Tr T aining r Guide for r Ze ro Balance Purc Pur hasing Card Car Cardholder Car s dholder s & & Approv Appr er ov s er Columbia University 1

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1 Training Guide for Zero Balance Purchasing Card Cardholders & Approvers Columbia University

2 TABLE OF CONTENTS ACTIVITY PAGE Logging into WORKS Cardholders 4 Creating a Purchase Request 6 Matching a Purchase Request Reconciling a Transaction 4 Approvers 2 Approving a Purchase Request 25 Approving a Transaction 28 Viewing and Printing Purchase Requests Running Reports DPAD/Approver Cardholder/Approver Signoff Cardholder P-Card Account Details 4 Cardholder Declines 45 Sales Tax on P-Card Transactions 47 Business Purpose for Food/Hotel Transactions 48 Split Transactions 5 WORKS Tips Multiple Transaction Allocation 5 Search Tool 55 Changing Column Preferences 56 Setting Preferences 60 Last revised Columbia University

3 Logging into WORKS 2 4 Launch your Internet browser. Go to the WORKS: Enter your Columbia University E Mail address. Enter your Username and Password. Note: After training, you will receive a welcome e mail from WORKS with instructions on setting the password. Please read the e mail carefully it will provide you with the validation steps. Usernames begin with the Columbia UNI ID plus cu (i.e., rk24cu). When creating the password in WORKS, you will be asked to choose a Security Validation Question. The answer to this question will be used by you when resetting your password. 5 Click Login. Note: The system logs out after 5 minutes of inactivity. 5 4 Note: Click Forgot your password? to receive information on how to reset your password. Columbia University

4 WORKS Cardholder Homepage Cardholder Homepage Features. Home Button Takes you back to the homepage 2. Task Pane Provides links to different sections within WORKS. Show/Hide Task Button Allows you to display or hide the Task Pane 4. List of Transactions Awaiting Action Shows number of transactions to be signed off, resolved, etc. 5. Logout Link Logs you out of WORKS 6. Table Section Displays the List of Transactions Awaiting Action 7. Detail Section Shows general information about your P Card. Show/Hide Task Pane Button 4. List of Transactions Awaiting Action. Home Button 2. Task Pane 5. Logout Link 6. Table Section 7. Detail Section 4 Columbia University

5 WORKS Cardholder View Cardholder View Features:. Column Button Allows you to change the order of the columns displayed in the Table Section (changes are automatically saved by the system) 2. Create Dropdown Allows you to create a Purchase Request. View Buttons Allows you to choose the view of the display area. You can choose Table or Detail, where it will display those areas only, or you can choose Split (as seen below) to see both. 4. Table Section Lists open transactions for sign off, resolving, etc. 5. Detail Section Shows detailed transaction information 6. Message Box Shows system generated messages 7. Sign Off Button Allows you to sign off on a transaction 2. Create Dropdown. View Buttons 4. Table Section. Column Button 5. Detail Section 6. Message Box 7. Sign Off Button 5 Columbia University

6 Creating a Purchase Request From the homepage, select Create Purchase Request and click Go. 2 The Create a Purchase Request window displays. Type in the Request Name. DO NOT complete the Vendor, CRI and PO Number fields. 2 6 Columbia University

7 Creating a Purchase Request Under the Goods/Services section, enter Description and Amount for purchase request. Note: To list multiple items, enter the number of items in the Add field and click Go Under the Allocation section, enter Description for purchase request. Note: To list multiple lines, please see page 9. Select Allocate by Amount or Percentage and enter amount. Click on GL Assistant to assign accounting codes Columbia University

8 Creating a Purchase Request 7 You should see Account highlighted in the View section. Select the appropriate account number The screen refreshes to display the available subcodes. Select the appropriate Subcode. The screen refreshes to display the Department. t Select the appropriate Department. Verify all values selected for the GL segments in Selected Combination. Click Finish. 2 8 Columbia University

9 Creating a Purchase Request For transactions with multiple ledger lines: Under the Allocation section, enter the number of lines in the Add field and click Go. Select Allocate by Amount or Percentage and enter amount or percent. Click on GL Assistant to assign accounting codes. Repeat steps Columbia University

10 Creating a Purchase Request 8 Click Submit to send the purchase request to the Approver. 8 9 Details of the purchase request display in a separate window. Select Close or Print. Note: Steps for creating a purchase request are now completed. 9 0

11 Matching a Purchase Request From the homepage, click Sign Off. 2 Click the designated transaction. Click Attach. 2

12 Matching a Purchase Request 4 The Attach Payables To Purchase Request window displays Select the appropriate purchase request. Click Attach. To confirm the purchase request was matched, review the Message. 7 2

13 Matching a Purchase Request 8 9 Select the matched transaction from the Table Section. Verify accounting allocation and make any changes as required Click Sign Off. Type in your business purpose in the Comment section, if you haven t already. Click OK. 2 Review the Message Boxto confirm the transaction was signed off. Note: The steps for matching a purchase request are now complete.

