Using Commercial Cards - Westpac · Using Commercial Cards Page 2 of 34 Effective as at May 2020...

Corporate Online.

Using Commercial Cards

Effective as at May 2020

About this Guide

Using Commercial Cards Page 2 of 34


About Corporate Online

Westpac Corporate Online is an internet-based electronic platform, providing a single point

of entry to a suite of online transactional services specifically designed for major Australian,

New Zealand and international corporations and government bodies.

By working closely with customers like you, Westpac has developed Corporate Online as a

portal environment that delivers greater control, productivity and flexibility to your business.

Control how your organisation uses Corporate Online, including which applications and

features staff members can use and which accounts and services they have access to.

Increase productivity by getting straight to work with Corporate Online’s easy-to-use

interface and simple workflows.

Use Corporate Online’s flexibility to create a setup that matches your business needs and can

grow and change as your business does.

Security

Corporate Online employs a “best of breed” security model, using a range of protective

technologies to guard your organisation’s information and to assist you in better managing

the risks of fraudulent activity. These include 128bit encryption and SecurID® Tokens

For detailed information on Corporate Online’s extensive security features, please ask your

Westpac relationship manager.

Note

This user guide forms part of your Agreement with us and provides information for your use

of this product within Westpac Corporate Online.

Certain words used throughout the user guide may have a defined meaning in the Glossary.

Copyright © Effective as at May 2020 Westpac Banking Corporation ABN 33 007 457 141

About this Guide



Contents

About this Guide..................................................................................................... 4

Introducing Commercial Cards ................................................................................ 5 Commercial Card structures ............................................................................................ 5 Card types ...................................................................................................................... 6 Display of card numbers ................................................................................................. 6 Additional Employee Benefit cards .................................................................................. 6 Cards features ................................................................................................................ 7 User access .................................................................................................................... 7 Information history ......................................................................................................... 7

Viewing Commercial Card information .................................................................... 8 Procedure: Viewing company information ........................................................................ 8 Procedure: Viewing card balances ................................................................................. 10 Procedure: Viewing card transactions ............................................................................ 12 Procedure: Viewing card statements .............................................................................. 15

Exporting Commercial Cards ................................................................................ 17 Commercial Card files ................................................................................................... 17 Procedure: Exporting Commercial Card information ...................................................... 19

Reporting ............................................................................................................. 22 Procedure: Viewing reports ........................................................................................... 24

Setting Receipts Preferences ................................................................................. 26 Procedure: Setting Receipts Preferences ........................................................................ 26

Basic Skills: Receipts ............................................................................................. 28 Filtering items on a list screen ...................................................................................... 28 Displaying items on a list screen ................................................................................... 28 Sorting items on a list screen ........................................................................................ 29 Entering dates with the calendar ................................................................................... 30 Navigating a list screen using the grey navigation links ................................................. 30 Printing with Print preview ............................................................................................ 31

Glossary ............................................................................................................... 32

Index .................................................................................................................... 33

About this Guide



About this Guide

This guide describes how to use the Receipts functionality of Westpac Corporate Online.

It is one of a suite of guides that cover the wide range of applications and features that are

available through Corporate Online.

Where can I find a copy of this guide?

The most up-to-date versions of this and other Corporate Online user guides can be found on

the User guides screen of Corporate Online.

If you must print this document, always download the PDF from Corporate Online then

print from that: don’t print a saved PDF or photocopy a paper copy as it may not be current.

What else should I read?

As well as reading this guide, we strongly recommend you read the Corporate Online User

Guide, which covers topics such as logging on and security.

Click on a link to display the user guides for that application.



Introducing Commercial Cards

Corporate Online Receipts provides access to Commercial Card balance and transaction

information for VISA and MasterCard

Features available include:

• A summary of previous business day information at Company level

• A summary of previous business day information at Reporting level

• A summary of previous business day information at Card level

• Card balances and transactions for 24 months (view, print or export to CSV)

• Individual monthly card holder statements

• Company periodically issued reports in Adobe PDF and CSV

Commercial Card structures

This section introduces some of the main concepts that will help you understand the

structure of your Commercial Card service as it appears in Corporate Online.

