Glossary

Summary

This glossary provides descriptions of terms that may appear within the application. Not all terms will apply to your organization or to your assigned user role. A term followed by (*) refers to a licensed feature.

Contents

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Term	Description
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Account	Credit card accounts can be assigned to users with or without physical cards. Account describes an association to a user and to a program type.
Account Authority	An element created by the global administrator that defines the boundaries of management for other administrators. Each account authority is associated with specific corporate accounts and spend control profiles. After they are assigned an account authority, an administrator’s duties are restricted to those corporate accounts and/or spend control profiles associated with the account authority assigned.
Account ID	The last four digits of the account number.
Account Name/Custom (purchasing card)	The accountholder name (first, middle, and last name) for which an account request is being created. The name will be embossed on the first line of a issued card if Custom is not indicated.
Account Name/Custom (Virtual Payables*)	The arbitrary user name designated by your organization during implementation to be the default accountholder name for all vendor accounts. For example, the arbitrary name might be vendor accountholder. This name may be customized by using the Custom account name field (i.e., the vendor’s actual name).
Account Name Line 2/Custom	As a default, your organization’s name that will be embossed on the second line of the credit card. This is the name of the highest entry in the organizational hierarchy. This field may be customized.
Account Nickname (purchasing card)	By default, this is the Account Name. The account nickname can be edited to differentiate one account from another when a user has multiple accounts. For example, the user may have a card named Travel and another named Office Supplies. Account nicknames enable the user to easily select the correct account when creating a purchase request or when viewing transaction information.
Account Nickname (Virtual Payables*)	The vendor’s ID defined in your organization’s accounting system and entered in the Account Nickname field of the Account Request. Because all vendor’s share a common arbitrary user name designated at implementation (such as vendor accountholder), the application uses the unique vendor ID to identify the vendor associated with a purchase request or transaction.
Account Reports	All reports are divided into categories which determine what data can be included in the report. Account Reports provide data specific to accounts. Refer to Report Category for more information.
Accountant	A role assigned to a user by the global administrator that allows the user to perform the following tasks: • Maintain and export all allocation segment codes, combinations, settings, and mappings. • Create and edit allocation profiles and related allocation rules. • Review, edit, and close transactions, reimbursement requests, and purchase requests.
Accountholder	A user who is assigned at least one account. In Works, the Accountholder column displays the full name of the primary accountholder
Accounting Code	An internal accounting code (max 75 characters) used by some organizations. This code, known as the Master Accounting Code (MAC), can be assigned to the account and recognized by the card processing platform, Total Systems (TSYS).
Accounting Settings	Global accounting settings made by the global administrator or Accountant that indicate the following: • The account code used by your third-party accounting software for offsetting credit for exported expenses. • The payee name and payee ID of the bank to which your organization’s card transactions are payable. • Whether the tax amount on transactions is allocated as a separate amount. If tax will be allocated separately, the option to specify the default value to which the application will allocate tax.
Accounts Awaiting Assignment	A new account awaiting assignment to a user and spend control profile in the application. Such an account is ‘unknown’ to the application because it was not issued per the create user request and is not associated with an existing account. This is the typical scenario of a card that has been lost or stolen. When it is reported to Bank of America Merrill Lynch, the bank issues a new account and reports this to the application. The account remains in the Accounts Awaiting Assignment queue until the Program Administrator assigns the account to a user and spend control profile.
Accounts Awaiting Profile	An account that was issued by Bank of America Merrill Lynch per account request but was not assigned to a spend control profile during the account request process. Such accounts must still be assigned spend control profiles before the application considers them active.
Acting As	For users assigned multiple roles (For example, Accountholder, Approver, Administrator, Accountant, Purchaser), this refers to the role the user is currently acting as in the Works application.
Active Account	An account that has not yet been closed (deactivated) within the application. An account is considered active even if no purchase activity has occurred.
Advice to (Virtual Payables*)	A field that displays when creating or editing an account dedicated to a specific vendor. This field requires the entry of an email address or fax number for one or more individuals who will receive remittance advice statements that communicate the approved request amount funded to the account for vendor payment.
All tab (queue)	Use the All tab to search for all items available to a user regardless of the status. The advanced search filters available in the All tab vary by component and user role. The default date filter displays the last 100 days of data available. The All tab is available for Expenses queues (Transactions, Expense Reports, and Purchase Requests).
Allocating	The act of entering codes to identify what sector of the organization’s General Ledger (GL) will be charged for a transaction, purchase request, or reimbursement request.
Allocation Assistant	A tool that restricts the user to a predefined list of allocation codes for each allocation segment field, and is used when allocating transactions, purchase requests and reimbursement requests. The User can begin typing in the GL field and results will populate based on the input. Scrolling to the bottom of the values presented, the user can click See More and the segment pick list will launch.
Allocation Audit Log	A real-time record of modifications made to allocation configuration.
