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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 • 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.
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!!!
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.
User Manual Quick Guides DR 5013-6 Micro-Purchase Guide FAQs LAPC Information Sources
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 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 • 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 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 • 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 • 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 • 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.
Troubleshooting For possible causes of error messages, and remedies, see the table below:
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 • 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 in PCMS.
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 • 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 • Appears on Every Window • Located at the Top of Each Screen. • Buttons Used to Initiate or Confirm Actions in PCMS.
Navigation • 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 • 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 • 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.
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.
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 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 all or specific cardholder records for the current User ID. • Navigate between retrieved records.
Practical Exercise • Review Purchase Card details of your trainee account.
Query Profile Accounting • Query profile accounting for all or specific User IDs. • Navigate between retrieved records.
