Getting Started - details Online · GETTING STARTED ... THE ACME ORGANIZATION ... expense report...

User Guide

GETTING STARTED

BMO Spend & Payment SolutionsVersion 3.0

Software Release 12.1April 2012

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DOL User Guide Proprietary Information

No part of this guide may be reproduced or transmitted in any form, or by any means, electronic or mechanical, for any purpose, without the express written permission of the Bank of Montreal. The material in this document is for information purposes only and is subject to change without notice.

Copyright Bank of Montreal 2012. All Rights Reserved.

BMO details Online® is a registered trademark of Bank of Montreal.

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PREFACE

What is the Purpose of the Getting Started Guide?

The Getting Started Guide is divided into 2 sections. The first section shows you how details Online can be an effective tool for procurement management. The second deals with what you need to know to use details online.

details Online - Knowledge that works

This covers the following:

• The pillars and foundations of details Online

• Key benefits of details Online

• Features of details Online

The pillars and foundations of details OnlineThis section covers the pillars and foundations; Program Management, Financial Reconciliation, Reporting and Extracts, System Administration and System Configuration. It shows how each pillar and foundation is important for procurement management.

Key benefitsThis section covers the key benefits of details Online, controlling user access, account limits and approval processes, tracking and analyzing organization expenses, streamlining transaction management and facilitating General Ledger management. There is additional information on product support and value-added consulting services.

FeaturesA quick tour of each details Online module, STATEMENTS, TRANSACTIONS, EXPENSES, REPORTS, HIERARCHY, ADMINISTRATION and SUPPLIERS showing you the available functions in each module.


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Getting Started

This section covers the following:

• System specifications

• General navigation

• Hierarchy type

• User roles

• User documentation

• The Acme organization

System specificationsThe system, web browser and security requirements you need to know to use details Online. The free software you need to have and where to find it.

General navigationHow to navigate around details Online including where the top navigation bar and left navigation menu are located. It also includes additional time-saving features such as icons and sort-by options. Plus, you’ll get a tour of the details Online home page.

Hierarchy typeWhat a hierarchy does in details Online and some examples.

User roleWhat a user role is in details Online, an explanation of global and local roles.

User documentationHow the user documentation is set up in details Online and where to find it.

The Acme organizationWho the Acme organization is, why they exist and how they feature in user documentation.


CONTENTS v

CONTENTS

details Online - KNOWLEDGE THAT WORKS .................................................. 1Overview - Control your Organization’s spending with details Online ...... 1The Pillars and Foundations of details Online .......................................... 1

details Online - KEY BENEFITS ......................................................................... 4Control at your Fingertips ........................................................................... 4Track and Analyze Organization Expenses ............................................... 4Streamline Transaction Management ........................................................ 5Facilitate General Ledger Management ..................................................... 6Support when You need it .......................................................................... 7

YOUR ROADMAP TO SUCCESS........................................................................ 8details Online - A tool for effective procurement management................. 8Consulting Services - to help you achieve your procurement goals........... 8

DETAILS ONLINE FEATURES........................................................................... 9Statements Module .................................................................................... 9Transactions Module .................................................................................. 9Expenses Module....................................................................................... 9Reports Module .......................................................................................... 9Hierarchy Module ..................................................................................... 10Administration Module.............................................................................. 10Suppliers Module...................................................................................... 10

GETTING STARTED .......................................................................................... 11Overview .................................................................................................. 11Key Features............................................................................................ 11

SYSTEM SPECIFICATIONS .............................................................................. 12System Requirements .............................................................................. 12Web Browser Requirements .................................................................... 12Security Requirements ............................................................................. 12Free Software........................................................................................... 13

GENERAL NAVIGATION................................................................................... 14General Comments about Navigation in details Online.......................... 14The Top Navigation Bar ........................................................................... 15The Left Navigation Menu ........................................................................ 15Saving Time with the “Sort By” Feature ................................................... 16Narrow Down your Search with the “Search By” Feature ........................ 17Saving Time with Icons ............................................................................ 18

A TOUR OF THE HOME PAGE ......................................................................... 19What you see when you login to details Online...................................... 19Corporate View of the details Online home page................................... 19Intermediate View of the details Online home page............................... 20


CONTENTS vi

Account View of the details Online home page...................................... 21

