1. Barclaycard Spend Management & Card Reconciliation Process Training Guide – for Norfolk County Council

2. 2 About this Guide Welcome to Barclaycard Spend Management (BSM), this guide has been specially adapted to suit the needs of Norfolk County Council. We hope you find this user friendly and easy to follow. The following slides are intended to assist with cardholder and manager (approver) Barclaycard Spend Management training. The slides provide general suggestions for the training topics that should be covered within each area of the system. Your card administrator team is Tina Henderson, Marlene King and Donna Rush, supported by Sara Brown. To contact the team email dfbankingandtreasury@norfolk.gov.ukdfbankingandtreasury@norfolk.gov.uk (For information: BSM will send auto emails to cardholders and approvers when action is required. Due to a current ICT problem these emails may default to your junk/trash inbox.)

3. 3 Summary of Transaction Reconciliation Process using BSM Purchase authorised by Line Manager/Budget Holder Purchase completed Transaction appears in BSM – auto email to alert the cardholder that transactions need coding. Transaction to be reviewed and coded within 7 days of receipt of email Cardholder logs into BSM and reviews the transaction(s), recodes if required and adds the tax code – Pages 18-26 All changes made within BSM will have an audit trail within the system Cardholder indicates whether they have a receipt by ticking the appropriate box – Page 26 Cardholder adds narrative in the details box stating what was purchased and the reason for the purchase – Page 26 Save – Page 27 The approver will now receive an auto email alerting them that there are transactions to be approved. Approver logs in and selects the transaction(s) for approval and either approves (1) or raises a query with the cardholder (2) – Pages 33-39 (1) The transaction approval is complete (2) An email is generated to the cardholder for clarification. The cardholder must respond to resolve the situation so that the transaction can be approved. 12 th of each month an auto email headed ‘statement complete’ will be received by all cardholders who have purchased during that statement period. The statement is now available within BSM. All transactions for this period must now be coded, if this has not already been done. All transactions must be reviewed and coded by the 20 th of the month. All transactions must be approved by 26 th of the month. All transactions will be downloaded into the General Ledger on the last working day of the month. Any transactions downloaded that are incomplete will be reported on, and the cardholder and approver made aware that future transactions must be complete. Cardholder to reconcile receipts to the statement and retain for audit purposes for the statutory period of 6 years plus the current year. There are reports for both cardholders and approvers that can be run from BSM – page 29 for cardholders and 41/42 for approvers.

4. Cardholder Training ( see page 30 onwards for Approver Training) ( We strongly recommend that whether you are a cardholder or an approver, you read the complete document to give you an overview of the full process)

5. 5 Topics Log on and Off Barclaycard Spend Management Home Page Help and Support Personal Settings Viewing transactions Transaction Coding Reporting

6. 6 Log On and Off Your Barclaycard Spend Management Username and initial Password will be sent via separate e-mails to you by your Card Administrator:- John Smith Welcome to Barclaycard Spend Management You have been successfully setup as a new user on Barclaycard Spend Management. Please find below the username you can use to access this service. Username: This field will show your email address as your username – do not change this Please click here to sign into Barclaycard Spend Managementhere John Smith Welcome to Barclaycard Spend Management You have been successfully setup as a new user on Barclaycard Spend Management. Please find below the password you can use to access this service. Password:Welcome1 Please click here to sign into Barclaycard Spend Managementhere

7. 7 Log On and Off Following receipt of your Barclaycard Spend Management Username and initial Password open your internet browser and access the following web address:- http://www.spendmanagement.barclaycard.co.uk We suggest you add this to your favourites. Enter the Username and password and click submit or press the ‘Enter’ key on your keyboard

8. 8 Log On and Off If this is the first time you have accessed the system, you will be prompted to change your password. The Password Maintenance Update dialogue box appears:- Confirm your new password. Click Save. Type a password that must contain: At least 8 and no more than 16 characters At least 1 lowercase alpha character (a-z) At least 1 uppercase alpha character (A-Z) At least 1 number character (0-9) Special characters are allowed, but not mandatory.

