Cardholder Guide. Smart Data OnLine. V8.2 June 2008 Expense Envelope

Transcription

1 Smart Data OnLine Cardholder Guide V8.2 June 2008 Expense Envelope CONTENTS Login Process Additional Information Create expense envelope Split transactions Reports

2 Login process 1. Access URL via Internet Enter your 16 digit account/card number or details as provided by the Card Administrator, as the USER ID. 2. Enter your PASSWORD, this will be supplied by the Card Administrator. (This will be the default password plus the last 4 digits of your card number.) 3. On the initial login, you will be prompted to change your password and enter your address. Password Rules Minimum of 8 Maximum 20 Characters 2 Characters must be numeric Both the USER ID and PASSWORD are case sensitive No spaces are allowed Old passwords cannot be re-used The password cannot be the same as the USER ID The password will expire every 30 days 4. You will then be asked to Create Your User ID. 5. Enter a new ID, then click on APPLY. User ID requirements Between 6 20 characters alphanumeric One underscore allowed No spaces No special characters, e.g. # User IDs are case sensitive Password Reset Q&A. You can set up your user profile to allow you to reset your password when you have forgotten your current password and can t login. After your first unsuccessful login attempt, you can click the Forgot Password link on the login page. Then, you will be asked to answer the question that you have already set up in your user profile. When you answer the question correctly, the system will a temporary password to you so that you can login. If this does not work then please contact your Company Administrator. 1

3 Additional Information The home page is your starting place and offers a quick summary of information that may be important to you. From the home page you can access various documents. 1. Help Screen Click on the? at the top right hand side of the screen 2. In Box contains any scheduled reports/export files or files that were too large to process real time to download a file click on the report/export you wish to view. In the file download box select open file form its current location click OK. 3. Smart Data News Any important messages from the Bank or your Company Administrator will be displayed in this field. 4. Links to various websites, including SDOL guidance notes. 5. User Documents allows access to SDOL User Guides. Page navigation Arrow back Printer print Two arrows in a circle reload Magnifying glass search House home? help Log out end session Saving information Apply saves data you have entered on the screen. Discard resets entries to last saved data. The following Tabs will be showing (Depending on your authorities) Account details access your account information Financial access your financial transactions/purchase log Reports run reports/export data User access your user profile (do not change default date and currency settings) 2

4 Create Expense Envelope Screen 1 Create new Expense Envelope enter description, e.g. Feb 08 Click Create button Select envelope ID, e.g and the list of transactions not already allocated to an expense envelope will appear. Tick those transactions to be allocated to the envelope. Click Apply message advising change successfully applied Click next step Click on cost allocation button and/or split transactions (see later sections for splitting a transactions) and allocate cost Screen shot of costs Enter expense description (if required) Indicate if personal expense by ticking the box click apply Click next step 3

5 Add in any mileage transactions and non card transactions Cost allocate via the account code button Click apply After codes have been applied the account code button will have a tick Select transactions for expense envelope by ticking box Click Apply Click next step Submit to your approver via button Message will be received to say envelope successfully submitted 4

6 To view report click on To view expense reports 1. Select report 2. Select screen or print 3. Click run 4. The report for the selected expense report will be produced Rejected Expense Envelopes: You will receive an from your approver advising you that the envelope has been rejected and the reason why, e.g. I have rejected the following Expense Envelope: Envelope Description: Feb 08 Created Date: 09-JUN-08 Reason: mileage rate incorrect Log into SDOL and click on the link rejected expense envelope Open the envelope and make the necessary amendment going through the steps 2 5 to locate the transaction. Re-submit for approval. 5

7 Splitting a transaction When you have a transaction that needs splitting across various cost centres. 1. On the screen select the transaction you wish to split and click on the split icon. The split transaction screen appears. 2. Select the number of splits that you want to create. The screen will refresh and display the split lines. 3. In split by, select percent or amount. 4. If option available in split and balance to, select the amount you want the splits to be balanced total transaction amount. 5. You can enter the split as a debit or credit this allows for recredited items. 6. Enter the amount/percent for each split line. If you have entered a Sales tax amount, the tax amount for each split line must be manually calculated and entered. The system does balance the total tax but will not show an message if you do not enter the separate lines. Do not amend the parent tax amount. The split totals line calculates the splits as each line is entered. When the amounts do not balance the total displays in red text. Click add split to add further lines. Click unsplit to remove lines. 7. Add an expense description to each line. 8. Click on Apply. 9. Once you save the splits you can cost allocate in the normal way. Click on next split to apply further account codes. 6

8 Reports Reports can be run real time or scheduled. To run a real time report 1. Click on reports 2. Click on run reports 3. Select report required 4. Select format print or screen version 5. Select date range 6. Click run 7. The report will display in the format selected. To schedule a report 1. Click on reports 2. Click on Schedule reports 3. Select report 4. View by posting date/transaction date 5. Notify me at enter address 6. Choose filter requirements (if available) 7. Input schedule criteria dates 8. Enter a schedule description 9. Click Apply The Schedule summary displays a list of active and pending schedules. Active means that it will be processed on next run date, pending means that it is in the processing queue. Once produced it drops off the list. You can change an active schedule any time prior to processing but schedules with a pending status cannot be changed. 7 For more information please see full cardholder guide on the SDOL Homepage. For password related queries please contact the OneCard helpdesk on For all other queries please contact your Ulster Bank Relationship Manager.