Hernando County School District

Transcription

1 Hernando County School District Quick User Guide for Regions Intersect Regions Intersect- Quick User Guide for Distributed Cards Page 1

2 ACCESSING REGIONS INTERSECT Initial access to the Regions Intersect application requires Username, Password, Organization ID, and a Security Code. The Security Code is only requested upon your initial login, and then will no longer be required again on that same computer. Username, Password, and Organization ID will be required for every login to the Regions Intersect site as seen below. LOGGING IN: Go to: Regions Intersect- Quick User Guide for Distributed Cards Page 2

3 The Regions Intersect log on page offers tips to the user who might experience difficulty logging on. Case Sensitive: Ensure the CAPS LOCK key is off. Username is not case sensitive while Password is case sensitive. Browser Cookies: Cookies must be accepted. If cookies are not being accepted correctly, the user will be logged out of their account when they navigate to a different page. Supported Browsers and Platforms: Regions Intersect supports Microsoft Internet Explorer versions 7, 8, 9, 10, and 11 and the Microsoft Windows Vista / Windows 7 operating systems. Acceptable but not Supported Browsers: Mozilla Firefox and Google Chrome Browser Requirements: Secure Socket Layer (128-bit encryption), Javascript enabled. NOTE: Additional third-party browsers are compatible and tested with the application; however, due to frequent updates, future versions of these browsers may not render Regions Intersect screens properly. Therefore, these third-part browsers are not officially supported. If the user continues to encounter difficulty, a Contact Us link is available on the top right corner of the landing page to contact their Program Administrator. Program Administrators should contact their issuer s Customer Service Representative. Regions Intersect- Quick User Guide for Distributed Cards Page 3

4 Dashboard Once the user has logged into the system, they will land on the Regions Intersect Dashboard page. Across the top of the dashboard, in the menu band, you will find access to Regions Intersect s modules: Regions Intersect- Quick User Guide for Distributed Cards Page 4

5 While most of the subcategories are the same for all organizations, some will vary based on the Regions Intersect features selected by the organization. Help At the far right end of the menu band you will find Help. Here users have the option to view Dynamic Help for the entire system or look more specifically to the Current Page Help link. Once you click Dynamic Help, you will land on a page with a brief introduction of Regions Intersect. In the left navigation column you will find online help by module as well as a Search engine and Index for Regions Intersect s contents. Transaction Management Let s now take a look at reviewing, approving and maintaining card-based transactions. The privileges needed to maintain card transactions are based upon the action you wish to take. Accessing transactions, reviewing transactions, approving transactions, approving transactions at a second level, disputing transactions, and splitting transactions are all separate privileges assigned in the user role. Regions Intersect- Quick User Guide for Distributed Cards Page 5

6 You may also access Transaction Management on your homepage under Quick Links: View a Transaction Once you open Transaction Management, a page similar to the following displays: Depending upon a user s privileges and role, the search options may vary. Users with the Manager Option privilege assigned to their role can search for specific card accounts using the search options: Last Name, First Name, Account Number, and Hierarchy. Users without the Manager Option privilege assigned to their role can search for cards assigned to their user account, including proxy accounts. Search Transaction You have two options to search for Transactions: If you would like to view those card accounts assigned to you and those for which you have proxy, check the My Cards box. Once you have done this, the Hierarchy section disappears. If you would like to see all cards in a Hierarchy, leave the My Cards box unchecked. Using, Select the Hierarchy you would like to view. Remember, depending on your organization s Hierarchy setup, the list may be expanded by clicking. Once you have selected your Hierarchy, click Finish Selection. Regions Intersect- Quick User Guide for Distributed Cards Page 6

7 Search Transaction (Cont d) You will first need to set the date range for the transactions you wish to view. You have the following choices: By Billing Cycle: The last 24 cycles are available from the dropdown menu. By Fiscal Calendar: As established by your organization. By Period: Your choices include Today, Yesterday, Last 7 days, Last 30 days, Last 90 days, Last 120 days, Last 6 Months, and Last Year. Custom: This setting allows you to set the date range. A calendar wizard permits you to choose starting and end dates from the calendar. Now you may enter Search Criteria to narrow your search results or simply click Search for all card accounts. If you choose to use Search Criteria, Select Search Term. Your options at the dropdown menu may include the following: Account Number Account Transaction ID Approve Type Approve2 Type Billing Currency Cost Center Cost Center Description Expensed Status First Name Fund Fund Description General Ledger Code General Ledger Code Description Last Name Merchant Name Reference Number Reference Number Description Review Type Transaction Amount Vendor Number Vendor Number Description Regions Intersect- Quick User Guide for Distributed Cards Page 7

8 Search Transactions (cont d): Next Select your Filter Type: Equal to, Starts with, Contains and then enter the Value. Click Add. You may delete a Search Criteria by clicking X next to the criteria. Let s search for transactions using a Search Criteria. Let s use billing cycle, 8/28/2013 to 10/2/2013 to search for all transactions from Lowes. We enter Merchant Name as the Search Criteria, Equals to as the Filter Type and Lowes as the Value. NOTE: Once a user enters filters during this search, Regions Intersect Remembers the chosen criteria for subsequent visits. Click Search and a page similar to the following appears: Regions Intersect- Quick User Guide for Distributed Cards Page 8

