Purchasing Card - System User Manual
Contents
1. Maintain Purchasing Card Transactions 12 09 PM Action D M N M Trans Nbr 2004 A001683 Status DP Disputed Card Number 9999 9999 Rodriguez Jane PayTo Name VERITE DISTRIBUTORS Bank Ref 24323003102138012725072 Post Date 2003 04 14 Trans Date 2003 04 11 Trans Amt 647 20 Description New Record added on 20031004 Disputed transaction 20031010 DISPUTED CHARGE NOT AUTHORIZED BY CARDHOLDER Org Unit Quall Loc GLC Qual2 Amount Account Now Direct Command Enter PFl PF2 PF3 PF4 PF5 PF6 PE7 PF8 PF9 PF10 PF11 PF12 help retrn quit main 1726 Disputed Charge Successfully Processed Press lt PF2 gt to go the previous screen Maintain Purchasing Card Transactions the status of the disputed item has changed to DP MFXO20P1 x xx x FINANCIAL SYSTEMS MFX020M1 Oct 13 03 Maintain Purchasing Card Transactions 12 17 PM for RODRIGUEZ JANE Action Year Trans St Pay to Name Post Dt Trans Dt Amount 2004 A001683 DP VERITE DISTRIBUTORS 04 14 03 04 11 03 647 20 Card Number 9999 9999 Direct Command Detail ODYSSEY Finance User Reference Manual Purchasing 3 12 The cardholder must complete the required paper work and contacted the bank The bank will also mark the charge as disputed in their system while they investigate In most cases the bank issues a credit transaction for the dispute The Purchasing2. 2 Enter the last 8 digits cardholder s number at the Card Number prompt at the bottom of the screen and Press lt ENTER gt 3 All the purchasing card activity that needs to be processed will display Your cursor will be next to the first transaction Type DE to display the detail of the transaction and press lt ENTER gt 4 Type a M at the action field Use lt TAB gt to move through the fields and enter the required information Press lt ENTER gt when you are finished 5 Press lt PF5 gt APPRV Approve to complete your purchasing card transaction and create a journal entry 6 Press lt PF2 gt to go back to the previous screen for the remaining purchasing card transactions When you receive your Monthly statement 7 Print the Purchasing Card Reconciliation report for that month s activity Go to Print Reconciliation Report Enter CM PC PT in the direct command line or from the Purchasing Card Menu type PT and press lt ENTER gt 8 Type the last 8 digits of your purchasing card number in the Card Number field Use your lt TAB gt key to go to the next field Type in the start date of the bank cardholder statement you want to reconcile in the Calendar Period to be extracted field The start date should be the 5 of the statement month Press the lt TAB gt key and enter the end date of the statement in the field To Date The end date should be the 4 of the following month The data selection for
3. Card System will automatically match the disputed transaction with the associated credit based on the reference number and transaction amount When the system automatically matches the dispute with the credit both purchasing card transaction statuses change to RS resolved They will disappear from your queue but will appear on your reconciliation report If the disputed item is not matched with a credit by the system or the bank will not issue a credit the transaction must still be processed The data entry person must go to the Maintain Purchasing Card Transaction screen and complete the purchasing card transaction by posting the transaction to the General Ledger Processing a Credit Purchasing Card Transaction The purchasing card transaction will reflect a negative amount under the Trans Amt field in the Maintain Purchasing Card Transactions screen The amount must be entered with a negative sign in front of the dollar amount in the amount field next to the account number ODYSSEY Finance User Reference Manual Purchasing 3 13 Processing a Purchasing Card Transaction with no budget available All purchasing card transactions will post to the General Ledger as long as the account is valid and the data entry person has access to that account If the account is in deficit you will get a the following message Warning Account is in Deficit Approval Successfully Completed Please be aware that other type of
