Company Program Administrator
Reference Guide
3/9/2016
Table of Contents:
Introduction........................................................................................................................ 3
Process One – The Implementation and Training Requirements: ........................... 4
Process Two – The Set Up of smartdata.gen2: .......................................................... 8
Report Administration ...................................................................................................... 9
How to configure smartdata.gen2................................................................................ 12
How to create a Reporting Structure ........................................................................... 13
How to create a Scheme – this defines the reconciliation rules ............................. 15
How to set up default values ........................................................................................ 17
How to create Sub sets – these further define the reconciliation rules ................. 18
How to backdate default values populated in cost allocation fields ....................... 20
How to set up a Statement Reporting Cycle list ........................................................ 21
How to Set Up Users ..................................................................................................... 22
Account Users................................................................................................................. 22
Account Groups .............................................................................................................. 23
Maintenance for Account Groups ................................................................................ 24
How to Reset a Password ............................................................................................ 25
How to schedule a standard report ............................................................................. 27
How to balance to the bank’s billing statement ......................................................... 28
How to create reports and data files ........................................................................... 29
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Introduction
The purpose of this guide is to provide smartdata.gen2 [SDG2] Company
Program Administrators with a simple step by step process for managing their
SDG2 program.
This guide will serve two purposes,
1. to assist with the implementation and training and
2. to be a quick reference for ongoing management of the program.
For more comprehensive instructions, please refer to the Company
Administrator Guide available as a PDF download from the home
page of smartdata.gen2.
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Process One – The Implementation and Training Requirements:
Step 1 – Define your reporting and data elements for the Financial System
SDG2 captures standard information like amounts, merchant name, transaction and posting dates, currency code
however you may also define additional data elements required to append to transaction expenditure and they may also
be included in the general ledger upload file.
Expense Description requirements
Define the number of characters, a minimum of 10 and maximum of 255, and whether or not completion of
this field is mandatory.
Custom Fields [text box or list of values] requirements
Maximum character length is 40; determine alpha/numeric requirements, the completion of this field may
be mandatory, these fields are used to store information associated with the account, the user or the
financial transaction. Used for information like employee id.
Cost Allocation [text box or list of values] requirements
Maximum field length is 40; determine alpha/numeric requirements completion of this field may be
mandatory, these fields can be made dependant on others, you can choose to show both the numeric and
description value or hide. You can upload values to a maximum of 10,000
Default account codes requirements
This process allows the customer to establish default values that will be appended to expense transactions.
These can be associated to Merchant Category Codes [MCC] or Accounting Codes.
Step 2 – Who will have access to SDG2 and to perform what function for the
business?
Auto – cardholder user set up
SDG2 allows for the automatic establishment of cardholder users. This process removes the need to
manually create cardholder users. CARE: SDG2 will inactivate a user after 90 days so only use this
function if the users will access SDG2 within 90days.
Delegate company program administrator [CPA]
How many program administrators will you have? At least 2 are recommended.
Account Groups
These users types can be used for cardholder delegates or verifying managers.
Delegates – use the Account Group user type
These users would be responsible for completing coding and reconciliation on behalf of cardholders.
Executive assistants are a good example.
Level Managers
These are users that do not have reconciliation or verification responsibility but may require reporting at
various levels within the company reporting structure.
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Step 3 – Reconciliation Process
Will you use daily, weekly, monthly or by bank statement period?
Custom Reporting Cycle
This process allows the customer to mirror the issuing banks billing statement dates.
Set Up Custom Reporting Cycle table
These dates are to be obtained from the issuing bank and entered into SDG2 before they are available to
users on the transaction summary and report query screens.
Step 4 – Reporting.
Who needs reporting? What information will they need?
SDG2 provides a list of standard reports that may be printed in PDF, word or excel formats. Customers also have the
ability to restrict access to these reports based on the users’ access profile.
Define reports for cardholders and managers
Specific to the reconciliation and verification process.
