Below you will find information about the Businessmanager and answers to frequently asked questions.
User roles in SBB Businessmanager.
Businessmanager has the various roles:
Contract manager.
Contract managers can view and manage the entire contract.
Invoice centre manager.
Invoice centre manager can view and manage only the invoice centres for which they are responsible.
Deputy contract/invoice centre manager.
Deputies have the same access rights as the roles they deputise for.
Employee.
Employees cannot access Businessmanager. They can only make purchases.
Tip: Contract or invoice centre managers cannot place orders unless they have been assigned employee access rights.
Contract managers have primary responsibility for managing access rights and roles.
They can:
Open new invoice centres;
Create/block cost allocations;
Appoint deputies for their role;
Appoint invoice centre managers and deputy invoice centre managers;
Authorise or delete user access for the entire contract;
Manage travelcards for the entire contract;
Download statistics for the entire contract.
Invoice centre managers are appointed by contract managers.
They act as administrators for the invoice centre(s) for which they are responsible.
They can:
Create/block cost allocations;
Appoint deputies for their role;
Authorise or delete user access for their invoice centres;
Manage travelcards assigned to their invoice centres;
Download statistics for their invoice centres.
Employees who have been authorised for at least one invoice centre can make purchases on their company’s behalf on the SBB Businesstravel sales channels (SBB webshop/SBB Mobile app).
To obtain authorisation, they must register for the contract and have their registration request approved by a manager.
Navigation in SBB Businessmanager.
Businessmanager includes a large number of hints and tips that provide useful information.
Click the “i” logo to obtain additional information.
Tasks bring together users’ registration requests.
Invoice centre managers receive an automatic e-mail notification when a registration request is received for one of their invoice centres.
They, their deputy or the contract manager can then approve or reject the request.
This function provides an overview of the contract and invoice centres and also the names of the invoice centres managers.
Click any item of information to obtain a detailed view of it.
This view can be used to view and manage GA and Half-Fare travelcards purchased through the contract and the associated key information.
Travelcards can be cancelled with effect from the next possible cancellation date, as shown in the relevant column.
Click “Export” to export the data as an Excel table.
All employees with access to the contract are shown, and can be managed from, here.
Invoice centre access can be added for users who are already registered and authorisation can be deleted.
The list can be exported in Excel format.
Invoice centres can be viewed from the “Overview” or “Invoice centres” sections of Businessmanager.
Invoice centres are essentially client accounts. You can define a name to each cost centre when you create it. You can also choose a method of payment and billing address.
As a result, you can have several cost centres with different methods of payment within the same contract in line with your needs and your company’s accounting structure.
Cost allocation allows detailed cost assignment within your company.
It is attached to a invoice centre and appears as a drop-down menu during purchasing.
Allocations can be managed from the detailed invoice centre view.
They will appear on the invoice and in the statistics.
FAQ.
Only contract managers and their deputies are authorised to appoint or change contract managers and deputy contract managers.
Here’s what to do:
Click “Overview”, then the contract number.
Click “Edit”, make the desired changes, then click “Save”.
Only contract managers and their deputies and cost centre managers and their deputies are authorised to appoint or change cost centre managers and deputy cost centre managers.
Click “Overview”, then the relevant invoice centre.
Click “Appoint/replace the responsible and deputy”.
Click “Edit”, make your changes, then click “Save”.
For the whole of the contract (just the contract manager and their deputy):
Click “Overview”, then the contract number.
Click “Download statistics”.
Specify the period for which you want to create statistics, then click “Generate”.
For a invoice centre (contract manager and deputy contract manager only, as well as invoice centre managers and deputy invoice centre managers):
Click “Invoice centres”, then the invoice centre for which you want to generate statistics.
Click “Download statistics”.
Specify the relevant period or invoice number, then click “Generate”.
Only contract managers and their deputies and invoice centre managers and their deputies can create VAT statements.
Click “Invoice centres”, then the relevant invoice centre.
Click “Download VAT documents”.
Select the appropriate quarter in the drop-down menu and click “Generate”.
Click “Invoice centres”, then choose the relevant invoice centre.
Create a cost allocation by clicking “New cost allocation”.
To import several cost allocations, click “Export cost allocations”, edit the file you have downloaded, then click “Import cost allocations”.
The employee in question must first register for the contract.
Click “Tasks”, select the checkbox for the user, then click “Activate”.
Click “Employees”, then select the checkbox for the user.
Click “Reallocate employees”.
Select the contract and new invoice centre.
Click “Check allocations”.
Click “Save changes”.
Click “Employees”, then select the checkbox for the user.
Click “Block”, then confirm by clicking “Block” a second time.
NB: Blocked employee can be reactivated (see Authorising employees).
Click “Employees”, then select the checkbox for the user.
Click “Delete”, then confirm by clicking “Delete”.
Click “Invoice centres”.
Click “New invoice centre”.
Complete all mandatory fields, then click “Create”.
Activation may take several days. A confirmation e-mail will be sent once the process has been completed.
The following methods of payment are accepted.
Invoice with QR code
E-Invoice (direct delivery to your payment system)E-Invoice payment can be requested from the Business Travel Service Center.
Credit card
Business card (Airplus/Amex)Business card payment can be requested from the Businesstravel Service Center.
The standard payment period is 15 days.
For the following methods of payment:
Invoice with QR code;
E-Invoice
invoices are issued twice a month: The first covers the 1st to the 15th, the second the 16th to the end of the month.
Credit card payments are debited when tickets are purchased.
An Airplus or Amex business card can be saved to one or more cost centres.
Please contact the Businesstravel Service Center to obtain a cost centre with this type of card.
Once the cost centre has been activated:
Click “Invoice centres”;
Select the appropriate cost centre;
Click “Deposite payment card”.
The discount for companies that use an invoice-type method of payment (invoice, E-invoice) is automatically deducted from each invoice.
Companies that use a credit card-type method of payment will receive payment at the beginning of January for the year just ended.
Click “Subscriptions”.
Select the appropriate travelcard(s).
Click “Cancel”.
The travelcard holder will receive a message notifying them that their card has been cancelled and informing them of the date on which cancellation takes effect.
Cancellation can only be reversed if the travelcard is still valid.
Click “Subscriptions”.
Select the appropriate travelcard(s).
Click “Rollback cancellation”.
Click “Subscriptions”.
Select the appropriate travelcard(s).
Click “Replace purchaser”.
The new purchaser must be authorised for the invoice centre to which the travelcard is registered.
This function can be used to change the invoice centre to which the selected travelcard is assigned. When it is renewed, the travel card will be invoiced to the new invoice centre.
Click “Subscriptions”.
Select the appropriate travelcard(s).
Click “Reassign subscriptions”.
The purchaser must be authorised for the new invoice centre.
All Half-Fare and GA travel cards purchased through the contract can be exported into an Excel file.
Click “Subscriptions”.
Click “Export”.
The Export function will apply any filters you have set. To obtain a list of all travel cards, click “Reset filters” before starting your export.
Click “Employees”.
Click “Export”.
The Export function will apply any filters you have set. To obtain a list of all travel cards, click “Reset filters” before starting your export.