Verify Credit Card Transactions

Transcription

1 Credit card transactions will be loaded into Workday from the bank daily. Credit card transactions are verified in Workday by adding the required additional information to the transaction and attaching a credit card receipt. This process allows the cardholder to create and submit electronic packets for verification to their supervisor and Cost Center Approver. There are three steps in this process: 1. Reviewing New Transactions 2. Verifying Transactions 3. Add Transaction Detail and Attachments to Saved Transactions Verifying Transactions Credit card transactions will be verified in Workday by adding the required information to the transaction and to attach a credit card receipt. 1. Type Verify Procurement Card Transactions in the Workday Search Field (partial words will work). 2. Select Verify Procurement Card Transactions Task. Reviewing New Transactions When a credit card transaction is uploaded to Workday, an action message is submitted to the cardholder s Workday Inbox. To review your new credit card transactions, follow the steps below: 1. Navigate to your Workday Inbox by selecting the cloud icon on the upper right-hand corner of the Workday homepage. 2. Select the message titled Credit Card Transactions Loaded 3. Review the transaction(s). These transactions are available to be verified. Note: After reviewing the notification be sure to locate and scan the needed receipt so you have it ready to attach to the transaction electronically! If you are a Procurement Data Entry Specialist and verifying for other cardholders, select Verify Procurement Card Transactions for Worker Task and enter the name of the cardholder in the Verification For box and click. a. Company This field will populate with City and County of Denver and should not be modified. b. Document Date This field will populate with the current date. 11/07/2017 1

2 3. Select a transaction to verified by clicking the Select box to left of the transaction. You can select multiple transactions. If you have used a Master Purchase order and the Supplier does not default in, look up Supplier in the Supplier field, and select the correct Supplier. Enter the Supplier Contract. 4. Select. Note: To view transactions details, click the related actions button that appears when hovering over. Click anywhere outside of box to get back to the main page. An Edit Summary page of the transaction will open. 5. Populate the Transaction Details fields: a. Company This field will populate with City and County of Denver and should not be modified. b. Item This field is not utilized with Credit Card Transactions and should remain a blank value. c. Item Description (Required) Enter an item description of the item purchased. d. Spend category (Required) Enter and select the Spend Category. 11/07/2017 2

3 e. Quantity This field is optional; you are not required to update this field. k. Fund (Required) This field will populate your default fund information. You can edit. f. Unit of Measure This field is optional; you are not required to update this field. g. Unit Cost This field is optional; you are not required to update this field. h. Extended Amount This field is automatically populated from the bank transaction information and should not be modified. i. Memo This field is optional and can be used to enter additional information needed for the transaction. l. Program If this line is related to a Program choose the appropriate Program by typing in a partial or full name m. Project If this line is related to a Project choose the appropriate Project ID by typing in a partial, full name, or ID #. n. Grant If this line is related to a Grant choose the appropriate Grant ID by typing in a partial, full name, or ID #. o. Capital Program If this line is related to a Capital Program choose the appropriate Capital Program by typing in a partial or full name. p. Additional Worktags Enter and select Additional Worktags. You may select as many Additional Worktags as necessary. j. Cost Center (Required) This field will populate your default Cost Center information. You can edit. Note: Transactions can be split between different lines by amount or quantity. Refer to the Credit Card, How Do I? job aid. 11/07/2017 3

4 6. Add Attachments to the Procurement Card Transaction. a. Choose Select Files and locate the file(s) that you want to attach. Add Transaction Detail and Attachments to Saved Transactions If you have saved your transactions for later, the following steps will walk you through how to add transaction detail and attachments. 1. Type My Procurement Card Transaction Verifications- Report in the Workday Search Field (partial words will work). 7. Choose from the following options when finished with the verification: a. Select Submit to submit the transaction(s) to your supervisor and then the Cost Center Approver. b. Select Save for Later to hold/bundle the transactions, and to add additional transactions later. Don t forget to jot down the procurement card number you will need the number to access the information that you entered and saved! c. Select Cancel if you do not want to save the transaction information that you entered or added. 2. Select My Procurement Card Transaction Verifications Report. If you are a Procurement Data Entry Specialist, verifying for other cardholders, and do not know procurement card number enter and select Find Procurement Card Transaction Verifications (partial words will work). Populate the following fields: a. Company Select City and County of Denver. b. Worker Enter the name of the cardholder. c. Verification Date On or After Select the beginning date. d. Verification Date On or Before Select the beginning date. Note: If you have not attached a receipt you will receive an error message. Receiving this error will not stop you from saving the document for later, but you will not be able to submit for approval until the receipt is attached. e. Select. 11/07/2017 4

5 3. Select the related actions icon next to the saved verification document. 4. Select Procurement Card Transaction Verification and then select Edit. 7. Click the button. 8. Enter Transaction Details and Add Attachments by following Verifying Transactions steps 5, 6, and 7 on page 3. You can continue to add transactions by clicking the. The Edit Summary page will display. 9. Select Submit to submit the transaction(s) to the required Approvers. If the transaction detail has not been entered, you have more transactions you will need to add later, or the attachment has not been uploaded and you would like to save your changes, select Save for Later. If you do not want to save your changes select Cancel. 5. Click the button. The Add ~ Transaction ~ template will open. 6. Click in the Credit Card Transaction and select the next transaction(s) that you want to verify. Note: If you have not attached a receipt you will receive an error message. Receiving this error will not stop you from saving the document for later, but you will not be able to submit for approval until the receipt is attached. 11/07/2017 5

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