Define reports for reconciliation to the banks billing amount
Use the Daily Transaction Summary report run at billing cycle to balance to the banks statement billing
amount
Review Schedule Reports process
Reports may be scheduled to run at a set frequency, daily, weekly, monthly, reporting cycle.
Review other reports for management reporting requirements
To monitor merchant supplier relationships, cardholder and/or merchant exception reports, audit
requirements
Step 5 – Create Reports and Data Files using the Advanced Reporting Option
The create reports function in SDG2 provides customers with the ability to create specific reports and data file/s for
uploading to the general ledger or for management reports to analyse specific spend. There is no limit to the number of
files/reports that can be created.
Review data file element requirements
Define data elements for loading to the general ledger or finance packag.
Create export file and custom reports
Test export file
Review Schedule Reporting requirements
For general ledger upload files the ‘Schedule Report’ process is recommended as this allows the control of
duplicating files. SDG2 will flag each transaction when exported by the schedule process.
Review other data file/reporting requirements
The next stage is to document the set up of SDG2 to meet the customer’s requirements.
Use a spreadsheet and describe the flow of information as well as the custom field set
up including any dependency field controls.
The below is an example of the set up before logging into SDG2 and creating the
relevant custom and cost allocation fields.
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Example SDG2 Workflow Transaction Summary Account Code Screen
[defaults for
cardholder]
Heading
List in
menu
Department
1
2
3
[defaults for
cardholder]
Cost Centre
[Drop Down
Menu List]
Traveler
Dependant
on Traveler
Selected
Expense
Type
Dependant
on Expense
Type
Selected
Reason
Description 1
Description 2
Dependant on
Reason Selected
Dependant on
Description 1
Selected
Dependant
on Traveler
Selected
General
Ledger
Staff
Relative
Other
[Drop Down
Menu List]
[Drop Down
Menu List]
[Drop Down
Menu List]
[Drop Down
Menu List]
[Drop Down
Menu List]
Selected by
cardholder
based on
rules set
Selected by
cardholder
based on
rules set
Selected by
cardholder
based on
rules set
Selected by
cardholder based
on rules set
Selected by
cardholder based
on rules set
Selected by
cardholder
based on
rules set
The above is one of the more complex examples.
Typically the first questions to ask are:
1. How many finance or general ledger systems do you use?
2. Where does the employee reside within the company’s organizational
grouping, what department? Or maybe referred to as cost centre?
3. How many departments are there?
a. These could be described as marketing, sales, operations, finance
departments or groups
b. These departments would then have employees, who would be
assigned to a specific cost centre/department group
4. Do these departments purchase similar expenditure or are they different?
a. If different, group them based on their expenditure purchasing
process
b. Do they have access to the same general ledger accounts or are
they different?
5. What things do these departments and employees need to buy?
6. Can these items be grouped into a list of simple Expense Types?
7. An expense type grouping may be as simple as;
a. Air
b. Hotel
c. Taxi
d. Meals
8. These expense types could then be linked to the appropriate general
ledger to limit data entry
9. Do I need to capture other information associated with the business
expense, like project numbers, or tax codes, or other details
10. Can we default some of the values to make it easier for the employee to
complete the expense reconciliation with limited coding?
The below screen is an example of how this could be configured in SDG2 once
the design questions have been finalized and the set up completed.
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Page 7 of 30
Process Two – The Set Up of smartdata.gen2:
The company program administrator will have access to perform all set up and
maintenance functions.
The SDG2 Company Guide is available on the SDG2 home page and includes details on
all functions of the application. This guide will focus on the critical components required
to set up a commercial card program using SDG2 as the reconciliation tool for
cardholders and managers.
The Company Menu is
only available to
company administrators
and controls all
parameters for the set up
of the program. The
Company Configuration
controls the set up of
SDG2.
It is very important that
there are at least 2
company administrators
assigned to ensure that
important processes like
resetting passwords
maybe completed by
either administrator.
This is a typical set up, however may
vary depending on your bank and
which options are included in the
requirements.