4. FINANCIAL SYSTEMS MFXO21M1 Oct 6 03 Maintain Purchasing Card Transactions 10 04 AM Action D M N _ amp Trans Nbr 2004 A002760 Status OP OPEN Card Number 9999 9999 RODRIGUEZ JANE PayTo Name APRICOT OFFICE SUPPLIE 6 Bank Ref 24616763103452476200025 Post Date 2003 04 14 Trans Date 2003 04 10 amp Trans Amt 23 97 Description New Record added on 20031004 PRINTER PAPER Org Unit Quall Loc GLC Qual2 Amount Account No 16114000 D61142 90 65502 23 97 Direct Command Enter PFl PF2 PF3 PF4 PFS PF6 PE7 PF8 PF9 PF10 PF11 PF12 help retrn quit Disp main Screen navigation Use the lt TAB gt key to move from one field to the next avoid using the mouse Use the lt Shift gt key plus the lt TAB gt key to move back to the previous field To take your cursor to the first field at the top of the screen press the lt HOME gt key Help Any field that has an asterisk next to it contains help press lt PF1 gt You may scroll vertically down the pop up help list by pressing lt ENTER gt or lt PF8 gt By pressing lt PF7 gt the help list will scroll vertically up Use your up arrow key to place the cursor on the item of your choice and press lt ENTER gt your choice will populate the field ODYSSEY Finance User Reference Manual Purchasing 3 7 Following is a general description and the functionality of each field on the abov
5. the report is based on the posting date of the purchasing card transactions 9 Verify the purchasing card Bank of America statement transactions and totals match the reconciliation report Check that all transactions are marked complete and have an account Qual1 assigned 10 Cardholder reviews reconciliation report and signs it 11 Approver reviews reconciliation report and signs it 12 Mail signed reconciliation report copy of purchasing card statement and all related receipts to the Purchasing Department The purchasing card transactions will be updated weekly with new activity every Tuesday In order for the General Ledger to reflect an accurate balance for your accounts it is highly recommended that the purchasing card transactions be completed as soon as they become available to process When your Bank of America purchasing card monthly statement arrives print the reconciliation report for the same billing period Our billing period begins on the 5 of the billing month and ODYSSEY Finance User Reference Manual Purchasing 3 3 ends the 4 of the following month For example November statement activity begins on November 5 and ends on Dec 4 For more information on the credit card process see the Purchasing Card Program user manual eRe Approval section of the manual ODYSSEY Finance User Reference Manual Purchasing 3 4 Processing Purchasing Card Transactions Path CM PC BA The first step in the on line purchasing
6. total dollar amount of the purchase 20 Fiscal Year 12 month cycle for financial reporting beginning July 1 through June 30 For example fiscal 2004 is July 1 2003 through June 30 2004 21 Trans Number Transaction Number The first digit of the number is an A followed by 6 numbers The transaction number is system generated to give each transaction a unique number 22 Charge Quall 6 digit unique college department number of the 25 digit account number to which the purchasing card transaction will be charged The account number is comprised of the Org Unit Quall Loc GLC and Qual2 numbers Up to 5 account numbers may be used for one purchasing card transaction At least one account number is required 23 GL Code 5 digit general ledger code that defines where the funds will be charged and what type expense supplies travel etc 24 Posted GL Amount Amount posted to the General Ledger the dollar amount or portion of the transaction amount to be charged to the Account number Qual1 For each Qual listed there must be a corresponding dollar amount The total of amounts must equal the order total At least one amount and account are required Credits will display with a negative sighn 25 Description Complete description of items purchased and the reason for the purchase The description will display underneath the each transaction ODYSSEY Finance User Reference Manual Purchasing 3 21 26 Column Grand Total of OrderTo