9. 9 Log On and Off If this is the first time you have accessed the system, you will then be prompted to select one memorable question/word reminder from eight pre-defined questions:-  Select a memorable question from the drop-down list.  Enter your memorable word answer. Note: The memorable word must contain a minimum of 5 characters and a maximum of 15 characters. The characters must be alphabetical (upper and lower case). Numbers and special characters are not supported.  Confirm your memorable word.  Tick the check box at the bottom of the page to confirm you have read and accepted the online services terms and conditions, and the rules for entering the memorable word.  Click Save.  To accept the terms of use to enter the site Click Save.

10. 10 Log On and Off On all future log ins, you will be required to enter the following:-  Your Username  Your Password  Three random characters from your memorable word If you fail to log in successfully, you will receive an error message. You can retry to log in up to four times. After the fourth unsuccessful attempt, you will be locked out from the system. There is an automatic 2-hour reset on both passwords and memorable word, after which you can retry to log in with your original username, password and memorable word characters. For immediate unlocking and/or password resets contact your Card Administrator.

11. 11 Log On and Off If you have forgotten your Username, contact your Card Administrator. If you have forgotten your password: Click ‘Select Here’ next to Forgotten your password? on the Barclaycard Spend Management logon page. The Password Help screen will appear. If you forget your memorable word, click View Memorable Word Reminder to view your memorable word question.

12. 12 Log On and Off You will be prompted by Barclaycard Spend Management to change your password every 90 days. Alternatively, you can change the password yourself at any time via the Settings menu selection on your Home page:- If you have been working on Barclaycard Spend Management and leave the system for a period of 30 minutes or more, the session will time out. A message will appear advising you to log in again. To log off the system at any time, click the Logoff button on the menu at the top of your screen.

13. 13 Home Page Once you have successfully logged onto Barclaycard Spend Management, you will be taken to your home page. In the centre of the screen, you will see a welcome message, the last time you logged onto the system, and the email address stored in the system for you. The home page displays your balance, credit limit and any available credit at the time of the last data update to Barclaycard Spend Management. It also summarises the last three transactions loaded into Barclaycard Spend Management and provides links to the last three transaction periods for that account.

14. 14 Home Page On the right of the Home Page screen, you will see any Corporate Messages that your organisation has sent to you:-

15. 15 Help and Support The online help system allows you to search for assistance around various areas of the system:- This is intuitive and will know which page you are working on. The contact tab will tell you the 3 steps to resolving any issues.

16. 16 Personal Settings To view the details held about you in Barclaycard Spend Management click Settings on your home page main menu. By default, Your Personal Settings screen opens and displays your details such as Employee ID, Username, and e-mail address:-

17. 17 Viewing Transactions From your Home page main menu click on Account Statements. For card transactions, Barclaycard will be shown as a heading and under the heading will be a list of the prior six month statement period dates. Any statement periods where some action is required by you will appear in red text.

18. 18 Transaction Coding A column of icons display to the right of transactions on your account statement. The column of icons indicates the coding status of the transaction:- Red cross. This indicates that mandatory coding or information is still required for the transaction. This will mean there is a cost centre and/or subjective code missing. Green tick. This indicates all required information has been entered for the transaction. Green question mark. This indicates the transaction has been automatically coded, via default coding. You will still be required to open the transaction and save it to ensure it has been coded correctly. This will change the icon from a green question mark to a green tick.

19. 19 Transaction Coding Click the transaction status icon (either a red cross or a green question mark) to the right of the transaction amount you want to code. The Coding tab of the Transaction Details window displays:- On this window you will see a number of coding segment fields which are specific to Norfolk County Council. All of the fields are mandatory. If you have no project code or further analysis code please leave the default of 000000.

