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Visa Business Reporting Getting Started Guide

Effective: June 1, 2017

2014–2017 Visa. All Rights Reserved.

Notices and Disclaimers

This document is protected by copyright restricting its use, copying, distribution, and decompilation. No part of this docu-ment may be reproduced in any form by any means without prior written authorization of Visa.

Visa and other trademarks are trademarks or registered trademarks of Visa.

All other product names mentioned herein are the trademarks of their respective owners.

THIS PUBLICATION COULD INCLUDE TECHNICAL INACCURACIES OR TYPOGRAPHICAL ERRORS. CHANGES ARE PERIODI-CALLY ADDED TO THE INFORMATION HEREIN: THESE CHANGES WILL BE INCORPORATED IN NEW EDITIONS OF THE PUB-LICATION. VISA MAY MAKE IMPROVEMENTS AND/OR CHANGES IN THE PRODUCT(S) AND/OR THE PROGRAM(S) DESCRIBED IN THIS PUBLICATION AT ANY TIME.

Contents

About This Guide Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1

Document Organization . . . . . . . . . . . . . . . . . . . . . . . . . . .1

Further References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Document Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Chapter 1 • Introduction to Visa Business Reporting Cardholder Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . .1–1

Accessing the Application . . . . . . . . . . . . . . . . . . . . . . . . . .1–2

Chapter 2 • Getting Started and Enrolling in Visa Business Reporting Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2–1

Steps to Getting Started with Visa Business Reporting . . . . . . . . . . . . . .2–1

Step 1 - Enrolling in Visa Business Reporting . . . . . . . . . . . . . . . . . .2–1

Step 2- First Login after Enrollment . . . . . . . . . . . . . . . . . . . . . .2–5

Step 3 - Becoming familiar with the Application . . . . . . . . . . . . . . . . .2–6

Navigating Visa Business Reporting . . . . . . . . . . . . . . . . . . . .2–6

Step 4 - Updating Your Profile . . . . . . . . . . . . . . . . . . . . . . . .2–7

Step 5 - Register Additional Cards . . . . . . . . . . . . . . . . . . . . . .2–9

Step 6 - Register Accounting Software (Optional) . . . . . . . . . . . . . . . .2–9

Chapter 3 • Frequently Asked General Questions

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Contents Visa Business Reporting Getting Started Guide

General Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–1

Chapter 4 • Frequently Asked My Profile Questions My Profile Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4–1

Chapter 5 • Frequently Asked Dashboard Questions Dashboard Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . 5–1

Chapter 6 • Frequently Asked Mobile Website Questions Mobile Access Questions . . . . . . . . . . . . . . . . . . . . . . . . . . 6–1

Chapter 7 • Frequently Asked Notification Questions Notification Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . 7–1

Chapter 8 • Frequently Asked Manage Transactions Questions Manage Transactions Questions . . . . . . . . . . . . . . . . . . . . . . . 8–2

Chapter 9 • Frequently Asked Administration Questions Administration Questions . . . . . . . . . . . . . . . . . . . . . . . . . . 9–1

Chapter 10 • Frequently Asked Reports Questions Reports Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10–1

Chapter 11 • Frequently Asked Accounting Software Integration Questions Accounting Software Integration Questions . . . . . . . . . . . . . . . . . 11–1

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Figures

2–1: Visa Business Reporting Self Registration Portal Welcome Screen . . . . . . . 2–2 2–2: Visa Business Reporting Card Account Registration page . . . . . . . . . . 2–3 2–3: Visa Business Reporting Card Account Registration Confirmation page . . . . . . 2–4 2–4: Login page . . . . . . . . . . . . . . . . . . . . . . . . . 2–5 2–5: Navigation Tabs . . . . . . . . . . . . . . . . . . . . . . . . 2–7 4–1: Sample My Profile Icon . . . . . . . . . . . . . . . . . . . . . 4–2 4–2: Sample My Profile Menu . . . . . . . . . . . . . . . . . . . . . 4–2 5–1: Sample Add Chart Icon . . . . . . . . . . . . . . . . . . . . . 5–2 5–2: Add Chart Screen . . . . . . . . . . . . . . . . . . . . . . . 5–2 5–3: Add Chart - Settings Screen . . . . . . . . . . . . . . . . . . . . 5–3 5–4: Add Chart - Settings Screen . . . . . . . . . . . . . . . . . . . . 5–4 6–1: Sample Mobile Website Screen . . . . . . . . . . . . . . . . . . 6–2 7–1: Sample Notifications - Schedule Screen . . . . . . . . . . . . . . . . 7–2 7–2: Sample Notifications - Alert Screen . . . . . . . . . . . . . . . . . 7–3 7–3: Sample Notifications Library - Run Notification Screen . . . . . . . . . . . 7–4 8–1: Manage Transactions Advanced Search Screen . . . . . . . . . . . . . 8–2 8–2: Sample Add Non-Card Transactions Screen . . . . . . . . . . . . . . 8–4 8–3: Sample Add Category Screen . . . . . . . . . . . . . . . . . . . 8–5 8–4: Sample Manage Categories Screen . . . . . . . . . . . . . . . . . 8–6 9–1: Manage Users Screen . . . . . . . . . . . . . . . . . . . . . . 9–4 9–2: User Information Screen . . . . . . . . . . . . . . . . . . . . . 9–5 9–3: Manage Privileges . . . . . . . . . . . . . . . . . . . . . . . 9–6 10–1: Sample Run or Schedule a Report Screen . . . . . . . . . . . . . . .10–2 10–2: Sample Run Report Screen . . . . . . . . . . . . . . . . . . . .10–3 10–3: Sample Schedule Report Screen . . . . . . . . . . . . . . . . . .10–4

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Tables

1: Document Conventions . . . . . . . . . . . . . . . . . . . . . . 21–1: Functionality by Platform . . . . . . . . . . . . . . . . . . . . 1–2

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About This Guide

The Visa Business Reporting Getting Started Guide describes the Visa Business Reporting application, including how to enroll and frequently asked questions. NOTE: Screen shots used in this guide are based on a US cardholder profile for illustrative

purposes. Settings may vary depending on financial institution and region.

Audience Business Owners or Company Administrators responsible for setting up and managing Visa Business Reporting for their company’s use of its Visa Business Credit Cards.

Document Organization The document is organized as follows. Chapter 1, Introduction to Visa Business Reporting—Contains an overview of Visa Business Reporting. Chapter 2, Getting Started and Enrolling in Visa Business Reporting—Contains information on how to get started with Visa Business Reporting. Chapter 3, Frequently Asked General Questions—Addresses general frequently askedquestions about Visa Business Reporting. Chapter 4, Frequently Asked My Profile Questions—Describes various processes on the My Profile page. Explains user profile fields, my alert, administrative users. It describes how to manage identity questions, manage privileges, and switch roles. Chapter 5, Frequently Asked Dashboard Questions—Describes how to configure charts on your dashboard and how to set dashboard as your landing page. It also provides chart descriptions. Chapter 6, Frequently Asked Mobile Website Questions—Describes the responsive user interface available to mobile device users.