7. F9 PF10 PF11 PF12 help retrn quit CpTot bkwrd frwrd FyTot left right main 1517 Tab and cursor to amount and enter for data 14500 00 ODN ANNFNF AN OS CDOCOCOMWOFROCACO LEE a T Oe Cy NS OS a E O I E HGO GOOO OGO OOG O W H n W DY H Use your lt TAB gt tab key to move to the last plus sign Press lt TAB gt key 3 times Then use your cursor to move up to the GL code the transaction was posted to while staying on the actual column In this example the cursor would rest on the 904 00 for GL code 62504 Then press lt ENTER gt FIGO35N1 xx x FINANCIAL SYSTEMS Oct 15 03 G L Detail 2 17 PM Account Number 25101000 K41201 20 62504 SERVICE CONTRACTS AGREEMENTS Act Period Type Jrnl Line Commitment Disb Po No Amount Posted D_ 200310 JE 14 904 00 10 15 03 End of Data Journal Type __ Journal No Period 200310 Direct command Display Press the lt HOME gt key then type a D next to the transaction you want to display and press lt ENTERs gt All purchasing card transactions will be type JE ODYSSEY Finance User Reference Manual Purchasing 3 16 FIGO14N1 x xx x FINANCIAL SYSTEMS FIG014M1 Oct E5703 Posted General Ledger Transactions 2 24 PM Org Unit Quall Loc GLC Qual2 Account Number 25101000 K41201 20 62504 200310 Journal Type JE Journal No 14 Line No 1 Description
8. L DATE DATE DATE PAY TO NAME ORDER TOTAL YEAR NUMBER QUALI CODE AMOUNT CM 04 28 2003 04 25 2003 10 10 2003 APRICOT OFFICE SUPPLIE 98 72 2004 A001551 D63310 65502 98 72 CALENDARS AND DESK PADS CH 04 28 2003 04 24 2003 10 10 2003 ORIENTAL TRADING COMPANY 70 65 2004 A001552 D63310 65502 70 65 SPECIAL PENCILS FOR DISTRIBUTION TO STUDENTS ALSO TESTING TO SHOW THAT THE DESCRIPTION PIELD IS THREE LINES LONG IT WILL ALLOW THIS MUCH SPACE FOR A DESCRIPTION ssrssss DP 04 29 2003 04 28 2003 10 10 2003 LOVELL FARMS 319 75 2004 A001553 0 00 FRAUDLENT CHAGE FILED DISPUTE FORMS WITH TKE BANK OP 05 01 2003 04 30 2003 10 04 2003 JEREN FOLIAGE DESIGNS 943 00 2004 A001554 0 00 SERRA A TEASER ARERR EATER AREA AERA TERT REAR A TEA ER AERATOR ERAT ERE R RRR R RKO ERE R EET TRANSACTI sesssesst PEER EERE EERE EEE ERATE HERERO HEE R EERE E RTE TERETE REE E EERE TEETER ESHER EEE REE ERE E EEE REE ED I hereby certify or affirm and declare that all purchases noted above were for official College business made in accordance with applicable statutes rules and College Directives and that I have reviewed this Purchasing Card Reconciliation Report and it correctly reflects the Bank Statement and receipts enclosed a D D 2 ignature of Cardholder Bate W rasstare of Authorised Approver Date PEREZ LOURDES Approver Mame Printed a 3 z D Department Name Printed D END OF REPORT Following is a general description
9. Miami Dade Community College PURCHASING CARD PROGRAM SYSTEM USER MANUAL Revised January 2004 For additional information you may contact Mary Kay Kleinpeter Zamora at 72400 Liz Zahralban at 72232 Robyn Courtright at 72406 Miami Dade College Menu Path CM PC The following screen is the main menu of the functions that you will be accessing to help you accomplish your tasks through Odyssey Since this section of the manual focuses on the purchasing card you will go to the Purchasing Card Menu Your cursor will be positioned on the right of Code type PC and press lt ENTER gt at the MDC Utility Main Menu MFUOOOP1 x x MDC College System Oct 2703 MDC Utility Main Menu 10 47 AM Code System Function Explanation AS Approval System Menu CB Campus Budgets DR Department Requisition Menu DM Disbursement Request Menu TA Time and Attendance Menu RR Recurring Request Menu EI EFT Information Menu FA Financial Aid Student Authorization TQ Campus Inquiry Menu PC Purchasing Card Menu fe Help Terminate Code PC Direct command Enter PFl PF2 PF3 PF4 PFS PF1O0 PF11 help retrn quit flip ODYSSEY Finance User Reference Manual Purchasing 3 1 Purchasing Card Path CM PC The Purchasing Card Menu contains 2 major functions Notice the Codes Function listed on the left side of the menu screen A purchasing card data entry person will have access to a
10. PURCHASING CARD PAYMENT 2004 A001695 EXECUTIVE PRINTERS OF FLA QUIROGA MERCEDES Amount 904 00 Type Enc Yr Nbr Ref Com Yr Nbr Ref C amp C Receivable Corr Voucher Per Corr Voucher Type Posted User Id E Posted Date 10 15 2003 at 13 04 45 NSF Override Fiscal Period 200404 Direct Command Enter PFl PF2 PF3 PF4 PES PF6 PF7 PF8 PF9 PF10 PF11 PF12 help retrn quit main 8026 Journal Detail 200310 25101000 K41201 20 62504 displayed successfully From the Posted General Ledger Transaction screen the purchasing card transactions will be identified with the following description Purchasing card Payment The first line of the description field will have the unique purchasing card transaction number The second line of the description will have the vendor name followed by the cardholder name ODYSSEY Finance User Reference Manual Purchasing 3 17 Print Reconciliation Report Path CM PC PT The Print Reconciliation Report screen will allow you to print purchasing transaction activity by date for a particular cardholder number You must be a data entry person assigned to that particular cardholder in order to print cardholder activity The primary purpose of this screen is to generate a reconciliation report that will match your bank statement From the Purchasing Card Menu your cursor will be right on the of Code type PT and press lt ENTER gt The f