Your Commercial Card structure is organised in 3 parts:

• Company

• Reporting levels and Groups

• Cardholders

How a Commercial Card structure works

A Commercial Cards structure works in a very similar way to a simple family tree.

Using this family tree analogy, Reporting levels compare to “parents” and Cardholders to

“children”.

The Company level details always sit at the highest level (or Level 01), indicated in

Corporate Online as “01-01”. Cards may be linked directly to the Company level and/or to

subsequent Reporting levels. For example, Reporting level 02, 03, 04 etc.

Each card is linked to a Reporting level for the purposes of reporting. Each Reporting level

has a unique identifier to indicate where it sits in the Company structure. For example, 02-01

where “02” indicates the Level and “01” indicates the Group within the level.



There is no limit to the number of groups per level however the maximum number of

reporting levels allowed is seven.

The structure of your Commercial Card service is not maintained within Corporate Online.

Please contact your Westpac Representative to make changes.

Card types

Commercial Card information is available for the following card types:

Card types

Corporate VISA card Corporate MasterCard

Purchasing VISA card Purchasing MasterCard

Virtual purchasing VISA card Virtual Purchasing MasterCard

Leisure Accommodation & Venue Hire

VISA card

Leisure Accommodation & Venue Hire

MasterCard

Everyday purchase VISA card Everyday Purchase MasterCard

Meal Entertainment VISA card Meal Entertainment MasterCard

AMS Corporate MasterCard

AMS Purchasing MasterCard

Display of card numbers

For Westpac to comply with the Payment Card Industry Data Security Standard (PCI DSS)

rules the full card numbers are not displayed on screen. These rules provide the guideline

for how credit card data is handled and stored.

For reconciliation purposes, the full card number details are provided in the export file.

Additional Employee Benefit cards

An asterisk (*) is indicated in red next to the additional cardholder and a note placed at the

bottom of the screen if the card displayed is an additional Employee Benefit card.



Cards features

The Cards functionality is broken down into a number of features to allow you to manage

which tasks can be performed by which users in your organisation (according to their job

role).

The features are:

Feature (as allocated

in Administration)

which allows you to…

View and print

commercial card

information

View and print transaction information for Commercial Cards

— see Viewing Commercial Card information on page 8.

Export Export data from for Commercial Cards

—see Exporting on page 17

Merge export

files

Merge data from more than one file into a single file

— see Exporting on page 17

These features are allocated to users by your Corporate Online administrators.

User access

Providing access to the Commercial Card feature allows the user to perform that function on

all cards issued under the Commercial Card service(s) assigned to them.

To manage changes to cards under a Commercial Card service please talk to your Westpac

relationship manager.

Information history

Commercial Card information including card balances, transactions and statements remains

available in Corporate Online for 24 months.

Reports and Export files remain available for 100 calendar days.



Viewing Commercial Card information

Commercial Card information including card balances, transactions and statements remains

available in Corporate Online for 24 months.

Procedure: Viewing company information

To perform this procedure, you need access to the Receipts > View and print commercial

cards information feature, an office and at least one Commercial Card service ID (card

company).

Start from anywhere in the Receipts application.

1. From the left-hand navigation menu, select View > Cards.

Corporate Online displays the Company screen which displays the net closing balance of the

Company or Reporting level as at the previous business day. For example:



2. Filter the items displayed on screen using the Office, Group and Reporting level options

and then click Update list.

Corporate Online displays information to match the filter criteria.

For more information on navigating around list screens see:

Filtering items on a list screen on page 28

Displaying items on a list screen on page 28

Sorting items on a list screen on page 29

Entering dates with the calendar on page 30

Navigating a list screen using the grey navigation links on page 30

3. Perform one of the following actions:

➢ To view the details of a reporting level, click a Reporting level name link.

Corporate Online displays the reporting level details.

➢ To print the company information click Print preview.

For more information, see

Printing with Print preview on page 31.



Procedure: Viewing card balances


cards information feature, an office, and at least one Commercial Card service ID (card

company).



Corporate Online displays the Company screen.

2. Click the Cards tab at the top of the screen.

Corporate Online displays the Cards list screen, which shows the balances of cards for the

selected reporting group for the previous business day.