Allocation Coder	A role assigned to a user or group that enables the user to edit allocation codes on transactions. To edit allocation codes on Purchase Requests, the user must also be assigned the Purchase Requester role.
Allocation Combination	A string of allocation codes separated into segments by a character such as a dash. The segments together identify a sector of the General Ledger. For example, the code in the first segment of the string may identify a division, the code in the second segment of the string may identify a product, and the code in the third segment of the string may identify a department.
Allocation Mapping	The act of associating allocation codes to a designated element such as an Account, User, Group, MCC, Expense Category, or Supplier. After they are mapped to an element, the application attempts to automatically enter default allocation codes mapped to that element whenever the transaction includes the element. If allocation codes are mapped to multiple elements, the application uses a predefined hierarchy to determine which codes to enter.
Allocation Profile	A group of rules set up by the global administrator that define what allocation codes a user or group is authorized to enter in the allocation segments on a transaction, reimbursement request, or purchase request.
Allocation Rule	One of the rules included in the Allocation Profile that determines which allocation codes a user assigned the Allocation Profile can use. Refer to Allocation Profile.
Allocation Rollup	A combination of segments with identical values repeated on multiple lines of the transaction’s allocation.
Allocation Segment	One portion of an allocation combination that represents an element in the organization’s chart of accounts and is unique for each organization. A segment can represent, for example, a cost center, department, expense code, project number, or work order number.
Allocation Segment Configuration	The act of naming segments, setting length parameters, and assigning other options for the values in an allocation segment.
Allocation Segment Value	A value (or code) entered in an allocation segment. These values are authorized by the allocation profile for a user or group to be assigned during the allocation process. For example, there may be several cost centers associated with the cost center segment. Each would be identified with a value and a description.
AP Coding	The Payee Account, Payee Name, and allocation string set up in the Accounting Settings of the application for the A/P offset record within the export batch. This offset is used by some organizations to automatically post spend to a liability account in their A/P module.
Approval Delegation	A modification made to the user details by the global administrator to temporarily delegate approval authority to another user for a defined period of time. (Group Approvers can delegate their own approval authority to other users.)
Approval Rules	Rules that determine when a purchase request requires approval and by whom. (This is a subset of approval settings.) A global administrator or accountant can designate a company-wide threshold over which the amount of the purchase request must be approved by an individual with the appropriate authority level (For example, signature limit) The global administrator, Group Owner, or Scoped Administrator may set up approval rules for the group members.
Approval Settings	The following set of rules and controls that determine the approval and review requirements of documents: • Purchase request approval rules. • Transaction review and signoff rules. • Reimbursement review controls.
Approver	This term is synonymous with the term Group Approver. Group Approver (one or more per group) is a group official role that allows the user to sign-off on transactions and reimbursement requests and approve purchase requests that either: Originated from a member of the group or its subgroups to which the Group Approver has been assigned. Originated from a member of a different group that has routing permissions to the Group Approver's groups.
Attaching Purchase Requests	The act of manually associating an approved purchase request to its respective transaction.
Audit Log	A real-time record of changes made to application elements (For example, addition of users, change to spend control profile limits, change to global settings).
Audit Report	A report that displays data about modifications to the application, including who made the changes and what elements of the application were affected. Refer to Report Category for more information.
Auditor	A role assigned to a user or group to enable the user or group members to review data for the entire organization and export all company reports.
Authority Level	An element created by a global administrator and assigned to a Group Approver to indicate the maximum amount a Group Approver can approve for a purchase request.
Authorization Log (Auth Log)	A real-time record of approve/decline activity associated with an account as reported to the Works application by the card processor.
Authorized Allocation	An indication that the allocation codes entered for an allocation are authorized for use by the allocation profile that is assigned to either the primary accountholder or the accountholder’s group. Refer to Authorized Allocation Codes.
Authorized Allocation Codes	Allocation code values that are authorized by the allocation profile for a user or group.
Automation Controls	Options on a spend control profile that specify whether the application automatically performs accountholder signoff on payable transactions or credits, and whether the application automatically matches transactions to purchase requests. Available matching options: Never (never Automatch). One to One (match one transaction to each request). Many to One (match multiple transactions to each request).
Available Credit	The maximum amount that can be spent on the account in the remaining billing cycle. This amount is calculated as the amount of the assigned Credit Limit (maximum that can be spent in a billing cycle) minus the total amount of all transactions currently reported to the application for the billing cycle.
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Barcode Index*	A unique identifier that is generated to provide a way to group payable documents according to the barcode schema. The barcode index is translated into a barcode graphic in Code 39 alpha numeric format.
Basic Reporter*	A role assigned to a user that limits the use of configurable reports to those distributed by the Administrator or Accountant. The user cannot edit the column configurations of these reports.
Batch	Batching adds selected transaction data to export as a text file for use in the organization's third-party accounting software.
Batch File*	A file in which accountants may place designated transactions or reimbursements for download to a comma-delimited text (.txt) file that can be exported to third-party accounting software.