14 Reconciling a Transaction From the homepage, click Sign Off. Note: The number of transactions to reconcile are noted in the Count column. 2 Click the designated transaction to view the transaction detail. 2 4

15 Reconciling a Transaction Verify that the information on the receipt matches the transaction in WORKS. Note: If the purchase total on the receipt does not match the information in WORKS, contact the vendor to dispute the transaction. If you can not solve the problem after contacting the vendor, you can begin the dispute process by contacting Bank of America. For complete instructions, please refer to the Cardholder and Reconciler Procedures at 5

16 Reconciling a Transaction 4 Using the Allocation column in the Table section and Allocation tab in the Detail section, review the allocation information to verify that the accounting is correct. If accounting is correct, go to Step 22 to sign off on the transaction. If accounting is not correct, continue with next step. Note: The allocation string consists of three sets of numbers, the account number (6 digits), subcode (4 digits), and department (7 digits) To change the accounting allocation select the allocation line item by clicking on the checkmark box next to it and then click Add / Edit. 6

17 Reconciling a Transaction 6 The Allocation window displays. If only a single line is required, go to step 0. If multiple ledger codes are needed, enter the number of allocation lines needed in Add and click Go For multiple lines, click either Amount or Percentage in Allocate by. Enter the appropriate allocations in the Amount (or Percent) column for each line. If you are allocating by amount, make sure the total equals 00% (By percentage, the total is recalculated automatically.) Do not enter any credit amounts. Enter a description of what was purchased for each ledger line. This will not change the vendor name for the overall transaction

18 Reconciling a Transaction 0 Click GL Assistant to select the appropriate accounting codes. 0 2 The Build a Combination window displays. Click Reset All. Note: Use the search feature to find segments (Department, Account # or Subcode) by either value or description. You should see Account highlighted in the View section. Select the appropriate account number by clicking onthe account number. Note: All Columbia account numbers are associated with a 7 digit department number, including sub department numbers

19 Reconciling a Transaction 4 5 5A The screen refreshes to display the available subcodes. Select the appropriate Subcode. Use the search feature to find the subcode; enter either value or description and click Go. 5 5A 5B You should see Subcode highlighted in the View section. Select the appropriate account number by clicking on the Subcode Value or Description. 5B 9

20 Reconciling a Transaction 6 7 The screen refreshes to display the Department. Select the appropriate Department Verify all values selected for the GL segments in Selected Combination. Click Finish. Note: For transactions with multiple ledger lines, repeat steps 9 for each line. 20

21 Reconciling a Transaction 20 From the Allocations window, click OK You should now see the allocations that you created in the Allocations tab. If everything looks good, you re ready to sign off

22 Reconciling a Transaction 22 Click Sign Offto submit the transaction for approval The Sign Off window displays. If required by P Card Policy or your department, enter the business purpose for the purchase and click OK. 2 2 Note: A business purpose is required for all food and hotel transactions (if allowed). For complete instructions please refer the Cardholder and Reconciler Procedures at 24 To confirm the transaction has been signed off, review the Message. 24 Note: The steps for reconciling a transaction are now complete. 22

23 WORKS Approver Homepage Approver Homepage Features :. Home Button Takes you back to the homepage 2. Task Pane Provides links to different sections within WORKS. Show/Hide Task Button Allows you to display or hide the Task Pane 4. List of Transactions Awaiting Action Shows number of transactions to be signed off, resolved, etc. 5. Logout Link Logs you out of WORKS 6. Table Section Displays the List of Transactions Awaiting Action 7. Message Box Shows system generated messages 8. Detail Section Shows general information about your card. Show/Hide Task Pane Button 4. List of Transactions Awaiting Action. Home Button 2. Task Pane 5. Logout Link 6. Table Section 8. Detail Section 7. Message Box 2

