Version: 1
Table of contents
1Procedure – corporate credit cards
2First time login
3Delegates
3.1About delegates
3.2Setting up your delegate
3.3Deleting your delegate
3.4Processing transactions as a delegate
4Home Page
4.1Home Page for delegates
4.2Home Page for cardholders
4.3Display filters
4.4Transactions list
4.5Bulk update
4.6New Actions
4.7Transaction Count
4.8Outstanding Tasks
5Verifying a transaction
5.1Viewing a transaction
5.2Fast Verify Transaction
5.3Matter related transactions
5.4Firm related transactions
5.5Verifying an entertainment transaction
6Splitting a transaction
7Bulk updating transactions
8Disputing transactions
9Processing a disputed transaction once determined
10Receipts
10.1Emailing receipts to a ProMaster account
10.2Uploading files to a ProMaster account
10.3Attaching receipts to transactions
11Approving transactions (for approvers only)
12Returned transactions
12.1Returned transactions
12.2Identifying a returned transaction
12.3Viewing approver’s comments
12.4Updating a returned transaction
10089818v1|User guide – ProMaster1
User guide – ProMaster
Accounts
1Procedure – corporate credit cards
(a)ProMaster is an online expense management tool used to process corporate credit card transactions.
(b)Procedure – corporate credit cards outlines the process for acquitting credit cards.
2First time login
(a)To log in to ProMaster for the first time:
(i)visit which can be found in My Quick Links on the intranet page;
(ii)insert your user ID (your email address) and password then click Logon; and
(iii)once logged in you will be prompted to change your password.
(b)If you have difficulty logging in please contact Accounts Payable.
3Delegates
3.1About delegates
(a)A delegate is someone assigned the ability to process transactions on behalf of the cardholder.
(b)A delegate can only be set up by the cardholder or Accounts.
3.2Setting up your delegate
To set up your delegate:
(a)clickthe Authorities tab at the top of your screen;
(b)clickAdd Assignment ;
(c)underProfile Search on the right of your screen, enter the surname of the delegate and click Search;
(d)select the appropriate person;
(e)extend the end date out to ensure the delegate has access for the required period of time; and
(f)clickUpdate Assignments.
3.3Deleting your delegate
(a)To delete your delegate:
(i)select the Authorities tab at the top of your screen;
(ii)underAssign your Authority to Otherstick the Deletecheckbox next to the delegate’s name; and
(iii)clickUpdate Assignment.
(b)The delegate will then be removed from your list and will no longer be able to see any of your transactions.
3.4Processing transactions as a delegate
(a)When you login to ProMaster you will always be directed to your personalHomePage.
(b)To process transactions on behalf of a cardholder that has set you up as delegate you will need to access theirHomePage. To do this:
(i)click the Authorities tab at the top of your screen; and
(ii)underChange Your Authority,click on the name of the cardholder to direct you to cardholder’s Home Page.
(c)The top left side of the Home Page displays the name of the cardholder you are acting as.
4Home Page
4.1Home Page for delegates
After logging into ProMaster you will be directed to your Home Page.
#Note: If you are not a cardholderyour Home Page will be empty. Refer to section3.4 to see your cardholders Home Page.
4.2Home Page for cardholders
After logging in to ProMasteryou will automatically be directed to your HomePage. The Home Page default view is a list of all outstanding transactions for the cardholder.
4.3Display filters
You can filter the display of your Home Page by:
(a)Account– allows you toview transactions for only the selected the account;
(b)Statement Period– allows you to select different statement cycles and dates (defaults to the current statement cycle); and
(c)Show all checkbox– this will display all transactions (posted, awaiting approval etc.) for the selected date range (by default only transactions required to be verified are on display).
4.4Transactions list
(a)The transactions list can be sorted by Date, Merchant or Amount.
(b)Next to each transaction you will see three action icons:
(i)Search – click for more information on the transaction;
(ii)Fast verify transaction – click to verify the transaction (see section5); and
(iii)Dispute transaction – click to dispute a transaction (see section8).
4.5Bulk update
Bulk update can be used to process multiple transactions at one time, providing that the coding is the same for each one.
4.6New Actions
(a)Create Expense Claim is used for claiming reimbursement of your out of pocket business expenses (this is currently not used and will be rolled out in phase2).
(b)Attach receipts is a quick link to the Attach Receipts screen.
4.7Transaction Count
Transaction Count will advise you the number of transactions under each different status within the system at any time. Clicking on the links will take you to a full list of these transactions.
4.8Outstanding Tasks
Outstanding Tasks lists and links to the accountholder’s outstanding tasks. For supervisors this will include transactions awaiting approval.