11. Purchasing Card Transactions the completed transaction is no longer on the screen ODYSSEY Finance User Reference Manual Purchasing 3 10 MFXO021P1 Oct 6 03 x x FINANCIAL SYSTEMS Maintain Purchasing Card Tr Action D M N _ Trans Nbr Status 2004 A002760 CM COMPLETED KKKK K MFX021M1 ansactions 10 04 AM 9999 9999 Card Number Z JANE RODRIGUE E SUPPLIE APRICOT OFFIC PayTo Name Bank Fost Date Description 2003 04 14 Trans Date 2003 04 New Record added on 20031004 Ref 24616763103452476200025 10 Trans Amt 23497 PRINTER PAPER Org Unit Quall Loc GLC Qual2 Account No 16114000 D61142 90 65502 Amount 23 97 Direct Command Enter PF1 PF2 PF3 PF4 PFS PFO PE7 help retrn quit Apprv 1726 Approval Successfully completed ODYSSEY Finance User Reference Manual PF8 PF9 PF10 PF11 PF12 main Purchasing 3 11 If you need to mark your transaction as a dispute There only 2 required fields for disputes The action field must be a M for modify and the description field must contain the explanation of the dispute After this information is typed in press lt PF6 gt Disp to mark this transaction as disputed You will receive a message at the bottom of the screen Disputed charge successfully processed MFXO21P1 BERKS FINANCIAL SYSTEMS MFXO0O21M1 Oct 13 03
12. Reference Manual Purchasing 3 18 Enter the last 8 digits of the purchasing card number Use your lt TAB gt key to go to the next field Type in the start date of the bank cardholder statement you want to reconcile in the Calendar Period to be extracted field The start date should be the 5 of the statement month Press the lt TAB gt key and enter the end date of the January statement in the field To Date The end date should be the 4 of the following month The data selection for the report is based on the posting date of the purchasing card transactions For example For example for the January Cardholder Statement the period to be extracted would be January 05 2003 February 4 2003 The start date would be entered as 20030105 The to date would be entered as 20030204 The Reconciliation Report will print at the printer assigned to you in Odyssey Security If your are not sure of the printer location call the Odyssey Security Department xx x Financial System MDCC MFX027M2 Print Reconciliation Report 10 09 AM Pending Approval Transactions Cover Sheet Pleas nter the following Card Number 99999999 Calendar Period to be extracted 20030105 YYYYMMDD To Date 20030204 YYYYMMDD Enter to Print Report Direct Command Enter PFl PF2 PF3 PF4 PFS PF6 PE7 PF8 PF9 PF10 PF11 PF12 Help retrn quit Main Process the Reconciliation Report l Verify that the All Transa
13. and the functionality of each field on the above report 12 Reconciliation Report for Cardholder name 13 All Transactions for period date range for the report based on posting date on the purchasing card transactions This date range is entered in the Print Reconciliation Report screen ODYSSEY Finance User Reference Manual Purchasing 3 20 14 Stat Status is a system generated code that describes the state of your purchasing card transaction Status Status Description Code OP Open Initial status of purchasing card transaction needs to be processed CM Complete Purchasing card transaction has all required information and a journal entry has been generated DP Disputed Purchasing card transaction has been disputed by cardholder Disputed status was updated by data entry person RS Resolved Credit has been issued by the bank system matches the Dispute disputed transaction with the credit transaction and both transactions are updated with the status of resolved 15 Posting Date Posting Date indicates when purchasing card transaction was posted to your account by the bank 16 Trans Date Transaction Date is the purchase date or the date the vendor submits the charge to the bank 17 Status Date date of last status change for the transaction usually will be the date the transaction was completed and posted to General Ledger 18 Pay To Name Vendor name 19 Order Total Transaction Amount the
