Visa IntelliLink Spend Management - USA Gymnastics

Visa IntelliLink Spend Management – Mobile App GuideTake photos and upload receipt imagesFor organizations who have enabled the receipt functionality, a great feature of the mobile app is the ability totake a photo of a receipt immediately after receiving it, and before its matching transaction appears on youraccount statement. This helps you keep track of your receipts while traveling, and makes it easy to link themto your transactions once they are ready to be coded.If you use the Visa IntelliLink Spend Management mobile app to take photos of your receipts, the imagesare immediately uploaded to your Image Library, where you can easily find them when linking receiptimages to your transactions.Use the mobile app to take a photo and upload the receipt image (for iOS Users):1. Tap the Add button (the top of the screen.) at2. In response to What would youlike to add?, tap A receipt usingthe camera.3. Take a photo of the receipt.4. The image is immediatelyuploaded to your Image Library,where you can easily link it to itsmatching transaction after itappears on your accountstatement.Tip: If you’ve already takena photo using your phone,choose A receipt from thegallery to upload it to theImage Library.May 2018Visa Confidential14

Visa IntelliLink Spend Management – Mobile App GuideUse the mobile app to take a photo and upload the receipt image (for Android Users):1. Tap the Add button () atthe bottom of the screen.2. Tap ( ), which means Areceipt using the camera.3. Take a photo of the receipt.4. The image is immediatelyuploaded to your Image Library,where you can easily link it to itsmatching transaction after itappears on your accountstatement.Tip: If you’ve already taken aphoto using your phone, tap( ) A receipt from thegallery to upload it to theImage Library.Tips for taking a good receipt photo Take the picture in a well-lit area or turnon your flash.May 2018Visa Confidential15

Visa IntelliLink Spend Management – Mobile App GuideLay the receipt on a flat, non-reflective,contrasting surface. Make the receipt as flat and wrinkle free aspossible. Hold the camera directly above thereceipt (not angled). Keep still so the picture is not blurry. Some receipts are very long, with thebottom part of the receipt taken up byvendor marketing. If this is the case, justphotograph the part of the receipt thatcontains the important data (themerchant, transaction date, itemspurchased, subtotal, total, and taxes).May 2018Visa Confidential16

Visa IntelliLink Spend Management – Mobile App GuideLink receipt images to transactions1. Tap the Visa IntelliLink SpendManagement mobile app icon onyour phone or tablet.2. On the Expenses screen, tapthe transaction you want toattach a receipt to. for example, The Sun Hotel.Tip: Tap to take a photoand upload receipt imagesto your Image Libraryimmediately after receivinga receipt, and before thetransaction appears in theapp.3. On the Transaction screen, tapRECEIPT.May 2018Visa Confidential17

Visa IntelliLink Spend Management – Mobile App Guide4. The Receipts screen displays,showing you unlinked imagesthat were previously uploadedto the Image Library.Tap the Link icon ( )to attach an existing receiptimage from the Image Libraryto the transaction.Or, to attach a new receipt imageto a transaction, see the nextpage.Note: Use the Image Library in the full website version of Visa IntelliLink Spend Management to edit ordelete the images displayed on the mobile Receipts screen.To attach a new receipt image to a transaction (for iOS Users):5. Tap the Add button () inthe upper right-hand corner toattach a new receipt image tothe transaction: either by takinga photo of a receipt with yourdevice camera, or by selecting anexisting receipt image from yourCamera Roll.6. The image is immediatelyattached to the transaction andyou are returned to theTransaction Details screen.(There is no need to tap the Linkicon.)May 2018When tapped, the Add button ()displays two options for attaching anew receipt image.Visa Confidential18

Visa IntelliLink Spend Management – Mobile App GuideTo attach a new receipt image to a transaction (for Android Users):5. Tap the Add button () inthe lower right-hand corner toattach a new receipt image tothe transaction: either bytaking a photo of a receipt withyour device camera (), orby selecting an existing receiptimage () from yourPhotos app.When tapped, the Add button ( )displays three options for attaching anew receipt image:6. The image is immediatelyattached to the transaction andyou are returned to theTransaction Details screen.(There is no need to tap the Linkicon.)Take a new photoSelect a photo from the Photosapp.Cancel7. After linking a receipt, theTransaction screen redisplays.- To finish coding thetransaction: Tap Select tochoose an Expense Template,complete any required fields,then tap COMPLETE. See theCode transactions sectionabove for more details.A thumbnail image ofthe linked receipt.- Or, to code the transactionlater: Tap COMPLETE. You arereturned to the Expensesscreen. The transaction stillappears in the list because itremains in To do status.May 2018Visa Confidential19

Visa IntelliLink Spend Management – Mobile App Guide8. On the Expenses screen, tapanother transaction tocontinue linking receiptimages.May 2018Tip: To view previouslycompleted transactions,tap the Filter icon, thentap Pending approval, orCompleted, as needed.Visa Confidential20

