Contractors Camps Recreational Services Misc Personal Services Misc Business Services Medical Services Schools Educational Services and Day Care Membership Social Charitable Organizations Fuel Government to Government 4 Airlines Airports Yehicle Rental Dealers Hotel Motel Misc Transportation Telephone Cable Tele Travel Services Mail Order Phone Order Food Daily Drug Liquor Stores Caterers Restaurants Bars Discount Dept Stores Duty Free Stores OOOOOOOO00 borer rinm o0a OOOOOOOOO00 cmnA OVO ZETA Merchant Category Code MCC Groups can be added as either Included or Excluded Included MCC Groups represent collections of MCCs within which
176. s this account being modified maintained Update Organization Name Comments Organization Name Enter the name of the Organization for this account Organization Name Organization Name B Submit amp Cancel View Account Details 6 Enter the new Organization Name 7 Click Submit Document version 2 5 October 2011 74 AIM Application v 2 4 User Manual 8 12 3 A OPC To initiate the update of an Organization Name 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA 3 Purchase Card ss Authorization Issuance and Maintenance Task Inbox Managir gt l Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Initiate Managing Account Creation or Maintenance Request Search for Account Request New Account To initiate a request for establishment of a new Managing Account please click on the button below 3 Request New Managing Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail ROGE Displaying 1 1 of 1 Account Status filter D
177. se Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the gency Organization Program Coordinator Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row R OSE Displaying 1 1 of 1 To Display 10 v Task Acquired Request Account Office Account etek MA Primary 4 BO Office Approve or reject the increase ail topes ea bleed octal ues Eg Select N 01 10 2011 r 9992 displayed in the Comment Log as D ew 10 Maintenance Name Name in limits ed shown here More 2 You have the option to increase or decrease the modified Purchase Limits Note Only the RM has the authority to decrease the Purchase Limits below the original limits assigned to the account when an increase has been requested 3 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 4 Click Approve Update Note If you choose to reject the request the request wil
178. se Card Approving Billing Official Accounts In Progress Search for Account This table is a list of Account Requests that you currently have in progress Click on the Select button next to any account or double click on its row to view its information is gt e Displaying 1 1 of 1 To Display 10 0 Prim 4 BO Pending Nominated Resource Manager Ea Select Managing Account New Managing Account nman A office Name g In g Name Approval The Managing Account Workflow Maintenance page 1s displayed 3 The Assigned User s box lists the role and user name s of the individuals that are pending action for this Managing Account In addition the box lists the user s email address phone number as well as the date and time that the task was assigned Assigned User s The current task for this account is assigned to the user s below Resource Manager Resource Manager Name rm name email mil 1234567890 Tue Jan 13 2009 11 26 59 EST Resource Manager Pool RM Pool member Name rm pool member email mil 1234567890 Tue Jan 13 2009 11 26 59 EST 4 Click Send Task Reminder Email 13 4 2 Resending a Cardholder Account Task Email Both A OPCs and A BOs have the authority to resend a task email during Cardholder Account issuance and maintenance processes To resend a task email 1 Click the Accounts in Progress tab 2 Click Select next to the workflow that needs the task email resent Document version 2 5 Oc
179. ser Information If you need to update your information click the appropriate Update link In addition to your personal information the User Information box also displays your Organization ID This ID is assigned according to your Organization in EMMA and cannot be changed You will need this ID number when you call the help desk Note Your User Information is populated from your Defense Enrollment Eligibility Reporting System DEERS profile Use the DEERS Address Update application https www dmdc osd mil appj address to make changes to your work address and work phone number Use the User Maintenance Portal https www dmdc osd mil ump to make changes to your email address Any changes that are made will take up to 24 hours to be reflected in your AIM profile If you have any problems logging in or updating your address contact the help desk shown in the Address Update application To verify if your information has changed log out of AIM log back in and click the Profile tab 3 Click the Acknowledgement of Required Training check box If you have already completed the training enter the date Acknowledgement of Required Training C I understand that I must complete all training required for account set up and forward a copy of the training certificate to the Agency Organization Program Coordinator I also understand that this request will be held in pending status by the Agency Organization Program Coordinator until my trainin
