JPMorgan Chase PaymentNet User Manual
Contents
1. User Manual PAYMENTNET TABLE OF 5 1 3 PAYMENTNET ACCESS ROLES 5 SYSTEM CONFIGURATION 6 CARDHOLDER EXPERIENCE 8 ADMINISTRATIVE FUNCTIONS AND CONFIGURATION duxit equi din 20 PaymentNet User Manual E 2004 J P Morgan Chase amp Co JPMorganChase 10 06 PaymentNet User Manual 2004 J P Morgan Chase amp Co INTRODUCTION TO PAYMENTNET This User Manual provides a quick tour of the PaymentNet user interface basic functionality and gives an idea of why cardholders managers and administrators find PaymentNet so robust helpful and easy to use This User Manual is suitable for cardholders managers and Administrators and covers the following topics 8 Logging into PaymentNet and the Welcome Screen Navigating within PaymentNet e Viewing Transactions e Creating Queries Creating Reports Displaying and Editing Employee Profiles Merchant Profiles Editing Accounting Codes and MCC Profiles Administrative Functions and Configuration Other PaymentNet Materials JPMorgan Chase Commercial Card Solutions provides the following materials for PaymentNet e PaymentNet User Manual tThis guide e PaymentNet How to Help Guide Step by step instruction2. 10 06 Assign Accounting Codes Cost Center 80500 Training amp Development GL Account 105470 Other Supplies Inventory Project 203 From the Transaction Detail page you can assign Accounting Codes with a drop down list box a free form input text box or a combination of the two Later we ll learn how Administrators set default accounting codes for employees merchants and Merchant Category Codes MCCs This will help with accounting by automatically assigning accounting codes to merchants However if a transaction does not have a default cost center or the code is incorrect users can modify this and automatically update it Note To assist the accurate selection of data PaymentNet combines the accounting code description with the code This feature is available both when assigning accounting codes to transactions and splitting transactions Split Transactions Up to 99 splits can be made on a single transaction this helps allocate certain parts of the dollar amount to different accounting centers 1 Click on the Sit button to begin dividing the total amount of the transaction it into multiple accounting codes 2 Select the number of splits from the drop down list 3 To edit a particular row click _Ecit Row gt This enables the user to edit accounting codes and allocate the billing amount by either percentage or by dollar amount Select Humber of Splits 4 Compa
3. Status with Hierarchy and Closed Date PaymentNet User Manual Eh 16 2004 J P Morgan Chase amp Co JPMorganChase Description 45 Day report can used to monitor delinquencies as it identifies accounts that are between 30 and 60 days past due The report lists Account Number Account Name 30 Days Past Due Amount 60 Days Past Due Amount Number of Days Past Due Bill Date and Balance The Accounts Renewing within 3 Months report identifies accounts that will expire within 3 months of the report date and be used to help monitor card renewals Subtotals are provided for each Hierarchy level as well as Grand Totals for the entire report The report lists Hierarchy Account Name Account Business Phone and Expiration Date The Available Limit by Low Balance report can used to help monitor cardholders who are nearing their available limit and determine if their credit lines are sufficient The report includes Account Name Acct Current Balance Date Balance was Effective Credit Limit Cash Limit and Available Balance The Card and Manager Hierarchy report shows all individuals with their card hierarchy and their manager hierarchy tt includes individual names including non cardholders and shows card account numbers where appropriate Roles are also displayed The Cardholder Information report provides a listing of card accounts The report lists Account Name Account Number Address Business Phone
