Understanding Accountholder and Approver Workflows. Participant Guide - Works. Accountholder Transaction Review and Sign Off

Transcription

1 Works Participant Guide - Understanding Accountholder and Approver Workflows This guide may be used to supplement your Works training. Because training sessions are often customized, this guide is meant to supplement the learning session and is not intended to be a complete overview of the training. This guide provides information for understanding key concepts and features and may be used as a reference source. Click an object to link to the corresponding page. Training Prerequisites Accountholder Initial Login and Navigation Accountholder Transaction Review and Sign Off Accountholder Reports Training Approver Training 1

2 Tips for Participating in an Interactive Group Training Session Download the Participant Guide. Join both the audio and WebEx event. Ask any questions during the session. What are your objectives? Tell your trainer. Please mute your phone when not asking a question. Press *6 to mute or unmute. Please do not place your phone on hold or use a speaker phone. Check your WebEx screen size. It is recommended that you maximize your screen, click the double arrows. Click ESC to return to the content viewer. Access Works for a variety of training tools. 2

3 Training Prerequisites Best Practices Use these best practices as a guide to help you create an educational road map for training your accountholders and approvers. The best practices provided should be completed before training. Best Practices Issue a Specialized Training Account. This task should be completed once for training purposes. Make Purchases Using the Training Card Account. The frequency should be three to five business days before each class begins. Disclose Company Policies and Procedures Consider how users should use their credit card accounts Instructions You may want to issue a special card to be used for training. The Program Administrator can request a training card and small purchases can be made on it to simulate the accountholder and approver experience. These purchases will follow the normal application function, so even though they are for education purposes, your company must manage the cost of the charges. Purchases take a few days to appear in the system, so make the purchase a few days before the class begins. Provide all relevant internal company policies and procedures to your attendees. Explain that Works is configured according to your company s rules for charging privileges, timeliness for clearing transactions, excluded merchants category codes, and other customizable features. It is important to follow established company policies regarding credit card accounts. This information may help to clarify expectations and increase overall understanding of your company s credit card program and Works. Company credit cards accounts are generally issued for official business and should not be used for personal purchases. Some organizations allow users to make personal purchases with their credit cards, under certain circumstances within their company s guidelines. If your Program Administrator has configured the application to allow accountholders to mark transactions as personal purchases, a check box to identify these purchases will display in the Reference and Tax section on the Transaction Details screen. Accountholders must be made aware of your company s policies and procedures regarding this feature, if applicable. Works Participant Guide Return Home 3

4 Best Practices Training Presentation Tips Accountholder Training Agenda Approver Training Agenda Instructions Determine whether to train accountholders and approvers separately or together. You could have separate sessions or a blended session during which you release accountholders. There are pros and cons to each approach. In most cases approvers will also be accountholders, so the entire training session will benefit them. Accountholders may not be interested in what an approver s responsibility is and may not want to attend for longer than necessary. Consider if there are key messages you want to send approvers that you may not want accountholders to learn. The examples you use during training should be relevant to your business. Focus on the features within Works your company will use and not other functionality. Keep sessions to a manageable time. Sessions between minutes are preferable, and generally, should last no longer than 60 minutes.. Suggested topics to cover during accountholder training include: Basic Navigation Transaction Review and Sign off Clearing Flagged Transactions Adding Transactions to Expense Reports and Signing off on Expense Reports, if applicable Configurable Reports Suggested topics to cover during approver training include: All topics from Accountholder Training Review of the Works Home page Review Flagged Transactions and the Sign off process Review Expense Reports and the Sign off process, if applicable Configurable Reports Works Participant Guide Return Home 4

5 Accountholder Initial Login and Navigation It is important to provide your accountholders with the information needed for a successful initial login to Works. Key Points Advise users of the following regarding their initial login: Users must be able to receive s The browser must have pop-ups activated to launch Works. The browser must be set to enable cookies to use Works. The Welcome is for single use and should not be shared. Users have 60 days to activate their login using the link contained in the Welcome . Users can log in to Works from any location and any computer. Bookmark the website for future use. From the Home page, Accountholders can: Check the Action Items section for outstanding tasks that require action. To perform a specific task, click Current Status to link to the corresponding detail or work screen. Click Account ID from within the Accounts Dashboard section to access links to View Full Details or View Auth Log. Key Points (continued) Works main navigational menu bar displays at the top of all screens and features tabs and menu options based on a user s role and company configuration. To access Works reference materials, click the following links which display at the bottom of every screen in Works: Best Practice During training, stress the importance of saving the Welcome . Training Guides Training Videos Keeping the Welcome allows users to access their Login Names should they need reminders. Users can then log into Works and use the Forgot your password? link, if needed. The Welcome contains a link to access Works. However, this link expires upon use or after 60 days if the link is never clicked. Click My Profile in the top-right corner of any screen in Works to access personal data, maintain password and security questions, view Notifications. roles, and group officials information. Works Participant Guide Return Home 5

