SmartData Cardholder Training (PPT) updated 11

Report
Expense Report Training
smartdata.gen2
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
Agenda
 Overview of Expense Reporting
 Logging on
 Creating an Expense Report
 Account allocation
 Adding receipt to transactions
 Splitting transactions
 Adding mileage transactions
 Adding out-of-pocket transactions
 Submitting for approval
 Printing Expense Reports
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 2
Expense Report Management Introduction
 The expense reporting feature allows Smith College to do workflow-based
expense management. The expense report workflow and approval steps are
defined by the College to help meet their expense approval business needs.
Expense Report Features and Work Flow Process
Create Expense
Report & Select
Transactions
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
Split & Allocate
Transactions
Add Mileage &
Cash Expenses
Submit
for Approval
Approving
Manager can
reject or
approve
Closing Finance
Group can reject
or close the
report
January 2014
Page 3
•
•
Save and/or bookmark URL http://smartdata.jpmorgan.com
Browser versions supported are IE8, 9, 10 and Firefox 24
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 4
User Login
 Application Access: Click,
type or copy and paste the link
below into your browser (save
as a favorite for easy access)
https://smartdata.jpmorgan.com/
 You will receive two emails
from MasterCard Worldwide.
One containing your User ID
and the other one containing a
temporary Password.
 User IDs and Passwords are
case-sensitive.
 Use these credentials to login
for the first time. You will be
prompted to change your
password and enter additional
data.
HINT: Copy and paste the temporary password from
the email into the application.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 5
User Login: New Password and Security Questions
 Enter the temporary password (copy and paste)
 Create a new password – must be 8 digits and contain
at least 2 numbers and click Submit
 Choose a password reset Security Question from the list
and enter your answer and click Submit
 You will now be prompted to setup 3 Challenge
Questions and Answers
 You will be required to answer one randomly selected
Challenge Question each time you login
NOTE: User IDs and Passwords are case sensitive.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 6
Cardholder Login: Home Screen






Activity – at-a-glance view of existing expense reports – status, amount and date submitted
Review Required – cardholders can quickly see the last 5 outstanding transactions
Reports & Data Files - where you find Expense Reports you have scheduled to print
Resource Center – View Smith College expense policies as well as other helpful information
Create Expense Report – allows easy creation of a new expense report
Snapshots – provides graphs of the spend for the existing or previous month’s spend
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 7
Create Expense Report: Step 1 - Selecting Transactions




Easy-to-follow wizard navigation with Progress Panel
Read the customized instructions at the top of the screen
Change the report description to help you and your approver easily identify the report
Select the appropriate transactions – If some of the transactions are on page 1 of the transaction
list and others are on page 2, you must click Save at the bottom of the page before progressing to
page 2
Note: Transactions may take 24-48 hours to load into the application after they post to your card account. Some
merchants, such as taxis, may take longer to post than others.
 Click the Next Button at the bottom of the page
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 8
Create Expense Report: Step 2 – Split and Cost Allocation
 Cost Allocate transactions by clicking on the cost allocation icon
to allocate
transactions one at a time. Hovering on the icon will enlarge it.
 Click the “Expand All” link to open all transactions for allocation at the same time
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 9
Create Expense Report: Step 2 – Split and Cost Allocation cont…
 If the Expense Type field is pre-populated, enter the required information in the corresponding fields
 Enter the required details of the transaction in the Expense Description field. This is an important
field to complete. Reports without a description may be rejected.
 Select the Personal check box if the transaction was accidentally charged to Smith College for a
personal purchase
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 10
Create Expense Report: Step 2 – Split and Cost Allocation cont…
 Update or choose the values from the corresponding drop down lists for the Fund, ORG, Account
AND PROGRAM for the transaction as needed.
 If applicable, choose a value for the Activity, Location and Index fields.
 Copy to All on Page can be used to copy the cost allocation values you choose in one transaction
to all transactions on the page. Note: This will not copy the Expense Description or Expense
Types to all transactions, only the cost allocation values.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 11
Create Expense Report: Step 2 – Splitting Transactions cont….
 A transaction can be split into parts so each part can be cost allocated to a different accounting
code.
 Each split has its own accounting details which may include purchase details, expense descriptions
and accounting codes. All split amounts must add up to the total for the transaction
 To split a transaction, click on the split icon
next to the transaction to open the split transaction
screen
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 12
Create Expense Report: Step 2 – Splitting Transactions cont….