4. and Total number of Accounts The Cardholder Listing by Hierarchy report can be used to monitor the number and status of accounts in each Cost Center The report lists Hierarchy Account Name Account Credit Limit Cash Limit Single Transaction Limit and Status The Cardholder Listing with Address report provides a list of accounts in each Cost Center along with the Cardholder s address and Card expiration date The report lists Hierarchy Account Name Account Address Business Phone and Card Expiration Date Che Cardholder Status report can be used to identify account limits and status i e Close Not Activated Active Jic The report which is sorted and sub totaled by Account Status lists the following Cardholder Name Account Number Open date Credit Limit Single Transaction Limit Available Limit and Status The Cardholder Status with Hierarchy and Closed date report can be used to identify account limits and status i e Closed Not Activated Active etc The report which is sorted and sub totaled by Account Status lists the following Account Name Hierarchy Account Open Date Credit Limit Single Transaction Limit Available Limit Status and Closed Date 10 06 The report description will show fields that can be used as criteria for narrowing down your report s focus The next screen allows you to input criteria that will help limit the results of the report However you can click on Bypass
5. 0 3 74 ARUCON DIY VNE rev 10 06 Display Credit Card Number in Transaction List Administrators can configure whether or not the credit card numbers appear in the Transaction List and Employee User List pages If this field is utilized reports and queried export files can be generated with the credit card number allowing more specific and tailored information For security purposes most clients mask the first 8 10 characters of the account number on the display The export file created from the Transaction List page will not mask the account number Create Queries The Query function enables you to view the transactions that meet user specified criteria Queries are available on the Transaction List page as well as many other pages This feature is available to all user roles Create a Query 1 In order to create a query click on the Create Query button Save Query gt Delete Query Create Query gt 2 Determine if the query is to Meet All questions asked within the query b Meet Any questions asked within the query meaning that a transaction only has to meet one of the criteria to appear in the query 3 Select your choice of All or Any from the drop down box Find records where a of the following apply 4 In the first drop down box select the field to query In the second drop down box select the variable of the query a Is between will create a range between two dates or two a
6. 6 FEEDBACK At JPMorgan Chase we strive to produce the highest quality documentation for our products and welcome your feedback If you have comments or suggestions about our online Help or printed manuals you can e mail us Please include the following information with your feedback Product Name Printed manual or online Help Topic title for online Help Page number for printed material Brief description of content for example are you reviewing step by step instructions that are inaccurate grammatical errors in a specific paragraph information that requires clarification or more details etc Your suggestion for how to correct improve documentation Please send e mail messages to SLC Training jpmchase com PaymentNet User Manual m 2004 J P Morgan Chase amp Co JP Morga nChase t
7. Criteria and run a report without any restrictions For our case study we want to restrict the Available Limit report to only show cardholders who have an available limit over 3 500 00 The criteria are restricted by three values Field Variable and Value e Change the Field to show Available Limit e Change the Variable to show is greater than or equal to 3500 00 in the Value Variable Value Available Limit is greater than or equal to 3500 00 x When finished click the Process criteria gt button 2 Narrow Hierarchy The hierarchy will closely match your company s hierarchy up to nine levels and will help you focus the report on a certain department Hierarchies are created during implementation Role 2 4 users can input the desired hierarchy level and ID instead of clicking on the various drop down folders and sub folders to select your hierarchy For this case study we ll go ahead and click the Proceed With Report button 3 Generate the Report If you want to regularly run this report you can click 58 Report Criteria at this point 17 PaymentNet User Manual m ud 2004 J P Morgan Chase amp Co J PMorga nChase t rev 10 06 Save Report Criteria gt Optional File Prefix over 3500 Click to create your report in Adobe pdf format Click to create your report M5 Excel format Version 5 or higher required Click to create you
