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Purchasing Card User Manual

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1. ssssssssssssseeee Resolve Website Explanation of Emails Review Transactions Attaching Heceipt Doc rmentallOFi 2 d aant itta Max enl M Reel EE Adding Description Assigning Expense ACCOUIN eco Eici tine ii iet nee aieo Ecce Correcting Tax Amount oo A 11 12 13 14 15 16 17 18 19 19 20 21 21 22 23 24 25 26 27 30 32 36 42 43 48 Challenging Disputing Accepting a Transaction ssssussssss Credits from Vendor Changing Expense Accounts Signature Report Reimbursing the District for Internal Account Charges Expense Reports Reviewing Transactions in SmartStream sssssssseeeeeee Appendix Bookkeeper Settlement Clerk Easy Step by Step Guide Forms Request for New Purchasing Card cccccecceeeeeeeeteeeeeeeeeeeeeeeenaees Cardholder Maintenance Purchasing Card Dispute Questionable Purchases Report cceeeeseeseeecceeeeeeeeeeeeeneeeeeeeeeees Site Card Checkout Sheet 50 57 63 65 68 69 74 77 80 81 82 83 84 4 6 Introduction Purchasing Card Program Purpose To provide guidance on the proper use of the School District of Volusia County s SDVC Purchasing Card as an efficient supplement to purchase
2. Link to the credit transaction Description Quantity una Cost Amount Tax Bi leita F Lame F22te Sp6s Eco 25 i75 s6300 s0 00 mec B 8 D 25 F bisputed Credit None C Ful C Tax C Partial F conf Tax C accept chalenge Eea nea a A Transaction Detail 62 Changing Expense Accounts 1 The expense account assigned to a transaction can be changed at anytime until the item has been marked as paid After that the coding can only be changed in SmartStream for county budget transactions Contact the Finance Department for any expenditure moves needed after payment 2 If a transaction has been paid the word PAID appears at the end of the NOTES Auto Logged Transaction line above the RECEIPTS IMAGES line as shown below 3p SOLVIT Wirstones Internet Explorer prowkded by Velity Cowrty Schoets Sle x e Cdt ee Pecrhes Took Help Hik o DDA Gems Quteatm Greda 2 Be d Address LE erp alie reae ose wes Google G c edc Be Se Se 0 pass Dados Teed o pesh v sade jungs Resolve 7 Home togas ctPeceword Pave Transactona Merfenernce Deak Paporie Revive Transaction Return to Transactions List ii Trensachon Trenssction urchater card Perro c Lal ca This transaction has 990000394 ERN Pina Pidge amp ockkaaper District Midda righ Sertia T been PAID Bo SYS bid None 5e amp 86 z View NOTES Auto Logged Transaction PAJO EXP
3. Transaction Treewection 3 s Biko Transaction de J Purchater eard Reviewer Vendor a 4 Number Date Amount Amount 990004583 esie Deltona High BKer Caunty District Middle High Deltona High Bkkr County OFFSCE DEPOT 2148 104 32 104 32 po Sys Wd Nome Selects view Click Fill All NOTES Auto Logged Transaction Ick on l Lines button Transaction Detail Unit FHAILTE Birk Grea Feret Latr seription f t rit Cos Amount T ee Eis Pbi esce FAS wi 6400 fn IDs z aes STAPLER FULL STEJP METAL 2 7 26 14 56 0 00 BIBRRDESTITSEROIUNS T ne SIS D A MASKUR OR YERASE xPO2 FA 1 4 78 per 0 00 Mosnes m6101 065 INF 5 wj DJ 4 PAPER MULTIPURPOSE S 5X1 5 13 14 15 69 40 00 WIBERIESTIGSEODUES S uu i Account will appear CLIP MACHETIC SQUARE NED 1 1 43 143 0 00 TRA nez on all lines CARTRIDGE INK OD PEMN HP 1 10 31 10 31 0 00 Mosnes 7610105 mS E STAPLER ELECTRIC BONUS P n 18 28 18 28 0 00 BBENIESTIOSERUEURNS S ose a ziz 4 Page c loaded BE cocs earet w HAASE Uo Hie a G dec eo fe sovit n windows L G amp eg3a9 una om If the expense account box turns green the account is valid If a change was made manually and the expense account box turns red the account is not a valid expense account lf the account needs to be added contact the Budget Department for county budgets and the Finance Department Heather Direnzo or Marsha Meinberg for internal accounts S
4. Y onoo m bispoted Credit amp Hone Crul C Tax C patis F cont Tas C accept chaterge ESS Ret ea aj What 15 this charge for Type a reason for the challenge here and click on the Save button e You must click the Save button to save the challenge to the transaction f A challenged transaction will have a RED bar in transaction review Meme Loger dtPassword Pave Transactuma Mantesance Deak Reporte Rovinw Tronsaction Return to Tronsactians List Hele T j Tremsachon Transaction Pure card 4 Sled Tresestion e In Ama unt Amount ponosna Denon pre fsdga Bookecper Disteict Middla Hgh bartio Trawick er STOP 25 08 25 98 NM am HS ies 3 COE NOTES Auto Logged Transaction Challenged transactions po Description Quantity Unit Cost have a RED bar uode E zs 11023005117551910000 nec i cone Credit Hone C Ful C Tax C Ratis conf tax C Accept chalenge 12 32 49 PM Reviewed 10 29 2008 ALUT Charged states 9 challenger AUC Added Expertze Account What iz thet charge tor 6 g An email will be sent to the bookkeeper letting them know they must respond to the challenge 51 h Once the cardholder responds the challenger may accept the transaction All i the comments however will be kept with the transaction for
5. 65 provided by Volusia Cowrty Schools rReraet Crplores Fe Edt view Frewites Took Hao Weed 9 DN d Geh ijro Grete d 2 3g J Address HE ttp Ataliba nescio Coole G e OB Re Se Cy wase Dsida Oed ash ooo eS mde NE ad ReESOl Home LCoget dtPeceword Pees Transactina Merference Daik Reporte Signature Report Filter From Date 10 1 2008 EN 4 Select for all county budget Location AI cider I cards 736 Pire f Fidge Hig gh TSAA Pisa Fide Hia Select for all internal accounts cards a obo Burrr PeUCJg mr Click on the Retrieve button To print the report click on the Print button All of the pages for the report will print Each cardholder report will begin with a new bar code and end with a signature page ded by Vokialy Cowrty Schools FJ S01 VIT Wrede Internet Fxplorer prowk F e Edt hee Pesta Took Help deor DIA Gees irmata Qe u 2 E d Address HE stp alib jnenchoa Google G oldEnd Cy wase Dada Toad taut v XeSOIV Home Logas DdtPasaword Pose Transactuma Merterernce Deak Paporis mae erro s ofo la gla Ir Signature om B m los 10 4 N 4 U0 9 Report For 10 1 2008 to 10 31 2008 P 1 Click on the Back button to return to the Signature Report My signature certifies that the information on this report is correct and that ail p
6. f you do not get a pop up box check your internet browser to make sure you allow this site to accept pop ups For help with the internet browse please contact the MIS Help Desk at extension 20000 42 Assigning Expense Account 1 For county budget cards the expense account area is broken down into five 5 separate drop down lists fund function object organization and unit project You can choose them in any order The organization is defaulted with your school department number It may be quicker to choose the unit project drop down first since this will narrow down the options for the other drop down lists If you need an account that does not appear on the drop down list contact the Budget Department to have it added FEDLIMUUU ATTMIUTTTPUEUTIDPEIMMTIUEEMmM slej xj Fle Edt wes Fete Took Hao wc DDD deese irma Que d I OR d BSE E tp aliu verdra s ow ie Coogle Ge e Oo RE RS e Se y wase Dedas Tred Wand v e Sendtov MITT l d Home iogur ct Peceword Pare Transactina Merterene Bank Paporte 2A Reviews Transaction Return to Transactions List Help Transaction Transaction 1 Biled Transscticn Purchiner cant d Vendor Number Data Amount Amount 074 2000 7 5 2026 Bo SS pd Nome 5 Auto Logged Transaction 990003342 Daltona High Bikr Caunty District Middle High Daxona High Bl County Weekly Reader 279 25 279 25 Bos a Expense account drop down lists Org number Pape See a
7. EbeWeed oaks garhe 0o perdor ems logout Fdi Paaxword Pass Trenmections Maiienasce Dank Frporie fone Return to Transactions List Help Reviews Transaction Trensacbon Transaction Biled Transaction Number Date Purchater cand Reviewer Vendo Amount Amount Pre Fidge Bookkeeper WM SUPERCENTER 22 54 Defaulted to null drop downs used for county budget 0068 15 10 4 2025 dm ERA 990006815 10 6 zoze Pina Ridge amp ockkeaper 14 po ES Wd Nome Sekaa view x NOTES Auto Logged Transacton Dezcnption Quentity Unit Cost Amount Tax Internal caes LY accounts expense accounts 22 94 22 84 0 09 Goods 1 f ES F Olsputed Credit Nore C Ful C Tax Partial f Conf Tax CIS r Review History s E Locs nane IL sae 8 2 0 Ee eec Se ce Sos MY Bye eye ese29 ms su If you have multiple lines on the transaction you can enter each expense account separately if they need different expense accounts or you can click on the Fill All Lines button to fill all transaction lines with the account selected as shown below 44 FEDILUUUUMDTIUUUPEDINENSSEREDESM sie x Fie Edt wew Feytes Took Help Wed r9 D j Gees yrevrtes Greda os 9 d EIEE LE Stp Arabara T cu ws Goose G e Oo Be RSs Se Cy wase Dida Tred yeh e Sendtov l e Resolve en zj Reviews Transaction Return to Transartions List Hep