HIERARCHY....................................................................................................... 23Managing User access to Information in details Online ......................... 23Explanation of Hierarchy Tiers in details Online..................................... 24How is the Hierarchy Tier connected with the User Role? ....................... 25

USER ROLES..................................................................................................... 26Global Roles............................................................................................. 26Local Roles in details Online .................................................................. 28

USER DOCUMENTATION ................................................................................. 29How to Find the User Documentation that’s Right for Your Needs .......... 29

THE ACME ORGANIZATION............................................................................. 31Who is the Acme Organization?............................................................... 31Why have an Acme Organization?........................................................... 31How do they Feature in the Documentation?........................................... 31Who’s who at Acme?................................................................................ 32

APPENDIX.......................................................................................................... 34

GLOBAL ROLES TABLE................................................................................... 34Global roles and permissions: Auditor...................................................... 35Global roles and permissions: Administrator............................................ 37Global roles and permissions: Manager................................................... 39Global roles and permissions: Account Holder ........................................ 41

ICON LISTING.................................................................................................... 42

GLOSSARY........................................................................................................ 44


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details Online - KNOWLEDGE THAT WORKS

Overview - Control your Organization’s spending with details Online

Welcome to details Online. This dynamic web-based system enables you to manage your procurement program, reconcile your purchasing and expense transactions and obtain detailed reporting, all seamlessly integrating into your company’s accounting system.

The Pillars and Foundations of details Online

Program ManagementManage your procurement program by:

• controlling account limits

• requesting new accounts and cancelling others

• defining what information your users can see

• setting dollar approval authority levels


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Financial ReconciliationReconcile transactions online, anytime, anywhere:

• review, unapprove, dispute and reject a transaction depending on your dollar authority level

• manage your General Ledger information by splitting transaction costs among multiple General Ledgers and by assigning or changing a General Ledger value to a transaction

• view in-depth addendum information which shows extensive detail for an individual transaction

• locate and view transactions in a summary or detailed format

Reporting and ExtractsQuick and easy access to in-depth transaction information coupled with the flexibility to create your own customized reports:

• a library of over 75 standard reports available

• create customized queries anywhere, anytime to get the information you need

• run your query immediately or save the query so that the template can be used again or viewed as a document

• schedule reports for a immediate viewing, at a later time, or to be run on a recurring basis

• find report information quickly with the top navigation bar

• create your own customized searches with the Smart Search feature

• download your reports or Smart Search report extracts in a number of formats or simply print them


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System AdministrationManage user profiles by providing access to specific features and functions within details Online:

• all users can update their personal information, change passwords and manage forgotten passwords

• Administrators can create new users and modify current profiles

• Administrators can also communicate in real time to their users by managing the Corporation News

System ConfigurationManage your General Ledger information with details Online:

• customize details Online fields to collect company-specific data

• manage your Chart of Accounts by importing directly in details Online and creating and modifying General Ledger elements

• automate General Ledger assignment to associate General Ledger values with the appropriate profile (buyer, supplier, commodity) automatically


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details Online - KEY BENEFITS

Control at your Fingertips

• Control what information your users can see when they sign on to details Online by setting up an appropriate user hierarchy.

• Control what features your users can access in details Online through managing user roles.

• Control how much users can spend, where and with which suppliers by setting account limits and managing suppliers profiles.

• Control who can approve whose transactions and expense claims and for what dollar value by setting dollar authority approval levels.

• Ensure data integrity by managers reviewing and approving all cardholder purchases online.

• Once approved, transactions are locked and cannot be modified.

• Strengthen corporate accountability, transparency and traceability, as well as audit compliance with Sarbanes-Oxley (SOX) compliance through multi-level controls.

Track and Analyze Organization Expenses

• Get the information you need when you need it, by generating detailed expenditure reports from a library of over 75 standard reports or create your own customized query for your specific needs.

User Profile: Large corporation

“Our organization is poised to take the next steps towards a continued effort in improving efficiencies and cost allocation in purchasing management. To that end, we trust the bank, its industry knowledge and ability to forecast trends.” Tom, V.P Purchasing, manufacturing company with offices worldwide.


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• Filter the reports by different parameters and extract using “Smart Search” to get the exact details you need on expenditure at all levels in the organization.

• Download reports into convenient formats right to your desktop or save in details Online for later viewing.

• View your reports immediately, or schedule them for later or on a recurring basis.

• Identify spending patterns such as use of non-preferred suppliers, and use data as a tool to leverage and negotiate vendor discount agreements.