14. ate Posting Date indicates when purchasing card transaction was posted to your account by the bank 8 Trans Date Transaction Date is the purchase date or the date the vendor submits the charge to the bank 9 Trans Amt Transaction Amount the total dollar amount of the purchase 10 Description Complete description of items purchased and the reason for the purchase The first line is system generated and records the date the transaction was uploaded from the bank The next 3 lines are open for description and will display underneath the each transaction on the reconciliation report This is a required field 11 Account No Account Number the 25 digit department budget number to which the purchasing card transaction will be charged The account number is comprised of the Org Unit Quall Loc GLC and Qual2 numbers Active Help provides a pop up list of valid options Place the cursor in the field and press lt PF1 gt to access the help screen Up to 5 account numbers may be used for one purchasing card transaction At least one account number is required The account number field example N12345 __ 65502 press the lt TAB gt key one time to advance the cursor to the second space of the account field for which the purchase ODYSSEY Finance User Reference Manual Purchasing 3 8 will be charged and enter the six position Quall qualifier 1 college department number then press the lt TAB gt key again and in the fourth space type
15. card system is to process a purchasing card transaction From the Purchasing Card Menu your cursor will be resting on the right of Code type BA and press lt ENTER gt The following screen will appear for the first cardholder MFXO20P1 xxxx x FINANCIAL SYSTEMS MFXO20M1 Oct 6 03 Maintain Purchasing Card Transactions 11 48 AM for RODRIGUEZ JANE Action Year Trans Pay to Name Post Dt Trans Dt 02754 EX ART COMPANY 02755 EDEX R 09 F 02756 INSTAFOTO CO 1 S S 09 10 10 11 11 14 SF 17 217 08 03 07 03 08 03 09 03 08 03 10 03 10 03 14 03 15 03 18 03 02757 PEEDY 1 HOUR PHOTO 02758 UN SENTINEL CUSTOME 02759 EXECUTIVE PAPER amp OF 02760 APRICOT OFFICE SUPPL 02761 EDIAMON INC 02762 BAREFOOT BAY RESORT 02763 PR NEWSWIRE 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 MNNNNNNNNDNDN LDH DO GGG Ove OC Oro Q CO O O O 0 GNO O O DDPPPDPPPDPDP D Card Number 9999 9999 10 Direct Command Detail A list of transactions will display for a particular cardholder number If you are the data entry person for more than one card you will have to enter the last eight digits of the purchasing card number and press lt ENTER gt The corresponding activity will appear This screen will only show transactions that need to be processed O
16. ctions for the Period date range field matches your Cardholder Statement billing cycle 2 Verify that all the transactions on your Cardholder Statement are on your Reconciliation Report The amount on the Total Transactions Read must match your cardholder statement total 3 Verify that all the purchasing card transactions have an account Charge Qual1 and the Status is completed CM Only disputed items and resolved items will not have an account ODYSSEY Finance User Reference Manual Purchasing 3 19 4 Verify the Reconciliation report for accuracy and completeness then sign the report in the cardholder signature area and date Fill in your department name 5 Forward the signed Reconciliation Report to your Supervisor Approver Attach all corresponding back up documentation including receipts invoices and P2 forms 6 The Approver will review for appropriate expenditures and GL code assignment The Approver signs and dates the report Then forwards all documentation and the reconciliation report to the Purchasing Department MIAMI DADE COMMUNITY COLLEGE FINANCE PURCHASING CARD SYSTEM DATE 10 10 2003 15 15 PGH MPXO27B1 LIB MDCCQUAL MOC PURCHASING CARD RECONCILIATION REPORT PAGE 1 RECONCILIATION REPORT FOR PEREZ LOURDES ee ALL TRANSACTIONS POR PERIOD 2003 04 01 THRU 2003 05 05 SEERA EATER TERETE EEE E EAE EERE REE RETO REE E HERR EEE EH ERENT ER ES 00O O O OQ 60 Of Ff FISCAL TRANS POSTED G
