ECManager Attachment Tool

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

2. ECManagerAttachment Tool • Key Points • Attachments Roles • Access Transactions • Email notification • Upload a Document • Access Transactions • ECManager • Search Transaction • FinancialLink View • Email Reminders

3. ECMANAGER ATTACHMENT TOOL Key Points • 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 Image Goes Here

4. ECMANAGER ATTACHMENT TOOL ECMANAGER ATTACHMENT TOOL Attachments Roles Authorization is role based and applies to the Attachment Tool search engine, FinancialLink Queries and the Operating Ledger 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 DELETE: Attachments can only be deleted either before the transaction posts to the Operating Ledger or the same day it was uploaded

5. ECMANAGER ATTACHMENT TOOL ECMANAGER ATTACHMENT TOOL Attachments Roles cont. 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. ECMANAGER ATTACHMENT TOOL Attachment Roles cont.

7. ECMANAGER ATTACHMENT TOOL Attachment Roles cont.

8. ECMANAGER ATTACHMENT TOOL Attachment Roles cont. 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 789123. 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 – email Notification Department Administrators & Transaction Reviewers 1. Click the transaction id number 2. Click on the number in the ‘Upload Receipt’ column to access the Attachment Tool

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

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

15. ECMANAGER ATTACHMENT TOOL ECManager - Department Administrator

16. ECMANAGER ATTACHMENT TOOL ECManager -Transaction Reviewer

17. ECMANAGER ATTACHMENT TOOL ECManager - Cardholder

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

19. ECMANAGER ATTACHMENT TOOL Search

20. ECMANAGER ATTACHMENT TOOL

21. ECMANAGER ATTACHMENT TOOL Search cont.

22. ECMANAGER ATTACHMENT TOOL 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 • 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. ECMANAGER ATTACHMENT TOOL Advanced Searches 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. ECMANAGER ATTACHMENT TOOL View attachments in FinancialLink Reports Drilldown on the transaction id number to view the Express Card Statement Detail

25. ECMANAGER ATTACHMENT TOOL Email Reminders • The Express Card team will send courtesy emails to the Cardholder, Department Administrator and Transaction Reviewer • The email 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