180. sk Inbox anaging ACCoUnNntS EA ori eee A oe Gl Progress Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Managing Accounts gt Account Detail gt Update MA Suspension Warning This Managing Account has all of the following Cardholder Accounts presently active If the Managing Account is suspended the active Cardholder Accounts will also be suspended until reactivation of the Managing Account Please make sure that this is what you want to do Name primary 2986 1 Office Name 1 Justification 1H eH KEK ACOG Active Name Primary 4 BO 2 Office Name 2 Justification ae E e E Active g Suspend amp Cancel 8 3 3 A OPC If the A BO Supervisor Resource Manager or a member of the Resource Manager Pool initiates the request to suspend a Managing Account you will receive an email requesting that you approve the suspension of the Managing Account and the associated Cardholder Accounts When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow Document version 2 5 October 2011 34 AIM Application v 2 4 User Manual 1 Click Select next to the task with the description Please approve the suspension of the managing accou
181. splay 10 amp Task Acquired Request Account Office Account Please approve the cancellation of Any comments entered will be r MA Primary 4 BO Office i Ea Select New 01 10 2011 N i 9992 the managing account along with displayed in the Comment Log as Maintenance Mame Name its cardholder accounts shown here More 2 Comments You have the option to enter any comments that you would like visible to users associated with this account while it 1s in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 3 Click Approve Cancellation Note If you do not want to approve the cancellation click Terminate Cancellation 8 3 Suspending a Managing Account not applicable for Navy customers 8 3 1 Suspending a Managing Account Workflow Who can Initiate A BO Supervisor Resource Manager A OPC and Pool Who reviews approves A OPC approves A OPC approves pe Document version 2 5 October 2011 32 AIM Application v 2 4 User Manual re Send to bank Send to bank Send to bank e Modifiable Fields o Account status e No other fields will be updated while the account status is being changed 8 3 2 AIBO Supervisor Resource Manager RM Pool and A OPC The steps for an A BO Supervisor Resource Manage
182. sseeeseeeeceeeeeeseeeeeseeseeneeseenenseneeees 2 2 2 7 Mf Gia ene er ee ea Ee RET ES aE TS Se ORS RG Oe ee wan eer ee ee ne 3 2 3 ABO SUDCOVI SOR ae one nen ee enenrn ne hit hes cr a tere e Mer mer teen en en is ren oe ta tenes Sear irre nn Serer ery 3 2 4 PI BO secs Aaa pats otra e E E erecta ac ee eee seen E 3 2 5 CarGNOlders SUPCEVIS OM ario a atk Se ase ernest cee eset eet 4 2 6 Cardholder zaan halve waniaaiotin es tntvanicalcrabcauti ance satan A a 4 3 0 Navigating Through AIM ccwnwuwnnnininnucneneiinienenan ees 4 4 0 Logon Functions cacseccantatdenntndvenswretiecmnardamenndvresnpedvens nadcamesnedvesseotreuedseteenesnoddans 5 4 1 Redeeming Your Token and Logging IN cccceeeeeeeeeeeeeeeeeeeeneeeeeneeseeeeeeeseeeeeseeeeeneeseeneneennenes 5 4 2 Logom o iison e a e A hd cette Net atta at 6 4 3 Selecting YoUr ROl nrag a A a e A 6 2 0 ask Inbox FUNCUONS accent ee a 6 60 Profile FUNCHONS sissies a aa arc ic vse dav ccerdiece cme ce ein ce Sime E caeent decane 7 6 1 Completing Your Profile A OPC cccccssseseeeeeeeeeeseeneeeseeneeeseeeneesseeneeeseasaeeseeaeessoeneessoaeneess 7 6 2 Completing Your Profile Resource Manager ccccccesseecseeseeeeseeseeeseeseeseeeneesseneesseneeess 9 621 Smg Financial IMiOnmMavOn sess k aie a a a a a 10 6 2 2 Editing or Deleting Stored Financial Information cccccecccecccceeeseeseeeeeeeeeeaeeeeeeeeeesessaaeees 11 6 3 Completing Your Profile Other US
183. st Status Request Status Cardholder Ea Select poe New Cardholder Account Office Name Pending Nominated Cardholder Acceptance The Cardholder Account Workflow Maintenance page is displayed 3 In the Resend Cardholder Token box verify that the Cardholder s email address is correct If it is not correct the address in the text box Note Only the A BO has the authority to change the Cardholder s email address If the A OPC finds that the email address is incorrect they must contact the A BO associated with the account to change it Resend Cardhoider Token Please verify the email address of the nominated Cardholder and click Resend Token to resend the token email cardholder name email mil s Resend Token 4 Click Resend Token Document version 2 5 October 2011 108 AIM Application v 2 4 User Manual 13 4 Resending Task Emails 13 4 1 Resending a Managing Account Task Email Both A OPCs and A BOs have the authority to resend task emails during Managing Account issuance and maintenance processes To resend a task email 1 Click the Accounts in Progress tab 2 Click Select next to the workflow that needs the task email resent information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA i Purchase Card igi A s Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Welcome User You are logged in as the Purcha