17. e screen 1 Action The action code for the function you want to perform M Modify to modify the purchasing card transaction This is a required field 2 Trans Nbr Transaction Number The purchasing card transactions number is composed of the fiscal year and a number The first digit of the number is an A followed by 6 numbers The transaction number is system generated to give each transaction a unique number for tracking purposes 3 Status is a system generated code that describes the state of your purchasing card transaction Status Status Description Code OP Open Initial status of purchasing card transaction needs to be processed CM Complete Purchasing card transaction has all required information and a journal entry has been generated DP Disputed Purchasing card transaction has been disputed by cardholder Disputed status was updated by data entry person RS Resolved Credit has been issued by the bank system matches the Dispute disputed transaction with the credit transaction and both transactions are updated with the status of resolved 4 Card Number Purchasing card number only last 8 digits of the card number display followed by Cardholder Name 5 Pay To Name Vendor name information automatically populated by system 6 Bank Ref Bank reference number number used by the system to automatically match disputed transactions with credit transactions issued by the bank 7 Post D
18. finance transactions Disbursements payments POs will not be able to be processed while the account is in deficit The account must be brought to balance with a transfer of funds via a BT or Journal Entry MFXO021P1 KKEKE FINANCIAL SYSTEMS MFXO021M1 Oct 15 03 Maintain Purchasing Card Transactions 1 04 PM Action D M N Trans Nbr 2004 A001695 Status CM COMPLETED Card Number 9999 9999 Rodriguez Jane PayTo Name EXECUTIVE PRINTERS OF FLA Bank Ref 24301333113118000100011 Post Date 2003 04 24 Trans Date 2003 04 23 Trans Amt 904 00 Description New Record added on 20031004 REPAIR PRINTER Org Unit Quall Loc GLC Qual2 Account No 25101000 K41201 20 62504 Direct Command Enter PF1 PF2 PES PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 help retrn quit main 0012 Warning Account is in Deficit Approval Successfully Completed ODYSSEY Finance User Reference Manual Purchasing 3 14 General Ledger Transaction Inquiry for Purchasing Card Transaction From the Inquiry Posted Transaction Menu you will be able to see all the activity against an account number You can get to this menu by entering the following CM IQ IP in the direct command line and pressing lt ENTER gt You can also go to the Campus Menu and type IQ Campus Inquiry Menu in the Code field and press lt ENTER gt The from the Campus Inquiry Menu type IP Inqu
19. hasing 3 9 If you are ready to post your transaction to General Ledger After you have successfully entered the required fields press lt ENTER gt you will see a message at the bottom of the screen Pur Card Trans NNNN NNNN NNNN ANNNNNN modified successfully last 8 digits of the purchasing card number followed by the transaction number This message means that the information you have typed will be saved MFXO0O21P1 SEEK PUINANCTAL SYSTEMS MFXO021M1 Oct 6 03 Maintain Purchasing Card Transactions 10 04 AM Action D M N _ Trans Nbr 2004 A002760 Status OP OPEN Card Number 9999 9999 RODRIGUEZ JANE PayTo Name APRICOT OFFICE SUPPLIE Bank Ref 24616763103452476200025 Post Date 2003 04 14 Trans Date 2003 04 10 Trans Amt 23 97 Description New Record added on 20031004 PRINTER PAPER Org Unit Quall Loc GLC Qual2 Account No 16114000 D61142 90 65502 Direct Command Enter PF1 PF2 PF3 PF4 PFS PF6 PF7 PF8 PF9 PF10 PF11 PF12 help retrn quit Apprv main 8024 Pur Card Trans 0149 3332 2004 A001684 modified successfully Next Press the lt PF5 gt Apprv key to post the transaction to the General Ledger You will see a confirming message at the bottom of the screen Approval successfully completed The Purchasing Card Transaction will have a status of complete Press lt PF2 gt to go the previous screen Maintain