24 WORKS Approver View Approver View Features :. Column Button Allows you to change the order of the columns displayed in the Table Section (changes are automatically saved by the system) 2. View Buttons Allows you to change the view to display only the Table or Detail Sections. Table Section Lists open transactions for sign off, resolving, etc. 4. Detail Section Shows detailed transaction information 5. Message Box Shows system generated messages 6. Sign Off Button Allows you to sign off on a transaction 2. View Buttons. Column Button. Table Section 4. Detail Section 5. Message Box 6. Sign Off Button 24

25 Approving a Purchase Request From the homepage, click Approve/Reject. The number of open purchase requests are noted in the Count column. 2 Click the designated request. 2 25

26 Approving a Purchase Request Review request details in the General, Item Detail and Status tabs. 4 Review accounting information in the Allocation tab. If Allocation is correct, continue with next step. If Allocation is incorrect, click Add/Edit to revise accounting information Click Approve if you approve, or Reject if you don t approve the request. 26

27 Approving a Purchase Request 6 Enter comments (optional) and click OK. 5 7 To confirm the purchase request was approved, review the Message. 7 Note: Steps for approving a purchase request are now completed. 27

28 Approving a Transaction From the homepage, click Sign Off. The number of transactions to approve are noted in the Count column. 2 Click the designated transaction to view the transaction detail. 2 28

29 Approving a Transaction Review the purchase information in the columns above and the General tab. Verify that the purpose appears in the Comments section. 4 Review the accounting information on the Allocation tab. 4 29

30 Approving a Transaction 5 If the transaction detail is correct, click Sign Off. If the transaction detail is not correct, either make changes (see Reconciling a Transaction) or flag the transaction (see Flagging a Transaction). 5 6 Enter any additional comments in the Sign Off window (optional). 6 7 To confirm the transaction has been signed off, review the Message. 7 Note: The steps for approving a transaction are now complete. 0

31 Viewing and Printing Purchase Requests An Approver can also view and print the Purchase Request details once a cardholder attaches text. To do so, choose transaction by clicking on it in the Table section. 2 In the Detail section, click on View Request Detail towards the right of the screen. 2 You should then see a Print Documents pop up appear. After selecting the columns you want included in the document, click on Print

32 Viewing and Printing Purchase Requests 4 Once you click on Print, the request details should pop up and you can review it there, close the pop up, or print the page. To print the page, click on Print towards the bottom right. 4 2

33 Running Reports: Cardholder/Approver Signoff Report Description: DPADS and Approvers can run the Cardholder/Approver Signoff Report to identify Cardholders and Approvers who have and have not signed off on transactions. Frequency of Reporting: This report should be run on a weekly basis in order to guarantee that transactions with a posting date of the 22 nd of the month or prior are reviewed and approved prior to the month end hard close. At a minimum, the report must be run on the 24 th of the month in order to capture the last billing cycle. To run the report, select Configurable Reports, select Reports and select Spend Reports. 2 Select Please select a report template pull down menu. 2

34 Running Reports: Cardholder/Approver Signoff Select Choose from all available templates. 4 Select CH/APP Signoffand select Finish

35 Running Reports: Cardholder/Approver Signoff 5 Verify in Step : Choose Report Template that the Show Simple View button is visible. If Show Expert View button is visible, select it and the Show Simple View will be displayed. 5 6 In Step 4: Add General and Column Filters select Date. 6 7 Select Cycle to date (or you may designate another time period of your choice) and select Finish. 7 5

36 Running Reports: Cardholder/Approver Signoff 8 In Step 5: Bookmarking select Bookmark this report template. Enter a Bookmark Name, enter a Description and select Personal. 8 9 In Step 6: Scheduling and Expiration enter the same name as the Bookmark Name. Select Recurring. 9 0 Select Every Sunday at Midnight (you may change to a day and time of your choice by selecting the pull down menus). Select OK. 0 6

37 Running Reports: Cardholder/Approver Signoff Select Submit Report. If you have scheduled the report as recurring, you will receive the message below. 2 You may edit the report scheduling by selecting Configurable Reports, select Reports, select Scheduled Reports and select the report. 2 7

38 Running Reports: Cardholder/Approver Signoff If you have scheduled the report to run Now, you will receive the message below. Once the report is complete, you will receive the message below. 4 To access your report, select Configurable Reports, select Reports and select Completed Reports. Select the Report and select Download PDF to view the report. 4 8

39 Running Reports: Cardholder/Approver Signoff 5 You may also access your reports from your Download queue on your Home Page by selecting Download and selecting the report from the available reports