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Report Administration
The Report Administration screen allows you to allocate reports to user types and specific user
access template types by ticking the appropriate box associated with the report you would like to
assign.
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Set the expense description field. This field is
typically used to capture the reason for the
business expense. For example ‘A taxi fare to
client ABC meeting’ this data may be reported
and or loaded into the general ledger. Set this
field length to match the general ledger field
size to ensure meaningful
data is
populated by the employee and captured in
the GL.
Determine tax process. Display or
not display tax field for
cardholders. Allow editing or
disallow editing of tax field for
cardholders
These cost allocation allows you to use the customized fields available for
reconciliation by cardholders or establishing default values for accounts or merchant
categories.
Define the default mapping via the cost allocation
management option from the
Company menu.
CARE: Not all MCC
values are accurate.
The Account GL code
field is unique to each
card account.
Set date, time zone and
currency settings applicable
to all users within the
program.
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Auto user set up is only for card account users. You must set this option to YES,
select your access template to be assigned
[Note if using a non system default template
before using this process].
you must create the template first
The User id will be the 16 digit card number and they will be asked to change to a
unique value, an example could be their company network login number.
Set a default password, this password will be used for ALL cardholders. When a
cardholder signs on to SDG2 they must use this default password and the last 4 digits of
their credit card number.
Are you using spending alerts?
Spending Alerts can be created to email up to 5 email addresses to highlight policy
breaches.
Access and set up the alert criteria via the Company menu >selecting Company
Configuration > Spending Alerts
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How to configure smartdata.gen2
To configure the SDG2 application, please follow the below sequence of
activities:
 Create a Reporting Structure if required
o
A reporting structure is used for segmenting areas of your business which
you require specific expenditure analysis reporting. For example,
separate departments.
 Create a Scheme
o
A scheme defines the processing rules for the general ledger string and
the set up of cost allocation/accounting codes fields
 Set up default account coding if required
 Create Sub Sets if required
o
Sub sets allow you to remove certain processes from the main scheme
set up. For example, all general ledger accounts are loaded for the
scheme, but we have 2 sub sets, one for the travel card and one for both
travel and procurement expenditure. The sub-set is then assigned to the
employee according to spending responsibility and policy.
 Create users, cardholder, account groups
Page 12 of 30
How to create a Reporting Structure
SDG2 allows you to create your companies organizational structure to group areas for
reporting purposes.
CARE: this is for reporting only not as part of the authorization or approval process.
Using the Company menu > user Defined Reporting Structure > Org point set up
Select Parent Entity – who the
level will report into
Important: The Reporting Level number must be
unique for all intermediate levels.
Move accounts by selecting accounts from the top
box and select a level from the bottom box and click
SAVE
Select Assign Reporting
Entities – to add accounts
Page 13 of 30
Select from the Search By list
– to add other levels or
accounts
Tick - to add individual
accounts or Select All to assign
all accounts to this level. Select
Assign to save.
SDG2 will respond with- number of accounts successfully assigned. You
can now repeat the process if required for other levels.
Page 14 of 30
How to create a Scheme – this defines the reconciliation rules
Select – Company > Cost Allocation Management > Account Code Scheme > Scheme Maintenance
to create the scheme.
There is no limit on the number of scheme’s you can have
Type a Scheme name - select
Apply to save
Once the Scheme
is added - you can
now add the fields to
display for
transaction
reconciliation
Choose from a list
field or text box.
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To set up select an Available field
1. type the label,
2. select data type,
3. select length [select date settings if applicable],
4. tick box for required/mandatory fields,
5. tick visible if you want the cardholder to see this field
6. tick editable if you want to allow cardholders to select a value from this field
7. select a field that this field may be dependant on
8. select to display the value and or description
CARE: If using dependant fields, you need to create all field labels first, then upload the
data values
When complete – you need to
assign the scheme to the
company or reporting structure
level.
Select – Assign Scheme and
assign to whole of company or
select an org point level
NOTE: Multiple schemes are
used for multiple ledgers typically.
TTIIPP If you change finance
systems, create a new scheme
with the new finance system
requirements and then assign to
the company when ready.
