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Lesson 4: Fleet Transactions

Lesson 4: Fleet Transactions. Training Objectives. At the conclusion of this lesson, PCMS LFPC’s and AFHC’s will be able to: Query, view, and dispute transactions. Overview - Main Window. Main Window (Cont.). Main Window (Cont.). Main Window (Cont.). Main Window (Cont.).

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Lesson 4: Fleet Transactions

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  1. Lesson 4: Fleet Transactions

  2. Training Objectives • At the conclusion of this lesson, PCMS LFPC’s and AFHC’s will be able to: • Query, view, and dispute transactions.

  3. Overview - Main Window

  4. Main Window (Cont.)

  5. Main Window (Cont.)

  6. Main Window (Cont.)

  7. Main Window (Cont.)

  8. Main Window (Cont.)

  9. Querying Transactions • Query all their transactions OR specific transactions. • Query by date range. • Combine date range and specific transaction queries.

  10. Querying All Transactions • Click Find on the Command Bar. • Transaction records will appear in the middle section of the screen. • Use scroll bar to navigate between transactions.

  11. Querying Specific Transactions • Click Find on the command bar. • Position the cursor in any field in the Fleet Transactions area and enter a value. Click Find. • The query results will appear. • Range operators such as < or >, and wildcards such as %, can be used in queries. • Lists are available for the “Tag\Equipment No’ and “Voyager\Aviation No” fields.

  12. Querying by Date Range • Click Find on the command bar twice. • Click the Query By Date check box. • Enter dates in the From Date and To Date fields and select the Sort Order of the purchase date. • Click Query.

  13. Practical Exercise • Query all transactions accounts, then query a specific Tag\Equipment number from the list available. • Execute a specific query to find all transactions with an Action Code of “D” (Disputed). • Query transactions greater than $50.00. • Query a specific Merchant name and view a list of transactions associated to various vehicles\equipment. E.g. Russell or Spectrum.

  14. View Transaction Details • To view details of a specific transaction, place the cursor on a particular transaction line in the Card Transaction section of the screen and click Trans Detail.

  15. Transaction Details • The Transaction Details screen appears detailing the transaction you selected. • Click Transactions to return to the transactions window.

  16. Practical Exercise • Query all transactions. • View the first transaction in the list. • Return to the transactions screen.

  17. Disputes • When Should a Transaction Dispute Be Filed? • When the invoice amount of goods\services received is not in keeping with what the Fleet card holder purchased. • Transactions to investigate are: if there are duplicate transactions on the same day, or if the vehicle does not use the type of fuel purchased. • Cardholders have 60 days following Purchase Date to dispute a transaction.

  18. Disputing a Transaction • From the Fleet Transactions screen click Dispute next to the specific transaction you wish to dispute.

  19. Disputing a Transaction (cont.) • The Transaction Dispute window opens. • Certain fields are automatically populated with data from the transaction you are disputing. These cannot be edited.

  20. Disputing a Transaction (cont.) Editable Fields

  21. Disputing a Transaction (cont.) • Click Save on the command bar to save the dispute details. • Click Fleet Trans to return to the Fleet Transaction window.

  22. Resolving Disputes • To Resolve a dispute, query the specific transaction and enter the Dispute window.

  23. Resolving Disputes • Enter date in Date Resolved field. • Update the Comments field. • Click Save on the Command Bar. • Click Fleet Trans to return to the Fleet Transactions screen. • If the dispute is resolved in the LFPC’s favor, a credit will be issued by the Merchant. If the dispute is resolved in the Merchant’s favor, no further action will be taken.

  24. Transaction Credits & Debits • A transaction must be paid before it can be disputed. • After payment has been made, the Description Field of the transaction will display the message Accepted by FFIS. • If an LFPC disputes a transaction, the Bank issues a temporary credit to equipment account while reviewing the dispute.

  25. Transaction Credits & Debits • If the Dispute Is Found in the LFPC’s Favor: • A Transaction Credit will be issued by the Merchant. • This transaction will display the Merchant name in the Merchant Name field and will have a minus ( - ) sign in front of the transaction amount. • The Bank will then issue a Retail Debit in PCMS with the words Retail Debit Adjustment in the Merchant Name field.