184. sting Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail ig amp op Displaying 1 1of1 Account Status filter Default a To Display Eea Primary 4 BO Na E Select Office Name To perform maintenance on a Managing Account Active Document version 2 5 October 2011 30 AIM Application v 2 4 User Manual Click Perform Maintenance 4 Accounts with a status of Active or Suspended can be cancelled Select Update Account Status Cancel Suspend for an Active account or Update Account Status Reactivate Cancel for a Suspended account from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Account Status Cancel Suspend Bs Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA Se Purchase Card TR Authorization Issuance and Maintenance Task Inbox cc Cardholder Accounts Accounts In Progress Profile Welcome User You are logged in as the Approving Billing Officials Supervisor Managing Accounts gt Account Detail gt Update MA Update Managing Account Status
185. suance and Maintenance Help Contact Select Role Logoff EMMA Managing Accounts Cardholder Accounts Accounts in Progress Profile Welcome User You are logged in as the Purchase Card Approving Billing Official Initiate Managing Account Maintenance Request Search for Account Request Maintenance To request maintenance i e update suspend or cancel on an existing Managing Account please click on the Select button next to the appropriate account or double click on the row to be taken to the account detail ROSE Displaying 1 1 of 1 Account Status filter Default v To Display 10 Account Poe ea perce Tare Account Primary 4 BO Ei Select Kiia y Af Office Name To perform maintenance on a Managing Account Active 3 Click Perform Maintenance 4 Select Update Purchase Limits from the drop down box and click Continue Select Maintenance Action Select a maintenance action to perform Update Purchase Limits b B Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box 6 Enter the new Purchase Limits that you would like to request 7 Click Submit Note If you choose to cancel the request the active Managing Account values will remain the same as those last approved by the bank Document version 2 5 October
186. t Select MA Select Managing Account Search for Account This table lists the Managing Accounts under which you can request Cardholder Accounts Please click on the Select button next to the appropriate account or double click on the row to be taken to the Create Cardholder Account Request screen ROGA Displaying 1 2 of 2 To Display 10 E Select Office Name 1 To create a Managing Account 2401 E Select Office Name 2 To create a Cardholder Account 9321 x Cancel Note To perform a search for a specific Managing Account see section 16 1 1 Searching for Accounts Performing a Managing Account Search 2 Ifan A OPC initiates the account request you will receive an email requesting that you approve the account When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Cardholder the office name a description of what you are required to do and the most recent comment entered during workflow Click Select next to the task with the description Please verify and approve the following Cardholder Account request Document version 2 5 October 2011 86 AIM Application v 2 4 User Manual information and Technology for Better Decision Making f Purchase Card Ss Authorization Issuance and Maintenance Help Contact Select Role Logoff EMMA Managing Accounts Cardholder A
187. t process once the Cardholder has accepted their nomination the Cardholders Supervisor 1s responsible for approving the request and sending to the RM only if the Cardholders Supervisor is not the issuing A BO The Cardholders Supervisor also has the option to reject the request for a Cardholder Account The Cardholders Supervisor is responsible for approving or updating the Cardholder MCC and spending limits 2 6 Cardholder The Cardholder has no responsibility within the Managing Account process Within the Cardholder Account process the Cardholder is responsible only for accepting the A BO s nomination for them to obtain a Purchase Card 3 0 Navigating Through AIM The AIM application is set up in a tab based format The following list describes each tab and their functions Task Inbox Serves as your AIM home page When you have a task s pending action it will be listed here with the status of the task the date that you were assigned the task the request type the name of the account holder the office name a description of the task and comments 1f necessary Managing Accounts Lists all of the Managing Accounts that you are associated with that have gone through the activation process with the bank From this tab you can create or request maintenance on a Managing Account depending on your provisioned role Cardholder Accounts Lists all of the Cardholder Accounts that you are associated with and have gone through
