SmartPay 2 Travel Card Program for DoD Bulk Account Maintenance with File Upload 1.

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SmartPay 2 Travel Card Program for DoD Bulk Account Maintenance with File Upload 1

Bulk Account Maintenance - Upload is a simple tool which allows you to perform maintenance on multiple accounts. When changing multiple accounts, you can update your accounts more quickly, and Bulk Account Maintenance - Upload allows you to do this with just a few clicks of the mouse. When you click the Card Management – Account Management – Bulk Account Maintenance – Upload menu item in the Menu Bar, the system displays the Bulk Account Maintenance Upload window. You can upload a Bulk Account Maintenance file, view the list of files uploaded, view the details of the files that have been processed, and any rejects from this window. Bulk Account Maintenance with File Upload 2

Click on Card Management 3

Bulk Account Maintenance with File Upload Click on Account Management 4

Bulk Account Maintenance with File Upload Click on Bulk Account Maintenance - Upload 5

Bulk Account Maintenance with File Upload After you click on Bulk Account Maintenance – Upload, this screen will be displayed. 6

Bulk Account Maintenance with File Upload You can access Assistance from either location listed above to download the required template Note: You must use the template available under Assistance - Guides. No other formats will be accepted. 7

Bulk Account Maintenance with File Upload Click on CitiDirect Bulk Account Maintenance Template to download the template 8

Bulk Account Maintenance with File Upload Click on Open 9

Bulk Account Maintenance with File Upload This is a snapshot of the CitiDirect Bulk Account Maintenance Template File Header Tab. Notice the various data fields The user must indicate the date and the sequence number of the file. This is important because files with the same date cannot be uploaded unless the sequence number changes. The sequence number must also be in sequential order. (Example: a file with a date of 09/09/2008 sequence #3 will not upload after one that is dated 09/09/2008 sequence #1. There would need to be a file dated 09/09/2008 with sequence #2 in order to upload.) 10

Bulk Account Maintenance with File Upload This is a snapshot of the CitiDirect Bulk Account Maintenance Template Account Details Tab. Notice the various data fields that can be changed. 11

Bulk Account Maintenance with File Upload This is a snapshot of the CitiDirect Bulk Account Maintenance Template Account Details Tab. Notice the various data fields that can be changed. 12

Bulk Account Maintenance with File Upload This is a snapshot of the CitiDirect Bulk Account Maintenance Template Account Details Tab. Notice the various data fields that can be changed. 13

14 After filling out the data in the template, you then save the file to your computer with a new file name. Note: There is no specific naming convention when saving the file. If the user wants to update a single account, they need to enter account number and at least one field to be updated. If the user wants to update all accounts in a hierarchy node, they need to enter hierarchy values and at least one field to be updated. Bulk Account Maintenance with File Upload

After having saved your file, you will need to click on Card Management – Account Management – Bulk Account Maintenance – Upload menu item in the Menu Bar to displays the Bulk Account Maintenance Upload window. 15 Bulk Account Maintenance with File Upload

You can enter the file name in the File Name text box or select one by clicking the Browse button and select the completed spreadsheet that you saved earlier. 16

Bulk Account Maintenance with File Upload 17 The Choose file dialog will be displayed from where the file to be uploaded can be selected.

Bulk Account Maintenance with File Upload 18 Click the Upload button to start the upload into the system.

Bulk Account Maintenance with File Upload 19 The system will display a confirmation message on a successful upload.

Bulk Account Maintenance with File Upload Additionally, when the file is successfully uploaded, the system will display a Delete link next to the status. Note: Only the files that are in Uploaded status can be deleted. Clicking the Delete link will permanently delete the file from the system and will not appear in the list once it is deleted and none of the maintenance will be processed. 20

1.What is the maximum file size for the Excel Spreadsheet? The maximum size is 2MB. 2.What if my file exceeds the 2MB maximum? The user will have to create separate files that do not exceed the 2MB limit. 3. What is the maximum number of rows that can be populated? The maximum number is 3,275 rows if all fields are fully populated. 4.What are the mandatory fields? a. If the user wants to update a single account, they need to enter account number and at least one field to be updated. b. If the user wants to update all accounts in a hierarchy node, they need to enter hierarchy values and at least one field to be updated. 5.How do I view details of the file that has been processed successfully? To view the details of file that has been processed successfully click the Processed link available in that row. The system will display a pop up dialog with the details. 6.What if my file is rejected? To view the details of file that has been rejected click the Rejected link available in that row. The system will display a pop up dialog with the reason for rejection. 7.How do I register for training on Bulk Account Maintenance with File Upload? CitiDirect EAS training has been published and can be found at Individuals must register as a user to gain access to the Travel Explorer (TraX). 8.Where do I obtain a blank Excel Spreadsheet to get started? At Bulk Account Maintenance with File Upload FAQ – Frequently Asked Questions 21