8. er Employee Transaction Merchant Administration Al PaymentNet User Manual as 2004 J P Morgan Chase amp Co J PMorga nChase t 10 06 Selecting each option next to the category will display a different set of reports Note The Pro department gram Administrator can restrict which reports are available to different Roles However should anyone between Roles 1 2 Manager Roles have access to cardholder reports they will only see transactions within their M os Submit Criteria and Create a Report There are three steps to creating a report Each step will help narrow your report criteria down and make reports more informative l 2 3 4 Input or Bypass Report Criteria Narrow Hierarchy Generate the Report Access the Report CASE STUDY As a Program Administrator you need to run a report showing cardholders with available limits over 3500 Follow the steps below and run the report yourself 1 Input or Bypass Report Criteria First click on the Cardholder Status Report from the Cardholder Employee category of reports Repo Select a Category o Cardholder Employee Transaction C Merchant Administration All Accounts Renewing within 3 Months Available Limit by Low Available Balance Card and Manager Hierarchy Cardholder Information Cardholder Listing by Hierarchy Cardholder Listing with Cardholder Status Report Cardholder
9. ined column headings This will sort the information in ascending order To sort in descending order click on the underlined category again An upward or downward triangle indicator will appear next to the column that is being sorted depending on if it is sorted in ascending or descending order Approved Transaction Transaction Amount Sorting Indicator The Transaction Identifier Trans ID This number is a unique reference number assigned to each transaction in PaymentNet As new transactions are posted the row numbers will become sequentially higher Icons A variety of icons are visible in the Trans ID column Clicking on each of these icons will allow the user to view additional detail pertaining to that transaction Purchase Addendum Icon T Q Shipping Services amp Airline Addendum Icon Addendum Io Car Rental Addendum Temporary Services Icon Addendum Icon Fuel Addendum Icon Dispute Initiated Icon 9 Lodging Addendum Icon Dispute in Process Icon JPMorganChase 4 rev 10 06 CARDHOLDER EXPERIENCE View Transactions The Transaction List screen enables users to review transactions that have been posted The transaction information shown includes general transaction data as well as account code information The Program Administrator determines what information is shown and the order in which information will appear including accounting codes on the Screen View Setup scree
10. lays the following message This record has been sent to the dispute department for resolution Once the resolution has been processed the red square indicator will automatically be removed Enhanced Transaction Detail Depending a merchant s enhanced data capture abilities PaymentNet can display Level I II and III information If Level III information is available from the merchant a green dollar icon 62 appears next to the Trans ID on the Transaction List screen By clicking on the icon the Purchase Detail including sales tax amounts and if transmitted line item details are displayed see the graphic below Purchase Detail for Record 401180 Return to Transaction Li Trans Merchant Hame STAPLES 3573 Shipping Information Trans Merchant City CEDAR GROVE VAT Invoice Transaction Date 09 08 2003 Order Date 09 08 2003 Post Date 0940 2003 Purchase Time 00 00 Customer Code 000621764 Shipping ZIP Postal Code Merchant Tax Registration Destination ZIP Postal Code Number Destination Country Code Customer Tax Registration VAT Tax Amount 0 00 Humber VAT Tax Rate 0 Sales Amount 3 81 Discount amp mount 2 30 Transaction Amount 567 30 Freight amp mount 0 00 Duty Amount 0 00 Commodity Product I 4 Unit of Price VAT Tax VAT Tax Discount Per I Code Code m SERY Measure Each Rate Amount Line STAPLES VELCRO 2 513604 STRAPS 25PK 1 00 512 95 0 0 00 0 00 12 98 3 477147 Ara lod 1 00 3 74 0 0 00 0 0
11. mounts b Contains is recommended for all text field searches PaymentNet User Manual 2004 J P Morgan Chase amp Co JPMorganChase rev 10 06 6 Fill in the last box with the appropriate value Transaction Amount is greater than or equal to 1500 00 x 7 To add additional criteria rows click the plus button 24 Click the delete button to remove row of criteria Click Reset Vizard to clear all information and begin a new query Click Reset Query gt to revert to your previous query Repeat Steps 4 7 until your query is completed 8 Click Process Query gt 5 9 Your results will now display on the Transaction List page Save a Query If you need to run this query often you can now save the query by clicking on the Save Query button You will be prompted to type in a name for the query This saved query will then appear in the Select a View drop down box Delete a Query In order to delete a query first select that query from the Select a View drop down box and click Once the information has populated on the Transaction List page click the Delete Query button Create Reports Now that we ve seen the Transaction List page as well as the functions available for individual transactions we are going to create reports from transaction data Select All Reporting from the menu drop down list There are five different categories of reports C Cardhold
