Citibank Global Card Management System (GCMS) Quick Start for P

Citibank Global Card Management

System (GCMS) for P-Card Holders and Delegates

Quick Start

Guide

GCMS Quick Start Guide For P-Card Holders v1.2 8/22/2011 Business Support Services Page 1

This Quick Start Guide outlines the P-Card reconciliation process in GCMS for cardholders

and their delegates.

The following subjects will be covered: • Overview and Log In to GCMS System

• Basic Navigation

• Cardholder Tasks

Reconciling Transactions

Allocating Charges

Splitting Transactions

Receipt / Invoice Attachment

Mark Transactions as Reviewed

• User Reports

Quick Start Guide for Citibank Global Card Management System (GCMS)-Cardholders


Overview and Log In

Access the Citibank web site www.citimanager.com. On the right side of the page under the heading “CitiManager Secure Site” click the CitiDirect Global Card Management System link. If this your first time logging in to GMCS, click this link to complete your setup: First Time User Log In / Self Registration. These instructions are located on the last page of this guide.

http://www.citimanager.com/�



Overview and Log In - continued

Key in your User ID and Password and click Login. NOTE: Your login ID and password will be set up the first time you log in to GCMS. Remember that the password is case sensitive.

If you forget your password, click on the Forgot your password link. You will be taken to a page where you can have your password reset. Each time you log in, the system will ask you one of the three challenge questions that you set up during your initial log in session. Your answer must exactly match the answer originally entered. Example

NOTE: Be sure to check your “Junk” or “Spam” folders in your email application and ensure that you receive email communications from the GCMS system. The domain name is “mastercard.com”. In particular make sure you can receive emails from [email protected].

mailto:[email protected]�



Basic Navigation

Use the crumb-trail to go back to the previous page – do not use the browser back button:

More navigation icons in the top right corner of each page: Home, Help, Profile and Exit The Home page shown below displays links to your Account Activity, your report Inbox, Red Cross Account News and Links, and the Resource Center where users can read the Account User’s Guide or obtain online help. NOTE: The Account Activity reflects the date range selected, not the billing cycle.



Basic Navigation - continued There are two tabs shown at the top of the Home page. The “My Profile” tab allows the user to view and update their profile information. The “Account Activity” tab is a dropdown menu and allows the user to view the Transaction Summary, Account Information, Merchant Summary, Cost Allocation Management, Schedule Report, Completed Reports and Scheduled Reports (see the Account User’s Guide in the Resource Center for detailed explanations).



Cardholder Tasks The cardholder will perform these main tasks in GCMS:


Allocating Charges

Splitting Transactions

Receipt / Invoice Attachment

Mark Transactions as Reviewed Cardholders will confirm charges are valid (reconciling transactions), apply costs to the appropriate GL code, (allocating charges), divide charges between GL codes if necessary (splitting transactions) and mark transactions as reviewed. Cardholders may attach scanned images of receipts and invoices to each transaction.

The Red Cross billing cycle runs from the 29th of one month until the 28th of the next month.

Reconcile ALL transactions for a completed cycle by the 8th of the following month. Example: if the billing cycle ends on July 28th, complete the reconciliation by August 8th NOTE: Transactions will appear in GCMS the day after they are posted in the Citibank system. Users can reconcile transactions daily or weekly through the 8th of the month to avoid a backlog at the end of the cycle.

NOTE: Cardholders with un-reconciled P-card charges will periodically receive system generated emails reminding them to complete the reconciliation in GCMS by the 8th of the month.




On the Account Activity tab, click Transaction Summary from the dropdown menu. The Transaction Summary screen appears. Choose a date range for your search one of two ways:

o Reporting Cycle – click the radio button to choose a pre-defined monthly period from the dropdown menu then click the Search button. Users should normally use this option and select the current cycle from the drop down menu.

o Date Type – click the radio button to choose start and end dates using the calendar icons, then click the Search button. Use this option if you want to see transactions for a shorter or longer date range than the current accounting cycle.