  26. Transaction Credits & Debits • If the Dispute Is Found in the Merchant’s Favor: • The Bank will issue a Retail Debit to offset the temporary credit. • A Credit from the merchant will not be generated. The original charge to the equipment account will stand. • The LFPC is not informed by the bank when a dispute is found in the merchant’s favor.

  27. Practical Exercise • Query all transactions. • Select a transaction and place it in a Disputed state;

  28. Summary and Review • How do you query a specific transaction that occurred in a particular month? • How do you query transactions valued greater than $200? • What is the process for disputing a transaction? • What is the process for resolving a disputed transaction?

  29. Intro Lesson 5 - Messages

  30. Training Objectives • At the conclusion of this Lesson, you will be able to: • Respond to user messages, statistical samples and system errors.

  31. Bulletin Board • Located in the Center of the Main Menu • Provides updates about PCMS. • System Upgrades and Downtime • Notification of Specific System Problems • PSD is responsible for the posting of all messages to the Bulletin Board

  32. System Edits • If data is entered into PCMS incorrectly or functionality is not allowed, the system will generate an error message known as a system edit. • Appears in a Dialog Box. • Provides information that will help you determine how to proceed.

  33. System Edits (Cont.) • Click OK to close the error message. • Ensure the data has been entered correctly.

  34. User Messages - General • An Oversight Tool That Monitors PCMS Transactions. • Assists LFPC’s in their oversight role of maintaining Fleet Card accounts and purchases • The LFPC Is Expected to Routinely Review Fleet Transactions.

  35. User Messages Screen Overview • LFPCs view messages regarding fleet transactions for their designated vehicles\equipment accounts.

  36. User messages are listed below: User Message Details • Part of an effort to identify possible card misuse or fraud. • The LFPC should review the transaction and investigate and determine whether the card was used inappropriately. • The LFPC may request the Fleet card user’s assistance during the review process.

  37. Querying User Messages • Query All Messages for all of the LFPC. OR • Query Specific Messages.

  38. Reading and Responding to Messages • Click View Transaction to view transaction details

  39. Card Transaction Screen • The Card Transactions window opens. • Use the scroll bar to view more information. • Place the cursor in the line of the specific transaction and click Trans Detail.

  40. Transaction Details • Review transaction details. • Click Transactions to return to the Card Transaction window.

  41. Close User Messages • Change message status to Read. • Add Comments. • Be sure to save.

  42. Practical Exercise • Query your user messages. • Select a Tag\Equipment number. • Read User Messages that Vehicle\Equipment. • View the transaction details. • Add comments to the user message. • Change the status from ‘Unread’ to ‘Read’. • Save User Message. • Exit user message screen.

  43. Statistical Sampling • Complete form for audit purposes. • You MUST enter a comment!

  44. Summary & Review • You Receive a System Edit: • What is the Likely Cause of the Problem? • What Steps Do You Need to Take to Resolve It? • How Does PSD Distribute System Information, Such As System Upgrades, to the LFPC’s? • After Reading a User Message How Do You Ensure That It Does Not Show in the List Again? • Why Will an LFPC Receive a User Message?

  45. Summary & Review (cont.) • How Frequently Should You Check Your Messages? • What is the purpose of a Statistical Sample?

  46. Lesson 6 – Fleet Card Setup

  47. Training Objectives • At the conclusion of this lesson, PCMS LFPC’s and AFHC’s will be able to: • Create, maintain, and query Fleet card accounts in FAMS; • Delete, and replace Fleet cards;

  48. Fleet Card Setup - Workflow • LFPC sets up Fleet card accounts for vehicles and equipment, establish specific vehicle\equipment profile information, and replace or delete Fleet cards.

  49. Screen Overview

  50. Screen Overview (cont.) • CARD INFO - Enter Card information • EQUIP INFO – Enter equipment details • LIMIT INFO – Enter spending\usage limits • DRIVER INFO – Not currently used by USDA.

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