Note: “Closed” cards are displayed for 100 days from the date they are closed.



3. Filter the items displayed on screen using the Office, Company, Reporting level and

Status options and then click Update list.

Corporate Online displays a list of cards that match the filter criteria.








➢ To view the transaction list for a card, click a Cardholder link.

Corporate Online displays the transaction list screen. Click the Go to cards list to

return to this screen.

➢ To print the card balances click Print preview.



➢ To export the card balances to Comma separated values (CSV), click Export card list.

What happens next depends on the browser you are using to access Corporate Online

(i.e.: Internet Explorer, Google Chrome, Mozilla Firefox, Microsoft Edge, Safari etc).

Wait for the export file to appear and then save it to your computer or network.



Procedure: Viewing card transactions


cards information feature, an office, and at least one Commercial Card service ID (company

ID)


From the left-hand navigation menu, select View > Cards.


2. Click the Cards tab at the top of the screen.

3. Click a Cardholder name link.

Corporate Online displays the Cards details and transaction list screen, which shows all

transactions for the current filter criteria.

It also shows the Opening and Closing balance for the previous business day of the card

selected. The Available balance displayed is updated when a transaction is made to the card

during the day.



4. Filter the items displayed on screen using the Office, Group and as at date options and then

click Update list.

Corporate Online displays a list of transactions that match the search criteria. For more

information on navigating around list screens see:









➢ To view the transaction list for an account, click a Description of transaction link.

Corporate Online displays the transaction details screen. Click the Back button to

return to this screen.

➢ To print the transaction list click Print preview.



➢ To export the transaction list to Comma separated values (CSV), click Export

transaction list.

What happens next depends on the browser you are using to access Corporate Online

(i.e.: Internet Explorer, Google Chrome, Mozilla Firefox, Microsoft Edge, Safari etc).




Procedure: Viewing card statements


cards information feature, an office, and at least one Commercial Card service ID (card

company).




2. Click the Statements tab at the top of the screen.

Filter the items displayed on screen using the Office, Company level, Reporting level and

Date options and then click Update list.



Corporate Online displays a list of statements that match the search criteria.








➢ To view the transaction list for an account, click a Cardholder link.

Corporate Online displays the PDF in a new browser window.

4. Use the Adobe Reader functions to perform one or more of the following actions:

➢ To print the PDF,

click the print icon on the Adobe Reader tool bar.

➢ To save the PDF,

click the save icon on the Adobe Reader tool bar

For more information, see the Adobe Reader’s help and user guides. If you’re viewing a lot

of PDFs, it’s worth spending some time learning how to use Reader’s shortcuts and features.



Exporting Commercial Cards

Export allows you to export one or more receipt files out of Corporate Online and onto your

network or local drive.

Once the data leaves Corporate Online, you will be responsible for its safe keeping and data

integrity.

Commercial Card files

Corporate Online automatically generates Commercial Card export files in Comma

Separated Values (CSV) format.

The export screen provides summary information about each export file.

Each receipt file has a status to help you keep track of your exports: These are:

• Not ready for export

• Ready for export

• Exported.

You can export any receipt file more than once, but Corporate Online will ask you to

confirm you want to re-export before it allows you to do so.

What export formats are available?

The following table summarises the reports available in Receipts:

Export format Frequency What’s in the export?

Transactions and

balances (CSV)

Daily Provide the daily card transactions and

balance information. Note: Closed cards are

not included in the export file.

Declined transactions

(CSV)

Weekly on a

Monday

Includes information relating to transactions

which either exceed or are outside of the set

cardholder parameters (i.e. this would include

a transaction greater than the authorised

transaction limit, or if it has been used at a

merchant category outside set parameters).

Consolidated

monthly statement

(CSV)

Monthly as at

the statement

date

An expense statement for the entire company,

produced at a company / or company sub-

level. It includes a company statement with

totals for every sub-level within the company.

Will provide a breakup for each cardholder

within a sub-level by - Opening Balance,

Purchases, Cash Advances, Finance Charges,

Fees, Payments and End Balances.

Spend analysis

(CSV)

Yearly on

anniversary of

facility

establishment

An expense statement for the entire company

for the financial year. Month by month

analysis by Merchant category.



