Oxfordshire County
Council
Smart Data Online
APPROVERS
GUIDE
Administered By
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Introduction
This guide is intended to provide a summary for nominated Approvers on how
to use the Smart Data Online system to approve transactions undertaken by
cardholders purchases made using their RBS onecard.
CONTENTS
 Smart Data Online (SDOL)
 Role of Approver
 Login Procedure
 Additional Information
 Reviewing and Approving Transactions
 Reports
 Account Approval Summary
 Multi-User IDs
 Further Assistance
Smart Data Online
SDOL is the on line system which Oxfordshireshire County Council are adopting
to code and approve transactions using RBS OneCards. SDOL is provided by
RBS and Mastercard. The following guidance notes cover the key elements of
the system that you will need. A separate Cardholder’s Guide is also available.
For any queries using the system contact [email protected]
The Role of an Approver
An Approver’s role is to authorise transactions and ensure compliance with the
guidelines set out in the policy documents for a given number of specified
cardholders (the Approval Group).
The Approver should check that the transactions have been coded correctly in
the system.
The Approver should sign off the transactions by the 5th of each month for
transactions made in the previous month as the transactions will be uploaded
to SAP on the 6th of the month.
Please ensure that you log in to your Approver role on a monthly basis to
ensure that there has been no fraudulent activity on the account.
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Login Procedure
1. Once you have been set up in SDOL you will receive two separate e mails –
one containing your new user id and one containing a system generated
password. Please note the password is valid for 7 days only
2. Access the site at www.rbsbusinesscard.co.uk
3. Enter your user ID
4. Enter your password
5. When logging in the first time, you will be prompted to change your
password and input additional information including a security question and
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answer (the security question and answer will be needed to reset your
password in the future and is case sensitive )
Password Rules
 Minimum 8, maximum 20 characters
 2 characters must be numeric
 Case sensitive
 No spaces
 Old passwords cannot be re-used
 The password cannot be the same as the User ID
 The password will expire every 90 days or can be changed at
any time by the User
Forgot your password? When you use the “forgot password” option you are
prompted to select and answer your security question. If you answer the
question correctly you will receive a temporary password you can use to log in.
The information is sent to the e-mail address in your user profile. The
temporary password is only valid for 7 days.
Additional Information
The home page is your starting place and offers a quick summary of
information that may be important to you, including transactions approved /
not approved, system news.
The following tabs will be showing
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



Financial – main tab used for searching / locating and approving
transactions
Reports – ability to schedule reports
Accounts – view the cardholders assigned to you
User – View a User Summary.
Reviewing and Approving Transactions
1. Hover over the Financial tab.
2. Click on Account Summary.
3. Search for the cardholder(s) in your group you wish to view. You can select
all of your cardholders by clicking on your Approval Group name (your
name) in the Quick Link box.
Alternatively you can search for individual cardholders in a variety of ways
using the left hand box. Using the Account (Advanced) option will allow you to
search by name.
4. Select Reporting Cycle and click on the drop down arrow to select the
month you wish to view (this will coincide with your statement periods).
Click Search. Alternatively you may wish to select by a specific date range.
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5. Advanced Search filters are also available – e.g. review status. This
automatically defaults to ‘ALL’ but you can specify to view transactions that
have not been reviewed, or those that have just been reviewed. Additional
filters are also available.
6. You will see a list of your cardholders which have transactions during the
selected date range. Click on the account number of the cardholder whose
transactions you wish to review
7. The Transaction Summary for that cardholder for the period you have
selected will now appear with a single line for each transaction
8.
Click on the third icon from the left to view the applied accounting codes.
Click on same icon to collapse to hide the codes.
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9. If the coding is incorrect as an approver you can ‘untick’ the reviewed box,
and then press ‘Save’. This will allow you to make the required changes.
10. To change the cost centre or GL coding - Click on the drop down arrow by
the relevant heading and a selection box will appear as shown below
Typing the beginning or all of the code required into the white box (indicated
above) will bring up the code. Click on the code and then click save to change
it.
