Visa IntelliLink Spend Management

Website: https://intellilink.spendmanagement.visa.com/secure/welcome.asp

Create User Login-Memorable Word

Example: Question: What was the name of your best friend in college? Answer: Sally

S A

CHANGE PASSWORD 1. Click on Settings 2. Click on Set Password

1

When there are transactions that need allocated, the Account Statements link under the Main Menu will flash yellow. Click the link to proceed.

Click here

Statement periods for user because they are a cardholder.

Statement periods for all accounts delegated to user to reconcile.

Statement periods that have transactions needing coded will flash in red. Click on UMB/Statements-06/22/2011 to view users own statement.

Click on Account Statements/Delegated Accounts UMB/Statements-06/22/2011 to view all other accounts user is to reconcile.

This is just listing the user’s account since they are a cardholder.

Click on the account you want to view (ex. Corporate (9418) – Jean Wesselowski)

These are all accounts this user is delegated to reconcile and the accounts in red have transactions needing coded for statement period 05/21/2011 to 06/22/2011.

Listed are all transactions needing coded for the account Jean Wesselowski-UMB-Corporate (9418) for the statement period 05/21/2011 to 06/22/2011.

• First circle is status of transaction at the reconciler level. • Second circle is status of transaction at Accounts Payable. The red X in the first circle indicates that the mandatory coding is missing. The reconciler needs to code the transaction.

The green check mark in the first circle indicates the transaction has been viewed and completed. The reconciler has coded the transaction accordingly.

Once the first circle status is a green check mark, the transaction is then waiting on action from Accounts Payable.

The red exclamation mark in the second circle indicates the transaction is needing approval from Accounts Payable.

Once the receipt and all appropriate documentation is received by Accounts Payable, the transaction will be processed.

13

A question mark in the second column means that this transaction requires additional information before AP can approve. If the transaction reaches Accounts Payable and there is not a detailed enough purpose for Accounts Payable to determine the object code and/or the description field entered is not correct, Accounts Payable will return the transaction to the reconciler by email.

14

Sample Email

The email will state what information is needed for the transaction (listed under vendor name). The reconciler must log into IntelliLink, click on the green check mark and add the additional information and save the transaction. The question mark will remain until AP approves the transaction.

The green check mark in the second circle indicates the transaction has been approved by Accounts Payable.

When both circles are a green check mark status, the transaction is completed in IntelliLink.

To code a transaction, click on the red X in the first circle.

* Note-you can only select and code one transaction at a time.

To view additional detail for a transaction, click on the Summary tab.

Transaction Details—This is where each transaction is coded. Four lines automatically appear; however, only code the number of lines you need.

If you need to code the expense to multiple Org Keys and/or multiple items, complete the number of lines necessary for your coding. If more than four lines is needed, click the More link to add more lines. If the purpose of the items purchased are different, enter the items on separate lines.

• Click the drop down arrow under the Org Key column • If the correct Org Key is listed in the drop down list, select the appropriate option • If the correct Org Key is not in the drop down list of favorites, select the Search

option

1. To perform an Org Key search, enter either the Code Value and click search to find by Org Key number OR

2. Enter a partial description followed by the % and click search to find by Org Key description.

Option 1

Org Key • To add an Org Key found in a search to your list of

Favorites, click the right arrow pointing towards the list of Favorites.

• To select the correct Org Key, click the arrow pointing up. This will add the Org Key to the transaction details.

To select-click up arrow

To add to favorites, click right arrow

• The object code will be determined by Accounts Payable. This field should be left blank.

• Click the drop down arrow under the PE ID column • If the correct PE ID is listed in the drop down list, select the

appropriate option. • If the correct PE ID is not in the drop down list of favorites, select

the Search option

To perform a search for the PE ID, enter part of the vendor name followed by the % in the Code Value Field and click search.

• If a vendor is not in the database, complete the Lotus Notes Workflow Vendor form and be sure to check mark that this is an IntelliLink transaction at the top of the form. You cannot enter any other coding in the transaction details until you have the PE ID; therefore you will need to cancel the PE ID search screen and Transaction Details screen until you received notification that the Lotus Notes Workflow Vendor form has been approved.

• For hotels and gas stations, a separate vendor form does not need to be submitted for each location.

Each search will display up to 60 codes.

PE ID

• To add a PE ID found in a search to your list of Favorites, click the right arrow pointing towards the list of Favorites.