8. 10 17 2008 5 14 40 PM Transaction Detail Goods 1 134 00 12400 0 00 ro DJ 78 Description Quantity Unit Cost Amount Tax E Seed 1 zi Seed F Disputed Credit None C Ful Tax Partial T Conf Ta Accept Chalenge Buttons grayed out so unable to change account Review History 4 3f el Daa oai GB iocs ema Rit DADE OO HExr 5 e2 1z2cse me les Hem Mee SOSIS 9 1 0 3 The Fill All Lines and Blank Lines buttons will also be grayed out to prevent an expense account change 4 f you change the expense account on an unpaid transaction make sure you accept and save the transaction 63 FJ S01 WIT e Wirstones Internet Fxplores provided by Valisa Comrty Schoots F e Cd ee Poata Took bep debo Bsewch gtestea Qe do os 9 a Aies HE tp alioa renee f Coogle Ge z edc E Se Be y akse Dad Toad yeas o apsedo NE KeSOI tt Home Coget dtPeseword Pees Transactna Merference Deak Reporte Return to Transactions List Help Review Transaction Trensachon Transaction 2 Biled Trarsoction Reviewer vendor AeQunt Amount x ead Number Date Purchater card 990003016 Pepe Ping Ridge Bcokkeeper District Midda Hig Bartia Trawick ORB FWeE SS Sd Nene Seeaos Ej vaj Use the drop down boxes P O NOTES Auto Logged Transaction RECEIPTS IMAGES 80 to choose the new account Click on the Fill Lines button to enter the account Descrip
9. 6 7 8 There are several options to view transactions from this screen a Have not Reviewed or Show all top of the screen If Have not Reviewed is chosen the query will show only transactions that have not been reviewed and accepted by you b From Date To Date Usually the From and To dates are the last 30 days however they can be changed You will see only the transactions within this date range c Transaction ID If you know the unique identifying number assigned by the system you can retrieve only that transaction d Challenged or Show All If Challenged is chosen the query will show only transactions that someone other than the bookkeeper has challenged A challenged transaction is one that a reviewer has requested an explanation for e No Account or Show All If No Account is chosen the query will show only transactions that do not have an expense account assigned f Disputed Only or All If Disputed Only is chosen the query will show only transactions that were flagged as disputed by the user as a result of fraudulent use see procedures on disputes for more detail g No Documents or All If No Documents is chosen the query will show only transactions that do not have receipts attached h Location Can be used to review transactions for an entire location not just a cardholder i Cardholder Can be used to select only items for a specific cardholder Once items have been sele
10. List Help Reviews Transaction Trensachon Trarsection Biled Trewection Nummer bate Purchasor card Fevewer Vendor At unt Amount SET STO 25 08 10 6 2008 Pine fsdge Bookkeeper District Middle Hgh Bartio Trawick 990006924 19 7 2008 no BS lame Sa vas s ESI ore NOTES Auto Logged Transaction 25 98 Transaction Detail FIAs Black Lines Reret cate Desorption Quantity Unit Cost Amount Tax 25 98 25 03 0 00 wro Ty Conf Tax C Accept Chatenge SSR jest eto E Challenge button j I TOT we Heinen Dura omg ccm Goods 1 C Partisi F Disputed Credit F nione Full C Tax Resolve d Home logus dtPassword Pave Treneecteme borema Dak Peporte illu Review History Page cloned pes dem t Skea Serena Slo c A pop up box will ask you if you want to challenge this transaction Click on the OK button d Enter the reason for the challenge in the Audit Detail area as shown below 50 Home Logs diPassword Pees Transactuna Merferarnce Deak Rapis Ravine Transaction Return to Transactions List Help Trensachi Transaction Sled Trecisactii nee on ibate fpurchasar eaed Raviewsr vendor Amaunt Amount vaponesas een pine fsdg amp Bookhesper Oistrict Middla Hgh Bartie Trawick per sto 25 98 25 98 US nm rr HIS S EJE i er ad nores Auto Logged Transaction
11. Tonk X4 v ap Send tov Sens i Home loguar Edt Pasawor d Powe Transactina Merterence Bask Raporis E Reviews Transaction Return to Transactions List Hel Transachon Biled Transaction Purchase rd Pevirwnr vendor Number Amount Amount 90003342 Daltona Hig kr County District Mdda Hig Daltona High Bikr County Weekly adar 279 25 279 25 p No Bid Nam view a crm Cedr z Transaction Detail Fu Bank Fesa Lats cecess wem Click here to get the Sese Ses ee Sged z Sere z Select 56 z Sred gt z fax sheet with a bar Tr Goods 1 sro S i D 5 code Disputed wnat accept C Chafenge Sen nes Upiced nen n Review History zi xig ej d Page ic loaded Buca ran Psat DS LO o Euren eset oue Bises vanos dec vero e Yee rt o windows L 9529 m b A page with a bar code and information about the transaction will appear Below the bar code in the header it will say Receipts for Transaction as shown below J SOLVIT Woratonos Internet Frplarer provided ty Volusia Comntty Schools lei xj Fie Edt wes Feytes Took Halo Ci dte D D A Gh irmoa Qe d aA a ess HE ep alios rera Goode G je IOR RS Py wase Xjlbeded Trond yank v Resolve eis Sets Home togu dt Peseword Pwe Transactions T Receipts For Transa Merferernce Desk Raporis TAE 0 UAM Pe QE ioca eant Msn Q8 LO o Eres eret oak B josen vanos dec veo e sot vrr m windows L GOPI m c In
12. alib jnencroa e Tw ws Coogle Ge cjedc E Woe Be 0 pase Distinct TROe aeh e Sendo NT e S D l A mome kogus ct Paseword Pave Transactnna Martmrencn Dask Papais Reviews Transaction Return to Transactinns List Mel Jremsac on Yrenrecwon Purchaser c ind Raviewer vendor Bead Transaction Number Date Amount Amount 732 10 0 2068 eae J PUE M SUDEDCENTER 173 50 73 50 990007320 MEE SEE Rosanna Fenna lA Bartia Trawick WM SUPERCENTER 173 59 173 50 po Sys Bid Name Selen Bid View Coo 1 Croot NOTES Auto Logged Transaction Deszcnption Quantity Unit Cost amp mount Goods 1 167 58 167 58 F Disputed Credit None C Ful C Tox Partis f ConfTs Accept C Challenge Seve fes Opie Case a Credit options for information only n zi i afe el BQ Page c oai BB oen ema Mee je nO to Ene Ry ees oes Ern Can wow eia ow SOROS ONS totem 4 There are four types of credit boxes available a None Defaults to this unless any other credit box is clicked b Full Click this if you are expecting full credit for this transaction c Tax Click this if you are expecting a credit for taxes charged This is extremely helpful in the approval process with Finance This will let Finance know that you are aware that taxes were charged in error and that you are requesting a credit d Partial Click this if you are expecting a partial credit for this tran
13. el amontsetween and SCS Location 807 Woodwsrd avens Gemera Cardholder Darlene Celene 3 Pewee ore m 7 a ae ee Py Date Amount Amount ajea T Credits Orly Debits Only Credts Expected Only at i i o i i 13 A link will be established between the credit and debit transactions 14 To return to the original transaction click on the Close button 15 If linked in error it can be removed by clicking the Remove Link button as shown below z H i iE T credits Orly Debits Only C Credits Expected Only at Transaction Date Between 7712008 ana 0257008 Transaction vandar JAVGRAINGER 1D o Ma 1 i ed eg Number Date Amount Amount 7 Click on this button only if you need to remove the link i afa 61 16 After returning to the original transaction you will find a credit link to the credit transaction You can view the credit transaction at any time by clicking on the View button Resolve Revier Transaction Return to Transactions List Help Mome Logue dtPasaword Pare Transaction Mairtenance tank Raporis ie Be on Hisce rurchaserican secnr vendor ere Mariga 900004285 ea parana Colotto District Eleeantary Bortio Trawick ww GRAINGER 210 63 09 553 00 fo BS lit None Se Crear s0025 E peur arcas s NOTES Auto Logged Transaction
14. future reference All challenges must be cleared up and changed to accept before the payment is due 2 Disputing a transaction a The Dispute function is used to identify FRAUDULENT charges These are charges that the cardholder did not make Refer to Dispute procedures for further detail Do not use the dispute button if you have been charged tax or double billed You need to contact the vendor merchant for a credit Do not assign an expense account to disputed transactions To dispute a transaction click on the Dispute button and the Save button as shown below FEDERN le x Fie Edt wew Feytes Took Halo mte IZ dee ayro Qa d Uh 9 a Address HE p vale rera s gus wes Goode G xe IOR RS Be Cy ewe Dido Ord X T Sede ELT l H mme kogut tdtPaswerd Pae Tronesctina Mentaraen Naik Paperin 4 Reviews Transaction Return to Transactions List Help Trensachon Tracsecton a t T Billed Transaction Purchater card Reviewer vendor Number bate amount Amount 990003477 pee Pina Ridge Bcokkeeper District Midda Hior Bartia Trawick HIGHSMITH INC 8 59 8 59 po SS Bid Nene Seled Bd view s Crewe Credit E NOTES Auto Logged Transaction Transaction Detail Filles Shark Gres Feret ste ws rription Quantity Unit Cost Amount 3x Select 7 Select Seea z 753 Seea Goods 1 8 59 3 59 0 00 mro S f D 26 F Disputed Credit None C Ful C Tas C Partia Pconf tax C accept chet
15. of the Charge and the Disputed Amount Merchant Name vendor The bottom section is used to state the reason for the dispute Be sure to check the yes or no box if you have the card in your possession Check only one box per dispute and use a separate form for each disputed transaction Attach a copy of any documentation regarding the dispute if you have additional information that would help the bank resolve the dispute more quickly Sign and date the bottom of the form and have your PRINCIPAL AND OR DEPARTMENT HEAD sign the form before sending it to the Purchasing Department for processing 23 Forms Instructions Questionable Purchases Report The Questionable Purchase Report is used by the Settlement Clerk to report any questionable purchases to the Principal Department Head The Settlement Clerk completes the top section of the form by supplying the following information a b c d e f 9 h j Date the form is being completed Name of the Settlement Clerk preparing the form School Department name Cardholder s name and or Site Card Name example Atlantic 01 etc Account number Date of the questionable purchase Vendor s name Description of the product service purchased Price of the questionable purchase A detailed reason to question the purchase The Principal Department Head is required to review your purchases to confirm that appropriate vendors