NOTE: When choosing Date Type, make sure the Posting Date is selected, NOT Transaction Date. Choose Reporting Cycle for most needs Select Posting Date when choosing a date range



Reconciling Transactions - continued

The search results show the transaction(s) for the selected date range. Verify the charges are valid. Look for duplicate charges, overcharges, taxes or fraudulent charges. The transaction screen will display up to ten transactions at a time. Click the Next button to see additional transactions (if applicable).

Click the links to reveal and hide the GL code fields for all transactions. The user default GL code will be pre-populated.

Expanded Transaction Record



Reconciling Transactions - continued Explanation of icons: As you hover over the icons with your mouse pointer, you can see a description of its function.

- The icon appearing as a graph symbol shows the transaction information, the default GL code and any information the supplier passed along to the bank with the transaction record.

– The icon appearing as a split credit card allows the user to split the transaction amount among multiple GL codes.

– The icon appearing as an expansion symbol reveals the GL code fields for the transaction.

NOTE: The Reviewed box must be checked once the transaction has been reconciled, allocated and, if necessary, split. Cardholders will not be able to check the Approved box.

– The icon appearing as a sheet with a green arrows allows users to attach receipts/invoices for individual transactions.



Allocating Charges

1. Click the Accounting Detail icon for a single transaction to reveal the GL code fields (or click Expand All to show the GL codes for all transactions).

2. Key in the Expense Description and any information that may be important for your approver, or for future reference. Do not enter an invoice number here - there is a separate field for that information.

3. Key in the Invoice Number (if available). This field must be populated if the invoice number is provided. If the merchant grouped payments together into a single transaction, use the split functionality and enter the appropriate invoice number on each split.

4. Confirm the default GL code is appropriate or make changes as necessary. To edit code segments,

click the button and use the dropdown arrows in each segment to choose the correct code.

5. Click the Save button when all modifications are made. If it is not necessary to split the transaction,

move on to Mark Transactions as Reviewed section. NOTE: If you make a mistake, click the Reset button to clear any changes.

Editing GL Codes



Splitting Transactions Two ways – by Amount or by Percent

If the transaction amount should be allocated to multiple GL codes, click the Split Transaction icon .

1. Choose the number of required splits from the dropdown arrow and click the Add button.

2. Choose whether to split the transaction by Amount or Percent then click the Save button.



Splitting Transactions - continued

3. Click Expand All to reveal the default accounting codes for each split. To modify the codes, click the Edit Accounting Codes button.

4. For each split, change the GL code as necessary using the dropdown arrows. Modify the Expense Description for each split as appropriate (NOTE: if you entered a description prior to clicking the Split icon, the original description will carry down into each split line). If available, enter the Invoice Number on each split line.



5. Click the Save button when all modifications are made.

NOTE: If you make a mistake, click the Reset button to clear any changes.

NOTE: The sum of all of split amounts should equal the total of the transaction amount or 100%.

Attaching Receipts/Invoices Attachments are limited to 2MB and must be “.JPG” or “.PNG” file types. Exceeding the file size limitations or attaching unsupported file types will result in the error screens below. In November 2011 GCMS will allow PDF attachments.

1. Select the “Add Receipt” icon to open the “Add Receipt” dialog box.

The image above has been cropped to allow easier viewing of the Add Receipt icon.



Attaching Receipts/Invoices - continued

2. Select “Browse” in the dialog box to open the “Choose File To Upload” window.

3. Open the directory where the receipt/invoice image is saved and double click to select.

4. Once the title of the file appears in the “Add Receipt” dialog box select “Add”.

5. Successful attachment will remove the green arrow from the icon . 6. Attachments can be removed by selecting the icon and choosing “Delete”.

Mark Transactions as Reviewed

Check the Reviewed box and the Save button once the transaction has been reconciled, allocated and, if necessary, split. This will lock the transaction for the cardholder and no further changes can be made. If it is necessary to modify the transaction after it is locked, the cardholder’s approver will have to uncheck the Reviewed box to allow additional changes. NOTE: Cardholders will not be able to check the Approved box.



