©2013 jpmorgan chase & co. proprietary and confidential smartdata.gen2 expense report training

©2013 JPMorgan Chase & Co.Proprietary and Confidential

smartdata.gen2

Expense Report Training


Overview of Expense Reporting

Logging on

Creating an Expense Report

Account allocation

Adding receipt to transactions

Splitting transactions

Adding mileage transactions

Adding out-of-pocket transactions

Submitting for approval

Printing Expense Reports

Agenda

January 2014


The expense reporting feature allows Smith College to do workflow-based expense management. The expense report workflow and approval steps are defined by the College to help meet their expense approval business needs.

Expense Report Management Introduction

Create Expense Report & Select

Transactions

Split & Allocate Transactions

Add Mileage & Cash Expenses

Submit for Approval

Approving Manager can

reject or approve

Closing Finance Group can reject

or close the report

Expense Report Features and Work Flow Process

January 2014


January 2014

• Save and/or bookmark URL http://smartdata.jpmorgan.com• Browser versions supported are IE8, 9, 10 and Firefox 24

http://smartdata.jpmorgan.com/


Application Access: Click,

type or copy and paste the link

below into your browser (save

as a favorite for easy access)

https://smartdata.jpmorgan.com/

You will receive two emails

from MasterCard Worldwide.

One containing your User ID

and the other one containing a

temporary Password.

User IDs and Passwords are

case-sensitive.

Use these credentials to login

for the first time. You will be

prompted to change your

password and enter additional

data.

User Login

HINT: Copy and paste the temporary password from the

email into the application.

January 2014

https://smartdata.jpmorgan.com/


Enter the temporary password (copy and paste)

Create a new password – must be 8 digits and contain

at least 2 numbers and click Submit

Choose a password reset Security Question from the

list and enter your answer and click Submit

You will now be prompted to setup 3 Challenge

Questions and Answers

You will be required to answer one randomly selected

Challenge Question each time you login

User Login: New Password and Security Questions

NOTE: User IDs and Passwords are case sensitive.

January 2014


Cardholder Login: Home Screen

Activity – at-a-glance view of existing expense reports – status, amount and date submitted

Review Required – cardholders can quickly see the last 5 outstanding transactions

Reports & Data Files - where you find Expense Reports you have scheduled to print

Resource Center – View Smith College expense policies as well as other helpful information

Create Expense Report – allows easy creation of a new expense report

Snapshots – provides graphs of the spend for the existing or previous month’s spend

January 2014


Create Expense Report: Step 1 - Selecting Transactions

Easy-to-follow wizard navigation with Progress Panel

Read the customized instructions at the top of the screen

Change the report description to help you and your approver easily identify the report

Select the appropriate transactions – If some of the transactions are on page 1 of the transaction list and others are on page 2, you must click Save at the bottom of the page before progressing to page 2

Note: Transactions may take 24-48 hours to load into the application after they post to your card account. Some merchants, such as taxis, may take longer to post than others.

Click the Next Button at the bottom of the page

January 2014


Cost Allocate transactions by clicking on the cost allocation icon to allocate

transactions one at a time. Hovering on the icon will enlarge it.

Click the “Expand All” link to open all transactions for allocation at the same time

Create Expense Report: Step 2 – Split and Cost Allocation

January 2014


If the Expense Type field is pre-populated, enter the required information in the corresponding fields

Enter the required details of the transaction in the Expense Description field. This is an important

field to complete. Reports without a description may be rejected.

Select the Personal check box if the transaction was accidentally charged to Smith College for a

personal purchase

Create Expense Report: Step 2 – Split and Cost Allocation cont…

January 2014


Update or choose the values from the corresponding drop down lists for the Fund, ORG, Account AND PROGRAM for the transaction as needed.

If applicable, choose a value for the Activity, Location and Index fields.

Copy to All on Page can be used to copy the cost allocation values you choose in one transaction to all transactions on the page. Note: This will not copy the Expense Description or Expense Types to all transactions, only the cost allocation values.

Create Expense Report: Step 2 – Split and Cost Allocation cont…

January 2014


A transaction can be split into parts so each part can be cost allocated to a different accounting

code.

Each split has its own accounting details which may include purchase details, expense descriptions

and accounting codes. All split amounts must add up to the total for the transaction

To split a transaction, click on the split icon next to the transaction to open the split transaction

screen

Create Expense Report: Step 2 – Splitting Transactions cont….

January 2014


Specify the number of splits needed in the Split(s) box and click ADD

You will be able to split by Amount or Percentage – choose from the Split By: drop down

The transaction will be evenly split. Update the split amounts in either the amounts or percentages column

The Totals: row will total your splits and show if you are out of balance

Click Save once you are in balance to apply the splits and activate the account allocation screens for your splits

Go into each split by utilizing the account allocation icon or clicking the expand all link and update the coding

Click Save again to apply your changes

Click on the Expense Report hyperlink at the top of the page to return to your expense report

Create Expense Report: Step 2 – Splitting Transactions cont….

January 2014


Create Expense Report: Step 2 – Tips and Saving Your Work

Tip: When selecting a number from a drop down list, you can start typing the number in the Starts With: box to

quickly jump to the number in the list. When you see the correct number, click on the number with your mouse to

select.