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About This Guide Visa Business Reporting Getting Started Guide

Chapter 7, Frequently Asked Notification Questions—Describes the notifications library, notification history, notification descriptions and the notification configuration process. Chapter 8, Frequently Asked Manage Transactions Questions—Describes how to do both basic and advanced searches, how to add and edit non-card transactions, assign and manage categories, as well as add attachments and notes. Chapter 9, Frequently Asked Administration Questions—Describes how to manage the creation of user accounts and user-role assignments, search and edit user accounts, reset user passwords, close user accounts, manage GST settings, add cards, export card account list. Chapter 10, Frequently Asked Reports Questions—Provides description of standard reports. Describes how to run or schedule a report, edit scheduled reports. Chapter 11, Frequently Asked Accounting Software Integration Questions— Describes the Accounting Software Integration functionality of Visa Business Reporting.

Further References For more detailed information about a given topic, see the relevant Online Help topic or contact your financial institution.

Document Conventions The document conventions used in this guide are shown in Table 1.

Table 1: Document Conventions

Convention Purpose

bold Used for: ● Codes and field values. ● Command keys, menu names, menu selections. ● Extra emphasis (stronger than italics).

NOTE: Gives more information about the preceding topic.

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Introduction to Visa Business Reporting 1

Visa Business Reporting is a secure, web-based, user-friendly reporting solution that helps businesses manage their expenses more efficiently. Visa Business Reporting has a comprehensive set of graphical dashboards and standardized reports which transforms transaction information into business intelligence. Capabilities such as transaction categorization and the ability to add receipts enable businesses to stay on top of their business expenditures. Visa Business Reporting’s industry leading reporting and expense-management features will help you manage your business more effectively and enhance the value of your Visa Business card(s).

Cardholder Benefits ● Self-registration by Cardholder: To access Visa Business Reporting and run online reports for any or all registered Visa Business cards.

● Cardholder assigned and managed permissions: Supporting 3 roles with distinctaccess privileges depending on business role or needs.

● Ability to create custom or ad-hoc spending categories: Can be assigned to transactions to track card spending aligned with specific operations.

● Schedule alerts and reports: Provides the ability to configure running at periodic intervals.

● Access Visa Business Reporting on mobile devices: Enables the management of reports and tracking of spending.

● Push transactions to accounting software: Supported software includes Intuit QuickBooks® Online and Xero™.

● Ability to add non-card transactions: Enables the capturing of non-card transactions such as petty cash and checks; along with the ability to view these transactions in a chart or report.

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Introduction to Visa Business Reporting Visa Business Reporting Getting Started Guide

● Quick, easy access: To summary and detail transaction reports enabling greater control over card business spending: – Dashboards for tracking card balance, spend, transaction count, and trends. – Standard reports by Cardholder, Expense Category, Merchant, My Category, and Trends.

– Customize reporting categories. – Run reports on-line or schedule reports to run daily, weekly, or monthly. – Export card transaction information and manipulate report data. – Add notes and attachments (i.e. copies of receipts) to transactions.

Accessing the Application Users have two primary methods for accessing Visa Business Reporting, these include: ● Web Application: Web using the financial institution supplied URL. ● Mobile Web Application: Responsive UI via a mobile device using the financial institution supplied URL.

Both the native application and the mobile website allow users to view and categorize card transactions as well as add notes and attachments such as receipts. The mobile website does not have real time data with data only being available after 1-2 days. A summary of the available functionality for each platform can be found below.

Table 1–1: Functionality by Platform

Functionality Desktop Website

Responsive UI

View Charts YES YES

Schedule Notifications YES NO

Create custom categories YES YES

Categorize transactions YES YES

View Reports YES NO

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Visa Business Reporting Accessing the Application Getting Started Guide

Table 1–1: Functionality by Platform

Functionality Desktop Website

Responsive UI

Add notes/receipts YES YES

View Transaction History YES YES

Split Transactions YES YES

Accounting Software Integration

YES YES

Add new accounts YES NO

Add new users YES NO

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Getting Started and Enrolling in Visa Business Reporting

Prerequisites Visa Business Reporting is a web-based application. To access the application, users need: ● An active email account, which you will use as your login ID. ● The Visa Business Reporting URL provided by your financial institution. ● Visa Business credit card information.

Steps to Getting Started with Visa Business Reporting 1. Enroll in Visa Business Reporting 2. Login to Visa Business Reporting 3. Become familiar with navigating the application 4. Review your profile 5. Register additional Visa Business cards (Optional) 6. Register Accounting Software (Optional)

Step 1 - Enrolling in Visa Business Reporting 1. Designate a Business Administrator for the Visa Business Reporting service (this can be the Business Owner or Company Administrator) to enroll through the self-registration portal using the URL provided by your financial institution.

NOTE: The registrant will be set up as a Business Administrator for the company entitling him/her to view all Visa Business card accounts that belong to the company. At the time of registering the card, the registrant can add additional cards and assign

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Getting Started and Enrolling in Visa Business Reporting Visa Business Reporting Getting Started Guide

them to users during the self-registration process. Each user is assigned a Business Cardholder role and granted access to the card account assigned to them. The Business Administrator will also be able to add cards and users from Visa Business Reporting after the account has become active.

Figure 2–1: Visa Business Reporting Self Registration Portal Welcome Screen

2. Select the Get Started button. 3. Complete all of the fields on the Card Account Registration page. 4. After reading the Terms and Conditions and selecting both check-boxes, click the Submit button.

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Visa Business Reporting Step 1 - Enrolling in Visa Business Reporting Getting Started Guide

Figure 2–2: Visa Business Reporting Card Account Registration page

5. On the confirmation page, review the cards that are currently enrolled and add any additional cards as necessary.

NOTE: If available, clicking the “Enroll to Accounting Software” button will allow you to enroll in additional services. This option enables you to link your Visa card transaction data to accounting solutions like Intuit QuickBooks® Online or Xero™.

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Figure 2–3: Visa Business Reporting Card Account Registration Confirmation page

6. Once complete, select the Done button. 7. Your card account(s) will be registered with Visa Business Reporting and you will receive an email confirming a successful registration. Please confirm your registration using the activation link within the email.

8. Once the user access in Visa Business Reporting is completed, the registrant is notified by email that the account is created along with a temporary password and a link to access the application. The newly registered user can then login to the application by selecting the link and entering their email address as the username and entering the temporary password. Visa Business Reporting will then prompt user to change their password and setup identity questions and a relevant “forgot password” response. Thesystem will load current and, up to 6 months of historical data, if applicable within 24-48 hours of the user’s account being activated.

NOTE: Access to the Visa Business Reporting application will not be provided until the email validation is completed.

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Visa Business Reporting Step 2- First Login after Enrollment Getting Started Guide

Step 2- First Login after Enrollment This section explains how to log in to Visa Business Reporting after having successfully completed enrollment. To log in to Visa Business Reporting: 1. Using your provided URL, access Visa Business Reporting. The Visa Business Reporting Login appears.

Figure 2–4: Login page

2. Optionally, in the Language field, select your language preference. NOTE: By default, after the user has logged in successfully, the system will use the

language specified in the user’s profile. However, the user has the option to manually change the language on the login page.