• View in-depth addendum information which shows extensive detail for an individual transaction such as car rental information, makes and models, fuel brands, hotel folio information, odometer readings etc.

Streamline Transaction Management

• Consolidate and streamline your transaction and expense claim management by automating processes through details Online, resulting in reduced workload for cardholders, managers and administrators.

• Enable users to review, reconcile, claim, modify and approve transactions anytime, anywhere through convenient online access.

• Streamline reporting and reconciliation through pre-populated expense report fields.

• Ensure and monitor compliance by online viewing of all transactions including out-of-pocket and mileage by cardholders, managers and administrators.

• Approval process allows unapproved or disputed transactions to be flagged, expediting the resolution process.

User Profile: Mid-size public sector

“It’s a way to save money, to work smarter, not harder, and get the best bang for our buck”, Heather, Chief Purchasing Officer, North American educational institution.


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• Flag personal expenses so that they are not included on company expense reports to improve accuracy of expense transaction data.

• View statements online to review charges and verify individual transaction information.

Facilitate General Ledger Management

• Import your Chart of Accounts directly in details Online and/or create and modify General Ledger elements online.

• Automate General Ledger assignment through a 1 time set-up to associate GL values with the appropriate profiles. This will ensure data integrity and save time through eliminating manual processing of transaction data.

• Split transaction costs among multiple General Ledgers and by assigning or changing a GL value to a transaction.

• Prioritize General Ledger values so that you define the order in which GL information is loaded and stored into the financial record. This manages conflicts between General Ledger values.

• Ensure that General Ledger information is validated for each transaction so that accurate financial information is provided for reporting and reconciliation purposes.

User Profile: Large corporation

“The bank has provded our organization with the much needed flexibility to change entries before they hit the ERP system”, Mike, Chief Operating Officer, large CRM company.


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Support when You need it

• Help at the end of the telephone line - you can call the Client Services centre from 8am - 6pm local time, Monday-Friday. Live Client Services Representatives will be happy to answer your questions.

• Training - weekly webcast training sessions are available in an interactive format. One provides a high-level overview which covers the basic concepts and functionalities of details Online. The second is a detailed training session which drills down into individual components and functionalities of the system.

• User documentation - documentation is split into 2 formats: Quick Reference Guides and detailed User Guides on each module. The Quick Reference Guides provide an overview of the most popular details Online functions while the individual User Guides are designed to give you an in-depth understanding of the concepts involved as well as user-friendly, task-oriented, step-by-step instructions.

User Profile: Mid-size company

“...Throughout our conversation, the customer service representative displayed professionalism, courtesy and first and foremost a human approach to resolving my issue.” Roger, provincial government customer


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YOUR ROADMAP TO SUCCESS

details Online - A tool for effective procurement management

Now you have details Online, what else do you need to help you achieve your procurement management goals? Take a look at the value-added consulting services available:

Consulting Services - to help you achieve your procurement goals

Step 1: Assess your current procurement performancePartner with our Procurement Solutions Consultants to identify the barriers to achieving your procurement goals through comprehensive Spend Analysis, Policy Review and Process Mapping.

Step 2: Build a plan to achieve your goalsOur Solutions Architects will work with you to draw up a blueprint on how you can achieve your goals and optimize your procurement performance.

Step 3: Implement the planThe Solution Implementation Specialists deliver and implement the plan, tailoring it to meet your needs and requirements.

Step 4: Monitoring and trackingThe Procurement Solutions Consultants ensure that you are meeting your objectives through regular monitoring and feedback once the plan has been implemented.

User Profile: Large Corporation

“The bank has acted as a partner from day one, responding to our unique needs in defining our controls and maintaining a sophisticated reporting standard,” Cindy, V.P. Purchasing, large utilities provider.


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details Online FEATURES

Statements Module

• View statements online, anytime, anywhere.

• Verify individual transactions by moving seamlessly into the transaction module right from the Statements screen.

• Submit automated payments online, 24/7, from anywhere in the world.

Transactions Module

• Review, reconcile and approve transactions online, anytime, anywhere.

• View detailed transaction addendum information including tax, customer code, line item details for travel/car rental/fleet/telephony/shipping etc.

• Split transaction costs into multiple General Ledgers.

• Automate the assignment of General Ledger values to the appropriate profile.

