Training for Aurora Public Schools Training for Aurora Public Schools UsersUsers

https://https://informationmanagement.visa.cominformationmanagement.visa.com

Purpose of VIMPurpose of VIM

Database of transaction data Database of transaction data updated dailyupdated daily

View transactions for View transactions for department/locationdepartment/location

Edit default budget codes for Edit default budget codes for transactionstransactions

Run basic spending analysis reportsRun basic spending analysis reports

First PageFirst Page: Log In: Log InUser ID & initial password will be assigned to youUser ID & initial password will be assigned to you

IF THIS IS YOUR FIRST TIME LOGGING IN:IF THIS IS YOUR FIRST TIME LOGGING IN:You will be prompted to not only change your password,You will be prompted to not only change your password,

but also set up your 4 security questionsbut also set up your 4 security questions

Second PageSecond Page: Answer Security Question: Answer Security Question

Main Landing Page for Visa Information ManagementMain Landing Page for Visa Information Management

Click onto Click onto Visa Information SourceVisa Information Source

Visa Information Source = The Main Reporting & Visa Information Source = The Main Reporting & Reconciliation Tool of VIMReconciliation Tool of VIM

Retrieve Transactions to View/Reallocate Budget CodeRetrieve Transactions to View/Reallocate Budget Code

•Department/location is set at the “Hierarchy Node”

•“Card Account” can be used to drill into 1 cardholder

•Set what date range to view at “Billing Cycle”

To view just 1 cardholder, click on the “?” to the right ofTo view just 1 cardholder, click on the “?” to the right of“Card Account”“Card Account”

Utilize the search function to locate the cardholder you wish to view.

You do not have to select a cardholder if you wish to view all cardholders at same time.

Choose the date range to view.Choose the date range to view.This can be set by the billing cycle or by a calendar date range.This can be set by the billing cycle or by a calendar date range.

Visa Information Source will allow you to view up to 25 months of previous transaction history

Once your criteria are set, click “Next” to display transactionsOnce your criteria are set, click “Next” to display transactions

On this page, you will see:

-Cardholder name & last 6 of account number

-Merchant name, transaction date, posting date, & amount

-The default budget code for transaction assigned by VIS

To reallocate a transaction to a different budget code, click on the To reallocate a transaction to a different budget code, click on the check box to the left of the transaction datacheck box to the left of the transaction data

The budget code is now editable and can be changed in this view.The budget code is now editable and can be changed in this view.

If you need further information on what the segments of the If you need further information on what the segments of the budget codes are, and to view listing of codes, click on the “?” to budget codes are, and to view listing of codes, click on the “?” to the right of the budget code.the right of the budget code.

Clicking on the “?” again to the Clicking on the “?” again to the right of any segment will display right of any segment will display

a list of available codes, with a list of available codes, with their names, for that segment.their names, for that segment.

Once any changes have been Once any changes have been made, click “OK” at the bottom.made, click “OK” at the bottom.

Once you are done editing budget codes on transactions,Once you are done editing budget codes on transactions,click on the drop down menu at the bottom to select “Save”click on the drop down menu at the bottom to select “Save”

After you select “Save”, click “Go” to the right of the drop down box.After you select “Save”, click “Go” to the right of the drop down box.Your changes are then saved.Your changes are then saved.

If you need further details about a transaction, select a transaction and If you need further details about a transaction, select a transaction and click “View/Allocate” from the drop down at the bottom of the screen.click “View/Allocate” from the drop down at the bottom of the screen.

You can also create allocation splits from this view by clicking on the icon.

Lastly, if the merchant provided transaction detail data, this Lastly, if the merchant provided transaction detail data, this data is viewable by clicking the data is viewable by clicking the View Additional DetailView Additional Detail link link

SUMMARY:SUMMARY: Viewing Transactions and Editing Viewing Transactions and Editing Budget CodesBudget Codes

Log into Visa Information Management, click to enter Visa Log into Visa Information Management, click to enter Visa Information SourceInformation Source

Click “Allocate Transactions” under Cost AllocationClick “Allocate Transactions” under Cost Allocation

Select criteria such as cardholder and/or date rangeSelect criteria such as cardholder and/or date range

Click on the check box to the left of a transaction to edit it and/or Click on the check box to the left of a transaction to edit it and/or view detailsview details

Click on the “?” to view and select budget code segmentsClick on the “?” to view and select budget code segments

Choose “Save” from the drop down at the bottom when completeChoose “Save” from the drop down at the bottom when complete