University of North Carolina User Guide

Transcription

1 University of North Carolina User Guide June 2006

2 The software described in this document is furnished under a license agreement. The software may be used or copied only in accordance with the terms of the agreement. Names of persons, corporations, or products used in the examples of this manual are fictitious. No part of this publication may be reproduced, transmitted, stored in a retrieval system or translated into any language in any form by any means without the written permission of Harbor Payments Corporation, Inc. Harbor Payments Corporation, Inc., All rights reserved. The P-Card Solution and P-Card are trademarks of Harbor Payments Corporation, Inc. Macintosh is a registered trademark of Apple Computer, Inc. Microsoft Windows is a trademark of Microsoft Corporation Other products mentioned are trademarks or registered trademarks of their corporations

3 Table of Contents Table of Contents Table of Contents... 1 Conventions... 4 User Guide Conventions... 4 Operating System Conventions... 4 Browser Conventions... 4 P-Card Web Solution Conventions... 4 Connecting to the System... 6 Logging On... 6 Changing Your Password... 6 Logging Off... 7 Cardholder Setup... 9 User Preferences... 9 General Information...9 Order Auto Match Criteria...10 Default Deliver To Information...11 Managing Orders Order Log Order Log Summary...14 Order Summary Report...14 Removing an Order from the P-Card Order Summary...15 Selecting an Order to Modify/View...15 New Order Log Order Detail Modify...17 Vendor Find...20 Item Detail...21 Order Template New Order from your Template:...22 Removing an Order from the Template Catalog...23 Reconciling Transactions Reconcile Account Reconciliation Summary...25 Transaction Summary Report...25 Match Orders...26 Reconcile All...26 Done Button...26 Selecting a Transaction to Modify/View...27 Transaction Detail - Modify...28 Item Detail...31 Delegations Setting Up Delegations The P-Card Solution Web Users Guide 1

4 Table of Contents Adding a New Delegation...34 Deleting A Delegation...35 Act As Acting as Someone Else...35 Act as Myself...35 Searching for Data Order Find Trans Find Vendor Find Cardholder Reports Cardholder Stats Vendor Stats Transaction Approval Custom Reports Order Requestor User Preferences Default Deliver To Information...50 Order Log Order Log Summary...51 Order Summary Report...51 Order Detail Modify...52 Vendor Find...54 Item Detail...54 Order Template New Order from your Template:...56 Removing an Order from the Template Catalog...56 Order Find Approving Official Approving Transactions Approving Official Reports...58 Unapproved Trans Report...58 Audit Audit Reports Who Hasn t Reconciled Report...61 Disputes Report...62 Tax Reports Report...63 Shipping Report...64 Cardholder Stats...64 Vendor Stats...65 Custom Reports...66 Audit Report Same Card, Vendor, Day...66 Audit Report Transaction Amount Over Card Limit...66 Card Expiration Report...67 Invalid Default Fund-Accounts Report...67 Audit Finds The P-Card Solution Web Users Guide 2

5 Table of Contents System Administrator System Defaults Global Preferences Cardholder Profile Creating a new Cardholder Profile...75 Finding a Cardholder Profile...75 Viewing a Cardholder Profile...76 Modifying a Cardholder Profile...77 Order Requestor Setup Find an Order Requestor...79 Modify an Order Requestor...80 Vendor Maintenance Find Vendors...81 Modify Vendors...82 User Maintenance Authorized User Roles...83 Act As...85 Set Up Delegations...85 Show Delegations...86 System Maintenance Custom Reports...86 Employee Maintenance...88 Online Help...89 MCC Code maintenance...90 Unallowed Accounts...91 Update Card Expiration Dates...92 Review Acctg Trans Records...93 Vendor Update...95 Move Orders...95 Reports Transaction Import Report...96 Extract Report...96 Invalid Extract Transactions...97 Imports and Exports Import Transactions...98 Export Transactions...98 Reproduce Extract Export Vendors Fix Fund-Org-Prog Information The P-Card Solution Web Users Guide 3

6 Conventions User Guide Conventions The P-Card Web Solution User Guide uses screen examples and step-by-step instructions to help you to understand how to use the system. Words that appear in bold refer to a key or menu item you should press or select. Operating System Conventions P-Card Solution runs in a Windows/MAC environment. It uses the same conventions as any Windows/MAC application. For more information refer to the respective operating system manual. Browser Conventions The P-Card Web Solution runs in a browser such as Internet Explorer or FireFox. Printing and downloading are controlled through the browser. Refer to the browser help for page setup and download options. Note: If using Internet Explorer and you discover that pages do not refresh correctly, such as new orders not showing up on the order summary, do the following: 1. On the browser Tool menu select Internet Options. This will bring up the Internet Options window. 2. On the General Tab, click the Settings button. This will open the Settings window. 3. On the Check for newer versions of stored pages, verify the Automatically option is selected. P-Card Web Solution Conventions The P-Card Web Solution menu system is accessible three different ways. 1. When the mouse pointer is moved over a menu or sub-menu title, that menu drops down. Click a menu item to select the menu item. Sub-menus are denoted by three dots (e.g. Finds...). Clicking on a sub-menu title item takes you back to the home page. 2. Click on a menu title in the menu bar. This will open the menu in a navigation page where you can select any item from that menu and its submenus. 3. Tab to a menu title in the menu bar, and hit the enter key. This will open up the menu it a navigation page. You can select a link from the navigation page either by clicking on it with the mouse, or tabbing to it and hitting the enter key on your keyboard.

7 Connecting to the System

8 Connecting to the System Connecting to the System Logging On Logging on to The P-Card Web Solution is very similar to logging on to other applications. You will need to know your P-Card Web Solution UserName and Password, which were probably given to you when your P-Card was issued to you. Open your Web browser and enter the URL for The P-Card Web Solution. The application will open and display the window below: 1. Click in the UserName field and enter your username. Press Tab (not Enter) to move to the password line. 2. Enter your Password and then press Enter or click the Login button. Note: Your password will echo on the screen as dots for security reasons. Changing Your Password Because you P-Card password is coordinated with other system passwords the P-Card Web Solution does not allow a User to change his/her system password. To change your P-Card Web Solution system password you must use other systems password change functions. The P-Card Solution Web Users Guide 6

9 Connecting to the System Logging Off From the P-Card drop down menu select Log Off. The P-Card Solution Web Users Guide 7

10 CARDHOLDER SETUP

11 User Preferences Cardholder Setup User Preferences Before you begin using The P-Card Web Solution you will need to set your user preferences. User preferences will allow you to create a work environment that is customized to your individual business needs. Modify user preferences: 1. From the P-Card menu select Preferences. 2. If you are responsible for more than one cardholder continue at step 4. If you are responsible for more than one card the Multiple Card Selection window will open 3. Select a cardholder from the list by clicking on the person s name. 4. The User Preferences window will open. Note: your Program Administrator controls the Disabled fields. General Information 5. To enter default and favorite Fund-Accounts, click the Fund-Account Favorites button and modify your favorite fund-accounts. The first Fund-Account listed is the Default Fund-Account for this card. The Default Fund-Account is the one that will be assigned to new Transactions when they are imported from the bank. You will The P-Card Solution Web Users Guide 9

12 User Preferences give each favorite Fund-Account a name, which will be displayed to you when you are selecting a Fund-Account from your favorites list. All of your favorite Fund- Accounts must be valid. 6. To select the criteria for displaying orders to be matched to transactions from the Reconciliation Detail Modify window click the desired option button. All Orders will display all of the orders ever created on this card. All unmatched and partially received orders only will display all orders never matched to a transaction and all orders marked as a partially received. Unmatched or partially received orders or orders less than days old will display all orders never matched to a transaction, orders marked as partially received, and any orders less than the number of days old you input. Order Auto Match Criteria In the P-Card Web Solution you can match orders to transactions to avoid duplicate entry of information. The Preferences you select define the Order Auto Match Criteria to meet your business needs. Your P-Card System Administrator determines which criteria may be set by Card Coordinators and which are set at a system level. Remember, these criteria only apply to the Match function used when reconciling Transactions (see Reconciling Transactions, below). The P-Card Solution Web Users Guide 10

13 User Preferences 1. Must Fund-Accounts be valid to reconcile a transaction? Select the No if Fund- Accounts can be invalid when a transaction is matched to an order. Select the Yes if Fund-Accounts must be valid in order to match. 2. Order Log must be assigned to transaction in order to match? Select the No if an order log number can be blank during the match. Select the Yes if an order log number must be assigned to the transaction, at the point of sale, to perform the match. 3. Match only unmatched orders and orders only partially received? Select the No option button if you want to match to any order in your log. Select the Yes option button if you want to match to orders never before matched to a transaction or marked as partial receipt. 4. Order vs Transaction total amount variance. The difference between the order total amount and the transaction total amount must be within the specified value. 5. Order vs. Transaction total amount variance percentage. The Order total and the Transaction total amount must be within this percentage. If both a variance amount and a percentage variance are entered, the smaller amount will be used. For example, if the amount variance is $10, and the percent variance is 5%, then a transaction of $100 would use a variance of $5, 5% of $100. If the transaction were for $300 then a variance of $10 would be used. 6. Apply variance to shipping? Select the No option button if the variance from the Order Trans to the Purchase Trans should be applied proportionately across all line items. Select the Yes option button if the variance from the Order Trans to the Purchase Trans should be applied to shipping. 7. Order Date and Transaction Date must be within how many days? To modify the number of days between the order and transaction dates click in the entry field and enter the appropriate number of days. 8. Match how many characters of the vendor name? To modify the number of characters matched to the vendor name, click in the entry field and enter the appropriate number of characters to match. Default Deliver To Information In the User Preferences window you may edit the Default Deliver To and Default Requestor information. This information will be used on each new order. The P-Card Solution Web Users Guide 11