188. tatus of the workflow What kind of Managing Account maintenance can I perform Section 8 1 delineates the types of Managing Account maintenance that each role can perform Why can I not initiate a Cardholder Account Only an A BO or A OPC can initiate a Cardholder Account request I initiated approved a Cardholder Account request Why can I not see the account listed under the Cardholder Accounts tab The account has not been approved by the bank Click the Accounts in Progress tab to verify the status of the workflow What kind of Cardholder Account maintenance can I perform Section 11 1 delineates the types of Cardholder Account maintenance that each role can perform I requested an account have waited the required period and the account is still in wait status What do I do Contact the Help Desk I initiated a request for an account that is no longer necessary What do I do Contact the A OPC and ask that they terminate the request How do I replace someone who is responsible for accounts Provision the new user in EMMA in the same role that the current user 1s in Once the new user has been provisioned maintenance within AIM has to be performed for the following roles e RM e Cardholder Supervisor e A BO e A BO Supervisor Once the new user has been assigned to the necessary accounts in AIM by performing the required maintenance the old user should be unprovisioned in EMMA Where do I find my Organization ID Your O
189. te is a required field The date for the Required See Error Message Appointments and Review Date field must be in the future Document version 2 5 October 2011 Click the Acknowledgement of Required Training check box and resubmit the request Enter a new Training Date that is in the past and resubmit the request Enter a valid amount in the Cycle Purchase Limit field and resubmit the request Lower the value of the Cycle Purchase Limit to the original value or a lower amount and resubmit the request Select a Reason Code from the drop down menu You can enter additional information in the Comments field if necessary Resubmit the request Enter an Accounting Validation Code and resubmit the request Click the check box certifying that all required appointments have been prepared and processed and resubmit the request Enter the date by which you will conduct a review of the Managing Account and resubmit the request Enter a new Required Appointments and Review Date that is in the future and resubmit the request 23 AIM Application v 2 4 User Manual No Users for Role See Error Message Contact the designated A OPC Approving Billing Officials and request that they provision Supervisor could be found a user into the A BO Contact the Agency Supervisor role through Organization Program EMMA Coordinator at aopc name email mil to request that a user be provisioned before completing
190. tenance Action Select a maintenance action to perform Update ABO Primary or Alternates Bs Continue 5 The Reason field is automatically populated by the maintenance action that you chose to perform in step 4 Enter any comments or justifications that you may have for making the change in the Comments box 6 You have the option to change the Primary A BO and or the Alternate A BO s a A BO Organization Select the appropriate Organization for the Primary A BO A list of A BOs that are associated with the selected Organization will be displayed in the table below Document version 2 5 October 2011 39 AIM Application v 2 4 User Manual b To change the Primary A BO click the radio button in the Primary column next to the name of the user that you would like to be assigned as the Primary A BO for this account c To change or add an Alternate A BO click the check box next to the name of the user s that you would like to be assigned as Alternate A BOs to this account You can assign up to four Alternate A BOs to an account Note If you would like to remove all Alternate A BOs do not select any check boxes information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA Xe Purchase Card Authorization Issuance and Maintenance Task Inbox Mar li Al Cardholder Accounts Accounts in Progress Profile Welcome User You are logged in as the Approving Billing Offi
191. tered will be Ez Select New 01 10 2011 an PAA atlee ad a displayed in the Comment Log as o Maintenance Name Name in limits oa 3 shown here More 2 You have the option to decrease the modified Purchase Limits Note Only the RM has the authority to decrease the Purchase Limits below the original limits assigned to the Managing Account 3 Comments You have the option to enter any comments that you would like visible to users associated with this account while it 1s in workflow Once the account updates have been approved comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 4 Click Approve Update Note If you choose to reject the request the active Managing Account values will default back to those last approved by the bank 8 9 4 A OPC To initiate a decrease of a Purchase Limit 1 Click the Managing Accounts tab 2 Click Select next to the Managing Account that you want to update Document version 2 5 October 2011 63 AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA ae Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logge
192. th the Office Name the account justification and a token to redeem connecting you to the RM role for this Managing Account Follow the instructions in section 4 1 to redeem your token and log in Review the account information associated with the token a Ifthe Organization listed is not the correct organization i Click Change Organization information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA Qk Purchase Card Authorization Issuance and Maintenance Managing ccounts Koc rc mC ON est ate Profile Welcome User You are logged in as the Purchase Card Resource Manager Organization Selection Please select an organization for the managing account To select an organization click on the Select button next to the desired organization name You can also double click on the row Role Name Organization Ea Select Resource Manager Pool Organization 1 E Select Resource Manager Organization 2 ii Click Select next to the name of the correct organization b Verify your User Information If you need to update your information click the appropriate Update link In addition to your personal information the User Information box also displays your Organization ID This ID 1s assigned according to your Organization in EMMA and cannot be changed You will need this ID number when you call the help desk Note Your User Information is populated from your Defense Enrollment Eligi