Adding values and descriptions – you can add each line for the list field separately
via this screen.
If you would like to upload a list, you will need to download the format file from SDG2.
Select Scheme Download/Upload from the menu, the file will generate and be
available in the inbox on the home page. Update the file with the values for the field to
be updated and then upload into SDG2. Refer to online help for assistance should
errors messages should the file not load successfully.
This process controls the format of the data to ensure when uploaded it is accurate
and reduces errors.
A maximum of 10,000 records can be uploaded into the list fields.
NOTE: When using dependant fields ensure that you do not delete the values from
the first or starting field as all dependency information will be removed. For example:
in the above the Expense Type controls the process flow across the general ledger
and cost centre, if a value or all values are removed the process flow of data will also
be removed.
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How to set up default values
Merchant Category Code and account codes upload and download process for files
The process described here is the same for each default set up process as well as for
uploading a list of values for a specific scheme accounting code field.
Default by MCC [Merchant
Category Code]- select an
individual MCC and assign values
from accounting code fields.
OR
Download the MCC table and
update and upload to add
multiple default values.
Default Accounting Code to individual
account- select an account and assign
values from accounting code fields.
OR
Download the default accounting
codes file and update and upload to add
multiple default values to multiple card
accounts..
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How to create Sub sets – these further define the reconciliation rules
Select – Company > Cost Allocation Management > Account Code Subset > Subset Maintenance to
create the subset.
Select-- Create Subset
There is no limit on the number of subset’s you can have
Select - The Scheme
Type - a Subset name
and APPLY to save.
Select - The Accounting Code field
Select – From the available values, the
values to be available for this subset.
Move these to the Selected Values
using the arrows.
Complete this for all accounting code
fields required for this subset.
NOTE: Subsets are used to assign
different processes to different people,
therefore you can assign all values
from some accounting code fields and
non from others as an example.
Assignment – once completed select
Accounting Code Subset Assignment
to assign to group or individual
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Assign the subset to a account group or individual.
Once the account is selected, select from the list of subsets that you have created and are now
available to assign.
Select Apply to save.
The subset once assigned is available straight away.
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How to backdate default values populated in cost allocation fields
Once you have created your scheme, subsets and default values, you may update
historical transactions with the new values.
Select Company > Cost Allocation Management > Cost Allocation Processing
Select- reporting cycle or date range to be updated.
Select Processing Options
 Non – cost allocated transactions means those that have not been
updated by the card holder user
 Fields to override – unpopulated, means that the field has no value in it
 Reviewed status – un ticked means that the cardholder has not
reconciled the transaction
NOTE: These settings are a guide and you should review what you are
updating and set the fields accordingly.
Page 20 of 30
How to set up a Statement Reporting Cycle list
What is a reporting cycle?
It is sometimes referred to as the Statement Cycle, but essentially it is the Bank’s
transaction processing start and end dates for a monthly period.
These date ranges or billing cycles need to be agreed to with your bank as all banks will
be different. Once agreed, the bank can usually provide 12 months of date ranges,
CARE, ensure the bank provides details on any non bank processing days as this will
impact the start and end dates as they may not be the same each month.
You may set up and maintain a Billing Cycle table that corresponds to the Bank’s
statement billing cycle period.
This is very helpful when reviewing transactions for reconciliation and extracting reports
or data export files.
CARE: You will need the bank to provide you these dates each year, you can delete old
ranges and add new date ranges when ready.
Once you add the ranges they will de available on the Financial Transaction Summary
screen and Run Reports and Exports screens.
Select: Company > Company Configuration > Custom Reporting Cycles Maintenance.
Select – a from and to date, add a description select ADD to save.
Page 21 of 30
How to Set Up Users
There are 5 types of users:
1.Company Administrators, 2.Level Managers, 3.Account Groups, 4.Accounts
 For users 1-3 you need to create the user id, it must be unique within the
MasterCard SDG2 data base, not just unique to your company.
