RBC NextLogic: Getting Started

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RBC NextLogic: Getting StartedFor Program Administrators

Strictly Confidential

2 Program Administrators – Getting Started

There are a variety of training and learning resources available for Program Administrators and Cardholders.

Access the Vault from Visa IntelliLink Spend Management’s home page:• Click Administration – File Management – The Vault• Click on the Documentation folder to download the User Guides

Be sure to visit the Vault within RBC NextLogic to access guides: Program Administrator – Getting Started (this guide)

Program Administrator – The Complete Guide

Be sure to visit the Program Administrator Commercial Cards Service Centre to access training videos:Program Administrator – Managing User ProfilesProgram Administrator – Creating a ReportProgram Administrator – Email Management

The following videos are available in the Cardholder Commercial Cards Service Centre:Cardholder – Getting StartedCardholder and Managers – Making the most of RBC NextLogic

About this guide


RBC NextLogic Features:• An easy-to-use self-serve card management tool• Gives you access 24 hours a day, 7 days a week• Offers access to enhanced data and reporting

Ordering cards, changing card limits and setting spend controls• Manage cards in real time• Issue and cancel cards• Pool credit limits across cards• Change card limits and set temporary limits• Set transaction spend limits by amount and time• Block spend by merchant type such as casino and liquor

Reviewing employees’ purchases and statements• Greater control and visibility• Ability to identify spending patterns with multiple reporting options• Enhanced data offering detailed information such as flight duration,

class of travel and destination• Dynamic and customizable reporting with statements available at individual

and company-wide levels

RBC NextLogic empowers companies to manage their own commercial cards program through one module, Visa IntelliLink Spend Management. The platform is designed to increase control over employee spend and help save time by curtailing manual work.

Below are some of the key features and benefits of RBC NextLogic that will help you successfully manage the program. The more you know about it, the more you can get out of it.

What is RBC NextLogic?


This Getting Started guide for Program Administrators covers how to create a card account in NextLogic, including how to:• Create an employee profile when you create a card account (typical scenario)• Map a previously created card account to an employee profile and• Create a card account that’s unmapped

Before you begin – You will need to have the following items handy: your password and username, the cardholder names and email addresses, your company’s reporting structure and, if needed, expense policy on cardholder spending limits.

Table of Contents:

Card Management Menu 5

Create a Card Account 6

Create a New Employee 7

Map to an Existing Employee 10

No Employee 12

Completing the Cardholder Details of the Create Card Account Form 13

Account Limits 15

Merchant Category Codes 17

Submit New Card Account Application 20

HELPFUL TIP

When you first enrolled in the RBC Commercial Cards Program, you should have received a “Confirmation of RBC Commercial Cards Program Set Up” email and an “RBC Commercial Cards Program RBC NextLogic Temporary Password” email with your login details, which you will need to have handy.


Go to Administration > Accounts and Cards > Card Management

Card Management Menu


To start creating an account, click Create in the left-hand-side menu.

You will be prompted with three options: • Search for an existing employee profile to map the card to. • Choose Create employee if an employee does not yet have a profile in the system.

This step will create an employee profile and map the new card account to the profile. • Select No employee to create a new card account without mapping it to any employee profile.

Note: For new cardholders who do not have an employee profile yet, we recommend you choose the Create employee option.

Create a Card Account


To create a new employee profile in NextLogic:1. Select Create employee.

2. Fill in the details for the new employee. Required elements are marked with a red asterisk (*). You can pick and choose the settings according to your company policy.

Note:If you want to give the cardholder online access, fill in the username field with a distinct ID such as an email address. Then, select Individual Reports from the Group and Role Membership dropdown menu.

If you leave the username field blank, the cardholder will not have online account access and you will not be required to select from the Group and Role Membership dropdown menu.

Create a New Employee


3. Select Next. A message in the lower-right corner will confirm your successful profile creation, and the Create Card Account form will be displayed with the details of the newly created profile.

4. Complete the card order portion of the form by manually filling in all the required data (fields marked with a red asterisk).

Please see the following if you need help filling out the account form (Completing the Cardholder Details of the Create Card Account Form)


5. Once you’ve completed the form, you will be prompted to confirm you are authorized to create employee profiles. Enter your password and click Confirm.


To map a card to an employee profile:1. Enter the employee’s full or partial first name, last name or employee ID – or leave this field blank –

then click the spyglass icon to search for existing employee profiles. Selecting a specific employee will automatically populate the Create Card Account form with that employee’s details.

2. You can then complete the card order form by manually filling in all the required data (fields marked with a red asterisk) or by loading a previously saved template. To load a template, click Load Template in the top right corner of the page.

Please see the Completing the Cardholder Details of the Create Card Account Form section if you need help filling out the account form.

