Young Life
US Field Approver Quick Tips Guide
May 2007
Thank you for being an Approver for
Young Life expenses. The purpose of
your function is to ensure that the
expenses look appropriate and
reasonable for your Mission Unit. You
will be responsible for reviewing
transactions and out of pocket
expenses that are $150 or more, and
will be capable of reviewing all
transactions. In addition, you are
responsible for approving check
requests and increases of a
cardholder’s limit for items such as a
banquet or a camp trip.
A
Logging into the Works system…
1.
2.
3.
4.
Open your Internet Browser.
Enter the following in your
address bar:
payment2.works.com
Login into the system with:
Username:
Password:
Click
… (see A)
Note: You can reset your
password by clicking on
“Forgot your password?”
May 2007
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D
C
B
To start click either the “Sign
Off” task link on your home
page (see B) or choose
“Transactions Requiring Sign
Off” in the Manager section of
the Left Navigation bar (see C).
When you are in any screen
and want to return to the home
screen, click on the home
button (see D).
May 2007
2
How to Approve a Purchase
Card Transaction
Transactions awaiting approval
are displayed in the upper section
of the screen (see E).
Click on a transaction in the upper
section to view its details in the
lower section.
The sign off status will show:
CH = Cardholder has signed off
A = Service Center Accountant
has paid—Approver sign
off still needed
Click on a transaction in the upper
section to view its details in the
lower section.
Note: Coding is complete when
the Comp/Val/Auth fields for the
selected transaction display
green checks [√ √ √ ] instead of
red x’s [x x x] (see L). Also, the
Allocation field will display the
Mission Unit and Expense code
unless additional lines are
allocated to the transaction, in
which case the word “multiple”
will appear.
May 2007
3
Click the Allocation tab (see
F) and review the GL
expense codes (see table
below). To edit the
allocation, check the line
you wish to change and
click
. When
finished, click
.
F
May 2007
2420
US Field Capital
Purchases
5415
RTD Training
5710
Vehicle
5810
Office
6210
Program
6255
Camp
6410
Fundraising
6415
Donor Car
6430
Banquet
6440
Golf Events
6710
Travel and
Conference
6425
Operating
Fundraisers
8690
Miscellaneous
Expenses
4
Click on the Purchase Detail
tab (see G) to get a listing of
what was purchased (if
provided by the vendor).
To approve the transaction,
click
(see H).
A comment box will appear,
and nothing is needed so
click the “ok” box.
G
H
May 2007
5
Flagging a Transaction
To flag a transaction which sends
a transaction back to a cardholder
for additional information, click
(see I) on the General
Tab and enter comments.
I
May 2007
6
How to Approve an Expense
Reimbursement
J
May 2007
From the home page, click on
“Sign Off” Reimbursement
(see J).
7
If approving a reimbursement,
click Sign Off (see K).
If rejecting a reimbursement,
click Reject (see L).
K
May 2007
L
8
If you have a question on the
reimbursement and wish to
alert the cardholder, click the
Flag button (see M) and enter
the question. This alerts the
cardholder that more
information is requested before
it can be approved.
M
May 2007
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How to Approve an Advance
or Check Request
N
From the home page, click on
“Approve/Reject” Purchase
Requests (see N).
A check request is where a
check will be cut from the
Service Center. A Purchase
Request is where an instant
increase in credit limit will be
placed on the cardholder’s card
to make the purchase requested.
Advance Requests will be
needed for camp trips, banquets,
capital purchases, golf
tournaments, etc.
May 2007
10
Check Request
(Check Sent from Service Center)
A check request must have the
Approval Route as “Check Req.
Approval Group” and the Payment
as “Check Request” (see O).
O
May 2007
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Advance Request
(Increase on P Card)
A purchase request must
have the Approval Route as
the name of the Mission Unit
and the Payment as
“Managed/Semi-managed
Card” (see P).
P
May 2007
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Q
How to View Detail on
Advance or Check Request
For both types of transactions:
Click on the transaction you
want to view to get the detail
(see Q).
May 2007
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Click on the Allocation tab to
review or change the
account coding (see R).
After reviewing, click on
either the Approve button
(see S) to pay the
invoice/increase card limit or
the Reject button (see T) to
not pay the invoice/increase
card limit.
R
S
May 2007
T
14
U
How to Rearrange Columns
for Easy Viewing
While in a Review screen click
on the Column button (see U).
May 2007
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Z
V
Y
X
W
To move a column closer to
the top, highlight the
column header you want
(see V) and click the Move
Up button (see W). If you
want to move item down,
click the Move Down button
(see X). To remove an item
from the active columns,
click the Remove button
(see Y).
To add a column, highlight
the column name you want
and click the Add button
(see Z).
May 2007
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AA
CC
Organizing Your View
BB
To prioritize your review,
click the Table Button (see
AA).
Click on the Purchase
Amount column (see BB)
twice to have the items
listed in highest to lowest
amount spent.
Click on the Split View
button (see CC) to return
back to seeing the full
detail.
May 2007
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EE
How To Run Reports on All
Transactions
DD
FF
To see all transaction by
cardholders in your Mission
Unit, click on Standard
Reports, Dashboard, and
then “Spend – Mission Unit”
(see DD).
Highlight the mission unit you
want to review (see EE).
Click on an individual
transaction (see FF with
expanded detail) to get
information on that purchase.
May 2007
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GG
May 2007
The Purchase Detail tab (see
GG) will give the detail of
what was purchased, if the
information is available from
vendor.
19
How to Change Email
Preferences
Click on Tools, Personal
Settings, and then Email
Preferences (see HH). You
may change these
preferences, but please do
not change any of your
options to “Never.”
HH
May 2007
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