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Manage Commercial Cards Reports

Report Profiles

Create a New Report Profile
STEP ACTION
1 Go to the Commercial Cards > Reports screen
2 Click New on the Control Bar:

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If you have not created any Report Profiles, click New Report:

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3 Select a Report Type from the drop-down list. Choose from:
  • Cardholder Activity Report
  • Card Level Limit Utilisation Report
  • Card Report
  • Non-Purchases Transaction Report
  • Supplier Groups Report
4 Complete the Report Format and Report Content for the relevant Report Type as detailed below:
Cardholder Activity Report
The Cardholder Activity Report can only be run for one Billing Entity at a time, however multiple reports profiles can be created for each Billing Entity. PDF statements can be downloaded from e-Statements within the Accounts menu.
    1. Choose a File Type from the drop-down list. Choose from XLSX or CSV
    2. The Language is English
    3. If required, enter a Filename Prefix up to 70 characters
    4. Select a day/date range from the Show Data for from the drop-down list
    5. Select a Billing Entity Number to add to the report. 
    6. Select All or Select Cards. To select specific Cards:
        1. Click Add to display the Add Cards pop-up window
        2. Select one or more Cards and click Add (maximum 100 cards)
Card Level Limit Utilisation Report
    1. Choose a File Type from the drop-down list. Choose from XLSX or PDF
    2. The Language is English
    3. If required, enter a Filename Prefix up to 70 characters
    4. Select a month from the Show Data for Month from the drop-down list
    5. Select a year from the Show Data for Year from the drop-down list. Reports will be available for the last two years.
    6. Select the Billing Entities to add to the report. Select All or Select Billing Entities. To select specific Billing Entities:
        1. Click Add to display the Add Billing Entities pop-up window
        2. Select one or more Billing Entities and click Add
Card Report
    1. Choose a File Type from the drop-down list. Choose from XLSX or PDF
    2. The Language is English
    3. If required, enter a Filename Prefix up to 70 characters
    4. Select a month from the Show Data for Month from the drop-down list
    5. Select a year from the Show Data for Year from the drop-down list. Reports will be available for the last two years.
    6. Select the Billing Entities to add to the report. Select All or Select Billing Entities. To select specific Billing Entities:
        1. Click Add to display the Add Billing Entities pop-up window
        2. Select one or more Billing Entities and click Add
Non-Purchases Transaction Report
    1. Choose a File Type from the drop-down list. Choose from XLSX or PDF
    2. The Language is English
    3. If required, enter a Filename Prefix up to 70 characters
    4. Select a month from the Show Data for Month from the drop-down list
    5. Select a year from the Show Data for Year from the drop-down list. Reports will be available for the last two years.
    6. Select the Billing Entities to add to the report. Select All or Select Billing Entities. To select specific Billing Entities:
        1. Click Add to display the Add Billing Entities pop-up window
        2. Select one or more Billing Entities and click Add
Supplier Groups Report
    1. Choose a File Type from the drop-down list. Choose from XLSX or PDF
    2. The Language is English
    3. If required, enter a Filename Prefix up to 70 characters
    4. Select a month from the Show Data for Month from the drop-down list
    5. Select a year from the Show Data for Year from the drop-down list. Reports will be available for the last two years.
    6. Select the Billing Entities to add to the report. Select All or Select Billing Entities. To select specific Billing Entities:
        1. Click Add to display the Add Billing Entities pop-up window
        2. Select one or more Billing Entities and click Add
5 To generate the report without saving it for future use, click Run and Download Report Now
Please note, if there is no data recorded in the selected date range, then there will be no statement data generated.

To save the report for future use or to create a Scheduled Report Profile, click Continue to Schedule & Save and complete the Schedule Details and Profile Details from Step 6.
6 Enter the Schedule Details:

Enter the frequency of Repeats from the drop-down

If None is selected, the report will not be scheduled and can be generated at the user’s request.
Daily
    1. Choose the Schedule Start and End Dates
    2. Enter a Run Time/Time Zone
Weekly
    1. Choose Repeats On from the drop-down. Choose from Sunday - Saturday
    2. Choose the Schedule Start and End Dates
    3. Enter a Run Time/Time Zone
Monthly
    1. Choose Repeats On from the drop-down list. Choose from day 1 - 31
    2. Choose the Schedule Start and End Dates
    3. Enter a Run Time/Time Zone

Enter the Profile Details:

  1. Enter a Profile Name up to 50 characters
  2. If required, enter a Profile Description up to 100 characters
  3. If required, enter a Filename Prefix up to 70 characters
  4. Tick the Deliver Report by Email checkbox to have the report delivered to your registered email address
    • The email address used is taken from your user profile information. For information on how to change your email address, please refer to the General FAQ’s.
    • To access the report, you must set up a Report Retrieval Code (password) in Settings and Preferences.
  5. If required, tick the Share this Report Profile checkbox to share this report with other users in your organisation
  6. If required, tick the Run Report after Saving checkbox
7 Select Save Report Profile to save the report.

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RESULT: Report is now saved to Report Profiles.
Run and Download a Report Profile
STEP ACTION
1 Go to the Commercial Cards > Reports screen
2 From Report Profiles you can run and download the report using one of the following methods:
  • Method 1: Right-click on the Report Profile and click Run on the Context Menu
  • Method 2: Click on the Report Profile to display the View Report Profile screen and then click Run and Download on the Control Bar
  • Method 3: Click the download icon mceclip1.png
RESULT: The report will be created and available to download.
Please note, if there is no data recorded in the selected date range, then there will be no statement data generated.
View Report Profile
STEP ACTION
1 Go to the Commercial Cards > Reports screen
2 Click on a report from Report Profiles
RESULT: The View Report Profile screen will be displayed.

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Edit Report Profile
STEP ACTION
1 Go to the Commercial Cards > Reports screen
2 From Report Profiles use one of the following methods to edit the report:
  • Method 1: Right-click on the Report Profile and click Edit on the Context Menu
  • Method 2: Select the Report Profile and click Edit on the Control Bar
  • Method 3: Click on the Report Profile to display the View Report Profile screen and then click Edit on the Control Bar
3 Edit the Report Profile details as required
4 If required, select Run Report after Saving checkbox
5 Select Save Changes
RESULT: A message is displayed advising that the Report Profile has been saved.
Copy Report Profile
STEP ACTION
1 Go to the Commercial Cards > Reports screen
2 From Report Profiles use one of the following methods to copy the report:
  • Method 1: Right-click on the Report Profile and click Copy on the Context Menu
  • Method 2: Select the Report Profile and click Copy on the Control Bar
  • Method 3: Click on the Report Profile to display the View Report Profile screen and then click Copy on the Control Bar
3
  • Update the Profile Name
  • If required, edit the Copy Report Profile details
4 If required, select Run Report after Saving checkbox
5 Select Save Report Profile
RESULT: Report is now saved to Report Profiles.
Delete Report Profile
STEP ACTION
1 Go to the Commercial Cards > Reports screen
2 From Report Profiles use one of the following methods to delete the report:
  • Method 1: Right-click on the Report Profile and click Delete on the Context Menu
  • Method 2: Select the Report Profile(s) and click Delete on the Control Bar
  • Method 3: Click on the Report Profile to display the View Report Profile screen and then click Delete on the Control Bar
3 Select Delete Profile in the confirmation pop up window

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RESULT: The selected report profile has been deleted.