Additional Instructions and Information for Cardholders

1. Reconcile ALL transactions for the current cycle by the 8th of the month. NOTE: Transactions will appear in GCMS the day after they are posted in the Citibank system. Users can reconcile transactions daily or weekly through the 8th of the month to avoid a backlog at the end of the cycle.

2. Match receipts to charges and look for duplicate transactions or overcharges.

3. Resolve any issues with merchant ASAP. Report unresolved issues to Citibank within

60 days of the statement date and report fraudulent transactions to the bank immediately - call the toll free number on the back of the card (800-248-4553).

4. Make any necessary changes to account string segments, add invoice numbers

(where provided on the supporting documents), and add comments in the description field that will help your approver understand the purpose of the purchase.

5. Print a copy of the transactions. Sign and date at the bottom, attach all original

receipts and forward to approver.

6. After approval, store original receipts and a copy of transactions centrally at the business unit location. IRS regulations require receipts to be kept for three years.

NOTE: The American Red Cross has tax-exempt status and we should not pay taxes for purchases. Information and documentation on ARC’s tax exempt status can be found on CrossNet at: https://crossnet.redcross.org/every/legal/lrm/chapter14Tax.pdf. See page 16. More helpful links: https://crossnet.redcross.org/natl_sect/ssc/PCardTaxTips.pdf, https://crossnet.redcross.org/every/fin/PCard/FAQCardholders.pdf, https://crossnet.redcross.org/every/fin/PCard/OnlineReallocationApprovalProcess.pdf Questions about the reconciliation process should be directed to Citibank at 800-248-4553, prompts 1 and 1. ARC Contacts Penny Weaver: (704) 943-6799 [email protected] Angela Myers: (704) 943-6730 [email protected] After normal business hours emergencies only - call: 704-241-0805

https://crossnet.redcross.org/every/legal/lrm/chapter14Tax.pdf�

https://crossnet.redcross.org/natl_sect/ssc/PCardTaxTips.pdf�

https://crossnet.redcross.org/every/fin/PCard/FAQCardholders.pdf�

https://crossnet.redcross.org/every/fin/PCard/OnlineReallocationApprovalProcess.pdf�





User Reports ATTENTION: The Citibank system can only run reports based on activities completed the prior day (e.g. transaction postings, reviewed transactions or allocations). Transactions posted and user actions completed on the current day will not show on any report until the next day. NOTE: Reports will show only the transactions to which the user has access. Report Availability - System Mandated Offset: If a report date range is chosen with the ending date on the current day, the system will generate the report the next day. If a report date range is chosen ending on a future date, the system will generate the report the day after that future date. Don’t

o Choose the current day as a report end date o Print the list of transactions on the same day you complete reconciliation

Do

o Print list of reviewed transactions at least one day after you complete reconciliation o If it is absolutely necessary to print your transactions on the current day, you can make

screen prints of your transactions after completing reconciliation. From the Home page hover over the Account Activity tab to drop the menu down then click Schedule Report.



User Reports – (continued) There are 2 pre-defined reports the user will utilize:

o Transaction View Report (optional) o Expense Report (mandatory)

OPTIONAL: The User may run a Transaction View Report to view their transactions in Excel format. This may be an easier way for some users to review transactions. This report can be sorted and filtered like any Excel spread sheet whereas the Expense Report will have a fixed format that cannot be changed. Step 1 of 3: On the Choose Report screen, click the Transaction View Report icon.



User Reports – (continued) Step 2 of 3: Choose report Criteria (Date Type, Review Status), type Description and click Save.

Step 3 of 3: Select the appropriate Frequency radio button.

o Run Once: To run report one time for the specified date range, subject to System Mandated Offset. o Daily: To run report daily for the specified number of days. o Weekly: To run report weekly for the specified number of weeks. o Monthly: To run report monthly for the specified number of months. o Reporting Cycle: To run report based on the monthly statement cycle for the specified number of

months. Schedule Offset (optional) will force the report to run a number of days after the end of the date range. This will allow any transactions processed late to be included in the report. Citibank recommends at least 2 days offset for period ending reports (including the system mandated offset). Once the Frequency is selected, click Save.