Export format Frequency What’s in the export?

Cardholder listing

(CSV)

On request, call

the Commercial

Cards help desk

A list of all active and dormant cardholders,

including card number cardholder name,

expiry date, credit limit.

Westpac format

(WBC)

Daily or

Monthly

Provides VISA information including

transactions, balances and merchant categories

in Infospan format.

Note: This service has been withdrawn from

sale. It will only be available if you have

previously been setup with the VISA data feed

facility via Corporate Online prior to

December 2012.

Technical specifications for each format are available from your Westpac relationship

manager.



Procedure: Exporting Commercial Card information

Use this procedure to export Commercial Card information from Corporate Online and save

it onto your computer or network.

To perform this procedure, you need access to the Receipts > Export feature, an office, and

at least one Commercial Card service ID (card company).


1. From the left-hand navigation menu, select Receipts > Export.

Corporate Online displays the Export—List of export files screen.

2. Select criteria for the files to display (including Office, Service type, Export format and

Dates), then click Update list.

Corporate Online displays any files that match the selection criteria.









3. Select the files you want to export then click Export.

If you selected only one file, Corporate Online displays the Download being processed

screen.

Skip down to step 5.

If you selected more than one file, Corporate Online displays the Export – Selected

receipts screen.

4. Review the files selected, then click Export selected receipts.

If you have selected any files with a status of Exported, Corporate Online displays a

warning. For example:

Click OK to proceed.



5. Corporate Online displays the Download being processed screen.

What happens next depends on the browser you are using to access Corporate Online (i.e.:

Internet Explorer, Google Chrome, Mozilla Firefox, Microsoft Edge, Safari etc).


6. Once the export file has been saved, click OK from the Export being processed screen to

return to the Export list.

Corporate Online updates the status of the export to “Exported”. Corporate Online allows

you to re-export the file you have already exported but will warn you at the same. Export

files remain available for 100 calendar days.



Reporting

Reports allows you to view regular Commercial cards reports, which Corporate Online

delivers as PDF (Adobe Portable Document Format) files for printing, saving, or emailing.

The PDF reports generated are available from the Viewing scheduled reports screen (See

Procedure: Viewing reports on page 24). The PDF reports remain on the view screen for

100 calendar days).

Once a PDF leaves Corporate Online, you are responsible for its safe keeping.

What reports are available?

The following table summarises the reports available for Commercial cards:

Report type Frequency What’s in the report?

Cardholder

statement

Monthly An itemised record of all transactions posted to

a card account for a billing cycle.

Consolidated

monthly

statement

Monthly as at the

statement date

An expense statement for the entire company,

produced at a company / or company sub-level.

It includes a company statement with totals for

every sub-level within the company. Will

provide a breakup for each cardholder within a

sub-level by: Opening Balance, Purchases, Cash

Advances, Finance Charges, Fees, Payments

and End Balances.

Cardholder

listing

On request, call the

Commercial Cards

help desk

A list of all active and dormant cardholders,

including card number cardholder name, expiry

date, credit limit.

Company

hierarchy

details

On request, call the

Commercial Cards

help desk

A list of the company’s hierarchy, any

department information, sub-level name(s) and

contact details for each sub-level.

Company

master list

Annually on

anniversary of facility

establishment

Year to Date statistics on the customer’s sub-

levels, and their status within the organisation.

(This includes information on the number of

cards attached to a sub-level and whether they

are open or closed)

Transaction

exception by

reason

Weekly on a Monday Includes information relating to transactions

which either exceed or are outside of the set

cardholder parameters (i.e. this would include a

transaction greater than the authorised

transaction limit, or if it has been used at a

merchant category outside set parameters).

Financial

year activity

by month

Annually on


establishment

Includes details on the transaction count and

amount spent on the following spend categories:

Airlines, Auto Expenses, Business Services,

Cash Advances, Lodging / Retails and Personal

/ Transport.



Report type Frequency What’s in the report?

Financial

year business

services

activity by

month

Annually on


establishment

Includes details on the transaction count and

amount spent on the following spend categories:

Business Expenses, Communications,

Educational Services, Finance Services,

Medical, Business Services and Food &

Beverage.



