1 Lesson 1 - Introduction. 2 Training Objectives u At the Conclusion of this Lesson, You Will Be...
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Transcript of 1 Lesson 1 - Introduction. 2 Training Objectives u At the Conclusion of this Lesson, You Will Be...
1
Lesson 1 - Introduction
2
Training ObjectivesTraining Objectives
At the Conclusion of this Lesson, You Will Be Able To:
Describe how cardholder responsibilities contribute to the Purchase Card Management workflow.
State the consequences of misuse of the card.
List proper and improper use of Purchase Cards and Convenience Checks.
Identify where self-help information is located.
3
PCMS OverviewPCMS Overview
Merchant
$ $$
Cardholder
2. Merchant sendstransaction to Visa
1. Cardholderpurchases item 7. Cardholder
reconciles in PCMS
5. PCMS sendstransaction
data to FFIS
4. ACFO/FS downloadsdata to PCMS
8. Treasury pays Bank
FFIS
3. Visa sendstransaction
data to the Bank
6. FFIS processes accountinformation and sends
payment files to the Treasury.
VISA
$
Bank
Treasury
PCMS
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Purchase Card Program HierarchyPurchase Card Program Hierarchy
Departmental ProgramCo-ordinator
Agency ProgramCo-ordinator
Local Agency ProgramCo-ordinator
Cardholder
Departmental PolicyCo-ordinator
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PCMS Cardholder Workflow PCMS Cardholder Workflow
USDA Personell determines item to be purchased,
and asks Cardholder to purchase it.
$ $$
Cardholder purchases the item.
Cardholderreceives the item
$
Bank
Merchant ships the item to theCardholder
PCMS
$ $$
Cardholder reconciles the transaction in PCMS
1 2
3. Merchant sends transaction data to Visa
3 4
5. ACFO\FS downloadstransaction data to PCMS
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5. Cardholder passes the item to the USDA person
who requested it.
Cardholder checks the items recieved
against the billing slip.
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VISA4. Visa sends
transaction datato the Bank
StartHere
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Do’sDo’s
Purchases - Official Purposes Only!!! Keep Your Card, Checks and PCMS Password SECURE!!! Reconcile Transactions Frequently. Pay Sales Tax If Requested by Merchant. If Using Convenience Check, Obtain the Vendor’s TIN or SSN. For a Micro-Purchase, Purchase Card Is First Choice. If Purchase Card Lost or Stolen, Immediately Notify Bank!!!
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Don’tDon’t
Exceed Single or Monthly Purchase Limits. Split Transactions. Make Personal Purchases. Provide Salary Payments. Make Cash and\or Travel Advances. Make Cash Awards.
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Information SourcesInformation Sources
User Manual
Quick Guides
DR 5013-6
Micro-Purchase Guide
FAQs
LAPC
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Summary & ReviewSummary & Review
1. Describe How Cardholder Responsibilities Contribute to the Purchase Card Management Workflow.
2. State the Consequences of Misuse of the Card.
3. List Proper and Improper Use of Purchase Cards and Convenience Checks.
4. Identify Where Self-help Information Is Located.
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Lesson 2: Accessing and Navigating
Web PCMS
Lesson 2: Accessing and Navigating
Web PCMS
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Training ObjectivesTraining Objectives
At the conclusion of this lesson, PCMS Cardholders will be able to: Demonstrate accessing PCMS and maintaining passwords.
Navigate PCMS using menus and tools.
-
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Logging On \ Off PCMS Logging On \ Off PCMS
Opening the PCMS Application open an Internet Explorer browser and access the USDA PCMS
web page at http://www.nfc.usda.gov/corporate/PCMS.htm Click the active PCMS Application Login link at the bottom of the
page. Click OK on the Security message
Log onto PCMS to access the PCMS Database Server. If you cannot open the application:
Contact the PCMS helpdesk. Notify your LAPC.
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Logging Onto PCMS Logging Onto PCMS
Training PCMS UserID and Password to be provided by your Instructor.
Production PCMS UserID and Password will be provided by your LAPC upon completion of training.
If you experience problems logging on to PCMS:
Ensure your UserID and Password are correct.
Contact your LAPC.
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Logging Off PCMS Logging Off PCMS
To exit PCMS, from the Main Menu, press [Exit PCMS].
- OR -
Click the ‘X’ in the top right-hand corner of the window.
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PCMS Passwords PCMS Passwords
At the PCMS Main Menu, select Change Password.
The Pop-Up Window shown below will appear.
Password Requirements Must be at least 6 alphanumeric characters. Begin with a letter. Must include at least 1 number. Must contain no spaces. Differ by at least 3 characters from the
previous password.
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Troubleshooting Troubleshooting
Error Explanation Remedy
Password must be at least 6 characters and include one numeric value.
a) UserID or password entered incorrectly
b) Problem with your user account
a) Check you have entered the information correctly. Re-enter details and try to log on again.
b) Contact your LAPC to determine if there is a problem with the account.
Please enter a valid UserID\password.
a) UserID and password entered 3 times unsuccessfully, results in account being locked out.
b) PCMS Is down.
a) Contact your LAPC to remove locked status.
b) Contact your LAPC.