40 Running Reports: Cardholder/Approver Signoff 6 To view a listing of Reports you have bookmarked, select Configurable Reports, select Bookmarks, and select Management You can view your listing of reports and you have the ability to delete reports no longer used. 40

41 Running Reports: Cardholder Card Limits Report Description: DPADS and Approvers can run the Cardholder Card Limits report to identify Cardholders in your department and their monthly credit limits, single transaction limits, account numbers and department numbers. Frequency of Reporting: It is recommended that DPADS run the report at least twice per year (you may run it more frequently). It should also be run when you receive the biannual User Report (Roster) to review current Cardholders in your department. To run the report, select Configurable Reports, select Reports and select Card Reports. 2 Select Please select a report template pull down menu. 2 4

42 Running Reports: Cardholder Card Limits Select Choose from all available templates. 4 Select CH Card Limits and select finish. 4 42

43 Running Reports: Cardholder Card Limits 5 Verify in Step : Choose Report Template that the Show Simple View button is visible. If Show Expert View button is visible, select it and the Show Simple View will be displayed. 5 6 In Step 5: Bookmarking select Bookmark this report template. Enter a Bookmark Name, enter a Description and select Personal. 6 7 In Step 6: Scheduling and Expiration enter the same name as the Bookmark Name. Select Recurring. 7 8 Select Every quarter starting (you may change to a day and time of your choice by selecting the pull down menus). Select OK. 8 4

44 Running Reports: Cardholder Card Limits 9 Select Submit Report. If you have scheduled the report as recurring, you will receive the message below. 9 You should also review Steps 2 thru 7 of the Running Reports: Cardholder/Approver Signoff section of this manual for additional information on how to edit and view reports. 44

45 Running Reports: Cardholder Declines Report Description: DPADS and Approvers can run the Cardholder Declines Report to identify all transactions which were declined for a Cardholder. Included in the report is the Cardholder name, Merchant name, Amount of Transaction, reason for the decline and the Merchant Category Code. Frequency of Reporting: It is recommended that this report be run on a monthly basis. To run the report, select Configurable Reports, select Reports and select Card Reports. 2 Select Please select a report template pull down menu. 2 45

46 Running Reports: Cardholder Declines Select Choose from all available templates. 4 Select Card Declines and select finish. 4 Review Steps 5 thru 7 of the Running Reports: Cardholder/Approver Signoff section of this manual for instructions on how to run the report, edit the report and view the report. 46

47 Running Reports: Sales Tax Report Report Description: DPADS and Approvers can run the Sales Tax Report to identify all transactions made by their Cardholders which have been subjected to sales tax. Frequency of Reporting: It is recommended that this report be run as needed. 2 To run the report, select Standard Reports, select Company Reports and select Spend Reports. Select Tax Audit report Select Date range. Select Group, Employee or Card. Select Download, PDF or Excel File to save the report. 5 47

48 Running Reports: Approver/DPAD Business Purpose for Food & Hotel Transactions Report Description: DPADS and Approvers should review all food and hotel transactions to confirm all information (listed below) has been provided in the business purpose. Food Business Purpose Requirements:. Purpose of event or meeting 2. Type of meal (breakfast lunch or dinner. Date, time, and location of event or meeting 4. Names of attendees ( or a number if there are more than 0 attendees) You should also confirm that the food has been eaten on campus. You are required to run the following Food Business Purpose Reports: Food Business Purpose Report Food Business Purpose Report 2 Hotel Business Purpose Requirements:. Guest Name 2. Dates of Stay. Business reason for stay You should also confirm that the cardholder is using the University s preferred hotel vendors. You are required to run the following Hotel Business Purpose Reports: Hotel Business Purpose Report Hotel Business Purpose Report 2 Frequency of Reporting: It is recommended that these reports be run twice per month in order to guarantee that transactions with a posting date of the 22nd of the month or prior are reviewed and corrected prior to the monthend hard close. 48

49 Running Reports: Approver/DPAD Business Purpose for Food & Hotel Transactions To run the reports, select Configurable Reports, select Report and select Spend Reports. 2 Select Please select a report template pull down menu. 2 49

50 Running Reports: Approver/DPAD Business Purpose for Food & Hotel Transactions Select Choose from all available templates. 4 Select Food Audit Report (), Food Audit Report (2), Hotel Audit Report or Audit Report 2 and select finish. 4 Note: You are required to run Food Audit Report (), Food Audit Report (2), Hotel Audit Report and Hotel Audit Report 2 individually. Review Steps 5 thru 7 of the Running Reports: Cardholder/Approver Signoff section of this manual for instructions on how to run the reports, edit the reports and view the reports. 50

