Company Program Administrator

Company Program Administrator

Reference Guide

5/20/2010

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.

Example SDG2 Workflow Transaction Summary Account Code Screen
[defaults for cardholder] / [defaults for cardholder] / [Drop Down Menu List] / Dependant on Traveler Selected / Dependant on Expense Type Selected / Dependant on Reason Selected / Dependant on Description 1 Selected / Dependant on Traveler Selected
Heading / Department / Cost Centre / Traveler / Expense Type / Reason / Description 1 / Description 2 / General Ledger
List in menu / 1 / Staff / [Drop Down Menu List] / [Drop Down Menu List] / [Drop Down Menu List] / [Drop Down Menu List] / [Drop Down Menu List]
2 / Relative
3 / Other
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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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.

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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 you must create the template first before using this process].

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:

Ø  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.

Ø  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

Ø  Set up default account coding if required

Ø  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.

Ø  Create users, cardholder, account groups

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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

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How to create a Scheme – this defines the reconciliation rules

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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