Expenses Module

• Locate, view, create, reconcile and approve expense claims online.

• Include card transactions, out-of-pocket expense and mileage all on one electronic claim.

• Flag personal expenses to be excluded from business expenses.

Reports Module

• View, print and download over 75 standard reports.

• Create your own ad-hoc reports.


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• Schedule reports to run immediately, later or on a recurring basis with optional E-mail notification once the reports are completed.

Hierarchy Module

• Set up new accounts and close or cancel others.

• Set and modify account limits.

• Assign General Ledger values at the Corporate, Intermediate and/or Account hierarchy level enhancing spend analysis reporting.

• Define what information your users can see by setting up the user profile hierarchy.

• Set multi-level approval levels based on dollar authority

Administration Module

• Create new users, modify existing profiles online.

• Set dollar approval authority amounts.

• Import your Chart of Accounts into details Online and create and/or modify General Ledger values online.

• Automate the assignment of General Ledger values to the appropriate profile (buyer, supplier, commodity).

• Manage user communication in real time through Corporate News displayed on the details Online front page.

Suppliers Module

• Store, view and edit supplier profile information including preferred designation.

• Assign General Ledger values to the Supplier and/or MCC enhancing spend analysis reporting.

• Request new suppliers and track request history.

• Designate MCC codes as restricted and monitor through the Reports module.


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GETTING STARTED

Overview

Welcome to details Online user documentation. You will find all the information you need to get you and up and running whether you are an experienced details Online user, or a novice. The goal of the Getting Started guide is to ensure that you find what you need, quickly and easily in details Online and that you can take advantage of all the user-friendly features and detailed information that details Online has to offer.

Key Features

The Getting Started guide covers the following topics:

SYSTEM SPECIFICATIONSWhat is optimal for running details Online.

GENERAL NAVIGATIONHow to get around details Online and the latest enhancements to navigation. Includes A TOUR OF THE HOME PAGE.

HIERARCHYWhy your hierarchy type determines what you see in details Online.

USER ROLESA complete explanation of user roles and what they mean.

USER DOCUMENTATIONHow to select the document that’s right for your needs.

THE ACME ORGANIZATIONOur fictional organization and how they feature in details Online documentation.

APPENDIXContains a complete icon listing and global roles table.

GLOSSARY


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SYSTEM SPECIFICATIONS

The following specifications are our recommended requirements for running details Online.

System Requirements

• Pentium II 500 MHZ with 128M RAM and 200M free disk space

• Windows 2000/XP

• Internet access for Administrators - DSL or high-speed access, T1 download rate (preferred)

• Internet access for Account Holders - minimum 56k modem

• Screen resolution 1024*768

Web Browser Requirements

• Microsoft Internet Explorer 6.0 or better

• Netscape Navigator 7.1 or better

• 128-bit encryption required

• To view reports in your Internet Browser, you need to enable pop-ups to appear in the browser.

Security Requirements

• Authentication - all users must be identified and verified before accessing the system.

• Screen Transmission - all screens are transmitted using HTTPS with 128-bit SSL encryption using VeriSign’s Certificates.


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Free Software

Flash Plug-inIn order to participate in the online training in details Online, you will need to download and install the Flash Plug-in from Macromedia. The Flash Plug-in is free and can be downloaded from this URL:

http://www.adobe.com/downloads/

Adobe Acrobat ReaderYou will need the Adobe Acrobat Reader in order to download and view user documentation and reports in details Online that are created in a Portable Document Format (PDF).

Actuate Viewer (optional)This is an optional method to view reports and extract data. It is not required.

The Adobe Acrobat Reader and the Actuate Viewer can be downloaded in the ADMINISTRATION module, by clicking on Adobe PDF View and Actuate Viewer in the Left Navigation Menu under Downloads.

Click on Actuate Viewer or Adobe PDF View.


http://wwww.adobe.com/downloads/

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GENERAL NAVIGATION

General Comments about Navigation in details Online

details Online is set up for easy, time-saving navigation by pointing and clicking with your mouse. Each screen contains the following:

• The Top Navigation Bar

• The Left Navigation Menu, located in the left pane of the screen.

• Contact Us and Logout links located on the top far right side of the screen.

Depending on the screen, you may have additional tools for organizing the information onscreen such as Sorting By different column headings and the Search By fields.