16. split in order to avoid the single purchase limit set on your card Book charges except those charged to project 1055 can be split Book orders charged to project 1055 cannot be purchased using the purchasing card You must follow your school department s administrative funding procedures to ensure that sufficient funds are available prior to making a charge on your purchasing card This applies to both sources of funding Internal Accounts and District funds Use of the Purchasing Card does not relieve you from complying with Federal State Local laws ordinances regulations or School Board policies and procedures All district fiscal policies apply to charges made on the purchasing card District purchasing procedures apply to the Purchasing Card in the same manner as they apply to a district purchase order If you have any questions regarding a charge please contact Finance prior to making a charge to your card If your Principal Department Head questions a purchase made by you you must substantiate necessity or official use Misuse of the Purchasing Card shall be subject to the immediate revocation of Purchasing Card privileges Resolution of situations involving improper use of the Purchasing Card will be handled by the appropriate authority in accordance with School District Policies and Procedures and reported to the Purchasing Department 10 Questions regarding purchasing card procedures should be directed to a Purc
17. the person department reporting a questionable purchase Prepared By School Department Name Cardholder s or Site Card Name Card Number Purchase in Question Reason to Question Purchase To be completed by Principal Department Head Purchase approved Payment to be made by district District to be reimbursed by Cardholder District to be reimbursed by Purchase deemed inappropriate see details below ACTION TAKEN 83 School District of Volusia County Site Card Check Out Sheet pu Name Card Number The End
18. the purchasing card thereby preventing any purchases after you leave the District Changes to cardholder information a It is the responsibility of the school department to keep cardholder information current b The Principal Department Head may request the following types of changes to your card s information by completing the Cardholder Maintenance Form and forwarding it to the Purchasing Department via fax or email e Dollar Limits Single transaction and or Monthly credit limits e Your name organization number and or address 22 Forms Instructions Purchasing Card Dispute The Purchasing Card Dispute Form is used to report any transaction posted to your Purchasing Card that you feel is in error Tax is not a disputed charge The Settlement Clerk will turn this form into Purchasing along with supporting documents Purchasing will notify the financial institution The bank gives us 60 days to resolve any disputed transactions so we must be timely in order to receive a credit for the disputed charge If we do not resolve the issue within the allotted time frame the school and or department will be responsible for the disputed amount The top section of the Purchasing Card Dispute Form requests general cardholder information a School Department name o Organization Number Card Name and the Full Card number a oO Post Date Transaction Date and Reference Number if available e Amount
19. to the Principal s Department Head s location the card is to be returned to the Purchasing Department for cancellation Otherwise the card will be reissued upon the return of the employee Request for New Purchasing Cards Your Principal Department Head may request a Purchasing Card for you or for their school department Site Card by submitting a completed New Card Request form to the Purchasing Department attention Gary Hopkins No credit checks are made against individual cardholders At the time of the request the Principal Department Head must select a pre determined profile for the spending limits in which the cardholder site card is authorized to charge Contact Gary Hopkins at Ext 20585 a Select a single transaction amount dollar limit for each swipe of card total amount of one time charge 100 to 500 750 00 1 000 etc b Select an amount for the monthly credit amount amount of money available for charging each month in even thousands Example 3 000 For Site Cards Only If the card is lost or stolen the district may be liable for up to the dollar amount set for the monthly limit on the Site card so be realistic in the amounts you request for your single and monthly limits The Purchasing Department will coordinate the issuance of all Purchasing Cards both Internal Accounts and District Cards with the bank and will notify the Principal Department Head when the Card has been delivered to setup a
20. 50 Country Code e440 Supplor Postal Code 325340000 Source Amount 295 Bling Amount E Source Curreney Code oossa Marchant Category Cade mes Transaction Type 19 Transaction Date If unsuccessful in obtaining a duplicate receipt the cardholder must prepare a signed statement indicating the item s purchased the date of purchase and the merchant name If verification of the details cannot be obtained from the company the expenditure may be considered personal Continued incidents of missing receipts will result in the cancellation of the card and the employee may be required to make payment for transactions Job Transfers or Termination of Employment Since Purchasing Cards are issued to individual employees at a particular site if you leave the School Department for any reason e g resignation retirement and or termination your card must be collected and returned to the Purchasing Department The Purchasing Department will destroy the card and notify the bank If you transfer to another department within the district and you still require the use of a purchasing card the Principal Department Head at the new location may request that the organization number printed on your card be changed to your new location If you do not need the card at your new location it will be collected and returned to the Purchasing Department for cancellation The Principal Department Head is responsible for the collection of the card and the compl
21. E defaults from school depart no gH Review History sisi Page haded Di ices ean eos 1908 LO Co Fue a Sea doc vero son vit a windows L BORIS uma mm 2 For internal account cards enter the invoice in Blue Bear first a Enter a new 0 00 zero dollar invoice for vendor VCSPC this vendor has been created for you for each card for each statement period It is suggested that you use the last four digits of the card in combination with the statement period as the invoice number For example 1234DECO08 b Enter new line item under Detail tab for each transaction each receipt choosing the appropriate account to charge the purchase Note You will need the account number for recording in RESOLVE Either e Record the account number as you go on the receipt as entering line item in SchoolBooks e Print an Open Invoice Report in Detail for vendor VCSPC after entering all line items for the day in SchoolBooks 43 3 c In Resolve the expense account area is broken down into three 3 separate drop down lists with the other two area defaulting to the organization number and null extra field used for county budget You can choose the three drop downs in any order TJ EMA VIT Worstoase Interret Paplerer provided by Volosis County Shoots Tie rd vea Techn Todi Mec e Ht c D D F Dueh yroa Gred J Se orm ol j cue ws Babess HE en alibab ert Googie G esolve ced ER A ty eese
22. Forms Instructions Site Card Checkout Sheet The Site Card Checkout Sheet is used to record who has been given permission to use a site card The Settlement Clerk will keep this form as documentation of transactions made to a site purchasing card If more than one site card is at a location use a separate form for each card per billing cycle 2 The top section of the Site Card Checkout Sheet has the following information a School department name b Last 4 digits of card number 3 The bottom section is used to record the date and time a person has possession of the site card 4 The last column is used to indicate whether the person who checked the card out has presented a receipt for the transaction made on the card 5 Keep this form with the monthly purchasing card documentation 6 Site cards must be checked back in immediately after use 25 Overview The Resolve System Resolve is an on line web based system accessed through the intranet to track and manage your purchasing card The following is a list of features Imports purchasing card transactions directly from the bank on a daily basis Eliminates the need for users to learn new software procedures each time the District changes banks The district intends to use Resolve even if it changes banks The only difference the user will see is a different purchasing card Is used for both county budget AND internal account purchasing cards The Distr
