UOW Purchasing Card Application

Coding & Approval Presentation

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Card Provider

Statement sent to CardHolder for reconciliation

(Optional) Approval

Paym

ent t

o ban

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Impport to SAP R/3

Orders goodsThrough the Internet, phone Or in person

Optional Creates a Commitment

BizAps P-Card Solution

Procurement Card Data Flow

PurchaseOrder

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Purchase Card Coding - Login

Once PCard statement file is loaded, responsible person for the card is sent an email automatically indicating there are PCard items to code

Selecting the URL on the email will open the PCard Web Application

Enter Username and Password and select Login

If Username/Password are unknown, contact your administrator

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Purchase Card Coding – Overview

Actions Available:

Submit: Submit all or selected lines for approval

Dispute: Dispute all or selected lines

Save: Save work in progress coding

Comment: Add a comment to the transaction

Split: Split a transaction into multiple lines to apply different coding

Navigation:

Select the ‘x to code (PCI)’ tab to display the PCard transactions that require coding

Amend: Amend an item to:

• Change the Cost Type (e.g. Cost Centre, Purchase Order, Project, Internal Order etc.)

• Change G/L account number

• Change associated Cost Objects (e.g. Cost Centre, WBS, Purchase Order, Internal Order)

• Amend the transaction amounts

• Amend tax codes and tax amounts.

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Purchase Card Coding – Amending Lines

Ranges:

Per user, ranges are set for the following fields to ensure the user codes the transaction within their allowed values:

• GL Account

• Cost Center

• WBS Element

• Material Group

Selection:

Use the icon to select the cost object values available

The ‘Type’ dropdown to be used to select the type of cost object allocation

The Cost Object section of the screen changes as the Type is changed; the options are as follows:

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Purchase Card Coding – Line Splitting

Splitting a Line:

If a line is to be split into multiple lines for multiple cost assignments, select the transaction detail by selecting the reference hyperlink

Select the icon on the line item section and another line item is added. By press the Add icon multiple times, more lines will be added

Populate the lines with the cost assignment details and enter the price value for each split line. Ensure the value matches the gross or net price depending upon the ‘maintenance method’.

Select Save when the splitting is complete and the system will validate the entries.

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Purchase Card Coding – Comment

Adding a note/comment:

Additional notes can be added to the transaction by selecting the transaction detail by selecting the reference hyperlink

Select the icon on transaction detail screen next to the text box

Enter Text and press Save

Text is saved with a date time userid stamp

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Purchase Card Coding – Dispute

Dispute:

To dispute a transaction i.e. to hold the transaction for a credit note from the merchant via the next PCard statement, select the line using the checkbox and select the Dispute icon

Disputed Tab:

The disputed transaction is moved to the ‘Disputed’ tab awaiting further processing, the transaction is now removed from the ‘x to code’ tab

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Purchase Card Coding – Submission for Approval

Approval:

Once a transaction line has been coded, this is ready to be passed for approval. Select the line using the checkbox and select the Submit icon

Once submitted, the transaction is removed from the ‘x to code’ tab and forwarded to the inbox of the appropriate Approver for the card

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Purchase Card Approval – Overview

Actions Available:

Approve: Approve all or selected lines

Decline: Declining all or selected lines

Save: Save work in progress coding

Comment: Add a comment to the transaction

Split: Split a transaction into multiple lines to apply different coding

Notification:

Email notification similar to the coding email will be received by the Approver

Navigation:

Select the ‘x to approve’ tab to display the PCard transactions that require approval

Amend: Amend an item to:

• Change the Cost Type (e.g. Cost Centre, Purchase Order, Project, Internal Order etc.)

• Change G/L account number

• Change associated Cost Objects (e.g. Cost Centre, WBS, Purchase Order, Internal Order)

• Amend the transaction amounts

• Amend tax codes and tax amounts.

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Purchase Card – Approval

Approval:

Once a transaction line(s) is ready for approval, select the line using the checkbox and select the Approve icon

Selected line items will be processed in SAP and the relevant postings will be made

If the postings are successful in SAP, the line item will be removed from the Approve tab

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Purchase Card – Decline

Decline:

If a transaction line(s) is to be delcined by the Approver, select the line using the checkbox and select the Decline icon

Select line item(s) will be passed back to the Coder and will appear in the ‘to recode’ tab