3. In the Username field, enter your complete email address. 4. In the Password field, enter your unique, case-sensitive password. 5. Click Sign In. 6. Users will be asked to accept the Terms and Conditions, to accept, select the I Agree button.

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7. You will be prompted to complete at least four security questions. When prompted, enter identical responses to each security question in both spaces. The system will confirm if the responses match. Responses are case-sensitive, special characters are not permitted, and a minimum of three characters is required. Unique responses are required for each security question. NOTE: For security purposes, the answers are masked.

8. Click Submit to save the changes. 9. If you have more than one assigned user role, select the role that you want to use for this session. (Any user who has only one role will bypass the Select User Role screen and will go directly to the Visa Business Reporting Landing screen.)

Visa Business Reporting will show your selected Landing screen. NOTES:

■ For security reasons, you may only be logged into one session, (that is, one main browser window on one computer) of Visa Business Reporting even though you may have more than one role and/or access to more than one organization.

■ Visa Business Reporting provides you with access to sensitive data; therefore, after approximately 20 minutes of inactivity, for security reasons, the system times out and automatically disconnects your session. Be sure to save any entered data before leaving a session for any extended time period.

Step 3 - Becoming familiar with the Application

Navigating Visa Business Reporting Visa Business Reporting uses standard menu and tab navigation. NOTE: When working in Visa Business Reporting, use the links and menu options provided

within the application. Using the Back and Forward buttons on the browser tool bar may not produce the expected result.

Visa Business Reporting information and functionality are grouped under modules represented by tabs across the top of the screen. From any module, you can navigate immediately to another module by clicking on the appropriate tab. Visa Business Reporting uses standard tabular navigation, as shown Figure 2–5. Click on a tab to navigate directly to that module's landing screen.

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Visa Business Reporting Step 4 - Updating Your Profile Getting Started Guide

Figure 2–5: Navigation Tabs

The methods used to navigate and the various modes of displaying information within Visa Business Reporting are described below. ● To navigate from one module to another, click on the required module name in the main navigation bar (shown in Figure 2–5).

● To navigate to a different function within a module, select the required link from the action menu bar.

● To progress from field to field when entering data, use the tab key. ● To go back to a previous screen, use the Back link. ● To perform actions, click the icons, buttons, links, or check boxes provided throughout the application (e.g., click RUN to run a Report).

● When you have a choice of Submit, Apply, Save, Back and Reset buttons: – Submit: Click Submit to save your changes and continue working on the screen. – Save: Click Save to save your changes. Users will then be redirected to the next screen in the flow.

– Reset: Click Reset to erase the results and any configurations but remain on the current screen.

– Back: To return to the previous screen, select the Back link. Any unsaved information on the page will be lost.

● To view information on an expanded screen, use the bottom horizontal scroll bar. ● To filter data and drill down to more detail in hierarchy fields, click the expand icon to expand the tree at each level, then select a specific node.

● In several modules you can display columns of data. To sort the column data in ascending or descending order, click on the header of the column by which you want to sort.

Step 4 - Updating Your Profile To review and update your profile 1. Click the My Profile icon. 2. Select the My Profile menu option. The Edit Profile screen appears.

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3. In the User Information section, place the cursor in the field you want to change. Type the information into the field or select the appropriate items from the drop-down lists provided. All users can change the following User Information fields in their ownprofile:

■ Employee ID ■ Name information ■ (first and last name) ■ Address information ■ Phone and fax numbers ■ Default language ■ Time zone

4. In the User Preferences section, select the required landing page from the Landing Page drop-down list. This is the default module users see when logging in.

5. The User Status section has no fields that are editable by the end-user. This information is included for reference only.

6. The Manage Password section enables users to configure their Password Hint Questions and Answers. Select a question from the drop-down list, then type an answer in the Answer and Confirmation fields. You will see this question any time a "forgot password" request is sent to the system. You will need to type the answer exactly the way you entered it in this field for the system to authenticate you and send a new, randomly generated password to your email address. The answer field is case-sensitive.

7. To select a new question, select a new question from the Password hint questiondrop-down list to clear the responses, then enter the same Password hint answer in both fields.

8. The Account Activity section has no fields that are editable by the end-user. This information is included for reference only.

9. The Manage Identity Questions section displays the current identity questions and responses. To update an existing question, enter an identical response in both fields. The system will confirm if the responses match. Responses are case-sensitive, special characters are not permitted, and a minimum of three characters is required. Unique responses are required for each question.

10. To select a new question, uncheck one of the existing questions in order to clear the responses, then select the check-box next to the new question. Enter the same response in both fields.

NOTE: For security purposes, the answers are masked.

Click Submit to save changes or click Cancel to cancel changes.

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Visa Business Reporting Step 5 - Register Additional Cards Getting Started Guide

Step 5 - Register Additional Cards If you would like to register further card accounts with Visa Business Reporting, these can be added via the Administration module. Administrators can add cards from within Visa Business Reporting and can view all of the currently registered cards or register additional cards.

To enroll an additional card(s) 1. Click the Administration tab located at the top of all the screens. 2. Click the Add Cards link. The Self Registration Portal opens. 3. Enter your login ID and password. 4. Click Login. 5. Enter your security question. Visa Business Reporting lists the cards that have already been enrolled.

6. Enter the 16-digit account number, security code, and the expiration date. 7. Select the Assign User check box. 8. Enter the first and last name of the user. 9. Enter the email address then confirm the email address. 10. Click Add Card(s). Visa Business Reporting responds with a message indicating that the card was registered successfully.

11. When you have finished adding cards, click Done. After successfully registering, the system will send the main registrant and any additional users a temporary password and a link to the application. The email containing the temporary passwords will arrive within 48 hours of confirming the activation.

Step 6 - Register Accounting Software (Optional) Visa Business Reporting can be integrated with Intuit QuickBooks® Online or Xero™. After successfully registering a card account with Visa Business Reporting, users may havethe option to link Visa Business Reporting to available accounting software, IntuitQuickBooks® Online or Xero™. Further information can be found in Chapter 11,Accounting Software Integration Questions.

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Frequently Asked General Questions

General Questions This section, organized by module, covers frequently asked questions about Visa Business Reporting. This section covers general questions, not module-specific ones. Where do I sign up for the solution?

Depending on the financial institution’s enrollment process, a link to take the Business cardholder to the Self-Registration tool may be available on the financial institution’s website, or the cardholder may access it directly at the bank’s dedicated URL for Visa Business Reporting.

How do I sign up for the solution? See Chapter 2, Getting Started and Enrolling in Visa Business Reporting for further information on signing up to Visa Business Reporting.

Where can I find more information about Visa Business Reporting? The "Module Description" link (in the menu of each module) provides a general overview of that module. More detail about the functionality of the individual modules and information about Visa Business Reporting in general can be found in online help; this can be accessed via the My Profile menu.

What browsers are supported by Visa Business Reporting? Visa Business Reporting is applicable for the latest browsers.

How long can the application be idle before my session times out? For security purposes, a user's session will time out from Visa Business Reporting after being idle for 20 minutes. You will be prompted to log in again.

