Employee group as destination

To send your email to a pre-defined employee group:

1. From the Email Management screen, click the Destination button.

   The Email Destination List window appears.

   This window has two views: Select Employee Group (default) and Select Individual Employees.

   The Select Employee Group view provides a description of all the various employee groups you can send your email to.

2. Click the name of the employee destination group you want to use.

   All destination groups apart from Account Holders and Employees have the Select Issuer Period field where you need to select the account type/card issuer from a drop-down list and the statement period the message applies to.

   Some groups require you to select additional criteria from drop-down lists (see below for selection descriptions).

   The Employees distribution list excludes employees that have a termination date (date left the company) that is in the past.

3. Click the Use Selected Email Group link.

Open statements

From the Statement Status drop-down list, select the statement status this email message will apply to:

• New. Statement active but not opened by cardholder or travel arranger.
• Opened. Viewed by cardholder or travel arranger but not changed.
• Updated. Transactional detail has been updated by cardholder or travel arranger.
• Complete. Cardholder or travel arranger has marked statement complete (this is an optional company setting).

Transaction status

From the Transaction Status drop-down list, select the transaction status this email message will apply to:

• Any Problem Status. Transactions that have either a combination code error, a mandatory code missing, or the description detail missing.
• Automatically Coded. Transactions that have had charge code fields populated automatically by the system based on defaults set.
• Viewed & Complete. Transactions that have been viewed by the account holder and are complete.
• Description Required. Transactions that do not have description text in the detail.
• Mandatory Code Missing. Transactions that have a mandatory charge code field missing.
• Combination Code Missing. Transactions that are missing either one or both of the charge code fields required as part of a combination code.
• Invalid Code Combination. Transactions that have a combination of codes used for a transaction that are invalid.
• Mandatory Tax Code Missing. Transactions that are missing a mandatory tax code.
• Receipt Status Missing. Transactions where the user has not indicated whether or not they hold a valid tax receipt (if relevant for your organization).
• Tax Code Requires Receipt. Transactions where the tax code selected requires the user to indicate whether or not they hold a valid tax receipt (if relevant for your organization).

Managers with approvals

From the Approval Status drop-down list, select the approval status this email message will apply to:

• Information Required. Transactions the manager/approver has flagged as requiring more information to be provided by the employee.
• Approval Required. Transactions still requiring manager/approver approval or other action.
• Declined. Transactions the manager/approver has flagged as declined.
• Approved. Transactions the manager/approver has approved.

Account holders with approvals

From the Approval Status drop-down list, select the approval status this email message will apply to:

• Information Required. Transactions the manager/approver has flagged as requiring more information to be provided by the employee.
• Approval Required. Transactions still requiring manager/approver approval or other action.
• Declined. Transactions the manager/approver has flagged as declined.
• Approved. Transactions the manager/approver has approved.