TMTellerMundoUSER GUIDE

PLAIN-LANGUAGE GUIDE · V6.9

Use TellerMundo with confidence.

Follow a purchase from the first request to the final record. Start with the short path below, then open only the sections you need.

Start with the basicsPractice with sample data

START HERE

One purchase, seven clear steps

TellerMundo keeps the reason, approval, order, receipt, payment, and review history together. Each step stays visible so people can see what happened and what still needs attention.

  1. 1

    Request

    Explain what is needed, why it is needed, and the expected cost.

  2. 2

    Review

    An authorized person approves, returns, or rejects the request.

  3. 3

    Order

    Purchasing records the order after approval.

  4. 4

    Receive

    Someone confirms that the item or service arrived.

  5. 5

    Receipt

    Receipt or invoice details are added and checked.

  6. 6

    Transaction

    The payment record is reviewed and posted.

  7. 7

    Report

    The records are matched, exceptions are cleared, and reports are available.

Important: A request is not the same as money spent. Approval or a purchase order may reserve money. Only a posted transaction counts as spent. Adding a receipt by itself does not remove money from the budget.

FOR ORGANIZATION ADMINS

Set up a blank workspace

Do this once before the team starts entering purchases. You can add more detail later.

  1. 1

    Create the organization

    Choose Set up an organization. Enter the organization name, type, fiscal dates, currency, time zone, and finance contact.

  2. 2

    Add the basic financial lists

    In Organization setup, add a fiscal year, at least one department, fund, and object code.

  3. 3

    Create the budget

    Add a budget and at least one budget line with its approved amount.

  4. 4

    Add vendors and contracts

    Add the vendors you expect to use. Add contract or award details when they apply.

  5. 5

    Choose the review rules

    Create an approval policy and a control profile. Keep independent receipt checking and reconciliation turned on for the pilot.

  6. 6

    Add people and roles

    Create a least-privilege role, then either enroll a person by work email or create a company code under Organization setup → Access requests. A code sends a request; an administrator must approve it before the person can enter the organization.

Keep it small: For the first pilot, use one organization, one fiscal year, a few users, and a small set of test purchases.

EVERYDAY WORK

Open the task you need

Make and track a purchase request
  1. Open My requests.
  2. Enter a short description, the business or public purpose, and the expected amount.
  3. Add the department, vendor, fund, budget line, object code, or contract when known.
  4. Choose Save draft if the request is not ready. Choose Submit for approval when it is ready for review.
  5. Watch the five-stage timeline: Request, Review, Order, Receipt, and Funds.

A returned request needs more information. A rejected request is closed. An approved request can move to ordering.

Review and decide a request
  1. Open Approval queue.
  2. Check the purpose, amount, financial coding, and any contract or vendor details.
  3. Approve it, return it for changes, or reject it. Add a useful note explaining the decision.

TellerMundo can require more than one reviewer. One person cannot fill several required reviewer spots. The requester may also be blocked from approving their own request.

Order and confirm delivery
  1. Open Purchase orders.
  2. Create the order from an approved request, then issue it when the order details are correct.
  3. When the item or service arrives, record receiving information. Use a different person when your control rules require it.

The request timeline will show whether ordering, receipt, or financial work is still needed.

Add and check receipt information
  1. Open Receipts.
  2. Enter the vendor, date, invoice or order number, total, and item lines.
  3. Link the receipt to a transaction when the match is known.
  4. An authorized person verifies or rejects the evidence.

The Receipt register stores entered receipt details. Direct receipt-file upload and OCR are still off there. General files can use the separate User document vault process described below.

Add transactions and prevent duplicates

For one transaction

  1. Open Transactions.
  2. Enter the date, vendor, description, amount, and reason for manual entry.
  3. Add the transaction or receipt ID when available. An exact repeated ID is blocked.
  4. The new record starts in review. Review it, approve it, and then post it only when the details are correct.

For a CSV file

  1. Open Import history and choose the CSV file.
  2. Match the file columns to date, vendor, amount, description, and external ID.
  3. Review the preview. Nothing is created during preview.
  4. Commit only the reviewed rows. They still enter the transaction review queue; they are not posted automatically.
  5. If the wrong file was used, choose Request cancellation, explain why, and wait for a different authorized user to decide.