Billing Statement	A standard company report that indicates amounts involved in transaction activity for a designated period of time.
Bind	An action performed by the global administrator that restricts the visibility of profiles by Scoped Administrators to a specific set of spend control profiles.
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Card Counts	A list of the total number of active cards and inactive cards that belong to your organization.
Card Request Log	A real-time record of all card requests submitted to the Works application.
Card Status	A standard company report that displays the attributes of one or more cards, including when the primary accountholder was created and the date of the last transaction performed with the card.
Cash limit %* (purchase account)	The percentage of the credit limit that the user, who has a PIN, can receive as a cash advance.
Category	See Report Category
Close (automatic)	Action performed by the application to a transaction or reimbursement request after accountholder and/or approver sign-off. Closing a transaction or reimbursement request places the payable document into the accountant’s Ready to Batch queue.
Close (manual)	Action performed by an accountant on a transaction or reimbursement request that places it in the Ready to Batch queue.
Closed Purchase Request	Action performed by the accountholder or accountant that removes the excess incremental funds (if any) from the account. For example, if an accountholder created a purchase request for $100, but spent only $94, six dollars remain on the account until the purchase request is closed.
Columns	A list of all data columns available to display within a table. Clicking the Columns link in a table enables a user to select from the list which columns to display and which columns to remove from their view.
Company Number	The 16-digit number that identifies the corporate account.
Company-Wide Threshold	The maximum amount of any purchase request that the application will automatically approve. An amount over the threshold will require approval from a user with the appropriate signature limit.
Complete Allocation	The indication that all required allocation segments contain a valid value. Refer to Valid Allocation Code.
Corporate Account	A name or code that identifies the company-level account associated with an individual account. The overall company credit limit of the corporate account defines the maximum that can be spent from the account in a billing cycle. If the accumulative total of all accounts associated with the corporate account reaches that credit limit, spending with those accounts will temporarily be suspended.
Corporation Type	A filter used in Company Reports that allows you to select vendors with a particular legal/tax designation to be included in the report. For example, you may select vendors who are designated as Individual/Sole Proprietors or Limited Liability Corporations (LLC).
Credit Limit	The maximum spend or ceiling allowed on an account in one month.
CRI Reference	Customer Reference Identifier is a unique code applied to each transaction by the vendor. If used in conjunction with a Virtual Payables card account, the code will be transferred to the respective purchase request when the file of invoices from the vendor is converted to purchase requests.
Cross-Company (CxCo) Reporting*	A licensed feature of configurable reports that allows the merging of data from multiple instances of the application into a single report. This is beneficial to large companies who have installed the application at several different sites.
Current Limit	The spend potential of the account. This amount is calculated as the amount of the assigned discretionary funds (per billing cycle) plus unspent approved incremental funds, minus the amount of all transactions that have been reported to the application but have not yet restored to the account. Note: The current limit is available on the account, but is not necessarily available to the accountholder for the current billing cycle. Of the current limit available on the account, the accountholder can only spend the available credit.
CVV	The Category Verification Value (four digits) located on the back of a card plastic.
Cycle to Date	The period of time from the beginning of the current cycle to the current date in the cycle.
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Dashboard	A selection of commonly requested reports represented in chart or table format.
Data Filter	A filter is a tool that allows you to restrict the selection of elements (For example, users, accounts, transactions) to only those that meet a criteria of chosen attributes.
Deactivate	The act of closing an account within the application. After it is closed, the account cannot be reactivated.
Default Account	The account that displays by default in any purchase request the user submits.
Default Allocation	The act of associating allocation codes to a designated element such as an Account, User, Group, MCC, Expense Category, or Supplier. Once mapped to an element, the application attempts to automatically enter default allocation codes mapped to that element whenever the transaction includes the element. If allocation codes are mapped to multiple elements, the application uses a predefined hierarchy to determine which codes to enter.
Default Allocation Codes	Allocation codes automatically assigned by the application to the allocation of purchase requests and payable documents (For example, transactions and reimbursements).
Discretionary Funds	An amount funded to the account that can be spent at the user’s discretion (For example, without approval). For all practical purposes, the term discretionary funds is synonymous with the term base funds. At a predefined time during the reconciliation process, spent discretionary funds are automatically restored back to the account. For example the application can be set up to restore the funds after accountholder sign-off or after approver sign-off.
Dispute - Online Dispute	The act of marking a transaction as disputed in Works. Works will notify the bank, but you will need to communicate with Bank of America Merrill Lynch to resolve the issue. Online Dispute is a licensed feature in Works.
Divide	The act of dividing a transaction into multiple transactions within the application. This is normally done to attach portions of the transaction to multiple purchase requests.
Document	A unique number assigned sequentially to each of the following elements processed in the workflow of the application. • Transactions (for spend on an account). • Reimbursement requests (for out-of-pocket cash spend). • Purchase requests (for incremental funds). • Expense reports (a group of transactions and reimbursements). The number is independent of the Document ID associated with a barcode schema.
