ecmanager attachment tool the official method to retain documentation that supports the business...

ECManager Attachment Tool

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

ECManager Attachment ToolKey PointsAttachments RolesAccess Transactions

Email notificationUpload a Document

Access TransactionsECManagerSearch Transaction

FinancialLink ViewEmail Reminders

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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 roleAll ECManager rolesBusiness Unit Roles

Key Points

Attachments RolesECMANAGER ATTACHMENT TOOLECMANAGER 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

Attachments Roles cont.ECMANAGER ATTACHMENT TOOLECMANAGER 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)

Attachment Roles cont.


Attachment Roles cont.


These roles can search, view and upload attachments when their BUMT profile matches:

A transaction’s default index ORA transaction’s modified index ORA 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


Access Transactions – email 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


Access Transactions – email 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


Upload a Document


Upload a Document cont.

Choose one…


Upload a Document cont.

Transaction is updated to reflect the attachment

Access Transactions in ECManager All Roles

ECMANAGER ATTACHMENT TOOLECMANAGER ATTACHMENT TOOL

ECManager is in the Buy & Pay Toolbox

ECManager - Department Administrator


ECManager -Transaction Reviewer


ECManager - Cardholder


ECManager – BUMT Viewer & Administrator


Business Unit Management Tool Roles


Search


Search cont.

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

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

View attachments in FinancialLink Reports


Drilldown on the transaction id number to view the Express Card Statement Detail

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

ecmanager attachment tool the official method to retain documentation that supports the business...

Documents