23. L NOT BE ISSUED for security reasons How to avoid common problems with transactions a Itemized Receipt Invoice Missing Every transaction must have an itemized receipt invoice showing what was bought and how much you paid for it The same rules and policies apply to the purchasing card that apply to purchase orders and direct pays Before making purchases at a conference the cardholder should request an itemized invoice If that is not possible the purchaser must provide an itemized listing of what was charged to the card and an explanation as to why an invoice could not be obtained Please make note that if an invoice cannot be obtained reimbursement of the charge will be required b Missing Leave Forms Leave forms must be included with the receipt invoice for any out of county travel such as rental cars workshops registrations airline tickets hotels etc c Split Charges You cannot split a purchase to avoid the single limit set by your principal or department head Prior to the purchase contact the purchasing department Ext 20585 if your charge will go over the set limit for a single charge Make sure that the vendor charges your card one time instead of multiple charges for the same purchase Book order charges except those charged to project 1055 can be split Book orders charged to Project 1055 cannot be purchased using the purchasing card d SALES TAX i County Budget Check your receipt or invoice fo
24. Results 299100323 S A 2003 0004 Fn AVID CEM 375 00 Yes i I I i I l 1 i I l i i i 1 73 Reviewing Transactions in SmartStream In SmartStream choose the Funds Control Balance activity Enter the Ledger Entity 64 budget year rollup structure VCSB_FUNDS and the desired account When the amounts appear under the main view double click on the Expense amount to view the detail Journals are processed on a daily basis summarized by expense account to expense all transactions that have been completely processed by the Bookkeeper Settlement Clerk and approved by Finance county budget only The fund transaction id will start with 64 PCARD for all daily expensing Once Finance processes the invoice for payment a reversing journal is created to reverse all charges made during the month This is necessary since an invoice will be processed to pay Regions which will also be an expense The fund transaction id for all reversing journals will start with 64 PCARDPAYADJUST An invoice for Regions summarized by card number and then expense account will appear on each expense account The vendor will be REGIONSBAN and the vendor location will be 002 The school department organization number will appear as the first number in the invoice field followed by the last four digits of the card number The following is a
25. S QE Upload MUT Add Cutat Inrtor mation 6 Descrpton uenti ivt cost amare za Update on 9 19 2008 1 11 13 PM g A new line on the transaction should appear that reads RECEIPTS IMAGES and then a number as shown below Meme logus dtPasaword Pees Transactuma Martenance Genk Paporis Raview Transaction _ Return to Transactions Uist Help ia Pep Trensachon Transaction P Biled Transaction Ts Prchaseicur nan vendor amount Amount 990004 10 07202000 Alba Peraz District Elementary Bertia Trawick THE APPLE TREE HOLLY HILL 31 93 31 03 2 12 2208 po BS msnm Feo A MERIT CAE nores Auto Logged Transaction RECEIPTS IMAGES 51 Descripbon This means a EM T receipt documentation x 11 604 101 0065 INFO E 5J Zj ee is attached pt C change S88 Ri MAR erasa h You can view the attached documentation by clicking on the receipt number i The PDF images can be deleted from your computer once they have been uploaded to Resolve 41 Adding Description 1 Most transactions default with a description of Goods All transactions that say Goods must have a detailed description added to the line 2 To add a description click on the description D button on the transaction detail line 3 In the popup Explorer User Prompt box type in the description for that
26. School District of Volusia County Purchasing Card User Manual January 2009 Table of Contents Introduction Purchasing Card Program seessssseee Tips and How To s Purchases General Information ccccecccccceceeeececcececeececceeececceeeaeeceeeaes Purchases Local Purchases Phone or Mail Orders cccccccceeceeececcecececcecceeececcueeaeeceeeaes Travel Expenditures Lost or Stolen Cards Disputed Items Improper Use of Purchasing Card cccc ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeesnaaeees Lost Receipts Job Transfers or Termination of Employment ccccceeeeeeeeeeeeeeeeeeeeees Changes in Name Address Phone Number sse Ten amp Eleven Month Employees sssssssseenen Request for New Purchasing Cards cccceeeeeeeeeeeeeenneeeeeeeeeeeeeeeeeeaaees Annual Inventory of Cards sssssssssssssseeeeeeeeeeenen nee Forms Instructions Request for New Purchasing Card eeeessesssss Cardholder Maintenance 0cccccceccecceccecececccececcecceeceeceeeaeeeeeens Purchasing Card DISBUIO eie eue ied be unde cantu Questionable Purchases Report Site Card Checkout Sheet c cccccceeeeeeeeeeeeeeceeeeeeeeeeeeeesnnaeeeeeeees Overview The Resolve System
27. a County Shosh Me dt ches teske Took Hep np etek e o D2 bo Geh ayro Gets d 2v 23w 3 Coogle Ge Je OB n Se Cy ase Dida Ted yanks oo esed NET Dark Ceotto TENNANT PRINTING CO OF 00 480 00 7 74 7009 Der iced Ceotto gt ves ere a aa a Darlene Ceotto 76 2 Deere C M fo MARRIOTT 337U4 WATERSIDE 076 00 675 00 22 2356 Oana Cento Notice all MARRIOTT 337U amp WATERSIDE T transactions havel wsmorrsmeewareenoe sasono rinm ave been Darlene Celotto Darkene Colotto Ostrict Bementory Darlene Celatto Datrict Pemertary Darlene Celotto District Flemartey Darlene Colotto District Blermmertiory Click on Print Headers to print all transaction headers selected iz IX Lobo Beni set 23 8 LO ries c Syn A owas C e S 193 e neve RT MER OS was c One transaction header will print for each selected transactions Use these headers to attach receipts Receipts may be taped to the header sheet or faxed scanned as separate pages Attach ONLY the receipt documents that relate to that transaction number 4 Faxing a If you didn t print the multiple header sheets as shown above click on the transaction number from the Review Transaction screen as shown below 37 FEDELEUUUUETIUUUPSEDINSEBNZSEDNMIM lei xi fle Edt wys Fewkes Took Hep a Wife Ds Gh Queen ayro Qa 252 i ESEE E tp Atatoa resaj 0tst S aa rz ee ws Google Ge se IOR RS CY wase Dld
28. a Greda d v2 We d BAG LE stp tatba resta t Se s Google G S OB Wie Be 0 pas Dwd Trond Wan ae Sendtov M 5 Home Loger fdiPasaword Pere Tranwactrok Mararmea Dsk Reports First click on Transactions Then click on Review 2 OTT os set BD Uo Bi m iecit bud Ses vanos lesan n d 03910 imm 4 On the Review Transaction Query screen you can choose the criteria for the transaction s you wish to review You must first choose the date range You will only see transactions within the date range chosen unless you choose a specific Transaction ID 32 Have not Reviewed Show AT From Date 227 2006 To tata a720 Transaction wf F Chellenged Show ail No Account Show all F Transaction Date C Post Date Al C Oispubed Only 44 C No Documents Location Ai x O AT Options under the location drop down list are based on your security If you are responsible for the county budget you will see the school number and the school name as shown below If you are responsible for internal accounts you will see the school number followed by IA Internal Accounts and the school name as shown below Have not Reviewed Show all From Date t 6 42 005 Ta Date I 1 32008 Transacton wf Chalenged Show all C sa Account Shaw all Tranzaction Date Post Date fal C Disputed Only Al No Documontz County budget
29. action has been accepted F bisputad Credit Nona C Ful C Tae C Partial F Conf Tar Accept C Aen ar rte 6 55 Reviewed 11 3 2008 10 07 16 AM e Once the bookkeeper completes the review and accepts the transaction an email is sent to Finance to approve county budget transactions Internal account transactions are ready for payment once the transaction has been accepted by the bookkeeper but may be reviewed by Finance If Finance denies the transaction an email is sent to the bookkeeper with an explanation for the denial Denied transactions must be resolved and approved by Finance before the payment is due 56 Credits from Vendor 1 If a vendor has overcharged for an item contact the vendor for a credit to the credit card Do not accept credits to your account with the vendor 2 If a credit has not been received by the statement cutoff date but is anticipated pay the full amount of the charge and monitor the transactions for the credit during the next billing cycle Since a charge can be disputed up to 60 days a paid charge can be disputed as soon as it is determined that the vendor refuses to issue a credit 3 The Credit section of the Review Transaction is used to identify credits from vendors FED Internet Explorer provided by Volusia Cownty Schoets ale x e Edt ee Peete Took Help tata gt DDA Qbeet gutexte Greda d 2v 9 We 4 gyro rnm amp Adress LE erp