Document ID	For organizations that use barcodes, this is the barcode schema in which a unique ID is encoded in a barcode and assigned to a transaction or reimbursement request by the application. Barcode schemes are set up in the Transaction and Reimbursement settings.
Downloading	Displaying/saving data in a format that can be viewed or exported to another software program. (For example., .txt or pdf file)
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Editing Rights	The rights granted by the global administrator to a spend monitor official that allows the official to edit the attributes of the spend monitor.
Employee ID*	A number used within some organizations to identify each employee.
Exact Authorization Override*	A licensed feature in Works that allows an accountholder to make a one-time exception purchase that overrides all other spend controls on the individual card’s profile. Administrators can pro-actively create an authorization override record that is set to a specific dollar amount to match the one-time purchase.
Expense Category	A category of spend that can be applied to all or portions of a transaction or reimbursement. These assist the breakdown of day-by-day spend of transaction in an expense report. Additional information can be requested for each category. For example, if the expense category is fuel, a field requesting mileage may be included below Expense Category on the Allocation screen. Refer to Expense Category Mapping.
Expense Category Mapping	The act of associating allocation codes to an Expense Category so the application will attempt to automatically enter those codes when allocating a transaction in the expense category. If allocation codes have been mapped to additional elements in the application, such as group or supplier, the application uses a predetermined hierarchy to determine which level of mapping takes precedence.
Expense Report	A report created by a user to group transactions and reimbursements for review by an approver. Transactions and reimbursement requests may be added to Expense reports to organize documents and enable users to perform a single task on those documents at one time. Expense reports will display a summary of transaction and reimbursement items, as well as a day-by-day spend report that groups spend by expense categories.
Export file	A Comma Separated Value (CSV) text file that contains data about closed payable documents that can be exported to third-party accounting software.
Extended Transaction Details*	Level 3 (L3) data about a transaction returned by the merchant that is specific to the type of business offered by the merchant, (for example, flight information).
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Filter	Refer to Data Filter.
Flag	The act of marking a transaction for further review or comment. When a transaction is flagged by either the approver or accountant, all three of the following individuals receive notification: • Accountholder • Approver • Accountant Any of the three individuals can remove the flag.
Force Reset	A password setting that requires the user to reset a password after a single use.
Forced Signoff	A setting that enables the application to automatically perform the accountholder and approver signoff when the accountant sweeps a transaction or reimbursement request into the accountant Open queue.
Funds Restore Delay	The option to delay the restore of discretionary funds to cards until a number of days after the billing cycle.
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Ghost Account	An account set up without issuing the physical credit card. 0 (zero) cards must be indicated in the Physical Cards field.
GL#	There are 10 segments available, each one will be titled with the GL# and the Description. (For example, GL01: Division, GL02: Cost Center, and more.)
Goods & Services	The total of all taxable items in a transaction. The application automatically calculates this amount, but you can edit that amount in the Reference & Tax section of the allocation details of the transaction, if necessary.
Group	A collection of users within the application grouped by departments, projects, or other units defined by the organization. Groups enable an organization to easily assign default controls for various levels of users and maintain defined approval points during the workflow of the Works application.
Group Address	The mailing address associated with the group. By default, members of the group inherit this address. A custom mail address can be assigned directly to a user if desired.
Group Approval Rules	Refer to Approval Rules.
Group Approver	A group official role that allows the user to sign off on payable documents and approve purchase requests that fit one of the following cases: • Originated from a member of the group or its subgroups to which the Group Approver has been assigned. • Originated from a member of a different group that has routing permissions to the Group Approver’s groups.
Group Allocation Mapping	The act of mapping allocation codes to a specific group so that the application will by default apply the codes when allocating transactions made by group members.
Group Hierarchy	A graphical representation of the organization that indicates hierarchal layout of all groups in the organization and lists the users in each group.
Group Owner	A group official role that allows the user to set the group’s approval rules and if global settings allow, initiates the addition of a new user and respective account request.
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HR File Integration	The HR File Integration feature provides a more secure and automated upload of various changes to card program(s) managed in Works. The file upload process supports additions, deletions, and general changes to card programs for Users, Groups, Accounts, and Permissions. The file upload process supports two standard formats, including XML and delimited flat file formats, which are sent through a secure transmission. Templates are used to assist in the addition of new users, groups, and accounts and allow you to default values for attributes when creating users, groups, and accounts. A Download function in HR File Integration provides Program Administrators the ability to schedule an export of the current HR data in Works including all Users, Groups, Accounts, and Permissions data.
Incremental Funds	An amount funded to the user’s card only after a purchase request for the funds has been submitted online and approved.
Incremental Funds Buffer	The percentage or dollar amount the user can spend above the amount of the requested incremental funds. Incremental funds require the user (or a Proxy Requester) to submit a purchase request using the Works application.
