Visa IntelliLink Spend Management - Purchasing Department

Visa IntelliLink Spend Management - Purchasing Department

Visa IntelliLink Spend Management 1 Login Instructions To log in go to: https://intellilink.spendmanagement.visa.com Visa IntelliLink Spend Management Visa *Confidential* 2

Cardholders/Approvers will have a Username and temporary password which you will be prompted to change at initial login. Your Username will not change. It is your e-mail address without the @ aps.k12.c Your temporary password is: Welcome1 Visa IntelliLink Spend Management Visa *Confidential* 3 At the initial login, each user will be required to identify a memorable

word of between 5 and 12 alpha characters. Each time a user accesses the tool, he/she will have to enter 3 characters from that memorable word. Visa IntelliLink Spend Management Visa *Confidential* 4 Home Page Features Message from your Administrators. This will change over time.

Current Balance shows how much you have spent this month. Credit Limit shows your regular monthly limit. Available credit shows how much you have left to spend this month. Visa IntelliLink Spend Management Visa *Confidential* 5 Home Page Features Last 3 Transactions

Links to Statements will only show the past 3. You can go back further if needed elsewhere. Approver has quick links to view employee spend Visa IntelliLink Spend Management Visa *Confidential* 6 Home Page offers quick links

to view statements. Visa IntelliLink Spend Management Visa *Confidential* 7 Reconciling Expenses, Adding a Business Purpose & Changing Budget Account Codes Visa IntelliLink Spend Management Visa *Confidential*

8 Click on Account Statements Visa IntelliLink Spend Management Visa *Confidential* 9 A green ? Indicated the Transaction has been coded to

a default account code. A green indicates the transaction has been updated with a new account code or narrative. A red ! Indicates the transaction has not been approved yet. APS is not currently using this feature. Click on the ? next to the transaction you would like to view Visa IntelliLink Spend Management Visa *Confidential*

10 Changing Budget Codes Individual Coding on the Transaction Select the appear to view transactions; a coding screen will Users can split the transaction by clicking on the + sign Click on the drop down box for each segment and highlight search to find the list of cost centers to choose from

Visa IntelliLink Spend Management Visa *Confidential* 11 Changing Budget Codes Click the drop down and highlight Search another screen will appear click on Search again and all cost centers for this segment will be listed or type in the code value or description to find a specific code. Visa IntelliLink Spend Management

Visa *Confidential* 12 Changing Budget Codes Once you have identified the appropriate account number click on the Visa IntelliLink Spend Management Visa *Confidential* 13

Changing Budget Codes To list this account as a Favorite so that it is listed in the drop down click on the and then click on to enter the account in the coding field. When you code the next transaction this account will be listed in the dropdown. Visa IntelliLink Spend Management Visa *Confidential*

14 Changing Budget Codes & Adding a Business Purpose Once all of the segments have been coded complete the Narrative Details with a business purpose (reason for the purchase). When finished click Save to complete the allocation of the transaction. Visa IntelliLink Spend Management Visa *Confidential* 15

Printing Monthly Statements Click on the monthly statement you would like to print. Visa IntelliLink Spend Management Visa *Confidential* 16 Printing Monthly Statements

To print the statement, click View Printable Statement at the bottom of the page. Visa IntelliLink Spend Management Visa *Confidential* 17 Printing Monthly Statements Click Open.

Visa IntelliLink Spend Management Visa *Confidential* 18 Printing Monthly Statements The statement will open in a PDF format and should be printed by clicking on the printer icon at the top of the screen. Visa IntelliLink Spend Management

Visa *Confidential* 19 FAQs Visa IntelliLink Spend Management Visa *Confidential* 20 Frequently asked questions

Access/Login Is the user name case-sensitive? The user name is not case-sensitive. Is the password case sensitive? The password is case-sensitive. The password must include a minimum of 8 characters, including one lower-case character, one uppercase character, and one number. Will a user get locked out if that password is entered incorrectly? A user will be locked out of the account after four incorrect password entries. The account will be unlocked after two hours. The Program Administrator can unlock the account for the user. What happens if the user forgets their password? If a user selects the forgot password link, a temporary password will be sent to their email account. The user should check both their Inbox and junk email folder for any emails from the application.

Is there a session timeout? Yes. The application will timeout after 30 minutes of inactivity. Visa IntelliLink Spend Management Visa *Confidential* 21 Frequently asked questions Access/Login Is there a Second-Layer Authentication? Yes. At the initial login, each user will be required to identify a memorable

word of between 5 and 12 alpha characters. Each time a user accesses the tool, he/she will have to enter 3 characters from that memorable word. Will a user get locked out if the memorable word is answered incorrectly? A user will be locked out of the account after four incorrect entries. The account will be unlocked after the two hours. Also, the Program Administrator can reset the memorable word. Can individual cardholders have access to the system? Yes. If a cardholder would like access to their transactions so they can add a business purpose or change account codes, they need to request access by

contacting Wendy Hunter in Purchasing. Visa IntelliLink Spend Management Visa *Confidential* 22 Frequently asked questions Home Page My card account credit limit is not displaying correctly on my new card account. How can I get this corrected? This field may not be correct for the first month of the new card. However, it should reflect the correct amount after the first billing cycle completes.

How is the Current Limit, Current Balance, and Available Credit calculated? The Current Limit is the credit limit assigned by your Company. This is reset in the system once a month when the statement closes. The credit limit will not change in the system until the cycle closes but will be changed and active on your card. The Current Balance is the balance of all posted transactions. Pending transactions will not be included in this total. Available Credit is calculated based on subtracting the current balance from the credit limit. How much time do I have to change my budget account code and add a business purpose to the narrative box? Information from UMB is processed every Friday. Changes to transactions must take place by Thursday evening each week.

Visa IntelliLink Spend Management Visa *Confidential* 23

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