American Express Integration User Guide 2018 Cvent, Inc 1765 Greensboro Station Place McLean, VA 22102 www.cvent.com
Contents American Express Card Integration User Guide... 3 Enabling American Express Card Integration for Your Account... 4 Card Configuration... 5 Alerts & Notifications... 6 Integrating American Express Card with an Event...7 Adding a Plastic Card to an Event...7 Removing a Plastic Card... 8 Reconciling Transactions... 9 Working with Reports...11 2
American Express Card Integration User Guide Welcome to the American Express Card Integration User Guide! In this user guide, you will learn the basic steps to setting up the American Express Card integration in your account. With this integration, you can: Track spending for American Express cards Customize in-app alerts and email notifications for various card-related activities Add, edit, and remove plastic cards to and from your event View transactions and available balances Reconcile transactions to budget items Run reports on event spend data For more information, please contact your account manager. 3
Enabling American Express Card Integration for Your Account Before setting up the integration, you must contact your account manager to enable it for your Cvent account. You must also have Cvent s Budget Tracking feature and have a card program with American Express. Once the integration is turned on for your account, you can access your American Express Card integration settings by going to Admin > Integrations > Card Integrations. 4
Setting Up American Express Card Integration Your Cvent and American Express account representatives will guide you through the setup process. NOTE To set up the integration in Cvent, you must have full access to the Account Integration and Budget permissions. Event User Permissions Admin > Users > User Roles > Events You will need the appropriate permissions to manage American Express cards. You can only access Card Management within an event if you have access to the Budgets and Cards permissions. The Cards permission has sub-permissions for editing and removing cards, and for reconciling transactions. If users have full access to Cards, they can perform the enabled actions for all cards. If users have private access, they can only perform actions for their own cards. Card Configuration Admin > Integrations > Card Management You can set up cards for your account. To do this: 1. Click Edit. 2. Select which budget column will be used to reconcile American Express transaction with Cvent budget items. Reconciling helps ensure your budget accounts for all card-related transactions. 3. Click Save to finish. 5
Alerts & Notifications Admin > Integrations > Card Management You can also set up in-app alerts and emails notifications for card-related activity. Available Alerts & Notifications Approaching Card Spending Limit: Triggered when a card reaches a set percentage of its spending limit. Transaction Declined: Triggered when a card transaction is declined. High Value Transaction Charged: Triggered when a card transaction at or above a set value occurs. Approaching Expiration Date: Triggered a set number of days before a card expires. Transactions Ready for Reconciliation: Triggered when card transactions can be reconciled with an event s budget. Card Added: Triggered when a card has been added to an event. To set up an alert or notification: 1. Select the name of an activity. 2. Click Edit. 3. Select whether to alert users in the app or to notify users by emails when the activity occurs. Once enabled, alerts do not require any additional setup. 4. If you enable the notification, enter the following content: Reply-to email address: Where replies to the notification will be sent Subject: Appears in the subject line of the notification Message body: Appears in the body of the notification 5. Select the notification recipients. Notifications can be sent to the following recipient types: Assigned Role Custom Event Field (if in email address format) Custom Requester Field Email Address Question Planner Email Address Requester Email Address User User Group 6. Click Save to finish. You can add data tags to a notification to display information about the budget, event, or card. To do this, select an available tag and paste it into the subject or message body. TIP 6
Integrating American Express Card with an Event Adding a Plastic Card to an Event Events > Event Details > Planning > Budget Once you have completed your card configuration in Admin, all users can begin adding cards to your events. To add a card: 1. Click New Card and then click Add Plastic Card. Enter a brief description of the card. 2. Select the Transaction Date range for the card. This range should include all dates that purchases for this event will be made. The event budget will only record transactions that occur on these dates. The Transaction Date Range can be edited at any time. This allows you to capture expenses made outside of the original date range. 3. Enter the first 6 digits of the card. 4. Enter the last 4 digits of the card. 5. Enter the name as it exactly appears on the card. 6. Select the card s expiration date. 7. Click Save to finish. 7
Removing a Plastic Card Events > Event Details > Planning > Budget > Card Management If you no longer need your plastic card associated with an event, you may remove it. Once removed, the card can still be added back to the event if you change your mind. You can only remove cards that do not have transactions reconciled to an event. NOTE To remove a card: 1. Click its description. 2. Click Remove. 3. Click Confirm to finish. To remove multiple cards simultaneously: 1. Click the checkbox beside the name of each card you want to remove. 2. Go to Actions and click Remove. 3. Click Confirm to finish. 8
Reconciling Transactions Events > Event Details > Planning > Budget > Transactions Once card transactions are made, you can reconcile them within your event budget. You can do this using the following methods: Add all transactions to existing or to new budget items. Split a single transaction between existing or new budget items. To reconcile: 1. Choose the transactions you want to reconcile. 2. Click Reconcile Transactions to open the Reconciliation Wizard. Reconciliation Wizard To begin reconciling, select a single transaction. This will begin the Reconciliation Wizard. Step 1: Choose How to Reconcile Items Transactions can be added: To a single existing budget item To multiple existing budget items To a single new budget item To multiple new budget items Step 2: Select or Create the Budget Items Add to Existing Budget Item or Items Select from the list of suggested budget items to reconcile to, or click Select Different Budget Item to find the existing item to reconcile to. If necessary, you can filter the list of budget items by selecting a budget category and subcategory. NOTE To help make reconciling easier, Cvent will always suggest a match. Suggested matches will be a budget item with a date, amount, and vendor similar to the selected transaction(s). 9
Split Between Existing Budget Items (Single Transaction Only) If a transaction is comprised of several expenses, it can be split across multiple budget items. To do this: 1. Choose a single transaction. 2. Click Add Budget Item until all items you want to split the transaction between are selected. 3. Enter the cost you want each budget item to cover. Total cost of all items must be equal to the transaction amount. 4. Click Finish. Add to New Budget Items Transactions will appear as budget items. Each budget item s name, date, category, currency, and cost will match the corresponding transaction. To do this: 1. Choose a transaction(s). 2. Enter the new budget item s name, category, and subcategory. 3. Click Finish. In this step, the total cost is read-only. If necessary, you can update it after creating the items. NOTE Split Between New Budget Items (Single Transaction Only) If a transaction is comprised of several expenses, it can be split across multiple budget items. To do this: 1. Click Add Budget until all items you want to split the transaction between are selected. 2. Edit each item s name, category, and subcategory. 3. Enter the cost you want each budget item to cover. Total cost of all items must be equal to the transaction amount. 4. Click Finish. View the Spending Dashboard You can view total card spending, spending by card, or spending by budget category by going to the Spending Dashboard under Events > Event Details > Planning> Budget > Card Management. 10
Working with Reports Admin > Reporting > Transactions On the Standard Reports page, you can run the Reconciled Transactions report on all budget items. Doing so lets you view and analyze all reconciled transactions in your event. To run the report: 1. Click Reconciled Transactions. 2. Enter the transaction date range. 3. Select which fields to include in the report. 4. Click Run. Once your report is finished processing, you will be able to view your transactions. 11