Example of a details Online screen

Top Navigation BarSearch By feature

Left Navigation Menu

The Sort By feature


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The Top Navigation Bar

• The Top Navigation Bar is at the top of every screen in details Online, excluding the login screen.

• By clicking on the desired module name, you can navigate directly to that module’s home screen (STATEMENTS, TRANSACTIONS, REPORTS, HIERARCHY, ADMINISTRATION or SUPPLIERS), or to the details Online HOME screen.

The Left Navigation Menu


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• The Left Navigation Menu is located in the left pane of the screen.

• By clicking on one of the items in the Left Navigation Menu you will either navigate to a different screen i.e. the SUPPLIERS home screen, or cancel or save changes that you have made to the screen you are in.

Saving Time with the “Sort By” Feature

• Some screens in details Online allow you to sort the columns in ascending and descending order. The columns have an arrow by the column name to indicate that the order can be changed. This can be useful if you are looking up a word, such as a name, which starts with a letter at the end of the alphabet. Rather than scroll down through all the names, you can save time by sorting the column.


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Narrow Down your Search with the “Search By” Feature

• In certain screen such as XXXX>SEARCH RESULTS, you will also have the option of using the Search By feature located in the top left corner of the screen as an additional search tool.

• You can click on the drop-down arrow to bring up the menu:

• Select your choice and enter the value in the field below. Then click on Go.

• This will narrow down and refine your search saving you time from manually scrolling through many fields to find your search request.


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Saving Time with Icons

• Certain modules such as TRANSACTIONS, contain icons. You can hover your mouse over the icon to see the meaning. You can also click directly on the icon to navigate to another screen.

• For example, click on the Travel icon and you will navigate to the TRANSACTIONS>SEARCH RESULTS>TRAVEL ADDENDUM screen where you can see detailed information about the addendum.

• Similarly, click on the Split icon and you will navigate to the

SPLIT RECORD screen where you can see and modify information about the split.

• Clicking directly on the icon saves you time by directly navigating to the relevant screen.


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A TOUR OF THE HOME PAGE

What you see when you login to details Online

details Online is hierarchy-driven. This means that depending on your hierarchy type, your view of the home page may be different.

Corporate View of the details Online home page

The Quick Link FeatureClick on Quick Links in the left navigation menu to see the menu of different tasks. Select the desired task then click to navigate directly to the appropriate screen.

Alerts & NotificationsThis will advise you if you have transactions waiting to be reviewed

Corporate News

This shows any news that your organization may wish to post.

BMO NewsThis is BMO news posted by details Online.


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Intermediate View of the details Online home page


The File Download FeatureThis features allows you to download your eStatement.

1. Click on the File Format drop-down menu and select the preferred format.

2. Then click on the second drop-down arrow to select the statement by date that you want to download.

3. Click on Download for the download to start.

Account Summary Table As a user with an Intermediate hierarchy type such as a Manager, you will see an Account Summary table for your direct reports on the details Online home page. You can:

• Sort the columns by clicking on the column heading.


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• Click directly on the Account number to navigate to the HIERARCHY>ACCOUNT PROFILE DETAILS screen for that account.

• If you select the Last Statement tab, and then click on the dollar amount under Statement Balance column, you will see the card holder’s last statement on the STATEMENTS > STATEMENTS LIST >

VIEW STATEMENT screen.

• To view the transactions, click on the transaction value in the # of Trans. column to navigate to the TRANSACTIONS>SUMMARY LIST

screen for that account.

Alerts & NotificationsThis will advise you if you have transactions waiting to be reviewed

Corporate News

This shows any news that your organization may wish to post.



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Account View of the details Online home page


The File Download FeatureThis features allows you to download your statement.

1. Click on the File Format drop-down menu and select the preferred format.

2. Then click on the second drop-down arrow to select the statement by date that you want to download.

3. Click on Download for the download to start.


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Account Summary TableHere you will see the a summary of your account information. You can select the Last Statement tab, and then click on View Details, to see your last statement on the STATEMENTS > STATEMENT LIST > VIEW

STATEMENT screen.

Alerts & NotificationsThis will advise you if you have transactions waiting to be reviewed.

Corporate NewsThis shows any news that your organization may wish to post.



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Intermediate - up to 20 deep per organization

HIERARCHY

Managing User access to Information in details Online?

You can determine what information a user can see through the hierarchy module in details Online. By associating a user profile with a hierarchy point at a specified hierarchy tier, you can manage what information the user can see; their own, their direct reports’ or all users’ information.