30. ard E 3 Ido not recognize the charges listed above and would like more information from the merchant have had my card in my possession at all times 4 have not received the merchandise which should have been shipped to me on have asked the merchant vendor to credit my account Ch 5 The credit issued by the merchant is showing as a charge on my account My credit slip is attached E 6 was issued a credit slip that was not shown on my statement A copy is attached i 7 Although made the referenced transaction i dispute the entire charge or portion in the amount of L have contacted the merchant and requested a credit adjustment Explain or attach letter of explanation E 8 Although did engage in the above transaction have been charged twice forthe original transaction The duplicate charge was in the amount of i UC I 9 notified the merchant on __ date is required to cancel the pre authorized order Please note cancellation e uc _ required for hotel rental car cancellation E 10 Merchandise shipped to me arrived damaged or defective Retumed goods on Ei 11 Other Please attach a letter of explanation ead Vo sia Y School District of Volusia County z ounty Schools Purchasing Card Questionable Purchases Instructions This form is to used for reporting any questionable purchases made by cardholders to the Principal Department Head To be completed by
31. arge of 74 28 PCARDRECOMMIT appears at the top Actiety Windows Ble Edt Opto snog Window Hee gt E ASEC OTEA 4 7 2 10 P00 511736 101 0005 12710 2006 adl 3110 7300 511736 I OMI 12 10700 06M 4 UP 1110 7300 511736 10 009 12 19 2046 0 34 4 OPER 1810 7300 511736 10 0009 12 19 2000 08 34 4 DPER 10 730 511735 IM 8009 12 19 7000 08 34 FER 1110 700 511736 1U 9005 12 10 7000 04H 4 PE 1110 7390 511736 101 009 12 19 2000 0 34 4 OPER TNO 7300 51736 10 009 12 18 2008 08 34 4 OF ER 117 0 7300 511726 IM 003 12 19 7000 09 24 4 06 FR 1110 306 511736 101 009 12 10 2006 06 34 4 OPERI 1910 7300 511736 01 6009 12 19 2000 08 34 4 OPER 1710 7300 511736 IM 005 12 14 2008 08 24 FER 1110 700 511736 IM 009 12 16 7000 06 M 4 09 P 1110 7300 511736 101 009 12 10 2048 0 amp 34 4 OPER 3910 7300 511736 10 009 12 19 2008 08 34 4 OPER 10 739 511735 IM 8008 12 19 7008 08 34 4 OF ER 1110 7 300 511736 1U 003 12 10 7000 04 4 PE Oe LUI EIE ra HORI LE 1110 7300 n 736 101 009 12 16 2008 08 34 S OPER Ready BDO m HSS BS E o gC a sio 9s E DAFI GS m In summary Resolve processes three types of journals and an invoice The journals are briefly described below a PCARD Journal to expense transactions daily b PCARDPAYADJUST A reversing journal processed at month end to reverse all transactions expensed up to the date of payment c PCARDRECOMMIT A journal to expense transactions occurring be
32. c b Failure to submit proper documentation in a timely manner c Delinquent arrival of settlement information causing the District to be late in submitting payment to the financial institution d Splitting purchases to avoid single transaction limits Lost Receipts 1 If a receipt is lost the cardholder is responsible for requesting a duplicate from the vendor In some cases you can find the vendor s phone number on the transaction by clicking on goods as shown below IdiPasaword Pave Transactina Man6esanca Hesk Reporte Mome kogus Revue Transaction Return to Transactions List Help Trensacton Traesection P Billed Transaction E E arcnisesreara nen verser gp Amount oovenena6 pon Banona High Bikr County District Middle High Ouran High Bekr County TERRNCOMM 205 00 405 00 fo BS nee Fona H ssi ra Sr eco nores Auto Logged Transaction Click here to view bank detail which sometimes has the vendor s phone number l Infospan Mastend 79592 e Load Transaction Code 4 Account Number 4715407000007035 w Posting Date 10 7 2003 Transaction Reference Number 242465 1822020600078 004 Sequence Number 0060401331 Period 020 9 Acquiring BIN 424651 Card acceptor 20 323563051990 ap TEREYCOMM a Phone Euppler City 321 253 6067 number Suppler State Code FL Supplier 1
33. ceipt does not appear within a half hour do not re fax it Call the number on top of the header sheet 866 539 3191 You will be advised on how to correct the problem 39 3p SOLVIT e Wirstoves Intermet Fxplarer prowkted by Vaksa Cownty Schols o Sle xj Fie Edt wes Festes Tonk Hao etek gt o Ghrewch gute Qe d Ls e Mess HE nito salud rera t cie ws Google C ze IOR WS Be y dwase Dada Trond X4 o edor NIU g l A mme kogut tdtPawerd Pae Traneactina Marferancn Dak Raporis zj Review Transaction Return to Transactions List Transaction Transaction Purehaser card Reviewer verdor Biled Trans Nurebar Date i eerte e amount Aes 920003757 erii OeRona High Bkir Couvty District Mddis Hgh Deltona High kir County CAPITAL OFFICE PRODUCTS 179 00 1 po XS leidname Saectu J ves fal cies Grac NOTES Auto Logged Transaction PECEIPTS IMAGES 92 Transaction Deta Fai Leer BiekLrer Fert Lint saaton ftvanety Une cost amount To Sera See nes Poh Seea This means a receipt documentation i 179 00 179 00 oco ripei2pea2 75e 61 orn ro 2 ail DJ AJ is attached ee ee CTs T ContTax accept C Chatengs E2 Rest oaoa ea Revver 10 2 2000 2299 20 PM ALDIT Added Eperra Accent Add Owtal intormagon 6 a E d dE Page ic loaded Boca rear Meus SD em o Eres enone Myke vanos dec vero e eot rr windows L 6529 o9 sm 0 You can view th
34. cted click the Retrieve button to view transactions The query will give you a list of all transactions meeting your criteria as shown below 34 FEDLMUUUECIUTUPTSEDINEENEEARA e Cdt ee Peete ook Help etek 0 Ob Geh yma Gries 9 Ls OB a lex Le Mess HE p ralio rersva e cue ws Google G Jelse BS Ro Yy wase Dwd TO e pauk up Send tow DESTE l d Home Logout dtPassword Pees Transactina Morderen Genk Reports a Reviews Transat Return to Filter Criteria Her aml No receipt attached ey ee E biked ransactior wvwew Status Varfor h b d Amount Amount f rto S isoc8 Deland pieni County Deland Midde Bier County DATAPOINTTO 27 90 37 90 rinw WM SUPERCENTER 93 36 93 3f r an umheviened WM SUPERCENTER iso co 50 0C I T A evned WM SUPERCENTER 32 15 32 15 Receipt attached ind Middle hike Cosntr READ NATURALLY 89 00 99 0c You can return to the Search screen to create a new search or modify the current search by clicking here DM EVE 100 0C REG 100 00 54 09 162 00 MO VISUAL 54 05 X S INC01 OF 01 WM SUPERCENTER Di icon ean I Eire percent ouo peciit esu Sykes vam fesan n nd GOFIO IU uim 262 0 37 00 49 85 64 0 wes d Page ic loaded Runt gel 9 The following is an explanation of each field from the screen above a The first colum
35. ctional Materials charged to project 1055 however cannot be purchased using the district s purchasing card ii 642 Equipment Cameras furniture etc Must be under 750 00 You cannot buy inventory items using the purchasing cards do a PO for items costing 750 00 or higher iii 644 Computer Equipment Non Inventory items costing under 750 00 iv 692 Software Non Inventory items costing under 750 00 v 731 Fees Admissions workshops registrations etc Purchases General Information You are the only person authorized to use your individual purchasing card No member of your family your supervisor or anyone else but you may use the Purchasing Card issued in your name Site cards issued to a school department may be used by any district employee at that location who is authorized to do so by their Principal Department Head and cannot be passed on to someone else You are authorized to use the Purchasing Card for district school purchases only Volusia County Schools will not be responsible for any unauthorized purchases made by employees with the intent to defraud the district Unauthorized use of the district s purchasing card may result in disciplinary action as outlined in district policies and procedures Depending upon the circumstances the person may be required to reimburse the district and or return the merchandise to the vendor for full credit Approved District Leave Forms must accom
36. depu gg0007863 11 18 2001 pe p Conners ier New lis k CLM MUSIC ALIVE 11 19 2008 P Cancel P O SYS Credit for returned item Create Credit gt Transaction Detail J Fil lLines Blank Lines ResetLists Description Quantity Unit Cost Amount Tax rers Peste baeas aie ESSE S Goods 1 285 00 285 00 o00 nro amp f D Y F Disputed Credit C None Full C Tax Partial Conf Tax C Accept C Challenge Save Nex Upload Close Review History 4 E Page is loaded Bsn AAR O Bmn Em amp Ys ne gas E a su Km u Es0 80 T E Local intranet OGBWA VBS sm 8 The system will create a SYS Credit line which is for information only It is not a transaction that will generate an expense to SmartStream even though the line will populate with an expense account when you choose Fill All Lines In a future version of Resolve this SYS Credit line will be used to automatically link to the credit Once the credit appears create a link between the original charge and the credit When linking credits remember to assign the same expense account to both transactions so that the debit and credit entries will cancel each other out in part or whole 10 On the original transaction click on the Create button as shown below 59 Ravinve Transaction Return to Transac
37. e New Password MM SS Verity New Password Current Email hdirimzo3volissa k 12 flu New Email Verify New tms 6 Enter your current password 12345 Then enter and verify your new password The system will not allow you to reuse 12345 The email fields are optional Once your password has been changed you will get a successful login and welcome message 28 7 On the Resolve homepage you will see a menu at the top of the screen as shown below dana back to RESOLVE You have logged onto the system az a Card Holder Resolve Menu 8 Normally the only menu options used by bookkeepers and administrators are Transactions and Reports 29 Explanation of Emails 1 The Resolve system will automatically generate emails to notify cardholders and bookkeepers of new transactions transactions missing receipts or account strips transactions needing approval etc 2 If yu area a Cardholder You will receive the following types of emails i ii Subject New Transactions This email will be sent any time a new transaction is imported into Resolve from the daily bank file Please verify that this is a valid transaction Any fraudulent charges must be reported immediately Subject Resolve Transaction Summary This email is usually sent out weekly and on or around the end of the month It is a summary of the transactions in the system for each card for which the cardholder is responsible The