A cancellation does not erase the upload. TellerMundo keeps the file record, rows, reason, requester, reviewer, and timestamps. A completed batch cannot be cancelled as one group after one of its transactions is approved, posted, voided, or placed in exception handling.

Open Reconciliation to review possible duplicates. Choose Confirm duplicate only when both records are the same purchase. Choose Mark distinct when they are separate purchases. Leave a note saying what you checked.

Match records and clear exceptions
  1. Open Reconciliation to compare transactions with receipt evidence.
  2. Treat match scores as suggestions. A person must confirm the result.
  3. Open Exceptions for missing evidence, incomplete coding, policy conflicts, or uncertain matches.
  4. Take ownership, add an internal note, and resolve the item only after the problem is fixed.

PRIVATE RECORD KEEPING

User document vaults

A user can send a document to the organization administrator. The administrator reviews it before assigning it to that user’s vault.

FOR A USER

Submit a document

  1. Open User document vaults.
  2. Add a clear title, document type, record category, and short purpose.
  3. Choose the file and submit it.
  4. Wait for administrator review. A pending file cannot be downloaded as an accepted record.
FOR AN ADMIN

Review and assign

  1. Download the pending file only into the organization’s approved offline review process.
  2. Check the file, choose its owner and category, and add a review note.
  3. Accept and assign it, or reject it. Set a retention review date when needed.
Safety note: TellerMundo records the administrator’s review decision. It does not claim that the file was automatically scanned or legally approved.

REPORTING

Understand costs without double counting

Open Reports to view the User & Vault Cost Report and download controlled CSV registers. What you can see depends on your role.

Workflow requests

Requested amounts for activity tracking. They are informational and are not automatically counted as spent.

Current commitment

Money currently reserved through approved requests or purchase orders.

Period posted actual

Reviewed transactions posted between the chosen start and end dates.

Committed and spent

Current commitments plus posted spending for the fiscal year. Each financial effect appears once.

  1. Choose the report subject if your role can view other users.
  2. Choose a date range or use fiscal year to date.
  3. Review evidence, missing coding, duplicate alerts, exceptions, and unreconciled transactions.
  4. Use Export scoped CSV when you need the detail outside TellerMundo.
Remember: A user vault is a document area. The report shows purchasing activity attributed to a person; it does not give that person a private budget or bank balance.

FINANCIAL PLANNING

Estimate card interest and payments

Open Card payoff planner under Finance. The planner estimates what a payment may look like without connecting to a card issuer or asking for a card number.

  1. Enter the current amount owed from the latest statement.
  2. Enter the purchase APR shown on the statement.
  3. Enter the payment you plan to make and the statement minimum.
  4. Choose how many months you want to take to pay off the balance.
  5. Compare payoff time, estimated interest, and the target monthly payment.
Important: The planner is an estimate. It does not save a card account, change a budget, create a transaction, or replace the card issuer’s statement or payoff quote.

GET HELP AND FOLLOW THE ANSWER

Use the built-in Helpdesk

A ticket keeps the problem, replies, priority, and status together so the request does not get lost in a separate conversation.

  1. Open Helpdesk under Support.
  2. Choose the type and priority. Use Urgent only when the problem blocks work.
  3. Explain what page you were on, what you tried, what you expected, and what happened.
  4. Submit the ticket, then open it from Ticket history to read replies and see its status.
  5. Add a reply when support asks for more information.
Protect your information: Never place a password, secret key, full card number, or unrelated private email in a ticket. Ticket text is saved as customer evidence; it is not permission for TellerMundo to run a command or change a record automatically.

Tickets already save inside TellerMundo. Email notification will show “Not configured” until InfraForge finishes connecting the new support inbox through the approved mail relay.

ACCESS

People see only the work their role allows

Requester

Makes requests, follows status, and can add supporting information.

Approver

Reviews requests and records an approval, return, or rejection.

Purchasing or receiving staff

Creates orders and records when goods or services arrive.

Finance or reconciliation staff

Reviews transactions, duplicate alerts, receipts, matching, exceptions, and reports.

Organization administrator

Sets up the organization, people, roles, budgets, control rules, document review, and integrations.

Role names can be changed. Access is based on the capabilities assigned to the active role. If a menu item is missing, ask the organization administrator to check your role.