Specify the number of splits needed in the Split(s) box and click ADD
You will be able to split by Amount or Percentage – choose from the Split By: drop down
The transaction will be evenly split. Update the split amounts in either the amounts or percentages column
The Totals: row will total your splits and show if you are out of balance
Click Save once you are in balance to apply the splits and activate the account allocation screens for your splits
Go into each split by utilizing the account allocation icon
or clicking the expand all link and update the coding
Click Save again to apply your changes
Click on the Expense Report hyperlink at the top of the page to return to your expense report
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 13
Create Expense Report: Step 2 – Tips and Saving Your Work
 Tip: When selecting a number from a drop down list, you can start typing the number in the Starts With: box to
quickly jump to the number in the list. When you see the correct number, click on the number with your mouse to
select.
 Tip: Press Next, Back or Save buttons to save changes on any workflow screen. On the Split and Cost Allocate
screen, pressing the Split
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
, Transaction Detail
, or Addenda
icons will save changes too.
January 2014
Page 14
Create Expense Report: Step 2 – Attaching Receipts
 Receipt images must be attached to your expense report using the receipt
image icon.
 Exceptions:
–
Transactions under $25.00 do not require a receipt to be attached
–
If the merchant sends line item detail (indicated by a red icon next to the receipt
upload icon) AND it matches your receipt no receipt is required to be attached
 Receipt images can be attached at the transaction level and/or on the
Expense Report Summary Screen.
 Use your office multi-function copier/printer or smart phone to scan to create
an image of your receipt and save to your workstation.
–
Receipt files must be .pdf, .jpg or .png
–
The file size limit is 4 megabytes
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 15
Create Expense Report: Step 2 – Attaching Receipts
Attaching Receipts at the Transaction Level:
 Select the receipt
status from the drop
down list
 Click on the receipt icon
to
attach an image of the receipt to the
transaction

Transaction with receipt attached

Transaction without receipt attached (green arrow on icon)
 If your transaction has a red icon in the Additional Information
section, click on the icon to view the information sent by the
merchant. If the data matches your receipt, you do not need to
upload a receipt for that transaction.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 16
Create Expense Report: Step 2 – Attaching Receipts cont…
Attaching receipts at the Transaction Level:
 Click on the “Upload” icon
next to the corresponding transaction.
 The “Add Receipt” box appears
 Use your office multi-function
copier/printer or smart phone to scan
to create an image of your receipt.
 Browse local drives for your saved
receipt file
–
Receipt files must be .pdf, .jpg or .png
–
The file size limit is 4 megabytes
 Click “Add” button to complete
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 17
Create Expense Report: Step 2 – Attaching Receipts cont…
Attaching receipts at the
Expense Report Level:
 The last step in creating an
Expense Report takes you to the
Review screen. From this
screen click “Add Receipt”
button to add a receipt file if
needed.
 All images to be attached here
must be scanned into one
document.
–
Receipt files must be .pdf, .jpg
or .png
–
The file size limit is 4
megabytes
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 18
Create Expense Report: Step 2 – Viewing Receipt Images
 Click on the receipt icon
for the
transaction to view the receipt image
attached
 The receipt will pop up in a window to view
 View/Print/Download
–
View an image of receipt
–
Download an image file
–
Delete an image if needed
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 19
Create Expense Report: Step 3 – Entering Mileage Transactions
 Click the Next button to navigate to next process in the workflow which is Mileage
Transactions.
Note: If you do not have Mileage or Cash transactions you can skip those screens
by clicking on the Submit for Approval workflow link.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 20
Create Expense Report: Step 3 – Entering Mileage Transactions
 Click the “Add” button to add a line to enter your mileage transaction
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 21
Create Expense Report: Step 3 – Entering Mileage Transactions




Select the date and enter the number of miles traveled
Enter the to and from locations in the Description Field
Click the Account allocation icon
to allocate the transaction.
Note: The Debit/Credit Code on this screen is
asking the question, “Does this transaction debit
the college or credit the college?”. This field
defaults to Debit for mileage and cash
transactions. There is no need to change it.
Click “Next” to go to the Cash Transaction page.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 22
Create Expense Report: Step 4 – Entering Cash Transactions
 Click the “Add” button to add a line to enter your out-of-pocket expenses
 Fill all of the information, add your receipt image and click “Next” to submit your expense report for approval
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 23
Create Expense Report: Step 5 – Submit for Approval
 The approval screen is a
recap of your expense
report
 Changes can be made by
using the progress panel to
navigate back to the step
 The amount due employee
is the total of your mileage
and cash transactions less
any personal transactions
 Click Add Receipt button to
add an additional receipt if
needed
 Click the Schedule button
to generate a pdf copy of
your expense report which
will be emailed to you
 Click the Submit button to
submit to your manager for
approval
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 24
Expense Report List Screen – Status and Rejected Reports
 Once you submit your expense report for approval you will be taken to your Expense Report List. You can navigate
to this screen anytime from the Home page or through the Expense Report menu option “View Expense Reports”.
 You will see the status of your expense reports and the pending approver for your expense reports.
 Click on the blue link for your expense report to open the report. You will be able to continue working on reports you
started but have not submitted or schedule a copy of your expense report to be created in PDF and sent to you.
 If your expense report was rejected, click on the history icon
to open the comments and view why the expense
report was rejected.
 Click on any of the blue hyperlinks for your expense report to open the report. You then will be able to update and
resubmit your expense report.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 25
Expense Report List Screen – Printing Expense Reports
 You can create a PDF copy of
your expense report from the
approval screen before or after it
has been submitted by clicking the
schedule button.
 You will receive an email from
“Online Reporting” containing a
zip file which houses your expense
report and all the attached images.
 The report will also appear in the
smartdata inbox on your home
page.
 The zip file is password protected
with the password you use to login
to smartdata.
 When you click on any of the
documents within the file you will
be prompted to enter your
password.
©2013 JPMorgan Chase & Co.
Proprietary and Confidential
January 2014
Page 26

similar documents