Working with parent and child accounts

This functionality is available only for Comdata and TCH users.

In a balance-based card setup, a trucking company receives a line of credit. From this parent account, the company can advance funds to one or more child accounts. Cards associated with a child account can only draw from the child account’s balance. The cards are not linked to the trucking company’s line of credit directly. In addition, the company does not control the use or management of the cards.

Setting up Card Management for use with parent and child accounts

To use parent and child accounts in Card Management, you must configure data and options in several TruckMate applications.

Security Configuration

On the Security tab, review and change the following options where needed for individual users. For more information on all Card Management options, see Setting up Security Configuration options for Card Management.

Go to	Do this	To
Business Events > Allow Changes	Select one or more of the following: CARDMGMT - Allow Cancel of E-Checks CARDMGMT - Allow Edit of Auto-Approve Flag in E-Checks CARDMGMT - Allow Edit of Deduction Code in E-Checks CARDMGMT - Allow Edit of Post Flag in E-Checks CARDMGMT - Allow Issue of E-Checks	Enable a user’s access to e-checks
Business Events > Misc > Card Management	Specify an amount in the Cash Advance Limit Per Trans $ field	Limit the amount of money a user can advance per transaction
Specify an amount in the Cash Advance Limit Per Day $ field	Limit the amount of money a user can advance per day
Select Allow to Change Parent/Child Account	Allow the user to define an account as being a parent or child account
Deselect Allow Driver Deduction override	Prevent a user from overriding the creation of a driver pay deduction
Deselect Allow AP Invoice Line Item override	Prevent a user from overriding the creation of an AP invoice line item
Tabs Setting > Card Management	Select one or more of the following: Child - Details Child - Custom Def’s Child - Notes Child - Audit Child Real-Time - Log Child Real-Time - POS Child Real-Time - E-Checks	Give users access to the Child interface features in Card Management

Go to

Do this

Business Events > Allow Changes

Select one or more of the following:

CARDMGMT - Allow Cancel of E-Checks
CARDMGMT - Allow Edit of Auto-Approve Flag in E-Checks
CARDMGMT - Allow Edit of Deduction Code in E-Checks
CARDMGMT - Allow Edit of Post Flag in E-Checks
CARDMGMT - Allow Issue of E-Checks

Enable a user’s access to e-checks

Business Events > Misc > Card Management

Specify an amount in the Cash Advance Limit Per Trans $ field

Limit the amount of money a user can advance per transaction

Specify an amount in the Cash Advance Limit Per Day $ field

Limit the amount of money a user can advance per day

Select Allow to Change Parent/Child Account

Allow the user to define an account as being a parent or child account

Deselect Allow Driver Deduction override

Prevent a user from overriding the creation of a driver pay deduction

Deselect Allow AP Invoice Line Item override

Prevent a user from overriding the creation of an AP invoice line item

Tabs Setting > Card Management

Select one or more of the following:

Child - Details
Child - Custom Def’s
Child - Notes
Child - Audit
Child Real-Time - Log
Child Real-Time - POS
Child Real-Time - E-Checks

Give users access to the Child interface features in Card Management

Codes Maintenance

Go to	Do this	To
View > Custom Defined Fields	Set up custom defined fields using these parameters: Table Name: FC_CHILD Program Name: CARDMGMT.EXE	Allow the user to record any miscellaneous information about a child account
View > Status Codes > Dispatch/Orders	Create a unique status code for each event listed at right	Have the system: Trigger an auto-advance in Customer Service Stamp the freight bill when: a loading of funds is successful a loading of funds is unsuccessful a driver deduction is created successfully an AP invoice is created successfully You will specify these codes on the Child Settings tab when setting up e-check information in Card Management.

Go to

Do this

View > Custom Defined Fields

Set up custom defined fields using these parameters:

Table Name: FC_CHILD
Program Name: CARDMGMT.EXE

Allow the user to record any miscellaneous information about a child account

View > Status Codes > Dispatch/Orders

Create a unique status code for each event listed at right

Have the system:

Trigger an auto-advance in Customer Service
Stamp the freight bill when:
- a loading of funds is successful
- a loading of funds is unsuccessful
- a driver deduction is created successfully
- an AP invoice is created successfully

You will specify these codes on the Child Settings tab when setting up e-check information in Card Management.

Driver Pay Contracts

To apply an advance to a driver, the driver’s pay contract must contain the driver code for advance funds and, optionally, the driver code for fees. Set this up on the Deductions tab.

Card Management

Follow the instructions in Setting up Card Management for use with real-time fuel vendors using the specifications indicated for parent and child accounts.

Driver Profiles

Once you have imported or created TCH child accounts, you can attach a driver ID to one on the TCH Child tab.

Required field: *

Field	Definition
Account *	Parent account ID If there is only one account in your database that is configured as a parent account, this value appears automatically in the field. If there is more than one parent account, enter the ID or click Pick List to search for and select an account ID.
Child Account *	Child account ID. If you want, click Pick List to search for and select a child account ID.
Auto Advance	When selected, the driver will receive funds automatically.
Advance %	If Auto Advance is selected, enter the percentage of revenue the driver receives when funds are advanced. Decimal values are allowed (e.g. 50.25).

Field

Definition

Account *

Parent account ID

If there is only one account in your database that is configured as a parent account, this value appears automatically in the field. If there is more than one parent account, enter the ID or click Pick List to search for and select an account ID.

Child Account *

Child account ID. If you want, click Pick List to search for and select a child account ID.

Auto Advance

When selected, the driver will receive funds automatically.

Advance %

If Auto Advance is selected, enter the percentage of revenue the driver receives when funds are advanced. Decimal values are allowed (e.g. 50.25).

TMW Service Host

Go to Add Service > TCH and configure the service on the Windows Service Setup window.

To start the service, right-click on the service in the leftmost pane and click Start.

Viewing and editing child account information

You view and edit child account information on the Child tab. To look up an account, click Find and select an account on the window that opens.

All fields in the header and the Details tab are read-only except for the Status field. The system pulls this data from the EFS web server. You can change the status, but the account status will not update on the web server.

You can:

View, add, and edit custom-defined field information for the account on the Cust.Def’s tab
View, add, and edit notes on the Notes tab
View audit information on the Audit tab
View point of sale (POS) transactions, including funds advances, on the POS tab
View and add e-checks on the E-Checks tab