38. e attached documentation by clicking on the receipt number 5 Uploading a Only PDF images can be uploaded b If you have a scanner scan the transaction header and receipt documents for the transaction and save them to a file folder where you can easily find them e g create a file folder called Pcard Receipts It would be easier to manage if you use the transaction number from the header for the file name e g 99900041 10 A file can only be attached to one transaction c From the Review Transaction view click on the Upload button d Click on the Browse button next to Upload File Name Choose the appropriate PDF file and click on the Upload button next to Browse e If you experience a problem scanning error message says page cannot be displayed try changing the resolution on the scanner If the resolution on the scanner has changed and the file sizes are large the software will not import them The file sizes should be under 600kb The files should also be in PDF format f The following screen shows the steps to upload 40 ESI 3 Select the file to upload Qw v eur 7 esito PP Return to Transactions Hole 2 Click the Browse button to find and select the file to 4 Click the Upload button Sher awe Goods ame s mm ma ee EEN F oneputea ems Pure CF cotton C accept caes DERE meesje 1 Click the f uis WEE EAR NE
39. e inappropriate to the Principal Department Head with proper documentation The Principal Department Head is required to review all monthly purchases to confirm that appropriate vendors were used that items were for official school district use and that the purchases were in accordance with district policies and procedures By signing the month end acknowledgment they are attesting that all charges are legitimate and are being used for school district purposes It is the responsibility of the Principal Department Head to resolve any questionable purchases with you a If it cannot be satisfactorily determined that the purchase was approved and necessary for official school district use you must provide a credit voucher proving the item s had been returned for credit or reimburse the district for the expense b Disciplinary action for misuse will also be the responsibility of the Principal Department Head in accordance with administrative or school board rules c The Principal Department Head has the authority to revoke an individual s privilege to use a purchasing card if the individual s have demonstrated the inability to follow district policies and procedures for card usage applies to both Individual and Site Cards The Director of Purchasing has the authority to revoke a purchasing card if district guidelines are repeatedly violated Examples of some violations are a The purchase of inappropriate items inventory items et
40. e report results can be in summary or detail It can be expanded to detail by clicking on the Expand All or the Collapse All as shown below 70 Game logout EdtPeexword Pass Trenmections Mainienasce Dank Exports Res olye Transaction Detal Report Start Transaction Date E801 2008 End Transaction Dake 17032008 start Post Date End Post bate Cord User Division A4 Location Nama 758 PINE RIDGE HGH pe Mesmumemeuet msimu amoure Accected AT 3 Click here to expand results to detail kpendd Colapse sa Print expost Summary 8 e ag paradis o 6 Cord Helder Amount Traasee Receipt RER view Bome logout Ed Pssxwomi Pasa Traneactionas Mainienence Denk Sxporie cee SNC Transaction Detad Report Start Transaction Date DROVE era transaction ose ONS statrostpete End Posto Cord User Division JAI Location Name 758 PINE RIDGE HGH vendor name Starts Wah 3 feo Mieittuym ariane Mirre amore Accepted All x Cortana An fam Where Ince Oriy Matching Rams In Raport WO E trekade SY Credit itang NO 3 Owserigtion Ssa 7 paia aala E amesa sp a Click here to collapse e summary view Fs y w TE Espand Ad Collapse Ad Print Export Sunray wo 9 Detail view Card Welder Amount Trance 5 To print the report press the print to pdf button as shown below A pdf screen will appear for printing 71 H
41. easing e g District 01 Internal Accounts card 2 etc do not put the entire card number in your email use only the last 4 digits or the name The Purchasing Department will contact the bank to increase your card limits after receiving the properly completed Maintenance Form and will send you an email to notify you of the increase How to get a REPLACEMENT CARD for one that has been damaged and will not swipe a Email the Purchasing Department to request a REPLACEMENT card We will need the last 4 numbers of the card and the School Department name b It normally takes about 7 10 days to get a card back from the bank When the card is received from the bank we will pickup the old card and give you the new one C If the card is inadvertently sent directly to you or your school please contact the Purchasing Department BEFORE you use the card How to get an additional NEW CARD for your school or department a Complete the Request for New Purchasing Card Form have your Principal Department Head sign it and send the completed form to the Purchasing Department The form is available on Purchasing or Finance s website b Cards can be issued to an individual or to a school or department called a Site card Site cards will bear a unique sequential number for your location C Each card assigned to a particular site will have its own account number no two cards can have the same account number and DUPLICATE CARDS WIL
42. ebsite 1 On your desktop double click on the Internet explorer icon 2 Type in the following website address http kalibak resolve note add this to your favorites for future use 3 The logon screen will look like this SOA VIT 9 Winstons Internet Explores pravided by Vals County Schools ifixi fe Cd es Ponte Took Hep Web c 0 3 Ob Duech Gyre Quee doy iR 33e E veo rats resctvale z es we Google G Jott E RSs Be pee Diteda Sheek wg ydos arse Mondsy October 27 200812 29 41 PM Sro Developed Sy Solit Sofrwaro Inc Resolve Logn Nome Password Logn Cien Buc eant scart ge Lo Fires mecs oid pone tcl es aod c vw Esar mam B3 sm 4 To log in type your a Login name This should be your network login which is your email address without the volusia k12 fl us If you are unsure of this check the Alias in Microsoft Outlook address book and b Password Your initial password has been set to 12345 When you login for the first time the system will require you to change your password If you forget your password email the Finance Department c Click on the Login button 27 Wome Loge DdtPasaword Pees Transactona Mareetance iak Paperte a Enter login Logn Nime Password eee b Enter DU eel password c Click to Today Monday October 27 200812 29 41 PM Sro Developed Sy Solvit Softw continu
43. efer to the General Records Schedule which can be found on the Districts Archives and Records website for record retention Currently these documents must be retained for five years 79 School District of Volusia County Request for New Purchasing Card Instructions To apply for a SDVC Purchasing Card complete this form in its entirety and mail or fax 386 943 7616 to the Purchasing Department To be completed by School or Department Select Card Type DISTRICT INTERNAL ACCTS School Department Name Organization Number Individual Card First Name Middle Initial Site Card Name Purchasing Dept C C School Department Street Address Employee Signature For Individual Cards Only Date To be completed by Principal Department Head Settlement Clerk Assigned to this Card Monthly Credit Limit Even Thousands Single Transaction Limit Principal Department Head Signature 80 AM School District of Volusia County County Schools Purchasing Cardholder Maintenance To cancel or change Cardholder information on an existing SDVC Purchasing Instructions Card complete this form and mail or fax 386 943 7616 to the Purchasing Department Cardholder s Name Card Number Card Cancellation Reason for cancellation Lost n Stolen Misplaced Date the card was stolen or discovered missing Location of where the card was lost or stolen Attach a copy of the Purchasing Card Ac
44. elated expenditure including registration include the persons name date of the event place and purpose The transaction can be split for multiple registrations Click on Ok 12 Select the appropriate expense account a For county budget cards the organization defaults to your school department It may be quicker to choose the unit project drop down first since this will narrow down the options for the other drop down lists b For internal accounts cards the last two drop downs default to null since they are not used by internal accounts C Once you have the entire account chosen click on the Fill All Lines button If you make a mistake in choosing the drop downs click on the Reset Lists button and start over d If you need an account that does not appear in the drop down list contact the Budget Department for county budget accounts or the Finance Department for internal accounts You will need to wait until the next day to assign the account since Resolve is updated nightly from the other systems 13 If applicable address any tax or credit issues 14 Click on the Accept button and then the Save button to complete the process After the Month end Cutoff 1 The cutoff with Regions is the last day of each month 2 A Regions statement will be delivered via email for each card that is your responsibility 3 By the 10th of the subsequent month for reporting period of January this would be February 10t