In Scope Accounts	Refers to all individual accounts that a user has the ability to view and maintain. The In Scope tab lists the individual accounts that a user has the ability to view and maintain.
Item Detail (purchasing account)	The description given by the accountholder describing the purchase.
Item Detail (Virtual Payables account*)	The line items (invoice #) of each item included in a transaction.
Last Run Settings	A setting option available for configurable reports. The setting allows you to run the report using the template as it was last configured.
Level 1 Data	The following basic information about a transaction that can be reported to the application by the merchant/vendor. • Name of business • Address • Amount of transaction • Date transaction was authorized • Date transaction was posted to the financial institution • Socio economic indicators • Exchange rate (if applicable)
Level 2 Data	Information about a transaction that can be reported to the application by the merchant/vendor. This level of information includes all Level 1 data plus sales tax amount and CRI code.
Level 3 Data	Information about a transaction that can be reported to the application by the merchant/vendor. This level of information includes all Level 1 and 2 data plus line item details, item description, quantity, and cost per unit.
Line Type	A filter included in the standard company reports that gives you the option to either include all line items on a transaction or only those line items that relate to the selected report. For example, you can choose only airline-specific line items for the Airline Spend Detail report.
Locked Batch File	An act performed by an accountant that prevents any user from changing financial information for any documents contained in the batch.
Login Name	The name a user of the application (with or without an account) enters to log in to the application. A Login Name and Password are required when logging into Works.
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Managed (card program)	Indication that the application manages the card program used by the card processor of the issuing bank. The result is that the following automatic spend controls are available in spend control profiles: • Discretionary fund controls • Incremental buffer setting • Fund restore setting • Single transaction limit override • Automatch rules • Fund expiration setting Note: The Managed attribute of the application is set up during implementation. Refer to Unmanaged, Semi-managed, and Payment Type.
Many-to-One Matching	The auto-matching of many transactions to one purchase request.
Master Accounting Code	An internal accounting code (max 75 characters) assigned to the account and recognized by the card processor. Refer to Accounting Code.
Matching	The automatic matching of transactions to purchase requests. When done manually by the accountholder, it is referred to as attaching.
MCC	The four-digit Merchant Category Code assigned by Visa and MasterCard to merchants that identify the product or line of business of each merchant. Although airlines, hotels, and rental car companies are given their own MCC, all other similar businesses are grouped into like categories.
MCCG	A grouping of Merchant Category Codes into one of five standard categories by the application: • Cash • Travel & Entertainment • General Purchase • Vehicle/Fleet • Unusual In the spend control profile details, a global administrator can indicate whether an account is permitted or prohibited from use at merchants in that category. Additional custom MCCGs can be set up during implementation.
MCC Mapping	The act of mapping allocation values to MCCs so the application will attempt to automatically apply default allocation codes when allocating transactions made with merchants tied to that MCC.
Memo Statement	A statement of the account balance for an account issued to an employee.
Merchant	The name of the business listed on the transaction reported to the application. For all practical purposes, this term is synonymous with the term Vendor.
Number of Accounts	The count of all accounts that a user has access to (primary and secondary).
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One to One Matching	The auto-matching of one transaction to one purchase request.
Open Purchase Request	A purchase request that has been approved. A transaction may have used the resulting amount funded to the card.
Org Reports	All reports are divided into categories which determine what data can be included in the report. Org Reports provide data specific to an organization. Refer to Report Category for more information.
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Password	The unique entry required by each user to access the application. The default minimum character length of the password is eight characters, but the global administrator may modify this setting in the global Administration settings.
Password Reset	Forgot Login Name - If a user forgets their Login Name, an Administrator can send a Login Name Reminder email, which provides the Login Name. Forgot Password - If a user forgets their Password, they can click Forgot your password? on the Login page. The user is then prompted to enter their Login Name and submit. The application automatically sends an email to the user with instructions for creating a new password. The user must know the answers to their security validation questions to create a new password. If a user does not know the answers to their security validation questions, the Administrator can reset the password, which enables the user to select new security validation questions and answers. After a Program Administrator resets a password, an email is sent to the user with a randomly generated password. Users are required to change their password the first time they log in to Works when an Administrator resets the password. Password resets are temporary and active for three days. A user must log in using the temporary password within three days, or the password will expire and the Administrator will have to reset the password again for the user. User Lock Out A user is allowed six attempts (occurring within a 5-minute time frame) to log into the application successfully. A login attempt fails if the user enters an incorrect Login Name or password on the Login page. After a user’s login attempt fails five times, a message displays, warning the user that another failed attempt will lock the user out of the application. This lockout remains in effect for 30 minutes. After 30 minutes, the user can attempt to log in again. Program Administrators cannot unlock a user. If necessary, Works Customer Service can reset the lock for the user.