193. th the selected Organization will be displayed below 4 BO Organization Organization Select one 1 Primary Approving Billing Official In addition you may select up to four 4 Alternate Approving Billing Officials If the individual s that you intend to nominate is not listed please click on the EMMA link provision them in the system then restart this workflow Alternate Email Address Fi 4 BO User 1 abo user 1 email mil F 4 BO User 2 abo user 2 email mil 4 Comments You have the option to enter any comments that you would like visible to users associated with this account while it 1s in workflow Once the account has been activated comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 5 Click Nominate Note If you are not the correct A BO Supervisor for this Managing Account click Terminate Once the A BO has initiated a request for a new Managing Account you will receive an email requesting that you approve or modify the request When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder the Primary A BO the Office Name a description of what you are required to do and the most recent comment entered during
194. than one PCOLS role you will need to log on to AIM as each role in order to assign the correct personnel record and associated email address to the account Related topics How do I update my email address 5 IT received an email notifying me of a task Why does it not show up in my Task Inbox The following are the most common reasons why a task may not show up in your Task Inbox Document version 2 5 October 2011 133 10 11 12 13 AIM Application v 2 4 User Manual e Ifyou are in a Pool someone else may have completed the task e The task workflow has been terminated e The task is listed on the next page and you need to click the next page arrow in the heading above the Select button Click the Accounts in Progress tab to verify the status of the workflow How do I update my email address Go to the User Maintenance Portal UMP application https www dmdc osd mil ump to update your email address How do I update my work address Go to the Defense Enrollment Eligibility Reporting System DEERS Address Update application https www dmdc osd mil appj address to update your work address Note Ensure that your work address is listed and does not contain any personal information as this address is displayed throughout the application Related topics What country do I use in my work address for APO FPO addresses What country do I use in my work address for APO FPO addresses The United States should be list
195. the Managing Account The email will provide you with the account name the account description and a token to redeem connecting you to the RM role for this Managing Account Follow the instructions in Section 4 1 to redeem your token and log in 1 Review the account information associated with the token 2 Ifthe Organization listed is not the correct organization 3 Click Change Organization Document version 2 5 October 2011 SO AIM Application v 2 4 User Manual information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA A e Purchase Card Authorization Issuance and Maintenance Managing Accounts Om var rir tect ome Cec ee ests et Profile Welcome User You are logged in as the Purchase Card Resource Manager Organization Selection Please select an organization for the managing account To select an organization click on the Select button next to the desired organization name You can also double click on the row OS Displaying 1 2 of 2 To Display ig z Tote ame Organization Ei Select Resource Manager Organization 1 E Select Resource Manager Pool Organization 2 4 Click Select next to the name of the correct organization 5 Verify your User Information If you need to update your information click the appropriate Update link In addition to your personal information the User Information box also displays your Organization ID This ID is assigned
196. the activation process with the bank From this tab you can create or request maintenance on a Cardholder Account depending on your provisioned role Accounts in Progress Lists all of your associated accounts that currently are in progress and details the type and status of the request Profile Allows you to view and update your profile Account Migration Only seen by A OPCs From this tab you can initiate Account Migration or check the status of accounts that have begun the migration process Training Dates Only seen by A OPCs From this tab you can update the training dates for all A BOs and Cardholders associated with your accounts Document version 2 5 October 2011 4 AIM Application v 2 4 User Manual Information and Technology for Better Decision Making Help Contact Select Role Logoff EMMA ae Purchase Card Authorization Issuance and Maintenance I i LO Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the gency Organization Program Coordinator Task Inbox User you have O task s To choose a task please click on the Select button next to the desired task You cn also double click on the task row ROGA Default Sort To Display fio E Task status Account Holder Account Number No Items The following links are contained at the top of each page Help This link takes you to the online Help syste
