Visa IntelliLink

Spend Management

Website:
https://intellilink.spendmanagement.visa.com
/secure/welcome.asp

Create User Login-Memorable Word

Example:
Question: What was the name of your best friend in college?
Answer: Sally

S
A

CHANGE PASSWORD
1. Click on Settings
2. Click on Set Password

Click here

When there are transactions that need allocated, the

Account Statements link under the Main Menu will
flash yellow. Click the link to proceed.

Statement periods for user because

they are a cardholder.
Statement periods for all accounts
delegated to user to reconcile.

Statement periods that have transactions

needing coded will flash in red. Click on
UMB/Statements-06/22/2011 to view users own
statement.

This is just listing the users

account since they are a
cardholder.

Click on Account Statements/Delegated

Accounts UMB/Statements-06/22/2011
to view all other accounts user is to
reconcile.

These are all accounts this user is

delegated to reconcile and the
accounts in red have transactions
needing coded for statement
period 05/21/2011 to 06/22/2011.

Click on the account you want to view

(ex. Corporate (9418) Jean Wesselowski)

Listed are all transactions needing coded for the account

Jean Wesselowski-UMB-Corporate (9418) for the statement
period 05/21/2011 to 06/22/2011.

 First circle is status of transaction at the reconciler level.

Second circle is status of transaction at Accounts Payable.
The red X in the first circle indicates that the mandatory
coding is missing. The reconciler needs to code the
transaction.

The green check mark in the first circle indicates the

transaction has been viewed and completed. The reconciler
has coded the transaction accordingly.
Once the first circle status is a green check mark, the
transaction is then waiting on action from Accounts Payable.

The red exclamation mark in the second circle indicates the

transaction is needing approval from Accounts Payable.
Once the receipt and all appropriate documentation is
received by Accounts Payable, the transaction will be
processed.

A question mark in the second column means that this transaction requires
additional information before AP can approve. If the transaction reaches
Accounts Payable and there is not a detailed enough purpose for Accounts
Payable to determine the object code and/or the description field entered is
not correct, Accounts Payable will return the transaction to the reconciler by
email.
13

Sample Email

The email will state what information is needed for the transaction (listed under
vendor name). The reconciler must log into IntelliLink, click on the green check
mark and add the additional information and save the transaction. The question
mark will remain until AP approves the transaction.
14

The green check mark in the second circle indicates the

transaction has been approved by Accounts Payable.
When both circles are a green check mark status, the
transaction is completed in IntelliLink.

To code a transaction, click on the red X in the first

circle.
* Note-you can only select and code one transaction at a time.

To view additional detail for a transaction,

click on the Summary tab.

Transaction DetailsThis is where each transaction is coded.

Four lines automatically appear; however, only code the
number of lines you need.

If you need to code the expense to multiple Org Keys and/or multiple items,
complete the number of lines necessary for your coding. If more than four lines
is needed, click the More link to add more lines. If the purpose of the items
purchased are different, enter the items on separate lines.

 Click the drop down arrow under the Org Key column
If the correct Org Key is listed in the drop down list, select the appropriate option
If the correct Org Key is not in the drop down list of favorites, select the Search
option

1.
2.

To perform an Org Key search, enter either the Code Value and click
search to find by Org Key number OR
Enter a partial description followed by the % and click search to find by
Org Key description.

Option
1

Org Key

To add an Org Key found in a search to your list of

Favorites, click the right arrow pointing towards the list of
Favorites.
To select the correct Org Key, click the arrow pointing up.
This will add the Org Key to the transaction details.

To selectclick up
arrow

To add to
favorites, click
right arrow

 The object code will be determined by Accounts

Payable. This field should be left blank.

 Click the drop down arrow under the PE ID column

If the correct PE ID is listed in the drop down list, select the

appropriate option.
If the correct PE ID is not in the drop down list of favorites, select
the Search option

To perform a search for the PE ID, enter part of the

vendor name followed by the % in the Code Value Field
and click search.
Each search will
display up to 60 codes.

If a vendor is not in the database, complete the Lotus Notes Workflow Vendor form
and be sure to check mark that this is an IntelliLink transaction at the top of the
form. You cannot enter any other coding in the transaction details until you have the
PE ID; therefore you will need to cancel the PE ID search screen and Transaction
Details screen until you received notification that the Lotus Notes Workflow Vendor
form has been approved.
For hotels and gas stations, a separate vendor form does not need to be submitted
for each location.