20. 20 Transaction Coding - all levels of coding Enter the required codes by either: Typing the code straight into the field, or Clicking the drop-down arrow beside the field and selecting the code from the list. Alternatively Select Search from the drop-down list and search for the code:- If you know the value or description of the code you are searching for, type it in the Code Value or Description fields and then Click Search. Alternatively, leave all fields blank and Click Search. Click to the right of the code you want. The Transactions Details window re-appears with the code displaying in the coding field.

21. 21 Transaction Coding – all levels of coding It is possible to set up a list of favourite codes for each code type, in order to avoid the need to do a full search for every code you require. Instead, your most frequently used codes will appear in the drop-down selection list. You can select up to 15 favourite codes:- Search for the codes you want to add to your list of favourites. Click to the right of the code you want to add to your favourites list. The code displays on the right of the window under the Favourites heading. To remove a code from your list of favourites, click.

22. 22 Transaction Coding – all levels of coding Enter the required codes by either: Typing the code straight into the field, or Clicking the drop-down arrow beside the field and selecting the code from the list. Alternatively Select Search from the drop-down list and search for the code:- If you know the value or description of the code you are searching for, type it in the Code Value or Description fields and then Click Search. Alternatively, leave all fields blank and Click Search. Click to the right of the code you want. The Transactions Details window re-appears with the code displaying in the coding field.

23. 23 Transaction Coding - Tax. You will need to enter the correct tax rate for each transaction. You can do this by clicking the drop down and select the relevant tax rate. If tax only applies to part of your transaction, you can split the transaction over more than one line and apply the appropriate tax to each line. See next page on how to split lines.

24. 24 Transaction Coding – split transaction Split a Transaction You can manually split an amount across more than one line should you need to split a transaction across more than one line of coding, e.g. if one transaction needs to be split across multiple departments or cost centres or different tax codes. Click to the left of the coding line:-. Alternatively, type the amounts directly into the Amount Incl column of each line. Code each line accordingly. Apply the relevant tax code. Remember the Balance field must show 0.00. If you require more than four lines to split your transaction, click the More.. link that sits immediately underneath the coding lines. Six extra lines are added.

25. 25 Transaction Coding – split transaction Split a Transaction If you have selected to Click to the left of the coding line, the Split Transaction Line dialogue box appears, allowing you to either: Split the amount evenly across 2-10 lines (select the number of lines from the drop- down field and click Save. Each line takes an even portion of the original line and taxation amounts). Split the line by amount (select the number of lines you want to split the transaction across, adjust the amounts in the Line Amount text boxes and click Save). With either method, any new lines are coded identically to the split line.

26. 26 Transaction Coding – receipt confirmation Receipt Confirmation Barclaycard Spend Management allows you to indicate whether or not you hold a valid tax receipt for a transaction. You must complete one of the boxes:. To indicate you hold a valid tax receipt for a transaction, click the Receipt check box on the Coding tab of the Transaction Details window so that a green tick appears To indicate you do not hold a valid tax receipt for a transaction, click the Receipt check box so that a red cross appears If you do not have a valid tax receipt please put an explanation in the narrative box. You will also be required to add additional information about your purchase in the Narrative Details box. Against the supplier add details of the purchase and the reason for purchasing.

27. 27 Submit a Transaction for Approval Upon your review and completion of any information and coding relating to your transaction, click save and the transaction is automatically made available to your transaction approver. They will receive an auto email prompt to let them know this transaction is available for approval..

28. 28 Reporting - Cardholder Transaction Search – Personal This report allows you to report on your own transactions and has a wide range of search criteria allowing you to restrict the search by date (statement period, user-defined date range, or a common execution range like last week or last month), transaction type, transaction status, the supplier's merchant group or category, currency, amount, or even by how you coded them.. Wildcard Character Barclaycard Spend Management reports allow for wildcard searching (use of the % character) within search fields.

29. 29 Reporting - Cardholder Transaction Search – Personal Search results will appear on screen and can be exported to Excel or PDF:-.

