Training for Aurora Public Schools Users https://informationmanagement

Purpose of VIM Database of transaction data updated daily View transactions for department/location Edit default budget codes for transactions Run basic spending analysis reports

First Page: Log In User ID & initial password will be assigned to you

IF THIS IS YOUR FIRST TIME LOGGING IN: You will be prompted to not only change your password, but also set up your 4 security questions

Second Page: Answer Security Question

Main Landing Page for Visa Information Management Click onto Visa Information Source

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

Retrieve 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”

Utilize the search function to locate the cardholder you wish to view. To view just 1 cardholder, click on the “?” to the right of “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. 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 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 check box to the left of the transaction data The budget code is now editable and can be changed in this view. If you need further information on what the segments of the budget codes are, and to view listing of codes, click on the “?” to the right of the budget code.

Clicking on the “?” again to the right of any segment will display a list of available codes, with their names, for that segment. Once any changes have been made, click “OK” at the bottom.

Once you are done editing budget codes on transactions, 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. Your changes are then saved.

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

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

SUMMARY: Viewing Transactions and Editing Budget Codes Log into Visa Information Management, click to enter Visa Information Source Click “Allocate Transactions” under Cost Allocation Select criteria such as cardholder and/or date range Click on the check box to the left of a transaction to edit it and/or view details Click on the “?” to view and select budget code segments Choose “Save” from the drop down at the bottom when complete