Payable Controls	Payee Name and Payee ID of the bank to which Virtual Payables transactions are payable. These controls are entered in the Accounting settings. Note: Some organizations assign Payee IDs to their users for reimbursement purposes. In cases of reimbursement, the user’s Payee ID will replace the bank Payee ID in the export file.
Payable Document	Either a transaction or reimbursement request resulting from the use of an account.
Payable Status	Status of payable document in the workflow: • Pending Sign Off - Document has not received required accountholder and/or approver signoffs and is not yet in the accountant’s queue. • Open - Document has received the required signoffs and currently resides in the accountant queue.
Payable Type	A filter in the company reports that allows you to select the type of payable document to include in the report: • Transaction • Reimbursement
Payee ID	Refer to Payable Controls.
Payee Name	Refer to Payable Controls.
Payment Method	Option for method of payment indicated on the purchase request: • Check • Company paid • Employee paid The default option is Managed/Semi-Managed card, but any of the options listed above will appear on the Create a Purchase Request screen if set up in Document Settings/Requests.
Pending Sign Off Transaction	Transactions that are not yet in the accountant’s queue because the required signoffs by accountholder and/or approver have not been completed.
Personal Templates	A set of reports that refers to the spend of the accountholder currently logged onto the application. Personal and Shared Templates may be accessed in the Template Library (Reports > Template Library).
Plastic Type	Card design (logo, color, text).
PO Number	The automatic or manually applied purchase order number for a transaction. The PO Number can be added to the purchase request or to the transaction during reconciliation.
Postfix	The delimiter (character that separates the segments) when the segments are displayed together as a combination. This character is defined during implementation of the application. If a dash (-) is the delimiter, the combination may appear as follows: 400-556-3456.
Posting Date	The date the transaction was posted to the financial institution liable for payment. This term is sometimes used interchangeably with the date the transaction was reported to the application. There is actually a delay (approximately 24 hours.) between when the transaction is posted to the financial institution and when it is posted (reported) to Works.
Preferred Supplier	A status designated during the creation of the supplier.
Primary Accountholder (purchasing card)	The name of the user the application associates with a card account. By default, the user’s name will be embossed on the card unless a custom name is entered on the card request.
Primary Accountholder (Virtual Payables account*)	The name the application uses to associate all vendors to the payables account. This name is an arbitrary name set up by your organization during implementation. Although all vendors share the same primary accountholder name, the global administrator will issue to each vendor a card with the vendor’s name embossed on the card, and each card will include the unique vendor ID (for example. card name) that your organization’s accounting system used to identify the vendor.
Profile	Refer to Spend Control Profile.
Profile Change Log	A record of changes made to spend control profiles.
Program Administrator	A role assigned to a user that authorizes the user to performs all administrative and account maintenance tasks in the application. Refer to Scoped Administrator.
Program Type	An instance of the application used for a specific purpose (for example, purchase, travel, etc.)
Proxy Reconciler	A group official role that gives the user permission to access reports, to submit reimbursements and reconcile transactions on behalf of any user in a designated group. Group Proxy Reconciler is the only role that allows a user to submit reimbursements on behalf of another user.
Proxy Requester	A group official role that gives the user permission to view all purchase requests for users in a designated group. If the user also has the Requester user role, the user can create a purchase request on behalf of any user in the group.
Public Group	A group to which all employees may route purchase requests.
Purchase Date	The date on which the goods or services were purchased. This is synonymous with term Doc Date in the exported batch file.
Purchase Requester	Role assigned to a user or group that enables the user to create purchase requests. The purchase requester does not need to be an accountholder and can be assigned to create requests on behalf of another accountholder.
Purchaser	Role assigned to a user or group that enables the user to make purchases for other users who have obtained an approved purchase requests.
Push File Delivery	A configured reports delivery feature that allows a user with the Push File Reporter role to designate when a report should be pushed from the application and delivered to a BA Clear mailbox that can then be accessed by an alternative file transmission method.
Push File Reporter	A role that can designate when a report should be pushed from the application and delivered to a BA Clear mailbox that can then be accessed by an alternative file transmission method. Only Program Administrators with the Push File Reporter role can assign this role to another user who must also have a least one of the following required roles (Global or Scoped): Program Administrator, Accountant, or Auditor.
Push Payments (Virtual Payables)	A feature for Virtual Payables card accounts that enables you to push exact payment amounts to an enrolled vendor’s merchant account.
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Receipts Imaging*	Receipts Imaging is a licensed feature in Works that allows Primary and Secondary Accountholders and Proxy Reconcilers to upload receipt images to Works from their computer’s desktop in addition to faxing their receipts. Uploaded receipt images can be attached directly to a transaction, reimbursement request or expense report, or stored in the Receipts queue to be processed later. Users can also add faxed receipt images to an expense report.
Reconciliation	The process of reviewing and signing off on payable documents. Sometimes this must be accomplished at several levels (for example, accountholder, approver, accountant).
