Technology Tips: All About Bulk Maintenance
Bulk Maintenance allows you to quickly and efficiently make maintenance-related changes to a group of cardholders without having to update them one at a time. This is very effective if you have a large deployment. There are two methods of bulk maintenance:
- Bulk Maintenance Online. Provided within the Citi Card Management System (CCMS) tool, this method is best for group entitlements of the same type, such as a temporary credit line increase. It manages cardholders via hierarchy-assisted and include/exclude selections.
To implement Bulk Maintenance Online, simply select the hierarchy level(s) of accounts to be maintained by checking the box beside the hierarchy name(s). All accounts at those hierarchy levels and below will be selected for maintenance. (To exclude any accounts, click the Exclude Accounts button and Continue.)
Once you've submitted your bulk maintenance request, the request log will display the status of your requests. Click Completed Successfully or Completed With Errors, and you'll get a log to review.
- Bulk Maintenance Upload. This method requires a spreadsheet that can be populated from external sources and uploaded to Citi. You'll need to use Citi's formatted spreadsheet template, which is available online. Go the Department of Defense Travel Card Resources page, then under "Forms," click "Bulk Maintenance Spreadsheet."
When the Bulk Account Maintenance Upload window comes up, you can:
- Upload a Bulk Account Maintenance file
- View the list of files uploaded
- View the details of the files that have been processed and any rejects.
You can find a complete step-by-step guide for the Bulk Maintenance Upload method by visiting the Department of Defense Travel Card Resources page then under "Forms," click "Bulk Presentation."
Important points to remember
When you're performing Bulk Maintenance, keep these important guidelines in mind:
- Bulk maintenance changes are not made in real time. They're exported via a file to the card processor, and the final change is then reflected in CCMS the following business day.
- The maximum file size for the Citi-provided spreadsheet is 2MB or 3,275 rows (If your file exceeds either of these maximums, you'll need to create separate files.)
- You can select a maximum of 3,000 accounts at one time to update online. If you select 100 accounts or fewer, they will be processed almost immediately and sent to the processor; selecting more than 100 accounts will require additional processing time.
- Processing time depends on the amount of data being changed, but the final change will be reflected in CCMS the following business day.
- Accounts that are locked due to processing pending requests and lost/stolen accounts will not be considered for bulk maintenance.
- To update accounts, enter all account numbers and at least one maintenance field to be updated.
- To view the details of a file that's been processed successfully, click the Processed link in that row. The system will display a pop-up dialog with details.
- If a file is rejected, you can view details by clicking the Rejected link in that row. The system will display a pop-up dialog with the reason for rejection.
Finally, if you'd like to register for training on Bulk Account Maintenance with File Upload, you can find CitiDirect® Electronic Access System (EAS) training at www.defensetravel.dod.mil/passport. You'll need to register as a user to access the Travel Explorer (TraX).