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Frequently Asked General Questions Visa Business Reporting Getting Started Guide

If my session times out, can I get back to where I originally was in the application? If your session times out, you will not be re-routed to where you were. After logging back in, you will be directed to your default home page and will have to navigate to where you left off. However, any changes you saved before the time out will be available.

Can I log into multiple sessions at the same time? No. For security purposes, a single user ID can only be logged in to one session at a time.

My email address changed. How can I update it? Your email address is your Visa Business Reporting user ID. If you have a new email address, your financial institution can use your new email address to set up your new account with the same access rights in the same hierarchy. History from a previous email address can be transferred, but you will need to contact your Financial Institution for assistance.

How much data will be available to me initially? Once you have registered, Visa will extract up to six months of data for the registered card account. Initially, data may not be available for 24 to 48 hours.

How long is the data within Visa Business Reporting kept? Data is held for 27 months. When performing a search using the date range option, select a start date that is within 27 months of the current date; otherwise, an error message may be displayed.

Why is the multi-select check box feature not working for me? If you are not using IE 9.0 and are instead using IE 11.0 or an alternate version, the multi-select check box feature may not appear as expected in the application. You may need to turn on Compatibility Mode in order to fix this and proceed. Contact your administrator or financial administrator for assistance.

How does Visa Business Reporting collect and use my data? Information collected in connection with Visa Business Reporting is subject to your financial institution's privacy policy, which you can obtain from your financial institution. Pursuant to that privacy policy, Visa collects and uses data as described in Visa and Your Data.

What languages does Visa Business Reporting support? English US, English UK, Canadian French, Japanese, Chinese, Russian, Spanish, and Portuguese.

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Visa Business Reporting General Questions Getting Started Guide

How do I change the time zone? From within the application, click the My Profile icon then select the My Profile menu item. Select the required timezone from the Time Zone drop down list to select which time zone you would like to view the application in. Reports will nowgenerate with a time stamp of the time zone you have selected. Notifications and Alerts will also be sent using the time zone selected.

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Frequently Asked My Profile Questions

The My Profile menu enables users and administrators to configure and personalize their user profiles. What you see on the screen depends on the role assigned to your account. Administrative users have access to additional fields and features within their My Profile menus. Commonly accessed functions include: ● My Profile: Update your profile, manage your alerts, and view message history. ● Change Password ● Online Help: WCAG and Section 508 compliant online help. ● Logout ● Switch Role The My Profile menu also contains important information relating to the logged in users profile, this includes their current Card Program, Role, and Password Expiry Date.

My Profile Questions How do I access the My Profile menu?

The My Profile menu is accessed by selecting the My Profile icon in the top right corner of the screen, then selecting the My Profile menu item. The My Profile menu icon will display the initials of the user that is currently logged in. In the example shown below, the user has the initial “TU”. From within the Administration module, the My Profile menu is accessed by selecting the My Profile link in the top right of the screen.

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Frequently Asked My Profile Questions Visa Business Reporting Getting Started Guide

Figure 4–1: Sample My Profile Icon

Figure 4–2: Sample My Profile Menu

How do I change my landing page? Click the My Profile icon then select the My Profile menu item. From the Landing Page drop-down list, select the module you would like to land in when you log on to VBR.

How do I change the language of the interface? From within the application, click the My Profile icon then select the My Profilemenu item. You will then be able to specify your required profile language. You can also select the required language during login by specifying the required language using the Language drop-down list on the main login page.

How many attempts do I have to change my password/reenter it after failedattempts?

You have three attempts to enter your password. After the third incorrect attempt, your account will be locked. Contact your administrator or financial institution to unlock your account.

I accidentally selected the "Change Password" link, but I do not want to change my password. How do I cancel?

To cancel this action, just navigate to another page by one of the menu options or by one of the module tabs. Your password will not be changed.

How often do I have to change my password? Passwords expire after 60 days. You cannot reuse any of your previous 4 passwords.

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Visa Business Reporting My Profile Questions Getting Started Guide

What are the requirements for setting my password? All passwords must have a minimum length of seven (7) characters and a maximum of fourteen (14) characters. The password must contain all of the following requirements: ■ One letter. ■ One number. ■ Cannot be the same as the user's ID (as well as the ID before the "@" sign). NOTE: The password is case-sensitive.

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Frequently Asked Dashboard Questions

The Visa Business Reporting Dashboard provides a quick view of several pertinent operational metrics. You select the components you want to see, and you set the parameters. You can also set the Dashboard as your Start page when you log in to Visa Business Reporting so you see at a glance all of the key metrics that are important to you.

Dashboard Questions This section of the FAQs addresses questions specific to the Dashboard (Charts) module. How do I create, edit, and delete charts? 1. Click the Dashboard menu tab located at the top of the screen. 2. Click the Add New Chart button at the top left of the page. 3. You can also click the Add Chart icon located after the last dashboard chart. The Add Chart screen appears.

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Frequently Asked Dashboard Questions Visa Business Reporting Getting Started Guide

Figure 5–1: Sample Add Chart Icon

Figure 5–2: Add Chart Screen

4. Select the Organization default value to choose access to all registered cards for the company or select an individual card from the drop-down menu.

5. Select the Chart Metric. 6. Click Next.

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Visa Business Reporting Dashboard Questions Getting Started Guide

Figure 5–3: Add Chart - Settings Screen

7. Select the Time Frame and Time Period. 8. Enable the display of the Average Line, if needed. 9. Click Add Chart to add it to the dashboard.

How do I edit an existing chart on a dashboard? 1. Click the Configure link at the top of the chart. The edit chart window opens.

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Frequently Asked Dashboard Questions Visa Business Reporting Getting Started Guide

Figure 5–4: Add Chart - Settings Screen

2. Change/select the Time Frame and Time Period. 3. Enable the display of the Average Line, if needed. 4. Click Confirm Changes to modify the chart.

How do I delete an existing chart from a dashboard? 1. Click Configure at the top right of the chart. The edit chart window opens. 2. Click Delete to remove the chart. 3. Click Yes to confirm deletion of the chart from the dashboard.

What are Trend charts? Trend charts compares current data to prior period data. The four types of trend charts one can run are: ■ Expense category trend ■ My category trend ■ Merchant trend ■ Card trend

How do I export data from a chart? Double click on the chart data (a section of a pie or a bar) that you would like to export transaction-level data for, then select the Download button.

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Visa Business Reporting Dashboard Questions Getting Started Guide

How do I hide data points on a chart? For charts with radial buttons, you can select or deselect the radial buttons to hide or unhide an element of chart data. For Trend charts, there is also a “gear” button where you can click to show a listingof chart metrics. Users can click on/off each chart metric to hide/unhide on the chart.

How do I switch the view of a chart from pie to donut or vice versa? 1. Click Configure at the top right of the chart. The edit chart window opens. 2. Select Donut as the Chart Type. This will switch the view of the chart from pie to donut.

3. Click Confirm Changes to change the chart. How do I see transaction data represented by bars on graph reports?

Click on the grid box on the upper right corner of the chart and a new window will open with the values making up each bar or pie chart section. If needed, this transaction level data can then be exported. (See “How can I get an Excel or CSV extract of all of my transactional data?” question in the Reporting section.)

