Company program
administrator
old SDOL process to new SDOL process
Training overview
The training module will cover
• Login process
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Company parameters
– Accounting codes
– Default value establishing
– Statement cycle table
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Password resets
Running reports and exports
Creating your own reports
Generating e-mails
User set ups
– Account Group set up
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The login process
For old SDOL it was
www.reports.rbsone.com
For new SDOL it now is
www.rbsbusinesscard.com
Your user id and password is still required
Your user id and password is still required
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Smart data online home page
In old SDOL
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The old home page format
Remember you needed to select the menu then the option…
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Home page
Now with new SDOL
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You will now see more links from the Home Page
Use these links to identify locked users, new users, new accounts opened
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Run your mouse
over the menu
names to see all
the menu options
available to you
from the Home
Page
From the Home Page you will also see the reviewed and approved status of transactions based on the
Date Range selected
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Home page comparison
In old SDOL
Now with new SDOL
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You will now see more links from the Home Page
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Run your mouse over the menu names to see all
the menu options available to you from the Home
Page
The old home page format
Remember you needed to select the menu then
the option…
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As well as the reviewed and approved status of
transactions
Your company set up
In old SDOL, the process was
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Select Company, then an option from the Sub Menu. Remember you need to select the menu then the
option…….
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Your company set up
Now with new SDOL, the process is
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Run your mouse to open the Company menu, then choose from the Sub Menu
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Company set up comparison
In old SDOL, the process was
Now with new SDOL, the process is
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Follow the numbers from old SDOL to new SDOL for the same function
In new SDOL run your mouse to open the Company menu, then choose from the Sub
Menu
The Company menu is for ALL program administration needs
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1
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Company information
The Company Information is populated from the details set up by RBS, contact RBS to make any
changes
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Company configuration
The Company Configuration provides details of the set up parameters
Under the Settings menu you can change options to use or not to use
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Use the Auto User set up to automatically create
cardholder users with a default password
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Company configuration
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Under the Report Administration
menu you can assign specific reports
to specific user template groups
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Simply tick or un tick the report under
the specific user template
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3
Cost allocation management
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All cost allocation fields and custom fields now
appear as a Scheme
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A Default Scheme showing your company name
will appear
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From the Company Menu run your mouse over
Accounting Code Scheme > Scheme
Maintenance
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Select the Default Scheme link to view the details
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Scheme Assignment allows you to assign the
scheme settings to all cardholders or selected
cardholders
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Scheme Download/Update allows you to
download all fields and values associated with the
scheme, make changes or additions to the
scheme and upload to save
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Default scheme
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All cost allocation fields and custom fields now
appear on the same screen
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Select a field and the Properties will display
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If you use default values, the Allocation
Sequence will be selected, for example MCC will
be selected if you use Merchant Category Code
default mapping
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The Accounting Code Values will be available
when the field has the property set to List
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In new SDOL you can now select the value and or
description to display for the cardholder
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3
Scheme list download/upload
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In new SDOL you may download ALL scheme
fields and assign values for each field
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This allows you to change/delete/add any values
to any field
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Select the Scheme name from the list and type a
schedule description
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[TIP: the description will appear on the schedule
list, like saving a word document]
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Select Download
Important
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Do not change the file name when you save to
your network
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Make changes, adds, deletes but upload the entire
file, even the fields you did not change, using the
same file name as downloaded
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If you do not the system will not process the
upload correctly
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Default accounting code set up
In new SDOL you may establish a default value from a
Accounting Code field or based on a Merchant Category
Code (MCC)
As you are the Company Administrator, your access will
always show this Search option each time you select a
function in new SDOL
You may either Search By, select an option in the list OR
use the QUICK LINK
To set up a default for an individual account, use the
Search By options
To set up a default for the entire company Select the
QUICK LINK assigned reporting level
a
b
b
a
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Default accounting code set up for accounts and MCC
In new SDOL the steps for either
account or MCC default is similar
Choose either Maintenance
OR Download/Update from
the menu
Maintenance allows you to set
a default to an individual card
account or individual MCC
Download/Update allows you
to set default values to a group
of card accounts or a group of
MCC
IMPORTANT
Same rule applies to all download/update, use the
same file name, make changes/adds/deletes and
upload the entire file
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Custom billing cycle maintenance
In new SDOL this is now called Custom Reporting Cycle Maintenance
To establish a reporting cycle date
group, select a From Date, a To Date,
type a Description and Select ADD
The reporting cycle group will display as a
list, you may DELETE or change the order
of the display by using Move Up/Move