14 User Preferences 1. To modify the default deliver to name, click in or tab to the Name (Last, First) entry field, type either the person s name or a portion thereof, and tab out of the field. A results list window will open displaying all employees matching the input string. Press the Select Icon to load the employee into the Deliver To fields. 2. To modify the first line of the address click in or tab to the Address Line 1 entry field and enter the address. 3. To modify the second line of the address click in or tab to the Address Line 2 entry field and enter the address. 4. To modify the city click in or tab to the City entry field and enter the city. 5. To modify the state click in or tab to the State entry field and enter the twocharacter state or province code. 6. To modify the zip code, click in or tab to the Zip code entry field and enter the zip code. 7. To modify the phone number, click in or tab to the Phone entry field and enter the phone number. 8. To modify the default Requestor (person requesting purchase), click in or tab to the Requestor Name entry field, type either the person s name or a portion thereof, and tab out of the field. A results list window will open displaying all employees matching the input string. Press the Select Icon to load the Employee into the requestor fields. 9. To modify the default Requestor s Phone Number click in or tab to the Requestor Phone entry field and enter the desired phone number. 10. Click the Save button to save your changes. The P-Card Solution Web Users Guide 12

15 Managing Orders

16 Managing Orders Managing Orders Order Log The Order Log is a working area to track the purchases made with corporate purchasing cards you manage before you receive the transactions from the bank. If order information is maintained in the Order Log, entry of information for reconciling is minimal, as most data is loaded from a corresponding Order. Order Log Summary The P-Card Order Summary window displays a list of all active orders for the cardholder. To open the P-Card Order Summary: 1. From the P-Card menu select Order Log. If you are responsible for more than one card, you will be asked to select one (see User Preferences, above). The P-Card Order Summary window opens. A list of orders is displayed. You may sort the summary window by clicking on the up or down arrow next to a column heading for the column you want to sort by. Clicking an up arrow causes an ascending sort and down arrows cause descending sorts. Order Summary Report 1. From the P-Card Order Summary window press the Report button. The report will list orders in the order you have the window sorted in. 2. If you want to print the report, press the Print button on the toolbar or File > Print. When printing to paper the P-Card Web Solution menu bar will not print. Note: Before printing this report, it is recommended that you set your printer to Landscape. The P-Card Solution Web Users Guide 14

17 Managing Orders Removing an Order from the P-Card Order Summary Once removed, an order will never show up in the log again. Removed orders may still be used when reconciling transactions. To remove an order: 1. From the P-Card Order Summary window click on the Remove Icon. A message will be displayed confirming you want to remove the order. Selecting an Order to Modify/View To modify an existing order: 1. From the P-Card Order Summary window click on the desired Order Number in the list. The Order Detail View Window will open. The P-Card Solution Web Users Guide 15

18 Managing Orders 2. To produce a report of this single order click the Report button. This report will be in the same format as the report produced from the Order Summary window. 3. To return to the summary window click the Summary button. 4. To modify this Order click the Modify button. For more information on modifying an Order see New Order Log, below. 5. To generate a Confirming Report click the Confirming Report button. Your browser s Print options window will automatically open after the report is displayed. When you are finished with this report you must press your browser s back button to return to the application. The P-Card Solution Web Users Guide 16

19 Managing Orders New Order Log From the P-Card Order Summary window press the New Order button. The Order Detail Modify window will open. If multiple Fund-Account favorites have been setup, you will first be prompted for which favorite to use on the new order. Order Detail Modify The Order Detail Modify window contains all information for a particular order. This window can be opened by clicking modify on the view window or by creating a New Order by pressing the New Order button. The P-Card Solution Web Users Guide 17

20 Managing Orders 1. The Order Number will contain a system-generated value, which cannot be modified. This value is unique within the system. 2. The Ordered field holds the date the Order was placed with the vendor. On a new order, the ordered date will default to the current date. To modify the Ordered date click in or tab to the Ordered entry field and enter a value less that or equal to today s date. This field is required. 3. To modify the Promised date click in or tab to the Promised entry field and enter a date the vendor expects you to take delivery of your order. This field is not required. 4. To modify the Received date click in or tab to the Received entry field and enter the date the order was actually received. This field is not required. 5. To enter a reference number for this order click in or tab to the Reference entry field and enter any value up to 10 characters. 6. The Vendor field is the name of the vendor with whom the order was placed. To modify the vendor name click in or tab to the Vendor entry field and enter a vendor name. If you are not sure which vendors can provide a given commodity or service, you can search for potential vendors by pressing the Vendor Search The P-Card Solution Web Users Guide 18

21 Managing Orders button. (See below) You can use the Vendor Find button to find vendors with names matching what is entered in the Vendor entry field. 7. To insert additional line items press in the Add A Line Item. When lines are added, the Extended (total amount for the line item) will default to $0, and the Fund-Account(s) will default to the prior line. 8. To enter the Fund-Account information, press the No button at the beginning of the line Item, or click the Fund-Account link. The Item Detail Modify window will open (see below). 9. To modify the Quantity click in or tab to the Qty entry field. Enter the quantity to match the number of units purchased of this item. 10. To modify the Unit Price click in or tab to the Unit Price entry field. Enter the price for each unit of this item. 11. The Extended field represents the total amount for this item. This number is calculated by the system and cannot be modified. 12. To modify the Item Description click in or tab to the Item Description entry field. Each item description can contain up to 254 characters. The Item Description can also be entered on the Item Detail Modify window. 13. You may delete a line item by clicking the Del icon at the end of the appropriate line. You must always have at least one line item on every Order. 14. The Item Subtotal field displays the sum of all line items. It is calculated by the system and cannot be changed directly. 15. To enter the total tax paid on this order click in or tab to the Sales Tax entry field and enter the amount. 16. To enter the amount of shipping paid on this order click in or tab to the Shipping entry field and enter the amount. 17. The Order Total field shows the total amount of the Order, including any tax and shipping charges. 18. To enter the comments for this order click in or tab to the Comments entry box and enter comments. The Comments field is optional. It is an excellent location to document the business purpose or for what project the order is being purchased. 19. To enter the Delivery information click in or tab to the Name entry field. Type either the person s last name or a portion thereof, and tab out of the field. A results list window will open displaying all employees who matched the input string. Press the Select Icon to load the deliver to information. A valid Deliver To name is required before you may save the Order. The P-Card Solution Web Users Guide 19

22 Managing Orders 20. You may override any of the address fields by tabbing or clicking into them. These fields are not validated. 21. To enter the Requestor Information click in or tab to the Requestor Information entry field. Type either the person s last name or a portion thereof, and tab out of the field. A results list window will open displaying all employees who matched the input string. Press the Select Icon to load the new requestor information. 22. Select an option button from the Add To Templates Option group. Click the Yes option button to add this order to this cardholder s template of orders. Click the No option button if you don t want to add the order to your template. The default is No. 23. To select the Type of Product, click the Commodity option button if this order is a commodity. Click the Service option button is this order is a service. The default is commodity. 24. Press the Save button to save Order Detail. Vendor Find The Vendor Find Search Criteria Window will allow you to search for potential vendors. To locate a potential vendor: 1. Press the Vendor Search button. The Vendor Find Search Criteria window will open. Enter any combination of fields on the window to search for existing vendors. 2. Press the Find Matching Vendors button to search for vendors matching entered criteria. You will be presented with the following results list window: The P-Card Solution Web Users Guide 20

23 Managing Orders 3. Click on the Load Icon to select the desired Vendor from the list. This will return you to the Order Detail window and load the selected vendor s name into the Vendor field. 4. Click on the Back button to go back to the Order Detail Modify window without loading a vendor. Item Detail Each line item must be charged to one or more Fund-Accounts. To change the Fund- Account Allocation: 1. Press the No push button for a specific item within the item description list, or click on the Fund-Account link. The Item Detail Modify window will appear showing the total item amount and any Fund-Accounts currently assigned to the item: 2. To change the amount or percent split, simply tab into or click the desired field and change the value. The other field and the Remaining Balance will be re-calculated. 3. Click on the Fav icon to bring up your list of favorite Fund-Accounts and click the Load icon to load one. 4. To change the Fund-Account, simply tab or click into the desired field and change the value. If you are unsure of the complete value of the Fund or Account, you can perform a Find look-up by typing the known characters and then tab out of the field. A list of matching values that begin with the characters entered will appear from which you may select. The P-Card Solution Web Users Guide 21

24 Managing Orders Select the desired element from the list by clicking on the line in the Load Icon to select desired Fund-Account element. Click the Back button to return to the Item Detail Modify window without loading a Fund-Account element. 5. To charge an order to more than one Fund-Account, replace the initial Amount or Pct. with the Amount or Pct that you wish to charge to the first Fund-Account. Click the Add a Fund-Account split button. The software will perform the mathematical calculation for the remainder of the percentage and amount. Enter the desired values for the Fund and Account, pressing the Tab key to move between fields. You may repeat these steps as many times as necessary; however, you must ensure that the amounts add up to the original Extended amount. The descriptions of the current Fund and Account will be displayed to the right of each for verification. 6. To change the Item Description tab into or click the Item Description entry box and change the value. The Item Description can be up to 254 characters. 7. After completing the desired changes, click Save Changes On This Line Item button. This will save the Fund-Account information and return you to the Order Detail Modify window. If any a fund-accounts are invalid, a warning message will appear. You may choose to use the invalid fund-account on the order, but a valid fund-account will be required at reconciliation. Order Template New Order from your Template: 1. From the P-Card menu select Templates. If you are responsible for more than one card, you will be asked to select one (see User Preferences, above). Templates can also be accessed from the Order Summary window by pressing the Templates button. A list of all available orders in your template catalog will be displayed: The P-Card Solution Web Users Guide 22

25 Managing Orders 2. To select an order from the list, click on the Copy Order Icon of the desired order. The Order Detail Modify window will open and all the information from the template order will be copied to the new order. 3. To close the Template Order Summary window and open/return to the Order Summary, press the Order Summary button. Removing an Order from the Template Catalog 1. Select the desired order and press the Remove Icon at the left side of the window. A template delete confirmation message will display. The P-Card Solution Web Users Guide 23

