Purchasing Card Cardholder View & Review Transactions

Transcription

1 Form or Screen: PaymentNet Updated: 7/27/16 Business Use: Procurement Cards (P-Cards) are used as a purchasing vehicle by DPS schools and department administrators. The PaymentNet application allows the cardholder and reconciler to review transactions, attach supporting documentation (such as detailed receipts), and assign account codes. Table of Contents VIEW TRANSACTIONS REVIEW TRANSACTIONS DISPUTE TRANSACTIONS ASSIGN MULTIPLE ACCOUNT CODES ADDITIONAL HELP VIEW TRANSACTIONS 1. There are two options to view transactions: a. From the Home screen, select Transactions then choose Manage, or b. From the Home screen Transactions for Review under the Items Awaiting Your Action 2. The Transaction List screen displays all transactions for the last 30 days if the Transactions/Manage option is selected 3. The Transaction List screen displays only the New transactions awaiting review. 4. Transactions will be noted in the Approval Status Column as either New, Reviewed or Approved. 5. Any transaction with documentation attached will have a paperclip displayed. Page 1 of 8

2 6. Some transactions may display a special icon along the left side. The icons indicate the vendor has supplied additional information about the transaction. Click on the icon to view the details. Note: Icons noting an Addendum will have vendor supplied information To Table of Contents REVIEW TRANSACTIONS 7. With the Transaction List open, click the cost next to the transaction date in the Transaction Amount column to view the transaction details. 8. The Transaction Detail screen opens. - Through this application, you can assign account codes, dispute the transaction, and review or approve the transaction 9. The General Information tab will automatically be the first screen displayed. 10. Compare transaction details on the left side of the screen (e.g. amounts) to your receipts to make sure they match. Page 2 of 8

3 11. Assign Accounting Codes by using the drop-down list box. If the Cardholder is not the Reconciler please provide the Reconciler with any information they may need to complete the transaction coding a. All fields are labeled and must be selected in order from top to bottom. b. Required fields are noted with an asterisk to the right of the field name. c. Fields are not free form entry and all selected account code segments must be chosen from the drop down display. 12. If the first digit of the Accounting Unit is a 3 or greater, a valid Activity and Account Category is required to be entered. Note: To assign multiple account codes to one transaction, refer to Assign Multiple Account Codes. 13. Add any Transaction Notes that may be needed. If the Cardholder is not the Reconciler please provide the Reconciler with any information they may need to complete the transaction coding by leaving notes here. Page 3 of 8

4 14. Click on the Receipt tab to add receipts and any other appropriate documentation. 15. Click Attach Receipts button Note: It is recommended that the cardholder create a folder for all receipts and documents and save them with a meaningful file name so that they can easily navigate to the folder during the upload process. Acceptable file formats are PDF, JPG, GIF or TIFF and cannot exceed 20MB. 16. Click Browse. 17. Navigate to folder on computer where receipts are stored and select file to upload. 18. Open file. 19. Click Save. 20. Go back to the Transaction Detail tab 21. Mark the Reviewed checkbox to indicate the review is complete. Note: If your role is Reconciler, your checkbox will say Approve instead of Review 22. Click Save to ensure the information entered is retained. Once a transaction is reviewed and saved, it is routed to the next person for Approval 23. Note: after the 1st business day of the month following the monthly cycle, all unapproved transactions for the cycle will be forced to a closed status and a default account assigned. Page 4 of 8

5 24. Additional tips on required documentation: a. If receipts are not available then an Unavailable Documentation Form must be attached. b. If an Unavailable Documentation form is attached, the transaction expense cannot be charged to a grant or activity account. c. Be sure to attach a metered parking log if transactions are related to this type of expense. d. An approved Credit Limit Adjustment Request form must be attached along with receipts to all transactions that exceeded the normal credit or transaction limit for the cycle in which they occurred. e. Multiple documents can be scanned into one file and uploaded as long as the file does not exceed the 20MG limit. f. Up to 5 documents can be attached to a single transaction at the same time if multiple documents have been scanned to separate files that all relate to a single transaction. To Table of Contents DISPUTE TRANSACTIONS When you have a transaction that does not show the correct amount or does not reflect merchandise received, you should try to resolve the issue with the vendor and then dispute the transaction If you cannot come to an agreement with the vendor, dispute the transaction in PaymentNet 25. From the Home screen, select Transactions > Manage. The Transaction List opens 26. Click on the transaction you wish to dispute. The Transaction Detail opens 27. Click Dispute. The Dispute Form opens 28. Fill out the form including: - Confirm address - Select dispute reason from the dropdown - Depending on the dispute reason, more questions might populate. Complete all of them 29. Click Submit Page 5 of 8

6 To Table of Contents ASSIGN MULTIPLE ACCOUNT CODES 30. Track the status of your dispute by monitoring the colored status icons displayed next to disputed transactions in the Transaction List 31. The dispute can be cancelled prior to the Yellow icon turning Red 32. On the Dispute Screen, click Undo 33. To mark a dispute as resolved once the red icon displays, click Mark as Resolved from the Dispute Screen 34. Transactions should be Marked as Resolved if the dispute was made in error or has been resolved directly with the vendor after disputing the transaction within PaymentNet 35. In certain instances, you may need to allocate a purchase across multiple account codes. For example, you made food and office supply purchases within the same transaction and these need to be charged to separate account codes 36. From the Transaction Detail screen, click in the Enter # of Lines box and enter the number of lines or splits to different account codes you will need. - The system allows you to allocate to up to 15 different accounts. Page 6 of 8

7 37. PaymentNet automatically divides the charge evenly among the number of accounting rows a. Click on the Percent field to change the allocated percent. This will automatically update the Allocation Amount field OR b. Click on the Allocation Amount field and update the amount you would like to charge to that account code. This will update the Percent field Note: The last row is not editable and will contain the remainder amount that is not covered in the other rows 38. Click Edit Row on each new row to edit the account information and allocation by percentage or dollar amount for that part of the transaction 39. When you have finished making edits to a row, click Save Row. This will allow you to move to the next row 40. When you have finished editing all rows, click Save Split If you need to cancel the split, click Undo/Cancel Split To Table of Contents Page 7 of 8

8 ADDITIONAL HELP If you need additional assistance, please reference the following resources: 1. PaymentNet Help access online help by clicking Help at the top of any screen in PaymentNet, then clicking Help Index. 2. DPS Financial Services Resources in the Commons for other Quick Reference Guides and a link to the training video. 3. DPS Purchasing Card Program Team pcardsupport@dpsk12.org Page 8 of 8