You can reassign a card account from one PaymentNet employee profile to another. For example, you may need to reassign an account when an employee leaves your organization and the account has remaining transactions that must be reviewed and approved before it can be closed.
As another example, an executive may want their administrative assistant to handle all items related to their card account in PaymentNet. In this situation, the card account can be reassigned to a separate user.
Finally, a department may use a card account to purchase goods and services. The card account can be reassigned as needed to the individual responsible for managing the department’s card account.
When reassigning an account from one PaymentNet employee profile to another, you have the option of reassigning the account to an existing employee, a new employee, or no employee. This last option is useful if a card account is used seasonally and no one needs to manage the account when it is not in use.
When an account is reassigned, PaymentNet does not issue a new card. Further, you are limited to the card account information you can change when reassigning an account to another employee profile.
To reassign an account:
Select Accounts > Manage and click the account you want to reassign. Or, while viewing other information about an account, select Take me to > Account Detail.
Click the Reassign Account link located directly above the User ID field.
Select one of the following options from the Type of Employee list:
New Employee
Select this option to reassign the existing card account to an employee that does not currently exist in PaymentNet. PaymentNet creates a new employee profile for the account.
Existing Employee
Select this option to reassign the existing card account to an existing employee. You must enter a user ID that already exists in PaymentNet. It is important to verify that the user ID you enter is for the correct individual to whom the account is being reassigned.
Note: If the option to synchronize employee and account email addresses is enabled for the hierarchy, the account will automatically be updated to reflect the email address that is currently on file for the employee. For more information about this option, see Enabling Modules.
No Employee
Select this option to reassign the existing card account to no employee. This option is applicable if the account is not being reassigned to an existing employee and you do not intend to create a new employee for the account.
If the account is being reassigned to a new employee, complete or edit the following fields:
User ID
Enter a unique user identification name. The user ID must be between 6 and 20 alphanumeric characters long. No spaces or special characters are allowed.
Generate Login Information
Select this check box if you want to automatically create a temporary password for the new employee.
Last Name
Enter the last name of the new user.
E-mail Address
Enter the email address of the new user.
Hierarchy ID
If necessary, edit the hierarchy ID, or click the link and select a node from the hierarchy tree.
If the account is being reassigned to an existing employee, complete or edit the following fields:
User ID
Enter an existing and valid PaymentNet user ID.
E-mail Address
If necessary, edit the email address of the existing user.
Hierarchy ID
If necessary, edit the hierarchy ID, or click the link and select a node from the hierarchy tree.
Click Save.
Note:After the account is reassigned, ensure that the cardholder has a scope of view over the hierarchy in which the account resides. Otherwise, the cardholder will not be able to see the reassigned account. If you need to change the cardholder’s role, see Changing an Employee User Access Role for instructions.