26 Reconciling Transactions

27 Reconciling Transactions Reconciling Transactions Reconcile Account After transactions are loaded from the bank they must be reconciled and approved before they are ready for extract into the accounting system. This section covers reconciling transactions, disputing transactions, and marking a transaction as a partial receipt. Reconciliation Summary The Transaction Reconciliation Summary window displays a list of all unreconciled and disputed transactions for the cardholder. To open the Reconciliation Summary window: From the P-Card menu select Reconcile. If you are responsible for more than one card, you will be asked to select one (see User Preferences, above). The Transaction Reconciliation Summary window will open: You may sort the summary window by clicking on the up or down arrow next to a column heading for the column you want to sort by. Clicking an up arrow causes an ascending sort and down arrows cause descending sorts. The No column designates a sequential number for each transaction in the list. The S column designates the status of the transaction. The transaction status default is U for unreconciled. Other possible status codes include R for Reconciled, D for Done, A for Approved, * for disputed, C for Costed, and I for ready for extract with Invalid Fund-Accounts. The Order (log number), Vendor, Trans Date (transaction date), Trans Amt (transaction amount) and First Description Line are fields that help you identify a transaction. Transaction Summary Report 1. From the P-Card Transaction Reconciliation Summary window press the Report button. The report will list transaction in the order you have the window sorted in. 2. If you want to print the report, press the Print button on the toolbar or File > Print. When printing to paper the P-Card Web Solution menu bar will not print. The P-Card Solution Web Users Guide 25

28 Reconciling Transactions Note: Before printing this report, it is recommended that you set your printer to Landscape. Match Orders To automatically match unreconciled transactions to orders in your order log: Press the Match Order push button. Only transactions that have met the criteria defined in your user preferences will qualify as a match. The status of the transactions will be set to Reconciled. When the match process is completed a message will display confirming the updates were successful. Reconcile All The Reconcile All option will change the status of all transactions to Reconciled. The affected transactions will not be matched to an order log. Your Program Administrator controls this feature. If the button is not present, Reconcile All is not available. To use this function: Press the Reconcile All button. Done Button When transactions have been reconciled they need to be prepared for costing or sent along to an Approver. Once transactions are ready to process the appropriate button will be enabled. To process the transactions: Press the Done button. After the transactions are successfully processed the Transaction Approval Report will be displayed. This report has the same format as the Transaction Detail Report described The P-Card Solution Web Users Guide 26

29 Reconciling Transactions above, but it has signature lines for the Cardholder, Card Coordinator, and Reviewer. Please have the appropriate people sign the report and attach the receipts for the transactions listed. Selecting a Transaction to Modify/View Click on the Trans Amt in the list for the desired transaction to open the Transaction Detail View Window. The P-Card Solution Web Users Guide 27

30 Reconciling Transactions 1. To generate a report of the displayed transaction click the Report button. This report will be in the same format as the full details report generated from the summary window. 2. To return to the summary window click the Summary button. 3. To display the previous transaction on the summary list click the Previous button. If the first transaction from the summary list is displayed clicking Previous will wrap around the end of the list and display the last transaction. 4. To display the next transaction on the summary list click the Next button. If the last transaction from the summary list is displayed clicking Next will wrap around the end of the list and display the first transaction. 5. To modify the transaction, click the Modify button from the Transaction Detail View window. Transaction Detail - Modify The Transaction Detail Modify window is the working area for reconciling a transaction. The P-Card Solution Web Users Guide 28

31 Reconciling Transactions 1. The Statement Date, Trans Date, Vendor, and Total Amt data is supplied by the bank load and cannot be modified 2. To enter the reference number, click in or tab to the Reference entry field and enter the internal reference number. This field is optional. 3. To enter or modify the Order Log Number click in or tab to the Order No entry field and enter a Log number. Click on the Order Load/Find button to bring back a list of Orders matching the log number entered and matching Include which orders on reconciliation detail order match results list? selection on the User Preferences window. If a matching order is found you will have the option of loading the order information or viewing the order. This field is controlled by administration and may be required. 4. To enter the tax paid amount click in or tab to the Tax Paid entry field and enter the tax amount. This field is optional. 5. To enter the shipping/freight charge click in or tab to the Shipping entry field and enter the amount. This field is optional. 6. To insert additional line items press the Add a Line Item. When lines are added, the Extended (total amount for the line item) will default to the amount of the transaction no yet allocated, and the Fund-Account will default to the fundaccounts(s) from the previous line item. If the previous line item had multiple allocations, then the new item will use the same percentages. 7. To enter the Fund-Account information, press the No button or click on the Fund- Account link. The Line Item Modify window will open. The P-Card Solution Web Users Guide 29

32 Reconciling Transactions 8. To modify or enter the Quantity click in or tab to the Qty entry field. Enter the quantity to match the number of units purchased of this item. 9. To modify or enter the Unit Price click in or tab to the Unit Price entry field. Enter the price per unit for this item. 10. To enter an item description click in or tab to the Item Desc entry field. Each item description can contain up to 254 characters. Each line item must contain a valid description before you may save the transaction. 11. The Fund-Account display show the current Fund-Account assigned to the line item. If the line item is charged to more than one Fund-Account the work Multiple will be displayed. 12. To remove a line item, press the Del Icon. The line will be deleted. Every transaction must have at least one line item at all times. 13. All Items received for this order. Click in or tab to the Yes that all items have been received and or click No if all items were not received. 14. The Unallocated field displays the portion of the Total Amt that has not been accounted for. It is calculated by the system and may not be directly altered. The Unallocated amount must equal 0.00 before you may save your changes to the transaction. 15. To enter the comments for this transaction click in or tab to the Comments entry box and enter comments. The Comments field is optional. It is an excellent location to document business purpose for what project the order is being purchased. 16. The Target field displays the amount the line items should add up to. This is the total amount minus tax minus shipping. This value is calculated by the system and may not be directly altered. 17. To note that this transaction is the final one for its associated order, click the Yes option button next to the Is Order Complete? When this transaction is reconciled and saved, the corresponding order, if used, will drop off the Order Summary window. Click the No option button if there are still items on the corresponding order that have not been received. This will mark the corresponding order as Partially Received, and leave it on the Order Summary. The default is yes, the order is complete. 18. To select the Type of Product, click the Commodity option button if this order is a commodity. Click the Service option button is this order is a service. The default is commodity. 19. To mark a transaction disputed, check the Disputed Yes option button. Mark a transaction disputed if there are issues that you need to resolve with the vendor. The P-Card Solution Web Users Guide 30

33 Reconciling Transactions Marking a transaction Disputed is the electronic equivalent of placing a yellow Post-it on an invoice because the shipment is incomplete, the item has been returned, or there is some other problem. The purchase cost is still applied to the Fund-Account(s) specified, but you will continue to have limited access to the transaction via the Reconciliation Detail window. 20. The current status of the transaction will be displayed in the lower right corner of the window in the Reconciled section. By default the No option button will be selected. Click the Yes option button when reconciliation is complete. 21. When all desired changes/additions have been made, press the Save button at the top of the screen to save all changes or press the Cancel button to discard all changes, leaving the transaction unchanged. Item Detail Each line item must be charged to one or more Fund-Accounts. To change the Fund- Account Allocation: 1. Press the No push button for a specific item within the item description list, or click on the Fund-Account link. The Item Detail Modify window will appear showing the total item amount and any Funds and Accounts currently assigned to the item: 2. To change the amount or percent split, tab into or click the desired field and change the value. The other field and the Remaining Balance will be re-calculated. 3. Click on the Fav icon to bring up your list of favorites and click the Load icon to load one. 4. To change the Fund or Account tab or click into the desired field and change the value. If you are unsure of the complete value of the Fund or Account, you can perform a Find look-up by typing the known characters and then tabbing out of the field. A list of matching values that begin with the characters entered will appear for you to select from. The P-Card Solution Web Users Guide 31

34 Reconciling Transactions Select the desired Fund or Account from the list by clicking on the Load Icon on the desired line. Click the Back button to return to the Item Detail Modify window without loading a Fund or Account. 5. To charge the line item to more than one Fund-Account, replace the initial Amount or Pct. with the Amount or Pct that you wish to charge to the first Fund and Account. Click the Add a Fund-Account split button. The software will perform the mathematical calculation for the remainder of the percentage and amount. Enter the desired values for the Fund and Account, pressing the Tab key to move between fields. You may repeat these steps as necessary; however, you must ensure that the amounts add up to the original Total Item Amount. The description of the current Fund and Account will be displayed to the right of each element for verification. 6. The Remaining Balance amount and percent fields at the bottom of the Fund- Account list will show how much more of the line item amount must be accounted for before you may save your changes. 7. To change the Item Description tab into or click the Item Description entry box and change the value. The Item Description can be up to 254 characters. 8. After completing the desired changes, click Save changes on this Line Item button. P-Card Solution will verify that the Fund(s) and Account(s) are valid. This will save the Fund-Account information and return you to the Transaction Detail Modify window. The P-Card Solution Web Users Guide 32

35 Delegations

36 Delegations Delegations Setting Up Delegations You can set up delegations allowing designated individuals to act on your behalf within The P-Card Web Solution. To do so, take the following steps. 1. From the P-Card menu, select Delegations. 2. The Delegations window opens: Adding a New Delegation 1. Type either the last name of the person or a portion thereof in the Name (Last, First) entry field, and tab out of the field. A results list window will open displaying all employees who matched the input string. 2. Select the desired person from the list by clicking on the Select Icon. 3. Enter the date the delegation becomes effective. Click in or tab to the Start Date entry field and type the date. Note: The Start Date may not be before the current date 4. Enter the date the delegation will end. Click in or tab to the End Date entry field and type the date. Leave the end date blank to create a continuous delegation. Note: Date format: mm/dd/yy 5. Press the Add Delegation button to add the new delegation to the list. The P-Card Solution Web Users Guide 34

37 Delegations Note: You may repeat the previous steps to assign delegations to additional users as needed. Deleting A Delegation From the Delegations window, click on Delete icon next to the listed delegation you want to delete. A delegation delete confirmation message will display. Act As Acting as Someone Else You can act as someone else if that individual has established an active delegation for you. To do so, take the following steps. 1. From the P-Card menu, select Act As The Act As window opens: 2. Select a name from the list and click the Act As button. Act as Myself While acting as someone else you can quickly revert back to acting as yourself by doing the following: 1. From the P-Card menu, select Act As 2. Select *** YOURSELF ** from the list, press the Act As button. The P-Card Solution Web Users Guide 35

