Commercial Cards Data Management Guide to Expense Management for Cardholders COMMERCIAL CARDSPlease note that this document is for guidance only and as such not all screenshots will mirror your view of the system exactly.

By the side of business

CONTENTS

SECTION START SLIDE

THE LOGIN AND HOME PAGES 1

ACCOUNT STATEMENTS 3

TRANSACTION DETAILS 4

RECEIPT IMAGE UPLOAD 5

CCDM User Guide for Cardholders

THE LOGIN PAGE

• You can login to Commercial Card Data Management (CCDM) here: https://www.lloydsbank-datamanagement.com/secure/welcome.asp

• You will be informed of your login details once you have been set up as a user. You may receive two emails automatically generated and sent from the system; or you they may be communicated by some other means by a system administrator

• If you ever forget your password you can use the ‘Forgotten your password?’ link on the login page. It will ask for your username, after which the system will email you a new, temporary password

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CCDM User Guide for Cardholders

THE HOME PAGE

• At the top right corner of the home page, a menu with four links is displayed. Here, as well as being able to change the language and personal settings of the system and log-out, you can refer to a comprehensive Help section

• Help opens on a subject that relates to the page you are viewing at the time but there is also a search function

There are three ways to view and action transactions:1. Statements – you can view all transactions by statement period here. The red dot

indicates that there are items requiring.2. Card Expenses – you can view all outstanding transactions here. The number is RED

indicates the total count of outstanding transaction.3. Action Required – You can view all outstanding transactions here. The number is RED

indicates the total count of outstanding transaction. This area will also indicate the number of Pending Approval transactions and the current balance and available credit on the card.

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CCDM User Guide for Cardholders

STATEMENTS

• In Statements you can select ‘Items Requiring Attention’ to see a list of any outstanding transactions that you need to action. You can also view all transactions by statement period

• If a statement has a red dot next to the statement, this will indicate you have outstanding transactions for that period

• Once viewing a list of transactions, the two symbols to the right of each transaction indicate its status:

– The first column of icons indicates the coding status of the transaction – The second column of icons indicates the approval status of the transaction

• Definitions of all icons can be found in the online Help section in Account statements > Transaction icons

• However, generally transactions require your attention and action if: – There is a red cross in the first column – you are yet to provide all mandatory information – There is an orange question mark in the second column – the approver has requested

more information

• Click on the icons to open Transaction Details

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CCDM User Guide for Cardholders

TRANSACTION DETAILS

• The information you must provide for each transaction is on the Coding tab

• By clicking on the arrow beside each field you can select a value, either from your list of favourites or by clicking Search

• You can search by code value or description. A maximum of 60 results are returned so be more specific if your search exceeds this as you may not see the code you are looking for

• On the search results there are three icons: – Selecting the upwards arrow applies this code to the transaction – The green ‘i’ icon gives further information about the code, if this has been provided – Selecting the right arrow adds that code to your list of favourites

• Clicking the [icon to be supplied] icon next to ‘Line 1’ allows to you split a transaction across more than one line of coding e.g. if one transaction needs to be split across multiple departments or cost centres

• After coding your transaction and selecting the applicable VAT Rate: – Select the tick- or cross-box to mark if you have a receipt – Click on the paperclip icon to upload a receipt image (page 5) – Provide an expense description in the free-text box

• Click Save to finish. You will be notified if any mandatory information is still yet to be provided

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CCDM User Guide for Cardholders

RECEIPT IMAGE UPLOAD

• On the Coding tab of Transaction Details, there is a paperclip icon. If you click on this a window will open displaying your Image Library and you are able to link an image of a receipt to the transaction

• If you select ‘Upload’ you are able to browse for a document or file saved to your device and upload a copy to your Image Library. At this point it will automatically be linked to the transaction

• You can also upload receipts by email. Clicking on ‘Upload via Email’ displays your unique email address, to which you then just need to email files as attachments. They will be automatically uploaded and made available in your Image Library. Click on one to link it to the transaction

• The system accepts files up to 5MB and in one of the following formats: .jpg, .jpeg, .gif, .png, .tif, .xls, .xlsx, .doc, .docx and .pdf

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CCDM User Guide for Cardholders

Eligible deposits with us are protected by the Financial Services Compensation Scheme (FSCS). We are covered by the Financial Ombudsman Service (FOS). Please note that due to FSCS and FOS eligibility criteria not all business customers will be covered.

Lloyds Bank plc Registered Office: 25 Gresham Street, London EC2V 7HN. Registered in England and Wales no. 2065. Telephone: 0207 626 1500.

Find out more

£ Go to lloydsbank.com/business Please contact us if you would like this information in an alternative format such as Braille, large print or audio. If you have a hearing or speech impairment you can use the Next Generation Text (NGT) Service (previously Text Relay/Typetalk) or if you would prefer to use a Textphone, please feel free to call us on 0345 300 2280 (lines open 7am–8pm, Monday–Friday and 9am–2pm Saturday).

Calls may be monitored or recorded in case we need to check we have carried out your instructions correctly and to help improve our quality of service.

CCDM1 (01/19)