Credit Card
Online statements & Email Approval
Finance Department
Information Session
Janz Reinecke
Finance Business Solutions
WHAT’S CHANGING?
• Print Statement
• Cardholder signs statement
• Manager signs statement
• Scan and attach statement
WHAT’S CHANGING?
• Print Statement
• Cardholder signs statement
• Manager signs statement
• Scan and attach statement
WHAT’S CHANGING?
• Print Statement
• Click button
• Cardholder signs statement
• Email Approval (workflow)
• Manager signs statement
• Email Approval (workflow)
• Scan and attach statement
• See first point
• Reviewer
SCENARIOS
1.
Cardholder is reconciler (no reviewer)
2.
Cardholder is reconciler (with reviewer)
3.
Proxy reconciler with cardholder approval (no reviewer)
4.
Proxy reconciler with cardholder approval (with reviewer)
CREDIT CARD – ONLINE APPROVAL PROCESS
(RECONCILER IS CARDHOLDER >> DOES NOT REQUIRE REVIEW)
CARDHOLDER
CARDHOLDER
SUPERVISOR
Reconcile Credit Card
Transactions
No
Approve?
Yes
Go to GL
Mark Transactions
“Verified”
Attach documentation
and submit for
approval
Workflow Email
requesting approval of
statement
CREDIT CARD – ONLINE APPROVAL PROCESS
(RECONCILER IS CARDHOLDER >> REQUIRES REVIEW)
Reconcile Credit Card
Transactions
Mark Transactions
“Verified”
Attach documentation
and submit for
approval
CARDHOLDER
No
REVIEWER
(Optional)
Approve?
Workflow Email
requesting Approval of
Reconciliation Review
Yes
CARDHOLDER
SUPERVISOR
No
Approve?
Yes
Workflow Email
requesting approval of
statement
Go to GL
CREDIT CARD – ONLINE APPROVAL PROCESS
(RECONCILING ON BEHALF OF CARDHOLDER >> DOES NOT REQUIRE REVIEW)
RECONCILER
CARHOLDER
Reconcile Credit Card
Transactions
Attach documentation
and submit for
approval
Workflow Email
requesting approval of
verified transactions
No
CARDHOLDER
SUPERVISOR
Mark Transactions
“Verified”
No
Approve?
Approve?
Yes
Yes
Workflow Email
requesting approval of
statement
Go to GL
CREDIT CARD – ONLINE APPROVAL PROCESS
(RECONCILING ON BEHALF OF CARDHOLDER >> REQUIRES REVIEW)
RECONCILER
CARHOLDER
Reconcile Credit Card
Transactions
Attach documentation
and submit for
approval
Workflow Email
requesting approval of
verified transactions
No
REVIEWER
(Optional)
Mark Transactions
“Verified”
No
Approve?
Approve?
Yes
Workflow Email
requesting Approval of
Reconciliation Review
Yes
CARDHOLDER
SUPERVISOR
No
Approve?
Yes
Workflow Email
requesting approval of
statement
Go to GL
RECONCILE YOUR STATEMENT
Reconcile your statement in the normal
way except you mark the transactions
as Verified (no longer approved).
ONCE VERIFICATION IS COMPLETE
Go to the Credit Card
Attachment menu
NEW FIELDS
Supervisor
Reviewer (optional)
Create/Attach Statement
Submit for Approval
NEW MENU
Approval History
= You can expand this
collapsed menu to view the
tracking of the approval
history.
ATTACH AND SUBMIT FOR APPROVAL
Select the cardholder
supervisor who is going
to approve this
statement (this person
must be a Financial
Delegate).
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).
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).
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.
MESSAGES
APPROVAL EMAIL
APPROVAL EMAIL
Open the other two
attachments contain the
Statement for the Period
and copies of the
receipts/supporting
documentation.
APPROVAL EMAIL
Open this to perform the
approval
APPROVAL EMAIL
APPROVAL EMAIL
APPROVAL EMAIL
Don’t touch this
(this is the instruction back to NS Financials)
APPROVAL EMAIL
If none of this happens then nothing has happened
APPROVAL HISTORY
Track approvals in
the Attachments
screen
APPROVAL HISTORY
Approved
Pending
Not Routed
APPROVAL CONFIRMATION NOTIFICATIONS
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
REPORTING
• Check the Query Dictionary
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)
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
ANY QUESTIONS?
financehelp@unsw.edu.au