38 Searching for Data

39 Searching for Data Searching for Data Searching for data in the P-Card Web Solution is made simple using the search windows to define criteria. Once data is found it is displayed for viewing and reporting. The percent sign % is the wild card character for searches. For example if you want to find all orders/transactions that have a reference number assigned to them, put a % in the reference number field. Order Find The P-Card Web Solution allows users to find, view, and/or print orders in the system by specifying selection criteria. To locate orders: 1. From the P-Card menu, move your mouse to Find, in the sub-menu that opens select Order Find. If you are responsible for more than one card you will be required to select a specific card (see User Preferences, above). On the Approver menu or Auditor menu select Order Find. The Order Find Query window will open. 2. Enter in any combination of available fields to search for orders. For example, to find all orders with a specific Vendor, enter the Vendor Name (or portion of) in the Vendor field. Unless you select a choice from the Which Orders? check boxes, All Orders will be included in the results list. If you want the data sorted, then select a Sort by? Option, the Log No is the default sort. The P-Card Solution Web Users Guide 37

40 Searching for Data 3. When you have completed entry of your find criteria press the Find Matching Orders button at the bottom of the window. This will initiate the search process. If any orders match the entered criteria, the Order Find Summary window will open allowing you to view the results of your search. 4. At this point you can print the report, view a detailed version of the report, or select a specific transaction to view the detail. If you want to print the report then press the Print button on the toolbar or File > Print. As always the P-Card Web Solution menu bar and the Detail Version button will not display on the printed report. If you want to display or print a detailed version of the report, click the Detail Version button. This displays in the same format as the Order Summary Report. If you choose to view the Order detail click on the Order No to open the Order Find Detail report. The Order Find Detail Report can be printed just like the Order Find Summary report. Note: Orders cannot be modified from the find query, but a cardholder can add an Order to their Templates from the Order Find Detail. The P-Card Solution Web Users Guide 38

41 Searching for Data 1. To add this order to the Cardholder s Template catalog click the Add Templates button. 2. To step through the list of Orders found click the Previous or Next buttons. 3. To return to the summary list of found Orders click the Summary button. 4. To see the full item description for a line item (item descriptions will be truncated in this display) click on the desired Item Description link. 5. To see the Fund(s) and Account(s) with their descriptions for a line item click on the desired Fund-Account link. The P-Card Solution Web Users Guide 39

42 Searching for Data Trans Find The P-Card Web Solution allows users to find, view, and/or print transactions in the system by specifying selection criteria. To locate transactions: 1. From the P-Card menu, move your mouse to Find, in the sub-menu that opens select Trans Find. If you are responsible for more than one card you will be required to select a specific card (see User Preferences, above). On the Approver menu or Auditor menu select Trans Find. The Transaction Find Query window will open. 2. Enter in any combination of available fields to search for transactions. For example, to find all transactions charged to a specific Fund with a transaction total charge between $75.00 and $300.00, enter the Fund into the Fund field, $75 into Min Amt and $300 into Max Amt. The Which Trans? check boxess allow you to limit your search to specific types of transactions: Disputes, Unreconciled Transactions, Reconciled Transactions, Approved, Costed. The Sort By? will sort the returned transactions. 3. When you have completed entry of your find criteria press the Find Matching Transactions button at the bottom of the window. This will initiate the search process. If any transactions match the entered find criteria, they will be displayed. The P-Card Solution Web Users Guide 40

43 Searching for Data 4. At this point you can print the report, display a detailed version of the report of the retrieved transactions, or select a specific transaction to view the detail. If you want to print the report press the Print button on the toolbar or File > Print. The P-Card Web Solution menu bar and the Detail Version button will not print. If you choose to display or print a detailed report of the transactions click the Detail Version button. This will display in the same format as the Transaction Summary Report. If you choose to view the transaction detail click on the Trans Amt for the desired transaction. Note: Transactions cannot be modified from the find query. The P-Card Solution Web Users Guide 41

44 Searching for Data 1. To step through the results of the search click the Previous or Next buttons. 2. To return to the summary list of found transactions click the Summary button. 3. To view the item description supplied by the vendor (if any) click the Vendor Original Description link. 4. To see the complete Item Description click the desired Item Description link. 5. To see the Fund(s) and Account(s) with descriptions for a line item click on the desired Fund-Account link. Vendor Find To make it easy for cardholders and card coordinators to select a vendor for their next purchase, The P-Card Web Solution lets cardholders and card coordinators find and view a list of vendors who meet their selection criteria and accept the P-Card from your Card Provider. To find a vendor: 1. From the P-Card menu move your mouse to Finds. On the sub-menu select Vendor Find. From the Audit menu select Vendor Find. The Vendor Find window will open. The P-Card Solution Web Users Guide 42

45 Searching for Data 2. Enter any combination of available fields as search criteria. Once you have entered the desired search criteria, press the Find Matching Vendors button. 3. At this point you can print the report or select a specific vendor to view the detail. If you want to print the report press the Print button on the toolbar or File > Print. The P-Card Web Solution menu will not display on the printed version. If you choose to view the vendor detail click on the Vendor Name. The P-Card Solution Web Users Guide 43

46 Cardholder Reports

47 Cardholder Reports Cardholder Reports To print any of the reports press the Print button on the toolbar or File > Print. The P-Card Web Solution menu bar, and any buttons will not display when printed. Cardholder Stats The P-Card Web Solution allows users to find, view, and/or print a list of purchasing statistics associated with a specific card based on selection criteria. 1. To view or print the Cardholder Statistics report, move your mouse to Reports on the P-Card menu and select Cardholder Stats from the sub-menu. If you are responsible for more than one card you will be required to select one before you may enter search criteria (see User Preferences, above). The Trans Find window will open (see Trans Find, above). 2. When you have completed entry of your find criteria, press the Find Matching Transactions button at the bottom of the window. This will initiate the search process and create the report. You can click on the cardholder to a view profile of the cardholder. When run from the P-Card menu this report will always have exactly 1 line of results. Vendor Stats The P-Card Web Solution allows users to find, view, and/or print a list of Vendor statistics based on selection criteria. 1. To view or print the Vendor Statistics report, move your mouse to Reports on the P-Card menu and select Vendor Stats from the sub-menu. If you are responsible for more than one card you will be required to select one before you may enter search criteria (see User Preferences, above). The Vendor Find window will open (see Vendor Find, above). 2. When you have completed entry of your find criteria, press the Find Matching Vendors button at the bottom of the window. This will initiate the search process and create the report. The P-Card Solution Web Users Guide 45

48 Cardholder Reports 3. Click on a Vendor link to view the details of the vendor. 4. Click on the Trans Total link to view the transactions represented by that line. 5. Click the Download as CSV button to download a version of the report in a comma-delimited file to your hard drive. Transaction Approval To print a Transaction Approval Report from a previous reconciliation, take the following steps. 1. From the P-Card menu, move your mouse to Reports and select Trans Approval from the sub-menu. If you are responsible for more than one card you will be required to select one (see User Preferences, above). The Transaction Approval Report statement date selection window will open. 2. Click or tab into the Statement Date drop down box and select a statement date. The statement date is the closing date of the billing month in which the transaction fell. The report will contain all transactions from the selected Statement date that have been marked Done. The P-Card Solution Web Users Guide 46

49 Cardholder Reports 3. Click on the Submit Query button. This report is in the same format as the Transaction Summary Report and includes a signature block. Note: Before printing this report, it is recommended that you set your printer to Landscape. Custom Reports The P-Card Web Solution allows users to run a custom report. Your P-Card System Administrator creates custom Report templates. 1. To view or print the Custom report, from the P-Card menu move your mouse to Reports and select Custom Reports from the submenu. If you are responsible for more than one card you will be required to select a card before selecting a report (see User Preferences, above). 2. Select report you wish to run from the Custom Report Selection window and click Continue 3. The Transaction Find or Order Find window will open; depending on what type of report was selected. 4. Enter in any combination of available fields to search for transactions/orders. Instead of a Sort by? option, this find screen will have a Download as CSV file checkbox. Check this if you wish to download the report in a comma-delimited format. If you select this option, when running the report you will have the option of opening the report or saving it to your hard drive. The P-Card Solution Web Users Guide 47

50 Cardholder Reports 5. When you have completed entry of your find criteria press the Find button at the bottom of the window. This will initiate the search process and create the report. If any records match the entered find criteria, they will be displayed. 6. If you chose to not download the file as a CSV, you can copy and paste the report into Microsoft Excel. Highlight information you want to copy into Microsoft Excel, and click Copy. (To highlight the complete report Edit Select All (Ctrl + A). Open Microsoft Excel and paste the data into cell A1. The P-Card Solution Web Users Guide 48

51 Order Requestor

52 Order Requestor Order Requestor User Preferences Before you begin using The P-Card Web Solution you will need to set your user preferences. User preferences will allow you to create a work environment that is customized to your individual business needs. Note: your Program Administrator controls the Disabled fields. 1. From the Requestor menu select Preferences. The User Preferences window will open. Default Deliver To Information In the User Preferences window you can edit the Default Deliver To Info. This information will be used on each new order. 2. To modify the default deliver to name, click in or tab to the Name (Last, First) entry field, type either the person s name or a portion thereof, and tab out of the field. A results list window will open displaying all employees who matched the input string. Press the Select Icon to load the employee into the Users Preference. 3. Click the Save Changes button to save your changes. Order Log The Order Log is a working area of orders you are preparing. The P-Card Solution Web Users Guide 50

53 Order Requestor Order Log Summary The P-Card Order Summary window displays a list of all unreleased orders for the requestor. To open the P-Card Order Summary: Order Summary Report 1. From the Requestor menu select Order Log. You may sort the summary window by clicking on the up or down arrow next to a column heading for the column you want to sort by, clicking an up arrow causes an ascending sort and clicking a down arrow causes descending sorts. 2. From the P-Card Order Summary window press the Report button. The report will list orders in the order you have the window sorted (see Order Summary Report in the Managing Orders section, above). 3. If you want to print the report, press the Print button on the toolbar or File > Print. When printing to paper the P-Card Web Solution menu bar will not print. Note: Before printing this report, it is recommended that you set your printer to Landscape. 4. Click the Release button to move the order from the Requestor s order summary, to the Cardholder s summary, so the cardholder can place the order. The cardholder can also make modifications to the order. 5. Click on the Remove Icon to remove an order from the summary. It will not go to the cardholder. Before it is actually removed, a confirmation window will appear to verify that you really want to remove the specified order. 6. Click on the desired Order Number in the list. The Order Detail View Window will open. To modify the order, click the Modify button from the Order Detail View. See Managing Orders, above. 7. Click the New Orders button to create a new Order Request. If more than one cardholder is assigned to you, select the cardholder to whom this order will be assigned. The assigned cardholder may not be changed while modifying the order. The Order Modify window will open with your default information filled in. The P-Card Solution Web Users Guide 51