12. n see page 23 Go to pagg 1 Select a View Default View Create Export File j save Query gt create Query gt Approved Transaction Transaction Row Trans l0 Reviewed 385807 385505 388805 385504 385803 385602 365601 385800 385593 2 385588 388507 385506 QD 566595 366594 E r r miu mim m a 1177171 Date 1 200812002 12 072002 T0 N2002 12711 2002 1241 2002 1271072002 1271072002 1271072002 12 10 2002 12 10 2002 12 10 2002 12 0 2002 12 10 2002 1241 2002 Post Date 127 272002 1271 2 2002 12 1 2 2002 1271 2 2002 1271 2 2002 1271 2 2002 1271 22002 1271 22002 1271 22002 127 22002 1275 2 2002 127 22002 12 1 2 2002 Amount 1 28 24 9511 77 90 00 59113 54 09 335 50 150 25 58 45 414 15 00 546 30 425 76 21 68 Merchant Name DENN Y S 75890 CHILI S GRIGZ2B00008268 GRAND AMERICA 4 GREAT STATE AIRPORT MEXTEL WIRELESS 5 5 HERTZ RENT A CAR VINTAGE TEXAS THE MAGNOLIA HOTEL HERTZ RENT A CAR CHEVRON 0201 306 DPA PARKING HYATT HOTELS GR NEW YO HYATT HOTELS GR NEY YO PLIBLIX 0282 GROC 541 Access to transactions depends on the user role access levels and corporate hierarchy levels From the Transaction List page all user roles can complete many functions e Role 0 Cardholders Match transactions with receipts reassign accounting codes split tra
13. now you will be using a particular report often new reports may also be added directly in the Schedule Auto Reports page This functionality is especially helpful for larger reports that may take longer to generate Auto Reports are scheduled for generation during off hours and can be accessed at a later time Display and Edit Employee Profiles Using the menu drop down list select Employee User List to see a summary of cardholder information such as accounting code assignments cardholder status etc Menu Reporting Employee User Profiles will help e Assign default accounting codes and cost centers e Edit e mail addresses for notification that transactions have not been reviewed or approved e Resynchronize transactions for specific cardholders Click on an employee to view individual details including hierarchy credit limits and current available balance Merchant Profiles Next select Merchant Profile List from the menu drop down list This section of PaymentNet will enable you to e Modify merchant information including 1099 TIN data however with enhanced data reporting some of this information may be automatically filled out depending on the merchant s capabilities e Assign default accounting codes and cost centers to merchants e Export merchant file for other accounting purposes PaymentNet User Manual m 2004 J P Morgan Chase amp JP Morga nChase t rev 10 0
14. nsactions and dispute transactions e Roles 1 2 Managers View transactions for users within their hierarchy approve transactions and create queries Role 3 4 CFO Program Administrator View transactions for all users as well as perform functions of all roles PaymentNet User Manual 2004 J P Morgan Chase amp Co JPMorganChase 4 Note All transactions on this screen have not been downloaded into the General Ledger Once that has been done transactions cannot be edited although they can still be viewed or used for reporting Transaction Detail Screen To view the detail an individual transaction click on the blue text of any transaction We will learn what functions can be performed on this screen Users may assign accounting codes to each transaction split transaction to multiple accounting codes dispute transactions and review or approve transactions from the Transaction Detail page Transaction Detail Record 386176 Return ta Transaction List Save gt Split Dispute gt O View Transaction Detail Reviewed Return to Transaction List link Approved Cost Center sales tax 11867 Administration zu Customer Code GL Account 6463024 OFFICE Accounting Codes Trans Merchant City Merch State Prov Subtotal Sales Tax Amount Total Transaction Hotes Colored paper for copy machine PaymentNet User Manual 2004 J P Morgan Chase amp Co JPMorganChase j
