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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Then click NEXT button
Click the NEXT button
Then click SUBMIT
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
Transaction Status Listing
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
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
Drop down list of favorites
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
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 add split lines to a line item
10. Once all the above have been complete a scissors denotes a new split transaction
No of splits required
Billing amounts/% amounts fields
Splits as requested
Option to assign tax to each split
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