Credit Card Online statements & Email Approval

1. Credit CardOnline statements & Email Approval Finance Department Information Session Janz Reinecke Finance Business Solutions

2. What’s changing? • Print Statement • Cardholder signs statement • Manager signs statement • Scan and attach statement

3. What’s changing? • Print Statement • Cardholder signs statement • Manager signs statement • Scan and attach statement

4. What’s changing? • Print Statement • Cardholder signs statement • Manager signs statement • Scan and attach statement • Click button • Email Approval (workflow) • Email Approval (workflow) • See first point • Reviewer NEW

5. Scenarios Cardholder is reconciler (no reviewer) Cardholder is reconciler (with reviewer) Proxy reconciler with cardholder approval (no reviewer) Proxy reconciler with cardholder approval (with reviewer)

6. Credit Card – Online Approval Process (Reconciler is Cardholder >> does not require review) CARDHOLDER Reconcile Credit Card Transactions Attach documentation and submit for approval Mark Transactions “Verified” CARDHOLDER SUPERVISOR Workflow Email requesting approval of statement Approve? No Yes Go to GL

7. Credit Card – Online Approval Process (Reconciler is Cardholder >> requires review) CARDHOLDER Reconcile Credit Card Transactions Attach documentation and submit for approval Mark Transactions “Verified” REVIEWER (Optional) Approve? Workflow Email requesting Approval of Reconciliation Review No Yes CARDHOLDER SUPERVISOR Workflow Email requesting approval of statement Approve? No Go to GL Yes

8. Credit Card – Online Approval Process (Reconciling on behalf of Cardholder >> does not require review) RECONCILER Reconcile Credit Card Transactions Attach documentation and submit for approval Mark Transactions “Verified” CARHOLDER Workflow Email requesting approval of verified transactions Approve? Yes No CARDHOLDER SUPERVISOR Workflow Email requesting approval of statement Approve? No Go to GL Yes

9. Credit Card – Online Approval Process (Reconciling on behalf of Cardholder >> requires review) RECONCILER Reconcile Credit Card Transactions Attach documentation and submit for approval Mark Transactions “Verified” CARHOLDER Workflow Email requesting approval of verified transactions Approve? No Yes REVIEWER (Optional) Approve? Workflow Email requesting Approval of Reconciliation Review No Yes CARDHOLDER SUPERVISOR Workflow Email requesting approval of statement Approve? No Go to GL Yes

10. Reconcile your statement Reconcile your statement in the normal way except you mark the transactions as Verified (no longer approved).

11. Once Verification is complete Go to the Credit Card Attachment menu

12. New Fields Supervisor Reviewer(optional) Create/Attach Statement Submit for Approval

13. New Menu Approval History = You can expand this collapsed menu to view the tracking of the approval history.

14. Attach and submit for approval Select the cardholder supervisor who is going to approve this statement (this person must be a Financial Delegate).

15. Attach and submit for approval OPTIONAL Select a Reviewer or leave this field blank if there is no reviewer. Does not have to be a financial delegate. (a reviewer is to be selected when the supervisor requires the documentation be checked by someone prior to their approval – this can be anyone with access to NS Financials).

16. Create and Attach the Statement Check this button at the end of the statement period when all transactions have been verified and receipts have been attached (this replaces the need for the statement to be printed – it will generate the statement and attach it).

17. Submit for Approval Finally submit the statement for approval. This will send an email to the cardholder requesting approval. Once approved by the cardholder a request for approval will go to the reviewer (if selected). Finally a request for approval will go to the supervisor. If the cardholder is also the reconciler the approval request will go directly to the reviewer. If there is no reviewer selected that step will be bypassed and the request will go directly to the supervisor.

18. Messages

19. approval email

20. approval email Open the other two attachments contain the Statement for the Period and copies of the receipts/supporting documentation.

21. approval email Open this to perform the approval

22. approval email

23. approval email

24. approval email Don’t touch this (this is the instruction back to NS Financials)

25. approval email If none of this happens then nothing has happened

26. Approval History Track approvals in the Attachments screen

27. Approval History Approved Pending Not Routed

28. Approval confirmation notifications

29. There is a delay The job between email approval and updating the system runs every hour on the hour so you may not see the approval in the system immediately

30. Reporting • Check the Query Dictionary

31. What’s important to know? • Only cardholder supervisor approved transactions will go to the General Ledger • Reviewer is Optional and does not have to be a Financial Delegate • Only Financial Delegates can perform approval (within their delegation) – anyone can review • The functionality is not retrospective (please catch up with any unreconciled transaction prior to your October Statement) • Do not send your hard copy paperwork to Finance (soft copy attachments are acceptable)

32. Other things of note • Google Chrome is not supported • Mobile devices are not supported (at this stage) • Macs should use Exchange email and IE or Firefox browser

33. Any Questions? financehelp@unsw.edu.au