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Frequently Asked Mobile Website Questions

Visa Business Reporting has a responsive user interface that enables users to access the application via a mobile device.

Mobile Access Questions This section of the FAQs addresses questions specific to the Mobile Website. Is my mobile device supported?

The mobile website supports the following browsers: ■ Google Chrome on Android OS 2.2 and above ■ Safari on iOS 4.2 and above ■ Internet Explorer on Windows Phone 7

How do I access Visa Business Reporting on my tablet or mobile device? Type in the same URL link you have to access Visa Business Reporting on thecomputer onto your tablet or mobile device. You will be brought to the Visa Business Reporting sign-in landing page to log in.

When I access Visa Business Reporting on my mobile device, I get a message that I am already logged in.

You must log out of Visa Business Reporting on your computer in order to sign inon your mobile device. You cannot be logged onto Visa Business Reporting on your computer and mobile device at the same time.

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Frequently Asked Mobile Website Questions Visa Business Reporting Getting Started Guide

Where is the menu to get to the various Visa Business Reporting modules? Click the menu icon (three dots) along the top of the screen to open the drop-down menu then select which module you would like to navigate to. The Dashboard, Manage Transactions, and Administration modules are accessible via your mobile device.

Figure 6–1: Sample Mobile Website Screen

How do I add a picture of a receipt to the transaction with my mobile device? 1. Click the menu icon on the top left of your mobile device screen and select Manage Transactions.

2. Search for the transaction you would like to add a copy of the receipt to by selecting the card account/company, transaction start/end date, merchant name, category, and/or billing amount.

3. Tap on the selected transaction you would like to add a receipt to and click the DETAILS link.

4. Scroll down and select Upload Attachment. 5. Select the relevant attachment. Visa Business Reporting will show a message indicating the upload has completed.

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Frequently Asked Notification Questions 7

The Notifications module enables users to view transactions and to set notifications when certain conditions are met. Users can select which transaction to review by selecting the type of alert, specifying the criteria and running the alert. This module also allows users toschedule alerts (the results of which can be verified at a later time).

Notification Questions This section of the FAQs addresses questions specific to the Notifications module. How do I establish and schedule a notification?

Notifications enable users to view transactions or to set notifications when certain conditions are met. Users can select which transaction to review by selecting the type of notification, specifying the criteria and running the notification. A notification can be scheduled to run any time. Visa Business Reporting will not include transaction details in the notification message. The recipient of thenotification will need to log in to the application and navigate to the Notifications History page to view the results. Scheduling a notification requires five steps:

1. Naming the notification schedule. 2. Specifying the date range or billing cycle and organizational level. 3. Setting the notification options. 4. Setting the schedule. 5. Setting the start and end dates.

To schedule a notification 1. Click the Notifications tab located at the top of the screen.

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Frequently Asked Notification Questions Visa Business Reporting Getting Started Guide

2. Click the Schedule link next to the notification that you want to schedule. Please note that “Balance over an amount” is only available for VCF implementations.

Figure 7–1: Sample Notifications - Schedule Screen

3. On the Schedule Notifications screen, give the schedule a name in the Title field. 4. Specify the appropriate parameters including organizational level and the date range/billing cycle.

5. Click the frequency for running this notifications: Once, Daily, Weekly, or Monthly. The other recurrence parameters change depending on your choice of frequency.Make the selection appropriate for this alert.

6. Select New Transactions or Include Current, if needed. NOTE: Select the New Transactions check box to report on transactions that were not

previously reported for this schedule.

7. Select from the options for frequency and recurrence. Set the number of days and the time of day for this notification to run.

8. Set a start date. You can set an end date if available. 9. Click Submit.

How do I set an Email Alert for a Notification?

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Visa Business Reporting Notification Questions Getting Started Guide

1. While creating or configuring a Notification schedule, check the Enable Alerts check box.

Figure 7–2: Sample Notifications - Alert Screen

2. Verify the auto-populated information: ■ Ensure that the alert will be sent to the correct email address or addresses. ■ If required, confirm the CC email address. ■ Make sure the Subject line contains the correct text.

3. Type a brief comment to ensure that the person receiving the alert will understand what it is about and what to do with the information.

4. Click Submit. The Alert will show on the My Alerts screen in My Profile and in Alerts History.

How do I run a notification? 1. Click the Notifications tab located at the top of the screen. 2. Select the notification to run by clicking the RUN link next to it.

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Frequently Asked Notification Questions Visa Business Reporting Getting Started Guide

Figure 7–3: Sample Notifications Library - Run Notification Screen

3. From the Select Hierarchy drop-down list, select the organizational level for the data you want to include.

4. In the Select Date Range section, click the tab for either Date Range or Billing Cycle and make your selection.

5. Depending on the type of Notification selected, complete any other required fields.

6. Click the Run Selected Notification button. Are notifications real-time?

Transactions identified in notifications are not real-time. Notifications are generated from data submitted to VisaNET after being processed and are not real-time.

7–4 June 1, 2017

Frequently Asked Manage Transactions Questions

The Visa Business Reporting Transactions module is used to manage transaction categorization as well as other transaction-related functionality. This module enables you to flexibly organize and track your business expenses.

■ Create customized expense categories (My Categories) to fit how you manage your business such as by project or by customer and allocate transactions to them. You can then generate reports and view dashboards showing expenses allocated by My Categories.

NOTE: All updates to transaction categories and their assignments will be reflected in Dashboard charts and summarized reports within 24-48 hours after the change has occurred.

■ Add notes and attachments such as receipts to transactions. If you are enrolled in optional Accounting Software Integration service these notes and attachments will also be forwarded to your accounting solution.

■ Record non-card expenses and assign them to a My Category. Dashboards and reports can also be created for these transactions.

■ Search for specific expenses based upon: Merchant Name, Transaction Amount, Date and more.

■ Split transactions across multiple categories. ■ Export the transaction results grid to Excel or CSV. ■ Export individual transaction details to PDF.

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Frequently Asked Manage Transactions Questions Visa Business Reporting Getting Started Guide

Manage Transactions Questions This section of the FAQs addresses questions specific to the Manage Transactions module. How do I search for a particular transaction? 1. Click the Manage Transactions tab located at the top of the screen. 2. To perform a basic search, enter the merchant name, cardholder name, amount, or category and click the Magnifying Glass search icon.

3. Optionally, to perform an Advanced Search, click the Expand icon to open theAdvanced Search Criteria menu. The Advanced Options Search panel appears.

Figure 8–1: Manage Transactions Advanced Search Screen

4. Select a transaction type, options include All, Cash, Check, and Card. 5. Select an Organization from the Organization drop-down list. 6. Select a transaction date using the Transaction Start Date and the Transaction End Date fields.

7. Select a posting date using the Posting Start Date and the Posting End Date fields.

8. Optionally, select a category, merchant name, or minimum and maximum billing amount.

9. Click Search. The search results will be returned in the lower portion of the screen. How do I export the transaction results grid? 1. Click the Manage Transactions tab located at the top of the screen. 2. Perform the required search. 3. Click the Export button.