11.Once you are happy with the transactions / coding / tick the Approved box.
12.Click the Save icon
.
13. If the cardholder has more than 10 transactions you will need to click view
next / view previous to move pages
NOTE – you should only approve transactions that have been reviewed by
the cardholder
Once approved and saved you will not be allowed to make any further
changes to the transaction.
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Reports
Reports specified by the Company Programme Administrator can be run or
scheduled to run in advance
1. Hover over Reports tab / select Schedule Reports
2. Choose and click on the required report
3. Select the Account Group via the quick link or search for an individual
cardholder via the cardholder name box. Once the cardholder has been
found click on the name
4. Complete criteria:
Date type – Posting Date
Review status – as required
Financials to include - Both
Description – enter text to identify the report
Notify me at – enter your email address
Click Next
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5. Select Frequency e.g. one time / billing date or date range and click Save
6. The report request will go into Scheduled Reports. You will be advised by
email when the report has arrived in your Completed Reports. You can
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check the current status and refresh the reports queue by going to Reports
/ Scheduled Reports or Reports / Completed Reports
Account Approval summary
-
-
Hover over the financial tab
Select transaction management / transaction approval summary
Select reporting structure and reporting cycle as above. Filters are also
available i.e. reviewed / not reviewed
This will give you an overview of all the cardholders you are allocated to
approve together with the review/approved status of the transactions for
the period selected
To view an individual cardholder click on the cardholder name
This will bring you to the financial screen and you can check the
transactions as directed above.
Multi-User IDs
If you have more than one role (i.e. you are a Cardholder and an Approver for another
cardholder) then you can have a single User ID to log into SDOL and then switch between
roles. Note that you will not be able to approve your own cardholder details.
If you would like to have a single log in to join your cardholder and approver accounts then
please contact [email protected] with your request.
Switching user roles
Once the multi user id has been set up you can switch between roles by:
1. Sign on to SDOL.
2. On the home page select a role from the User Role list.
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3. The screen changes to reflect your selected role. You will only have access associated
with this role. This means that as a cardholder you would only see your own
transactions, but as an approver you would only see those card transactions you are
listed to approve – you will not see your own transactions.
The next time you sign on the system will display this role but you can switch between
roles at any time.
Further Assistance
If you have any difficulties completing this process, please contact
[email protected]
If you cannot find the information you require please contact the Customer
Information Centre, on 0300 555 0223 for assistance.
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Reporting in SDOL
Log in to RBS and select Account Activity and then Schedule Report
Select required report, for example…Statement Report
Select who you wish to report on:
You can select all of the accounts in your group by using the quick Link in
blue
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Or you can select individual accounts by searching for an account name
There are a number of fields that can be changed to define the report:
Date Type can be changed to either – Posting Date or Transaction Date
Review Status to –All, Approved, Not Approved, Not Reviewed or Reviewed
(We would suggest selecting All)
Financials to Include – Both, non –Exported Financials or Previously Exported
Financials (We would suggest selecting Both)
Notify Me At – This field should show your own email address and, if required,
the email address of anyone else you wish to notify that the report is ready to
view. Please note that the completed report will not show in the other person’s
Completed Report view.
Click Next
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Select the Date Range required. The options are:
‘Run Once’ enables you to select a start date (‘From Date’) and end date (‘To
Date’) for your report.
‘Daily’
‘Weekly’
‘Monthly’
‘Reporting Cycle’ enables you to select a given month to report on. The
Monthly Cycle reflects the start and end dates of the purchasing card cycle.
Click Save.
This will take you back to the Home Screen. You will receive an email notifying
you that the report has completed.
To check that a report has been scheduled successfully: Select Account
Activity, then Scheduled Reports.
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This will show all reports scheduled to run.
When email arrives, the selected report will show in Completed Reports.
Select Account Activity, then Completed Reports.
Select the required Report by clicking on the name of the Report
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Select Download.
At the bottom of the screen is the options to Open (View), Save (clicking the
dropdown arrow next to Save offers options of Save, Save As, Save and Open)
or Cancel
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