Procedure: Viewing reports

Use this procedure to view or download a PDF report generated on a Commercial cards

service.


card information feature, an office, and at least one Commercial Card service ID (card

company).

Start from anywhere in the Receipts application:

1. From the left-hand navigation menu, select Receipts > View > Scheduled reports.

2. Corporate Online displays the View scheduled reports screen.

Select criteria for the files to display (including Office, Report and Dates), then click

Update list.

Corporate Online displays a list of reports that match the search criteria.







3. Click on a Description & details link.



Corporate Online displays the PDF in a new browser window.

4. Use the Adobe Reader functions to perform one or more of the following actions:

➢ To print the PDF,

click the print icon on the Adobe Reader tool bar.

➢ To save the PDF,

click the save icon on the Adobe Reader tool bar

For more information, see the Adobe Reader’s help and user guides. If you’re viewing a lot

of PDFs, it’s worth spending some time learning how to use Reader’s shortcuts and features.



Setting Receipts Preferences

Set preferences allow you to set the default values displayed by Corporate Online Receipts

to the screens, offices and services you use the most. This can save you time and hassle.

Each user can set their own preferences. Preferences must be set for each Corporate Online

application (e.g. Receipts, Accounts) individually.

Procedure: Setting Receipts Preferences

Use this procedure to set your individual preferences for the Receipts application.

All users with access to Receipts can perform this procedure.


1. From the left-hand navigation menu, select Receipts > Set preferences.

Corporate Online displays the Set preferences – Receipts preferred settings screen.

2. Set your preferences by selecting them from the drop-down lists displayed.

Heading Notes on fields

Select a Receipts screen from the drop-down list.

Corporate Online will display this screen each time you

navigate to the Receipts application.



Heading Notes on fields

Select an Office, Company and Reporting level from the

drop-down lists.

Corporate Online will use these preferences each time you

navigate to the Cards screen.

Select an Office, Service type and Export format from the

drop-down lists.

Corporate Online will use these preferences each time you

navigate to the Export screen.

3. Click Submit.

Corporate Online updates your preferences. This will not affect the preferences of any other

user or any of your preferences for other applications (e.g. Payments).



Basic Skills: Receipts

This section introduces some of the basic skills that apply to many of the screens you will

encounter when using the Receipts features.

These basic skills can be used anywhere the feature appears (e.g. the Print preview button).

They may not be referred to specifically in the procedures.

Filtering items on a list screen

Many of the screens in Corporate Online display a list of items from where filters can be

applied to change what is displayed in the list.

To filter the list displayed:

1. Select criteria from several fields at the top of the screen. For example:

2. Click Update list to apply the new filter criteria.

Corporate Online re-displays the screen.

Displaying items on a list screen

Many of the screens in Corporate Online display a list of items from where you can view

details of the items.

Where the filtered list of items is 20 or less all items are displayed on a single screen. For

example:

Where the filtered list of items is greater than 20 items only the first 20 are initially

displayed. For example:

Where the filtered list of items is between 20 and 49 or less the first 20 items are displayed

on the screen. To display all items in a single view, select ALL from the list. For example:



Where the filtered list of items is between 50 and 99, you can choose to display either 50 or

ALL items in a single view. For example:

Where the filtered list of items is greater than 99, you can choose to display 50 or 100 items

in a single view. For example:

Sorting items on a list screen

Many of the screens in Corporate Online display a list of items from where you can change

the order in which items are sorted. For example:

The field that item are sorted by is indicated by an or . An upward pointing arrow

indicates item s are sorted in ascending order (i.e.: A to Z) and an downward pointing

item indicates items are sorted in descending order (i.e.: Z to A)

1. To change the sort order, click the field value items are to be sorted by. For example:

Items are displayed in ascending order by the chosen field value. For example:

To sort items in descending order, click the field value again. For example:

Items are now displayed in descending order. For example:



Entering dates with the calendar

The only way to enter a date into most Corporate Online screens is by using the pop-up

calendar. Using the calendar ensures you won’t enter dates that are inappropriate for the

context of the screen, e.g. by entering payment value dates for weekends, searching for

transactions too far in the past, etc.