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Visa Business Reporting Manage Transactions Questions Getting Started Guide

4. From the File Format drop-down menu, select the required format, either CSV or Excel. The report will download as a ZIP file. Depending on the version of browser being used, users may be prompted to save the file, or the file may be downloadedautomatically. Your browser should display the progress of the download and notify you once the download is complete. Please do not leave the page until the download has started; otherwise, the report will be lost.

NOTE: Exporting results for large result sets (over 65,000 records) may result in an error message being displayed due to the large size of the report being generated. Breaking your query down into shorter time segments (for example, quarterly instead of annually) or smaller sections of an organizational hierarchy (for example, by region instead of by the entire organization) to accelerate the run time for the report and eliminate the error message.

Can I add non-card transactions? Yes, Visa Business Reporting provides business owners with the option to add non-card transactions such as cash and check transactions. This is ideal for business owners who do not transact solely on their credit cards as they now have the added benefit of being able to see all of their transactions in one application.

How do I add a non-card transaction? 1. Click the Manage Transactions tab located at the top of the screen. 2. Click the Add Non-card transactions button. The Add Non-card Transactions page opens.

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Figure 8–2: Sample Add Non-Card Transactions Screen

3. Select a transaction type from the Transaction Type drop-down list. NOTE: If the Check transaction type is selected, the Check Number and Bank Name are

mandatory.

4. Complete all other required fields. 5. Add any required attachments. 6. Click Submit.

How do I edit a non-card transaction? 1. Click the Manage Transactions tab located at the top of the screen. 2. Locate the transaction within the transaction table by browsing for it or using the transaction search functionality.

3. Open the relevant transaction by selecting the Details link next to it. 4. Make the required changes to the transaction then select the Submit button. NOTE: Only manually added transactions can be edited. Automatically added

transactions cannot be edited.

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How do I create “My Categories"? Transaction Categorization allows users to create their own unique reporting categories (called My Categories) that can be assigned to their transactions. Each transaction can only be assigned to one My Category. This module also allows Business Administrators to modify transaction assignments made by other users. All users can run reports and view dashboard charts based on these categories, but transactions must be assigned to one of these categories before they will show up in reports or dashboard charts.

NOTE: All updates to transaction categories and their assignments will be reflected in Dashboard charts and summarized reports within 24–48 hours after the change has occurred. Users can manage the categories that are assigned to transactions using the Manage Categories screen. All users can create categories. Only a Business Administrator can rename a user-created category.

To add a category 1. Click the Manage Transactions tab located at the top of the screen. 2. Click the Manage Categories link. 3. Click Add Category. The Add New Category dialog is shown.

Figure 8–3: Sample Add Category Screen

4. Enter a name for the category in the Enter a New Category Name field. 5. Click the Add (+) icon. The new category is displayed on the screen. 6. Add any other required categories. 7. After adding all required fields, click Apply to save the new categories.

How do I remove a category? NOTE: A category cannot be removed if transactions are still assigned to that category.

1. Click the Manage Transactions tab located at the top of the screen. 2. Click the Manage Categories link.

June 1, 2017 8–5


Figure 8–4: Sample Manage Categories Screen

3. Click the Delete link next to the relevant category. 4. Click YES to confirm the deletion or click Cancel to cancel the operation.

How do I modify the title of a category? Business Administrators can change the titles of Categories by completing the following steps:

1. Click the Manage Transactions tab located at the top of the screen. 2. Click the Manage Categories link. 3. Locate then click the required Category Name. 4. Enter the new category name in the Modify Category text box. 5. Click Apply.

How long does it take before new assignments to My Categories appear in thedashboards and reports?

Transactions assigned to new categories will not be reflected in dashboards or summary reports immediately. Newly categorized transactions will typically be reflected within 24–48 hours.

How do I assign categories to transactions? 1. Click the Manage Transactions tab located at the top of the screen. 2. Click the Transaction Records menu item. 3. Search for the affected transaction(s) using either the card account, posting date, category, billing amount, or merchant name. Alternatively, you can browse the transaction table for the affected transactions.

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4. Select the transaction(s) to be categorized by clicking the check box to the left of the relevant transactions then click the Categorize button.

5. Select the required Category. 6. Click Apply to assign the category to the transaction(s). The new category will now be displayed in the Category field.

Can I assign a category to multiple transactions at the same time? Yes, when following the steps to assign a category to a transaction, select all of the transactions to be categorized by clicking their relevant select boxes then click the Categorize button.

How do I change an assigned category? 1. Click the Manage Transactions tab located at the top of the screen. 2. Select the check boxes next to the transaction(s) that you would like to modify the category for.

3. Click Categorize. 4. Select the new Category. 5. Click Apply. The updated category will now be displayed in the Category field.

What is the difference between transaction date and posting date? Transaction date is when the expense item was purchased on the credit card. Posting date is the date the transaction has cleared the financial institution.

How long does it take before new assignments to My Categories appear in the dashboards and reports?

Transactions assigned to new categories will not be immediately reflected in dashboards or summary reports. Newly categorized transactions will be reflected within 24-48 hours.

How do I add a note? 1. Click the Manage Transactions tab located at the top of the screen. 2. Locate the required transaction then click the Details link next to it. The transaction details will be shown.

3. To add a note, type in the note field and when finished, click Save Note. NOTE: Only the latest note is sent over to the accounting software (for card

transactions and non-card transactions).

How do I add an attachment to a transaction? 1. Click the Manage Transactions tab located at the top of the screen. 2. Locate the required transaction then click the Details link next to it. The transaction details will be shown.

June 1, 2017 8–7

Frequently Asked Administration Questions

The Administration module enables users to create user accounts and modify user-role assignments, search and edit user accounts, reset user passwords, close user accounts, manage GST settings, add cards, and export card account list.

Administration Questions This section of the FAQs addresses questions specific to the Administration module. What languages does Visa Business Reporting support?

English US, English UK, Canadian French, Japanese, Chinese, Russian, Spanish, and Portuguese.

How can I change my language view? From within the application, click the My Profile icon then select the My Profilemenu item. You will then be able to specify your required profile language. You can also select the required language during login by specifying the requiredlanguage using the Language drop-down list on the main login page.

Can I set a landing page different from the Administration page when I log in? When you are first granted access, you will be directed to the default landing page which includes a link to each module. The Administration module will be your landing page, and you can use the menu tabs to navigate between modules. If you have access to the Dashboard module, you can set it as your landing page. Your landing page is configured via the My Profile menu.

As an administrator, can I update another user's profile? An administrator can update some items in another user's profile: the company, approver, name, status, and organization. You cannot change the email address.

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9

Frequently Asked Administration Questions Visa Business Reporting Getting Started Guide

The Access for one of my users was disabled, how do I reset their access? 1. In the Administration Module, search for the disabled user using the Manage Users menu option.

2. If the account was previously closed, the status can be changed to "Approved" and will regenerate a new password for the user.

3. If the user account is locked, the administrator may unlock the account by deselecting the Account Locked Out check box then clicking Submit. The user will not need a new password to log back in.

4. If the user forgot the password, check the Generate New password box in their profile, and then click Submit. There will be a note at the top of the page stating this was successful, and the user will receive an email with a new temporary password.