Password not changed. 90 days has expired without changing your password. Your old password is no longer valid
Contact your LAPC to reset your password.
Password cannot be reused.
The new password is the same as the previous
password. a) Try to change the password again, ensuring the new password has at least 3 characters different from the previous password.
b) Contact your LAPC to determine if there is a problem with your account.
For possible causes of error messages, and remedies, see the table below:
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Password Security Password Security
Select a Password You Will Remember and Keep It Secure.
Do Not Give Your PCMS Password to Any Other Person.
If You Suspect Someone May Have Access to Your Password Then Change It.
Account Lockouts Occur to Prevent People From Trying to Guess Your Password.
Unique Passwords Are Required to Keep Your Password More Secure.
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Practical Exercise Practical Exercise
1. Log on to PCMS Training Database Using the Trainee User ID and Password Provided to You by Your Instructor.
2. After Logging Change Your Password To: Trainee
3. Log Out of PCMS.
4. Log on to PCMS Again Using Your New Password.
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Main WindowMain Window
Main Window in PCMS.
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Bulletin BoardBulletin Board
Located in the Center of the Main Window
Provides Updates About PCMS. System Upgrades and
Downtime Notification of Specific System
Problems The DPC Is Responsible for the
Posting of All Messages to the Bulletin Board
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Main Menu Main Menu
Menu Item Details
Cardholder Provides options for PCMS Cardholders to reconcile accounts and perform related functions.
Change Password
No Cardholder options are available under Setup.
Reports Generate Cardholder reports.
Window Customize the Window display.
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Form WindowForm Window
The form window opens when you select one of the options from the Cardholder Menu.
Window display: Sub-Menu Command Bar Form window Status Bar Busy Signal
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Sub-MenuSub-Menu
Option Description
Action Take action on a transaction, such as save data or print.
Edit Options to edit text in the selected field.
Block Options to move between major sections of the window.
Field Options to move the cursor between fields.
Record Options to navigate and manipulate transactions.
Query Search function.
Fleet Lists the same options as the Fleet Card Menu.
Help Options for help and program shortcuts
Note: Not available at this time.
Window Customize the Window display.
Note: Does not apply in PCMS Web
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Command Bar Command Bar
Appears on Every Window Located at the Top of Each
Screen. Buttons Used to Initiate or Confirm
Actions in PCMS.
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Command Bar (Cont.) Command Bar (Cont.)
Command Description
Clear Form Clears all data in the form.
Save Saves changes to the database.
Print Prints the screen.
Edit
Remove Removes a line of accounting in the Profile Accounting screen.
Insert Inserts a new record after the current record.
Find Search function.
Help Displays a brief message about the current field.
This button is currently inactive.
List Displays a list popup window for selecting valid field entries.
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Navigation Navigation
Moving From Record to Record Use Record from the menu and select Next or Previous. Use the Scroll Bar on Left Side of window.
Moving From Field to Field Use Field on the menu and select Next or Previous. Use the tab key. Click in the field using mouse.
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System EditsSystem Edits
If data is entered into PCMS incorrectly, or an attempted function is not allowed, the system will generate an error message.
Appear in dialog boxes Provide information that will help you
determine how to proceed Click OK to close the error message This example indicates that data
entered is not recognized by PCMS and needs to be corrected.
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Executing a Query Executing a Query
Retrieving Information From the Database Is Called Executing a Query. Retrieving All Records
Click Find on the command bar twice to query all records. Retrieving Specific Records
Click Find on the command bar once. Enter the value(s) you want to match in the appropriate fields, and click Find
again. Wildcard (%)
Allows you to search for a partial value. Window will populate with all records matching your search criteria.
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Lists Lists
Some fields in the PCMS windows have lists. <List of Values> will displayed in the status bar in the lower
left corner of the window. To access the list, click List on the Command Bar. A list popup window opens displaying all appropriate
choices for the specific field. Scroll to highlight the item you want to select and click OK. The value appears in the applicable field.
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Summary and ReviewSummary and Review
Which menu bar item is used to be able to customize the window display?
What are the steps to changing a password? Which menu takes you from the main screen of PCMS to be able to
query card transactions? Where are print options located if I want to print a screen? You receive an error message when reconciling a transaction:
What is the likely cause of the problem and what steps do you need to take to resolve it? (Walk the instructor through the steps)
How does the DPC distribute system information, such as system upgrades, to the cardholders?
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Lesson 3: Accounts and Profile Accounting
Lesson 3: Accounts and Profile Accounting
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Training ObjectivesTraining Objectives
At the Conclusion of This Lesson, PCMS Cardholders Will Be Able To: Review Purchase Card Details.
Modify Profile Accounting Information.
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Purchase Card AccountPurchase Card Account
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Purchase Card Account - DetailsPurchase Card Account - Details
Field Description
Name Cardholder’s name as it appears on the Purchase Card
Account Number
Contains four parts:- Program Code - Department Code- Agency Code - Last 10 digits of the purchase card account number.
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Purchase Card Account - DetailsPurchase Card Account - Details
Field Description
Region Second position in the organization code.
Unit Third position in the organization code.