54 Order Requestor Order Detail Modify The Order Detail Modify window contains all information for a particular order. This window can be opened by clicking modify on the view window or creating a New Order by pressing the New Order button. 1. The Order Number will contain a system-generated value, which cannot be modified. This value is unique within the system. 2. The Ordered Date is the date the Order was placed with the vendor. On a new order, the ordered date will default to the current date. To modify the Ordered date click in or tab to the Ordered entry field and enter a value less that or equal to today s date. This field is required. 3. The Promised is the date the vendor expects you to take delivery of your order. This field is not required. 4. The Received date is the date the order was actually received. This field is not required. 5. To enter a reference number for this order click in or tab to the Reference entry field and enter any value up to 10 characters. The P-Card Solution Web Users Guide 52

55 Order Requestor 6. The Vendor field is the name of the vendor with whom the order was placed. To modify the vendor click in or tab to the Vendor entry field and enter a supplier name. If you are not sure which vendors can provide a given commodity or service, you can search for potential vendors by pressing the Vendor Search button. (See below) You can use the Vendor Find Button to find vendors with names matching what is entered in the Vendor entry field. 7. To insert additional line items press the Add A Line Item. When lines are added, the Amt (total amount for the line item) will default to $0, and the Fund-Account(s) will default to the prior line. 8. To enter the Fund-Account information, press the No button at the beginning of the line Item, or click the Fund-Account link. The Item Detail Modify window will open. 9. To modify the Quantity click in or tab to the Qty entry field. Enter the quantity to match the number of units requested of this item. 10. To modify the Unit Price click in or tab to the Unit Price entry field. Enter the price for each unit of this item. 11. The Extended field displays the total amount for this item. This number is calculated by the system and cannot be modified. 12. To modify the Item Description click in or tab to the Item Description entry field. Each item description can contain up to 254 characters. The Item Description can also be entered on the Item Detail Modify window. 13. To enter the total tax for this order click in or tab to the Tax entry field and enter the amount. 14. To enter the amount of shipping for this order click in or tab to the Shipping entry field and enter the amount. 15. To enter the comments for this order click in or tab to the Comments entry box and enter comments. The Comments field is optional. It is an excellent location to document the business purpose or for what project the order is being purchased. 16. To enter the Delivery information click in or tab to the Name (Last, First) entry field. Type either the person s name or a portion thereof, and tab out of the field. A results list window will open displaying all employees who matched the input string. Press the Select Icon to load the deliver to information. A valid Deliver To person must be supplied. 17. Select an option button from the Add To Template? Option group. Click the Yes option button to add this order to your template of orders. Click the No option button if you don t want to add the order to your template. The default is No. The P-Card Solution Web Users Guide 53

56 Order Requestor 18. To select the Type of Product, click the Commodity option button if this order is a commodity. Click the Service option button is this order is a service. The default is commodity. 19. Press the Save button to save Order Detail. Vendor Find The Vendor Find Search Criteria Window will allow you to search for potential vendors. To locate a potential vendor: 1. Press the Vendor Search button. The Vendor Find Search Criteria window will open. Enter any combination of fields on the window to search for existing vendors. 2. Press the Find Matching Vendors button to search for vendors matching entered criteria. You will be presented with a results list window of matching vendors. 3. Click on the Load Icon to select the desired Vendor from the list. This will return you to the Order Detail window and load the selected vendor s name into the Vendor field. 4. Click on the Back button to go back to the Order Detail Modify window without loading a vendor. Item Detail Each line item must be charged to one or more Fund-Accounts. To change the Fund- Account Allocation: 1. Press the No push button for a line, or click on the Fund-Account link. The Item Detail Modify window will appear showing the total item amount and any Funds and Accounts currently assigned to the item: The P-Card Solution Web Users Guide 54

57 Order Requestor 2. To change the amount or percent split, tab into or click the desired field and change the value. The other field and the Remaining Balance will be re-calculated. 3. Click on the Fav icon to bring up your list of favorites and click the Load icon to load one. 4. To change the Fund or Account, tab or click into the desired field and change the value. If you are unsure of the complete value of the Fund or Account, you can perform a Find look-up by typing the known characters and then tab out of the field. A list of matching values that begin with the characters entered will appear for you to select from. Select the desired Fund or Account from the list by clicking on the line in the Load Icon to select desired Fund or Account. Click the Back button to return to the Item Detail Modify window without loading a Fund or Account. 5. To charge an order to more than one Fund-Account, replace the initial Amount or Pct. with the Amount or Pct that you wish to charge to the first Fund-Account. Click the Add a Fund-Account split button. The software will perform the mathematical calculation for the remainder of the percentage and amount. Enter the desired values for the Fund and Account, pressing the Tab key to move between fields. You may repeat these steps as many times as necessary; however, you must ensure that the amounts add up to the original Total Item Amount. The description of the current Fund and Account will be displayed to the right of each for verification. 6. To change the Item Description simply tab into or click the Item Description entry box and change the value. The Item Description can be up to 254 characters. The P-Card Solution Web Users Guide 55

58 Order Requestor 7. After completing the desired changes, click Save changes on this Line Item button. This will save the Fund-Account information and return you to the Order Detail Modify window. If any a Fun-Accounts are invalid, a warning message will appear. You may choose to use the invalid Fund-Account on the order, but a valid Fund-Account will be required at reconciliation. Order Template New Order from your Template: 1. From the Requestor menu select Templates. Templates can also be accessed from the Order Detail Summary window by pressing the Template button. A list of all available orders in your template catalog will be displayed: 2. To select an order from the list, click on the Copy Order Icon of the desired order. The Order Detail Modify window will open and all the information from the template order will be copied to the new order, including cardholder. 3. To close the Template Order Summary window and open/return to the Order Summary, press the Order Summary button. Removing an Order from the Template Catalog Select the desired order and press the Remove Icon at the left side of the window. A template delete confirmation message will display Order Find See the Searching for Data section of this manual for details of finding orders. The P-Card Solution Web Users Guide 56

59 Approving Official

60 Approving Official Approving Official Approving Transactions The Approving Official has the ability to Approve Transactions. To do this, open the Approver menu and select Approve Transactions. 1. The summary window can be sorted by clicking on the up or down arrows next to the column headings. Clicking an up arrow causes an ascending sort for that column, while clicking a down arrow causes a descending sort. 2. Click the Report button for a detailed report of the listed transactions. See the Reconciling Transactions Transaction Summary Report early in this manual for detailed information about this report. 3. To view or modify a transaction click the appropriate entry in the Trans Amt column. From the Transaction Detail View, a single transaction may be approved, rejected or modified. You will be prompted for a reject reason when rejecting a transaction. Approved/Rejected transactions will drop off the Transaction Approval Summary. Rejected transactions will go back to the Cardholder s Transaction Summary. Approved transactions will be prepared for costing. See Cardholder Reconcile Transaction for more details on modifying a transaction. 4. Once satisfied with all listed transaction, click on the Approve button. The transactions will be removed from the summary window, and prepared for costing. Approving Official Reports Approving Officials can run Cardholder Stats, and Custom Reports for their cardholders. See the Cardholder Reports for details on these reports. Unapproved Trans Report From the Approver menu, select the Unapproved Trans Report. Any cardholders you are responsible for who have unreconciled transactions will be listed. The P-Card Solution Web Users Guide 58

61 Approving Official If you want to print the report check the display printable copy and then press the Print button on the toolbar or File > Print. The P-Card Web Solution menu bar will not print. The P-Card Solution Web Users Guide 59

62 Audit

63 Audit Audit Both Auditors and Administrators use the Audit menu. Audit Reports To print any of the reports press the Print button on the toolbar or File > Print. The P-Card Web Solution menu bar, and any buttons will not display when printed. Use the File > Page Setup to modify margins for a printed report, and to set a report to landscape or portrait. Page Setup can also be used to set headers and footers for the printed reports, to include things like the date, page # of n. Since Page Setup is browser specific see your browser s help for Page Setup. For Reports that have the option of downloading to CSV (comma-delimited), your browser will prompt you to open or save the report when the file is downloaded. Who Hasn t Reconciled Report To generate a report of cards that have unreconciled or unapproved transactions, from the Audit menu, move your mouse to Reports. On the sub-menu select UnReconciled. You can click on a cardholder or approvers name to get their contact information (phone number, ) Note: This report may print better in landscape mode. The P-Card Solution Web Users Guide 61

64 Disputes Report To generate a report of all disputed transactions, from the Audit menu, move your mouse to Reports. On the sub-menu select Disputes. Audit Tax Reports To generate a report of tax paid or not paid for a given date range: 1. From the Audit menu move your mouse to Reports and select Tax from the submenu. A Report Parameter window will open prompting for the statement date range, and which report to run: tax paid or tax not paid. 2. After entering the data range, and selecting the report, click the Run Report button to generate the report. Note: This report will print better in landscape mode. The P-Card Solution Web Users Guide 62

65 Audit 1099 Report To generate a report a 1099 report: 1. From the Audit menu, move your mouse to Reports. On the sub-menu select A Report Parameter window will open, prompting for the statement date range of the report. It will also give you option of generating the report as a CSV (coma-delimited) file downloaded to your hard drive. 2. After entering the data range and deciding on CSV or not, press the Run Report button. If you had selected CSV then you will be prompted to either open the file or save it. If you had not selected the CSV option, then the report will display in your browser. The P-Card Solution Web Users Guide 63

66 Audit Shipping Report To generate the shipping paid report 1. Select Shipping, from the Audit menu, Report sub-menu. You will be prompted for the statement date range for the report on the Report Parameter window. 2. After entering the statement date range, click the Run Report button Note: This report will print better in landscape mode. Cardholder Stats The P-Card Web Solution allows auditors and administrators to find, view, and/or print a list of purchasing statistics associated with a specific cards based on selection criteria. 1. From the Audit menu move your mouse over Reports and select Cardholder Stats from the sub-menu. This will bring up the Transaction Find window. 2. Enter the search criteria, and a Sort by, and then press the Find Matching Transactions button to run the report. Note: If your search criteria includes Fund-Account elements, then the total will show only the amounts charged to those Funds and/or Accounts, not including tax and shipping. If your search does not include Fund-Account elements the report will show the total amount for the transactions matching the entered criteria, including tax and shipping. The P-Card Solution Web Users Guide 64