There are 4 hierarchy tiers:

• Super Corporate

• Corporate

• Intermediate

• Account

Example of an organizational hierarchy

Super Corp - 1 per organization

Corporate - multiple profiles per organization

Account - multiple profiles per organization


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Example of what information a user profile associated at the Intermediate tier can see

If you have a user profile associated at the intermediate tier, you may be a Manager for a department or division. Using details Online you will be able to view information for your direct reports only.

Explanation of Hierarchy Tiers in details Online

Hierarchy Tier Reports ToDirect

Reports

Users typically

assigned to this Hierarchy

Tier

Super Corp corporate Auditors, Organizational Administrators

Corporate Super CorpIntermediate,

Account

Auditors, Program

Administrators


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How is the Hierarchy Tier connected with the User Role?

The Hierarchy Tier determines what information a details Online user can see. The User Role determines what a details Online user can do, in other words, which features and functions they have access too. A user needs to have both a hierarchy tier and a user role to be able to access information and functions in details Online.

Intermediate CorporateIntermediate,

Account

Managers, Division

Administrators

Account IntermediateAccount Holders


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USER ROLES

Managing User access to features and functions in details Online

A User Role contains the permissions assigned to a details Online user to access different features and functions of the program. Depending on the defined user role, different users may have access to different features in details Online.

Global Roles

Global Roles are predefined roles that come with details Online. They include 4 main roles and are assigned by the Program Administrator:

• Super Administrator and Administrator

• Auditor

• Manager

• Account Holder (power, advanced, standard)


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Explanation of what the global user roles can do in details Online

For a complete listing of all the global roles on a function by function basis, please click on GLOBAL ROLES AND PERMISSIONS: AUDITOR to navigate to the Global Roles Table in the appendix.

ADMINISTRATOR

Super AdminFull Read/Write access to own organization and any associated sub-corporations

Administrator (Power) Full Read/Write access

Administrator (Standard)Read/Write access except for Manage Roles, System Setup functionality, Read Only Supplier

AUDITORRead only except for changing own User Information and Password

MANAGERView statements, viewand approve transactions, expense claims for direct reports and below

ACCOUNT HOLDER

Account (Standard)

View, review and download own statements, view and approve own transactions, change personal profile and password

Account (Advanced)

View, review and download own statements, view and approve own transactions, change personal profile and password, plus change transaction tax information

Account (Power)

View, review and download own statements, view and approve own transactions, change personal profile and password, plus change transaction tax information and adjust line item addendum information


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Local Roles in details Online

These are customized roles created by an Administrator. They assign what an individual can see and do in details Online.

If you have a customized user role, you may have access to different features and functions in details Online than if you had a pre-determined global role.


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USER DOCUMENTATION

How to Find the User Documentation that’s Right for Your Needs

The User Documentation is immediately accessible from the details Online home page. From the top navigation bar, click on Documents to navigate to the USER DOCUMENTATION screen.

Documentation is modularYou don’t have to read through one huge volume to get the information you need. Locate the module you are interested in and click on the icon to download the PDF file.

Each module has a descriptionSee at a glance what each module is about, before downloading it. This way you can sure that the module you select will meet your needs.

Documentation is task-orientedEach module is broken up into specific business tasks and sub-tasks so you can find exactly what you are looking for.

Documentation is hyperlinkedOnce you’ve downloaded the PDF, click on any of the bookmarks to hyperlink directly to the desired information. You can also click on any section in the Table Of Contents to hyperlink directly to that section in the guide. This means you can access the information

Description of module’s contents.

Click on the icon for the PDF file to download.


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you need quickly with just a few clicks of your mouse.

Documentation formatting reflects details Online screensThe documentation is formatted to mirror the fonts and colour of the actual screens in details Online. This makes it easier to follow and verify that you are in the right place.

Documentation uses narration in some casesFor more complex tasks such as system configuration, you’ll see a narrative approach to walk you through a real-world scenario of how to accomplish these tasks.


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THE ACME ORGANIZATION

Who is the Acme Organization?

Acme Corporation is a fictitious apparel manufacturer, based in New York with offices in Canada, the US and Europe. They are a Fortune 1000 company with 12,000 employees.

