Hampshire County CouncilSmart Data OnLineAPPROVERS

GUIDE

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Introduction

This guide is intended to provide a summary for nominated Approvers on how to use the Smart Data OnLine system to approve transactions undertaken by cardholders purchases made using their RBS onecard.

CONTENTS Smart Data Online (SDOL) Role of Approver Login Procedure Additional Information Reviewing and Approving Transactions Reports Account Approval Summary Multi-User IDs Further Assistance

Smart Data Online

SDOL is the on line system which Hampshire County Council are adopting to code and approve transactions using RBS OneCards. SDOL is provided by RBS and Mastercard. The following guidance notes cover the key elements of the system that you will need. A separate Cardholder’s Guide is also available.For any queries using the system contact details are on the Purchasing Card website: http://intranet.hants.gov.uk/pcardspcash

The Role of an Approver

An Approver’s role is to authorise transactions and ensure compliance with the guidelines set out in the policy documents for a given number of specified cardholders (the Approval Group).

All purchases using the cards must be made in line with the following policiesIBC-PTP-05a Policy - Purchase to Pay IBC-PTP-05b IBC Policy Purchasing and Embedded Cards

The Approver should check that the transactions have been coded correctly in the system.

The Approver should sign off the transactions by the 5th of each month for transactions made in the previous month as the transactions will be uploaded to SAP on the 6th of the month.

Please ensure that you log in to your approver role on a monthly basis to ensure that there has been no fraudulent activity on the account.

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Login Procedure

1. Once you have been set up in SDOL you will receive two separate e mails – one containing your new user id and one containing a system generated password. Please note the password is valid for 7 days only

2. Access the site at www.rbsbusinesscard.co.uk

3. Enter your user ID

4. Enter your password

5. When logging in the first time, you will be prompted to change your password and input additional information including a security question and

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answer (the security question and answer will be needed to reset your password in the future and is case sensitive )

Password Rules Minimum 8, maximum 20 characters 2 characters must be numeric Case sensitive No spaces Old passwords cannot be re-used The password cannot be the same as the User ID The password will expire every 90 days or can be changed at

any time by the User

Forgot your password? When you use the “forgot password” option you are prompted to select and answer your security question. If you answer the question correctly you will receive a temporary password you can use to log in. The information is sent to the e-mail address in your user profile. The temporary password is only valid for 7 days.

Additional InformationThe home page is your starting place and offers a quick summary of information that may be important to you, including transactions approved / not approved, system news.

The following tabs will be showing

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Financial – main tab used for searching / locating and approving transactions

Reports – ability to schedule reports Accounts – view the cardholders assigned to you User – View a User Summary.

Reviewing and Approving Transactions

1. Hover over the Financial tab.

2. Click on Account Summary.

3. Search for the cardholder(s) in your group you wish to view. You can select all of your cardholders by clicking on your Approval Group name (your name) in the Quick Link box.

Alternatively you can search for individual cardholders in a variety of ways using the left hand box. Using the Account (Advanced) option will allow you to search by name.

4. Select Reporting Cycle and click on the drop down arrow to select the month you wish to view (this will coincide with your statement periods). Click Search. Alternatively you may wish to select by a specific date range.

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5. Advanced Search filters are also available – e.g. review status. This automatically defaults to ‘ALL’ but you can specify to view transactions that have not been reviewed, or those that have just been reviewed. Additional filters are also available.

6. You will see a list of your cardholders which have transactions during the selected date range. Click on the account number of the cardholder whose transactions you wish to review

7. The Transaction Summary for that cardholder for the period you have selected will now appear with a single line for each transaction

8. Click on the third icon from the left to view the applied accounting codes.

Click on same icon to collapse to hide the codes.

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9. If the coding is incorrect as an approver you can ‘untick’ the reviewed box, and then press ‘Save’. This will allow you to make the required changes.

10. To change the cost centre or GL coding - Click on the drop down arrow by the relevant heading and a selection box will appear as shown below.

Typing the beginning or all of the code required into the white box (indicated above) will bring up the code.  Click on the code and then click save to change it.