20. iry Posted Transaction and press lt ENTER gt Your cursor will be positioned at right of the Code type IS and press lt tab gt key Type the quall you charged your purchasing card transaction to and press lt ENTER gt at the Inquiry Menu IG260P1 KERK FTNANCIAL SYSTEMS FIG260M1 Oct 15 03 Inquiry Posted Transactions 01 45 PM Function Inquire Posted Transactions Inquire G L Summary by Org Unit Inquire G L Roll Up by Org Unit G L Transaction Detail Browses Help Terminate Code IS Org Unit Quall Loc Account Number D61142 Report Period 200310 YYYYMM Direct Command Enter PF1 PF2 PF3 PF4 PFS PF6 PFT PF8 PF9 PF10 PF11 help retrn quit ODYSSEY Finance User Reference Manual Purchasing 3 15 IG042P1 xx k x FTNANCE SYSTEM Oct 15703 Org Unit Income and Expense DATE 10 2003 CURRENT FY 25101000 K41201 20 STUDENT ACTIVITIES GL CODE DESC BUDGET COM ENC ACTUAL BALANCE 570 605 605 610 610 620 620 625 625 630 630 630 THER PERS 8500 RAVEL OUT 981 RAVEL STU 37000 REIGHT AN 41 R R R 8500 592 11138 H A A V V EIGHT AN 5357 INTING D 66712 INTING D 83 EPAIRS MA 1190 ERVICE CO 240 ENTALS EQ 5774 EASE PURC 3000 ENTALS 8738 Restart at Gl Code Calendar Period 2003 10 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 P
21. ll functions MFXO24P1 eeeEK PUNANCTAL SYSTEMS ees MFX024M1 Cok 2 03 Purchasing Card Menu 10 57 AM Function Browse Maintain Purch Card Transactions Print Reconciliation Report Help Terminate Direct Command Enter PFl PF2 PF3 PF4 PF5 PF8 PF9 PF10 PF11 PF12 help retrn quit main Type the two letter code for the function to be worked on in the Code __ command field and press lt ENTER gt Functions and the general description of each module are as follows BA _ Browse Maintain Purch Card Transactions This is the screen that is used to update purchasing card transactions with account information and generate a journal entry A transaction can also be marked disputed from this screen A list of purchasing card activity by cardholder number will display You must be a data entry person assigned to the particular cardholder number in order for the transaction activity to display PT Print Reconciliation Report This screen is used to print the purchasing card reconciliation report It also will facilitate reporting of credit card transactions based on date criteria You must be a data entry person for the particular cardholder number entered on the screen ODYSSEY Finance User Reference Manual Purchasing 3 2 Purchasing Card Steps 1 Go to Browse Maintain Purch Card Transactions Enter CM PC BA in the direct command line or from the Purchasing Card Menu type BA and press lt ENTER gt
22. nce the transaction has been processed and posted to the General Ledger it will no longer show on the screen The only way to see transactions that have been completed is to print the reconciliation report The cursor will be in the Action field for the first transaction listed Use the tab key to navigate to the other transactions Type DE next to the transaction and press lt ENTER gt This will take you to the Maintain Purchasing Card Transactions screen As soon as the transaction has been posted to the General Ledger it will disappear from the queue list ODYSSEY Finance User Reference Manual Purchasing 3 5 Following is a general description and the functionality of each field on the above screen 1 Cardholder person issued and responsible for the purchasing card 2 Action The action code for the function you want to perform D Detail to modify the purchasing transaction detail This a required field 3 Year Fiscal Year 12 month cycle for financial reporting beginning July 1 through June 30 for example fiscal 2004 July 1 2003 through June 30 2004 4 Trans Transaction Number The first digit of the number is an A followed by 6 numbers The transaction number is system generated to give each transaction a unique number 5 St Status Status is a system generated code that describes the state of your purchasing card transaction This screen will only show transactions in an open or disputed statu
23. ollowing screen will appear MFX027P1 Financial System MDCC MFX027M2 Oct 13 03 Print Reconciliation Report 2 17 PM Pending Approval Transactions Cover Sheet Please enter the following Card Number Calendar Period to be extracted YYYYMMD To Date YYYYMMD Enter to Print Report Direct Command Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 help retrn quit main Following is a general description and the functionality of each field on the above screen 1 Card Number Purchasing card number only last 8 digits of the card number 2 Calendar Period to be extracted Start Date for report of purchasing card transactions The date must be entered starting with a 4 