45. emption number and an expiration date In addition purchasing cards issued for Internal Accounts funds will be printed on a unique color plastic to differentiate it from the regular district funds purchasing card User Manual The most current version of the Purchasing Card User Manual can be found on either Purchasing or Finance s website Responsibilities a Cardholders t is the responsibility of the cardholders and or principals department heads for Site Cards to properly safeguard their Purchasing Cards The Purchasing Card is to be used by authorized personnel for school district purchases only The cardholder must turn in receipts to the settlement clerk as charges are made to the card b Principal Department Head The Principal Department Head shall act as a custodian of the cards issued with his her approval to designated employees and or to cards issued to their site Custodial responsibilities include setting 4 individual spending limits within established guidelines approving all Purchasing Card expenditures collecting cards from terminated or transferred employees notifying the Purchasing Department of any lost stolen or terminated cards or any changes to spending limits and resolving inappropriate or disputed charges Finance Department The Finance Department will review all county budget charges and may review internal account charges to ensure that they are appropriate and have the proper expense accounts ass
46. enge Secu New onea jesse al Click here to m Then click dispute a on save transaction d Pape c loaded BB oni ema sit ADS Uo 9er aes semen Esav cee ne yes SOQ mu xm e A pop up box will ask if you want to save this transaction without accepting it f Click on OK Enter the reason for the dispute in the Audit Detail area 52 Mome Logue dit Pasaword Pave Transactnma Mareesancn Desk Paporis Reviews Transaction Return to Trensectiem List Help m io Pchaserfcant versi R poen i 200003577 aa pna Ridge Bcokkeeper District Midda High fearia Trawick MicHeMITH INC Ino S einem e si ies r3 NOTES Auto Logged Transaction Transaction Detail De Description Quantity Unit Cost Amount uos 3 59 same Credit None C Ful C Tax C Parti E Enter the reason for the dispute and any other important information here eudul nt charge Purchasing Dephrteenc bas y g You must click the Save button to save the reason for the dispute to the transaction A pop up box will ask if you want to save this transaction without accepting it Click on OK Heme kogu DdiPassword Paes Transactona Mareesence Hesk Reporte Revier Transaction Return to Transactions List Hel Ez Ac Meta Parchanerjcant I versn Rec esd smocossr psanou pina Ride Bcohkaspa
47. equest that your card limits be changed or that the card be canceled Should you lose misplace or have your Purchasing Card stolen you must immediately notify the Purchasing Department Ext 20585 if during work hours or notify the bank at 1 888 934 1087 if the loss occurs after normal work hours a You must notify your Principal or Department Head of the loss or theft of the card b The Principal Department Head is required to submit a completed Cardholder Maintenance Form to the Purchasing Department within five workdays after the loss Information must include the date the card was stolen or discovered lost and the location of where the card was stolen or loss occurred c Should the card be located or returned it must be sent to the Purchasing Department for destruction Since individual Purchasing Cards are issued to employees at specific locations if you leave the school department due to retirement or termination your card must be collected and returned to the Purchasing Department a The Principal Department Head is responsible for the collection of the card and the completion and submission of the Cardholder Maintenance Form to Purchasing b In the event the Principal Department Head is not able to collect the Purchasing Card when you leave they will immediately notify the Purchasing Department by telephone and follow up with a completed Cardholder Maintenance Form c Purchasing will notify the bank to cancel
48. esponsibility to return the item to the supplier for replacement or to receive a credit on the purchase If the supplier refuses to replace or correct the faulty item then the purchase of this item is considered to be in dispute b If an item on the monthly statement appears to be for the wrong amount duplicated or cannot be verified as one of your charges you are responsible for resolution with help from your Settlement Clerk Contact the supplier to verify all information and to confirm that a duplicate shipment did not occur If resolution cannot be made with the supplier by receiving credit for the erroneous charge then the purchase of this item is considered to be in dispute 2 All disputed items must be reported to the Purchasing Department by completing the dispute form This form can also be emailed to the Settlement Clerks contact Purchasing Ext 20585 Attach all appropriate documentation and submit it promptly via email or fax to Gary Hopkins Purchasing Department Process this form as soon as you are aware of a disputed item do not wait until the end of the month to notify us 3 Purchasing will contact the vendor and or the bank and notify you of the action taken DISPUTES MUST BE RESOLVED WITH THE BANK WITHIN 60 DAYS OR YOU WILL BE RESPONSIBLE FOR THE CHARGE 1 Improper Use of Purchasing Card Upon review of the monthly charges the Settlement Clerk is required to report any charges that appear to b
49. etion and submission of the Cardholder Maintenance Form to Purchasing In the event the Principal Department Head is not able to collect the Purchasing Card when you leave they will immediately notify the Purchasing Department by email to cancel the card and follow up with a completed Cardholder Maintenance Form Purchasing will notify the bank to cancel the Purchasing Card thereby preventing any charges to the card Changes in Name Address Phone Number If your name address and or phone number has changed it is your responsibility to notify your Principal Department Head Your Principal Department Head must submit a completed Cardholder Maintenance Form to the Purchasing Department requesting the change If your old card is to be deleted or canceled your Principal Department Head must collect the card and send it to Purchasing for destruction along with the properly completed Cardholder Maintenance Form Ten amp Eleven Month Employees In May of each year the Principal Department Head will collect your individual purchasing card if you are a ten 10 or eleven 11 month employee and have no need for the card while school is not in session It is the responsibility of the Principal Department Head to store the card s in a secure location and to notify Purchasing to put a hold on the card so that no charges may be placed on that particular card during the time it is not in use If the cardholder does not return
50. format includes the number of transactions transactions with no expense account assigned and transactions that have been challenged denied or pending approval It also includes the monthly spend limit and the amount spent this month Subject Transactions Requiring Receipt This email is a notification that there are transactions in Resolve that do not have a receipt attached faxed or uploaded by scanning These are usually sent out daily iv Subject Transactions With No Account This email is a notification that there are transactions in Resolve that do not have an expense account assigned to them These are usually sent out daily b Bookkeeper You will receive the following types of emails i Subject New Transactions This email will be sent any time a new transaction is imported into Resolve from the daily bank file Please verify that this is a valid transaction Any fraudulent charges must be reported immediately Subject Resolve Transaction Summary This email is usually sent out weekly and on or around the end of the month It is a summary of the transactions in the system for each card for which the cardholder is responsible The format includes the number of transactions transactions with no expense account assigned and transactions that have been challenged denied or pending approval It also includes the monthly spend limit and the amount spent this month 30 iii Subject Transactions Requiring Receipt Th
51. h all transactions scheduled for payment must be reviewed receipt attached have a detailed description assigned have an expense account assigned be accepted and approved 4 By the 10 of the subsequent month all signature reports must be printed signed by the cardholder and principal department head and faxed to the number on the top of the form a To print the signature reports choose Transactions and then Signature Report Make sure the correct date is on the signature report It should be the same dates as the Regions bank statement b You can select by cardholder or by location school department to get all at one time Click on the Retrieve button 78 c Make sure each line has an expense account d Check that the total for each card matches the total on the Regions statement except for disputed charges since they do not appear on the signature report e Print the report f Have cardholder and principal department head sign and date the report g Fax completed signature report to the number on the first page of the report Make sure that the first page faxed is the page with the barcode By the 10 of the subsequent month send your reimbursement check for the total of your internal accounts transactions made payable to The School Board of Volusia County to Finance Original documents remain at the school department site and must be made available at time of audit After the audit is completed r
