NECHOadmin 7.5. Walkthrough Series. A Day in the Life of an Administrator

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1 NECHOadmin 7.5 Walkthrough Series A Day in the Life of an Administrator

2 (c) Copyright CyberShift, Inc. ALL RIGHTS RESERVED by CyberShift, Inc. This material contains valuable confidential information, property and trade secrets of CyberShift, Inc. embodying substantial creative efforts and confidential information, ideas and expressions, no part of which may be disclosed, reproduced, distributed or transmitted in any form or by any means electronic, mechanical or otherwise, including photocopying and recording or in conjunction with any information storage or retrieval system, without the express written permission of CyberShift, Inc. Necho is a registered trademark. Necho is a trademark of CyberShift, Inc. which is registered or pending in certain jurisdictions. All other trademarks are the property of their respective owners. Any company and product names mentioned are used for identification purposes only and may be trademarks of their respective owners. For more information, please contact: info@necho.com. The information in this document is subject to change without notice, without obligation to notify any person or entity of such changes. CyberShift, Inc. makes no representations or warranties, either expressed or implied, by or with respect to anything in this document, and shall not be liable for any implied warranties of merchantability or fitness for a particular purpose or for any indirect, special or consequential damages. Title: A Day in the Life of an Administrator Application Version: NECHOadmin 7.5 Documentation Date: 2006

3 Login into NECHOadmin A Day in the Life of an Administrator The following document outlines the tasks that should be performed by an administrator of the NECHOexpense System on a regular basis. These tasks should be performed to ensure the NECHOexpense System is up to date and properly configured: Login into Verify Currency Exchange Rates on page 2. Review Charge Card Transaction Errors on page 3. Check Global Notification Settings on page 4. Check the Status of User Profiles on page 5. Perform System Element Updates on page 6. Run the Submitted Reports by Organization Report on page 8. Check/Run Integration Console Jobs on page 10. Note: This document is designed to be a quick walkthrough. For more detailed information, consult the NECHOadmin User Guide. Login into NECHOadmin As an administrator of the Necho System, your first task of the day should be to login into NECHOadmin and check if any new system notifications have been posted. Notification messages include integration messages such as alerts of new data imports corresponding to new user profiles, approval chains and cost centers, etc. You will also see failure and success messages about the above mentioned data imports as well as expense report submission messages, i.e. notifications of expense reports that were rejected by the system because of format or compatibility errors. To login into NECHOadmin: 1. Start your web browser. 2. Type the NECHOadmin URL given to you by your System Administrator into the address bar at the top of your browser screen. 3. Press Enter on your keyboard, and the Login screen appears. If the Login screen does NOT appear, check and retype the URL. 4. Click in the User Name field, and type in your user name. 5. Click in the Password field, and type in your password. 6. Click Login. Once you have logged into NECHOadmin, the NECHOadmin Inbox screen appears - see Figure 1. To view a list of notification messages, look in the Review Notifications section of this screen. To access the Inbox screen from the main menu, go to Manage Inbox Inbox. Click the plus sign icon to view more details of a Notification message. An unread notification s heading font is bold. the Review Notifications section To delete a notification, enable the check-box next to the Notification and click Remove. FIGURE 1: The Inbox screen Copyright CyberShift, Inc. 1

4 Verify Currency Exchange Rates Verify Currency Exchange Rates Another important daily task of a Necho System administrator is to verify whether exchange rates for currencies used on the system are current. To verify your currency exchange rates, access the Manage Currencies screen which allows you to define and activate the currency settings that are used by the system. Note: For accuracy, you can compare the exchange rates used by the Necho System with online sources such as or To access the Manage Currencies screen: 2. From the main menu, go to Financial Settings Currencies. The Manage Currencies screen displays - see Figure 2. Review Exchange Rates To review exchange rates: 1. Highlight (single-click) a currency record from the Review Currency list. The fields contained in the Characteristics section become active. 2. In the Characteristics section, verify whether system exchange rates are current. Exchange rates are located in the Currency rates list. Adjust Exchange Rates To adjust exchange rates: 1. Highlight (single-click) a currency record from the Review Currency list. 2. From the Characteristics section, click Add Rate. 3. In the Start Date field, enter the date from which the currency rate is active. You can also click the calendar icon and choose the Month, Year and Day from the calendar pop-up. The exchange rate with the most recent date overrides all other exchange rates. You can enter additional exchange rates for a currency and have them activate at a future date. 4. In the Rate field, enter the new exchange rate for the currency. 5. Click Save. The Review Currencies list Note: If your version of the Necho System uses the foreign exchange import adapter, the exchange rates will update automatically. For more information, contact Necho Professional Services. The Characteristics section displays detailed information about the highlighted currency record. The Characteristics section Currency rates list A historical list of exchange rates used for the selected currency. FIGURE 2: The Manage Currencies screen 2 Copyright CyberShift, Inc.

