Navigation Basics - Welcome to URMC - Rochester, NY · 2013-11-08 · Navigation Basics Cardholder and Program Administrator 3 Log In and Log Out The procedures on the following pages

Access Online

Navigation Basics User Guide

Version 2.2 Cardholder

and Program Administrator

Contents Introduction ................................................................................ 1

Access Online Overview ............................................................ 2 How We Gather and Manage Transaction Data in Access Online ....... 2 Customized Interface ............................................................................... 2

Log In and Log Out ..................................................................... 3 Log In for the First Time .......................................................................... 6 Use the Forgot Your Password Function to Reset Your Password .. 10

Client Home Page, User Interface and Site Navigation ......... 13 Message Center ..................................................................................... 14 Transaction Summary ........................................................................... 15 Home Page Settings .............................................................................. 16 Quick Links ............................................................................................ 17 User Interface and Site Navigation ....................................................... 18

Left-Column Navigation Bar .............................................................. 19

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Introduction Whether you are a cardholder or a Program Administrator, getting started in Access Online is quick and easy. This user guide provides some important background information about Access Online, as well as procedures to help you log in and use the system.

Learn More: Refer to the Access Online Glossary for definitions of terms in the Access Online user guides and web-based training lessons. Refer to the Managing My Personal Information user guide for information on changing login and contact information.

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Access Online Overview Access Online is a web-enabled tool that lets your organization manage your card program. Our team worked with you to implement the Access Online features and functionality that best support and enhance your business processes.

How We Gather and Manage Transaction Data in Access Online When a cardholder makes a purchase, the merchant’s bank, known as the acquiring bank, processes the transaction by requesting funds from the bank issuing the card (known as the issuing bank).

The issuing bank approves or denies the authorization to complete the transaction. If the issuing bank approves the authorization, then the merchant can complete the transaction.

The Visa and MasterCard networks transfer the transaction data from bank to bank.

The payment processing system at our bank retrieves the transaction data from Visa and MasterCard via a nightly upload. We then upload the transaction data into Access Online.

Cardholders and Program Administrators log in to Access Online to access the transaction data.

Customized Interface The Access Online user interface is specific to each user, displaying links only to the functions the Program Administrator assigned to the user ID. For example, cardholders can view statements, review their account information, manage transactions, and run reports. Program Administrators can set up and manage accounts and users, manage allocation information and rules, manage approval processes, run reports and perform other tasks to manage their programs.

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Log In and Log Out The procedures on the following pages describe the login steps for both cardholders and Program Administrators. The first time you log in to Access Online, and every 60 days thereafter, you must change your password. The first time you log in you must also view and respond to the licensing agreement.

Tip! The first time you go to Access Online, you may need to register. If your program is set up with self-registration, then you can register your own accounts and enter your own contact information. (Refer to the Access Online: Online Registration user guide). If you are not sure if you need to self-register, then contact your Program Administrator.

If your program is not set up for online registration, then your Program Administrator has already registered you, and you will log in as soon as you navigate to Access Online.

To log in:

1. Type your organization short name in the Organization Short Name field. The organization short name is a code that identifies your company in Access Online. You must enter your organization short name each time you log in.

2. Type your user ID in the User ID field.

3. Type your password in the Password field.

4. Click the Login button. The Client Home Page displays.

Tip! If you have three consecutive failed attempts to log in to Access Online, your account will become inactive. Contact the technical support desk to reset your account.

You must fill in all three fields.

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5. To log out, simply click the Log Out link from any screen.

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Note that you can change your language on this screen.

The content that displays depends on your program’s setup, your role, and which card type you use.

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Tip! For security reasons, if you do not perform any task in Access Online for 15 minutes, the system will log you out of your session automatically. A warning message displays that lets you resume your session or log out.

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Log In for the First Time The first time you log in to Access Online (and every 60 days after that) the Login: New Password screen displays and you must change your password.

To log in for the first time:

1. Type your current password in the Current Password field.

2. Type a new password in the Enter New Password field.

Tip! Your password must be 8 – 20 alpha/numeric characters. Your password must contain at least one alpha and one numeric character. You cannot reuse a password for 12 months.

3. Confirm your new password by typing it a second time in the Re-enter New Password field.

4. Click the Save button.

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5. If you did not register online, then when you log in for the first time, you also need to select a question from the Authentication Question 1 drop-down list.

6. Type your response in the Authentication Response 1 field.

7. Repeat Steps 5 – 6 to set your remaining authentication questions and responses.

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8. Click the Save button.

Learn More: Access Online requires all users to set three authentication questions and answers. This practice increases the security of system access and thus protects the account information in Access Online. If you registered online, then you set your authentication questions answers then. You can update your questions and answers at any time using the My Personal Information function. Refer to the Access Online: My Personal Information user guide. You also answer one of your questions if you use the Forgot Your Password function. Program Administrators can view, but not edit, the questions and answers.