CURRENT PILOT

What works today—and what does not

WORKING IN THE CONTROLLED WORKSPACE
  • Blank organization setup and role-based access
  • Budgets, departments, funds, object codes, vendors, and contracts
  • Requests, approvals, purchase orders, and receiving
  • Manual and CSV transaction intake with review before posting
  • Two-person cancellation review for eligible bad import batches
  • Two-person voiding of incorrect posted transactions without deletion
  • Duplicate checks using IDs and matching details
  • Receipt details, matching, reconciliation, and exceptions
  • User document vault intake and administrator assignment
  • User cost reports, standard CSV reports, search, and audit history
  • Card balance, APR, payment, interest, and payoff scenario estimates
  • Organization-scoped helpdesk tickets, replies, status, and priority
  • Fictional integration simulators for safe testing
NOT CONNECTED OR NOT A FINISHED SERVICE
  • Live banks, card issuers, payroll, Gmail, ERP systems, or Microsoft Entra
  • Helpdesk email delivery until the support inbox and approved relay are configured
  • Automatic tax filing, payroll processing, or full bookkeeping
  • Saved card accounts, automatic balances, or issuer payoff quotes
  • Automatic receipt-file reading in the Receipt register
  • Certified accounting, security, privacy, records, or government compliance
  • Unattended automatic posting of financial transactions

PLAIN WORDS

Common TellerMundo terms

Appropriated
The amount approved for a budget line.
Commitment or encumbered
Money currently set aside for an approved request or open purchase order.
Posted spend
A reviewed transaction that now counts as money spent.
Available
Approved budget, plus or minus adjustments, less commitments and posted spend.
Evidence
A receipt, invoice, order number, or other record that supports a purchase.
Reconciliation
Checking that the request, order, receipt, and transaction describe the same purchase.
Exception
Something that needs a person to review, such as missing evidence or incomplete coding.
Duplicate candidate
Two records that may describe the same transaction. A person must decide.
Fiscal year
The organization’s chosen financial reporting year.
User vault
A private document area assigned to one organization member. It is not a bank account or personal budget.
APR
Annual percentage rate. The card planner divides this rate by 12 to estimate monthly interest.
Support ticket
A saved request for help with a visible status, conversation, and history.

COMMON QUESTIONS

When something does not look right

I cannot see a menu item

Your active role may not include that work. Check the organization and role shown at the top of the workspace, then ask an administrator to review your access.

I signed in, but I have no organization

Choose Join an organization and enter the company code your employer gave you. Your request must be approved. If you lead a new organization, choose Set up an organization instead.

How do I invite someone with a company code?

Open Organization setup → Access requests. Choose a non-administrator role, set the limit and expiration, then copy the code when it appears. The readable code is shown only once. Review the person's verified email, title, phone, and note before approving or denying the request.

Where can I find another member's contact information?

Open People & contacts. Active members can add their own job title, phone number, and preferred contact method. Email comes from the verified sign-in account.

A total is lower than I expected

Check the selected fiscal year. Only posted transactions count as spent. Draft, imported, pending-review, and approved transactions do not count as posted spend.

Why is the card estimate different from my statement?

The planner uses APR divided by 12. Card issuers may use average daily balance, payment dates, fees, new purchases, credits, promotional rates, or penalty rates. The issuer’s statement and payoff quote control.

A transaction cannot be approved

Open Reconciliation and look for an unresolved duplicate alert. Also check for missing financial coding or an open exception.

I uploaded a CSV, but spending did not change

This is expected. Preview does not create transactions. Committing creates pending-review transactions. An authorized person must review, approve, and post them before they count as spend.

I uploaded the wrong CSV. Can I remove it?

Open Import history and request cancellation. Explain what went wrong. A different user with import approval access must authorize it. TellerMundo keeps the original batch and audit history. If any linked transaction is already approved, posted, voided, or in exception handling, correct those records individually.

Why did my ticket say email is not configured?

Your ticket is still saved in TellerMundo and remains visible in Helpdesk. InfraForge must finish connecting the new support address and approved mail relay before the notification can also be sent by email.

Can I correct a posted record?

Do not create a second record to hide the first one. Open Correction queue, choose the posted transaction, and request a reversal. A different authorized user must approve it. An approved reversal changes the record to Voided so it no longer counts as posted spend, while the original amount, reason, and decision history remain visible.