Down buttons…..remember to SAVE
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Password resets
In new SDOL, there are 2 options
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Option 1
From the User menu choose Password Reset
Type the User Id and select Search
TIP: Confirm the email address is correct. If not select the User Id link and update the email address
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Password resets – option 2
Option 2
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From the User menu choose User Summary
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Select E-mail New Password button
New SDOL will generate an email and new password to the user
Use the Search Criteria to select by name or by user type
From the list that displays
Tick the box for the user [you can select multiple users]
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Reports and exports
In new SDOL, the process is
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You will need to schedule ALL reports and you will receive an email when the report has run
Select Schedule Report from Reports menu
Step 1 – Select
the Report or
Export [now
called custom
report] from
menu
TIP: Use the
Group By or
Show search
options
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Step 2 – Select Cost Allocation Scheme – click NEXT
Step 3 – Add a filter or click NEXT to continue [this will vary depending on the report selected]
Step 4 – You can type a Description
Or click NEXT to continue
You can also select reports by PDF, Word or
Excel
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Step 5 – Select a Date Frequency and click SAVE to schedule the report
Once the report has finished running you will receive an email advice
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Creating reports
In new SDOL, you can create reports or files for your finance system
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Select Create Report from the Reports menu
These reports once added can be
modified, used as many times as
required or deleted when no longer
needed
Use the Create Report process to
create general ledger files or simply
use to generate reports for other
expenditure analysis needs
Complete the 5 Step process flow to create your report
Step 1 – Choose Report
Select – New Blank Report
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Creating reports step 2 of 5
Step 2 – Name and
Options
Type a report name
Select the format of
the report
Select other criteria
to include or exclude
TIP: Select the
NEXT option to walk
through each step
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Creating reports step 3 and 4 of 5
Step 3 – Choose Fields
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Select from the Category list the field groups
needed for the report. For example, Passenger
Travel group for air ticket details
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Use the ><arrows to move fields to and from the
Selected Fields
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Use the up and down arrows to move the order of
the fields
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Select NEXT to move to the next step
Step 4 – Formatting
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Formatting a report allows you to define
specific criteria, for example the number of
characters to include for a specific field
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Select NEXT to more to the next step
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Creating reports step 5 of 5
Step 5 – Filter and Sort
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Select the filter, for example a certain
merchant name to exclude or include for the
report
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Select the sort order of the fields you have
included in your report
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Select NEXT to move to the next step
Once your report is saved
Complete the schedule report process to generate
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Email reminders
In new SDOL, the E-mail reminder is NEW
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E-mail reminders are great to manage your program by prompting cardholders and managers to complete
their expense process
Run your mouse to open the User
menu, then E-mail
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Choose Maintain E-mail to
create new messages or change
existing messages
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The Delivery Summary will show
those E-mails that are scheduled
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Email reminders (cont’d)
Step 2 – Create E-mail: Options
Create E-mail
Step 1 – Create E-mail: Complete the fields above
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* Subject – description that will appear in the subject
line of the email to users
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* Body – the message of the email you would like to
send to users
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* E-mail Name – this will display in the Delivery
Summary page for easy reference
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Description – not mandatory, but used in the Delivery
Summary for easy reference
TIP: set up multiple messages for multiple
reasons
Create cardholder follow-up and manager follow-up
messages to ensure transactions are reviewed on
time
Use the Not reviewed/Not approved criteria to only
send the message to those users that have not
completed the reconciliation on time
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User set ups
In new SDOL, the user types are
• Account [employee], Account Group [manager], Level Manager and Company Program Administrator
From the User menu select User Set-up
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A Search Reporting Structure will display
[NB: Create the Account Group before setting up an Account Group User]
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Important: You need to select the type of user from the Search by List OR if setting up
a Company Administrator select the company name under the QUICK LINK
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User Set-ups (cont’d)
User Set-up: complete all mandatory fields, these are marked with a * and save. User id is effective
immediately
TIP: Use the Modify Report Administration link to define reports specific to this user
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Account group set up
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Account Group users are typically used to facilitate the manager approval process
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Account Group can have multiple Account Group users assigned to the same group if required
Account Group users can be used for personnel that are required to complete reconciliation of
expenditure on behalf of the cardholder. For example; an assistant to the CEO, or a person that supports
cardholders in the field that do not have access to the internet
From the Company menu select
Account Group Set-up
Type – a Account Group Name and Save
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Account group set up (cont’d)
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Account Group users are typically used to facilitate the manager approval process
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Once saved – select Add Accounts
TIP: Search Criteria allows you to search for a
specific account by refining the search criteria
Add Accounts – tick an individual
account or Select All to tick all
accounts to add to the Account Group
Select Add to save
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Thank you – training completed
The Royal Bank of Scotland plc. Registered in Scotland No. SC90312. Registered Office: 36 St
Andrew Square, Edinburgh EH2 2YB.
Authorised and regulated by the Financial Services Authority. No.121882.
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