@ Work Resource Center User Guide

American Express @ Work^®

Guided Tours

@ Work Reporting

@ Work Reconciliation

@ Work Insights Hub

@ Work Homepage

Business Travel Accounts

Other Resources

@ Work Reporting

Introduction
Navigate to @ Work Reporting
@ Work Reporting Homepage
Build a Report
All Templates Tab
Customize a Report
My Saved Templates Tab
Run Reports simultaneously

Introduction
Navigate to @ Work Reporting
@ Work Reporting Homepage
Viewing a Report
Activating Report Schedules
Filtering Reports

Other Resources

Video Tutorials

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HOW TO BUILD REPORTS

Introduction

In this session, we’ll give you an overview of
how to navigate the @ Work Reporting function.
You can access a video tutorial of this tour under
“Other Resources” in the menu bar.

HOW TO BUILD REPORTS

Navigate to @ Work Reporting

From the @ Work homepage, you can navigate to the
@ Work Reporting page.

HOW TO BUILD REPORTS

Navigate to @ Work Reporting

Select “My Program” in the navigation bar and click
“@ Work Reports”  under the “Insights & Reports” list.
You will arrive at the @ Work Reporting homepage.

HOW TO BUILD REPORTS

@ Work Reporting Homepage

From this page, there are two main Reporting journeys - Manage a Report, and Build a Report. The @ Work Reporting page you arrive at is for Manage a Report.

HOW TO BUILD REPORTS

Build a Report

The second journey is Build a Report. To run a report, set up a schedule, or access a saved report template, click the “Build A Report” button.

HOW TO BUILD REPORTS

All Templates Tab

You can search by keyword in the Search Bar.

HOW TO BUILD REPORTS

All Templates Tab

You will arrive at the “All Templates” Tab, where you can see existing Reporting templates.

HOW TO BUILD REPORTS

All Templates Tab

Additionally, you can browse the existing American Express Report Templates.

HOW TO BUILD REPORTS

All Templates Tab

You can expand the template name for further details. You can also click to view a sample of each template.

HOW TO BUILD REPORTS

All Templates Tab

Once you identify which template to build from, click “Start”. 

HOW TO BUILD REPORTS

All Templates Tab

You can choose a Standard Format for a set frequency such as monthly or annually, or build a Customized Report.

HOW TO BUILD REPORTS

Customize a Report

You can customize your report by adding Additional Options.

HOW TO BUILD REPORTS

Customize a Report

You can apply Filters to your report.

HOW TO BUILD REPORTS

Customize a Report

You can also specify additional data fields and get on-demand results.

HOW TO BUILD REPORTS

Customize a Report

Once you have selected all the details, click “Run Report”.

HOW TO BUILD REPORTS

Customize a Report

Your report is now ready.

HOW TO BUILD REPORTS

Customize a Report

You can use these icons in the navigation bar for further options. Use the “Save” icon to save your Customized Report template selections, then give the report template a custom name.

HOW TO BUILD REPORTS

My Saved Templates Tab

You can access the report again by clicking the “My Saved Templates” tab and re-running the report on demand.

HOW TO BUILD REPORTS

My Saved Templates Tab

Expand “Saved Templates” to find the name of your saved report template.

HOW TO BUILD REPORTS

Run Reports simultaneously

To run multiple reports at one time, right click on the browser tab and select “Duplicate”.

HOW TO BUILD REPORTS

Run Reports simultaneously

You can now run another report following the same steps. You will need a separate tab for each additional report you wish to run at the same time. 

HOW TO BUILD REPORTS

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HOW TO VIEW REPORTS

Introduction

In this session, we’ll show you how to find different types of  American Express @ Work^® reports using an intuitive and streamlined process.

HOW TO VIEW REPORTS

Introduction

From the @ Work homepage, you can navigate to the
@ Work Reporting page.