197. this account Organization Name The following special characters will be accepted in an Organization Name in addition to the numbers 0 9 and the upper and lowercase letters A Z eC e 11 Required Appointments and Review You have the option to enter information for Required Appointments and Review Click the check box verifying that all required appointments have been prepared and processed Enter a date by which you will complete a review of the Managing Account Note During the Managing Account creation step this is optional however the fields will be required in the Managing Account Approval step In the future you will receive an email 60 and 30 days prior to the Annual Managing Account Review due date On the review expiration date you will receive an email that the review is past due Once the review is complete it is your responsibility to update the review date in AIM See section 8 13 Updating Appointments and Review Date for additional information Required Appointments and Review LC Icertify that all required appointments have been prepared and processed 4 review of the Managing Account is required no later than YYYYMMDD e g 20070131 12 Comments You have the option to enter any comments that you would like visible to users associated with this account while it is in workflow Once the account has been activated comments will no longer be displayed Comments If you have any comments regarding
198. this task Your assigned No A OPC has been Contact your A OPC and Agency Organization Program provisioned through EMMA advise them of the error that Coordinator is no longer for this organization you received The A OPC will provisioned in EMMA Please need to contact their supervisor consult your assigned to request provisioning in Agency Organization Program EMMA Coordinator for assistance UIC is a required field See Error Message Enter the UIC and resubmit the request UIC is in wrong format The UIC must begin with an Enter a valid UIC and resubmit uppercase letter and be the request followed by five additional alpha numeric characters OPTI is a required field See Error Message Select an OPTI from the drop down menu and resubmit the request Verification is a required field See Error Message Enter information in the Identity Verification field up to 16 alpha numeric characters including spaces are allowed which will be used by the bank to validate your identity 1f you have questions regarding your account A valid address must be The A BO does not have a Go to the Profile tab In the entered for the Primary valid address in DEERS User Information section Approving Billing Official See click Update Work Address the User Profile for more to access the DEERS Address information Update application Document version 2 5 October 2011 124 AIM Application v 2 4 User Manual You have reached the
199. to reactivate a Managing Account you will receive an email requesting that you approve the reactivation of the Managing Account and the associated Cardholder Accounts When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder Primary A BO the office name the account number a description of what you are required to do and the most recent comment entered during workflow Document version 2 5 October 2011 37 AIM Application v 2 4 User Manual 1 Click Select next to the task with the description Please approve the reactivation of the managing account along with its cardholder accounts information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA os Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts Accounts In Progress Profile Account Migration Training Dates Welcome User You are logged in as the gency Organization Program Coordinator Task Inbox User you have 1 tasks To choose a task please click on the Select button next to the desired task You can also double click on the task row is gt b Displaying 1 1 of 1 To Display 10 amp Task Acquired Request Account Office count a Please approve the reactivation of Any comments entered will be r MA Primary 4 BO