Visa IntelliLink Spend Management – Mobile App GuideApprovalsWhen a cardholder completes and submits a transaction, Visa IntelliLink Spend Managementroutes it to the managers who need to approve it.The Approvals screen is where you review and approve expenses. If it is not already displayed, tapOptions menu (), Approvals to view the Approvals screen. Here is a quick tour:Tap forOptions or toLog out.Tap to Search fortransactions by payee,amount, or date.Transaction TypeIcon, (based onMerchant Categoryof payee).Tap to Filter byemployee name.Tap to Filter byapproval status.(Default is To do.)Comment or Questionfrom Approver orEmployee.Receipt attached.Employee name.The person whosubmitted theexpense.Transaction payee.Transaction date.May 2018Transaction currencyand amount.Visa Confidential21

Visa IntelliLink Spend Management – Mobile App GuideApprove transactions1. From any app screen,tap the Options menu.2. The Options menu slides infrom the left. Tap Approvals.Note: These first two steps arenecessary only if you have setthe Expenses screen as yourHome page. Otherwise, theApprovals screen displaysautomatically whenever youstart the app.iconTheTheToTododoicon( () )showshowmanyshows how ewandapproval.review and approval.3. On the Approvals screen, tapa transaction to review andapprove Tapsearchforfora specificTap to tosearcha yee.Tap to tofilteremployee.Taptofilterbystatus.Tap to filter by status. for example, Andrew Phillips’Whitcoulls Galleria expense.Transactions aresorted by Date, oldestTransactions areat the top.sorted by Date,oldest at the top.Note: This release of the mobile app supports transaction-based approval only. The approval of expensereports from the mobile app is currently unsupported. We are working hard to develop this feature, andanticipate it being included in a future release. Thank you for your patience!May 2018Visa Confidential22

Visa IntelliLink Spend Management – Mobile App Guide4. On the Transaction Detailsscreen, review the expense—including the amount, receiptimage (if present), coding, andany descriptions.Tip: If necessary, scroll down tosee the entire transaction.Review thethe expenseexpenseReviewdetails.details.5. To return the expense to theemployee for moreinformation, type yourcomment/question and tapSend. (Optional)Type a comment or question,then click Send. (Optional)May 2018Visa Confidential23

Visa IntelliLink Spend Management – Mobile App Guide6. Tap Approve, as appropriate.Tip: To switch between the Todo and Recent approvals lists,tap the Filter ( ) ) icon at thetop of the Approvals screen:The expense is removed from theTo do list and transferred to theRecent approvals list.Undo an approvalSometimes you need to change your approval of a transaction. For example, you inadvertently approved anexpense initially, but meant to request more information. Here’s how:1. From any app screen,tap the Options menu.2. The Options menu slides infrom the left. Tap Approvals.Note: These first two steps arenecessary only if you have setthe Expenses screen as yourHome page. Otherwise, theApprovals screen displaysautomatically whenever youstart the app.May 2018TheToTododoiconicon( yourtransactions awaitreviewandapproval.review and approval.Visa Confidential24

Visa IntelliLink Spend Management – Mobile App Guide3. On the Approvals screen,tapto filter the list byapproval status.Tap to tofilterTapfilterbybyapprovalstatus.approval status.4. In the Approval Status popup,tap Recent approvals.May 2018Visa Confidential25

Visa IntelliLink Spend Management – Mobile App Guide5. In the Approvals list—filteredto show only recentapprovals—tap a previousexpense that you haveapproved.In this case, let’s undo theapproval of Etta Candy’sMedline Industriesexpense.6. On the Transaction Detailsscreen, tap Undo at thebottom right.The current disposition ofthe expense (e.g. Approved) isdisplayed here.May 2018Visa Confidential26

Visa IntelliLink Spend Management – Mobile App Guide7. After tapping Undo, the expenseremains on screen. At this pointyou may:Send a comment or question tothe employee, or Approveagain, if necessary.Note: An expense remains in Todo status until you Approve it.OrOrApproval statusApprovals are governed by your organization’s approval rules. At each change of approval status, thecardholder and/or approver may be notified of the change and requested to take necessary action tocomplete the process. For example, when you request more information from an employee regarding atransaction, it is automatically sent to them for comment. Most organizations are configured so that atransaction is locked after it has been approved and extracted.May 2018Visa Confidential27

Visa IntelliLink Spend Management – Mobile App GuideAccountsThe Accounts screen provides a quick way to view the details of a card account, including the accountnickname (which you can set in the Profile menu Personal Settings area of the main website), credit limit,current and available balance, payment amount due, and due date. You can also view and search for postedtransactions within your accounts.If it is not already displayed, tap Options menu (quick tour:), Accounts to view the Accounts screen. Here is aTap an Accountname to view itsdetails.View theAvailableBalanceandCurrentBalanceTapto search foraccounts byname.Tap Details toview the cardaccount details.Tap Transactionsto view postedtransactions.Switch to theExpenses screento code thetransactions.Note: The Accounts screen is a view-only feature. To code your expenses, use the Expenses screeninstead. See the Expenses section of this document to learn how.May 2018Visa Confidential28

Visa IntelliLink Spend Management - Mobile App Guide May 2018 Visa Confidential 2 Management, or Visa IntelliLink Spend Management (if necessary). 2. Select the Visa Spend Management app. 3. If prompted, tap Accept (from the App Permissions page). 4. Then do one of the following: Google Play: Tap Install Open.