HOW TO VIEW REPORTS

Navigate to @ Work Reporting

Select “My Program” in the navigation bar and click
“@ Work Reports”  under the “Insights & Reports” list.
You will arrive at the @ Work Reporting homepage.

HOW TO VIEW REPORTS

@ Work Reporting Homepage

From this page, there are two main Reporting journeys -  Manage a Report, and Build a Report.

HOW TO VIEW REPORTS

@ Work Reporting Homepage

In the bottom section, you’ll find all previously scheduled reports available for download. All schedules will appear under the appropriate American Express Template name.

HOW TO VIEW REPORTS

Viewing a Report

Expand the Template name to see all recurring report schedules set up for that template. You can leverage the PDF and Excel icons to download and export the reports.

HOW TO VIEW REPORTS

Viewing a Report

The three-dot icons indicate the options available to manage your reports and report schedules.

HOW TO VIEW REPORTS

Viewing a Report

The three-dot icons indicate the options available to manage your reports and report schedules.

HOW TO VIEW REPORTS

Viewing a Report

You can also expand the individual reports for additional details.

HOW TO VIEW REPORTS

Viewing a Report

To find a report, you can type a report name into the Search bar and the appropriate base template will populate.

HOW TO VIEW REPORTS

Viewing a Report

Expand the base template to find the report you were looking for.

HOW TO VIEW REPORTS

Activating Report Schedules

You may notice deactivated schedules appearing here. This section combines  all available, upcoming, and deactivated report schedules that have been categorized under the appropriate base template name.

HOW TO VIEW REPORTS

Activating Report Schedules

To reactivate a deactivated schedule, click on the three-dot icon above, and hit “Activate Schedule”.

HOW TO VIEW REPORTS

Filtering Reports

You can also control your view by leveraging the filters at the top.

HOW TO VIEW REPORTS

Filtering Reports

If you wish to exclude deactivated schedules from your view, you can click on the “All Reports” filter, and only filter for “Active” schedules.

HOW TO VIEW REPORTS

Filtering Reports

You can also click the “Save filters as default” button to customize your  view once you log in below.

HOW TO VIEW REPORTS

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@ Work Reconciliation Program Administration

Introduction
The Cards page
Filtering your results
The Card Member page

Introduction
Communications tab
Broadcast Maintenance
Composing a Broadcast
Custom emails

Introduction
Standard Extracts tab
Standard Files tab
Custom Extracts tab
Custom Files tab
Scheduling Extracts

Introduction
Maintanance tab
The Merchant tab
The MCC tab

Introduction
Updating a User

Introduction
The Validation tab
Validation Maintenance
Validation File Import

@ Work Reconciliation
End User

Introduction
Viewing Transactions for a Billing Cycle
Transaction List View Details
Searching for a Transaction
Changing the account for a Transaction
Splitting accounting for a Transaction
Uploading Receipts to the Receipt Pool
Uploading Receipts from a Phone
Matching Receipts to Transactions
Submitting Transactions for Approval
Export and Print Functions

Other Resources

Video Tutorials

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MANAGE AND UPDATE CARD INFORMATION

Introduction

This session covers how to find Cards and update information relating to them.

MANAGE AND UPDATE CARD INFORMATION

The Card page

The Cards page displays all of your companies’ Cards that are uploaded into the American Express @ Work^® Reconciliation tool.

MANAGE AND UPDATE CARD INFORMATION

Filtering your results

The default view only displays the active Cards. If you want to show cancelled Cards, uncheck the “Only display active cards” box.

MANAGE AND UPDATE CARD INFORMATION

Filtering your results

You can narrow the scope of the Cards displayed by using the “Sites”  drop-down at the top right. This shows you the Cards for a particular site.

MANAGE AND UPDATE CARD INFORMATION

Filtering your results

Use the “Search” field to the left to narrow down the Cards list based  on any of the fields shown on the page.