5Verifying a transaction
#Note: If you are not a cardholder your Home Page will be empty. Refer to section3.4 to see your cardholder’sHomePage.
5.1Viewing a transaction
(a)Your Home Page will default to display all transactions waiting to be verified.
(b)To view transactions for a particular statement period (processed and unprocessed), filter by Statement Period.
#Note: A transaction will take approximately 24hours to appear on ProMaster after an expense has been incurred on a firm credit card.
5.2Fast Verify Transaction
(a)From your Home Page click theFast Verify Transaction icon beside the transaction (under Actions). The following drop down menu will appear:
(b)The Additional Information box can be used if the Description field does not provide enough characters.
(c)Complete the Description field with all the relevant information.
#Note: The Description field is mandatory and the information added will show in Elite and on bills for matter related expenses. Please provide succinct but sufficient details to describe the cost and attendees or recipients.
(d)Tick the Tax Receipt box for all transactions with GST.
#Note: ProMaster defaults to 10% GST based on 1/11th of the total cost for Australian purchases. Please amend the Taxfield where GST is not wholly applicable.
(e)When theExpense Typefield is clicked, a list of expense types will show on the right of your screen. To charge:
(i)to a matter– see section5.3;
(ii)tothe firm – see section5.4; or
(iii)for an entertainment related expense – see section5.5(a).
#Note: The wildcard for searching is the ‘%’ sign e.g. ‘%Taxi%’.
5.3Matter related transactions
(a)To submit matter related transactions:
(i)selectMatter from the Expense Type list;
(ii)click in the Client/Matterfield:
(A)if you know the matter number you can type it directly; or
(B)you can do a Client/Matter Search (this search option will appear on the right of your screen) by Code (matter number) or Description;
(iii)complete the Disbursement search and select the disbursement type which best matches the transaction:
(A)CCGST – for a matter expense that includes GST; or
(B)CCNGST – for a matter expense with no GST;
#Note: If the expense is GST free please ensure the Tax Code is changed to ‘N’.
(iv)review the transaction coding and description; and
(v)clickSubmit.
(b)Your transactions are now ready to attach receipts.
5.4Firm related transactions
(a)To submit firm related transactions:
(i)select the appropriate Expense Code(this will populate the Location, Company, Department, Fee earner and GL code);
#Note: The coding will always default to charge the cardholder. You will need to update the Location,Department and Fee earnerfields if the transaction relates to another person.
(ii)review the transaction coding and description; and
(iii)clickSubmit.
(b)Your transactions are now ready to attach receipts.
5.5Verifying an entertainment transaction
(a)To verify an entertainment transaction:
(i)from the Expense Type list select:
(A)Entertainment and marketing – Client–for entertainment with clients, employees and partners; or
(B)Entertainment and refreshments – Staff – for entertainment with only McCullough Robertson partners and employees;
(ii)select the most appropriate expense type under these headings;
#Note: If you select Client Entertainment or Staff Entertainment you will notice the entertainment icon. This means that this code requires further information and the following Expense Breakdown pop up box will appear (you may need to allow your pop ups).
(iii)select the Categorythat best describes the event;
(iv)under Participant Information you will need to add any additional attendees (the cardholder will already be populated);
(v)select ;
(vi)if the participant is a client:
(A)click in the Full Name box, then:
(I)for a single client– add the persons name;
(II)formultiple clients from the same company – add the company name; or
(III)formany clients(e.g. a cocktail function) – just type ‘Clients’ and attach the Gateway document;
(B)change the Participant Type to Client (no Employee ID needs to be added);
(C)addthe number of clients attending; and
(D)selectAdd Participant for more attendees;
(vii)if the participant is a McCullough Robertson partner or employee:
(A)click on the Full Name box and a Profile Search box will appear on the right of your screen;
(B)enterthe employee name, click Search and click on the employee’s name for it to populate;
(C)update the Participant Type(i.e. partner, partner spouse, employee travelling, employee non-travelling or employee spouse);
(D)theEmployee ID will automatically populate;
(E)selectAdd Participant for more attendees; and
(F)to delete a participant, tick the Delete button and click Next;
(viii)clickNext;
(ix)confirm the information; and
(x)clickUpdate.
(b)Your transactions are now ready to attach receipts.
6Splitting a transaction
(a)Split Item is used to code one transaction to multiple expense types.
(b)To split a transaction:
(i)click theFast Verify Transaction icon;
(ii)click ;
(iii)completethe Description (this information will show against all the selected transactions);
(iv)clickExpense Type and select the appropriate code;
(v)add the amount for each split transaction in Price; and
(vi)clickSubmit.
(c)Your transactions are now ready to attach receipts.
7Bulk updating transactions
(a)Bulk update can be used to process multiple transactions with identical coding at once.