6 Accountholder Transaction Review and Sign off Accountholders may perform the following basic tasks for transaction reconciliation: Review and edit transaction details, add comments to their transactions, and sign off on the reviewed transactions. Key Points Accountholders can access their transactions for sign-off from their Home page or from the Expenses tab under the Pending Sign Off tab. Click Document to open the single-action menu to perform tasks on a single transaction. Use the bulk action buttons at the bottom of the Transactions table to take action on one or more transactions. When transactions are flagged by an approver or accountant, an is sent to the accountholders advising them of the flag and any associated comments. Key Points (continued) If your company uses Expense Reports: Accountholders can add transactions to Expense reports to organize them for an approver s review. Accountholders can sign off on an expense report and all expense report transactions all at once by checking Sign off on report and all expense report documents. Verify all transactions for an expense report have been added before using the check box to sign off all. When removing a flag, the accountholder must enter a comment that is documented on the account. An accountholder must also have the Allocation Coder role to edit the allocation of a transaction. If accountholders will be allocating transactions, they should review the Comp/Val/Auth column, which displays three status system validations. Transactions that pass validation display with a green check mark. Transactions cannot be signed off by an accountholder until all three validations are successful. Column Description Comp or Complete Coding Signifies that required segments have been completed Val or Valid Auth or Authorized Signifies the allocation coding is a valid Allocation Combination Signifies the accountholder is using allocation combinations they are authorized to use Works Participant Guide Return Home 6

7 Accountholder Reports Training Accountholders may access the Reports tab to create, schedule, view and save reports to the Template Library. Key Points Each report is grouped into a Category, which determines what data can be included in the report: Account Reports - Data specific to accounts Request Reports - Data specific to purchase requests Spend Reports - Data specific to spend within an account or company Report Template options users can select from include: Standard Reports - Templates provided by Bank of America Merrill Lynch. Recent Reports - Template reports you have recently used. Selecting a Recent Report template uses the original template, not the template as it was last configured and saved for personal use. Choose from all available templates - Accountholders may be asked to use template reports that the Program Administrator has created. This category also includes templates configured and bookmarked for personal use. Selecting this option uses a template as it was last configured and saved. Both Basic and Advanced report options allow users to select filters and format types when creating a report. The Advanced option provides additional column and filter configurations, the ability to schedule reports to run at a future date, and save the report in the Template Library. Key Points (continued) Users who are assigned a Basic Reporter role will not have the Advanced report option. All completed reports are located in Completed Reports until their expiration date. Click Output Type to view a report. Newly completed reports can also be accessed from the Home page under Action Items. Locate Download in the Action column, then click Ready in the Current Status column. Within Scheduled Reports, users can view report criteria for reports that generate on a reoccurring basis. Accountholders can create a report and save it to the Template Library as Personal. To access Personal and Shared Templates, click Reports > Template Library. Works Participant Guide Return Home 7

8 Approver Training After an accountholder signs off on a transaction, it displays in the approver s Pending Sign Off tab for review and sign off. Key Points Approvers can access transactions from Action Items on the Home page, or by clicking Expenses > Transactions > Approver. An approver can Flag a transaction to alert other users there is an issue or if additional information is needed with the transaction. An approver who has also been assigned the Allocation Coder role can edit the allocation on a transaction. Use the bulk action buttons at the bottom of the Transactions table to take action (Sign Off, Flag, or Mass Allocate) on one or more transactions at once. To access pending expense reports that require review and sign off, locate the Action Items on your home page, or click Expenses > Expense Reports > Approver. Approvers have access to report data for all users within their scope of authority in Works. Accountholders have access only to the data applicable to them. In addition to Account, Request, and Spend reports, Approvers have access to another category of reports. Org reports provide specific details regarding your organization. Tips Use column filters on the Transactions table to sort for transactions when you have large amounts of data. Use the Advanced Filter on the Transactions table to isolate specific data using detailed criteria. Works Participant Guide Return Home 8

9 Conclusion Session Objectives After this session, you should now be able to: Use training tips and best practices. Understand the key elements of accountholder training. Understand the key elements of approver training. Your Objectives Were your objectives met? What additional questions do you have for the trainer? Contacts & Additional Resources Use the following resources to assist with questions or additional training needs. Client Education: Technical Help Desk (THD): Call: , Option 4 CommCardTHD@bankofamerica.com To access additional educational resources in Works: Click any of the following links located at the bottom of any screen within Works: Training Guides Training Videos Live Training Action Plan What steps will you take to achieve your goals? What resources do you need to complete your action plan? What is your timeline for achieving your goal? General disclaimer for Bank of America Merrill Lynch, visit bankofamerica.com/disclaimer Works Participant Guide Return Home 9