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Lesson 1 - Introduction

o. Lesson 1 - Introduction. Training Objectives. At the conclusion of this Lesson, you will be able to: Describe how cardholder, LAPC and APC responsibilities contribute to the Purchase Card Management workflow. State the consequences of misuse of the card.

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Lesson 1 - Introduction

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  1. o Lesson 1 - Introduction

  2. Training Objectives • At the conclusion of this Lesson, you will be able to: • Describe how cardholder, LAPC and APC responsibilities contribute to the Purchase Card Management workflow. • State the consequences of misuse of the card. • State the overall responsibilities of a Cardholder, LAPC and APC. • List proper and improper use of Purchase Cards and Convenience Checks. • Identify where self-help information is located.

  3. PCMS Overview

  4. Purchase Card Program Hierarchy

  5. PCMS Cardholder Workflow

  6. Do’s • Purchases - Official Purposes Only!!! • Keep Your Card, Checks and PCMS Password SECURE!!! • Reconcile Transactions Frequently. • Pay Sales Tax If Requested by Merchant. • If Using Convenience Check, Obtain the Vendor’s TIN or SSN. • For a Micro-Purchase, Purchase Card Is First Choice. • If Purchase Card Lost or Stolen, Immediately Notify Bank!!!

  7. Don’t • Exceed Single or Monthly Purchase Limits. • Split Transactions. • Make Personal Purchases. • Provide Salary Payments. • Make Cash and\or Travel Advances. • Make Cash Awards.

  8. LAPC Role

  9. APC Role

  10. User Manual Quick Guides DR 5013-6 Policy Guides FAQ’s APC Information Sources

  11. Summary & Review • Describe How Cardholder, LAPC and APC Responsibilities Contribute to the Purchase Card Management Workflow. • State the Consequences of Misuse of the Card. • List Proper and Improper Use of Purchase Cards and Convenience Checks. • Identify Where Self-help Information Is Located.

  12. Lesson 2: Accessing and Navigating PCMS

  13. Training Objectives • At the conclusion of this lesson, PCMS LAPC’s and APC’s will be able to: • Demonstrate accessing PCMS and maintaining passwords. • Navigate PCMS using menus and tools. -

  14. Logging On \ Off PCMS • Opening the PCMS Application • open an Internet Explorer browser and access the USDA PCMS web page at http://www.nfc.usda.gov/corporate/PCMS.htm • Click the active PCMS Application Login link under the PCMS Production heading. • Click OK on the Security message • Log onto PCMS to access the PCMS Database Server. • If you cannot open the application: • Contact the PCMS helpdesk. • LAPC should notify their APC.

  15. Logging Onto PCMS • Training PCMS User ID and Password to be provided by your Instructor. • Production PCMS User ID and Password will be provided to LAPC’s by their APC or PSD to APC’s upon completion of training. • If you experience problems logging on to PCMS: • Ensure your User ID and Password are correct. • Contact your APC or PCMS Helpdesk.

  16. Logging Off PCMS • To exit PCMS, from the Main Menu, press - OR - • Click the ‘X’ in the top right-hand corner of the window.

  17. PCMS Passwords • At the PCMS Main Menu, select Change Password. • The Pop-Up Window shown below will appear. • Password Requirements • Must be at least 6 alphanumeric characters. • Begin with a letter. • Must include >= 1 number. • Must contain no spaces. • Differ, by at least 3 characters, from the previous password.

  18. Troubleshooting For possible causes of error messages, and remedies, see the table below:

  19. Password Security • Select a Password You Will Remember and Keep It Secure. • Do Not Give Your PCMS Password to Any Other Person. • If You Suspect Someone May Have Access to Your Password Then Change It. • Account Lockouts Occur to Prevent People From Trying to Guess Your Password. • Unique Passwords Are Required to Keep Your Password More Secure.

  20. Practical Exercise • Log on to PCMS Training Database Using the Trainee User ID and Password Provided to You by Your Instructor. • After Logging on Change Your Password To: Trainee • Log Out of PCMS. • Log on to PCMS Again Using Your New Password.

  21. Main Menu • Located on the Main PCMS Screen. • Provides Access to the Major Functions of PCMS.

  22. Main Menu (Cont.)

  23. Form Window • The form window opens when you select one of the options from the Cardholder Menu. • Window display: • Sub-Menu • Command Bar • Form window • Status Bar • Busy Signal

  24. Sub-Menu

  25. Command Bar • Appears on Every Window • Located at the Top of Each Screen. • Buttons Used to Initiate or Confirm Actions in PCMS.

  26. Command Bar (Cont.)

  27. Navigation • Moving From Record to Record • Use the Forms Menu Option Record. • Select Next or Previous. • Use the Scroll Bar on Left Side of Screen. • Moving From Field to Field • Use the Forms Menu Option Field. • Select Next or Previous. • Use the Tab Key. • Click in the Field Using Mouse.

  28. Executing a Query • Retrieving Information From the Database Is Called Executing a Query. • Retrieving All Records • Click Find on the command bar twice to query all records. • Retrieving Specific Records • Click Find on the command bar once. • Enter the value(s) you want to match in the appropriate fields, and click Find again. • Wildcard (%) • Allows you to search for a partial value. • Window will populate with all records matching your search criteria.

  29. Lists • Some fields in the PCMS windows have lists. • <List of Values> will displayed in the status bar in the lower left corner of the window. • To access the list, click List on the Command Bar. • A list popup window opens displaying all appropriate choices for the specific field. • Scroll to highlight the item you want to select and click OK. • The value appears in the applicable field.

  30. Summary and Review • Which Menu Bar Is Used to Be Able to Customize the Window Display? • What Are the Steps to Changing a Password? • Which Menu Takes You From the Main Screen of PCMS to Be Able to Query Card Transactions? • If I Want to Print a Screen Where Are the Print Options Located?

  31. Lesson 3: Accounts and Profile Accounting

  32. Training Objectives • At the conclusion of this Lesson, PCMS LAPC’s and APC’s will be able to: • Review Purchase Card Details. • Modify Profile Accounting Information.

  33. Purchase Card Account • Overview • Querying Cardholder Records

  34. Practical Exercise • Query all Cardholder records. • Query Cardholder records with a Card status of “ACTIVE”. • Query Cardholder records with a Single Purchase limit of greater than $1,000. • Query Cardholder records that expire in the year 2005.

  35. Profile Accounting

  36. Profile Accounting - Name

  37. Profile Accounting – Account Number

  38. Profile Accounting – Organization

  39. Profile Accounting Details

  40. Profile Accounting Details (Cont.)

  41. Profile Accounting Details (Cont.)

  42. Profile Accounting Details (Cont.)

  43. Query Profile Accounting • A Cardholder can only query their own profile accounting. • APC\LAPC can query profile accounting for all designated Cardholder records or specific records.

  44. Modify Profile Accounting

  45. Updating Accounting Fields

  46. Updating Accounting Fields (Cont.)

  47. Updating Accounting Fields (Cont.)

  48. Updating Accounting Fields (Cont.)

  49. Updating Accounting Fields (Cont.)

  50. Updating Accounting Fields (Cont.)

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