5 Review Charge Card Transaction Errors Review Charge Card Transaction Errors As a NECHOexpense administrator, you should check the status of charge card (CC) transactions on a daily basis. To review CC transactions, you will need to access the Manage Charge Card transactions screen (see Figure 3). The Manage Charge Card Transactions screen allows you to view all imported charge card transactions under the Review Transactions tab. By clicking on the Review errors tab, you can also view CC transactions that generated errors when they were imported into the system. To access the Manage Charge Card Transactions screen: 2. From the main menu, go to Manage Documents CC Transactions. The Manage Charge Card Transactions screen displays - see Figure 3. Review Errors To review CC transaction errors: 1. From the Manage Charge Card Transactions screen, click on the Review Errors tab. A list of errors resulting from imported CC transactions displays. 2. Scroll down the list to review CC transaction errors. Review Valid CC Transactions To review valid CC transactions: 1. From the Manage Charge Card Transactions screen, click on the Review Transactions tab. 2. Scroll down the list of imported CC transactions to search for any erroneous data. Review Transaction Messages You can review validation messages attached to a charge card transaction. Validation messages are attached to a transaction if the transaction is a duplicate or the transaction s elements are out of the scope of your system s configuration, e.g. the payment method is not available to the submitter s organization and therefore the payment method element cannot be mapped to anything on the system. The Transaction Validation Message(s) screen displays (Figure 3.1) reasons why a particular transaction cannot be distributed. To view validation messages for a CC transaction: 1. From the Manage Charge Card Transactions list (both Review Transactions and Review Errors sub-screens), enable the check box to the right of the desired CC transaction. 2. From the drop-down menu located near the bottom of the screen, select Review messages regarding status. 3. Click Go. The Transaction Validation Message(s) screen displays - see Figure 3.1. To view CC transactions that generated errors when they were imported into the system, click on the Review Errors tab. FIGURE 3: The Manage Charge Card Transactions screen FIGURE 3.1: The Transaction Validation Message(s) screen Copyright CyberShift, Inc. 3

6 Check Global Notification Settings Check Global Notification Settings As an administrator of NECHOexpense, it is a good idea to verify the system s global notification settings. Notifications are NECHOexpense messages sent to all types of NECHOexpense users to notify them of activity related to them. For example, an approver/auditor may receive a message that a submitted expense report needs his/her approval, or a submitter might receive a message that a report he/she submitted has been approved. To verify global notification settings, you need to access the Global Notification Settings screen. To access the Global Notification Settings screen: 2. From the main menu, go to Manage System Notification Settings. The Manage Notifications screen displays. 3. Click on the Global Notification Settings tab - see Figure 4. Test Connection to Server The SMTP server and ExpenseWeb URL through which all notifications are sent are specified in the SMTP server and ExpenseWeb URL (NECHOexpense) fields respectively. To test the connection to the SMTP server and/or ExpenseWeb URL through which all notifications are sent, click Test Connection. After a few seconds you will see a message informing you whether the connection test was or was not successful. Note: Specifying a SMTP server allows users to receive notifications through , while specifying the ExpenseWeb URL allows your users to receive notifications in the Inbox screen of NECHOexpense and NECHOadmin. Both settings can be used at the same time. Delete Old Notification Messages To free up system resources, you should delete old notification messages globally. To specify the amount of days a notification can be present on the system before the system deletes it, enter the number of days in the Delete all inbox notifications older than XXX day(s) field and click Save. After you click Save, notifications messages older than the amount of days you specified in the Delete all inbox notifications older than XXX day(s) field will be deleted from the system. FIGURE 4: The Global Notifications Setting screen 4 Copyright CyberShift, Inc.

