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Lesson 1 - Introduction

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Lesson 1 - Introduction. Training Objectives. At the Conclusion of this Lesson, You Will Be Able To: Describe how cardholder responsibilities contribute to the Purchase Card Management workflow. State the consequences of misuse of the card.

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training objectives
Training Objectives
  • At the Conclusion of this Lesson, You Will Be Able To:
    • Describe how cardholder 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.
  • 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!!!
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.
information sources
User Manual

Quick Guides

DR 5013-6

Micro-Purchase Guide



Information Sources
summary review
Summary & Review
  • Describe How Cardholder 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.
training objectives11
Training Objectives
  • At the conclusion of this lesson, PCMS Cardholders will be able to:
    • Demonstrate accessing PCMS and maintaining passwords.
    • Navigate PCMS using menus and tools.


logging on off pcms
Logging On \ Off PCMS
  • Opening the PCMS Application
    • open an Internet Explorer browser and access the USDA PCMS web page at
    • Click the active PCMS Application Login link at the bottom of the page.
    • 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.
    • Notify your LAPC.
logging onto pcms
Logging Onto PCMS
  • Training PCMS UserID and Password to be provided by your Instructor.
  • Production PCMS UserID and Password will be provided by your LAPC upon completion of training.
  • If you experience problems logging on to PCMS:
    • Ensure your UserID and Password are correct.
    • Contact your LAPC.
logging off pcms
Logging Off PCMS
  • To exit PCMS, from the Main Menu, press [Exit PCMS]. - OR -
  • Click the ‘X’ in the top right-hand corner of the window.
pcms passwords
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 at least 1 number.
    • Must contain no spaces.
    • Differ by at least 3 characters from the previous password.

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

password security
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.
practical exercise
Practical Exercise
  • Log on to PCMS Training Database Using the Trainee User ID and Password Provided to You by Your Instructor.
  • After Logging Change Your Password To: Trainee
  • Log Out of PCMS.
  • Log on to PCMS Again Using Your New Password.
main window
Main Window
  • Main Window in PCMS.
bulletin board
Bulletin Board
  • Located in the Center of the Main Window
  • Provides Updates About PCMS.
    • System Upgrades and Downtime
    • Notification of Specific System Problems
  • The DPC Is Responsible for the Posting of All Messages to the Bulletin Board
form window
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
command bar
Command Bar
  • Appears on Every Window
  • Located at the Top of Each Screen.
  • Buttons Used to Initiate or Confirm Actions in PCMS.
  • Moving From Record to Record
    • Use Record from the menu and select Next or Previous.
    • Use the Scroll Bar on Left Side of window.
  • Moving From Field to Field
    • Use Field on the menu and select Next or Previous.
    • Use the tab key.
    • Click in the field using mouse.
system edits
System Edits
  • If data is entered into PCMS incorrectly, or an attempted function is not allowed, the system will generate an error message.
  • Appear in dialog boxes
  • Provide information that will help you determine how to proceed
  • Click OK to close the error message
  • This example indicates that data entered is not recognized by PCMS and needs to be corrected.
executing a query
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.
  • 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.
summary and review
Summary and Review
  • Which menu bar item 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?
  • Where are print options located if I want to print a screen?
  • You receive an error message when reconciling a transaction:
    • What is the likely cause of the problem and what steps do you need to take to resolve it? (Walk the instructor through the steps)
  • How does the DPC distribute system information, such as system upgrades, to the cardholders?
training objectives32
Training Objectives
  • At the Conclusion of This Lesson, PCMS Cardholders Will Be Able To:
    • Review Purchase Card Details.
    • Modify Profile Accounting Information.
query purchase card account
Query Purchase Card Account
  • Query all or specific cardholder records for the current User ID.
  • Navigate between retrieved records.
practical exercise40
Practical Exercise
  • Review Purchase Card details of your trainee account.
query profile accounting
Query Profile Accounting
  • Query profile accounting for all or specific User IDs.
  • Navigate between retrieved records.
practical exercise55
Practical Exercise
  • Add a Second Accounting Code: 7010000000 to Your Profile Account Information.
  • Add the BOCC for “Supplies and Materials.”
  • Set Distribution for this Accounting Code to 25%. (Remember the Total Percentage must equal 100%).
  • Save changes and exit the Profile Accounting window.
summary and review56
Summary and Review

1.  What is the purpose of the Purchase Card screen?

2.  What do you use the Profile Accounting screen for?

3.  Which fields on the Profile Accounting window require a value to be entered?

4.  Why would you have multiple Accounting Codes associated to your Purchase Card?

5.  How can you remove Profile Accounting details?

6.  How do you add Profile Accounting details?