PaymentNet 4 for the Cardholder

1. PaymentNet 4 for the Cardholder

2. Western Illinois University P-Card Administrators Lora Lidaywa – LJ-Lidaywa@wiu.edu Cindy Baxter – CA-Baxter@wiu.edu Shannon Reed – SR-Reed@wiu.edu Pcard@wiu.edu Phone: 298-1819 Fax: 298-1927 Purchasing Web Address: www.wiu.edu/vpas/purchasing JP Morgan 1-800-270-7760

3. Logging into PaymentNet 4

4. This is the new Log On Screen. Anytime you launch a PaymentNet session, you will be taken here. • The first time you log on, you will need to sign in using three pieces of information you would have gotten directly from JP Morgan via two emails: • The first email contained your Organization ID and your User ID • The second email contained your temporary Password

5. To simplify your log on process, check the box next to Remember my Organization ID to prompt the system to automatically populate it for you every time. Note: if you are accessing PaymentNet 4 from a public computer, please do not select this option. • The Forgot my Password link allows you to reset your own password by clicking on it. You will no longer have to contact anyone else for a password reset. • There is also a link to Log On Help which you can click on to get immediate answers to any questions you have about this Log On process. That is where you would find the Logging On Quick Reference Card. • Once you have successfully entered your Organization ID, User ID and Password, you will be taken to the next screen where you will be notified your machine is registered and be prompted to change your temporary password.

6. You will now be prompted to immediately change your temporary password. • This Password Setup screen will populate automatically for you when you are logging on for the first time. • You will need to enter your Organization ID andyour User ID. After that, it is up to you to add the New Password you are switching to. • There are new standards for creating passwords as indicated on the screen itself. All passwords must contain: • 8 Characters • Be Alphanumeric (at least one letter and one number) • No Special Characters • Different from your User ID • Different from your previous five (5) passwords • Passwords expire after 90 days • User IDs are disabled after 185 days of inactivity

7. This is the Password Setup confirmation message that you will find on your screen every time you change your password to a permanent password. Click on the Finish button. So now that you have successfully changed your password, let’s go to the last step for your initial log on.

8. Security Questions

9. Upon logging on for the first time, you will be asked to set up your Security Questions. The answers to these questions will be used when you go through the Forgot your Password process. You must answer at least three of the security questions when setting up your profile - although it is recommended that you answer all five. Responses to Security Questions are not case sensitive. If you ever want to change your answers to these questions, you can easily do that by clicking on the My Profile icon located on the upper right hand of the Home Screen. When going through the Forgot your Password process, you have to accurately answer at least two of your security questions. If you are successful, you will then be sent, via email, a temporary password to log into PaymentNet 4. If you cannot answer two of the security questions correctly, then you will need to contact on of the P-Card Administrators in Purchasing to have them reset your password manually. Note that after you’ve been set up the first time, this screen will never trigger again.

10. Registering your Machine

11. The first time you log on, the machine you are logging on from will automatically be registered. Note: The first time you log in, you will not see this screen. • The Register Machine screen and message populate whenever you will be required to complete a new machine registration process. This will always happen if you: • use another machine (either from work, home or on the road) than the one you originally logged on with • change browsers on any of your registered machines • clear your browser cookies on any of your registered machines • The first option on the screen assumes you have access to your email on file with PaymentNet 4. This should be true for all Cardholders by the time the migration is complete. Selecting this radio button and clicking on the Next button will cause an activation number to be sent to your email. You will enter that activation number when prompted. After that, your computer will be registered and is ready for your use.

12. You will receive your activation code in your email. The screen will then change to an Activation Code prompt. After entering the activation code, you will receive a Machine Registration confirmation message that indicates you have successfully registered your machine.

13. These icons can be accessed from all PaymentNet 4 screens.

14. You will receive an automated email from PaymentNet 4 regarding transactions that have processed and are waiting for you to review. You will receive them on a daily basis providing you have outstanding transactions. Login to PaymentNet 4 using the link in email. Once you have logged in – you will go to “Managing Transactions”.

15. Managing Transactions

16. Managing Transactions • Using the menu options along the top, you may access your various PaymentNet 4 • modules. It allows you to manage transaction details and settings and make real-time • updates. • In the Transaction module you can: • Identify and update transaction accounting codes for transactions • Review and approve transactions • Download monthly statements • Review flagged transactions • View transaction authorization and decline reasons

17. Submenus The Transaction menu provides access to the following submenus: • Manage: The Manage submenu takes you to the Transaction List Screen. The Transaction List Screen is the starting point for most of the work to be done in the Transaction area. • Approve: The Approve submenu provides you with a place to review all records that have been awaiting approval. • Authorizations/Declines: The Authorization/Declines submenu takes you to a view of any declined transactions and pending authorizations on a given account. This screen display realtime information. • Query: The Query submenu takes you to the Advanced Query screen. The Advanced Query screen of the Transaction work area is where you will go to conduct queries for transactions. • Statement: The Statement submenu takes you to the Statement Details screen. The Statement Detail screen allows you to view and print current and past statements.

18. Reviewing/Approving transactions: To do this you may click either “Manage” to view alltransactions or “Transactions for review” (found at the right). This is to view just those transactionsthat are waiting for your review. Select the row of the transaction you’d like to review.

