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PURCHASING CARD TRAINING

PURCHASING CARD TRAINING. LOG-IN SCREEN. Enter in your USERNAME :. Then click NEXT button. Enter in your PASSWORD – you will be asked to change this on your first log-in. Click the NEXT button.

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PURCHASING CARD TRAINING

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  1. PURCHASING CARD TRAINING

  2. LOG-IN SCREEN

  3. Enter in your USERNAME: Then click NEXT button

  4. Enter in your PASSWORD – you will be asked to change this on your first log-in Click the NEXT button

  5. Enter ANSWER to question below – either mothers maiden name, last 4 digits of work number or last four digits of credit card number Then click SUBMIT

  6. Once logged in the E Statement screen is displayed. This is where the details of the transactions that have occurred on the cardholders card within the current billing period are displayed

  7. To access the process transaction screen click the quick link Transaction Status Listing Calendar : change dates to view different billing periods Credit Card number All : All Transaction Approved : All approved Transactions Reviewed: All Reviewed Transactions New / Imported : All new transactions – not worked on

  8. Process Transaction – Populated ScreenIn the Process transaction screen the cardholder has to check the billing amount, merchant /supplier and goods purchased are correct. The cardholder checks these items against the transaction log completed at time of order. The cardholder must then view/change cost allocation codes, process the VAT and review the transaction

  9. How to process P Card VAT(3 allocations required) • Assign Tax – choose 21/13.5/0% or exempt • VAT recoverable – choose REC or NR • VAT Analysis – choose IR/EUG/EUS/WF/WP . • 1. ASSIGN TAX • Assign Tax – click Assign Tax on bottom left hand side of screen • The screen below appears • Click on circle depending on what rate applies (see attached notes and lists in relation to VAT allocation) • Click “Assign & Calculate” (the system calculates the VAT) • Message appears “VAT has been assigned successfully”, click ok • Once you have done all the above a “flag” appears in the “Status” box

  10. VAT cont…. • VAT Recoverable • Tick the Status box of the transaction you are working on. • Double click on the transaction column under VAT recoverable • Choose from either REC or NR, never choose the NONE option • REC relates to Recoverable VAT and NR relates to Non Recoverable • The cardholder/PI should know if their account is Vatable. The administrator will provide the cardholder with a list of all vatable accounts relating to their area

  11. VAT Cont… • VAT Analysis • Depending on where the goods/services have been purchased • choose one of the following options • IR – Ireland • EU Goods **** all invoices allocated to EUG must be sent to the Administrator on the last day of each month (copies) • EUS – EU Services • WF – Rest of World goods by Freight • WP – Rest of World goods/services by Post • Never choose the NONE option

  12. COST CODE ALLOCATION • In the process transaction screen go to the transaction you want to change the Cost Allocation Codes • Click the Element Level on the transaction (Element 1 – 3/5) • A drop down list of all favourites will return, if you do not want to use your favourites click on assign • Cost Alloction Code (CAC) at bottom left of screen and choose codes from there • 4. Click on the code required and move onto the next element level and so on Drop down list of favorites

  13. To create Cost Allocation Code favourites • Favourites enable a cardholder to create their own list of most often used cost allocation codes • To assign your favorites go to Cost Allocation – CAS Group – Favourites Click the box next to your card number and select Add/Edit Favourites Select a cost allocation level from CHOOSE A CAL drop down list Click on submit Select the codes that you want to add into the Favourites list Click on move Follow the same process for all levels available in the drop down list

  14. To split a transactionA split is the ability to divide a transaction into multiple line amounts for tax coding and cost coding at a more detailed level. All split transactions are marked with a scissors icon. A split can be completed in the following cases - Any type of transaction can be split whether at top or line item. A split cannot be completed in the following cases – where a transaction has been exported or approved. • How to split lines to top line transactions • In the main process transaction screen, select the check box of a top line transaction • Click on “split” (bottom of screen) - the split dialog box is displayed • Enter the number of splits required • Select a format – billing amount split or percentage split (most often billing amount) • Click Create split lines • The required number of split lines is displayed – the description of these which defaults to split 1, • Split 2 and so on can be edited • Enter the relevant amounts in the fields eg billing amount or % amount • Click Submit and the dialog screen closes and you are brought back to the process trans screen • The splits will appear under the top line of the transaction, default Cost Allocation Codes will be • allocated so if you require to change these you can allocate the Cost Allocation Codes and tax • in the same manner as the transaction process screen. • Once all the above have been complete a scissors denotes a new split transaction • If you require to edit the split the best option would be to delete the split and start the process again

  15. Trans split cont…. How to add split lines to a line item • In the main process transaction screen, select the check box of a top line transaction • Click on “split” (bottom of screen) - the split dialog box is displayed • Select a format for the split by choosing the ‘billing amount’ or ‘percentage amount’ • Enter the number of split lines required for each line item and create split lines • The required number of splits are displayed in the bottom panel. Descriptions can be edited • Enter the relevant amounts in the billing or % amount field • To split tax rates click “assign tax” and choose from the rates provided in the assign VAT screen – each split can be assigned a different VAT rate, if the VAT rates are different the top line displays MIXED • Click Submit and the dialog screen closes and you are brought back to the process trans screen • The splits will appear under the top line of the transaction, default Cost Allocation Codes will be allocated so if you require to change these you can allocate the CAC in the same manner as the transaction process screen 10. Once all the above have been complete a scissors denotes a new split transaction

  16. Example of split dialog box on line item No of splits required Billing amounts/% amounts fields Splits as requested Option to assign tax to each split

  17. Comments/Dispute/Review/ Approve transactions • Comments – if you are using order numbers they should be entered into the “Comment” box –click on the transaction you wish to allocate the comment to, click the comment box, enter your order number and click submit. This order number will be exported to General Ledger • Dispute - If you are not happy with a transaction you can dispute this on the D.cal Screen. For example if the supplier over charged and you are waiting for a credit note or if the goods are faulty and you are waiting for replacements. To dispute tick the transaction, click the dispute button, click on “dispute this transaction” and submit. Once the transaction has been sorted you can undispute the transaction. Disputed transactions are displayed with a X icon. • Once you are happy that all components of the transaction are correct and the VAT and Cost Allocatin Codes have been allocated correctly you must review the transaction so that your approver can ‘approve’ the transaction – click on Review on the bottom of the screen. The “flag” box will turn blue and the transaction will disappear from the screen. To view this transaction again filter the Trans status by reviewed. All reviewed transaction in the chosen billing period will return. If you need to unreview this transaction, click Unreview on the bottom of the screen. • This reviewed transaction will now appear in the approvers “in-tray” with a status of reviewed. The approver will check that the transaction has been made for legitimate work purposes. They must then check that is has been coded correctly and that the TAX.VAT has been assigned. The approver must tick the check box and click on the Approve button

  18. EXPORT to CODA Once the transaction has been approved the Administrator will, on a weekly basis, carry out an export to Coda. Changes cannot be made to these transactions once they have been exported so it is vital the information allocated is correct. If there are transactions the Administrator is not happy with eg if the codes allocated are not valid codes, or if all manditory allocations have not been made, the Administrator will contact the Cardholder or the Approver. Ongoing admin problems with cardholders or approvers may result in the card being withdrawn. In order to administer the system effectively, it is vital that reviewing and approving of transactions in d.cal is carried out in a timely manner and with a high level of accuracy. When the export has been complete the P card transactions will appear on your monthly General Ledger reports. The document status for these transactions will be PCARD

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