5. Check Override Password in order to enter a new temporary password for the user. This is useful if the user does not currently have access to email and needs to have their password reset.

Can I help another business administrator reset passwords on behalf of others in his business?

If there is more than one user with administrator rights, those other administratorscan also reset passwords for other users. (See the answer to the question above for more information on how to reset a user's access.)

How can I help reset a business administrator's password after they are locked out? Any Business Administrator can unlock another Business Administrator or user. However, if there is only one Business Administrator in the company and their account is locked, your financial institution must unlock the account.

How can I make someone else an administrator for the company if the original administrator leaves?

An existing Business Administrator can either create a new user with administrator privileges or change an existing user to Business Administrator by selecting Add New Privilege.

How do I assign a role to a user? 1. In the Administration module, search for the user using the Manage Users menu option. Click on their name and click Manage Roles at the bottom of the page. All roles associated with this user will appear.

2. Click Add New Privilege located on the left side of screen below the user’s name.

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Visa Business Reporting Administration Questions Getting Started Guide

3. Use the drop-down list to select the department or program from the hierarchy displayed (you can click the icon for a descriptive text view or click the icon to toggle between showing or not showing card accounts in the hierarchy drop-down list). When you find the level you want, click to select it. The expanded list closes, and the level you selected appears in the field.

4. Select the program role privilege that you want to add. 5. Click Apply to add the privileges. Click Cancel to cancel the new role. Click Clear to clear all current selections and reset the screen to its default state. The application returns to the previous screen. Click Submit. The system will display a header message, Save Successful, to indicate the new Program Role was successfully assigned.

How do I remove a role from a user? NOTE: A user must be assigned at least one role.

1. Click the Administration tab at the top of the screen. 2. Click the Manage Users menu item. 3. Enter any portion of the desired search criteria based on the available filters, including Email Address, First Name, Last Name, Organization, Account Status, and Program Role.

4. Click Search. 5. On the list of results, the name of the user is a hyperlink. Click the name to open the User Profile.

6. Select Delete next to the role you want to remove. 7. A dialogue box with a confirming question: “Are you sure you want to remove this privilege?” will open. Answer Yes or Cancel in the dialogue box

8. Click Submit. How do I delete or remove access for a user ID?

Accounts in Visa Business Reporting are closed, not deleted. The account is closed and access to the system is denied to that user ID, but all of the information about the user account remains.

To close an account 1. Click the Administration tab located at the top of the screen. 2. Click the Manage Users menu item.

June 1, 2017 9–3


Figure 9–1: Manage Users Screen

3. Enter any portion of the desired search criteria based on the available filters, including Email Address, First Name, Last Name, Organization, Account Status, and Program Role.

4. Click Search. 5. On the list of results, the name of the user is a hyperlink. Click the name to open the User Profile.

6. Select Closed in the Account Status drop-down list. 7. Click Submit.

How do I enroll an additional card or cards 1. Click the Administration tab located at the top of the screen. 2. Click the Add Cards link menu item. The Self Registration Portal opens. 3. Enter your login ID and password. 4. Click Login. 5. Enter your security question. The Visa Business Reporting application lists the cards that have already been enrolled under that Visa Business Reporting account.

6. Enter the 16-digit account number, security code, and the expiration date. 7. Select the Assign User check box. 8. Enter the first and last name of the user. 9. Enter the email address and then confirm the email address. 10. Click Add Card(s). The Visa Business Reporting application will display a message to indicate the card was registered successfully.

11. When you have finished adding cards, click Done.

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How do I add more Visa Business Reporting users to my Visa Business Reporting account?

The Add User screen allows the Business Administrator(s) to add and approve a new user at the same time. To add a new user

1. Click the Administration tab located at the top of the screen. 2. Click the Manage Users menu item. 3. Click the Add User button.

Figure 9–2: User Information Screen

4. Type or select the appropriate information for the new user in the form provided. Red asterisks (*) mark required fields. If all of the required fields are not entered correctly, an error message appears at the top of the screen, and an exclamation point is shown next to the field. The following fields are required:

June 1, 2017 9–5


■ Business Entity ■ Username/Email (required) ■ First Name (required) ■ Last Name (required) ■ Language ■ Time Zone ■ User Preference for VBR landing page (drop-down menu). This can be

changed by Users in the Edit profile function at any time. ■ Organization (pre-filled) ■ Program Role

5. Select either Generate New Password to have the system generate a password for this user or select Override Password to enter in a password manually. See Password Section for information regarding Change Password and Override Password Check Box.

Figure 9–3: Manage Privileges

6. In the User Privileges section, type or select the appropriate information for the organization and role of the user.

7. Click Apply to add the role. Click Cancel to cancel the new role. If the data entered on the form passes the form’s quality check, a message is displayed at the top of the screen indicating that the action was successful, and the user’s account status changes to "Approved". Once approved, Visa Business Reporting sends an automated email to the new user letting them know that they are invited and approved to use Visa Business Reporting. A temporary password is included in the email as well as a link to access Visa Business Reporting.

How can a business administrator reset passwords on behalf of others in their business? 1. In the Administration module, locate the user using the Manage Users screen. 2. Click on the user’s highlighted name in the Search/Edit results to go to the User Information screen.

9–6 June 1, 2017


3. Scroll down to the User Status section to unlock the account by deselecting the Account Locked Out check box.

4. Scroll to the next section, Manage Password. System Generated Password 1. Check the Generate New Password box to send a new, randomly created temporary password to the user.

2. The new temporary password will be sent to the email address set in their user profile. When you click Submit, an email is sent by the system and the check box clears. If there is an error on the page, the system will show an error message at the top of the screen describing what must be corrected before you resubmit.

Assign a New Password Check the Override Password box. This is useful when the user does not have access to their email account and cannot receive the system-generated temporary password. When this box is checked, two text boxes will appear, allowing you to enter two identical passwords. The standard password rules will apply. When you click Submit, the password is reset. The user will be able to log in with the new password. The system will also send an email to the user with the password. If you want to require a user to create new identity question answers when first logging on with the new temporary password, scroll to the next section, Manage Identity Questions, to reset identity questions. Check the box to clear all responses to a user's identity questions. When you click Submit, an email is sent by the system to notify the user that the profile has been updated. At the next login, the user can respond to four questions of their choice.

What are the roles for a business? Users can be assigned one of the following roles to separate duties and to support business needs: ■ Business Administrator—Provides access to the transaction information of

all card accounts that are registered for the Company along with administrative privileges to add additional cards, add users, and assign roles and provide password support. This role is assigned by default to the

June 1, 2017 9–7


cardholder who registers the Visa Business card for the Visa Business Reporting solution. An existing Business Administrator for a company may also assign additional users to the Business Administrator role.

■ Business Auditor—Provides read-only access to all card transactions for card accounts that are registered by the Business Administrator(s). Business Auditor does not have administrative privileges such as adding a new user. Business Administrator may choose to assign this role to an accountant.

■ Business Cardholder—Provides read-only access to users that manage a single card account. The Business Administrator assigns this role to users who only need to track expenses for their own card.