7 Check the Status of User Profiles Check the Status of User Profiles User profiles are used to define each and every user of the NECHOexpense system. Before users can use NECHOexpense, a user profile must be created and saved using NECHOadmin. As an administrator of NECHOexpense, you need to check whether legitimate user profiles have been locked out by the system. To unlock user accounts, you have to access the Manage User Profiles screen. To access the Manage Users screen: 2. From the main menu, go to Manage Users User Profiles. The Manage User Profiles screen displays - see Figure 5. Locate Locked User Profiles To locate locked user profiles: 1. From the Show drop-down menu, select Locked as the type of user profile you want to see. 2. The Review User Profiles section refreshes to display only user profiles that are locked. Unlock a User Account You can unlock a user account for a user whose account has been locked. To unlock a user account: 1. From the Review User Profiles list, enable the check box to the right of the user profile of the user whose account you want to unlock. 2. From the drop-down menu, select Unlock Account and click GO. The user s account is now unlocked. Note: Account Lockouts occur when users make too many unsuccessful login attempts, e.g. an incorrectly entered password. The threshold for when a user is locked out of his/her account can be set in the Application Settings screen (Manage System» Application Settings). For more information, consult the NECHOadmin User Guide. The Review User Profiles section Choose Locked from the Show drop-down menu, to only view user accounts that are locked on the system. Choose Unlock Account from this dropdown menu and click Go to unlock a selected locked user account. FIGURE 5: The Manage User Profiles screen Copyright CyberShift, Inc. 5

8 Perform System Element Updates Perform System Element Updates As an administrator of the NECHOexpense System, you will need to update various system elements to keep NECHOexpense current with changes that occur in your organization. These elements are divided into two types: organization and cost elements. These include: Organization elements Divisions Line of Business Profile heading of the NECHOadmin Main Menu (Figure 6). For the purposes of this document, we will use the expense type element as an example. Please apply this example to the other elements accessed when clicking on each element s respective menu item. The following examples apply to all the other cost and organization elements. Example: Adding an Expense Type To add an expense type: 2. From the main menu, go to Manage Corporate Profile Cost Elements Expense Type. The Manage Expense Type screen displays - see Figure Click Add Expense Type. Organizations Employee Sub-departments Cost elements Activities Expense Centers Projects Products Business Units Departments Clients Expense Types Product Families Promotions 4. The fields located in the tabbed lower portion of the screen become available for your input. To access each sub-screen, click on the screen s respective tab. For more information, consult the NECHOadmin User Guide. 5. Once the required fields are populated, click Save. 6. Once saved, the expense type record appears in the Review Expense Types list and becomes available to NECHOexpense users to include as an expense in their expense reports. Important: Depending on the corporate structure that defines your company, you will see a variation of the elements listed above. The above elements need to be updated on a regular basis. The respective screens that allow you to add, inactivate/deactivate and delete these elements are located under the Manage Corporate FIGURE 6: The NECHOadmin Main Menu 6 Copyright CyberShift, Inc.

9 Perform System Element Updates Example: Editing an Expense Type To edit an existing expense type record: 1. Highlight (single-click) an expense type record from the Review Expense Type list. The fields located in the tabbed lower portion of the screen become available for your input. To access each sub-screen, click on the screen s respective tab. For more information, consult the NECHOadmin User Guide, or the Add Expense type Walkthrough document. 2. Click Save to save your changes, or click Cancel if you do not want to make any changes at this time. Example: Activating an Expense Type Record To activate an inactive expense type record: 1. From the Review Expense Type list, highlight (single-click) an expense type record. The fields located in the General Info tab become available for your input. 2. In the End Date field, enter a future date that defines when this expense type will cease to be active. 3. Click Save. The previously inactive expense type is now active. Example: Deactivating an Expense Type Record(s) To deactivate an existing expense type record(s): 1. From the Review Expense Type list, enable the check box to the right of the expense type record(s). 2. Click Deactivate. 3. At the confirmation prompt, click Yes to deactivate the expense type record(s), or click No to keep the expense type record(s) active. FIGURE 7: The Manage Expense Type screen Copyright CyberShift, Inc. 7