MANAGE AND UPDATE CARD INFORMATION

Filtering your results

Other than the “Name on Card” field, you can change the information displayed in each  of the columns by clicking on the header and selecting a field from the drop-down menu.

MANAGE AND UPDATE CARD INFORMATION

Filtering your results

Once you have found the Card you’d like to update, you can click  anywhere on the line of that Card.

MANAGE AND UPDATE CARD INFORMATION

The Card Member page

Once you have clicked on a Card, you arrive at the specific page for that Card.

MANAGE AND UPDATE CARD INFORMATION

The Card Member page

In the middle section, you can see the “Accounting defaults” for the selected Card. 

MANAGE AND UPDATE CARD INFORMATION

The Card Member page

To update any of the defaults, select the “Override?” checkbox and make  the necessary changes. If any of the Accounting fields are validated or have masks,  those rules will be enforced here.

MANAGE AND UPDATE CARD INFORMATION

The Card Member page

You are able to assign a Card Member or Card Manager to this Card by selecting the  “Plus” button on the right side of the page.

MANAGE AND UPDATE CARD INFORMATION

The Card Member page

Then, select the User you want to assign to the Card.

MANAGE AND UPDATE CARD INFORMATION

The Card Member page

Once you’ve made your Card changes, complete the process by clicking “Save Changes”.

MANAGE AND UPDATE CARD INFORMATION

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COMMUNICATE WITH CARD MEMBERS

Introduction

In this session, we’ll show you how to communicate with Card Members using either Broadcast messages or Custom emails.

COMMUNICATE WITH CARD MEMBERS

Communications tab

Under the “Communications” tab in the Navigation Bar, you’ll find  two ways to communicate with your Users.

COMMUNICATE WITH CARD MEMBERS

Communications tab

The first is through Broadcast messages. These messages are presented to your Users as a pop-up message after they have logged in to the American Express @ Work^® Reconciliation tool.

COMMUNICATE WITH CARD MEMBERS

Communications tab

The “Broadcast” message has to be closed by the User so you have confidence they have seen the message.

COMMUNICATE WITH CARD MEMBERS

Broadcast Maintenance

As you select the “Broadcast Message” button, the “Broadcast Maintenance” screen  will show you the list of recent “Broadcast” messages.

COMMUNICATE WITH CARD MEMBERS

Broadcast Maintenance

This includes the current status of the message, the start and end dates,  as well as the first part of the message.

COMMUNICATE WITH CARD MEMBERS

Broadcast Maintenance

Under the “Actions” column, you have the option to either delete or edit the existing message.

COMMUNICATE WITH CARD MEMBERS

Composing a Broadcast

To create a new broadcast message, click on the “Compose” tab.

COMMUNICATE WITH CARD MEMBERS

Composing a Broadcast

You can choose who the message will be presented to and when it will be active,  and compose the message that will be displayed.

COMMUNICATE WITH CARD MEMBERS

Custom emails

The second communications option is Custom emails.

COMMUNICATE WITH CARD MEMBERS

Custom emails

These are emails that will be delivered to your Users based on their roles, access, and event types. Under the “Email Maintenance” header, the first tab shows you the current emails  that are set up for your company.

COMMUNICATE WITH CARD MEMBERS

Custom emails

You will see the status of the email along with the Users who will get the email  and the event that triggers it.

COMMUNICATE WITH CARD MEMBERS

Custom emails

Next is the “Sent” tab. This will show you all the emails that have  been recently sent to your Users and the details of each.

COMMUNICATE WITH CARD MEMBERS

Custom emails

If you select the “Info” icon under the actions column, you will be able to see the list of Users that particular email was sent to along with their email addresses.

COMMUNICATE WITH CARD MEMBERS

Custom emails

Last is the “Compose” button. This is where you can build a new email.

COMMUNICATE WITH CARD MEMBERS

Custom emails

You can start by selecting from one of our ten event types, or you can build an  email from scratch using the Custom event.