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9. Review and accept the licensing agreement:

a. Click the I Accept button to accept the terms of the licensing agreement and continue. The Client Home page displays.

b. Click the I Decline button to return to the Login page.

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The content that displays depends on your program’s setup, your role, and which card type you use.

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Use the Forgot Your Password Function to Reset Your Password If you forget your password, you can still log in to Access Online using your authentication.

To log in to Access Online using your authentication:

1. At the Login page, type your organization short name in the Organization Short Name field.

2. Type your user ID in the User ID field.

3. Click the Forgot your password? link. The Login: Forgot Password page displays and the system randomly selects and presents one of your authentication questions.

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4. Type the answer to your authentication question in the Enter the response to your Authentication Question field.

5. Click the Continue button. The Login: New Password page displays.

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6. Type a new password in the Enter New Password field.

Tip! Your password must be 8 – 20 alpha/numeric characters. Your password must contain at least one alpha and one numeric character. You cannot reuse a password for 12 months.

7. Confirm your new password by typing it a second time in the Re-enter New Password field.

8. Click the Save button. The Client Home page displays.

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The content that displays depends on your program’s setup, your role, and which card type you use.

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Client Home Page, User Interface and Site Navigation The Client Home page displays each time you log in to Access Online and whenever you click the Home link in the Left-Column Navigation Bar. The Client Home page has the following elements:

• Message Center—Provides important messages from Access Online, your organization, and the bank.

• Account Information—Summarizes your account, including billing cycle close date, payment due date, balance, credit limit, and recent transactions.

• Quick Links—Take you directly to common tasks.

Tip! The content that displays on this screen depends on your program’s setup, your role, and the type of card you use.

Select an account number to switch accounts.

Check your Client Home page often for messages in the Message Center.

You may be able to get a quick view of your current statement or pay your balance.

You may be able to review a quick summary of your current account information (e.g., billing cycle close date, payment due date, balance, credit limit, and recent transactions.

You may be able to use quick links to go to common tasks.

Change your language preference.

The content that displays depends on your program’s setup, your role, and which card type you use.

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Message Center

To read messages:

1. Click the Messages from Access Online link.

2. Close the window to close the message.

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Transaction Summary Your organization may have selected to display a transaction summary on your home page.

The summary displays:

• Your current balance

• Your credit limit

• Your available credit

• Your ten most recent transactions

If you have access to more than one account, simply select the other account from the Switch Account drop-down list.

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Home Page Settings

To manage your home page settings:

1. Click the Manage Home Page Settings link. The Home Page Settings: Manage Settings screen displays.

2. Switch the account to display as the default when you log in, if desired.

3. Select and deselect the options that you want to display as quick links on your home page.

4. Click the Save button.

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Quick Links

To use the quick links on your home page:

1. To manage contact information, click the Manage Contact Information link. Refer to the My Personal Information training content for detailed information on setting up and managing your contact information and other personal information.

2. To manage email notifications, click the Manage Email Notifications link. Refer to the Email Notifications user guide and lesson to set up and manage the email messages that you get from the Access Online.

3. To run a report that contains detailed information about your transactions, click the Run Transaction Detail Report link. Refer to the Run Reports training content for detailed information on setting report parameters and running reports.

4. To view statements, click the View All Statements link.

5. To view transactions from your last cycle, click the View Last Cycle Transactions link. Refer to the Transaction Management training content for detailed information on managing your transactions.

6. To view open transactions, click the View Open Transactions link. Refer to the Transaction Management training content for detailed information on managing your transactions.

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User Interface and Site Navigation The following elements are common to all Access Online screens:

• Error message—Displays in red text at the top of the screen.

• Logout button—Ends your Access Online session and displays the Login page.

• Left-Column Navigation Bar—Specific to each user, displays links to only those Access Online functions assigned to that user ID.

• Back link—Displays a previous screen.

Logout button

Error messages

Left-Column Navigation Bar

Back link

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Left-Column Navigation Bar Use the Left-Column Navigation Bar to navigate throughout Access Online. The Left-Column Navigation Bar has the following elements:

• High-level tasks—Displays links to sub-tasks in the Left-Column Navigation Bar and on the screen (with descriptive text explaining each task). Clicking a sub-task link displays the screens on which you make selections, enter data, and review information to complete the task.

• Contact Us link—Displays our mailing address, email addresses, and the telephone numbers for the Access Online technical support desk.

• Home link—Displays the Client Home page.

Tip! Use the links in the Left-Column Navigation Bar and on the screens, rather than your browser’s Back and Forward buttons, to navigate through the Access Online site.

High-level tasks

Click a high-level task to display links to sub-tasks in the Left-Column Navigation Bar and on the screen.

Contact Us and Home links

©2013 U.S. Bank National Association. All trademarks are the property of their respective owners.

You may not reproduce this document, in whole or in part, without written permission.