(b)To do a bulk update:
(i)select the identical transactions;
(ii)clickEdit in the Bulk Update box;
(iii)complete the Description and Expense Type;
(iv)confirm the coding is correct; and
(v)clickSubmit.
(c)Your transactions are now ready to attach receipts.
8Disputing transactions
(a)A disputed transaction occurs where the cardholder disputes the validity or amount of the transaction (e.g. fraudulent transactions or an overcharge).
(b)To dispute a transaction:
(i)click theDispute icon on theHome Page;
(ii)select a Type;
(iii)enter a Description;
(iv)clickDispute Transaction;
(v)click to open the Dispute Declaration Form;
(vi)print, sign and scan a copy and send it to Accounts.
(c)The transaction will remain on your Home Page until the dispute is resolved.
(d)Click on the icon to view the Dispute Declaration Form.
9Processing a disputed transaction once determined
(a)A disputed transaction can either be cancelled if it is no longer applicable or matched to a new transaction.
(b)Click on the Edit Resolve Disputeicon under Actions to updatea dispute.
(c)If the transaction is resolved e.g. a transaction has been reversed and credited:
(i)select the blue arrow under the Action icon next to the appropriate transactions to move the transaction up to Transactions matched to the dispute transaction; and
(ii)click .
If there is a difference in the amount then the transaction balance will remain as outstanding on your Home Page.
(d)If the transaction is no longer in dispute e.g. we accept the charge click . The transaction will then be on your Home Page ready to be processed.
10Receipts
10.1Emailing receipts to a ProMaster account
(a)Receipts are to be emailed to .
(b)If you are a delegate, cc the cardholder in your email to ensure the receipt uploads to their ProMaster account.
(c)The subject line will be the description of the file.
(d)Delete your McCullough Robertson signature prior to emailing in any receipts (otherwise the Facebook, Twitter and LinkedIn icons will load as separate files).
(e)Attached receipts can be in any format including PDFs or photos sent from smart phones.
10.2Uploading files to a ProMaster account
(a)To upload files to a ProMaster account:
(i)from the Home Page, click Attach Receipts (the transactions that require receipts will be on the Home Page);
(ii)clickUpload Files;
(iii)complete the Description;
(iv)clickBrowse to find your file;
(v)once you have found the correct file, click Open; and
(vi)clickUpdateChangesand close the window.
(b)Uploaded receipts will appear along the bottom of the Attach Receipts screen.
10.3Attaching receipts to transactions
(a)To attach a receipt to a transaction:
(i)select the transaction(s) and the corresponding receipt(s); and
(ii)clickSubmit to Approver.
(b)Once submitted, the expense and the corresponding receipt will be removed from your Attach Receipts page and your Home Page.
(c)After the user has verified their transactions, attached receipts and submitted them for approval, the transactions will be moved to the supervisor’s approval Home Page.
11Approving transactions (for approvers only)
To approve transactions:
(a)from the approver’s Home Page, click OutstandingTasks;
(b)clickWaiting Approval to open the Approval Tasks window, which will display all the transactions requiring approval (grouped by cardholder);
#Note: You can use the search parameters at the top of the screen to filter the list of transactions awaiting approval.
(c)review the transaction by using:
(i)Additional Information – displays a dialogue box with a quick view of the transaction;
(ii)Review – opens a new screen with all details of the transaction;
(iii)Query – opens a pop up box which is used to insert a comment requesting further information from the cardholder (once the comment is sent the transaction is removed from your list and returned to the cardholder for resubmission); and
(iv)Attachments – displays attachments including receipts; and
(d)select theApprove icon or button to approve the transactions (this can be done individually or in bulk).
12Returned transactions
12.1Returned transactions
A supervisor will return a transaction if they require further information or if there needs to be a change to coding.
12.2Identifying a returned transaction
Returned transactions will be highlighted in blue on the cardholder’s Home Page. They will also have an orange symbol next to them.
12.3Viewing approver’s comments
To view an approver’s comments, click View Transaction Details under Actions. The approver’s comments will appear in the Query Notefield. Once you have finished viewing the details, click close to return to the Home Page.
12.4Updating a returned transaction
To update a returned transaction:
(a)click the red or green Verify Transaction icon beside the highlighted transaction:
(i)Normal Verify Transactionwill open the Edit Expense screen; and
(ii)Fast Verify Transactionwill open the Quick Verify screen;
(b)from either screen you can update the:
(i)Description field;
(ii)expense type;
(iii)general ledger coding;
(iv)amounts; or
(v)split the transaction; and
(c)once you have updated the transaction, click Submit to send the transaction directly to the approver as the receipt has already been attached.
10089818v1|User guide – ProMaster10