CAR SAM

Quick Reference

Guide for Users

May 2012

CORPORATE ACCOUNT RECONCILIATION

Current Functions: SAM & CAR

Log In & Navigation Page 4

Coding/Reallocation Page 8

Running Reports Page 12

New Features: CAR

Receipt Imaging Page 14

Standard Search Page 18

Switching Roles Page 21

Customizing Your Profile Page 22

Contents This guide is designed to help you

perform key functions in CAR by

providing high level descriptions of

how they were done in SAM followed

by the comprehensive steps for

accomplishing the same function in

CAR. The goal is to provide you with

a frame of reference for each function

in SAM without detailing the steps –

which you already know – so you can

focus on making a successful

transition to CAR.

The second half of the manual

includes powerful new features

available in CAR along with

comprehensive steps to help you take

advantage of these new tools.

If you need technical assistance or

have any questions, please call the

CAR Help Desk.

3

SAM2

Log In & Navigation: SAM

During your initial log in, you can access SAM with your default User ID and password, which

are the last eight digits of your account number. Then you’re prompted to change your

password, enter your e-mail address, and select a challenge question and answer.

Once you’re on the home page, access to menu options on the navigation tool bar is

determined by your user privileges, as assigned by your Program Administrator.

4

CAR

Log In & Navigation: CAR

To log in to CAR, go to https:///amex.iers.ihost.com (A) Enter your user ID and password, and click on Log

In (B). You will see a screen with instructions to wait and a pop up box (C) showing your connection status.

5

B

A

C

1

A B

C

Log In & Navigation: CAR

The Accounts & Cycles tab screen is the landing page for CAR. Any accounts you have access to will be

listed in the Cardmember Accounts window (A). CAR also displays 13 months of available cycles, which

include your current open cycle and the last 12 closed months (B). Lock icons indicate the status of a

particular cycle.

To see a Transaction Summary (C), select the desired account and double click on the cycle (or click the

Card Data tab) to see what is pending or not yet actioned, what’s been reviewed and verified that the

accounting information is correct, and what’s been reallocated to a different accounting code.

6

1

2

The Card Data (D) tab allows you to drill down and view transactions for any cycle. The status or first S

column (E) shows if the transaction has been reviewed (green check mark) or reallocated (blue check mark).

Numbers (F) in the next few columns indicate who has touched a transaction: “1” for the Cardmember (C

column) reviewing or reallocating it and “2” for the Cardmember Manager (CM column) approving it. An

exclamation point (!) indicates the transaction has an exception and should be reviewed.

Users also have the ability to see accounting elements (G) tied to a transaction. Additional transaction data

tabs will vary based on the transaction status and type.

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3

4

5

D

F E

G

SAM2

Coding/Reallocation: SAM

During the Transaction Review process,

SAM allows you to split transactions as

well as delete and add line items for

accounting allocation purposes. You may

also change and update the accounting

codes for all line items in the transaction

(according to your user permissions).

Accounting codes can be validated and

searched through SAM’s Accounting

Code Search Engine.

8

CAR

Coding/Reallocation: CAR

In CAR, reallocation is the term used for assigning an accounting code to a newly posted transaction or

modifying an accounting element for an existing one. CAR allows you to reallocate accounting codes that

are incorrect by highlighting the desired transaction and selecting the Reallocate button (A).

9

1

A

D

C B

E

F

Coding/Reallocation: CAR (cond.)

You can then enter or select the appropriate G/L, BU and/or department codes for each element (B).

Transactions can be split (C) by amount or percentage and you can create multiple accounting lines if

needed. After the entire transaction amount is allocated, hit Update. (D)

If you need to reallocate several transactions in a row, you can check the Select next transaction after

submit box (E) to bring up the next transaction on the Card Data tab. After you have made all accounting

code changes, select Submit (F) to complete the reallocation process.

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2

3

11

SAM2

Running Reports: SAM

SAM’s Report Wizard lets you select from a range of standard

reports, specify parameters according to your requirements for

date ranges, sort criteria, and then export, view, print, save or

schedule the reports to run on a regular basis.

12

CAR

Running Reports: CAR

In CAR, you can access virtually the same sets of data you can in SAM using the different search features

to drill down to the data you want to view.

You can also export the data using the Export (A) icon on the toolbar. This action will produce a CSV file

you can save to your computer. You can also print the data in a couple of different standard formats

available in CAR by using the Print (B) icon .

13

A B

1

2

NEW4

New Features in CAR: Receipt Imaging

In SAM, users can save and print a Receipt Submission Report to accompany physical receipts for

transactions included in an expense report. In CAR, you can attach actual receipt images to a transaction.

To add the Receipt Imaging options to your workspace, click View (A) on the menu bar and select List

Options to add the two new columns to your workspace: “R” for receipts and “S” for source like a fax or a

scanner (B).

Select the desired card number and cycle and click the Card Data (C) tab. Select the transaction you want

to match with a receipt. Click Attach (D).

C

D

B

A

1

2

3

14

CAR

In the pop up window, click Browse (E), to search for your receipt package(s). Each attachment can be up

to 2MB and you can attach a total of 10MB per upload. Select a file to import, and click Ok (F).

If you want to add an approval icon to the transaction, check Match and Approve (G). A progress bar will

let you know when your file is attached.

15

E

F G

3

4

New Features in CAR: Receipt Imaging (cond.)

To print out a cover sheet and your receipts, select the desired Cardmember Account number and Cycle

date. Click on the Print (H) icon, highlight summary or details, and click Ok (I).

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H

I

5

J

K

N

L M

O

To match receipts to your transactions, select the Card Data (J) tab and then click the Receipts (K) tab.

Highlight the transactions that need to be matched, select the Unmatched Receipts (L) and drag them to

the Matched Receipts (M) box. To increase the visibility of a receipt, you can double click or scroll over

the image with your cursor. You can also click View (N) to see a full size image (O).

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6

NEW4

New Features in CAR: Search

Search capabilities in SAM are only available to select Cardmembers based on how each your company

configured the system. CAR offers a range of powerful, standard search features that all Cardmembers can

take advantage of regardless of how the CAR system is configured. To get started, click on Search (A).

1

A

18

CAR

B C D

E F G

In the pop up menu, select the appropriate Search Field (B), Operator (C) and Value (D). Note: the

Search Field drop down menu defaults to show only those values based on your card data view. Select

View All to retrieve all search criteria.

Click Search (E). If you also click the Default Search box, your selected search will be the default view for

all future logins to CAR.

Click Save (F) and enter a Search Name (G) if you want to save your query.

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2

3

4

CAR also gives you the ability to Quick Filter (A) the transaction data currently on your screen by simply

typing inside the filter box.

Additionally, CAR allows you to sort columns in ascending/descending alphabetical order by simply clicking

on the column header (B).

A

B

New Features in CAR: Search (cond.)

20

1

2

NEW4CAR

New Features in CAR: Switching Roles

Users with access to multiple roles (Cardmember, Manager, BCA Manager and/or Accounting Manager)

have the ability to access all of them through one login. To switch to a different role, simply click on Roles

(A) in the menu bar and select the desired role from the available options.

A

1

NEW4CAR

New Features in CAR: Customizing Your Profile

Click View (A) on the menu bar and select Profile. In the pop up menu (B), you can change or update your

information (language, date format, default role, etc.). Click Ok (C) to save your changes.

1

A

B

C

22

CAR SAM

Quick Reference

Guide for Users

May 2012

CORPORATE ACCOUNT RECONCILIATION

CAR SAM