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Visa IntelliLink Spend ManagementMobile App GuideJune 2018
Visa IntelliLink Spend Management – Mobile App GuideImportant Information on Confidentiality and Copyright 2018 Visa. All Rights Reserved.Notice: This information is proprietary and CONFIDENTIAL to Visa. It is distributed to Visa participants for useexclusively in managing their Visa programs.The trademarks, logos, trade names and service marks, whether registered or unregistered (collectively the“Trademarks”) are Trademarks owned by Visa. All other trademarks not attributed to Visa are the propertyof their respective owners.Note: This document is not part of the Visa Rules. In the event of any conflict between any content in thisdocument, any document referenced herein, any exhibit to this document, or any communicationsconcerning this document, and any content in the Visa Rules, the Visa Rules shall govern and control.
Visa IntelliLink Spend Management – Mobile App GuideContentsAbout this Guide .1Related Documents .1Mobile App Overview . 1Download and Install the Mobile App . 2Supported OS Versions . 2Link and Sign In to the Mobile App . 3Reset your PIN . 7Expenses . 8Transaction Type icons . 9Code transactions . 10Take photos and upload receipt images . 14Link receipt images to transactions . 17Approvals . 21Approve transactions . 22Undo an approval . 24Approval status . 27Accounts . 28May 2018Visa Confidentiali
Visa IntelliLink Spend Management – Mobile App GuideAbout this GuideThe purpose of this guide is to help Visa Commercial Card users (cardholders) and their managersunderstand how they can use the Visa IntelliLink Spend Management mobile app to view summaryinformation about their card account(s), as well as view, code, and approve transactions on iOS and Androiddevices.If you need more information or assistance with any of the concepts or procedures described, pleaseget in touch with your organization’s Program Administrator.Note: The content in this guide may differ from what is seen within the Visa IntelliLink SpendManagement mobile app due to your organization’s settings.Related DocumentsVISM Mobile App – Quick Reference - Android & iOS VISMMobile App - FAQsMobile App OverviewAvailable for both Android and iOS, the Visa IntelliLink Spend Management mobile app providesconvenient anywhere access to your card transactions.As a cardholder: View summary information about your card account(s) View and code your expenses (if your organization uses the expense management functionality) Use your phone to take photos of your receipts (if your organization uses the receipt functionality) Link the receipt images on your phone to your expenses (if your organization uses the receipt functionality)As an approver: View and approve expenses Request more information about an expenseNote: Adding cash/out-of-pocket expenses and creating or approving expense reports directly from the mobile app arenot supported in this release. Delegate use cases are not currently supported in this release of the mobile app fororganizations using Visa IntelliLink for expense management. We are working hard to develop these features, andanticipate them being included in a future release. Thank you for your patience.Download and Install the Mobile App1. From the search area on the Apple App Store or the Google Play Store, search for Visa SpendMay 2018Visa Confidential1
Visa IntelliLink Spend Management – Mobile App GuideManagement, 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.App Store: Tap Get (or the iCloud icon) Open.5. An icon similar to the following will be placed on your device.6. Tap the icon to start the app.7. Review and accept the Terms of Use and Privacy Policy.Supported OS Versions Apple iOS: the App is optimized for the most recent release of the operating system minus one version. Android: the App is optimized for the most recent release of the operating system minus two versions, orotherwise where an older version is still used by more than 10% of the global Android user base, asdetermined by reference to: ex.htmlMay 2018Visa Confidential2
Visa IntelliLink Spend Management – Mobile App GuideLink and Sign In to the Mobile AppIf supported by your organization, you can link the mobile app to your Visa IntelliLink Spend Managementdesktop data. There are two ways to do this: You can sign in to the mobile app using the same username andpassword you use for the full website; or, you can sign in to the mobile app using a QR Code. As a bestpractice, we recommend using the QR Code option. Here’s how:First, in the Visa IntelliLink Spend Management full website:1. ClickProfile menu Mobile App.2. Click Get QR code. A QR Code willdisplay in the dotted frame within thewindow.3. Launch the Visa IntelliLink SpendManagement mobile app on your phone ortablet. The icon looks like this:Spend MgmtMay 2018Visa Confidential3
Visa IntelliLink Spend Management – Mobile App GuideThen, in the Visa IntelliLink Spend Management mobile app:1. On the Log In screen, clickUSE QR CODE.2. Using your mobile device, scan the QRcode displayed within the full website.Scan theQR Code.May 2018Visa Confidential4
Visa IntelliLink Spend Management – Mobile App Guide3. Enter a name for the device. Should youneed to, this allows you to identify andmanage the device from the full website.4. Click Done.5. Next, enter and confirm a 5-digit PIN.Note: You will use this PIN, instead of yourusername and password to log in to themobile app in the future. Please be sure tochoose a PIN that is not easy to guess, asthe PIN keeps your card data safe in case ofunauthorized access to your device.May 2018Visa Confidential5