15. ny Cost Center GL Account Percent Amount Edit Row gt 11020 44 75 Edit Row EdtRows 11030 102795 44 75 Edit Row gt Edit Rows 11080 105025 44 75 Edit Row _EdtRow 16010 102700 4475 Edit Row gt PaymentNet User Manual E ao 2004 J P Morgan Chase amp Co J PMorga nChase t rev 10 06 4 When you are finished allocating a row click _SaveRow This will refresh the screen and enable you to edit any additional rows 5 When you have finished the entire split click _Save Spit If you would like to cancel the changes you have made click the _Uo ancel split gt button Note For tax calculating purposes in split transactions the parent transaction will retain the total amount or estimated tax amount due Review Approve Transactions Using the checkboxes which are also viewable on the Transaction List page cardholders can match transactions with receipts and click Review Managers can click Approve and so on Reviewed Approved Reviewed Approved From Transaction List From Transaction Detail Screen Note to Program Administrators The review and approval process is entirely dependent upon your company s internal procedures and therefore will differ from company to company PaymentNet User Manual 2004 J P Morgan Chase amp JP Morga nChase t rev 10 06 Disputes Cardholders can initiate disputed transaction
16. r report MS Word format Version 5 or higher required If desired enter a file prefix to help identify the report Now select the format you want the report generated in Adobe PDF Microsoft Excel or Microsoft Word by clicking on the green arrow next to the format type 4 Access the Report PaymentNet automatically loads the Available Download Files page As soon as the report is ready it appears on this page You may click _Retresh until your report appears You may also continue using PaymentNet and return to the Available Download Files page at a later time Note Users may select the Notify me by e mail when files become available box Choosing this option will send a message to the users e mail account when When the file name appears click on the desired report name The report will generate in selected format The report should look similar to the following B A amp gt Q B s GIRS S CURRENT BALANCE AVAILABLE BALANCE All Available Limits for the cardholders shown are 3 500 or SI 483 11 18 PaymentNet User Manual m 2004 J P Morgan Chase 8 Co JPMorganChase 4 10 06 When you ready to download the report return to the Available Download Files page and right mouse click over the blue text of the report title Select Save Target As and save the file on your system Note If you k
17. ring access roles can be assigned to users placed throughout the various hierarchy levels to ensure appropriate and secure access to relevant data This means that a Program Administrator Role 4 may be low on the Aierarchy level but for access reasons has a higher User Role Role0 Cardholder Users can view their own transactions profile and reports specified by the Program Administrator Cardholder Role 1 Manager Users can view their department s transactions any transactions within their Hierarchy ID profiles and reports specified by the Program Administrator Manager Role 2 Division Users can view transactions within their Hierarchy ID and all Hierarchy levels below them including transactions profiles and reports specified by the Program Administrator Role 3 CFO Users have universal access to transactions profiles and reports They do not have access to any configuration functions Role 4 Administrator Program Administrators have universal access to all functions Administrator PaymentNet User Manual 2004 J P Morgan Chase amp Co JPMorganChase rev 10 06 SYSTEM CONFIGURATION Log Into PaymentNet 1 Open your Internet Browser 2 Enter the following in your address bar http www paymentnet com 3 Enter your Organization ID User ID and Pass Phrase 4 Press Enter or click Login Now gt y 5 Onthe left side of the Welcome Screen select PaymentNet Navigating wi
18. s for Program Administrators If you are missing any of the above items please contact your Account Manager JPMorganChase 4 10 06 PaymentNet User Manual 2004 J P Morgan Chase amp Co PAYMENTNET USER MANUAL TABLE OF CONTENTS PaymentNet Access Roles System Configuration Log Into PaymentNet Navigating within PaymentNet Cardholder Experience View Transactions Assign Accounting Codes Split Transactions Review Approve Transactions Disputes Resolving a Dispute Enhanced Transaction Detail Display Credit Card Number in Transaction List Create Queries Create Reports Display and Edit Employee Profiles Merchant Profiles Administrative Functions and Configuration Accounting Code List Merchant Category List Accounting Code Setup Accounting Cycle Accounting Export File Auto Accounting Export Setup Approval Level E Mail JPMorganChase 4 10 06 Billing Cycle Compliance Monitor Screen View Setup Edit E Mail Message Fleet Purchase Exception General Information Setup Hierarchy Setup Hierarchy Management Import File Import List Summary Statistics Merchant Classification Setup Reports Transaction Edit Viewable Feedback PaymentNet User Manual 2004 J P Morgan Chase amp Co JPMorganChase 4 rev 10 06 PAYMENTNET ACCESS ROLES There are five different access roles that control the amount of access a user has within PaymentNet Keep in mind that diffe
