Co-op Reimbursement Center

Co-Op Portal

User Guide

09/23/2016

Table of Contents

I. Signing in ......................................................................................................................................................................... 2

II. Dashboard Overview ....................................................................................................................................................... 4

III. Create an Expense Request ............................................................................................................................................ 6

Signing in

1. In order to access the Co-Op Reimbursement Center portal, you must first sign in to the

PANDORA Cloud

Figure 1 – Pandora Cloud

2. Sign in by entering a PANDORA Cloud:

A. Email Address

B. Password

Figure 2 – Cloud Sign In

3. Once signed in, navigate to the COOP link under the SERVICES menu

Figure 3 – Co-Op Portal Link

II. Dashboard Overview

1. Expense Summary View

A. The “Credit Requests” section will display any expense requests that are in a “Draft”,

“Submitted”, or “Approved” (not yet paid)

B. The “Recently Processed” section will display any expense requests that have been

“Processed” (paid) or “Denied”

C. The “Spend by Media Type” displays a chart depicting the percentage breakdown of

processed expenses for the current customer in the current year

Figure 4 – Dashboard Summary

2. Site navigation

A. Clicking the “Create new request” button allows you to create a new expense entry

along with line items and attachments

B. Clicking on any expense item in the “Credit Requests” or “Recently Processed” sections

allows you to quickly view or edit the expense

C. You can sign out of the Co-Op portal by clicking the sign out icon

D. You can change the language by selecting a language from the drop down menu

Figure 5 – Dashboard Navigation

Figure 6 – View Expense Status

3. Customer Yearly Expense Status

A. “Remaining Available Co-op” displays the amount of remaining credit that may be

expensed for the current year

B. “Expenses Processed YTD” displays the total number of expense requests that have

been processed for the current year

C. “Credit Pending” displays the total amount of expense credit that has been submitted

but has not yet been processed for the current year (This is calculated by halving the total

invoice amount since that is typical)

D. “Total Amount Processed YTD” displays the total amount of expense credit that has

been processed for the current year

Figure 7 – Yearly Expense Summary

III. Create an Expense Request

1. Click on the “Create new request” button on the Dashboard

Figure 8 – New Request Button

2. Fill out the “Create Request” form fields

A. Enter an Invoice Number

B. Select the Customer for reimbursement

C. Select the Store(s) that are applicable to the expense

D. Enter in the Invoice Date

E. Press the “Next” button when you are finished with all fields (Note that once this step

has been completed the expense will be saved in a “Draft” state and can be updated or

completed at a later time)

Figure 9 – Create Request Form

3. Create the first line item (at least one is required)

A. Select a Media Type

B. Enter in an Invoice Amount (Note that the currency will default to the Customer’s

currency)

C. Select the associated Event

D. Enter in a description for the charges

Figure 10 – Line Item Form

4. Create/Update/Delete line items

A. Click the “New Line Item” button to create more line items

B. Click the pencil icon on the line item to update a line item

C. Click the trash can icon on the line item to delete a line item

D. Click on the “Next” button when you are finished with all line items

Figure 11 – Create/Update/Delete Line Items

5. Upload Attachments (at least one is required)

A. Drag and drop a single file at a time

B. You will see a loading indicator while the file is uploading

C. Once the file upload has completed you will see a line appear for the attachment

D. Click the trash can icon on the line item to delete a line item

E. Click on the “Submit” button when you are finished with all attachments to submit the

expense request

Figure 12 – Upload/Delete Attachments

Figure 13 – Attachment Upload In Progress