Lloyds Bank Commercial Cards CCDM User Guide

Transcription

1 Lloyds Bank Commercial Cards CCDM User Guide Reporting for Administrators Version 1.1, Please note that this document is for guidance only and as such not all screenshots will mirror your view of the system exactly COMMERCIAL CARDS

2 Contents Header Start Page Navigation 3 Mapping an Account to an Employee 5 Running an Extract File 6 Reports 7 Appendix 1 Creating a New Employee 9 Creating New Employees on Bulk 11 Appendix 2 Creating a New File Template 14 2

3 The Login Page You can login to Commercial Card Data Management (CCDM) here: You will be informed of your login details once you have been set up as a user. You may receive two s automatically generated and sent from the system; or you they may be communicated to you outside of the system If you ever forget your password you can use the Forgotten your password? link on the login page. It will ask for your username, after which the system will you a new, temporary password 3

4 The Home Page At the top right corner of the home page, a menu with four links is displayed. Here, as well as being able to change the language and personal settings of the system and log-out, you can refer to a comprehensive Help section Help opens on a subject that relates to the page you are viewing at the time but there is also a search function Help opens on a subject that relates to the page you are viewing at the time but there is also a search function There are two links available in the Main Menu : You complete most tasks in Administration, including extracting data into a file You can perform advanced searches of your transaction data, and export the results, in Reports (see page 7) 4

5 Mapping an Account to an Employee To extract data from CCDM, all accounts must be mapped to an employee. This is a task you will need to complete when logging-in for the first time and something you need to maintain on an on-going basis. Unmapped card accounts will not pull through into the extract file If all that s required is a file containing transaction data, it is sufficient to map all accounts to a single employee. Normally one of the administrators that has already been set-up is used Occasionally it is necessary to create an employee record for each cardholder (see Appendix 1) and for accounts to be mapped to the correct employee. This is a greater effort to maintain but enables you to append data such as Employee ID or Cost Centre to the transaction data Accounts are mapped in Administration > Overview > Account Management. In the window that pops-up, click Search to retrieve an unfiltered list of accounts; or use the tick boxes on the right to view mapped or unmapped accounts only The search results are initially displayed in a tabular format. You must click on the numbers within the table to see the accounts listed There are two icons to the right of every accounts: Here you can view details of the account Here you can search for and select an employee to map the account to Once you have found the correct employee, click on the symbol to the right in order to map the account 5

6 Running an Extract File You can extract data in Administration > Data Extract Management > Data Analysis. The Default Data Analysis Template will be used, producing a Excel file with the following contents: Alternatively, in Open Template you can select a template you have previously created and saved (see Appendix 2) On the General tab select the required date range / statement period, then click Run Data Analysis The file will be scheduled and may take up to 5 mins to complete To download the completed file go to Administration > File Management > The Vault. The Vault will open in a pop-up window Click on Outbox to see the files available to download. The most recently completed file will be at the top There are three icons to the right of every file: To move the file from the Outbox to another folder To download and open the file To delete the file from the Outbox 6

7 Reports In Reports you are able to perform a number of advanced searches: Transaction Search Company allows you to target, report on, or just find transactions that you are interested in Suppliers Company allows you investigate where cardholders are using their cards (i.e. at what merchants) Suppliers Top Spend allows you to rank the most used merchants either by spend value or transaction count Country Taxation allows you to search for and extract transactions with Enhanced Taxation Information (aka Level 2 or 3 data) Having selected one of the reports, a window will pop-up to refine your search criteria For example, after selecting the Suppliers Top Spend report you can choose: To run the report for a particular statement period or you can define a custom date range To rank the results by Total Spend, Transaction Count or alphabetically To include the Top 10, the Top 20 etc Click Search to close the pop-up window and view the results. It is below the search results that you will find the options to Export to Excel or Export to PDF The Country Taxation report is a slight exception to the above. Having selected this report you need to click on Run Country Taxation Report Job to set the date range and the desired file format Then when you click Search the task will be processed. You can view the status of the task here; but once complete you need to download the file from the Outbox of The Vault (Administration > File Management > The Vault) 7