19. From the Transaction List, you can click on a transaction to view the specific details of that transaction. By selecting it, the Transaction Detail screen is populated. The first tab is called General Information which provides an immediate summary of some of the information about that transaction.

20. The Cardholder can click the Review checkbox after reviewing the transaction. The following is required for each transaction: • Fiscal Year – The fiscal year the transaction is to be charged. • Campus Code – The appropriate code – 01 WIU Account or 08 Foundation • Account # - The proper departmental code to be charged • Object Code – The proper object code for item purchased • Receipt (Itemized) – Mandatory “yes” or “no” • Transaction Notes – Please describe the transaction and be specific.

21. The following information is necessary for any transaction that has a travel • object code: • Traveler’s Last Name • Traveler’s First Name • Destination • Travel Begin Date and Travel End Date (MMDDYYYY) • Transaction Notes must state the purpose of travel Note: These fields (except Transaction Notes) should be blank if not for travel. After you have completed the required fields, check the “Reviewed” box and click “Save”. This transaction is now complete for the remaining approval process.

22. Splitting Transactions

23. Splitting Transactions Select the row of the transaction you’d like to review.

24. If you want to split your allocation between more than one budget or if there are multiple travelers for one transaction – Click “Add Lines”

25. Enter the number of lines that you’d like to split between accounts/travelers. The number of lines entered must be at least 2. Then click “Add”. You can quickly add or delete another item without starting over.

26. Click the arrow to open each line item.

27. Change the amount or percentage for the first line item. The subsequent line items will adjust automatically. You will also be able to update the Account # and Object Code as necessary. If applicable, please list each traveler on a separate line. Remember that “Transaction Notes” is a mandatory field. Please describe the transaction and be specific. Click “Save” to complete your review.

28. If you decide that you don’t need to split the transaction, just click “Remove Lines”. You will then be able to review the transaction as it was originally presented.

29. The Addendum tab will show any Level 2 or Level 3 data sent by the Merchant. If a merchant attaches addendum details to a transaction, then you can view the addendum details here. For example, an airline ticket purchase will include details about the flight including, Flight number, Depart Date, Travel Agency Codes and legs of the trip. If a merchant does not provide addendum details, then the Addendum tab is inactive and cannot be accessed. If addendum detail is available, a small icon displays in the Transaction ID column on the Transaction Listscreen. For Level 3 data, there are several types of addendum data including Airline, Hotel, Car Rentals, Purchases, etc., from which addendum data will populate. Each type of merchant will display different information on this tab.

30. Disputing Transactions

31. Disputing Transactions To dispute a transaction – select the transaction you want to dispute from the list. Note: The cardholder should always try to resolve a dispute with the vendor first. If unable to reach an agreement with the vendor, the cardholder should contact the JPMorgan (1-800-270-7760) anddispute the transaction in PaymentNet 4. The transaction must bedisputed within 60 days from the statement date. Tax charges are not a reason to dispute a transaction – contact the vendor to resolve the tax issues.

32. Click on “Dispute”

33. Make sure your email address is entered and then select a “Dispute Reason” from the drop down selection.

34. Depending upon the “Dispute Reason” that you selected – you may need to enter additional information. Some reasons may ask for additional information, while others may ask for the receipt amount of the actual charge (correct amount). Once all the required information has been entered, click “Submit”.

35. A dispute confirmation will be displayed. You will see listed any additional documentation that is needed to process the dispute, along with an explanation of where it should be sent.

36. Queries

37. Quick Query Enter the data that you want to query by and click “Go”.

38. Advanced Query

39. NOTE: Data older than 30 days is available only by performing an Advanced Query.   • The Advanced link found on the screen is where you will go to conduct more specific queries for the transactions you are searching for. • You can also save a query for future use by following these steps: • Select New Query from Query dropdown in upper right hand corner • Enter a required date range • Set criteria (optional) • Limit by hierarchy (optional) • Set the sort order of the columns (optional) • Process the query • Save query • Name the query • Set as Default (optional)

40. Help Topic

41. You will find the Help Module listed on your main task bar alongside the Transactionsand ReportsModules. • Once you click on the Module, you will find two sub-menus as shown above: • Help For This Page which allows you to access the Help Guide from any page within PaymentNet 4. • Help Index which takes you to the entire help information guide from which you can begin a search. • For example, if you select Help For This Page from the Transactions > Manage screen as shown above, you will see an overview of the screen as well as links to each of the actions that can be performed from that screen.

42. The Help Index allows you to search in various ways. • Contents: This option allows you to find the desired topic by choosing the appropriate category on the left and “drilling into” the topic from there. • Index: This is an alphabetical list of keywords within the PaymentNet4 help guide. You can scroll to the desired index term or search for it in the “Find” field. • Search: This feature will search for a given term throughout the documentation, and display all topics that include that term. You can even select a yellow highlight feature to locate the term easily on each page displayed. • Glossary: Common industry and system terms are defined in this tab.

43. Also note that you will always see a Topic Tree on the left hand side for faster access to key topics found within PaymentNet 4. Another point to make is that within PaymentNet 4 you will always find Related Files, User Documentation, User Guides and Quick Reference Cards available to you whether you are logged into the system or not.

44. The End