Map to an Existing Employee


3. Once the form’s filled in, click Submit.


If you choose No employee, the Create Card Account panel will be displayed in “create” mode, ready for you to enter the data required to create a new card account. If you’ve selected No employee, the newly created Card Account will not be mapped to a particular employee profile.

Please see the Completing the Cardholder Details of the Create Card Account Form section if you need help filling out the account form.

No Employee


1. Fill in the cardholder’s details, taking care to complete all the mandatory fields, which will be marked with a red asterisk (*):

• Cardholder’s legal first and last names (maximum of 25 characters for each name field) • Cardholder’s name (the name printed on the card; maximum of 21 characters) • Cardholder’s work email address and unique employee ID • Cardholder’s work phone number – providing a mobile phone number is optional• Cardholder’s preferred language (English or French) – This will determine the language for

communications between RBC Royal Bank® and the cardholder.

Note: Providing the company’s name is optional (maximum of 21 characters).

Completing the Cardholder Details of the Create Card Account Form


2. Begin typing an address in the Address Search box. The system will provide a list of matching addresses to choose from. Selecting an address from the list will populate the remaining address fields. After the fields are populated, you may edit them if necessary.


If you set the Account Info, the Account Limits section will appear.

1. Enter the credit limit you would like to set for this particular card.

2. If your company has a spend control policy such as a single purchase limit, which is the most a cardholder can spend in one purchase, or a daily amount, which is the most they can spend in one day, you can enter a dollar amount and apply it to all card transactions. The limits will be applied to all transactions, regardless of any spend control set for a merchant type.

Spend controls for all card transactions: • Single Purchase Limit: Maximum amount for a single purchase • Cycle Amount: Maximum amount that can be purchased in one billing cycle • Cycle Volume: Maximum number of transactions in one billing cycle • Daily Amount: Maximum amount that can be purchased in a single day • Daily Volume: Maximum number of transactions in a single day • Monthly Amount: Maximum amount that can be purchased in a month • Monthly Volume: Maximum number of transactions in a month • Other Amount: Maximum amount that can be purchased in a custom-defined period • Other Volume: Maximum number of transactions in a custom-defined period

Account Limits


3. You can specify the time period as well:

• Based on Number of Days: Number of days for which the user-defined controls apply (The count of the number of days starts from the request submission date)

• Based on Date Range: Date range (between a start date and end date) during which the user-defined controls apply

4. You can choose the type of limit you want to set in the screen displayed below.

HELPFUL TIP

Once spend controls are added to the card, purchases that do not meet the criteria will be declined. For new cards, spend controls will be in effect within 24-48 hours.


In this section, you can choose which types of purchases you need to set spend controls for based on your company’s expense policy. Setting spend controls for a merchant category allows you to limit the types of purchases a cardholder can make or the amount they can spend with the card for each MCC Group listed below.

For example, casino purchases can be excluded, fuel purchases can be limited to a specific amount per month and travel-related purchases can be limited to a specific amount per transaction.

What Are the Six Merchant Category Code (MCC) Groups?There are six MCC Groups that are automatically populated within RBC NextLogic:

MCC Group MCC Group Display Name Purchases

Liquor LIQ-ALC Beer, wine and other liquor store purchases

Casino CASINO Casino purchases

Miscellaneous MISC-AUTRE Questionable categories, including pawn shops, jewelry stores and dating services

Cash CASH Cash advances and ATM cash withdrawals

Fuel GAS-GAZ Gas station purchases

Travel VOYAGE All travel purchases, including hotels, airlines, travel agencies and rental cars

Reminder! The MCC can help prevent or exclude spending at merchants in these categories.

Merchant Category Codes


To add an MCC Group:1. Click Select from the top menu.

2. Choose the desired MCC Group from the dropdown menu.


3. Fill in the details for the new MCC Group. You must select an MCC Group Action for each MCC Group:

• Exclude: If you select this option, you will not need to enter an amount as the cardholder will not be able to make any purchases. For example, if you choose to exclude casinos, the cardholder will not be able to use their credit card at casinos.

• No action: If you select this option, you will need to set a purchase limit. For example, if you select No action for travel-related purchases, you can set a single purchase limit, daily purchase amount or monthly purchase amount. You can even set all three amounts.

• Include: This option is not available at the moment.

4. You may add free-form comments (up to 500 characters) by typing in the text box. These comments will be saved, and be visible in the Audit report.

HELPFUL TIP

Save the template so you can automatically populate many of the fields when you order new cards in the future. This will save you time.


1. Once you’ve filled out all the required sections and fields of the form, click Submit.

2. When the application has been submitted, you will be returned to the initial screen, and a message in the lower-right corner will confirm your application has been submitted for processing.

Submit New Card Account Application

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Documents

RBC NextLogic: Getting Started