COMMUNICATE WITH CARD MEMBERS

Custom emails

Based on the event type you select, the email parameters will differ slightly.

COMMUNICATE WITH CARD MEMBERS

Custom emails

After you select the event type, start by creating the List of Users who will get the email.

COMMUNICATE WITH CARD MEMBERS

Custom emails

Next, you add the subject and the body to the email you would like to create.

COMMUNICATE WITH CARD MEMBERS

Custom emails

You have formatting options and can add images or links to the body of the email.  The system can also insert details such as the User’s name.

COMMUNICATE WITH CARD MEMBERS

Custom emails

Finally, you can schedule the frequency of the email.

COMMUNICATE WITH CARD MEMBERS

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MANAGE THE EXTRACT OF REPORTS

Introduction

In this session, we’ll look at how you can manage the Extract of Reports within American Express @ Work^® Reconciliation.

MANAGE THE EXTRACT OF REPORTS

Introduction

To get started, the "Files" tab opens a page where you can run reports which are either Standard or Custom Extracts.

MANAGE THE EXTRACT OF REPORTS

Introduction

They can be run manually or set up to run on a schedule and be downloaded on completion.
First up are four “Standard Extracts” that all clients can access.

MANAGE THE EXTRACT OF REPORTS

Introduction

Two of these run at the Cycle level, and the other two can be run  for a specific date or a date range.

MANAGE THE EXTRACT OF REPORTS

Standard Extracts tab

To run the extract, select the “Play” button under the Actions column.

MANAGE THE EXTRACT OF REPORTS

Standard Extracts tab

A pop-up screen appears for you to choose the export parameters.

MANAGE THE EXTRACT OF REPORTS

Standard Extracts tab

The parameters include the Site you’re looking for.

MANAGE THE EXTRACT OF REPORTS

Standard Extracts tab

As well as the Billing Cycle and Output File Name.

MANAGE THE EXTRACT OF REPORTS

Standard Extracts tab

Once you’ve completed your selections, click on the “Go” button to start the extract.

MANAGE THE EXTRACT OF REPORTS

Standard Extracts tab

The status will show as “Running” until the extract is complete.

MANAGE THE EXTRACT OF REPORTS

Standard Files tab

You can then go to the “Standard Files” tab and download the extract to your local device.

MANAGE THE EXTRACT OF REPORTS

Custom Extracts tab

Custom Extracts are the second type of extracts. Under the “Custom Extracts” tab, you’ll find the Custom templates which were built specifically for your company by our Implementations team.

MANAGE THE EXTRACT OF REPORTS

Custom Extracts tab

Like the Standard Extracts tab, you can run these manually by clicking the “Play” button under the Actions column.

MANAGE THE EXTRACT OF REPORTS

Custom Extracts tab

Once again, you’ll be presented with a pop-up screen to choose the export  parameters such as Runtime.

MANAGE THE EXTRACT OF REPORTS

Custom Extracts tab

Other parameters include Billing Cycle and the File Name.

MANAGE THE EXTRACT OF REPORTS

Custom Files tab

Once the extract is complete, you can go to the Custom Files tab.

MANAGE THE EXTRACT OF REPORTS

Custom Files tab

From here, you can download the Template to your local device.

MANAGE THE EXTRACT OF REPORTS

Scheduling Extracts

If you want to schedule any of the Standard or Custom extracts to automatically run on a particular schedule, navigate back to the "Standard Extracts" tab.

MANAGE THE EXTRACT OF REPORTS

Scheduling Extracts

You can schedule Extracts by selecting the “Calendar” icon under the Actions column.

MANAGE THE EXTRACT OF REPORTS

Scheduling Extracts

The next step is to create a new task and fill in the relevant details.

MANAGE THE EXTRACT OF REPORTS

Scheduling Extracts

Fill in the “Schedule Name”, “Schedule Type”, and Runtime.