User Reports – (continued) ***Once the report is ready to view/print, it will display in the Completed Reports status area and in the report Inbox on the Home page. The user will also receive an email notification when the report is complete***



User Reports – (continued) MANDATORY: The User will print an Expense Report to summarize transactions for their approver. This report will be in PDF format and will have spaces at the bottom for the cardholder’s signature and the date. After all reconciliations, allocations and splits are completed, users will run and print out the Expense Report, sign and date the print out and present to their approver along with any back up documentation. Step 1 of 5: On the Choose Report screen, click the Expense Report icon.



User Reports – (continued) Step 2 of 5: At the Select Cost Allocation Scheme screen, select the appropriate scheme for your organization (American Red Cross or Chapters) and click Next.



User Reports – (continued) Step 3 of 5: On the Filters screen, choose the following field selections then click the Add button: Field: Reviewed Status Type: Equals Value: Yes

Check the Reviewed Status box. The filter status bar will turn light blue. Click the Next button.



User Reports – (continued) Step 4 of 5: At the Schedule Report: Options screen, select the following options: Date Type: Posting Date Report Format: Adobe PDF Number Format: XX,XXX.XX Date Format: MM/DD/YYYY Additional Options: Check Include Splits Then, key in: Description: Type report description When finished, confirm the email address: Notify me at: Confirm defaulted email address After verifying all fields are correct, click the Next button.



User Reports – (continued) Step 5 of 5: On the Schedule Report: Frequency screen, it is mandatory that you select the Reporting Cycle radio button. Reporting Cycle: based on the monthly statement cycle for the specified number of months. Schedule Offset dropdown selection will force the report to run a number of days after the end of the date range in order to allow any transactions processed late to be included in the report. Once the frequency is set, click Save. ***Once the report is ready to view/print, it will display in the Completed Reports status area***

END OF QUICK START GUIDE



First Time User Log-In / Self Registration Existing and New Users will first be set up with an account by Citibank. Follow these instructions to submit your GCMS registration.

1. Go to the URL below to access the Global Card Management System (GCMS) Self-Registration page: https://www.globalmanagement.citidirect.com/sdng/login/logoutRequest.do

2. Type your 16 digit credit card/account number in the User ID field.

3. Type the following password: “Redcross12” AND the last four digits of your credit card/account number. The

“R” must be capitalized. For example if the last four digits in your account number are 9876, you would type the following in the password box: Redcross129876

4. Enter a new User ID, new password, your email address then select a security question and answer.

https://www.globalmanagement.citidirect.com/sdng/login/logoutRequest.do�



First Time User Log-In / Self Registration - continued

5. Select three challenge questions and the responses.

NOTE: You will be prompted to answer one question, chosen at random, each time you log in to the GCMS website.



You may now begin using the GCMS application! Refer to the Quick Start Guide for instructions on how to use the GCMS system to reconcile P-card charges. If you are having difficulty accessing the site, or have questions about GCMS, please contact Citibank customer support at:

800-248-4553 - when prompted choose option 1, and then choose option 1 again. If you are experiencing problems with using your P-Card, please contact Citibank using the phone number listed on the back of the card (800-248-4553). If the bank cannot resolve the issue please contact one of the ARC P-Card program administrators listed below. ARC P-Card Program Administrators contact information:

o Penny Weaver: (704) 943-6799 [email protected]

o Angela Myers: (704) 943-6730 [email protected]

o Or email [email protected] If you have an after normal business hours emergency, where the bank could not assist, you can reach an ARC P-Card program administrator at 704-241-0805. If the issue is not an emergency you can contact one of the administrators on the next business day or by emailing using one of the email addresses listed above.


Date post:	12-Sep-2021
Category:	Documents
Upload:	others
View:	4 times
Download:	0 times

Citibank Global Card Management System (GCMS) Quick Start for P

Documents