9–8 June 1, 2017

Frequently Asked Reports Questions 10

The Reports module manages all standard reporting for the application. It provides standard reports, ad-hoc report generation capabilities, and custom scheduling functionality. Once scheduled, the application generates email alerts also to notify you (orsomeone you designate) when a report has finished running.

Reports Questions This section of the FAQs addresses questions specific to the Reports module. How many months of transaction data does the system store?

Transaction data is held for 27 months. When performing a search using the date range option, select a start date that is within 27 months of the current date; otherwise, an error message will be displayed.

What is the difference between billing cycle and months? Why can't I see billing cycles or balances?

Depending on how your financial institution submits information to Visa Business Reporting, you will see either billing cycle or monthly data.

What are trend reports? Trend reports show data for two periods of time. As an example, one could look at data for summer months of one year and compare to summer months of prior year. There are four trend reports:

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Frequently Asked Reports Questions Visa Business Reporting Getting Started Guide

■ Cardholder Trend ■ Expense Category Trend ■ Merchant trend ■ My Category Trend

What types of reports can I run? The user can run the following types of reports: ■ Cardholder Report ■ Expense Category Report ■ GST Report (If available) ■ Merchant Report ■ My Category Report ■ Non-card Transactions Report

NOTE: Reports can be run one-time or scheduled for regular report outputs.

How do I run a one-time report? 1. Click the Reports tab located at the top of the screen.

Figure 10–1: Sample Run or Schedule a Report Screen

2. Click the Run link next to the report you want to run.

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Visa Business Reporting Reports Questions Getting Started Guide

Figure 10–2: Sample Run Report Screen

3. If required, in the Organization drop-down list, select the organizational level for the data you want the report to include.

4. In the Report By radio list, select which report you would like to run. 5. Select a Date Range or Billing Cycle in the Select Start and End Dates section. 6. Click the Download button. From the File Format menu, select either CSV, PDF, or Excel. The report will download to your computer as a ZIP file. Depending on the version of browser being used, users may be prompted to save the file, or the file may be downloaded automatically. Your browser should display the progress of the download and notify you once the download is complete. The Run Report window can be closed once the downloads completes.

How do I schedule a report to run regularly? 1. Click the Reports tab located at the top of the screen. 2. Select the Schedule link next to the report you want to schedule. The Schedule Details screen appears.

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Frequently Asked Reports Questions Visa Business Reporting Getting Started Guide

Figure 10–3: Sample Schedule Report Screen

3. Type a Title for this schedule. 4. Select the organization. 5. Select the date range or billing cycle. 6. Select the format for this report. 7. Click the frequency for running this report: Once, Daily, Weekly, or Monthly. The other recurrence parameters change depending on your choice of frequency. Make the selection appropriate for this report.

8. Set the time of day for this report to run. 9. Set a start and end date for running this report. 10. Click Submit. The system will respond by displaying the Manage Schedules screen with the new scheduled report included.

How can I get an Excel, PDF, or CSV extract of all of my transactional data? To get an export of all your transaction data, you will need to run one of the transaction detail reports. Only transaction detail reports contain detailed transaction information. For more information see the How do I run a one-time report? section.

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Frequently Asked Accounting Software Integration Questions 11

Visa Business Reporting currently supports integration with Intuit QuickBooks® Online version and Xero™. Connecting your accounting software to Visa Business Reporting enables the automatic transfer of data to your accounting software. NOTE: The Accounting Software Integration functionality is only available within the

United States of America and Canada.

Accounting Software Integration Questions This section of the FAQs addresses questions specific to Accounting Software Integration. NOTE: The Accounting Software Integration functionality is only available within the

United States of America and Canada.

What accounting software does Visa Business Reporting currently support? Visa Business Reporting currently supports integration with Intuit QuickBooks® Online and Xero™. After you have completed the card registration process on Visa Business Reporting, Visa Business Reporting can automatically move Visa card transactions to Intuit QuickBooks® Online at set intervals without any further intervention from yourself.

Is Intuit QuickBooks® Online and Xero™ the only accounting software one can pushthe card transactions to?

Yes. Visa will continue to review the needs of integrating additional accounting software.

I do not see any option to push transactions to accounting software. Please check with your financial institution to ensure you are set up for this functionality.

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Frequently Asked Accounting Software Integration Questions Visa Business Reporting Getting Started Guide

What are the pre-requisites for integrating with accounting software? To send data from Visa Business Reporting to your accounting software, you must complete the setup in Visa Business Reporting where you will select the card accounts for which transactions need to be sent. You will also need to be a subscriber to Intuit QuickBooks® Online or Xero™.

Will transactions be sent to accounting software if the setup in Visa Business Reporting is not complete?

If the setup is not completed, no card transactions will be sent to your accounting software.

How do I send card transactions to my accounting software? Sending transactions to the accounting software is an automatic process and there are no manual steps. If you have completed the setup in Visa Business Reporting, transactions for all the selected cards will be sent to the accounting software on a daily basis and will be displayed in the accounting software automatically.

Does Visa Business Reporting send transactions for all card accounts and do I have the option to send transactions only for specific card accounts?

At the time of setup, you can choose to send transactions for all card accounts or specific card accounts.

What is a nickname or card account description? A nickname is a required field and used to identify each Visa card. Card account numbers will not be referenced when passing the transaction over to your accounting software. NOTE: Nicknames cannot be changed once created. A card account description is

available for you to enter specific details of the card (i.e. “for sales travel purposes”). The card description can be modified at any time.

What other information is sent to the accounting software? In addition to the card transactions, Visa Business Reporting will send the Transaction Category, Notes, and Attachments associated to the transactions.

Can I choose to send/not send Transaction Category, Notes or Attachments to the accounting software?

Yes, you can choose to send or not send any of these by selecting or un-selecting Transaction Category, Notes or Attachments in the setup page.

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Visa Business Reporting Accounting Software Integration Questions Getting Started Guide

Why do I not see the card transactions in my accounting software? Check to see if you selected the appropriate card account in the setup. You shouldalso check to ensure you are still a current subscriber to your accounting software. If you still do not see transactions after 24 hours, please contact your Financial Institution for assistance.

How can I setup integration between Visa Business Reporting and the Accounting Software?

The integration to accounting software is done through the self-registration portal in Visa Business Reporting. Your financial institution should have provided you the URL to access the self-registration portal. If the accounting software integration service is enabled by your financial institution, you will see a button on the “Add Cards” page that reads “Subscribe to Accounting Software”. Select the “Subscribe to Accounting Software” button and follow the process to login and complete the setup. You must be a subscriber to the accounting software. If you are not a current subscriber to the accounting software, you have the option to subscribe during the setup process. After successfully following the steps above, Visa will be able to push transaction data to your Intuit account. Visa will not be able to view your Intuit Password or other account details.

NOTES:

■ Users must select “Use Custom Categories” in order for them to categorize their transactions into their own “my categories”. If “Use Custom Categories” is not selected, transactions will default to Merchant Category Codes.

■ Users are able to edit their accounting software integration settings after completing enrollment by contacting their dedicated support person.

June 1, 2017 11–3

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