MANAGE THE EXTRACT OF REPORTS

Scheduling Extracts

The Run Time “Schedule Type” will dictate the cadence at which your extracts are run. It can be set up to run one time, weekly, monthly, or even after particular events.

MANAGE THE EXTRACT OF REPORTS

Scheduling Extracts

Once you have filled in all the relevant information, you can save the schedule.

MANAGE THE EXTRACT OF REPORTS

Scheduling Extracts

On completion, the Scheduled extracts will appear in the same  Standard or Custom files tabs, just like the manual extracts.

MANAGE THE EXTRACT OF REPORTS

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MANAGE MERCHANT/MCC ACCOUNTING

Introduction

This session looks at how American Express @ Work^® Reconciliation helps automate the reconciliation process by applying default accounting values to either specific Merchants or MCCs, also known as Merchant Category Codes.

MANAGE MERCHANT/MCC ACCOUNTING

Introduction

Beginning from the “Users” tab, select the “Maintenance” tab from the menu bar.

MANAGE MERCHANT/MCC ACCOUNTING

Maintenance tab

You will arrive on the “Maintenance” page.

MANAGE MERCHANT/MCC ACCOUNTING

Maintenance tab

You must first select the CID and the Site you want to apply the default values to.

MANAGE MERCHANT/MCC ACCOUNTING

The Merchant Tab

After making the selection, you arrive at the “Merchant” tab where you can apply default accounting values for a specific merchant. Initially, you will be shown the list of merchants that don’t have default values assigned to them.

MANAGE MERCHANT/MCC ACCOUNTING

The Merchant Tab

If you want to see the full list of merchants, uncheck the “Unassigned Merchants” box at the top of the page.

MANAGE MERCHANT/MCC ACCOUNTING

The Merchant Tab

The list only contains merchants that have been previously used by Card Members of the particular CID and Site. If a merchant is not listed, then no previous transactions have taken place at that merchant location.

MANAGE MERCHANT/MCC ACCOUNTING

The Merchant Tab

Once you locate the merchant you want to add or update default accounting values for, check the box to the left of the Name and select the “Assign” button.

MANAGE MERCHANT/MCC ACCOUNTING

The Merchant Tab

This will bring up a window where you can assign one or more default accounting values that will be applied to future transactions with this merchant.

MANAGE MERCHANT/MCC ACCOUNTING

The Merchant Tab

If you want to assign the same defaults to multiple merchants, you can select multiple merchants before selecting the “Assign” button.

MANAGE MERCHANT/MCC ACCOUNTING

The Merchant Tab

Updating the default accounting values for Merchant Category Codes, or MCCs, is similar to the update process for merchants.

MANAGE MERCHANT/MCC ACCOUNTING

The Merchant Tab

While the “Merchants” tab only displays merchants where the Card has been  used before, the full list of around 300 MCCs is always available.

MANAGE MERCHANT/MCC ACCOUNTING

The MCC tab

To update the default accounting values, select the MCC or MCCs you want to update  and click on the “Assign” button.

MANAGE MERCHANT/MCC ACCOUNTING

The MCC tab

Make the necessary changes and then “Apply” the changes to save the updates.

MANAGE MERCHANT/MCC ACCOUNTING

The MCC tab

To update the default accounting values, select the MCC or MCCs you want to update and click on the “Assign” button.

MANAGE MERCHANT/MCC ACCOUNTING

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MANAGE AND UPDATE USER PROFILES

Introduction

This session covers User profile maintenance and shows how to update  and maintain the profiles for all your company’s Users.

MANAGE AND UPDATE USER PROFILES

Introduction

After you log in, the first page you arrive at is the Users page.

MANAGE AND UPDATE USER PROFILES

Introduction

Start by clicking on the User you’d like to update.

MANAGE AND UPDATE USER PROFILES

Updating a User

You’ll see their User details along with the Roles and Permissions assigned to them.