51 Running Reports: Split Transactions Report Description: DPADS and Approvers should review all transactions to determine if any transactions have been split in order to circumvent a Cardholder s single transaction limit. You should review transactions made on the same day using the same vendor. If multiple transactions appear for the same vendor, determine if the total dollar amount exceeds the single transaction limit and if so, why. Frequency of Reporting: It is recommended that this report be run on a monthly basis. For additional information on Split Transactions, please refer to the P Card Misuse and Card Restriction Spending Limits Sections of the P Card Policies To run the report, select Standard Reports, select Dashboard and select Single TXN Limit Audit. 5

52 Running Reports: Split Transactions 2 Select a Vendor for which it appears 2 or more transactions totaling more than $2,500 were made on the same day. 2 Select transaction and review Comments and details to determine if transaction was split. 52

53 WORKS Tips: Multiple Transaction Allocation Users can apply a single line of allocation to multiple transactions through the Code GL feature. A Select Table view. Select the transactions you wish to edit. A 5

54 WORKS Tips: Multiple Transaction Allocation 2 Select Code GL. Select GL Assistant to select the accounting string for the transactions. (See steps thru 9 of Reconciling a Transaction for instructions.) 2 54

55 WORKS Tips: Search Tool P Card Users can also search the WORKS for specific transactions. There are various search criteria, including vendor, transaction number, date, and so on. To search for a transaction, please follow the steps below. From the Task Pane select Tools Search Transactions. The Transaction Search Criteria window will appear. Note: If User holds multiple roles (Cardholder and Approver) be sure Acting As field is properly selected. 2 2 Once you enter your search parameters, click on Search and the results of your search will appear. 55

56 WORKS Tips: Changing Column Preferences To change the order of the columns that provide specific information for each transaction, click on Column. 2 Once you click on Column, you should see the following window. 56

57 WORKS Tips: Changing Column Preferences There are two boxes, Unused columns and Active columns. In the Active column box, the columns are organized from top to bottom representing left to right. The items towards the top represent columns that are shown towards the left. If you want to see a column on the far left, move that item up in the box until it reaches the top. 4 Once you move it to the desire position click Save. The screen will then refresh and that column should now be the first column you see on the left. This will be saved for future use

58 WORKS Tips: Cardholder Column Preferences It is recommended that Cardholders view (at a minimum) the Columns listed below and in the following order:. Comp/Val/Auth (Complete, Valid, Authorized), indicates if the accounting string is complete and valid based upon the Cardholder s DAF profile. 2. Date Purchased date item was purchased.. Date Posted date Vendor transmitted the purchase transaction to Bank of America (BOA). Note: Any transaction with a posting date of the 22 nd or prior must be reconciled and approved by the last business day of the month. 4. Vendor merchant from whom item has been purchased using the P Card as payment. 5. Amount dollar amount of transaction. 6. Allocation account string to whichthe P Card transaction is allocated. 7. Sign Off indicates who has signed off on the transaction; CH represents Cardholder, M represents Approver and A represents Accountant. 8. Document WORKS Transacton number that appears in FAS. The above listing includes Columns with information most relevant to a Cardholder. You may wish to include additional columns necessary to your role within your Department. 58

59 WORKS Tips: Approver Column Preferences It is recommended that Approvers view (at a minimum) the Columns listed below and in the following order:. Comp/Val/Auth (Complete, Valid, Authorized), indicates if the accounting string is complete and valid based upon the Cardholder s DAF profile. 2. Primary Cardholder Cardholder name. Date Purchased date item was purchased. 4. Date Posted date Vendor transmitted the purchase transaction to Bank of America (BOA). Note: Any transaction with a posting date of the 22 nd or prior must be reconciled and approved by the last business day of the month. 5. Vendor merchant from whom item has been purchased using the P Card as payment. 6. Amount dollar amount of transaction. 7. Allocation account string to which the P Card transaction is allocated. 8. Sign Off indicates who has signed off on the transaction; CH represents Cardholder, M represents Approver and A represents Accountant. 9. Document WORKS Transacton number that appears in FAS. The above listing includes Columns with information most relevant to an Approver. You may wish to include additional columns necessary to your role within your Department. 59

60 Setting Preferences 2 From the homepage select the Task Pane Tools Personal Settings Preferences. Click Preferences. Select preferences. 4 Note: As a best practice, set the preference to Daily. For preferences set to Weekly, s are sent on Fridays midday. Click Save

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