11. Once the relevant change(s) have been made click the Save icon and then tick the reviewed box.

12. Once you are happy with the transactions / coding / tick the Approved box.

13. Click the Save icon .

14. If the cardholder has more than 10 transactions you will need to click view next / view previous to move pages

NOTE – you should only approve transactions that have been reviewed by the cardholder

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Once approved and saved you will not be allowed to make any further changes to the transaction.

Reports

Reports specified by the Company Programme Administrator can be run or scheduled to run in advance

1. Hover over Reports tab / select Schedule Reports 2. Choose and click on the required report 3. Select the Account Group via the quick link or search for an individual

cardholder via the cardholder name box. Once the cardholder has been found click on the name

4. Complete criteria:Date type – Posting DateReview status – as requiredFinancials to include - BothDescription – enter text to identify the reportNotify me at – enter your email addressClick Next

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5. Select Frequency e.g. one time / billing date or date range and click Save

6. The report request will go into Scheduled Reports. You will be advised by email when the report has arrived in your Completed Reports. You can

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check the current status and refresh the reports queue by going to Reports / Scheduled Reports or Reports / Completed Reports

Account Approval summary

- Hover over the financial tab- Select transaction management / transaction approval summary- Select reporting structure and reporting cycle as above. Filters are also

available i.e. reviewed / not reviewed- This will give you an overview of all the cardholders you are allocated to

approve together with the review/approved status of the transactions for the period selected

- To view an individual cardholder click on the cardholder name- This will bring you to the financial screen and you can check the

transactions as directed above.

Multi-User IDs

If you have more than one role (i.e you are a Cardholder and an Approver for another cardholder) then you can have a single User ID to log into SDOL and then switch between roles. Note that you will not be able to approve your own cardholder details.

If you would like to have a single log in to join your cardholder and approver accounts then please contact purchasingcard.admin@hants.gov.uk with your request.

Switching user roles

Once the multi user id has been set up you can switch between roles by:

1. Sign on to SDOL.2. On the home page select a role from the User Role list.

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3. The screen changes to reflect your selected role. You will only have access associated with this role. This means that as a cardholder you would only see your own transactions, but as an approver you would only see those card transactions you are listed to approve – you will not see your own transactions.

The next time you sign on the system will display this role but you can switch between roles at any time.

Further Assistance

If you have any difficulties completing this process, please review the purchasing card website http://intranet.hants.gov.uk/pcardspcash or contact purchasingcard.admin@hants.gov.uk

If you cannot find the information you require please contact the Customer Information Centre, on 0300 555 0223 for assistance.

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Reporting in SDOL

Log in to RBS and select Account Activity and then Schedule Report

Select required report, for example…Statement Report

Select who you wish to report on:You can select all of the accounts in your group by using the quick Link in blue

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There are a number of fields that can be changed to define the report: Date Type can be changed to either – Posting Date or Transaction Date

Review Status to –All, Approved, Not Approved, Not Reviewed or Reviewed (We would suggest selecting All)

Financials to Include – Both, non –Exported Financials or Previously Exported Financials (We would suggest selecting Both)

Notify Me At – This field should show your own email address and, if required, the email address of anyone else you wish to notify that the report is ready to view. Please note that the completed report will not show in the other person’s Completed Report view.

Click Next

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Select the Date Range required. The options are:

‘Run Once’ enables you to select a start date (‘From Date’) and end date (‘To Date’) for your report.

‘Daily’

‘Weekly’

‘Monthly’

‘Reporting Cycle’ enables you to select a given month to report on. The Monthly Cycle reflects the start and end dates of the purchasing card cycle.

Click Save.

This will take you back to the Home Screen. You will receive an email notifying you that the report has completed.

To check that a report has been scheduled successfully: Select Account Activity, then Scheduled Reports.

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This will show all reports scheduled to run.

When email arrives, the selected report will show in Completed Reports.

Select Account Activity, then Completed Reports.

Select the required Report by clicking on the name of the Report

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Select Download.

At the bottom of the screen is the options to Open (View), Save (clicking the dropdown arrow next to Save offers options of Save, Save As, Save and Open) or Cancel

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