MANAGE AND UPDATE USER PROFILES

Updating a User

To add or delete a Role, click on the checkbox to the left of the role type.

MANAGE AND UPDATE USER PROFILES

Updating a User

To add a new Card, Basic Control Account (BCA), or other permission to the Card Member role, click on the “Plus” button next to the role and you will see a display of Cards  or other permissions not already assigned to the User.

MANAGE AND UPDATE USER PROFILES

Updating a User

You can filter this list by name or by the last five digits of the Card number.

MANAGE AND UPDATE USER PROFILES

Updating a User

Once you have found the Card you’d like to add, click on the Card.

MANAGE AND UPDATE USER PROFILES

Updating a User

To remove a Card or other permission, click the “X” at the top right of the corresponding box.

MANAGE AND UPDATE USER PROFILES

Updating a User

Once you’ve made all the updates to the User’s profile, click the  “Save Changes” button at the top right of the page.

MANAGE AND UPDATE USER PROFILES

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USING THE VALIDATION FUNCTION

Introduction

This session covers the Validation function that allows a User to update their list of valid accounting values which can be used during the allocation process.

USING THE VALIDATION FUNCTION

Introduction

After you log in, the first page you arrive at is the Users page.

USING THE VALIDATION FUNCTION

The Validation tab

Start by selecting the “Validation” tab. This drop-down will let you choose which type  of Validation you want to update. You can update “Single”, “Combination”, or “Group Validation” options.

USING THE VALIDATION FUNCTION

The Validation tab

You are only shown the Validation types that have been set up for your company. For example, if you don’t see “Combination Validation” in your drop-down, that means your company does not use this type.

USING THE VALIDATION FUNCTION

Validation Maintenance

After selecting the type of Validation you’d like to update, you’ll be asked to “Select a Site”.

USING THE VALIDATION FUNCTION

Validation Maintenance

Validations are specific to each site, so you may need to make updates to multiple sites.

USING THE VALIDATION FUNCTION

Validation Maintenance

Next, you can select the “Accounting Field” or combination that you want to update.

USING THE VALIDATION FUNCTION

Validation Maintenance

Once you’ve made the selections, you will see your list of valid accounting values.

USING THE VALIDATION FUNCTION

Validation Maintenance

To add a new value to your list, select the “Add New” button.

USING THE VALIDATION FUNCTION

Validation Maintenance

Input the “Value” and “Description”, and then click the “Save” button.

USING THE VALIDATION FUNCTION

Validation Maintenance

If you want to modify an existing value, you can select the edit or delete buttons under the “Actions” column. To update the value, select the “pencil” icon.

USING THE VALIDATION FUNCTION

Validation Maintenance

To delete a particular value, select the “trash” icon and then  confirm your selection by clicking “OK”.

USING THE VALIDATION FUNCTION

Validation Maintenance

If you want to make a large number of modifications to your Validation list, you can import a CSV file. You can import a new file or export your existing list, making the necessary changes and uploading the modified list.

USING THE VALIDATION FUNCTION

Validation Maintenance

After selecting “Validation File Import”,...

USING THE VALIDATION FUNCTION

Validation File Import

...you will arrive at the “Validation File Import” page.

USING THE VALIDATION FUNCTION

Validation File Import

You will again be prompted to enter your “Site”, “File Type”, and “Accounting Field”.

USING THE VALIDATION FUNCTION

Validation File Import

Next, you will choose your “Load Method”. You can choose to “Replace” the existing list with your new file, “Add only” new values from the file, or “Delete only” a specific list of values from the file.

USING THE VALIDATION FUNCTION

Validation File Import

Now that you’ve made the necessary selections, you can import the file from your local device.

USING THE VALIDATION FUNCTION

Validation File Import

Once the file has been successfully uploaded, you will be able to see those changes on the Validation page.

USING THE VALIDATION FUNCTION

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