Visa IntelliLink Spend Management – Mobile App Guide6. After entering and confirming your 5- digitPIN, the Expenses screen displays. That’sit! You’re logged in and ready to use themobile app.Note: If you are using the Reporting Onlyversion of Visa IntelliLink SpendManagement, the Accounts screen displaysinstead. Skip to the Accounts section tolearn more.May 2018Visa Confidential6
Visa IntelliLink Spend Management – Mobile App GuideReset your PIN1. From any screen in the app,tap the three-line Optionsmenu.2. Tap Settings.3. Tap Reset your PIN.4. In the Reset PIN popup,tap Reset.5. You will be prompted to repeatthe steps described in the Linkand Sign In to the Mobile Appsection, above.May 2018Visa Confidential7
Visa IntelliLink Spend Management – Mobile App GuideExpensesThe Expenses screen is where you view and code your expense transactions. Tapping a transaction lets youattach a receipt, apply an expense template, and write a brief description. If you are using the Reporting Onlyversion of Visa IntelliLink Spend Management you will not see this screen in the mobile app. To continue, skipto the Accounts section of this document.If it is not already displayed, tap Options menu (quick tour:Tap forOptions or toLog out.), Expenses to view the Expenses screen. Here is aTap to Searchtransactions bypayee, amount,or date.Transaction TypeIcon, (based onMerchant Categoryof payee).Tap to Filter bytransaction status.(Default is To do.)Receipt attached.Transaction payee.Transaction currencyand amount.Transaction date.Comment or Questionfrom Approver orEmployee.Transaction status.(To do, Pendingapproval, orCompleted.)Tap to Add a receipt toyour Image Library.For Android: Tap ( ) atthe bottom right of thescreen.For iOS: Tap ( ) at thetop of the screen.May 2018Visa Confidential8
Visa IntelliLink Spend Management – Mobile App GuideTransaction Type iconsNext to each transaction on the Expensesscreen is a circular Transaction Type icon.An image within each icon (at the right)represents the Merchant Category Group ofthe payee (e.g. Eating and Drinking Places).Here are examples of the images you will seewithin the Transaction Type icons:Merchant Category GroupIconMerchant Category GroupAirlinesMedicalAuto RentalMiscellaneousBusiness Expenses/ServicesOther SuppliesCash AdvancesProfessional ServicesClothing/Shoes/UniformsRetailEating And Drinking PlacesTransportationEducation ServicesUtilitiesEntertainmentWholesaleEquipment And FurnitureFinancial serviceFacilities MaintenanceFuelFreight/Courier/Warehouse ServicesMail orderGovernmentOffice suppliesHealth Services And SuppliesConstructionHotels And MotelsTelecommunicationsIconNote: The color assigned to each Merchant Category Group and Transaction Type icon has no inherentmeaning. Its only purpose is to help you more easily identify similar transactions on the Expensesscreen.May 2018Visa Confidential9
Visa IntelliLink Spend Management – Mobile App GuideCode transactions1. From any app screen,tap the Options menu.2. The Options menu slides in fromthe left. Tap Expenses.The To do icon ( )shows how manytransactions requireyour attention.3. On the Expenses screen,tap the transaction you want toview or code Transactions aresorted by Date,most recent at thetop. for example,Medline IndustriesTip: To find a specifictransaction, taporSearch or Filter the list.May 2018toVisa Confidential10
Visa IntelliLink Spend Management – Mobile App Guide4. On the Transaction Detailsscreen, tap SELECT to choose anExpense Template to apply tothe transaction.Required fields areidentified here.Tap to attach areceipt image.About Expense Templates: Expense Templates assign pre-determined codes and percentage split allocations (optional) to transactions. Theyare the only method supported by the mobile app to code transactions. Expense Templates must first be created in the full website (Templates) before they can be selected in the mobile app. Cardholders will create their own Expense Templates. For more information, see the attached document below, Visa IntelliLink Spend Management: Expense Templates.Profile menu Personal Settings ExpenseVisa IntelliLink SpendManagement - Expense Templates.docxMay 2018Visa Confidential11
Visa IntelliLink Spend Management – Mobile App Guide5. Select an Expense Templatefrom your list of ExpenseTemplates to apply to thetransaction. For this demo, tapGeneral Office Expenses.Note: General Office Expenses wascreated for this demo andmay not appear in your app.Tip: Scroll to see the entiretransaction.Scroll 6. Next, be sure to complete anyrequired fields. In this case, aDescription of the expense isrequired by the organization. then type.May 2018Visa Confidential12
Visa IntelliLink Spend Management – Mobile App Guide7. Tap COMPLETE after selecting anExpense Template andcompleting any required fields.Submits the transaction formanager approval.8. The transaction is submittedto your manager for approval.Tip: To view previouslycompleted transactions,tap the Filter icon, andthen tap Pendingapproval, or Completed,as needed.The transaction is alsoremoved from the Expensesscreen, which is filtered (bydefault) to show onlytransactions with a status ofTo do.Note: This release of the mobile app supports transaction-based workflow only. The creation 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 Confidential13
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 Approva
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 th