67 Audit Vendor Stats The P-Card Web Solution allows administrators and auditors to find, view, and/or print a list of Vendor statistics based on selection criteria. 1. From the Audit menu move your mouse over Reports and select Vendor Stats from the sub-menu. This will bring up the Vendor Find window. 2. Enter the search criteria and a Sort by, and then press the Find Matching Vendors button to run the report. 3. Click the Download as CSV button and it will create the report in a CSV (commadelimited) format, and will prompt you to either save the report or open it. Note: This report will print better in landscape mode. The P-Card Solution Web Users Guide 65

68 Audit Custom Reports Administrators have the option of creating custom report templates for orders or transactions. To run a report from one of these custom report templates: 1. From the Audit menu, Reports sub-menu, select Custom Reports. This will open the Custom Report Selection window. 2. Select the custom report you wish to run and press the Continue button. This will open up either the Order Find or Transaction Find window, depending on report. 3. Enter the search criteria. Instead of having a sort by option group, there will be a Download as CSV file checkbox. Select this checkbox if you want to download this report to your computer, or open in Microsoft Excel (if you have Excel installed). Leave it unchecked to open the report in your browser. Click the Find Matching button to run the report. 4. If you have opened the report in your browser, you can do a Select All (Edit Select All or for Windows Ctrl + A), and then copy (Edit Copy or for Windows Ctrl + C), and then paste it into another application, such as a spreadsheet. Audit Report Same Card, Vendor, Day This report will list transactions placed by the same cardholder, on the same day, with same vendor, for a given statement date. From the Audit menu, move your mouse to Reports. On the sub-menu select Audit Card/Vendor/Day. Enter the Statement Date in the Report Parameter window, and then click the Run Report button. Audit Report Transaction Amount Over Card Limit This will report the list of transactions with a transaction amount over the card limit set on the Cardholder Profile, for a given statement date. From the Audit menu, move your mouse to Reports. On the sub-menu select Audit Trans Amt over Limit. Enter the Statement Date in the Report Parameter window, and then click the Run Report button. The P-Card Solution Web Users Guide 66

69 Audit Card Expiration Report To generate a report of cards expiration dates, from the Audit menu, move your mouse to Reports and select Card Expiration from the submenu. Enter the expiration date range in the Report Parameter window, and then click the Run Report button. This will list all the cards that have expiration dates, setup on the Cardholder profile, in the specified range. Invalid Default Fund-Accounts Report To generate a report of cards with invalid default fund-accounts, from the Audit menu, move your mouse to Reports and select Invalid Dflt Fund-Accounts from the submenu. The P-Card Solution Web Users Guide 67

70 Audit Finds See the Searching for Data section for the finds. Auditors and Administrators can see orders/transactions for any cardholder. Audit The P-Card Solution Web Users Guide 68

71 Administrator

72 System Administrator System Administrator System Defaults The System Defaults will need to be set and verified for your application. System Defaults will be used throughout the application and will always apply unless modified on an individual basis. You can modify the System Defaults at any time. 1. From the Administrator menu select System Defaults. Application Information 2. Harbor Payments will provide the Version No to you. 3. Harbor Payments will supply the License No to you. If you need to change the License No - click in or tab to License No entry field and type the new number. The P-Card Solution Web Users Guide 70

73 System Administrator 4. To modify the company name that will appear on reports click in or tab to the Report Company Name entry field and type your company name, as you want it to appear on all reports generated by the P-Card Web Solution. Cardholder Information These defaults will apply to all new Cardholder Profiles created and will appear on the Cardholder Profile window when New is selected. These defaults can be overwritten for any cardholder. 5. To modify the default Transaction Limit click in or tab to the Trans Limit entry field and enter a single transaction dollar limit default amount. 6. To modify the default Monthly Limit click in or tab to the Monthly Limit entry field and enter the total charge limit per billing cycle default value. 7. To modify the default MCC Strategy click in or tab to the MCC Strategy entry field and enter the default MCC Strategy. 8. Select the method of approval. Select option button Yes for online approval or No if the majority of your Approving Officials will not be using the system to approve transactions. Employee Information These defaults will apply to all new Employee added to the system and will appear on the Employee File Maintenance window when New is selected. These defaults can be overwritten for any employee. 9. To modify the Address Line 1 click in or tab to the Addr Line 1 entry field and enter the first line of the default Employee address. 10. To modify the Address Line 2 click in or tab to the Addr Line 2 entry field and enter the second line of the default Employee address. 11. To modify the City click in or tab to the City entry field and enter the default Employee city. 12. To modify the State click in or tab to the State entry field and enter the default Employee state. This will accept a 2-character state or province code. 13. To modify the Zip Code click in or tab to the Zip Code entry field and enter the default Employee zip code. This field will accept 10 characters. 14. To modify the default Address click in or tab to the Addr entry field and enter the default Employee suffix. 15. Click the Save button to save your changes. The P-Card Solution Web Users Guide 71

74 System Administrator Global Preferences Global Preferences are set by the Program Administrator for all users and cannot be overridden by an individual user unless given permission by the Program Administrator through the Global Preferences window. You will need to set the preferences to comply with your company s business rules. 1. From the Administrator menu select Global Prefs. General Information 2. Users must mark all transactions reconciled before they can press the DONE button to complete their reconciliation? Select the No option button to allow users to press the Done button even if all transactions are not marked reconciled. Only transactions marked reconciled bill be sent forward. Select the Yes option button to force users to reconcile all transactions before they can press the Done button to send all transactions forward. 3. Allow Users to Reconcile All? This option allows users to click a button to mark all their transactions reconciled without reviewing each transaction. Select the No option button to hide the Reconcile All button on the Reconciliation Summary window. Select the Yes option button to show the Reconcile All button on the Reconciliation Summary window. 4. Is an order log number required for each transaction? If each transaction does not require an order log for reconciliation select the No option button. If an order log is required for each transaction for reconciliation, select the Yes option button. Note: If may not select Yes to Allow Users to Reconcile All and Is an order log number required for each transaction at the same time. 5. Can users choose their own default Fund-Account? Select the No option button if users cannot select their own default fund-account. Select the Yes option button if they can choose their own default fund-account. Order Auto Match Criteria This will determine how an order will be matched to a transaction if the Match Orders button is selected on the Reconcile Summary window. The P-Card Solution Web Users Guide 72

75 System Administrator 6. Can the user override this requirement? Each requirement on this window has the option of allowing a user to override the selected requirement. Selecting the No option button will disable the requirement on the user s Order Auto Match Criteria Preferences. Selecting the Yes option button will allow the user to override the system criteria with their own preferences. 7. Must Fund-Accounts be valid to reconcile a transaction? Select the No option button if Fund-Accounts on an order can be invalid when a transaction is matched to an order. Select the Yes option button if Fund-Accounts must be valid in order to match. 8. Order Number must be assigned to transaction in order to match? Select the No option button if an order log number can be blank during the match. Select the Yes option button if an order log number is required to be on the transaction to perform the match. 9. Order vs. Transaction total amount variance Click in the entry field enter the total dollar variance amount. The difference between the order total amount and the transaction total amount must be within the specified value. The P-Card Solution Web Users Guide 73

76 System Administrator 10. Order vs. Transaction total amount Percent Variance Click in the entry field to enter the percentage. The order total amount and the transaction total amount must be within this percentage. 11. Apply variance to shipping? Select the No option button if the variance from the Order Tran to the Purchase Trans should be applied proportionately across the line items. Select the Yes option button if the variance from the Order Trans to the Purchase Trans should be applied to shipping. 12. Order Date and Transaction Date must be within how many days Click in the entry field and enter the number of days. 13. Match how many characters of the vendor name click in the entry field and enter the number of characters to match. System Start Up Message The System Start Up Message will be displayed in maroon on the home page during the dates specified. This is an excellent place to remind users of upcoming system conditions. 14. To create a System Start Up Message click in or tab to the Display Start Date entry field and enter the date the message will begin. Date formats are MM/DD/YYYY 15. Click in or tab to the Display End Date entry field and enter the date the message will end. 16. Click in or tab to the Message entry box and enter the message. 17. Click the Save button to save your changes. Cardholder Profile The P-Card Solution allows the P-Card Program Administrator to monitor and maintain information associated with purchase cards utilized within the program. The Program Administrator creates and maintains cardholder profiles. The P-Card Solution Web Users Guide 74

77 System Administrator The Cardholder Profile establishes the cardholder s transaction limit and monthly limit as well as tracking all pertinent information concerning the card. Also, included in the profile is the ability to establish a card coordinator and online approving official for the card. Creating a new Cardholder Profile 1. From the Administrator menu select Cardholder Profile. This will open the Cardholder Find Query window. 2. To add a new Cardholder, click on the Add New Cardholder button. This will open up the Card Modify window, with the Cardholder Defaults from the System Defaults window filled in. See the Modifying a Cardholder Profile section below for more details on the Card Modify window. Finding a Cardholder Profile 1. From the Administrator menu select Cardholder Profile. This will open the Cardholder Find Query window (above). 2. Enter the search criteria and click the Find Matching Cards button. This will open the Purchase Card Cardholders report. The P-Card Solution Web Users Guide 75

78 System Administrator 3. Click on a cardholder s name to open the Cardholder Profile View window. Viewing a Cardholder Profile 1. Click the Summary button to return to the Purchase Card Cardholders report. 2. Click the Next button or the Previous button to go to the next or previous profile from the Purchase Card Cardholders report. 3. Click the Modify button to open the Card Modify window where you can modify this profile (see below). 4. Click the Delete button to delete the cardholder profile. Note: Only profiles that have never had any transactions charged to them can be deleted. Profiles, which have had any purchasing activity, must be canceled, not The P-Card Solution Web Users Guide 76