To use the calendar to enter a date:

1. Click on the Calendar icon to the right of the date you want to alter. For example:

Corporate Online displays a calendar pop-up window. For example:

The colour of the individual days on the calendar tells you whether they are appropriate for

the context of the screen you are working on. The calendar takes into account how far in the

past a date can be and most holiday restrictions.

2. If required, change the month by using the arrows or the drop-down box at the top of the

pop-up window. For example:

3. Select a valid date by clicking on a shaded date. For example:

Corporate Online now displays the date selected.

Navigating a list screen using the grey navigation links

When Corporate Online displays lists of items (e.g. transactions), it does so in blocks of up

to 20 items. At the bottom of such list is a grey band containing the links that allow you to

navigate through the items in the list. For example:

If a link cannot be used, it is greyed out. For example, if Corporate Online is displaying the

first 20 transactions in the list, “Start of list” and “Previous 20” are greyed out.

If there are 20 or fewer transactions in the list, all the navigation links are greyed out.

To navigate the list:



1. Click on a “navigation” link. For example:

Corporate Online redisplays this screen with the selected part of the list.

Printing with Print preview

Many of the screens in the Receipts application include a Print Preview button to allow you

to preview then print the details displayed on the screen.

To print:

1. Click Print preview.

Corporate Online pops up a print preview window. For example:

2. Click Print this page.

Your computer pops up a Print dialog. For example:

3. Make the appropriate printer selections and adjustments, then click the Print button.

Your computer should now print the previewed information.

4. Click Close.



Glossary

The following terms are used in the Corporate Online Commercial Cards user guides.

Application

An application is a high-level group of functionalities offered by Corporate Online.

BSB and account number

BSB and account number identify an Australian domiciled bank account. The BSB is a six-

digit number that identifies the Bank, State and Branch (e.g. 032000). The account number

identifies the account. We always require both to correctly identify an account.

Business day

In Corporate Online, business day means any weekday (Monday to Friday) that is not a

public holiday in the jurisdiction(s) relevant to the payment type or service.

Please refer to the terms and conditions of the specific product or service you are using.

Corporate Online administrator

A Corporate Online administrator is a user within your organisation who has access to

Administration and can manage the assignment of applications, features, accounts, and

services to users and offices within your organisation.

CSV (Format)

CSV stands for comma separated values, a commonly used data format, especially for

importing data into spreadsheets.

Feature

A feature is a logical group of application functionality offered by Corporate Online.

Filter

A filter is something you apply to a long list to view only a subset of that list.

Office

An office is a flexible logical entity used to segregate payments, billing, beneficiaries,

templates, and trade finance agreements within an organisation in a Corporate Online setup.

Organisation

An organisation is the highest-level entity that can be represented in a Corporate Online set

up.

Preferences

Preferences define a set of default values (e.g. screens, offices, accounts) for a particular user

for a particular application.

Service

A service is a banking facility accessed via a Corporate Online feature.

Corporate Online provides access to two groups of services: import services and receipt

services.

User

A user is an identifiable person registered to access Corporate Online whose identity has

been verified either by the bank or a Corporate Online administrator.



Index

about

exporting, 13

account segmentation

restrictions, 5

basic skills

calendar, 23

entering dates, 23

navigating lists, 24

print preview, 24

buttons

print preview, 24

calendar

basic skills, 23

Commercial Cards

exporting VISA data, 15

data types

exporting, 14

dates

basic skills, 23

entering

dates, 23

exporting

file formats, 14

file information, 13

receipts, 13

receipts list, 13

status, 13

VISA data, 15

features

receipts, 7

file formats

exporting, 14

lists

navigating, 24

navigating lists

basic skills, 24

preferences

setting, 26

print preview

printing, 24

printing

print preview, 24

procedures

exporting receipt data, 15

setting receipts preferences, 26

viewing (and downloading) a

print schedule, 21

receipts

exporting, 13

features, 7

reports, 13

reports

receipt list, 13

restrictions

account segmentation, 5

setting

preferences, 26

skills

calendar, 23

entering dates, 23

navigating lists, 24

print preview, 24

user guide, 4

VISA

exporting data, 15



Notes

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