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ECManager: Attachment Tool

Find out more about using the Attachment Tool in ECManager.

The Attachment Tool in ECManager can be used to attach multiple receipts and documents to both pending and posted Express Card and Travel Event Planner (TEP) Card transactions.

All users who have defined roles as a Cardholder, Transaction Reviewer, Department Administrator, or Administrative Support within ECManager have access to use the Attachment Tool.

Other users who do not have defined roles in ECManager but may need access to use this tool for reconciliation or other administrative purposes, can be given access through the Business Unit Management Tool.  These users can be assigned a role as Attachment Administrator (all access), or Attachment Viewer (view only).  For assistance with getting access to the Attachment Tool, contact your Business Unit Management Tool Administrator.

In the right place? Find information about Travel Event Planner (TEP) transactions on the TEP Transaction Groups page.

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1. Access the Attachment Tool

  1. Open ECManager.
  2. If prompted to use Single Sign-On, enter your user name (UCSD email) and Business Systems password, and click the Sign On button.
  3. From the EC Manager main menu, click the Attachment Tool link.

2. Find a transaction

To find a specific transaction using the Transaction Id:

  1. Enter the 10-digit Transaction Id in the corresponding field on the Attachment Tool Search screen.
  2. Click the Submit button.

To find transactions without using the Transaction Id:

  1. You can search for transactions using any combination of these fields.*
    • Vendor Name (vendor or merchant name)
    • Total (transaction amount)
    • Card Id (last 4 digits)
    • Cardholder (name)
    • Index (code)
    • Account (code)
    • Card Type (use this to filter between Express Card and TEP transactions)
  2. Click the Submit button

*When using these options you must include either the Trans. (transaction) Start and End Dates, or the IFIS Posted Start and End Dates.

3. Select a transaction and add an attachment

On the Search Results Screen:

  1. Find the transaction to which you want to add an attachment.
  2. Click the transaction ID number in the Transaction ID column (far left column).

From the Transaction screen:

  1. Click the 'Add an attachment/comment' link.
  2. In the popup dialog box, select the document type from the dropdown menu.
  3. Click the Browse button, navigate to the desired document, select the document and click the Open button to upload the document.
  4. Enter a description or business purpose for the attachment.
    • Note: All fields are required.
  5. Click the Add attachment button.

You can add additional documentation by clicking the 'Add an attachment/comment' link again. You can delete attachments from pending transactions by clicking the Delete link next to the attachment. Attachments cannot be deleted for transactions that have posted to the Operating Ledger.

4. Select a transaction and add a comment

On the Search Results Screen:

  1. Find the transaction to which you want to add a comment. 
  2. Click the transaction ID number in the Transaction ID column (far left column).

From the Transaction screen:

  1. Click the 'Add an attachment/comment' link.
  2. In the popup dialog box, select the document type from the dropdown menu.
    • Fraudulent Credit - the original transaction ID number must be entered
    • Recurring Charge - a clearly defined business purpose much be entered
      • Charged automatically the same amount each month and do not receive a statement
      • The initial charge should have the agreement or initial statement attached
    • Returned Credit - the original transaction ID number much be entered
  3. Click the Add attachment button.

You can add additional documentation by clicking the 'Add an attachment/comment' link again. You can delete attachments from pending transactions by clicking the Delete link next to the attachment. Attachments cannot be deleted for transactions that have posted to the Operating Ledger.

5. Return

After adding the attachments for a specific transaction, you can select one of the following options:
  • Return to the Main Menu to return to the ECManager main menu page.
  • Return to Attachment Tool Search Results to return to the Search Results page.
  • Return to the Attachment Tool Search to search for another transaction.

6. Export Transactions to Excel

You can also export your transaction to an Excel spreadsheet. 

  1. Enter in the search criteria from the Attachment Tool search page
    • Transaction Start/End Date
    • Card ID (last 4-digits)
    • Cardholder Name
    • Index
    • Account
  2. Click 'Download to Excel'

7. Update the Business Purpose or Description

You may also update the Business Purpose or Description field.

  1. Click on the Business Purpose or Description
  2. Make necessary changes
  3. Click 'Update' and the new text will display.

Changes are documented in the Attachment Audit Trail.

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