30. Approver Training

31. 31 Topics Home Page Viewing transactions Approving transactions Reporting

32. 32 Home Page An Approver’s Barclaycard Spend Management Home Page will include a link to Approvals. The link to Approvals will be flashing to notify you if you have transactions you need to action:-

33. 33 Viewing Transactions When you click Approvals from your home page main menu you will be taken to your Items Requiring Attention screen. Any statement periods where approval action is required will appear red:-

34. 34 Viewing Transactions The Items Requiring Attention screen displays a list of employees who have transactions awaiting your approval, as well as the account type, statement period, and number of transactions. If you click the employee name, you will be taken to the Transaction Approval screen, and it will display all transactions that need approval across all periods and all account types:- If you click a statement period beside an employee's name, you will also be taken to the Transaction Approval screen, but it will display only the transactions for that period and that account type. :-

35. 35 Viewing Transactions A number of transaction and approval icons can be seen on the Transaction Approval screen. When viewing the transactions of an employee that require your action, you will see two sets of icons to the right of the transaction detail. One relates to the status of a transaction, the other to the approval status. See next page for an explanation of the icons:-

36. 36 Viewing Transactions This indicates there is mandatory coding or information still required for this transaction. This indicates all required information has been entered. This indicates the transaction has been automatically coded. This means that via default coding, all the information required for this transaction has been entered. Transaction Status Icons These icons are determined by the action of the employee: Approval Status Icons These icons are determined by the action of the approver: This indicates approval is required for this transaction. This indicates approval has been given. This indicates the approver has requested more information.

37. 37 Viewing Transactions To view more information for a transaction click the transaction status icon to the right of the transaction you want to view from the Transaction Approval screen. A details screen for the transaction type appears, automatically defaulting to the Coding tab. Click on summary to view any enhanced data that may be available:-

38. 38 Approving Transactions You can approve all transactions via the Approve All link on the top right of the approver's Transaction Approval screen. Clicking this link will approve all transactions on the screen that have not yet been actioned. If you have already actioned some approvals by requesting more information, it will not alter their status. It will only approve those that remain under the Approval Required heading:- If you do not want to approve all transactions in one go, but select a number to approve and then deal with exceptions, you can use the Approve Selected Items link, which also appears when the Approve All Availability option is activated.

39. 39 Approving Transactions Alternatively you can view and approve individual transactions from the Transaction Approval screen, by clicking on the approval status icon to the right of the transaction you want to approve. The icon will be either be a question mark, exclamation mark or tick, depending on the transaction's current status. The Transaction Details screen appears, defaulting to the Approval tab:- You now have the options to send the transaction back to the cardholder via the Information Required selection, mark the transaction as Approval Required (if previously approved in error) or click on the Approved option. You can also add some comments if required in the Approver Comments box. Click Save and this transaction will now appear under the appropriate heading of the Transaction Approval screen.

40. 40 Reports A range of reporting is available to an Approver, including:- Spend – Employee: This report details all charges made by a selected employee for a selected period. Suppliers – Employee: This report allows an Approver to view the suppliers used by the employees they are responsible for. Analysis – Employee: This report allows an Approver to analyse the spending pattern of the employees they manage.

41. 41 Reporting All the available reports have a wide range of search criteria allowing you to restrict the search by date (statement period, user-defined date range, or a common execution range like last week or last month), and may also include other search criteria such as transaction type, transaction status, the supplier's merchant group or category, currency, amount, or even by how you coded them (depending on the report that you are running):-. Wildcard Character Barclaycard Spend Management reports allow for wildcard searching (use of the % character) within search fields.

42. 42 Reporting Search results will appear on screen and can be exported to Excel or PDF:-.

43. Process Complete! At this point all transactions will have been coded, tax applied and approved by 26 th of the month, ready for download into the General Ledger on the last working day of the month. All receipts have been checked and retained for audit purposes for 6 years plus the current year.