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Humble ISD

Corporate Account Reconciliation (CAR)

End User Training

For Cardmembers

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Agenda

Corporate Account Reconciliation (CAR) Overview

Self Registration and Initial Log In Process

Accounts and Cycles

Transaction Data

Reviewing/Approving

Print/Export Feature

Search Feature

CAR Help

What else do I need to know?

CAR and Card Program Contact Information

Questions and Answers

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• Internet based Corporate Card reconciliation tool • CAR allows cardmembers to review/approve Corporate Card

transactions 24 hours a day, 7 days a week• Posted transactions, grouped by billing cycle, contain:

• Transaction Amount• Transaction Date• Merchant Name• Order Data (May be Summary or Line Item depending on merchant

capabilities)• System Generated Accounting Allocation

• A cardmember may: Review Print a Transaction Summary Report Export data Search

Corporate Account Reconciliation (CAR) Product Overview

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Self Registration and Initial Log In Process

1. Go to https://amex.iers.ihost.com

2. *Use your Company Key to go through the Self Registration Process

3. Receive temporary password

4. Log into system using temporary password - create permanent password to access CAR

*Note: The Company Key is unique for each company and will be provided to all CAR users by your Program Administrator.

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Self Registration Process

To begin the process, copy and paste your Company Key into this field then click Register Now.

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Company Key

Example of a Company Key. A tip is not to copy any additional spaces before or after the Key.

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New User Registration

1. Enter your first, middle initial and last name.

2. Enter the desired User ID. It must be unique across CAR. A tip is to put a numberat the end of your User ID if it is already in use.

3. Select a challenge question and enter a response. The response is case sensitive.

4. Enter email address.Important to enter the correct address as this is where the temporary password will be sent.

5. If you have a card, leave the CAR box checked. If youdon’t have a card but need access to view transactions, check the Non-cardholder box. The non-cardholder role is typically used for managers. Non-Cardholders should contacttheir PA after registering and ask them to add cards to their profile.

6. Once complete,click Next.

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Adding your Card Number

Enter your 15 digit card number with no spaces or dashes. If you have more than one card, click Add Another Card to enter your additional card numbers. Once complete, click Next.

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New User Registration Review

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Review your information prior to submission. If the information is correct, click Submit. If the information is not correct, click Cancel which will take you back to the log on screen. Repeat the Self Registration process.

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Registration Confirmation Message

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Example of Registration Email

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Initial Log In Process

Return to the CAR log in screen. Enter your User ID, copy and paste the temporary password and click Log In.

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Enter your Company Key and Challenge Response

Copy and paste your Company Key. Enter your Challenge Response (is case sensitive).

Once complete,click Submit.

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Changing your Password

Important Note: Once you click Change, the system will begin to log you in to the CAR application. If the application does not open, it is possible that your computer does not have the proper version of Sun Java installed. Please contact your internal Help Desk for assistance. You may also receive a pop up error message indicating there are no transactions associated to the card or cards tied to your CAR user profile. Once the first transaction comes through the tool, you will no longer receive this error message.

You will be prompted to change your Password. Re-enter your new Password for verification purposes. Once complete, click Change.

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Self Registration and Initial Log In Process Review

Information Needed for the Self Registration and Initial Log In Process: Company Key

Name

Email

User ID

Challenge Question/Response

Card Number(s)

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Forgot Your Password

If you ever forget your password or mistakenly delete the temporary password, click on the Forgot Your Password link. You will need your Company Key, User ID, Challenge Question and Response. A new temporary password will be emailed to you. Repeat the Initial Log In process to set up a new password.

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CAR User Roles

This is the homepage once you have logged into CAR

4 Roles within the CAR ToolCardmember: user has access to only their card(s)Cardmember Manager = Bookkeeper: user has access to their own card along with any cards that require their review/approval Basic Control Account (BCA) Manager: this upper level role gives access to all cards in a Basic Control Account. This has been reserved for Program Administration at our District.Accounting Manager = Principal/Department manager: this upper level role gives a user access to all charges that have certain specified accounting codes

Most CAR users will be set up as Cardmembers or Cardmember Managers

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Accounts and Cycles

Any cards that you have access to will be listed here.

To see a summary of a cycle, highlight the cycleabove and look below for the summary information. Pending indicates that a transaction has not been actioned by the user. Reviewed indicates a user has reviewed thecharge and verified the accounting information is correct. Reallocated indicates a user has changed the accounting information on a transaction.

The last 8 closed cycles with the most current cycle in an open status will be displayed above. Lock iconsindicate the status of a particular cycle. Move your curser over the E column to get tip text on what each color represents.

This is the homepage once you have logged into CAR.

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Card Data

Select the Card Data tab to view your transactions for selected card and cycle.