Sub Unit Fourth position in the organization code.
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Purchase Card Account - DetailsPurchase Card Account - Details
Field Description
Phone Number Cardholder’s business phone number
Expiration Date Expiration date of cardholder’s account
Card Status A = Active, I = Inactive, D = Deleted
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Purchase Card Account - DetailsPurchase Card Account - Details
Field Description
Monthly Limit Maximum amount the cardholder can spend in one month.
Single Purchase Limit
Maximum amount the cardholder can spend for a single purchase
Tax Exempt Number
Department’s tax exempt number
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Purchase Card Account - DetailsPurchase Card Account - Details
Field Description
Checks Authorized Whether the cardholder is authorized to have checks.
LAPC Name Name of the Local Agency Program Coordinator attached to the cardholder record.
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Query Purchase Card AccountQuery Purchase Card Account
Query all or specific cardholder records for the current User ID.
Navigate between retrieved records.
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Practical Exercise Practical Exercise
Review Purchase Card details of your trainee account.
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Profile Accounting Profile Accounting
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Profile Accounting - DetailsProfile Accounting - Details
Field Description
Name The Cardholder’s name as it appears on the Purchase Card.
Account Number Contains two parts: - Cardholder’s program code (448681 or 448686) - Last 10 digits of the purchase card account number
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Profile Accounting – DetailsProfile Accounting – Details
Field Description
Organization Contains four parts: - Department Code - Agency Code - Unit Code - Sub Unit Code
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Profile Accounting - DetailsProfile Accounting - Details
Field Description
Agency The agency code that the purchase is to be charged against.
Station The station code that the purchase is to be charged against.
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Profile Accounting - DetailsProfile Accounting - Details
Field Description
Accounting Code The accounting code against which this portion of the transaction is to be charged. <List of values> is available for this field.
Account Description
Description of the accounting code
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Profile Accounting - DetailsProfile Accounting - Details
Field Description
Object Class The Budget Object Class Code (BOCC). This code associates the financial transaction with the nature of the goods or service purchased. <List of values> is available for this field.
It is important to select the correct BOCC as 1099 Tax statements are generated based on the code selected.
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Profile Accounting - DetailsProfile Accounting - Details
Field Description
Distribution Percent The percentage of this account to be applied to the transaction amount
Total Percent Total percent to be applied to all transactions. You cannot edit this field directly. This field must equal 100 percent.
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Query Profile Accounting Query Profile Accounting
Query profile accounting for all or specific User IDs.
Navigate between retrieved records.
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Modify Profile AccountingModify Profile Accounting
Add To add a line of accounting, enter the new accounting details on the next available line. Remember to balance the Distribution Percent between the lines of accounting - the Total Percent must equal 100.
Remove To remove a line of accounting, place the cursor in any field on that specific line and click the “Remove” button on the Command Bar. That entire line of accounting will be deleted.
Change To change a value in one of the accounting fields, you must remove the entire line and add a new line with the corrected information.
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Updating Accounting Fields (Cont.)Updating Accounting Fields (Cont.)
Field Description
Agency (Optional)
Enter a valid agency code or leave blank. Code will be used when validating the accounting classification code.
Station(Optional)
Enter a valid station code (region + unit) or leave blank. For agencies that use a station code, this will be used when validating the accounting classification code.
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Updating Accounting Fields (Cont.)Updating Accounting Fields (Cont.)
Field Description
Accounting Code (Required)
Enter a valid accounting code. Agency codes will be validated against the Federal Foundation Information System (FFIS) table.
Account Description(Optional)
Enter a description of the accounting code.
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Updating Accounting Fields (Cont.)Updating Accounting Fields (Cont.)
Field Description
Object Class (Required)
Enter a valid Budget Object Class Code (BOCC). This code associates the financial transaction with the nature of the goods or service purchased.
It is important that the BOCC is accurate as 1099 tax statements are generated based on these codes.
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Updating Accounting Fields (Cont.)Updating Accounting Fields (Cont.)
Field Description
Distribution Percent(Required)
Enter a valid number from 1 to 100. This amount indicates the percentage of each transaction to be posted against the accounting code.
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Multiple Accounting EntriesMultiple Accounting Entries
If Then
Multiple accounting codes are associated to the cardholder’s account
The transaction amount is automatically distributed across the accounting codes based on the percentage allocations set in the Distributed Percentage field.
A particular transaction requires a different distribution of funds
Reallocate the funds will during the reconciliation process.
55
Practical Exercise Practical Exercise
1. Add a Second Accounting Code: 7010000000 to Your Profile Account Information.
2. Add the BOCC for “Supplies and Materials.”
3. Set Distribution for this Accounting Code to 25%. (Remember the Total Percentage must equal 100%).
4. Save changes and exit the Profile Accounting window.
56
Summary and ReviewSummary and Review
1. What is the purpose of the Purchase Card screen?
2. What do you use the Profile Accounting screen for?
3. Which fields on the Profile Accounting window require a value to be entered?
4. Why would you have multiple Accounting Codes associated to your Purchase Card?
5. How can you remove Profile Accounting details?
6. How do you add Profile Accounting details?