10 Run the Submitted Reports by Organization Report Run the Submitted Reports by Organization Report The Submitted Reports by Organization report is a Crystal Reports report that comes with your NECHOexpense System. This report, as well as other reports, are available through a URL provided by your system administrator. The report sorts the submitted expense reports by corporate organization. The Submitted Reports by Organization report displays expense reports waiting for approval. Locate Report Once the Submitted Reports by Organization report is generated, you need to locate, using NECHOadmin, the expense reports that have become dormant and notify the Spender or Approver. To do this, you need to access the Manage Expense Reports screen so you can view the details of the expense report. To access the Manage Expense Reports screen: 2. From the main menu, go to Manage Documents Expense Reports. The Manage User Profiles screen displays - see Figure 8. Using the information captured from the Submitted Reports by Organization report, you can find a desired report by using the following methods: To sort the expense report list: 1. From the Sort by drop-down menu, select from the following expense report features by which you want the expense report list sorted: Spender - sort by the submitter of the expense report. Document Name - sort by the name of the expense report. Document Number - sort by the identification number of the expense report. Submit Date - sort by the date the expense report was submitted. Status - sort by the status of the expense report. Document Total - search by the total amount of the expenses contained in the expense report. 2. Once an expense report criteria is selected the expense report list refreshes to display the expense report records sorted as specified in step 1. To search for a specific type of expense report(s): 1. From the drop-down menu directly to the right of the Search field, select the search criteria from the following choices: Spender - search by the submitter of the expense report. Document Name - search by the name of the expense report. Document Number - search by the number of the expense report. Submit Date - search by the date the expense report was submitted. Status - search by the status of the expense report. Document Total - search by the total amount of the expenses contained in the expense report. 2. In the Search field, enter the value to search for depending on the search criteria selected above. 3. Click Search. The list refreshes to display the expense report records that contain the search criteria used. To filter expense report types: 1. From the Show drop-down menu, select the type of expense reports you want to see in the expense report list. The following choices are available: All - all expense report types are displayed. Draft - only draft expense reports are displayed. Draft reports are incomplete reports that are saved to be completed at a later date. Waiting for Receipts Acknowledgement - display only expense reports that use receipt type receipt included, and for which the receipt acknowledgement was not received in NechoBackOffice. Submitted for MA - display only expense reports that have been submitted for Management Approval. Submitted for Audit - display only expense reports that have been submitted for Audit Approval. Partially Reviewed - only expense reports that have been partially approved, i.e. only some expenses in the expense report have been approved, are displayed. 8 Copyright CyberShift, Inc.

11 Run the Submitted Reports by Organization Report Partially Audit Reviewed - only expense reports that have been partially audit approved, i.e. only some expenses in the expense report have been audit approved, are displayed. Approval Complete - only expense reports that have been approved are displayed. Rejected - only expense reports that have been rejected by the approval chain are displayed. 2. Once an expense report type is selected, the expense report list refreshes to display the expense report types specified in step 1. View Expense Report Information You can view detailed information of an expense report if so required. To view expense report information: 1. From the Manage Expense Reports list, highlight (single-click) the desired expense report. 2. Click View Document. The Expense Report screen displays - see Figure 8. Viewing the Spender Profile To complement the expense report information you see in the Manage Expense Reports screen, you can also view the user profile of the submitter of the expense report. To view the profile of the spender that submitted the expense report: 1. From the Manage Expense Reports list, highlight (single-click) the desired expense report record. 2. Click View Spender Profile. You are taken to the Manage User Profiles screen with the profile of the spender displayed. For more information on the Manage User Profiles screen, consult the NECHOadmin User Guide. Return Expense Report to Submitter In situations where the expense report needs resubmission, or when the submitter needs to alter the expense report for re submission, you can return an expense report to the spender. To return an expense report to the submitter that submitted the report: 1. From the Manage Expense Reports list, enable the check box to the left of the expense report. 2. Click Return to Spender and the expense report is sent back to the submitter. FIGURE 8: The Expense Report screen Copyright CyberShift, Inc. 9

12 Check/Run Integration Console Jobs Check/Run Integration Console Jobs As an administrator of the NECHOexpense System, you will need to run integration jobs designed to import and export data in and out of the NECHOexpense System. To do this, you will need to access the Manage Integration screen. To access the Integration Console screen: 2. From the main menu, go to Manage System Integration Console. The Manage Integration screen displays - see Figure 9. Run Integration Jobs Manually Integration jobs are usually scheduled to run automatically. For more information on scheduling jobs, consult the NECHOadmin User Guide. For times when you need to run a specific job on the fly, you can run a selected job(s) manually. To run an integration job manually: 1. From the Review Integrations list, enable the check box to the right of an integration job. 2. Click Run. 3. Click Yes at the confirmation prompt. Refresh Versions of Integration Jobs You can refresh versions of integration jobs to update the database with an accurate reflection of the running process versions. This information is necessary for Necho Support. The refresh versions button is always active and is independent of the check boxes enabled/disabled. To refresh the version of all integration jobs: From the Review Integrations list, click Refresh versions. FIGURE 9: The Manage Integration screen 10 Copyright CyberShift, Inc.

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