8 Lloyds Bank Commercial Cards CCDM User Guide Appendix 1 COMMERCIAL CARDS

9 Creating A New Employee Occasionally it is not sufficient to map all card accounts to a nominated administrator. To give one common example, it may be necessary to include in your file the cardholder s Employee ID, something you could achieve by creating an employee record for every cardholder and mapping cards to the relevant employee To give a second common example, you may wish to include in your file the cardholder s cost centre. You could achieve this by creating an employee record for every cardholder and mapping cards to the relevant employee To create an employee, click on Employees in Administration > Administration Overview. The page will refresh and a window will pop-up allowing you to search all existing employees in the system. Close the search window Returning to the main menu, click Insert New Employee to the right of the screen. Another window will pop-up in which you can input and save the new employee s details 9

10 Creating A New Employee As a minimum you will be asked to provide the employee s ID (or any other unique reference) and the employee s Surname. To aid searching for employees within the system, it is recommended you also provide the employee s forename When finished, click Save to create the employee. You will now be able to find the employee when performing a search To add a finance code (such as cost centre) to the employee, you will then need to find the employee in Administration > Administration Overview On the search results click the second symbol and input the code. For all accounts mapped to this employee, this code will then be applied to all future transactions. The code will not be applied to transactions retrospectively 10

11 Creating New Employees on Bulk Using the Human Resources (HR) Interface file, it is also possible to create new employees by uploading a spreadsheet into CCDM To obtain a copy of the latest HR Interface file, visit Administration > File Management > The Vault, select Documentation and then click the symbol on the right hand side to download the Fraedom interface pack.zip Open the Human Resources (HR) Interface Sample.xlsx and delete it s contents. You then need to prepare the interface file, populating the spreadsheet with employee details. Each row equates to an employee To set a finance code for an employee, in the column headed Employee Default Codes enter Finance Code 1^ followed directly by the employee s code. Below for example the employee s finance code would be uploaded as Once the spreadsheet has been prepared, you first need to upload it into CCDM. You do this by visiting File Management > The Vault and in the Inbox clicking Upload File. The system will ask you to click Browse and locate the saved spreadsheet; before clicking OK You then need to import the file in order for it to take effect, which you do by visiting File Management > Refresh Interfaces. There is a four stage process to go through, detailed on the next page Do not amend the layout of the HR Interface file template as it will have adverse affects. If fields are not required then leave them blank 11

12 Creating New Employees on Bulk 1. File Uploaded firstly, click the green symbol to the right of the file you want to take through the refresh process. When prompted, select HR Employee Details as the Interface Type and click Process Interface 2. File Imported you can check the file is being imported correctly by clicking on the first symbol; but once happy, click the green symbol 3. File Checked the data within your file will be checked and a window will pop-up showing the results. This check can be repeated by clicking the amber symbol; but once happy, click the green symbol to progress 4. File Complete by this point all changes will have taken affect. The red symbol to the right of the file will delete the record but it will not reverse the changes 12

13 Lloyds Bank Commercial Cards CCDM User Guide Appendix 2 COMMERCIAL CARDS

14 Creating A New File Template Rather than using the Default Template you can create your own in Administration > Data Extract Management > Data Analysis On the General tab you can amend the template settings, including: File Type choose from XLS, XLSX, CSV or TXT Date Format e.g. DD/MM/YYYY On the Fields tab you can view and amend the data to be included in your template. Each field represents a column within the file Displayed on the left are the fields available to extract from CCDM. You must first select a Field Category from the drop-down box Displayed on the right are the fields that have already been selected Use the green tick and red cross symbols to add or remove fields from the template On the right hand side click-and-drag to re-order the fields / columns Once complete, click Save As To include an employee s finance code (see page 9) you should select Field Category Transaction Line Coding and field Finance Code 1 14