9 Search Transactions (cont d): NOTE: A maximum of 100 transactions are displayed per page. You can use the forward and back arrows next to the page number to navigate between pages. You may narrow the search results further, if you desire, or you may sort the results by any of the underlined column headings. Transaction Listings: Directly above the Transactions listing you will find the summary, shown below: This indicates of the 22 transactions with Lowes during the selected billing period, two (2) have been reviewed, two (2) have been approved at the first level of approval and two (2) have been approved at the second level. These two transactions amount to $ out of the $1, spent with this merchant. From this information you can deduce there are 20 transactions for this merchant that await review and approval. Notice also in the bottom right corner of this box the Financial Code options, as shown below. In our example, this control is set for View, so that all financial code segments display on the second line of the transaction. These include Fund, Cost Center, Account Number, Vendor Number and Reference Number in the example. The Financial Codes Segments will vary based on each organization s settings. NOTE: Card-based transactions may already have a default financial code value. This is done through Financial Code Mapping. Regions Intersect- Quick User Guide for Distributed Cards Page 9

10 Transaction Listings (Cont d): By clicking Hide, this line will disappear and only basic information on the transaction will display. This transaction has not been reviewed nor approved otherwise; a checkmark would appear under the Rev column for review, App 1 column for approved by the first level approval and App 2 for approval by the second level of approval, if App 2 is enabled for an organization. NOTE: If the Review/Approve/Approve2 or Split is unavailable or grayed out for the transaction selection, there are two possible reasons: The user s role may not contain the necessary privileges. The transaction may be locked. In a locked transaction, the financial code values will display but cannot be edited. A transaction is locked when either the organization has chosen to lock transactions after approval or when a transaction is in a Transaction Envelope that is in the workflow process or has a status of Completed. The icons under the Action column indicate other options available for a transaction. The Actions column identifies the options to View and Edit Transaction Details, Split Transactions, View Merchant Details, View Billing Details, Copy to All, Copy to Selected and Clear for an individual transaction in the search results. Regions Intersect- Quick User Guide for Distributed Cards Page 10

11 Actions Available Under Transaction Management: 1. Click to View and Edit Transaction Details. Here you will find a summary of the transaction as well as sections for Merchant Information, Billing Information, Sign Off History, Flags and Notes, Comments, and Splits. These sections display in collapsed mode; you may click the down arrow to expand each section. There is also the opportunity to Dispute the transaction from this page and Upload Receipt from the buttons located below Splits. To dispute, a user would click the Dispute button at the bottom of the page to access the Regions Billing Inquiry Form. Here the user can comment on the transaction. Comments are stamped with the user name and time stamp. A user can select the Upload Receipt button in order to attach a receipt to that particular transaction. First, you would select the Upload Receipt button to bring up a separate window. From this separate window you will be prompted to browse for a receipt that has been saved on your computer. Once selected, you will choose the Upload Receipt button within that window. After the receipt has been successfully uploaded, you will now see View Receipt next to the Upload Receipt button within that transaction. Regions Intersect- Quick User Guide for Distributed Cards Page 11

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13 Actions Available Under Transaction Management (Cont d): Transactions can be split by Amount or Percentage. The remaining Amount/ Percentage is indicated at bottom of page. Select the financial code value for each split. Select Financial Code Values (such as Project Codes, General Ledger, and Division) for each split. If the Financial Codes fields are not displayed for each transaction segment, change the Financial Codes setting located at the top-right corner of the Splits section from Hide to View. NOTE: Regions Intersect will not allow the transaction to be saved until it has been completely allocated. For example, if $25.00 is allocated out of a $50.00 transaction, upon clicking Save, an error message will be presented indicating the remaining amount must be allocated. 1. Click to Split Transactions. A user would split a transaction if the transaction needs to be allocated to more than one financial code such as a project code, general ledger account or division. When clicked, the Transaction Details page will display with the Splits section expanded. Here the user would click Split to indicate the number of splits, up to 99, and then click Continue to split the transaction into the selected number of segments or click Cancel. 2. Click to view the Merchant Details such as Name, Phone Number (when available), City, and State. 3. Click to view the three levels of Billing Details. Level 1: is the most common level. It displays the basic transaction information, Merchant Name, Transaction Date, Posting Date, Billing Amount, Billing Currency and occasionally a Customer Reference Number (a number entered by the merchant). Level 2: Includes all of the elements of Level 1 plus sales tax (if applicable). Level 3: Includes all elements of Level 1 and Level 2 as well as line item information such as price per gallon, items purchased and in the case of airlines, ticket addendum information. 4. Click, Copy to All, to copy Financial Code Values and note from one transaction to all the transactions on the same page. 5. Click, Copy to Selected, to copy Financial Code Values and note from one transaction to those transactions you manually select on the same page. 6. Click, to Clear the note and the Financial Code Values from the selected transaction. Regions Intersect- Quick User Guide for Distributed Cards Page 13

14 Report Studio: Data When and Where you Need it The Report Studio module allows users to gather data from Regions Intersect and organize it into reports. Through this module, users can: Create reports Edit reports Schedule reports to be run Export reports Print reports For any of these actions, users must have the associated privileges assigned to their role. In Report Studio, the user will find these types of reports: My Reports - reports you have created, saved, and are only visible to you. Company Reports reports users can run created by another user. Standard Reports reports created by Regions that may not be edited, but allow for select field input such as dates. Report Wizard the last option on your dropdown menu, allows the user to create ad hoc or custom reports. Signature Report *A report has been created and saved in Company Reports that has been specifically built to pull out the necessary expense information at month s end. You can locate this report and choose to run or schedule. Regions Intersect- Quick User Guide for Distributed Cards Page 14