VISA IntelliLink EASTERN KENTUCKY UNIVERSITY VISA ONLINE (VOL) USER GUIDE

Transcription

1 VISA IntelliLink EASTERN KENTUCKY UNIVERSITY VISA ONLINE (VOL) USER GUIDE Revised April 2015

2 Table of Contents Section 1 Approver Instructions Section 2 Accessing Visa IntelliLink Section 3 Home page and Allocation instructions for a user that has access to a single card Section 4 Home page and Allocation instructions for a user that has access to multiple cards Section 5 Record Retention Requirements

3 Welcome! Welcome to Visa Online (VOL). We hope you will find this product a useful tool to assist you in managing your commercial card activity. This product will allow you to view transaction information, allocate transactions to the correct fund, org, account and activity code, and submit the allocations for approval. This document is a summary of the most relevant functions for EKU on the Intellilinks site. The help tab at the top of the welcome screen provides in-depth instructions enabling you to personalize some settings. Please review this as it may make Intellilink more suitable for your needs. It will also provide optional reporting information you may find helpful for your department.

4 1 Approver Instructions The approval process does not require logging into the Intellilinks site. If transactions have been submitted for your approval an will be generated daily, until transactions are approved, with the subject line Approval Notice

5 Please remember to review all original documents when approving, and to sign and date the hardcopies monthly, as these are the official approval documents. After reviewing the transactions and related documents click the Approve All to approve all transactions listed. You may approve each transaction individually by clicking the Approve beside each individual transaction line. If at any time you would like to request a change to the FOAPAL string, the allocator with the request. They can make the change and resubmit the transactions for your approval. This can be done without any Rejection action by the Approver. NOTE: The approval notice is only sent once a day. If you are close to an allocation deadline and cannot wait for the notification this would require logging into the Intellilinks site manually to approve pending transactions. Follow the Section 2 instructions in this document, Accessing Visa Intellilinks to log into the site. After the welcome screen appears, if you have transactions to approve, you will see Approvals blinking in yellow on the left hand side of the screen. When you click Approvals from your home page main menu you will be taken to your Items Requiring Attention screen. The Items Requiring Attention screen displays a list of employees who have transactions awaiting your approval, as well as the account type, statement period, and number of transactions. If you click the employee name, you will be taken to the Transaction Approval screen, and it will display all transactions that need approval across all periods and all account types. If you click a statement period beside an employee's name, you will also be taken to the Transaction Approval screen, but it will display only the transactions for that date range and that account type.

6 Above is a screenshot that shows the icons you may encounter when allocating (coding) and provides a brief description of each. You may log on this site to review a cardholder s transactions at any time. Select Account Statements on the left hand side of the screen. This will bring up each cardholder you have access to view. Select the statement date you wish to view.

7 2 Accessing Visa IntelliLink Visa IntelliLink Logon To log on to Visa IntelliLink, complete the following 4 steps: 1. Use your web browser to open The Visa IntelliLink logon page will appear. 2. Enter your User ID (EKU ) and Password, and then click Submit. NOTE: If you are a first time user, The Procurement Card Administrator will provide you a password to get started.

8 3. You will be prompted to establish a Memorable Word. The screen below should appear after logging in. Select a Question and enter a memorable word. Each time you log in you will be asked to enter randomly selected letters from this memorable word. Be aware that it may ask for a different sequence of letters for each log in. Notice the Character numbers 1, 3 and 4 being requested below.

9 4. Accept the Terms of Use: You will only be prompted with this screen upon your initial login into Intellilink.

10 You have successfully logged in to IntelliLink!

11 3 The Home Page for Single Card Access If you only have access to a single card, the below welcome screen will appear. In the center of the screen, you will see a welcome message, the last time you logged in to the system, and the address stored in the system for you. The home page displays your current account balance, credit limit, and any available credit. It also summarizes the last three card transactions loaded into IntelliLinks.

12 Account Statements under the Main Menu will be flashing yellow if transactions are ready to be coded. To view these transactions click Account Statements. To the right of each transaction will be Transaction Icons indicating the coding/approval status of the transaction.

13 Intellilink Icon Descriptions The first column of icons indicates the coding status of the transaction. Red cross. This indicates that the default Org or Account information is still required for the transaction. After contacting the Procurement Card Administrator so that the correct default Org or Account number can be set up for this account allocate the transaction to the correct FOAPLE string. Green question mark. This indicates the transaction has been automatically coded to the default Org and Account number. Business purpose and indication of a receipt is still required. Green check. This indicates all required information has been entered for the transaction. And it has been submitted to the approver The second column of icons indicates the approval status of the transaction. Red exclamation mark. This indicates approval is required for the transaction. Click the icon then the process tab to view who is required to approve the transaction. Green check. This indicates approval has been given.

14 To code a transaction: 1. Click the transaction status icon (either a red cross or a green question mark ) to the right of the transaction you want to code. The Coding tab of the Transaction Details window displays. 2. On this tab you will see a number of coding fields specific to your EKU Chart of Accounts. Some or all of the fields may be mandatory and some may have to be used in combination with others. 3. Some codes are already populated in these fields. This is due to default codes that either you or your administrators have set up. 4. The charge codes you have access to are dictated by the charge groups you have been approved for from the Financial Managers of these codes. If you do not have access to a charge code you believe you should be able to view, contact your Procurement Card Administrator.

