ezbusiness // User Guide

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1 ezbusiness // User Guide Getting Started...2 Logging In... 2 View Account Details... 2 Setting Alerts...4 Updating Cardholders...5 Adding a New Cardholder... 5 Removing a Cardholder... 6 Editing a Cardholder s Address and Phone Number... 6 Payments...8 Adding a Payment Account... 8 Making a Payment... 9 Setting Up Auto Pay... 9 Payment History Changing Credit Limits...11 Reporting...12 Viewing and Downloading Transaction History Viewing a Statement Generating a Report of Credit Lines Admin Functions...15 Creating a New Admin User Viewing Transaction Declines

2 ezbusiness // Getting Started ezbusiness allows Program Managers to: Search and view the company s cardholder accounts, including: balances, statements and transactions. Submit service requests for updates to company or cardholders. Send online messages to other program managers and cardholders. Make payments to the central billing account or individual cardholder accounts. Order new cards and close current cards. Logging In 1. Visit ezbusinesscardmanagement.com. 2. Enter your Username sent via and click Log In. 3. Enter your Password sent via and click Log In. Note: Passwords must be a minimum of 8 characters and include at least 1 number, special character and lower case letter. View Account Details 1. Click View Hierarchy. 2

3 2. Click View to go to the Accounts page. The billing account (BL ACCT, if applicable) and a list of the cardholder names you have access to view will display. 3. Clicking the arrows < > on the lower left takes you to the next page of cardholders (if applicable). Clicking on the cardholder s Card Number or Name will take you to the cardholder s Account Details. 3

4 ezbusiness // Setting Alerts 1. Log in and click View Hierarchy, then click View. 2. Select My Company Alerts from the Navigation List drop-down and click Create My Company Alerts. 3. Select the alert type and provide dollar amount where necessary. Alerts can be set for specific dates and/or accounts. 4. Click Submit. 4

5 ezbusiness // Updating Cardholders Adding a New Cardholder 1. Log in and click View Hierarchy, then click View. 2. Select Online Requests from the Navigation List drop-down. 3. Select Add New Cardholder Account from the Service Request Types drop-down and click GO. 4. Enter the person s First Name and Last Name. The Cardholder SSN/Tax ID will default to the company s EIN. Please leave this as is. 5. In the Product Details section enter the cardholder s Credit Limit. The amount available is based on the limit available to the company overall. 6. Name to Print on Card Instead of Company Name can be used to change the name on the card. If left blank, the company name will be used. 7. In the Cardholder Address Details section the Primary Mailing Address will default to the Company s address. Change the address if the card should be mailed to a different address. Select to have the Statement Address the same as the Primary Address, or enter the address the statement should be mailed to. 8. In the Phone Numbers section enter phone numbers for the cardholder. This is critical for mandatory fraud alerts. 9. Click Continue. Verify the information, then click Submit. Note: These requests are processed within 24 hours. Once the request is processed, you ll receive a message within ezbusiness stating the card will be received in 7 to 10 business days. 5

6 Removing a Cardholder 1. Log in and click View Hierarchy, then click View. 2. Select Online Requests from the Navigation List drop-down. 3. Select Close Account from the Service Request Types drop-down and click GO. 4. Select the Cardholder Name/Account. 5. Select the Reason for Closing Account. 6. The Service Request Memo is optional. Comments are not reviewed by the Bank, but serve as notations. 7. Click Continue. Verify the information, then click Submit. Note: These requests are processed real-time. Editing a Cardholder s Address and Phone Number 1. Log in and click View Hierarchy, then click View. 2. Select Online Requests from the Navigation List drop-down. 3. Select Address and Phone Change from the Service Request Types drop-down and click GO. 6

7 4. Edit the fields as needed and click Continue. 7

8 ezbusiness // Payments Adding a Payment Account 1. Log in and click View Hierarchy, then click View. 2. To add/edit/delete a payment account, select Manage Payment Accounts from the Navigation List drop-down. 3. Click Add Payment Account. 4. Select the Type of Account and enter the required information. Some of this information can be found on your checks. Click Save. 8