Acme has recently decided to use details Online to track and manage their procurement activities. They foresee a total spend of $120 million. $102 million in procurement purchasing - office equipment and supplies, maintenance, repair and operating goods, computer hardware, software and peripherals, print and duplicating services, transportation and delivery, inventory and utilities. $18 million will be spent on travel, including lodging, airline tickets and entertainment.

Why have an Acme Organization?

The Acme organization is a fictitious company set up as a narrative tool to guide you through some of the more complex tasks in details Online. By following the Acme staff as they carry out various business tasks such as reconciling and approving transactions, bringing on new users, managing account profiles and system configuration, you can see how and why they make their different choices and decisions and how using details Online can help them achieve their procurement management objectives.

How do they Feature in the Documentation?

Different modules are targetted at different user roles. Here are some examples:

System configuration: Organization AdministratorsThis module is targetted at Administrators. Here Acme’s Organization Administrator Randy McIntosh demonstrates why and how system configuration is important to optimize General Ledger management in details Online.

Managing user access: Program AdministratorsSystem Administration is aimed primarily at Program


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Administrators. Acme Program Administrator Grace Smith shows the different steps involved in managing users in details Online.

Program Management: Program AdministratorsProgram Managment is aimed at Program Administrators. Grace Smith carries out the various tasks in managing account limits, opening and closing accounts and setting up reporting levels. Auditor Maria Lopez also makes an appearance.

Transactions Management: Account Holders, Managers and AdministratorsTransactions Management is important for Account Holders, Managers and Administrators. Acme Account Holder Amanda Chu features in the Account Holder module showing how to review and

approve her transactions. Manager Shelley Jackson shows how to review and approve Amanda’s transactions in the Transactions Management Manager/Administrator module.

Who’s who at Acme?

Maria Lopez: AuditorMaria is the Auditor for Acme International and performs audits on all the Acme offices. She has a Certified Public Accountant designation, 5 years of auditing experience and 15 years of financial analysis and planning. She has average technology skills and no exposure to details Online.

Randy McIntosh: Organization AdministratorRandy McIntosh is the Organization Administrator for Acme Corporation. He is university-educated with average technology skills and 5 years of procurement management experience. His responsibility for Acme is overall program management. He has had a details Online training session for administrators.

Grace smith: Program AdministratorGrace Smith is the Program Administrator for Acme Corporation’s Canadian office (Acme Canada). She is university educated with average technology skills and 7 years of procurement management experience. Her responsibility for Acme is program management on a daily basis. Her exposure to details Online has been a training session for administrators.


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Shelley Jackson: ManagerShelley Jackson is a Manager in the purchasing department at Acme with a staff of 20 buyers including Amanda Chu. She is a Manager in Acme’s details Online program and is responsible for ensuring that her staff’s transactions comply with Acme’s policies.She has had no previous exposure to details Online.

Amanda Chu: Account HolderAmanda Chu is a buyer with Acme Corporation at the New York office and travels extensively in the US purchasing leather. She has 3 years of purchasing experience and average technology skills. Amanda is an Account Holder in Acme’s details Online program and uses the Transactions Management Guide to reconcile her transactions. She has had no previous exposure to details Online.


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APPENDIX

• Icon Listing

• Global Roles Table


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ICON LISTING

Status IconsTransactions

Meaning

New

Reviewed

Approved

Locked

Disputed

Rejected

Status IconsExpenses

Meaning

New

Reviewed

Approved

Saved

Cancelled

Rejected

Split Icons Meaning

Split Incomplete

No Split


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Split Enabled

Addendum Icons Meaning

Car Rental

Courier

Fleet

Generic

Invoice

Lodging

Payment

Purchasing

Services

Travel

Telephony

Validation Icon Meaning

Validate General Ledger


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GLOSSARY

Account ProfileThis contains a user’s personal profile information such as name, address, Email notification and language preference.

AddendumAll supplementary information in a transaction, includes level 3 or 4 data.

Addendum TypeIndicates the addendum type associated with the transaction, e.g. airline, lodging, car rental, fleet card etc.

AdjustmentThese are bank-initiated financial records and include disputes, credits and chargebacks.

Authority LevelAn Authority Level refers to the transaction dollar amount that a user may approve.

Authorization NumberA reference number returned by the authorization system that indicates successful authorization of the transaction amount.

Category DescriptionA description of the SIC/MCC.

Chart of AccountsThe Chart of Accounts is the listing of all of the accounts tracked by a single accounting system.

CommodityThe goods or services that are being sold or purchased.

