Your upgrade to smartdata.gen2

Transcription

1 Your upgrade to smartdata.gen2 smartdata.gen2 (SDG2) is a robust card and expense reporting tool and is hosted by MasterCard. It has a reporting package built for clients with sophisticated card and expense reporting requirements and has been fully tested and implemented since Please review the information below which outlines key items you and your users should know in order to transition from Smart Data Online (SDOL) to SDG2. These items are subject to change and we will keep you notified of any updates. User and Account Information First Time Log in to SDG2 Users that have been inactive for more than 18 months will not transition to SDG2. If the user ID follows the SDG2 security parameters, the user will log in with their same SDOL user ID and password. If the user ID does not follow the SDG2 security parameters, a temporary user ID will be issued to the user, via the Program Admin. Program Administrators will receive a listing of those temporary user IDs over upgrade weekend to distribute. Users with temporary SDG2 user IDs will be required to create a new SDG2 user ID and password upon log in. All users will be required to enter their First Name and Last Name. A user ID must be unique to the system. The user ID in SDG2 must be at least six characters and cannot contain any spaces. New users will select a new Forgot Password security question and answer during their initial login. New users will also select three new security question and answers during their initial login for dual authentication. Auto User Setup The Auto User Setup feature will no longer be available in SDG2. It will be replaced with a Cardholder Self-Registration process where cardholders will need to provide the Account Number and Company Registration Code in order to set up their user credentials. Multi-user role You can now associate one user ID with multiple user roles. For example, if you serve as a company program administrator (CPA), a level manager (LM) and a cardholder (CH) for your organization, you may have several SDOL user IDs and passwords. To change user roles in SDOL, you had to log out and log back in with a different user ID each time you worked in a different user role. In SDG2, you will now be able to set one user ID as your primary, log on once, and toggle between your various user roles using a dropdown list on the home page. For new users, you can choose to create one user ID with multiple roles eliminating the need to have multiple user IDs. (See chapter 10, section 18 of the smartdata.gen2 Corporate Company Administrator Guide for additional information.)

2 Password Information Initial login Password security standards When users are initially transitioned to smartdata.gen2 (SDG2), they will leverage their existing user ID and password they used for Smart Data Online (SDOL). For those users that are receiving an updated temporary user ID, their old password will continue to work for first time log in to SDG2. The user will be prompted to change their password upon initial login. The forgot my password link will not work for users who have not successfully logged into SDG2 at least once. Those users will need to contact their program administrator for a password reset. All clients must conform to the following password security standards: Must be at least eight characters in length with a minimum of two numeric characters Cannot be the same as your user ID Cannot contain spaces Passwords will expire based on your company s configuration. (See chapter 1, section 3 of the smartdata.gen2 Corporate Company Administrator Guide for additional information.) Password resets In SDOL, a manager would create a temporary password and communicate that to the user. In SDG2, passwords can be reset via . All passwords in SDG2 are automatically created and ed to the user for enhanced security. Temporary passwords ( ed resets) will expire 60 days after creation by the system. Transaction and History Information Transaction viewing, editing and approval In addition to the robust user interface for transaction data and manipulation, we added an enhanced search on the transaction summary using optional filters. SDG2 offers up to 19 optional filters to pinpoint the data being searched. Transaction history When you transition, you will have access to 24 months of transaction history of which 15 months will include client-initiated updates (i.e. splits, cost allocations, reviews, approvals, etc.). SDG2 is enhanced to allow up to 36 months of transaction history, which will include up to 24 months of history that will be migrated from SDOL. The earliest date for which transaction data is available is determined by what was made available within SDOL. Your data will eventually accumulate up to the 36 months within SDG2. Receipt/invoice upload by transaction All cardholder users with the correct permissions can browse for and upload an image file of a receipt or an invoice to merchant or cash transactions. Cardholders and their assigned approvers can view and print the uploaded receipts (any receipt in.pdf,.jpg or.png image format can be up to 4MB). The images can be downloaded from SDG2 in a.zip file for mass printing, if needed. These images are not printed on the standard expense reports.

3 (See chapter 13, section 8 of the smartdata.gen2 Corporate Company Administrator Guide for additional information.) Cost Allocation and Accounting Codes Auto-complete (back-end validation) The maximum number of accounting values in auto-complete lists was increased to more than one million. When a user begins typing a value into a field, the first 10 matching values from the list are displayed below the field. The display of matching values is updated as the user types. When the required value appears, the user clicks it. Accounting code schemes In addition to the robust accounting processing within Smart Data Online (SDOL), we added the following enhancements that allow you to: Combine existing accounting codes into one overriding scheme Create multiple accounting code schemes within one company Define post-export editable fields (or edit locked cost allocation fields) Additionally, the maximum number of accounting values in the dropdown lists was increased from 1,000 to 10,000. (See chapter 10, section 1 of the smartdata.gen2 Corporate Company Administrator Guide for additional information.) Custom flags Custom flags are no longer available within smartdata.gen2 (SDG2). It is believed that the existing scheme fields (up to 20 fields) would be able to suffice for any existing custom flags that were created in SDOL. For instance, cost allocations can be set up with dropdown options of Yes or No. It is important to review and delete any flags that are no longer in use by setting that flag to No in SDOL. Existing custom flags in SDOL that are set to Yes will auto-migrate to SDG2 and will show up as scheme fields.