9 Making a Payment 1. Select Make Payment from the Navigation List drop-down. 2. Click Make a Payment. 3. Select the Payment Account, Payment Amount, Payment Date and enter a Payment Memo, if desired. If you want a confirmation sent to your , select the box and then click Submit. 4. Verify the information, then click Make Payment to complete the transaction. If you don t, the payment will not be applied. To cancel, click Don t Make Payment. To edit, click Edit Payment. Note: Payments made by 5PM ET will be credited at the end of day the payment is made. Payments made after 5PM or on weekends/holidays will be credited to your account at the end of day the following business day. Setting Up Auto Pay 1. Select Online Requests from the Navigation List drop-down. 2. Select Setup Account AutoPay from the Service Request Types drop-down and click GO. 9

10 3. Select the Cardholder Name/Account and Auto Pay Account Type. Enter the Bank Account Name, Bank Account Number and Routing Transit Number. Select the Auto Pay Option and Frequency, if applicable. Enter the Day, if applicable. Enter the Amount of Payment or % of Statement Balance to be Paid, if applicable. Service Request Memo is optional and not reviewed by the Bank. Click Continue. 4. Verify the information and click Submit. Note: Auto Pay may take up to a full statement cycle to go into effect, so please be sure to continue to make payments to ensure fees are not assessed on the account(s). Payment History 1. Select Payment History from the Navigation List drop-down. 2. Select or enter the Payment Status, Account Number, Confirmation Number, Payment Date and/or Payment Amount. 3. Click Search. 10

11 ezbusiness // Changing Credit Limits 1. Log in and click View Hierarchy, then click View. 2. Select Online Requests from the Navigation List drop-down. 3. Select Change Credit Limit from the Service Request Types drop-down and click GO. 4. Enter the permanent or temporary limit increase or decrease and then click Continue. 5. Verify the information on the next page, then click Submit. Follow any additional prompts to submit the limit change. Note: This is a real-time process and is effective immediately. 11

12 ezbusiness // Reporting Viewing and Downloading Transaction History 1. Log in and click View Hierarchy, then click View. 2. Select Transaction Report from the Navigation List drop-down. A report will display with credit card number, cardholder s name, posting date, transaction date, reference number and total amount. 3. To generate a report, select All Accounts or the specific cardholder from the Please Select an Account drop-down. 4. Select a time period or a specific date range using the From and To drop-downs. 5. Click Go. Transactions display at the bottom of the screen with a total on the bottom right. 6. Click PRINT to print the report. To download the report, select a file type (Excel, Word, Quicken or QuickBooks) from the Download File Format drop-down and click Download. 12

13 Viewing a Statement 1. From the Accounts page, select a Card Number or Name. 2. Select Statements from the Navigation List drop-down. 3. Click a statement date. 4. Click View Images. 13

14 Generating a Report of Credit Lines 1. Select View Credit Lines from the Navigation List drop-down. 2. Select from the Status drop-down, or enter any/all of the following: Card Number, First Name or Last Name. 3. Click Go. 4. Click PRINT to print the report. 5. Click Configure Report View to change which columns are displayed. 6. Select Download All Columns to create a report with all available columns or select Download Configured Columns to create a report with selected columns. 7. Select a file format from the drop-down and click Download. 14

15 ezbusiness // Admin Functions Creating a New Admin User 1. Click Admin Security. 2. Click Admin Group. 3. Click Create a New User. 4. Click View Users to the right of Basic - With Admin* or Admin View Only Transactions. *Basic - With Admin allows users to: Company and Cardholder Search Payments Manage Payment Accounts Lock Cardholder Account Reset Cardholders Unlock Users View Statement Image Address and Phone Change Request Replacement Card Set Up Account Auto Pay Change Cardholder Credit Limit Close Account View Full Account Number Search and View Admin Users View Admin User Activity Reports and Detail Create New Admin User Modify and Delete Admin User Change Admin User password Unlock Admin User Enroll and Delete Cardholder Users Generate New Cardholder Password Emulate Cardholder User Lock Cardholder User Setting Company Alerts Online Messaging 15

16 5. Click Create a New User. 6. Enter the required information (marked with an asterisk). The Maximum Credit Limit Amount is the overall company limit. If the limit is $1,000.00, enter If the admin user will not be authorized to order new cards or adjust card limits, enter 0. The Password must be at least 8 characters in length and contain a number, lower case letter, uppercase letter and special character. The password is temporary and will be changed by the user during first login. 7. Click Save. Two s will be sent to the address entered. Viewing Transaction Declines 1. Select the declined account. Account Details will appear, scroll down to pending balance and click View Detail. 16

17 2. The next screen will show what was approved or declined Click on the declined transaction and scroll to the reason for decline. 17