Corporate ProfileThis represents the corporate entity and is typically used for billing purposes. It contains the corporate name, address and credit limit. It is a single currency only and can only be 1 deep in a details Online hierarchy.


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Customer CodeA freeform field - can be used for adding identifying information such as Purchase Order numbers or an employee ID.

Default Receipt CurrencyThis is the currency that is used by your organization. Typically if the organization is based in the U.S. the default receipt currency will be US dollars.

details Online (DOL)A BMO web-based system that gives the users direct access to transactions made through their Corporate Purchasing Solution accounts.

Distribution IDA distribution ID represents one or more general ledger values. The distribution provides a user-friendly description for all the information contained within the elements e.g. a distribution ID of “MKTG” for the Marketing Department.

General LedgerA General Ledger is a book or accounting record containing all the company’s financial accounts and statements.

General Ledger Default PriorityA rules-based functionality that enables an organization to define the order in which the General Ledger information is loaded and stored into the financial record.

Ghost CardAlso known as a virtual card. This is typically associated with a department or given supplier. Supplier X charges the ghost card number for any purchase by an employee of organization Y.

Global RolesThese are predefined roles that come with details Online. They contain the permissions assigned to users to access the different features in details Online.

HierarchyThe hierarchy is used to specify the reporting structure of corporate account holders within their corporations. It is used to determine whose data can be accessed by a details Online user. For most


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corporations, the details Online hierarchy will mirror their own organizational structure.

Hierarchy TierA level within the details Online hierarchy tree such as Intermediate or Corporate.

Hierarchy PointA node in the hierarchy structure, it can be Account holder, Manager, Department, Division, Corporation or Super Corporation.

IDAn identification number that uniquely identifies a merchant. May come from the Point of Sale transaction. Can also be a field used to identify an employee.

Integration into the financial systemThis is the automated or manual importing of transaction information from details Online into your financial system.

Intermediate ProfileThis traditionally represents a department or division in an organization. It containes name, address, contact and General Ledger information. It can be up to 20 deep in a details Online hierarchy.

Level 1 DataAccount holder and transaction information e.g. card number, company name, expiry date, invoice number, transaction date, transaction amount, currency code, merchant name and address.

Level 2 DataLevel 1 data plus tax and shipment information.

Level 3 DataLevel 2 plus line item and supplementary information, e.g. product code, item description, item quantity, item amount, purchase order number.

Level 4 DataLevel 3 plus extensions, enhancements and details such as multiple taxes and partial quantities.


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Local RoleLocal roles are customized roles created by the Program Administrator in details Online.

MCCMerchant Category Code - a code used to categorize a merchant or supplier.

MerchantA supplier of goods and/or services with whom the transaction was made. Also known as a supplier.

Mileage RateThe amount per mile or per kilometre that the organization reimburses the employee for business travel.

Organization AdministratorAn Organization Administrator manages the overall administration of details Online for multiple related companies.

Posting DateThe date BMO ePurchasing Solutions receives transaction data from a merchant.

Processing DateThe date BMO ePurchasing Solutions enters a transaction into the database.

Program AdministratorA Program Administrator is responsible for details Online on a company, division or subsidiary basis.

Split IndicatorIndicates whether the transaction has been split, either Yes, No or Incomplete. Incomplete means that the splitting process is incomplete.

Split PercentageThe percentage of the total transaction amount for the split transaction.

Split RemainderThe split remainder amount. This equals the total transaction


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amount, minus the split total.

Split TotalThe sum of the split amount of the split transaction.

SupplierA supplier of goods and/or services with whom the transaction was made. Also known as a Merchant.

System ConfigurationThe initial setting up of your system with details Online.

Tax AmountFederal Sales or other kinds of taxes on the total transaction.

TransactionThe complete financial record which represents debits and/or credits for any goods and/or services purchased by a buyer from a supplier.

Transaction AmountThe financial value of the given transaction.

Transaction DateThe date the transaction took place.

Transaction StatusUsed to specify the current status of a transaction, new, reviewed, approved, rejected, or disputed.

User ProfileA profile containing the basis information such as user ID, password, user name, Email etc. of a details Online user.

User RoleA User Role contains the permissions assigned to a details Online user to access different features and functions of the program.

Virtual Credit LineThis is an account number with a credit facility. Usually associated with a department or company.


Date post:	31-Mar-2018
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