We recommend you keep local copies of the data and reports listed from No. 1 to 6 below for future audit and reporting purposes.
1. Download Users Report
a) Go to “Reports – Run”,
b) Select Report Name and drop down on “Programme Management Reports”.
c) Select “User Information Report” and “Run”.
d) If the User Information report is not available you can gain access to it via “Company – Company Configuration – Report Administration”, drop down on “Programme Management Reports” and select the report to gain access.
2. Retrieve and Download Receipt Images
Uploaded receipt images are retained on SDOL for 36 months. You can download a pdf file of all receipt images via the “Financial – Retrieve Receipt Images” section.
When retrieving receipt images, the date period will automatically default to the previous 4 weeks however you can update the date period to the dates you require and “Download Now” or “Schedule Download”. If you “Schedule Download”, the images will be available in your “Reports and Data Files” on the home page once complete. You can download receipt images per card or for the overall programme. Depending on the volume of receipts on your program, you may need to run several downloads.
3. Download Statements
You can view a PDF version of your statements by selecting “Financial” and the “Account Statements” section if you are set up to receive PDF statements. To view / save an individual statement by card holder or the overall programme, click the PDF statement you require and then select print or save. The maximum period of statements available for downloading is 13 months. Your final statement will also be available in the “Account Statements” section once the programme closes. You can download at a programme level or per cardholder. We recommend that you download both programme and cardholder level statements.
4. Stamp Duty
Your closure stamp duty charge per active card will be included on the final statement. You can provide this to your new provider as proof of payment for the year.
5. Download Reports
Download any bespoke reports via the “Reports – Run” section. If you currently run a monthly transaction file via this section, please ensure you have downloaded the preceding 36 months of data.
6. Copy your Cost Allocation Scheme
To obtain a copy of your cost allocation scheme (coding structure) you can download it via “Company – Cost Allocation Management – Accounting Code Scheme – Scheme Download/Update”.
Select a scheme to download and input a short description. Once complete your scheme will be available in the “Data Files” section on the home page. The data will download as a text file. You will need to copy and paste the text into an excel document and save it locally.