Search for account

Note: If report scheduling is enabled for your company, additional search options will appear.

To search for an account:

1. From the main menu, select Administration > Overview > Account Management.

   The Account Search window appears.

2. Use the following field descriptions to define your specific search criteria:

   Account Number. This option restricts the search to accounts with the same last four digits as the four you enter.

   Account Issuer. This required field restricts the search to one particular account issuer or all issuers.

   Account Status. This option allows you to search for all accounts regardless of their state (blank field), or accounts that are currently Active (usable accounts that are new, open, or reinstated from a suspended state), Closed (inactive accounts that have been manually closed before their assigned expiration dates), Expired (inactive accounts that have surpassed the expiration date assigned to them when they were created), or Suspended (cards that have been temporarily placed in an inactive state with the view they could be reactivated at any time (e.g., if a card is lost or stolen and then found again)).

   Company Unit. If your organization uses company units, you can restrict the search to a particular unit (and anything lower in the hierarchy), all units or any employees not allocated to a unit. Company units are displayed in the list according to the company's hierarchical structure.

   Employee ID. To restrict the search to a particular individual, enter their unique employee ID in the field.

   Search Name By. Select Employee if you want to search for employees whose details have been loaded into Shared Travel Services and are mapped to an account. Select Account Name if you want to search for employees who have been issued an account but their employee details have not yet been loaded via the human resources (HR) interface file into Shared Travel Services.

   First name/Last name. To restrict the search to a particular name, enter the full or partial name in the fields. For example, ‘dan’ as a first name would return account holders with names beginning with Dan, such Daniel or Danny. Entering ‘%dan’ returns names containing dan, such as Daniel or Brendan.

   Summary - Issuer. This option displays the first screen of high-level results (the summary view) by account issuer.

   Summary - Company Unit. This option displays the first screen of high-level results (the summary view) by company unit.

   Account Listing. This option displays the first screen of high-level results as a single, full list of accounts.

   Unmapped Details. By default, this report displays the status of mapped accounts but not unmapped accounts. Select this option if you also want to display unmapped accounts by account status (ie. Active, Closed, Expired and Suspended).

   Employee Setup Assistant. This option allows you to:

   • map several accounts to an employee already set up in the system in one action.
   • create an employee using the details from an unmapped account (the bank data file information) and map it to that account in one action. Note: This removes the necessity to create the employee online or via a human resources (HR) interface file upload.
   • create several employees using the details from several unmapped accounts (the bank data file information) and map them to those accounts in one action. Note: This removes the necessity to create the employee online or via an HR interface file upload.

   Note: If you choose this option, any other selections you make (other than Account Issuer) will be ignored as the Employee Setup Assistant will only display data provided via the bank data file.

   Account details

   Account Mapping. This option restricts the search to mapped accounts (those mapped to an employee) or unmapped accounts.

   Account Activity. This option restricts the search to used accounts (there are transactions on the card) or unused accounts (there are no transactions on the card).

   Account date ranges

   Searching Date. This option takes the accounts defined via the Account Status option and filters them according to if they were active, closed or expired during the date range specified in the Start Date/End Date fields. Note: If dates are not selected in the Start Date/End Date fields, any selected Searching Date option is ignored by Shared Travel Services.

   Start Date/End Date. Set a date range for the period you want to review.

   Account limits

   Credit Limit. The maximum balance permitted for the account (across all billing periods).

   Transaction Limit. The maximum amount allowed per transaction for the account.

   Spend Limit. The spending limit permitted per billing period for the account (maximum value that can be added to the card in a given billing cycle).

   Cash Limit. The maximum amount of cash advance that can be charged to the account on a billing cycle basis.

   Additional fields

   This section allows you to define what fields display in your report. A sort icon allows you to control by which field the results are sorted and whether the results are alphabetically ascending or descending. To change the field by which the results are sorted, click to the right of the field. The sort icon will move beside that field. To display the results in alphabetically descending order, click the upward facing arrow. It will change to .

3. Click Search.

   The Account Search screen will appear.

4. To view an account's details, click the account issuer.