Intellilink Spend Management
The following instructional
tool will help you when
allocating charges on your
Methodist University
Procurement card. This guide
lists step by step how to set up
as a new user in the Visa
system and allocate your
monthly charges. It also will
help you when dealing with
special situations such as
allocating in multiple codes
and/or multiple allocations.
Click on the links below to easily access the following areas:
1. Getting Logged In and Establishing Your Password
2. One Time Setup to Customize Your Settings
3. Coding Your Charges – Simple Method
4. Coding Your Charges – Detailed Method (Used when splitting a charge to
multiple codes)
If you have any further questions, suggestions, or problems, please call Methodist
University Procurement at (910) 630-7522. If you would like to schedule a training
for your department or a personal training in our office, please call and we will
happily set up an appointment.
[1]
Visa Spend Management User Guide
Login to the Intellilink site at:
https://intellilink.spendmanagement.visa.com
Getting Logged In and Establishing Your Password
Reset Password – Minimum of 8 characters, 1 uppercase letter, 1 numeral, and at least 1 lowercase letter
Set your memorable word: Choose your question, answer and confirm answer, submit.
Read and Accept Terms of Use – License Agreement
You’ve now gotten to your Home screen!
[2]
One Time Setup to Customize Your Settings
Click on Settings on your Home page.
Click on Customize Views
Check “Quick coding” and “Transaction Coding”… and SAVE. Changing your settings gives you the most simple
and efficient means of allocating your charges.
Click OK in the confirmation box.
[3]
Coding Your Charges – Simple Method
Click back to the Home Page and under the Main Menu, click Account Statements. You will see a list of the
card(s) that you have been given access to.
Please be aware that Intellilink will log you out automatically if you are not active in the system after 30 minutes.
Click on the card and
statement end date that
you wish to code
transactions for. The
statements listed in red
have not been allocated.
The statements listed in
blue have been allocated.
Searching for a code:
Please change the description to include the item and the purpose for the purchase (what you bought and why
you bought it). This step is very important because this information will show up in your budget report as the
description of the item.
You will see the quick
code box beside the
transaction(s) on the
card. Check the box
next to the charge you
wish to code.
[4]
To Enter your Codes:
Click on “search” and this box will be
displayed.
Either enter the code in the code value box (if known), or click search to display the codes available for your
card. If you do not see the code that you need by looking through each page, then use the description field to
search for the code. The Visa site only returns the first sixty results that match your search criteria. The wild
card character is a % sign. For example, if you are searching for equipment, you could search for %equipment or
equipment% and choices will be displayed based on your search criteria as shown below.
Click on
the UP
arrow to
enter the
code
[5]
If you click the right arrow next to the code, this code will be added as one of your favorites and will be viewable
from the quick code drop down box instead of having to search for it. This “favorite” will be saved for future
allocations.
You will automatically be sent back to the account statement screen once you have chosen the appropriate
codes. You will then click SAVE to save the transactions you have coded.
Once all charges are coded, a green check mark
You have completed your allocations.
should be beside each charge.
[6]
Log out of the system.
You may allocate your expenses each day, or on a schedule that meets your needs, but all transactions must be
allocated by the 20th of the month following the end of the billing cycle, which is the due date of your statement.
Your signed and reviewed (by your supervisor) statement with all backup documentation and itemized receipts
must be forwarded to Procurement Services and arrive in our office by the 20th. For example, February’s P-card
statement must be in our office by March 20th.
Coding Your Charges – Detailed Method
How to Allocate Split Transactions – if you need to allocate a charge to more than one account or
department.
Click on the Account Statement that you want to code.
Transactions with a red “X” to the right need to be coded. Click on the red “X” to code the charge.
The following screen will be displayed.
Fill out the Required Information to include details of the charge and the funds that you wish to code this charge
to. When complete, the balance should be zero. Click ”SAVE”.
[7]
The following screen will appear showing a green checkmark
Click “SAVE” to exit.
– meaning this charge has been allocated.
How to code more than one charge to the same GL account:
If you need to code more than one charge in the same GL code then click the multi code box beside “Save”. This will
allow you to code the checked charges in the same code.
[8]
To charge only one code at a time:
Click the code box beside “Save” back to single coding as shown below. You will only be allowed to “check” one box
at a time.
Search for the appropriate codes for each line and then click “SAVE” to exit.
[9]
Appendix A: Most Commonly Used Account Numbers
Account Number
5050
5345
5355
5270
5275
5760
5665
5205
5330
5660
5340
5341
5704
5360
5365
5708
5192
5710
5380
5385
5230
5410
5716
5425
5610
5625
5656
5640
5335
5752
5692
5718
5722
5724
5455
5235
5424
5768
5750
5756
5240
Description
Advertising
Anything Related to Graduation
Anything Related to Homecoming
Athletic Awards
Awards – Honors
Cablevision
Computers (> $1000)
Educational Testing
Entertainment (non-food)
Equipment (> $1000)
Faculty Staff Development
Faculty/Staff Development Travel
Fertilizer Grounds
Honorariums
Hospitality (Non-Food)
Inspection Fees
Insurance (Professional Liability)
Lease Payments
Medical Services
Memberships/Dues/Subscriptions
Minor Equipment (less than $1000)
Officials
Pest Control
Photo Processing
Postage
Printing
Professional Services (Ex: tax service)
Public Records Check
Recruiting (Faculty and Staff)
Recruiting (Students)
Rentals
Repairs and Maintenance
Service Contracts
Software Maintenance Contracts
Student Recruiting (Nonfood)
Supplies
Tournament Fees
Trash Disposal
Travel and/or Meals
Travel - International
Uniforms