Tip: Press Next, Back or Save buttons to save changes on any workflow screen. On the Split and Cost Allocate

screen, pressing the Split , Transaction Detail , or Addenda icons will save changes too.

January 2014


Receipt images must be attached to your expense report using the receipt

image icon.

Exceptions:

– Transactions under $25.00 do not require a receipt to be attached

– If the merchant sends line item detail (indicated by a red icon next to the receipt

upload icon) AND it matches your receipt no receipt is required to be attached

Receipt images can be attached at the transaction level and/or on the

Expense Report Summary Screen.

Use your office multi-function copier/printer or smart phone to scan to create

an image of your receipt and save to your workstation.

– Receipt files must be .pdf, .jpg or .png

– The file size limit is 4 megabytes

Create Expense Report: Step 2 – Attaching Receipts

January 2014


Attaching Receipts at the Transaction Level:

Transaction with receipt attached

Transaction without receipt attached (green arrow on icon)

If your transaction has a red icon in the Additional Information

section, click on the icon to view the information sent by the

merchant. If the data matches your receipt, you do not need to

upload a receipt for that transaction.

Click on the receipt icon to

attach an image of the receipt to the

transaction

Select the receipt

status from the drop

down list

Create Expense Report: Step 2 – Attaching Receipts

January 2014


Attaching receipts at the Transaction Level:

Create Expense Report: Step 2 – Attaching Receipts cont…

Click on the “Upload” icon

next to the corresponding transaction.

The “Add Receipt” box appears

Use your office multi-function

copier/printer or smart phone to scan

to create an image of your receipt.

Browse local drives for your saved

receipt file

– Receipt files must be .pdf, .jpg or .png

– The file size limit is 4 megabytes

Click “Add” button to complete

January 2014


Create Expense Report: Step 2 – Attaching Receipts cont…

Attaching receipts at the Expense Report Level:

The last step in creating an

Expense Report takes you to the

Review screen. From this

screen click “Add Receipt”

button to add a receipt file if

needed.

All images to be attached here

must be scanned into one

document.

– Receipt files must

be .pdf, .jpg or .png

– The file size limit is 4

megabytes

January 2014


Create Expense Report: Step 2 – Viewing Receipt Images

Click on the receipt icon for the

transaction to view the receipt image

attached

The receipt will pop up in a window to view

View/Print/Download

– View an image of receipt

– Download an image file

– Delete an image if needed

January 2014


Click the Next button to navigate to next process in the workflow which is Mileage Transactions.

Note: If you do not have Mileage or Cash transactions you can skip those screens by clicking on the Submit for Approval workflow link.

Create Expense Report: Step 3 – Entering Mileage Transactions

January 2014


Click the “Add” button to add a line to enter your mileage transaction


January 2014


Select the date and enter the number of miles traveled

Enter the to and from locations in the Description Field

Click the Account allocation icon to allocate the transaction.

Click “Next” to go to the Cash Transaction page.


January 2014

Note: The Debit/Credit Code on this screen is asking the question, “Does this transaction debit the college or credit the college?”. This field defaults to Debit for mileage and cash transactions. There is no need to change it.


Click the “Add” button to add a line to enter your out-of-pocket expenses

Fill all of the information, add your receipt image and click “Next” to submit your expense report for approval

Create Expense Report: Step 4 – Entering Cash Transactions

January 2014


Create Expense Report: Step 5 – Submit for Approval

January 2014

The approval screen is a recap of your expense report

Changes can be made by using the progress panel to navigate back to the step

The amount due employee is the total of your mileage and cash transactions less any personal transactions

Click Add Receipt button to add an additional receipt if needed

Click the Schedule button to generate a pdf copy of your expense report which will be emailed to you

Click the Submit button to submit to your manager for approval


Once you submit your expense report for approval you will be taken to your Expense Report List. You can navigate to this screen anytime from the Home page or through the Expense Report menu option “View Expense Reports”.

You will see the status of your expense reports and the pending approver for your expense reports.

Click on the blue link for your expense report to open the report. You will be able to continue working on reports you started but have not submitted or schedule a copy of your expense report to be created in PDF and sent to you.

Expense Report List Screen – Status and Rejected Reports

January 2014

If your expense report was rejected, click on the history icon to open the comments and view why the expense report was rejected.

Click on any of the blue hyperlinks for your expense report to open the report. You then will be able to update and resubmit your expense report.


You can create a PDF copy of

your expense report from the

approval screen before or after it

has been submitted by clicking the

schedule button.

You will receive an email from

“Online Reporting” containing a

zip file which houses your

expense report and all the

attached images.

The report will also appear in the

smartdata inbox on your home

page.

The zip file is password protected

with the password you use to login

to smartdata.

When you click on any of the

documents within the file you will

be prompted to enter your

password.

Expense Report List Screen – Printing Expense Reports

January 2014

©2013 jpmorgan chase & co. proprietary and confidential smartdata.gen2 expense report training

Documents

expense report workflow

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jpmorgan chase

new expense report snapshots

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expense reporting feature

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