79 System Administrator deleted. Deleting a profile record through the Cardholder Profile window is different than requesting that your card provider delete a profile from their records. You may request your card provider to delete any profile you wish. The Profile will remain in The P-Card Solution, available for reports and statistics. 5. Click the View Trans button to view the transactions for the card. This will open up the Transaction Find window, with the Card Id filled in. See the Trans Find section for details on finding transactions. 6. Click the Act As button to act as the current cardholder s card coordinator. The menu bar will change to reflect the card coordinator s menu options, and you will be taken to the home page. To Act As *yourself* again select Act As from the P- Card menu. 7. Click the Save As button to create a new cardholder profile based off of the current profile. All information except the Cardholder, Card No, and Card Name will be copied from the current profile into the new profile. Modifying a Cardholder Profile 1. If this is a new profile, then the Name entry field is available. If not already in this field, click or tab to it, and enter the last name, or partial last name, of cardholder. This will open the Employee Search Results window; click the Select icon to load a cardholder. The P-Card Solution Web Users Guide 77

80 System Administrator 2. If modifying a profile, the Name is displayed only. 3. The Username and Department are always display only. 4. If necessary change the Name on Card field to display how the person s name appears embossed on the card. Click in or tab to the Name on Card entry field and type the name. 5. To modify the MCC Strategy click in or tab to the MCC Strategy entry field and enter the code. This field will accept 20 characters and is optional. 6. Select the Card status. The card status will default to Generate Application for a new card. For a Save As new card, it will default to the same status as the card it is saved from. If you wish to change the status, click the down arrow on the right side of the Status field to drop down the list of possible status codes. 7. To modify the default Fund and/or Account, click in the Fund or Account entry field and enter the default code, or a partial code. If more than one code matches the entered value, a list of matches will be displayed when you tab out of the field. Select the one correct one. 8. To modify the Transaction Limit click in or tab to the Trans Limit entry field and enter the single transaction limit amount. This field is required. 9. To modify the Monthly Limit click in or tab to the Monthly Limit entry field and enter the total charge limit per billing cycle. This field is required. 10. To enter the Credit Card Number click in or tab to the Card No entry field and enter the card account number for this P-card. This field will accept 16 characters and is optional when creating a new card. A card number will be required before loading transactions from the bank for this card. 11. To enter the card Expiration Date click in or tab to the Expiration Date entry field and enter the date the P-Card will expire. This field is optional. 12. To enter the card Issue Date click in or tab to the Issue Date entry field and enter the date the card is issued. This field is optional 13. The Last Change Date will automatically be set by the system every time the profile is saved. 14. To enter the Card Coordinator click in or tab to the Card Coordinator Name entry field and enter the name, or a portion of the name, of the Card Coordinator. If more than one person matches the entered name a list of matches will be displayed when you tab out of the field. Once a unique person has been selected, the Username field will be loaded. This field is required. The P-Card Solution Web Users Guide 78

81 System Administrator 15. To enter the Approving Official click in or tab to the Approving Official Name entry field and enter the name, or portion of the name, of the Approving Official. If more than one person matches the entered name, a list of matches will be displayed when you tab out of the field. Once a unique person has been selected, the Username field will be loaded. This field is required. 16. Will the approval of this cardholder s transactions be done online? The option will be set to the System Default. To change it select the No option button if this Approving Official will not use the system to approve transactions. Select the Yes option button if this Approving Official will use the system to approve transactions. 17. To enter comments click in or tab to the Comments entry box and enter any comments concerning this card. This field is optional. 18. Click the Save button to save your changes, or the Cancel button to discard your changes. Order Requestor Setup Order Requestors are employees who are not issued credit cards, but who may need to have items purchased for them. The Order Requestor role allows these people to go into the P-Card software and enter the information about items they need. Each Order Requestor is associated with one or more cardholders to whom their Order Requests are submitted. When an Order Requestor has entered all the details about the items they need they can release it to the cardholder. The Order Request will appear in the Cardholder s Order Log in a special status. The cardholder can review the Order Request, make any necessary changes, and place the Order. Find an Order Requestor 1. From the Admin menu select Order Requestor. This will bring up the P-Card Order Requestors window. You may sort the window by clicking on the up or down arrow next to a column heading for the column you want to sort by, clicking an up arrow causes an ascending sort and clicking a down arrow causes a descending sort. The P-Card Solution Web Users Guide 79

82 System Administrator 2. To Delete an Order Requestor, click the Delete icon. You cannot delete requestors who have already created an Order. You will need to modify the requestor and set them to an Inactive Status. 3. To modify a requestor, click the Modify icon. This will open the Order Requestor Maintenance window (see below). 4. To add a new requestor, click the New Requestor button. This will open the Employee Find window. Enter the last name, or partial last of the requestor and click the Find button. This will bring up the Employ Selection Window. Click the Select icon to open up the Order Requestor Maintenance window. Modify an Order Requestor 1. To modify the User Status select the Active or Inactive status option. 2. Enter the name of a Cardholder to whom this Order Requestor may assign order requests in the New Cardholder entry field. After entering the name Tab out of the field so the system can validate the person s name. The same Employee Selection list window shown above will show the people. The P-Card Solution Web Users Guide 80

83 System Administrator 3. On the list click the Select icon to add that person s name to the list of cardholders associated with the Order Requestor. You may add as many cardholders to the list as necessary. 4. To delete a cardholder, press the Delete icon next to the cardholder s name. 5. When you have added all the Assigned Cardholders (and any appropriate Comments) click the Save button. Or you may click the Cancel button if you do not wish to save your changes. Vendor Maintenance Vendors are loaded into the database as part of the Transaction Load process. For this reason there is no way to Add a new Vendor. Find Vendors 1. From the Administrator menu select Vendors. This will open up the Vendor Find Window. 2. Enter the search criteria and then click the Find Matching Vendors button. This will open the Vendor Find Results report. The P-Card Solution Web Users Guide 81

84 System Administrator 3. Click on a Vendor s name to open the Vendor Profile window to view more detailed information about the vendor. 4. From here click the Summary button to return to the Vendor Find Results, or click the Next button or Previous button to go to the next/previous vendor on the Vendor Find Results. 5. To modify a vendor, click the Modify button on the Vendor Profile. This will open the Vendor Modify window. Modify Vendors Once the Vendor has been found, and the Vendor Modify window is open, the vendor information may be modified. The P-Card Solution Web Users Guide 82

85 System Administrator 1. This example shows the amount of data usually provided by your card provider bank. You may change any field on the window except the Name of the Vendor. The Last Change Date will automatically update when you save your changes. If you do not wish to save your changes click the Cancel button to return to the Find results list. 2. When you are satisfied with your changes click the Save button. This will return you to the Find results list. You may also click the Next button or the Previous button to save your changes and move to the next or previous vendor in the Find Results list. User Maintenance Authorized User Roles The P-Card Solution allows the System Administrator to designate user roles in the system. Establishing a user in a role gives them the menu(s) and system access they need to perform their function. The available roles are as follows: Auditor Used for auditing the system. This function can view all transaction and order information as well as run reports. Approving Official If designated on a Cardholder Profile this function performs online approval. Reviews transactions and orders of designated cardholders. An Approving The P-Card Solution Web Users Guide 83

86 System Administrator Official must be setup on a cardholder profile for an approver to have access to that card. System Administrator Responsible for creating new profiles, loading bank transactions, importing and maintaining system data, exporting financial data, and general maintenance of the system. Can view all transactions and order information, and run all reports. Can Act as any other user of the system. 1. To set up or maintain the list of users who have specific roles within the software highlight User Maint on the Administrator menu and select Authorized User Roles. The Authorized User Roles window will open, displaying all employees who have been assigned roles within the system (other than Cardholders, Card Coordinators, and Order Requestors). 2. To delete an existing assignment click the Delete icon at the end of the entry. 3. To add a new role assignments click or tab into the Name (Last, First) entry field and enter the last name, or part of the last name. Tab out of the field to force the system to validate the name. Click the Select icon from the returned results list to load the employee. The employee s Username will be loaded into the Username field. 4. Select a role for the person by clicking the down-arrow on the right side of the Role drop-down list. Click on the desired role and the list will close, displaying the selected choice. 5. Click the Add to List button to create the role assignment for this person. The P-Card Solution Web Users Guide 84

87 System Administrator Act As Administrators may act as any user of the P-Card system. When Acting As someone you will have only the capabilities that user would have if they logged in themselves. 1. From the Administrator menu highlight User Maint and select Act As from the sub-menu. An Employee Find window will open. 2. Enter the first few letters of an employee s last name and click the Find button. The software will display a list of all employees matching the string you entered. 3. Click the Back button if you do not wish to act as any of the listed employees. 4. Click the Select icon to act as the selected employee. The system will redraw the menus available so that only the menus appropriate for the selected user are displayed. Set Up Delegations Administrators may establish delegations for other users who are unable to perform their duties but do not have appropriate delegations already set up. 1. From the Administrator menu highlight User Maint and select Set Up Delegations from the sub-menu. The Find Employee window will open (see above). 2. Enter the first few letters of an employee s name. A list will be presented (see above). The P-Card Solution Web Users Guide 85

88 System Administrator 3. Click the Select icon to identify the user for whom you wish to set up delegations. The Delegation Set Up window will open, allow you to establish delegations for the user. See the Delegations section of the manual for details on setting up a new delegation. Show Delegations The Administrator can show all the people that a user can act as. 1. From the Administrator menu highlight User Maint and select Show Delegations. The Employee Find window will open. Enter a name and select the appropriate choice from the Employee List window. 2. A list will open displaying all the people the selected person can act as. System Maintenance Custom Reports The Administrator can establish new report output formats. These report formats can either be based on the Transaction Find window or the Order Find window. Eligible fields for the report include all the fields from the Order and Transaction tables, plus the Vendor Name and Cardholder Name. 1. On the Administrator menu highlight System Maint and select Custom Reports from the sub-menu. A window will open showing all the custom reports that have already been created. 2. Click the Delete icon to delete a custom report format. You will be asked if you are sure you want to delete the report format. Click OK to delete it or Cancel to leave it alone. The P-Card Solution Web Users Guide 86

89 System Administrator 3. Click the New Report button to create a new report. The system will prompt you for a name for the new report format. 4. Enter a name into the Name entry field. Indicate the report type, selecting either Transactions or Orders. This selection identifies whether the report will use the Trans Find window or Order Find window to collect the data for the report. Click the Save button to open the Custom Report modify window. Click the Cancel button to cancel creation of the report. 5. To modify an existing custom report format click on the report s name on the P- Card Custom Report Templates window. The P-Card Solution Web Users Guide 87