Reference	If used by your organization, this is an internal ID entered into the Reference field of transaction details during reconciliation to associate multiple documents. The Reference field if populated, is exported in the batch file under the column heading Doc Ref.
Replace Card Request	A request to reissue a physical plastic card for an existing account. The card will retain the same account number, user, and profile. Note: This is not the same as requesting a replacement account for a missing or stolen card. It is a request to replace a card that is not physically functional. Name changes are not permitted which impact practices such as opening cards as "future use" or other naming conventions with the intent of performing a name change before utilizing the card account.
Report Category	All reports are divided into the following categories which determine what data can be included in the report: • Audit Reports — Display data specific to audit reports • Account Reports — Data specific to accounts • Org Reports - Display data specific to an organization • Request Reports — Data specific to purchase requests • Spend Reports — Data specific to spend within an account or company.
Report Template	A pre-formatted report without content.
Request Name	An optional name added manually to a purchase request before it is submitted.
Request PIN	The option to allow the user to create a PIN for use with receiving cash advances.
Request Reports	All reports are divided into categories which determine what data can be included in the report. Request Reports provide data specific to purchase requests. Refer to Report Category for more information.
Restricted User	A Scoped Administrator who is restricted to one or more corporate accounts.
Role	A predefined element of the application that can be assigned to users to identify the tasks of a user. There are general user roles, group official roles, and miscellaneous roles.
Routing Permission	A permission set in the Scoped Permissions tab of the user details that allows the user to route purchase requests to designated groups.
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SBA Registered	Indication that the merchant is registered as a small business with the Small Business Administration. This information is included in level 1 data that can be reported to the application by the merchant with whom the transaction was performed.
Scaled Expense Category	An expense category that is used with reimbursement requests and requires a calculation of one number against a scale or rate. An example is mileage: this is a cash transaction where the user enters the number of miles and the appropriate scale/rate will determine the actual reimbursement amount.
Scheduled Actions	An Expenses menu option in Works that allows Accountants to schedule a Sweep or Batch, and view the affected accounts and details.
Scheduled Assignments	An Accounts menu option in Works that allows Administrators to view the affected accounts and details of scheduled spend control profile moves, as well as edit pending moves.
Scoped Accountant	A group official role that allows the user to perform most of the administrative tasks associated with the accountant role, but only for users in the group the accountant has been assigned and its subgroups.
Scoped Administrator	A group official role that allows the user to perform most of the tasks associated with a Program Administrator, but only for the accountholders in the group to which the official is assigned and its subgroups.
Scoped Auditor	A group official role that allows the user to access and export the dashboard and detailed reports for the group(s) to which he is assigned and its subgroups.
Scoped Permissions	Permission to assume the group official role or perform tasks for a specific group and its subgroups.
Secondary Accountholder	A user other than the Primary Accountholder who has authority to reconcile and report on all transactions associated with an account. Note: The Secondary Accountholder role does NOT provide a user with the authority to submit reimbursements on behalf of another user. The Group Proxy Reconciler role is the only role that allows a user to submit reimbursements on behalf of another user.
Secure Email	A feature for Virtual Payables card programs that gives you the ability to provide card account information (full 16-digit card account number and expiration date) to vendors encrypted in a remittance advice email.
Semi-Managed (card program)	Indication that the application manages some aspects of the card program used by the card processor of the issuing bank. The result is that only the following automatic spend controls are available in spend control profiles: • Single transaction limit override • Auto-match rules (for transactions made with semi managed cards only) • Fund expiration setting Note: The Semi-Managed attribute of Works is set up during implementation.
Shared Template	A configurable report template that has been configured by the global administrator or accountant and shared for use company-wide. Shared Templates may be accessed in the Template Library (Reports > Template Library).
Signature Limit	The maximum dollar amount that the Group Approver can approve for a purchase request.
Sign off	Acknowledgement that review and reconciliation by an accountholder or approver is complete and the document may progress in the workflow.
Single Transaction Limit	The maximum amount that can be spent on a single transaction with the card.
Source Amount	Amount expressed in the currency (for example, dollars, euros, pesos) used in the original transaction.
Spend	Amount allocated to a sector of the General Ledger and reported to Works.
Spend Ceiling*	A designated dollar amount associated with a spend monitor. The global administrator can set up spend monitor controls to automatically notify designated individuals when the spend monitor detects that the spend ceiling has been exceeded.
Spend Ceiling Reset*	The reoccurring time that the spend ceiling dollar amount can be reset (for example, monthly, quarterly, yearly, or never).
Spend Control Profile	The settings that control the funding, spending, and reconciliation process for a group of cards. Each account must belong to a single spend control profile.
Spend Monitor	A tool that tracks money allocated to a designated sector of the GL. This tool is especially useful for tracking spend for a project or department.
Spend Reports	All reports are divided into categories which determine what data can be included in the report. Spend Reports provide data specific to the spend on an account. Refer to Report Category for more information.
State (of the document)	The queue in the workflow where a transaction or reimbursement request is currently located.