19. s on line By choosing the appropriate reason PaymentNet will automatically supply you with any further information fields that are required to complete the dispute 1 When cardholder wishes to dispute a transaction they select the transaction access the detail and click the Dispute gt button Dispute for Record 2603 Undo gt y Hame Transaction Date Trans Merchant Hame E mail Address Trans Merchant City Merch State Prov Dispute Entry Date Transaction Amount Micro Reference Dispute Information Dispute Reason Additional Information The Transaction Return to Transaction Edit Return to Transaction List Denotes required information JON 10 08 2003 ENTERPRISE RENTACAR jondoe company com LOS ANGELES EC 11 13 2003 x Items with the gray asterisk are required fields 123 88 69434252311522 do not Recognize this charge Select a reason for Dispute have been billed more than once by the same merchant have been charged for a purchase that was paid for by other means Other Credit Card Check Cash Etc have been billed for the wrong amount on my account do not Recognize this charge did not Authorize this charge Merchant was to issue credit for goods returned or attempted to be returned on have not received the Services Merchandise been charged for Canceled Service Airline Ticket Hotel Reservation on have resolved my di
20. spute with the merchant This credit has not posted to my account Cancellation 2 The cardholder then enters the required information and clicks _ 2061 A yellow square immediately appears next to the transaction on the Transaction List screen indicating that the dispute has been initiated see below 260375 260370 amp 5 8 260366 E 115072002 11 08 2002 13 43 0 00 FEDEX SHP 11 01 02 A5 1107 2002 11 08 2002 88 0 00 ENTERPRISE RENTACAR OSE OFFICE IN 7 26465 Yellow Square Indicator 3 The cardholder can cancel the dispute at this point by clicking the _Unela gt button on the Transaction Detail screen The yellow square indicator will be removed and the dispute will be dropped PaymentNet User Manual 2004 J P Morgan Chase amp Co JPMorganChase 4 rev 10 06 PaymentNet User Manual 2004 J P Morgan Chase amp Co JPMorganChase 4 Once the JPMorgan Chase Dispute department has processed all required information the yellow square indicator next to the transaction will be replaced with a red square indicating that the transaction is currently in the dispute process Resolving a Dispute Cardholders can resolve disputed transactions online with the Mark Resolved button This option will appear for transactions already displaying the red square indicator After the Mark as Resolved button is clicked PaymentNet disp
21. thin PaymentNet The menu drop down list see below navigates throughout all PaymentNet pages When you initially open PaymentNet the menu drop down list defaults to Transaction Click on the menu to see all of the options available For now we ll talk about the Transaction List page x 1 e organCh ase Wenu go gt JPMorgan Chase help home Navigation Tools To better navigate on the Transaction List Employee User List and Merchant Profile List screens here are a few navigation tools e Select a View Drop Down Box Displays queries that have been created and saved If no queries have been created this will show only the Default View option Select a views Default View Era e Page Navigator The Go to page of displays the number of pages of transactions that are available for viewing By clicking on the arrows on the upper right part of the screen you can display the first page previous page next page or last page The options available are dependant on the current page The drop down feature allows you to go to a specific page number If more than 100 pages exist a text box will allow you to type in the desired page number Goto page of5 M4 44 M M PaymentNet User Manual Ba 2004 J P Morgan Chase amp Co JPMorganChase 4 rev 10 06 PaymentNet User Manual 2004 J P Morgan Chase amp Co Sorting Columns To sort data by category click on one of the underl
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