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ECManager Attachment Tool The official method to retain documentation that supports the business purpose for all Express Card and Travel Event Planner.

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Presentation on theme: "ECManager Attachment Tool The official method to retain documentation that supports the business purpose for all Express Card and Travel Event Planner."— Presentation transcript:

1 ECManager Attachment Tool The official method to retain documentation that supports the business purpose for all Express Card and Travel Event Planner transactions

2 ECManager Attachment Tool  Key Points  Attachments Roles  Access Transactions  notification  Upload a Document  Access Transactions  ECManager  Search Transaction  FinancialLink View  Reminders

3 Image Goes Here ECMANAGER ATTACHMENT TOOL  Departments use the ECManager Attachment Tool to upload itemized receipts, packing slips, etc. for all Express Card and Travel Event Planner Card transactions  Department Administrators are responsible for ensuring the required documents are uploaded to every transaction  Attachments can be accessed in the Attachment tool, Operating Ledger and FinancialLink Queries  Documentation is stored in the ECManager database and is not purged  Access to attachments is based on a user’s role  All ECManager roles  Business Unit Roles Key Points

4 Attachments Roles ECMANAGER ATTACHMENT TOOL ECManager Roles  Department Administrator & Administrative Support  Search, view, upload attachments to transactions for cardholders within their ECManager workgroup  Transaction Reviewer  Search, view, upload attachments to transactions on their assigned Express Cards  Cardholder  Search, view, upload attachments to transactions for their own cards Authorization is role based and applies to the Attachment Tool search engine, FinancialLink Queries and the Operating Ledger DELETE: Attachments can only be deleted either before the transaction posts to the Operating Ledger or the same day it was uploaded

5 Attachments Roles cont. ECMANAGER ATTACHMENT TOOL Business Unit Roles  Attachment Viewer  Search and view attachments to transactions matching their Business Unit profile  Cannot upload or delete a document  Attachment Administrator  Search, view, upload attachments to transactions matching their Business Unit profile  Delete attachments either before the transaction posts to the Operating Ledger or the same day it was uploaded These are cross application roles and set up in the Business Unit Management Tool by the BUMT Administrator (formerly BUMT Department Administrator)

6 Attachment Roles cont. ECMANAGER ATTACHMENT TOOL

7 Attachment Roles cont. ECMANAGER ATTACHMENT TOOL

8 Attachment Roles cont. ECMANAGER ATTACHMENT TOOL These roles can search, view and upload attachments when their BUMT profile matches:  A transaction’s default index OR  A transaction’s modified index OR  A transaction’s index to/from a ENPET financial journal Ex. Your department profile contains index ABC1234 under ORG You will be able to see the transaction’s attachment when  Default index is ABC1234  Modify the index from DEF5678 to ABC1234 (index is changed before the transaction posts to the OL)  ENPET the index from ABC1234 to QRS4321  ENPET the index from LMN9876 to ABC1234

9 ECMANAGER ATTACHMENT TOOL Access Transactions – Notification 2. Click on the number in the ‘Upload Receipt’ column to access the Attachment Tool 1. Click the transaction id number Department Administrators & Transaction Reviewers

10 ECMANAGER ATTACHMENT TOOL Access Transactions – Notification 2. Click on the number in the ‘Upload Receipt’ column to access the Attachment Tool 1. Click to see a list of pending transactions Cardholders

11 ECMANAGER ATTACHMENT TOOL Upload a Document

12 ECMANAGER ATTACHMENT TOOL Upload a Document cont. Choose one…

13 ECMANAGER ATTACHMENT TOOL Upload a Document cont. Transaction is updated to reflect the attachment

14 Access Transactions in ECManager All Roles ECMANAGER ATTACHMENT TOOL ECManager is in the Buy & Pay Toolbox

15 ECManager - Department Administrator ECMANAGER ATTACHMENT TOOL

16 ECManager -Transaction Reviewer ECMANAGER ATTACHMENT TOOL

17 ECManager - Cardholder ECMANAGER ATTACHMENT TOOL

18 ECManager – BUMT Viewer & Administrator ECMANAGER ATTACHMENT TOOL Business Unit Management Tool Roles

19 ECMANAGER ATTACHMENT TOOL Search

20 ECMANAGER ATTACHMENT TOOL

21 Search cont.

22 Advanced Searches Attachment Types to Include This search will narrow the results to transactions that have the specified attachment type uploaded based on your search criteria ECMANAGER ATTACHMENT TOOL Attachment Types to Exclude This search will narrow the results to transactions that do not have the specified attachment type uploaded based on your search criteria

23 Advanced Searches ECMANAGER ATTACHMENT TOOL Ex. In the previous search if you also selected Attachment Types to Include - All Attachment Types - the results will be narrowed to 3 instead of 6

24 View attachments in FinancialLink Reports ECMANAGER ATTACHMENT TOOL Drilldown on the transaction id number to view the Express Card Statement Detail

25 Reminders ECMANAGER ATTACHMENT TOOL  The Express Card team will send courtesy s to the Cardholder, Department Administrator and Transaction Reviewer  The will contain a list of transactions that have posted to the Operating Ledger and do not have either an Itemized Receipt or Invoice document uploaded


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