Subject to Use Tax	An option in the Tax Status drop-down menu in the Allocation Details of a transaction. When allocating a transaction, select this option to indicate the items in the transaction are subject to tax, but were purchased from another state that does not tax those items.
Summary Data	Data that can be totaled (usually involving an amount). In a configurable report, you can display a summary in relation to another element in the report. For example, you can display the sum of spend for each user in the report.
Supplier	An arbitrary group of vendors that allow the organization to conveniently accomplish the following for all vendors in the group: • Include all the vendors in aggregate spending report. • Define default allocation codes for all the vendors.
Supplier Mapping	Refers to associating a vendor to a supplier (group of vendors).
Sweep	Sweeping moves transactions to the accountant’s queue for processing before the accountholder and/or approver have performed signoff. This does not apply to reimbursement requests. The required signoffs must occur, and then the application moves the reimbursement request automatically to the Open queue of the accountant.
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Tax Status	The tax status of items purchased in a transaction. The application automatically defaults to Sales Tax Included, but you may select a different option from the drop-down menu in details of the transaction: • Subject to use Tax - Select this option if tax was not included on the invoice and must be paid. • Non taxable Purchase - Select this option if tax does not apply to the item. • Sales Tax Included (defaults) - Select this option if the tax has already been paid.
Tax Type	A filter used in company reports that allows you to include transactions in the report that have a specific tax status. Refer to Tax Status.
Template Library	Personal and Shared Templates may be accessed in the Template Library (Reports > Template Library).
Transaction Controls	A group of spend control profile settings that control the maximum dollar amount of a transaction, the maximum dollar amount of all transactions per day, and the maximum number of daily transactions.
Transaction Limits	A group of spend control profile settings that control the transaction spend for all accounts with that profile.
Transaction Status	Where the transaction is currently queued in the workflow from the perspective of the acting as role of the current user.
Type (purchase)	A field that displays on the Allocations screen if your organization has been set up to use types of purchases. You can select the type of purchase being allocated (for example, lodging, food, entertainment, gas) from a drop-down menu beside the field.
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Unknown Account	An account that is unknown to the application if it did not originate from an account request created within the application. For example, the bank issues an account to replace a previously lost or stolen card reported to the organization by the accountholder. This account will be reported to the application in the Cards Awaiting Assignment queue. It will remain there until the Program Administrator assigns it to a user and spend control profile.
Unlocked Batch File	A file that contains document details ready for export, but still allows modifications to the financial data. After it is locked, the financial data cannot be modified.
Unmanaged (card program)	Indication that the application does not manage the card program used by the card processor of the issuing bank. The result is that none of the following automatic spend controls are available in spend control profiles: • Discretionary fund controls • Incremental buffer setting • Fund restore setting • Single transaction limit override • Automatch rules • Fund expiration setting Note: The unmanaged attribute of the application is set up during implementation.
Unrestricted User	Refers to a Scoped Administrator that is not restricted to the administration of a particular corporate account.
User	Any employee assigned a login name and password that allows access to the Works application.
User Allocation Mapping	The act of associating allocation codes to a designated user. The application will automatically enter default allocation codes whenever a purchase request or payable document is made by this user. Allocation codes may be mapped to other elements. The application uses a predetermined hierarchy to determine which level of mapping will be implemented in choosing the codes to apply.
User Lockout	A user is allowed six attempts (occurring within a 5-minute time frame) to log into the application successfully. A login attempt fails if the user enters an incorrect Login Name or password on the Login page. After a user’s login attempt fails five times, a message displays, warning the user that another failed attempt will lock the user out of the application. This lockout remains in effect for 30 minutes. After 30 minutes, the user can attempt to log in again. Program Administrators cannot unlock a user. If necessary, Works Customer Service can reset the lock for the user.
User Roles	A role assigned to users or groups of users to determine what tasks beyond the basic accountholder tasks can be performed. Accountholders do not require an assigned role in order to reconcile (review and sign off) their own transactions.
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Valid Allocation	An allocation (single segment or combination) that is included in the valid values of the database.
Valid MCCs	A list of MCCs on a spend control profile that indicate at which types of businesses the account can be used.
Variance	A discrepancy between the total allocated and the purchase amount. A Global allocation setting determines whether transactions that have a variance can be signed off on by the accountholder or approver or closed by the accountant. If not, the transaction must be fully allocated.
Vendor	A business with whom you have conducted business before using an account entered into the system. For all practical purposes, this term is synonymous with the term merchant.
Verification ID	Verification ID is 1 – 15 alphanumeric characters of your choice that is used to activate the card at the bank. No special characters may be used and the values cannot be all the same character. The program administrator must tell the accountholder the Verification ID. The Verification ID also displays on the Account Details screen. As a best practice, the Verification ID should be customized for each user and it is best to keep it simple. For example, you could use the user’s business phone number. For information protection, never use Social Security Numbers for Verification IDs.

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