credit card online statements & email approval finance department information session janz...
TRANSCRIPT
Credit CardOnline statements & Email Approval
Finance Department
Information Session
Janz ReineckeFinance Business Solutions
WHAT’S CHANGING?
• Print Statement
• Cardholder signs statement
• Manager signs statement
• Scan and attach statement
• 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
• Click button
• Email Approval (workflow)
• Email Approval (workflow)
• See first point
• Reviewer
WHAT’S CHANGING?
NEW
SCENARIOS1. 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)
CARDHOLDERReconcile Credit Card
Transactions
CARDHOLDERSUPERVISOR
Mark Transactions “Verified”
Workflow Email requesting approval of
statementApprove?No
Go to GL
Yes
Attach documentation and submit for
approval
CREDIT CARD – ONLINE APPROVAL PROCESS (RECONCILER IS CARDHOLDER >> DOES NOT REQUIRE REVIEW)
CARDHOLDER
Reconcile Credit Card Transactions
REVIEWER(Optional)
CARDHOLDERSUPERVISOR
Mark Transactions “Verified”
Workflow Email requesting Approval of Reconciliation Review
Workflow Email requesting approval of
statement
Approve?
Yes
No
Approve?NoGo to GL
Yes
Attach documentation and submit for
approval
CREDIT CARD – ONLINE APPROVAL PROCESS (RECONCILER IS CARDHOLDER >> REQUIRES REVIEW)
RECONCILERReconcile Credit Card
Transactions
CARHOLDER
CARDHOLDERSUPERVISOR
Mark Transactions “Verified”
Workflow Email requesting approval of verified transactions
Workflow Email requesting approval of
statementApprove?No
Go to GL
Yes
Approve? YesNo
Attach documentation and submit for
approval
CREDIT CARD – ONLINE APPROVAL PROCESS (RECONCILING ON BEHALF OF CARDHOLDER >> DOES NOT REQUIRE REVIEW)
RECONCILERReconcile Credit Card
Transactions
CARHOLDER
REVIEWER(Optional)
CARDHOLDERSUPERVISOR
Mark Transactions “Verified”
Workflow Email requesting approval of verified transactions
Workflow Email requesting Approval of Reconciliation Review
Workflow Email requesting approval of
statement
Approve?
Yes
No
Approve?NoGo to GL
Yes
Approve? YesNo
Attach documentation and submit for
approval
CREDIT CARD – ONLINE APPROVAL PROCESS (RECONCILING ON BEHALF OF CARDHOLDER >> REQUIRES REVIEW)
RECONCILE YOUR STATEMENTReconcile 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 APPROVALFinally 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 EMAILOpen 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 HISTORYTrack approvals in the Attachments
screen
APPROVAL HISTORYApproved
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
• Check the Query Dictionary
REPORTING
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
• Do not send your hard copy paperwork to Finance (soft copy attachments are acceptable)
• 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)
• Google Chrome is not supported
• Mobile devices are not supported (at this stage)
• Macs should use Exchange email and IE or Firefox browser
OTHER THINGS OF NOTE