200. tober 2011 109 AIM Application v 2 4 User Manual information and Technology for Better Decision Making EE F gt 2 Help Contact Select Role Logoff EMMA TE Purchase Card Authorization Issuance and Maintenance Task Inbox Managing Accounts Cardholder Accounts ACCOUNES IN Progress Welcome User You are logged in as the Purchase Card Approving Billing Official Accounts In Progress Search for Account This table is a list of Account Requests that you currently have in progress Click on the Select button next to any account or double click on its row to view its information BOSE Displaying 1 1 0f 1 To Display 10 D i Account Account a Ei Select earenaiger New Cardholder Account Car anolgar Office Name Pending Resource Manager Approval Account Name g 4 PP The Cardholder Account Workflow Maintenance page is displayed 3 The Assigned User s box lists the role and user name s of the individuals that are pending action for this Cardholder Account In addition the box lists the user s email address phone number as well as the date and time that the task was assigned Assigned User s The current task for this account is assigned to the user s below Phone Task Assigned Resource Manager Resource Manager Name rm name email mil 1234567890 Tue Jan 13 2009 11 26 59 EST Resource Manager Pool RM Pool member Name rm pool member email mil 1234567890 Tue Jan 13 2009 11 26 59 EST 4 Click Send T
201. ts select the status of the accounts that you want to view from the Account Status filter drop down list a Managing Accounts and Cardholder Accounts tabs Accounts can be filtered by Default Active Al Cancelled or Suspended statuses b Account Migration tab Accounts can be filtered by All Active Cancelled Pending and Suspended statuses The Training Dates tab provides a Role filter which allows you to view individuals with training due by their role To use the Role filter 1 Click the Training Dates tab 2 Above the listing of accounts select the role type you want to view from the Role filter drop down list 16 3 Sorting Accounts The Task Inbox Managing Accounts Cardholder Accounts Accounts in Progress Account Migration and Training Dates tabs allow you to sort available information according to the table headings The default sort column will have a blue triangle beside it To change the ascending descending orientation of the sort click the column name a second time To sort information click the name of the heading by which you want the information sorted To return to the original sort click Default Sort above the table headings The Default Sort button will not appear unless the information has been sorted Document version 2 5 October 2011 IIS AIM Application v 2 4 User Manual Appendix A Additional Roles and Definitions AIOPC Poo
202. ts Accounts in Progress Profile Account Migration Training Dates Welcome User You are logged in as the Agency Organization Program Coordinator Add New Hierarchy Agent Number and TBR Reporting Hierarchy Enter an agent number and the appropriate values for the Total Business Reporting TBR Hierarchy below Agent number is not required for Navy customers The agent number is used to identify one or more top hierarchy levels of a client organization The TBR Reporting Hierarchy values represent a hierarchy customized for each government organization for reporting purposes The values are assigned by the respective bank systems Army Air Force and Defense Agency customers must populate to Level 4 Navy customers must populate to Level 5 Required fields are indicated by a red star next to the field name Level 1 Level 2 Level 3 Level 4 Level S Level 6 4 Click Add Note If you entered incorrect TBR Hierarchy values on the User Profile page click Update or Delete to change or remove the information Clicking Update will direct you to the Update Agent Hierarchy page similar to those shown in steps 3a and 3b Clicking Delete will cause a pop up warning message asking you to confirm that you want to delete the current hierarchy Click OK 5 Verify your User Information If you need to update your information click the appropriate Update link In addition to your personal i
203. udget Allotment Serial Bureau Control Number Bureau Control Number Allotment Serial Account Number Number Number ee Activity Address Code UIC Loa Unit Identification Code Unit Identification Code Unit Identification Code a ie Program Element Code Program Element Code Army Management Cost Code Cost Code Cost Code Structure Code Project Task Budget Subline Budget Program Sub Job Order Number Organization Code Activity Code Defense Agency Allocation Budget Activity Major Focus Programs Budget Exec Sub Recipient Activity Job Order Work Order Code Job Order Number Property Accounting Property Accounting Job Order Activity Activity a Sub Allotment Recipient CT a l a Sub Allotment Recipient Sub Allotment Recipient as Work Center Recipient WCR Responsibility Cost Center Code Work Center Recipient Center Cost Center Document version 2 5 October 2011 130 AIM Application v 2 4 User Manual ahs Air Force 57 Element Army 21 Element Navy 17 Element USMC 17 Element DoD 97 Element Label Acrn Name Name Name Name Name ts _ Reimbursement Source Code a Accounts Receivable Reimbursement Source Source Code Code Customer Indicator MPC CI Stock Record Account Customer Number Number Material Program Code Object Class Element of Element of Resource Object Class Object Class Object Class Code Expense Investment Code Government Public Sector Type Vendor Type Obligation Data Code Within Outside Identifier Van Government G2