4 Reports and Mapper Information Standard reports Standard reports allow a user to compile transaction data into different formats based on suppliers, account expenses, account codes, etc. You will no longer be able to run a report in real-time, however, the report scheduler was updated to run multiple times per hour to compensate. Overall, standard reports were updated in smartdata.gen2 (SDG2) to provide a better user experience. We recommend that you review the reports that were used frequently in SDOL to familiarize yourself with how the reports represent in SDG2. The output of standard reports will now be available in Microsoft Excel or Adobe PDF. An enhanced report creation workflow was created for ease of use. Cardholders can reports directly to their systems. Small business accounting software exports are now available. The ability to choose an accounting code scheme will be made available for certain reports. For reports that are run often, it is a best practice to schedule the report ahead of time. Online statements Custom mappers Cardholder and corporate account statements will be made available online. Adobe PDF-based statements will be available to view and print. Cardholder notification of when the statement is delivered to the application is available. Statements can typically be retrieved within 24 hours after the completed cycle date. Statements in SDG2 look exactly like mailed paper statements. If your cardholders do not receive paper statements, they will still be available online. If a client has a custom mapper, it will be migrated as-is into SDG2 without any additional fees. If data has changed, that will be discussed on a client-by-client basis. Tax and VAT (Value-Added Tax) Defined tax labels With SDG2 you now have the ability to define tax labels. You can customize the tax and alternate tax labels in the application to help meet the tax requirements of different regions. The customized labels are used on the screens and reports that display tax and alternate tax. (See chapter 26, section 5 of the smartdata.gen2 Corporate Company Administrator Guide for additional information.) Tax rate tables With SDG2, you now have the ability to define a tax rate table for tax fields. Hierarchy or Reporting Structure View of hierarchy and inactive accounts The hierarchy view in SDOL included an automatic suppression of empty org points (intermediates) and of inactive accounts. Users in SDG2 should be aware that they may see org points that are empty. They will also see inactive accounts.

5 Miscellaneous Information Language translations smartdata.gen2 (SDG2) supports 21 different languages, including: English Espanol Francais Dansk Deutsch (See chapter 1, section 2 of the smartdata.gen2 Corporate Company Administrator Guide for additional information.) Online help SDG2 has updated user type-specific documentation and help guides available for your reference. The online help can search by a word or phrase and was enhanced to provide the user topic-oriented reference information for a broad range of subjects within the SDG2 application. There is also a SDG2 Interactive Tutorial. Custom fields Custom fields are user-defined fields created to display on various screens within the application. Custom input fields for: Accounts, were expanded from six to 10 Users, were expanded from zero to 10 Merchants, were expanded from zero to 10 You have the same 10 custom input fields for transactions that you had in SDOL. A custom data field is editable by all users, but you can make it read-only or hidden for cardholders, as needed. (See chapter 21, section 1 of the smartdata.gen2 Corporate Company Administrator Guide for additional information.) Offline Cardholder Maintenance Offline Cardholder Maintenance will continue to be supported in smartdata.gen2 (SDG2). There is a change in the manner in which a user accesses the application. In SDG2, the user will navigate to the Company tab and select the Offline Cardholder Maintenance menu option. In addition, capture of Home Address, Country of Citizenship, and Date of Birth, etc. will now be mandatory.

6 User type differences Terminology differences Comparison of user types within smartdata.gen2 (SDG2) Smart Data Online (SDOL) Company Administrator Company Group Administrator Manager/Intermediate Supervisor Cardholder Non-Card SDG2 Company Program Administrator Company Group Administrator Level Manager Account Group Manager Cardholder Non-Card The supervisor in SDOL is similar to the account group manager in SDG2. By creating an account group, you can gather accounts from different parts of the reporting structure into one reporting entity; allowing the account group manager easier access to accounts that may not reside within one part of the company s hierarchy. While SDOL and SDG2 share many common functions, they sometimes use different terminology to describe similar features. The table on the next page lists key terms that differ between the platforms. SDOL Account Extended Information Fields Add Hierarchy Intermediate Billing Cycle Cardholder Reviewed Company Maintenance Company Preferences Create Exports Create Non- Card Transaction Custom Export Setup Exception Reporting Exports Hierarchy Ignore MCC GL Maintenance Move Accounts Run Report SDG2 Custom Data Fields Org Point Setup Reporting Cycle Reviewed Company Information Company Site Configuration Create Reports Add Cash Transaction Create Reports Spending Alerts Create Report Reporting Structure No Change Default Accounting Code Setup for MCC Assign Reporting Entities Schedule Report

7 Template Setup User Maintenance Supervisor Reviewed User Templates My Profile or User Summary Approved