digit year followed by 2 digit month then a 2 digit day For example January 05 2003 would be entered as 20030105 Selection of the transactions will be based on the posting date The date purchasing card transaction was posted to your purchasing card account by the bank 3 To Date End Date for report of purchasing card transactions The date must be entered starting with a 4 digit year followed by 2 digit month then a 2 digit day For example February 04 2003 would be entered as 20030204 Selection of the transactions will be based on the posting date The date purchasing card transaction was posted to your purchasing card account by the bank Printing a Reconciliation Report ODYSSEY Finance User
24. s Status Status Description Code OP Open Initial status of purchasing card transaction needs to be processed CM Complete Purchasing card transaction has all required information and a journal entry has been generated DP Disputed Purchasing card transaction has been disputed by cardholder Disputed status was updated by data entry person RS Resolved Credit has been issued by the bank system matches the Dispute disputed transaction with the credit transaction and both transactions are updated with the status of resolved 6 Pay to Name Vendor name information automatically populated by system 7 Post Date Posting Date indicates when purchasing card transaction was posted to your purchasing card account by the bank 8 Trans Dt Transaction Date is the purchase date 9 Amount Transaction Amount the total dollar amount of the purchase 10 Card Number Purchasing card number only last 8 digits of the cardholder s number display ODYSSEY Finance User Reference Manual Purchasing 3 6 Processing Purchasing Card Transactions After you have selected a purchasing card transaction from the Maintain Purchasing Card Transactions queue the system will display the Maintain Purchasing Card Transactions screen This screen displays the purchasing transaction information from the bank and allows the data entry person to complete the required information to generate a journal entry MFXO021P1 x xx x
25. tal the sum of the order amounts 27 Column Grand Total of Posted to GL Amount the sum of all transactions posted to General Ledger 28 Total Transactions Read the count of all purchasing card transactions followed by Grand Total of Orders 29 Signature of Cardholder where cardholder will sign agreeing purchasing card terms and approving data reconciliation report 30 Date date of cardholder signature 31 Signature of Authorized Approver where Approver Supervisor will sign agreeing terms and approving data reconciliation report 32 Date Date of Authorized Approver signature 33 Approver Name Printed Hand write approver name in manuscript 34 Department Name Printed Hand write department name in manuscript ODYSSEY Finance User Reference Manual Purchasing 3 22
26. the five position GLC general ledger code The fifth space Qual2 under most circumstances is left blank When you press lt ENTER gt the State Org Unit in the first space and the Loc location in the third space will populate This is a required field 12 Amount the dollar amount or portion of the transaction amount to be charged to the Account number For each account listed there must be a corresponding dollar amount The total of amounts must equal the transaction amount At least one amount and account are required If any credit are to be processed the amount must be entered with a negative sign in front of the dollar amount PF Keys at the bottom of the screen PFS F5 Once the purchasing transaction has been modified successfully then PF5 Apprv key appears at the bottom of the screen This key will post the transaction to the General Ledger PF6 F6 This Dispute Disp key appears when you first display a purchasing card transaction If a transaction appears for a charge that the cardholder is disputing with the bank it needs to be marked as a disputed transaction in the system The cardholder has completed the required paper work and contacted the bank The bank will also mark the charge as disputed in their system while they investigate No account number will be assigned and no journal entry will be generated See Purchasing Card Program User Manual for manual process ODYSSEY Finance User Reference Manual Purc
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