 Account Group users are typically used for Managers to facilitate the
approval process, also as delegates users where a person is responsible
for reconciliation on behalf of other card holders.
 For user type 4 – accounts, the user id will always be the 16 digit card
number. The account user is then asked to select a unique user id, same
applies as to it being unique.
Account Users
You have 2 options:
1 – Use the Auto User Set Up option from the
company configuration screen as described on
page 8 of this document.
When using the Auto User set up, it takes effect
immediately. Any account that has not been assigned
a userid will be set up during the nightly batch
processing at MasterCard.
Any new card that is issued and loaded into SDG2 will be automatically set up with a
userid as part of the Auto User Set Up process.
2 – Select User > User
Set up > to manually
set up account users.
Search by user type to
define the user type
you are setting up.
User Set-up- complete all
mandatory fields, these are
marked with a * and save.
User id is effective
immediately.
TTIIPP Use the Modify Report
Administration link to define
reports specific to this user.
Page 22 of 30
Account Groups
Account Group users are typically used to facilitate the manager approval process.
However, 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.
Select Company > Account Group Set-Up
Type - a Account Group
Name and save.
Once saved – select
Add Accounts.
TTIIPP 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 account
to add to the Account Group
Select Add to save
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Maintenance for Account Groups
Select Company > Reporting Structure
Search by Account Groups
Select the Account
Group Name link.
TTIIPP Search Criteria
allows you to search
for a specific account
group by refining the
search criteria.
Once the Account Group Information screen is
displayed select Add Accounts
TTIIPP Search by allows you to search for a specific
account to add to the group by refining the search
criteria.
Add Accounts– tick an individual
account or Select All to tick all account
to add to the Account Group
Select Add to save
Page 24 of 30
How to Reset a Password
There are 2 ways to reset a password;
Option 1 – You must know the User Id for this option
Select User > Password Reset
Type the userid [exact userid must be entered] and select Search
Select – E-mail New
Password
TTIIPP Confirm the
email address is
correct. If not select
the User Id link and
update the email
address.
The email will be delivered to the users email application with a temporary password.
See below example.
Option 2 – You must know the User Id for this option
Page 25 of 30
Select User > User Summary
Select from the User Type list a specific user group OR select All to show all users
Tick the user that requested a password reset
Select the E-mail New Password
The email will be delivered to the users email application with a temporary password.
See below example.
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How to schedule a standard report
Select Reports > Schedule Report
Select the required report from the list available
Complete the 3 Step process flow to schedule your report
TTIIPP Select the NEXT option to walk through each
step.
Select the SAVE option to use default options.
SDG2 will email you once the report has been
run.
Page 27 of 30
How to balance to the bank’s billing statement
There are many reports available in SDG2, however you may like to use the Daily
Transaction Summary Report when balancing to the bank’s billing period. An alternative
to this is the summary page of the Account Statements when run for ALL cardholders.
Follow the Schedule Report process to generate these reports.
The reports can be scheduled in PDF, word or excel formats.
An example of each is below;
Account Statement Totals Page
Daily Transaction Summary Report is run for billing period
Page 28 of 30
How to create reports and data files
Select Reports > Create Report
These reports once added can be modified, used as
many times as required or deleted when no longer
needed.
Use these 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 schedule your report
Type a report name
Select the format of
the report
Select other criteria to
include or exclude
TTIIPP Select the NEXT
option to walk
through each step.
Page 29 of 30
Select from the Category list the
field groups needed for the report.
For example, Passenger Travel
group for air ticket details.
Use the ><arrows to move fields to
and from the Selected Fields.
Use the up and down arrows to
move the order of the fields.
Select NEXT to more to the next
step
Formatting a report allows
you to define specific criteria,
for example the number of
characters to include for a
specific field.
Select NEXT to more to the
next step
Filter and Sort report fields
Select the filter, for example a certain
merchant name to exclude or include for
the report
Select the sort order of the fields you have
included in your report
Select NEXT to more to the next step
Once your report is saved
Complete the schedule report process to
generate.
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