PE ID
To add a PE ID found in a search to your list of Favorites,
click the right arrow pointing towards the list of Favorites.
To select the correct PE ID, click the arrow pointing up.
This will add the PE ID to the transaction details.

RECEIPT/INVOICE NUMBER

The receipt or invoice number will be assigned by Accounts

Payable. This field should be left blank.

BANK ID
Bank ID should default in. If it did not default in or the wrong
Bank ID is selected, make changes accordingly.

STATE CONTRACT NUMBER

A State contract number is not required. This field should be left blank.

DESCRIPTION

Reference book

Enter a description of the transaction in the description field.

This field is limited to 25 characters, so abbreviate as needed.
**The description is a list of items purchased. If there is not
enough space to list them all, list the large items first.

DESCRIPTION FIELD FORMAT

Subscriptions:

Subscrip99/99/99-99/99/99

Memberships:

Membersh99/99/99-99/99/99

Official Hospitality:

FY2012 Staff Training

Rental Car Fuel:

RC Fuel 14.515G@$3.89/G

Registration:

PO#-Reg-Topeka,KS

Travel Expense:

PO#-Lodg-Topeka,KS
PO#-Airf-Topeka,KS

** If the traveler will not be reimbursed and no PO# is

available, type the Travelers name instead of the PO#

NARRATIVE DETAILS
- Type the purpose of the purchase into the Narrative Details box.
- The purpose is what and how the item is being used. (i.e. Hammer is
a small tool used to build and tear down exhibits at the Museum.)
- If there are multiple items with different purposes, type each item
and purpose on a separate line in the Narrative Details box.
- The transaction will not save without typing the purpose into the
Narrative Details box.
- The purpose does not need to be written on the invoice.

32

Fields To Ignore
The following fields do not need to have any information entered:
Tax Code
Receipt

Once all coding is entered and all information is verified,

click the Save link to submit your transaction for Accounts
Payable approval.

After clicking Save, this will return you to the listing of all
transactions for the selected account and statement period. To
switch accounts and/or statement periods, select the desired
statement period link under Account Statements and select the
account you wish to view.
If you are finished coding, click Logout to exit IntelliLink.

Send all allocated receipts to Accounts Payable in the Business

Office Credit Card envelope with the following information on
the receipt:
a. Bank ID (in the lower left hand corner)
b. Circle the invoice total
c. Tape small receipts on 8.5x11 sheet of paper. Do not
tape multiple receipts on one piece of paper if they
are for different transactions. Do not tape over
information on invoice.
If the receipt was for a travel expense and there is a PO# to
reference, indicate this on the receipt. If there is no PO#, write
the travelers name and destination on the receipt.

CHANGES

If you realize you have made an error in the

coding of a transaction and it has not been
approved by Accounts Payable, you can
make the change to your coding in
Intellilink. Click the Save link to submit
changes (if not saved, changes will be lost).
If the transaction is already approved by
Accounts Payable in IntelliLink, you will
need to submit a Lotus Notes Journal Entry
form to make the correction.

LOGSHEETS
Logsheets will be emailed to the reconcilers. A separate
email will be sent for each P-card that is reconciled.
Copies of the cardholders credit card statement will no
longer be distributed. All information will be provided
on the log sheet.
Reconcilers will print in duplex each separate logsheet
and will obtain cardholder signature and ALL
appropriate budget authority signatures.

LOGSHEET EXAMPLE
Log sheets will be emailed
for all cardholders at one
time. If a cardholder is still
missing receipts and there
are transactions not coded
in IntelliLink, DO NOT print
the email.

This transaction has

not been coded.

Accounts Payable will resend

the log sheet once all
receipts/invoices have been
processed and all
transactions have been
coded in IntelliLink.

LOGSHEET SIGNATURES

Cardholders will sign

on the signature line.

This section will be left blank.

Does not apply to FHSU.
All appropriate budget authority signatures
should be obtained in this blank area.

RETURNING LOGSHEETS TO
BUSINESS OFFICE
IMPORTANT: Do not deliver or return log sheets until all signatures are
obtained.
If the budget authority is across campus, the reconciler can send an
email to the budget authority for approval. The transaction line on the
log sheet can be copied and pasted into an email to the budget
authority. The budget authority can reply with history with their
approval. The reconciler will print and attach the approval email to the
log sheet.
Sample
Email

Verify that all transactions on the log sheet have been coded.
Return the log sheet to the Business Office in the Credit Card Log
sheet Envelopes. These envelopes can be picked up in the Business
Office.

QUESTIONS????
Contact Accounts Payable at 5948.