• To select the correct PE ID, click the arrow pointing up. This will add the PE ID to the transaction details.

The receipt or invoice number will be assigned by Accounts Payable. This field should be left blank.

RECEIPT/INVOICE NUMBER

Bank ID should default in. If it did not default in or the wrong Bank ID is selected, make changes accordingly.

BANK ID

A State contract number is not required. This field should be left blank.

STATE CONTRACT NUMBER

Enter a description of the transaction in the description field. This field is limited to 25 characters, so abbreviate as needed. **The description is a list of items purchased. If there is not enough space to list them all, list the large items first.

DESCRIPTION

Reference book

DESCRIPTION FIELD FORMAT

Subscriptions: Subscrip99/99/99-99/99/99

Memberships: Membersh99/99/99-99/99/99

Official Hospitality: FY2012 Staff Training

Rental Car Fuel: RC Fuel 14.515G@$3.89/G

Registration: PO#-Reg-Topeka,KS

Travel Expense: PO#-Lodg-Topeka,KS PO#-Airf-Topeka,KS ** If the traveler will not be reimbursed and no PO# is available, type the Traveler’s name instead of the PO#

32

NARRATIVE DETAILS - Type the purpose of the purchase into the Narrative Details box. - The purpose is what and how the item is being used. (i.e. Hammer is

a small tool used to build and tear down exhibits at the Museum.) - If there are multiple items with different purposes, type each item

and purpose on a separate line in the Narrative Details box. - The transaction will not save without typing the purpose into the

Narrative Details box. - The purpose does not need to be written on the invoice.

Fields To Ignore The following fields do not need to have any information entered: • Tax Code • Receipt

Once all coding is entered and all information is verified, click the Save link to submit your transaction for Accounts Payable approval.

After clicking Save, this will return you to the listing of all transactions for the selected account and statement period. To switch accounts and/or statement periods, select the desired statement period link under Account Statements and select the account you wish to view.

If you are finished coding, click Logout to exit IntelliLink.

Send all allocated receipts to Accounts Payable in the Business Office Credit Card envelope with the following information on the receipt: a. Bank ID (in the lower left hand corner) b. Circle the invoice total c. Tape small receipts on 8.5x11 sheet of paper. Do not tape multiple receipts on one piece of paper if they are for different transactions. Do not tape over information on invoice.

If the receipt was for a travel expense and there is a PO# to reference, indicate this on the receipt. If there is no PO#, write the traveler’s name and destination on the receipt.

CHANGES • If you realize you have made an error in the

coding of a transaction and it has not been approved by Accounts Payable, you can make the change to your coding in Intellilink. Click the Save link to submit changes (if not saved, changes will be lost).

• If the transaction is already approved by Accounts Payable in IntelliLink, you will need to submit a Lotus Notes Journal Entry form to make the correction.

LOGSHEETS

• Logsheets will be emailed to the reconcilers. A separate email will be sent for each P-card that is reconciled.

• Copies of the cardholder’s credit card statement will no

longer be distributed. All information will be provided on the log sheet.

• Reconcilers will print in duplex each separate logsheet

and will obtain cardholder signature and ALL appropriate budget authority signatures.

LOGSHEET EXAMPLE

Log sheets will be emailed for all cardholders at one time. If a cardholder is still missing receipts and there are transactions not coded in IntelliLink, DO NOT print the email. Accounts Payable will resend the log sheet once all receipts/invoices have been processed and all transactions have been coded in IntelliLink. This transaction has

not been coded.

LOGSHEET SIGNATURES

Cardholder’s will sign on the signature line.

This section will be left blank.

All appropriate budget authority signatures should be obtained in this blank area.

Does not apply to FHSU.

RETURNING LOGSHEETS TO BUSINESS OFFICE

• IMPORTANT: Do not deliver or return log sheets until all signatures are obtained.

• If the budget authority is across campus, the reconciler can send an email to the budget authority for approval. The transaction line on the log sheet can be copied and pasted into an email to the budget authority. The budget authority can reply with history with their approval. The reconciler will print and attach the approval email to the log sheet.

• Verify that all transactions on the log sheet have been coded. • Return the log sheet to the Business Office in the Credit Card Log

sheet Envelopes. These envelopes can be picked up in the Business Office.

Sample Email

QUESTIONS????

Contact Accounts Payable at 5948.