SARA Tips and Tricks
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How to change the credit card statement month (reporting period) on a purchase as an allocator.
After allocating, select the purchase that needs a change in reporting period in the allocator dashboard under the "purchases" section:
Select reporting period
Select the month in which the charge exists on the OneCard statement
How to keep receipt uploads and statement uploads organized.
We recommend keeping all receipt pictures or files in an organized folder either on your phone or on your computer. The organization would be best organized by card and month.
How to change allocator on a specific purchase.
You can change the allocator for any purchase from your default, which is selected in my profile. On the purchase submission, select the allocator that differs from your default. If you need to change allocators after the purchase has been submitted, you can still edit up until the purchase is reconciled.
What does each button mean?
In the purchase and statement screens, when you click on an individual statement or purchase if you click the three dots in the top left corner, you can see the options on the document and what each button means. There is a legend below to assist you.
Add
In the cardholder and allocator dashboard - Allows you to start a purchase or statement. Depending on where you select this button will either add a purchase (under the purchases column) or statement (under the statements column) on either the cardholder or allocator dashboard.
Download
In the allocator and approving dashboards - Allows you to download the view as a .CSV files that will open in Excel. This offers a quick snapshot of all fields entered and allows managers to analyze the information quickly.
Delete
The delete button is on the top right side of your screen for any purchase in draft, rejected, awaiting allocation. Purchases cannot be deleted once they are in allocated status.
Submit Purchase/Submit Statement
In the purchase form screen, this button allows the cardholder to submit the purchase to their allocator for allocation.
Approve Purchase/Statement
In the allocator dashboard from the allocate worklist, approves the purchase and indicates as allocated. For statements on the cardholder dashboard, approves the statement to workflow to the approving official for final approval.
Reject Purchase/Statement
In the allocator dashboard from the allocate worklist, rejects the purchase and indicates as rejected. Cardholder can then edit and resubmit the purchase. For statements on the approving official dashboard, approves the statement to indicate final approval with the status approved by cardholder, approved by AO.
Edit
In the allocator dashboard, allows allocator to edit a purchase to add additional details, coding for the cardholder. In the allocator dashboard, selecting this button allows the allocator to edit the statement prior to submitting to the cardholder for approval.
Download or View Attachment
In all dashboards, purchases, and statements, allows the user to download the attached file. PDF's will show in the web browser, all other attachments will download (such as word, excel, etc).
Upload File
In the receipts or statement form, allows user to upload file from their phone or computer. For purchases, this is typically a picture of the receipt, additional documentation on the purchase, PDF invoice. For statements, this should ALWAYS be the complete PDF of the statement from the credit card system.
Purchase Edit for Cardholder
On the purchase details screen of the cardholder dashboard, allows cardholder to edit purchase in any status.
Approving Official Approve Statement / Allocator Reconciled
In the approving official dashboard, button approves the statement and is used as final approval for statement and purchases associated with them.
This button also is the button to select when allocators are reconciling purchases when they have uploaded their statement.