204. uthorization Issuance and Maintenance Task MDOE Managing Accounts Cardholder Accounts Accounts In Progress Profile Welcome User You are logged in as the Purchase Card Approving Billing Official Task Inbox User you have 1 task s To choose a task please click on the Select button next to the desired task You can also double click on the task row RES Displaying 1 1 of 1 To Display 10 __ Task status acquired fg Select New 09 16 2011 MA New Account Primary A BO Name Please set up a request for a new Managing Account 2 The Create Managing Account page is displayed Enter the following required information Note If the A OPC initiated the request for this Managing Account the following fields may already be populated You have the option to change any data that has been entered prior to accepting the nomination a Managing Account Information Enter or update the Office Name and Justification for this Managing Account These fields are both free text fields Where possible the Office Name for each account should be unique Managing Account Information Enter your Office Name and briefly describe the reason for this new Managing Account request in the Justification field Click here for more information Office Name Justification b Resource Manager Nomination Enter or update the email address of the RM assigned to this account Resource Manag
205. will clearly delineate what functions you are allowed to perform within AIM 2 1 Resource Manager and Resource Manager Pool Within the Managing Account process the Resource Manager RM is responsible for entering all financial information and approving the Managing Account The RM has the authority to approve or reject the Managing Account request In addition to the RM s involvement in Managing Account creation an RM or a member of the RM Pool can also view update or reject a Managing Account Within the Cardholder Account the RM or a member of the RM Pool 1s responsible for reviewing all financial information and approving the Cardholder Account In addition to their involvement in Cardholder Account creation the RM or a member of the RM Pool can also view update or reject a Cardholder Account during account maintenance Document version 2 5 October 2011 2 AIM Application v 2 4 User Manual 2 2 A OPC Within the Managing Account process the Agency Organization Program Coordinator A OPC has to option to initiate a Managing Account request to include selecting an Approving Billing Official A BO Supervisor selecting the appropriate Primary and Alternate A BOs providing the office name and justification assigning an RM and setting the Purchase Limits It is the responsibility of the A OPC once the RM has approved a Managing Account to approve the request verify that the A BO has completed all training and set a requireme
206. y to update the completion date in AIM See section 15 0 Training Date Functions for additional information 4 Required Appointments and Review Click the check box certifying that all required appointments have been prepared and processed Enter the date by which you will conduct a review of the Cardholder Account Required Appointments and Review CL I certify that all required appointments have been prepared and processed A review of the Cardholder Account is required no later than YYYYMMDD e g 20070132 Document version 2 5 October 2011 100 AIM Application v 2 4 User Manual 5 Card Embossing You have the option to change the organization name that will be displayed on the card as well as any third line data that might have been entered 6 Card Convenience Checks Issuance Options Click one of the check boxes if you would like to change whether the Cardholder receives a card or convenience checks 7 Cardholder Account Special Designations You have the option of choosing one or more Special Designation to assign to the account This information 1s not mandatory Cardholder Account Special Designations I The Cardholder is a warranted Contracting Officer If checked enter the dollar value of warrant can be any dollar value or unlimited The Cardholder is designated as a Contingency and Humanitarian Aid Operations Cardholder Click here for more information I The Purchase
207. yone currently associated with the Managing Account and the workflow will continue If the Purchase Limits need to be increased you must reject the request and the workflow will be restarted 4 Comments You have the option to enter any comments that you would like visible to users associated with this account while it 1s in workflow Once the account has been activated comments will no longer be displayed Comments If you have any comments regarding this request add them here Your comments will display in the Comment Log while this request is in workflow Comments 5 Click Approve 7 3 AIBO Once you have been nominated as the Primary A BO of a Managing Account you will receive an email requesting you to set up a new Managing Account Alternate A BOs will receive an email notification of assignment When you log in to AIM your Task Inbox will display the details of your new task status of the task the date the task was acquired the request type the name of the account holder the Primary A BO a description of what you are required to do and the most recent comment entered during workflow Document version 2 5 October 2011 16 AIM Application v 2 4 User Manual 1 Click Select next to the task with the description Please set up a new request for a new managing account Information and Technology for Better Decision Making Help Contact SelectRole Logoff EMMA TE Purchase Card us A

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