15 If you are coding a transaction on a delegated account, you will see the charge codes belonging to that account holder. Click the drop-down arrow beside the field you wish to code and select a code from the list. If you do not see the desired code listed click search. If you have not set up a list of favorite codes your default will be the only code listed. After you set up a list of favorite codes for each code type, you will no longer need to do a full search for every code you require. Instead, your most frequently used codes will appear in the drop-down selection list. You can select up to 15 favorite codes.

16 Setting up Your Favorites: Search for the codes you want to add to your list of favorites and code a transaction to by entering the code number in the Code Value box click search.

17 Click to the right of the code you want to add to your favorites list. The code displays on the right of the window under the Favorites heading. To remove a code from your list of favorites, click. To add this code to the transaction click the arrow pointing up Note: Once you have created your list of favorite codes and saved the transaction, they will show in the drop-down list for this code type on the next transaction you code.

18 You may find some code combinations are invalid (invalid codes appear red and valid codes appear black). Note: QuickCoding is enabled for EKU and you have it displayed via your personal settings, you can easily and quickly code multiple line items by clicking beside each transaction, selecting your required codes from the QuickCode panel and clicking Apply. The instructions to complete this are under the help tab at the top of the screen under transaction coding, Quickcode Transactions. 5. Enter the business purpose for the transaction in the Narrative Details box. 6. To view more details about the transaction click the Summary tab at the top of the screen. This screen will show a contact number. Click the View Supplier Details link and an address for the vendor along with the merchant category code will display.

19 Close this window and select the audit history. This will show the date and time the transaction was created, allocated and approved.

20 Close this window and select Transaction Line Item Click the grey arrow pointing toward the order date and if provided by the vendor a detail item list of items purchased will appear.

21 7. Click the receipt box to indicate a receipt is on file for the transaction. Click Save. The transactions have been submitted for approval. The green? should now be a green check mark. Code changes You can make a coding change on an approved transaction if your account statement is still open and the transaction has not been extracted and posted to EKU Banner System. When the change is saved, it will be sent back to the manager for re-approval.

22 4 The Home Page for Multiple Card Access The multiple card access users welcome screen will display the number of accounts assigned to them, the last time they logged in and their address.

23 To view the accounts assigned to you click the Account Statements under the Main Menu tab. The screen shot above has Quick coding activated so they can allocate multiple transactions at one time. To activate this option go to the help tab under coding transactions, quick coding. The accounts will be listed on the left had side of the screen. To view the transactions click the statement period you wish to view. The transactions coding instructions are the same as for the single card access please refer to page 14.

24 5 Record Retention Requirements By the 10 th business day of every month, you will receive an generated by the Card Services. It will include your statement for the month showing your transactions as they were allocated, including the FOAPAL string. You will need to print a copy of this statement and obtain Approver signatures. Keep this documentation along with all original receipts in your office for a minimum of THREE (3) years. NOTE: If you charge to a Grant, there may be other retention requirements. Please check with Sponsored Programs Accounting. Below is an example of the as it will appear when you receive it. Statement for William Thompson (CS) Statement Period 10/15/2012 to 11/14/2012 PNC Bank 1940 Credit Limit $ Current Balance $ 3, Previous Balance $ 0.00 Tran Date Purchased From Amount Chart Fund Code Org Code Acct Code Activity Code Purchase Description Tax Code Line Amount 11/04/2012 Continental $ E $ Purchase Continental Passenger Name LAGUANA/JEANEES Origin City Denver, United States Destination City Boston, United States Ticket Number Termination Date 12/23/2012 Departure Time 00:00

25 Arrival Time 00:00 Carrier Code CO 10/15/2012 United Air $ E $ E F $ E S $ E F $ Purchase United Air Passenger Name LAUERMAN/IFFANYMARIE Origin City Denver, United States Destination City Phoenix, United States Ticket Number Termination Date 12/10/2012 Departure Time 00:00 Arrival Time 00:00 Carrier Code UA 10/25/2012 United Air $ E $ Purchase United Air Passenger Name LAGUANA/JAMESKEONI Origin City Denver, United States Destination City Phoenix, United States Ticket Number Termination Date 02/26/2013 Departure Time 00:00 Arrival Time 00:00 Carrier Code US 11/07/2012 Park 79 Hotel $ E F $ Purchase Park 79 Hotel Check In Date 05/09/2011 Lodging Nights 1

26 10/25/2012 Budget Rent-A-Car $ E S $ Purchase Budget Rent-A-Car This car was rented for a two day science fair, and was used for shuttling around students who forgot some piece(s) of their projects. Cardholder Declaration I William Thompson (CS) declare that the information contained on this form is correct, that the expenses incurred were for business purposes in accordance with Company Policy and that all receipts pertaining to expenses are attached. Signature Dated / / Employee ID Approved By Signature Approver Employee ID On Completion ALL Receipts can be attached to this form and then forwarded to your PCard Administrator if required