Standard IntelliLink Allocations

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 1.     Log into IntelliLink  
 Use Internet Explorer or Firefox – Google Chrome and Safari do not work correctly

Small camera iconUsername: Full Messiah email (example lsmith@messiah.edu)

Password: This was set up by the approver.  It must be at least eight characters long and include at least on capital and one lower case letter and one number.   


Small camera iconMemorable Word: This was set up by the approver.  Enter only the three characters that are requested.  Click the memorable word reminder to view the question that was answered to create the memorable word.


Small camera icon2. Click on “Account Statements”
“Account Statements” can be found on the menu on the left side of the screen.  If allocations are required, “Account Statements” will be orange and flashing.


Small camera icon3. From the list on the left side of the screen, click on the month for which transactions require allocation.  


Small camera icon4. Transactions requiring allocation will be displayed in the center of the screen.  There will be a red X and a red exclamation point on the right side of each transaction.  

5. Click on the red X for the first transaction.  The Transaction Details screen will now be displayed.  The following information must be provided:


Org Code:  The transaction must be allocated to the proper org code.



Small camera icon•    Transactions automatically default to the employee’s home org. This is not always the proper org for the transaction – always check.



Small camera icon•    To change the org, click on the arrow next to the org box and then click on the correct org if it is listed.  If it is not listed, click on “Search.”  This brings up the “Org Code –Search” screen.  



Small camera icon•    If the org number is known, type it into the “Code Value” box and click “Search,” or if the org name is known, type it into the “Description” box surrounded by percent signs and click Search.  (For example, %travel%)   The org(s) will be listed below.



Small camera icon•    To add the org to the favorites list, click on the arrow facing to the right.

•    To insert the org for this transaction, click on the arrow facing up.


Account Code:  The transaction must be allocated to the proper account code.



Small camera icon•    Transactions automatically default to an account related to the supplier.  This is often not the correct account for the transaction – always check.

•    To change the account, click on the arrow next to the account code box and then click on the correct account if it is listed.  If it is not listed, click on “Search.”  This brings up the Account –Search screen.  



Small camera icon•    If the account number is known, type it into the “Code Value” box and click “Search,” or if the account name is known, type it into the “Description” box surrounded by percent signs.  (For example, %supplies%)   The account(s) will be listed below.



Small camera icon •    To add the account to the favorites list, click on the arrow facing to the right.

•    To insert the account for this transaction, click on the arrow facing up.


Small camera iconActivity Code:  The transaction must be allocated to the proper activity code.

Small camera icon Activity codes are not mandatory and are only used in certain departments.  Follow the same procedure listed above for org code and account code to search for the activity code.


Small camera iconNarrative Details:  The 5W’s of the transaction must be provided. Click into the     narrative details box to type this information.  Between the information in the     narrative details and the information on the receipt, all of the 5W questions     must be answered.  This extremely important step is required by the IRS and the     information must be maintained for audit purposes. 
  • Who:  this is understood to be the employee, if the purchase was made for someone other than the employee, it should be stated *see special rules for food purchases
  • What:  item(s) or service(s) purchased, this is typically listed on the itemized receipt; however a general description is appreciated
  • Where:  this is typically the location where the purchase was made and can be found on the receipt, however, if traveling, the location of travel should also be included
  • When:  this is typically the date of purchase and can be found on the receipt, however, when travel is involved, the dates of travel should be stated
  • Why:  an explanation of why the purchase was made must be included

Click on Save before leaving the page.

Small camera iconSmall camera iconIf it is necessary to leave notes for the approver of the transaction, they should be left in the “Cardholder Comments” box.  To access this box from the “Account Statement” screen, click on the red exclamation point next to the transaction.  Click into the “Cardholder Comments” box and type the necessary information and then click “Save.”  To access this box from the “Coding“ tab, simply click on the “Approval” tab.  Click into the “Cardholder Comments” box and type the necessary information and then click “Save.”

Small camera icon6. Upload and link the receipt to the transaction. From the “Account Statement” screen, click on “Manage Receipt Images.” “Manage Receipt Images” is blue and at the lower right side of the screen.

Small camera icon7. The “Receipt Image Management” screen is now displayed. Click on “Upload New Image” on the upper right side of the screen.

Small camera iconSmall camera icon8. The “Image Upload” screen is now displayed. Click on the “Browse” button and navigate to the location where the receipt is stored. When the file name is in the box, click on “Upload File.” An itemized receipt or invoice, showing exactly what was purchased and how much it cost must be attached to each transaction. The total amount on the receipt/invoice must match the total amount charged. If the receipt has been lost, was never provided or has not yet arrived, use a Missing Receipt Form. See below for instructions.

Small camera icon 9. From the “Receipt Image Management” screen, find the receipt that was uploaded. Click on “Linked Transactions.” “Linked Transactions” will be found below the file name for each receipt. Be sure to click “Linked Transactions” for the correct receipt. The most recently uploaded receipt will be found at the bottom.

Small camera icon10. The “Receipt Image Management – Transaction Linking” screen is now displayed. Click on the line for the transaction that matches the receipt. After clicking, a gray paperclip will be displayed next to the transaction. Then click on “Save.”
Please note: Between the information in the narrative details and the information on the receipt, all of the 5W questions must be answered. These are important details that must be maintained for IRS audit purposes.

Small camera icon11. Navigate back to the “Account Statements” screen. A green checkmark should now be displayed next to the transaction.