90 System Administrator 6. To add a field to the report click on the field name. You may select any of the fields listed on the left half of the window. A report may combine Order and Transaction data. 7. Once you have added all the fields to the report you may rearrange them by clicking the Up arrow or Down arrow next to each selected field name. 8. To remove a field from a report format click on the field name on the right side of the window (under the Report Fields heading). 9. You may provide a column name for each field that will be on the report. By default, each report column will have the name of the field from the database. 10. When you are satisfied with the report layout click the Save button. If you want to cancel your changes click the Cancel button. Employee Maintenance 1. On the Administrator menu highlight System Maint and select Employees from the sub-menu. 2. Enter any combination of the available fields to find a set of employees. If you want the results sorted by something other than Name be sure to select the proper Sort By option. Click the Find Matching Employees button and a list of all matching employees will be displayed. The P-Card Solution Web Users Guide 88

91 System Administrator 3. Click on the name of an employee to see that person s details. 4. Click the Summary button to return to the results list. 5. Click the Previous button or Next button to move backward or forward through the results list. 6. Click the Act As User button to act as the currently displayed person. Click the Allow user to use Software button to allow the employee to access the software. Click the Remove Software Access button to revoke the employee s software access. Online Help Administrators may view and modify the online help text that is available to all other users. You may not add or remove topics. 1. From the Administrator menu highlight System Maint and select Help from the sub-menu. The P-Card Solution Web Users Guide 89

92 System Administrator 2. Click on a topic to open its help text. 3. Edit the text as needed. When you are satisfied with your changes click the Save button. If you want to cancel your changes click the Cancel button. MCC Code maintenance Administrators may change the descriptions on existing MCC Codes, add new MCC Codes and delete existing one. 1. From the Administrator menu highlight System Maint and select MCC Codes from the sub-menu. A list of all, current MCC Codes will be displayed. The P-Card Solution Web Users Guide 90

93 System Administrator 2. To create a new MCC Code click the New MCC Code button. The MCC Code Maintenance window will open. 3. Type the new MCC Code into the MCC Code field. Type the Description into the Description field. Click the Save button to save this new MCC Code. Click the Cancel button to discard the new MCC Code. 4. To modify an existing MCC Code click on that code on the P-Card MCC Codes window. The MCC Code Maintenance window will open with the MCC Code field disabled. You may modify the MCC Code description. Click the Save button to save your change or the Cancel button to discard your changes. 5. To delete a MCC Code, click on the Delete icon. Unallowed Accounts The Administrator may view, add, or delete Accounts to the list of Accounts employees are not allowed to use on P-Card Transactions and Orders. 1. From the Administrator menu highlight System Maint and select Unallowed Accounts from the sub-menu. The P-Card Solution Web Users Guide 91

94 System Administrator 2. To add a new Unallowed Account click the New Unallowed Account button. The Unallowed Account Modify window will open. 3. Enter the Account and Description and click the Save button. Click the Cancel button to not add this Account to the Unallowed Account list. 4. Click on an Account link to modify the description of an Account. The Unallowed Account Maintenance window will open. In the Maintenance window the Account will be disabled so the Description is all that can be changed. Update Card Expiration Dates The Administrator may set the Expiration Dates on all cardholder profiles to the same date. This function should only be used if all your cards are set up to expire on the same date. 1. From the Administrator menu highlight System Maint and select Update Card Exp Dates from the sub-menu. 2. Enter the new Expiration Date and click the Update button. All Issued and Suspended cardholder profiles in your system will be updated with the entered Expiration Date. The P-Card Solution Web Users Guide 92

95 System Administrator Review Acctg Trans Records 1. From the Administrator menu highlight System Maint and select Review Acctg Trans from the sub-menu. This allows the Administrator to find records of transactions that have already been sent to the General Ledger. 2. Enter any combination of criteria to find the records you are looking for. If you want the results sorted in a particular fashion make sure you click the proper Sort By? option. A list of matching records will be displayed. The P-Card Solution Web Users Guide 93

96 System Administrator 3. Click the Detail Version button to display the matching records in a full details report format. 4. Click an individual record s Statement Date to see the details of that specific record. 5. To return to the results list click the Summary button. 6. To move to the previous record on the results list click the Previous button. The P-Card Solution Web Users Guide 94

97 7. To move to the next record on the results list, click the Next button. System Administrator Vendor Update Administrators may copy the details from one vendor record to another. This might be useful if, for example, you want to make all stores from a particular chain in a specific city show the same details. 1. From the Administrator menu highlight System Maint and select Vendor Update from the sub-menu. 2. Click the Copy Vendor Info From Search button to open the Vendor Find window and select the vendor record from which you wish to copy details. 3. Click the Copy Vendor Info To Search button to open the Vendor Find window and select the vendor record to which you wish to copy details. 4. Click the Update button to copy the details from the From Vendor to the To Vendor. Move Orders 1. To move a set of Orders from one card to another highlight System Maint on the Administrator menu and select Move Orders from the sub-menu. 2. Enter either a Name or Card Number into the appropriate field in the Move Active Orders From section of the window to identify the card from which orders are to be moved. Tab out of the field and the system will validate the information you have entered. The P-Card Solution Web Users Guide 95

98 System Administrator 3. Indicate whether or not you want to move Partially Received Orders and Template Orders. 4. Enter either a Name or Card Number into the appropriate field in the Move Active Orders To section to identify the card to which orders are to be moved. Tab out of the field to validate the information you have entered. 5. Click the Move Orders button to move the orders. Reports Transaction Import Report Administrators may reproduce the Transaction Import report at any time by entering the date the records were originally imported. 1. From the Administrator menu highlight Reports and select Load Report from the sub-menu. Enter the date the transactions were imported into the window. 2. Click the Run Report button. The details of the Transaction Import will display. Extract Report 1. To reproduce the report generated when transactions are extracted, highlight Reports on the Administrator menu and select Extract Report from the submenu. 2. Enter the date the extract was performed into the Parameters window. The P-Card Solution Web Users Guide 96

99 System Administrator 3. Click the Run Report button to produce the Extract Report for the entered date. The report will show the transactions exported on the entered date along with any transactions which you have tried to extract but have Invalid Fund information. Invalid Extract Transactions Administrators may produce the report of transactions which you have tried to extract but which have invalid Fund information. This report will include only those transactions which have not yet been fixed. 1. Highlight Reports on the Administrator menu and select Invalid Extract Trans Report from the sub-menu. 2. The P-Card Solution Web Users Guide 97

100 System Administrator Imports and Exports Import Transactions 1. On the Administrator menu highlight Import/Export and select Load Bank Trans from the sub-menu. 2. Confirm the Reconciliation Due Date is correct. By default the Reconciliation Due Date will be set to 20 days into the future. 3. Enter the appropriate Statement date into the Statement Date field. 4. Click the Browse button at the end of the File line and select the file. 5. Once you have found file to be imported, click the Load Bank File button to perform the import. If you attempt to import a file that has already been imported the file will be processed and the report will show 0 records loaded.. 6. If you do not want to perform the import click the Cancel Bank Load button. 7. When the import is complete the Transaction Import report will be displayed (see above). Export Transactions 1. To Export Transactions from P-Card to the General Ledger highlight Import/Export on the Administrator menu and select Extract Acctg Trans from the sub-menu. This will open the following window. The P-Card Solution Web Users Guide 98

101 System Administrator 2. You may cancel the extract by clicking the Cancel the extract button. 3. If you want the system to verify that none of the transactions about to be extracted have already been extracted click the Yes Check the accounting trans entries button. If any errors are found you will be notified. 4. If you want to go directly to the extract without verifying click the No Skip the check, just do the extract button. 5. This display will generate showing you how the extract is progressing. When the file is created you will be prompted for a location of the extract file. 6. Click the Save button and identify the name and location for the extract file. 7. After the file has been saved click the Print button to display the Extract Report. The P-Card Solution Web Users Guide 99

102 System Administrator The bottom section of this report will show any transactions which the system tried to extract but which had invalid Fund information. Reproduce Extract 1. To reproduce an extract file that has been lost of destroyed highlight Import/Export on the Administrator menu and select Reproduce Extract from the sub-menu. 2. Click the Cancel the extract button if you don t really want generate a new copy of a previous extract file. 3. Click the down-arrow on the right side of the Extract Date box and select the appropriate Extract Date from the list. Then click the Submit Query button to recreate the extract file. The system will generate the extract file, producing the same status window and extract report as an original extract. The P-Card Solution Web Users Guide 100

103 System Administrator Export Vendors 1. Select Export Vendors from the Import/Export sub-menu on the Administrator menu to generate a file of Vendors in the P-Card database. The Vendor Find window will open. 2. Enter your criteria and click the Find Matching Vendors button. 3. Click the Save button and indicate the directory and name for the file of Vendors. The file will be created in the designated directory. The P-Card Solution Web Users Guide 101

104 System Administrator Fix Fund-Org-Prog Information If the Extract Report shows transactions that were not extracted because they have invalid Fund information you will need to fix those transactions before they can be extracted. 1. From the Administrator menu select Fund-Prog-Org Fix. 2. A list of the offending transactions will be displayed. 3. To correct the Fund-Org-Prog on a Transaction click on that transaction s Trans Amt link. 4. Click the Summary button to return to the list of offending transactions. 5. Click the Vendor link to view details about the Vendor. 6. Click the Vendor Item Desc link to view any item description provided by the vendor. 7. Click the Item No button to view the full details about the line item. The P-Card Solution Web Users Guide 102

105 System Administrator 8. Click the Modify button to make changes to the Fund(s) used on this transaction. The Fund-Org-Prog Update window will open showing all Funds used on this transaction. 9. Click the Cancel button to return to the Transaction Detail View window without changing any Funds. 10. Tab or click into the Fund entry field and enter the fund you wish to use. Tab out of the field to cause the system to validate the entered fund. A list of Funds matching the entered string will be displayed. 11. Click the Load icon to select a specific fund. 12. Click the Back button to return to the Fund-Org-Prog Update window with selecting a new Fund. 13. Repeat this process for all Funds that need to be changed. 14. Click the Save Changes on this Line Item button to save your changes. If any Funds are still invalid an error message will be displayed. 15. When you have corrected all the problem Funds on a transaction and click the Save Changes on this Line Item button you will be returned to the Summary window and the corrected transaction will be gone. The P-Card Solution Web Users Guide 103