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Card Data continued…Status column will show if the transaction has been reviewed or reallocated.A green check mark indicates that it has been reviewed, a blue check mark indicated that is has been reallocated.

Numbers in the next 4 columns correspond to which role has review or reallocated a transaction. If you see a 1, the Cardmember (C) has reviewed or reallocated the transaction. If you see a 2, the Cardmember Manager (CM) has approved the transaction.

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Card Data continued…

Exclamation point (!) indicatesthe transaction has an exceptionand should be looked at.

Cmt column shows if there is a comment on a transactionEntered by the Cardmember or Cardmember Manager.

LID indicatesLine Item Detail or invoice level detail has been passed by the Merchant.

Basic information for the transaction including Date, Merchant Name, Merchant Location, State and Billed Amount.

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Card Data Tab - Accounting

Users also have the ability to see the accounting elements tied to a transaction as seen above. If accounting elements are not visible, they can be added through the card data list options shown on Slide 40.

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Column Sorting

Columns can be sortedin ascending or descending order by clicking on the columnheader.

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Transaction and Merchant Details

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The Transaction Detail tab providesinformation from the merchant for a particular

transaction.

Default Accounting Codes are presented above based upon mapping rules (client defined) Accounting fields represented with ‘XXX’, must

be replaced with actual budget codes.

Basic information for the merchant is provided in the Merchant Information tab.

Due to the competitive nature of this document, the information contained within is considered to be of a proprietary and confidential nature and shall not be copied, printed or otherwise reproduced without the express written permission of American Express.

Additional Transaction Detail

The Additional Transaction Detail tab can be used to capture informationfor a transaction by the cardmember. A brief comment regarding the transaction should be entered here. After entering information, click on the Save button to save the information that has been entered for the transaction.

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Reviewing or Approving Transactions

Agenda

After you have reviewed the transaction along with the accounting information, you can mark it in a reviewed or approved status by clicking on the Reviewed or Approved button in the lower right hand corner of the screen.

Any transaction represented as a negative is a credit back to your account.

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Reviewing or Approving Transactions continued…

A green check mark will appear in the Status column. A 1 will also appear in the Cardmember (C) column indicating a Cardmember has reviewed or approved the transaction.

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Multiple Transaction Review or Approval

You can also mark multiple transactions (that are in order) in a reviewed or approved status by holding down the shift key and Highlighting the charges as shown above. If you want to pick and choose transactions to mark as reviewed or approved, you can do so by using the control key and highlighting The charges as shown below.

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Printing the Card Data

Go to the toolbar and select the Print icon.

Users can select PrintPreview or select OKto print the card data.

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Print Preview

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Export the Card Data

Select the Export icon on the toolbar. This will produce a CSV file that you can save on your computer. This is not a requirement for the Humble ISD program.

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Changing List OptionsGo to View on the toolbar and select List Options. From there you can change the information displayed on the Card Data tab.

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Search Feature

If you need to search for specific transactions, click on the Search icon on the toolbar.

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Using the Search Feature

By using the Search feature, you can setup a search on many different fields as seen below. You can then save the search by renaming it. Examples are displayed below.

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Using the Search Feature continued…

If you search for all transactions with a value greater than $200 (for example), you can then go back to view all transactionsby selecting the View All icon on the toolbar.

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CAR Help

Comprehensive Help guides and lessons are available for assistance on the tool’s functionality. You can access these Help guides and lessons by clicking on the Help icon on the toolbar.

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What else do I need to know?

DISPUTES• Contact the Merchant directly to resolve the dispute

• Users can note the disputed charge in CAR (Transaction Detail Tab, comments field)

• If a solution cannot be agreed upon with the Merchant, contact American Express Customer Service (phone number on the back of the card)

ACCOUNT CHANGES• For account maintenance including default Accounting Code changes, limit increases, etc.,

contact your Company Card Program Administrator

RENEWALS

• Cards will automatically be renewed in four years

LOST/STOLEN CARDS• For lost or stolen cards, contact American Express Customer Service immediately (1-800-441-

0519) for cancellation and card replacement

• Also contact your Company Card Program Administrator so updates can be applied to CAR

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What else do I need to know?

DECLINES

• If your card is declined, you may have:

Exceeded your transaction/monthly limit

Attempted a charge with an unapproved merchant where an MCC (Merchant Category Code) block or Standard Industry Code restriction is in place

The strip on the back of the card may be damaged

Merchant’s equipment may be down

• Please contact American Express Customer Service (phone number on the back of the card)or your Company Card Program Administrator

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CAR and Card Program Contact Information

CAR Administration and Help Contact your Company Card Program Administrator

American Express Customer Service

1-800-528-2122

American Express Card Activation

1-800-362-6033

Corporate Account Reconciliation (CAR)

https://amex.iers.ihost.com/

Manage Your Card Account www.americanexpress.com/checkyourbill

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