52. hasing Department at Ext 20585 b Finance Department i Evelyn Apraiz Ext 20331 for middle and high schools and departments ii Debbie Conner Ext 20338 for elementary schools iii Heather Direnzo Ext 20381 or Marsha Meinberg Ext 20378 for questions regarding a purchase on an internal accounts card Purchases Local The Purchasing card may be used at any store or business that accepts VISA Since all suppliers may not accept Visa prior confirmation of their acceptance is recommended The supplier will complete a sales receipt which should contain the following information a Imprint of the Purchasing Card last 4 digits of card number cardholder name and or school department name for Site Cards b Date and total amount of purchase C Detailed description of the item s purchased with itemized invoice with pricing d Supplier s name and identification As the sales receipt is being completed the supplier will obtain authorization for the transaction via either a telephone call or direct telecommunication link to the Visa Card authorization network The supplier will obtain an authorization number as long as the purchase is within the dollar limits established for your card You will be requested to sign the sales receipt Before signing you should check for the following a Verify that the dollar amount of the charge is correct b Verify that sales tax is not charged to your card unless it is an inte
53. i Subject Challenged Transaction Updated This email is a notification that a transaction you marked denied challenged has been updated by the bookkeeper The transaction number will be in the body of the email along with any comments from the bookkeeper The transaction must be accepted to continue through the payment process 31 Review Transactions 1 The review process involves adding expense accounts splitting transactions across expense accounts identifying disputed fraud transactions adding a detailed description attaching receipt images and identifying credits when applicable 2 Transactions should be reviewed at least weekly and more often near monthend System generated emails will be sent to the bookkeeper and cardholder each time a transaction is sent to the Resolve system This lets the cardholder know the card has been used so if there is a fraudulent charge it can be reported immediately It also notifies the bookkeeper that there is a new transaction which needs to be reviewed Weekly and on or around the end of the month each bookkeeper will receive a statement via email showing all the transactions for their cardholders and which ones need expense accounts assigned to them 3 To review a transaction click on Transactions and then Review from the menu as shown below FSM VIT E Winstons Internet Explores prowkded bry Velisiy Corky Schools siti xi Me Cd Wee fonta fob hep Hed c 9 DIY Gerh yro
54. ict will pay ALL statements including those for internal accounts Schools will reimburse the District for charges made on the internal accounts cards Eliminates the manual procedure of entering transactions on an activity sheet Transactions can be reviewed on line daily Interfaces with SmartStream to expense transactions daily Users will not have to wait until after the statement is paid to see the expense hit their accounts As soon as the transaction has been reviewed and approved it will be expensed through the nightly cycle Will eventually interface with Schoolbooks the internal accounts software once Blue Bear completes their sql conversion Initially bookkeepers will have to enter expense accounts in Resolve and enter an invoice in Blue Bear for the transaction Receipts and related documentation are attached to each transaction in Resolve eliminating the need to send them to Finance Original receipts and documentation remain at the school department The monthly signature report is faxed into Resolve further eliminating paperwork sent to Finance All cardholders will have the same statement cutoff date the LAST DAY of the month All transactions must be processed and ready for payment on or before the 10th of every month The purchasing card calendar for the current fiscal year is posted on Finance s website The bank will email a bank statement each month to the bookkeeper for verification only 26 Hesolve W
55. igned Finance will notify the Principal Department Head of any inappropriate charges Finance will be responsible for monitoring bookkeepers activities in Resolve to ensure timely payments to the financial institution Purchasing Department The Purchasing Department shall act as the purchasing card administrator for both district and Internal Accounts funds and will coordinate the issuance maintenance and cancellation of the Purchasing Cards with the financial issuer The Program Administrator will provide mandatory training and Cardholder Users Manauls to all cardholders and bookkeepers settlement clerks Bookkeepers Settlement Clerks It is the responsibility of the Bookkeeper Settlement Clerk to review and accept each transaction made to the cards they are assigned within the required time frame utilizing the on line web based reconciliation system Resolve Cardholder and Settlement Clerks are responsible for the resolution of disputed amounts Purchasing must receive a Dispute Form for each transaction that you want to dispute When the credits for the disputed amounts are received they must be linked to the original transaction in the Resolve System NOTE SALES TAX IS NOT A DISPUTED ITEM The bank gives us 60 days to resolve any disputed transactions so we must be timely in order to receive a credit for the disputed charge If we do not resolve the issue within the allotted time frame the school and or department will be res
56. ince the account is added in SmartStream or Blue Bear and not Resolve you will have to wait until the next day to assign the account to the transaction Accounts are added to Resolve nightly If a mistake has been made when choosing from the drop down list and you would like to start over click on the Reset Lists button to reset the drop down lists to select If you want to populate all the lines with a portion of the account and need to change the other portion use the Blank Lines button and make the changes on each line To split a single line of a transaction into 2 or more expense accounts a Click on the split button BEFORE you select an account b A pop up box will appear asking do you wish to split this line item Click on the OK button c Another pop up box will appear You can either split the transaction by amounts or by percentages Do not include the dollar sign when entering amounts For 5 00 you would type 5 00 For percentages type the percentage sign e g 50 d The following screen prints are examples of how to do a 50 50 split between two expense accounts 45 i Type in 50 in the split pop up as shown below e dei Tee WU v o5 ap Send tow E ri Va recle ten st ke Parentage nie Sa min EA Return to Transactions List Vul TU d Vendor Aes lar 900035504 pg Danara Cakctto Dictrict Elementary Tast user TARGET 00008748 po Es i NOTES Auto Logged Transaction Type 0 or am
57. is email is a notification that there are transactions in Resolve that do not have a receipt attached faxed or uploaded by scanning These are usually sent out daily iv Subject Transactions With No Account This email is a notification that there are transactions in Resolve that do not have an expense account assigned to them These are usually sent out daily Subject Transaction Challenged This email is a notification that a specific transaction has been marked denied challenged by a reviewer The reviewer is usually the Principal or Department Head The actual transaction number will appear in place of the Once a correction has been made to the transaction an email will be sent back to the reviewer notifying him her that the challenged transaction has been updated The reviewer must then accept the transaction to continue through the payment process vi Subject Approval Denied This email is a notification that a specific transaction has been marked denied by the Finance Department The actual transaction number will appear in place of the Once a correction has been made to the transaction an email will be sent back to the Finance Department notifying them that the denied transaction has been updated Finance must approve the transaction to continue through the payment process c Reviewer usually Principal Department Head You will receive the following types of emails
58. ks are to be made payable to the School Board of Volusia County Use vendor VCSPC This vendor has been created in SchoolBooks Blue Bear for you The county string line that has been charged for these transactions has been added in the address field Please edit this string to include your site s organization number where ORG is shown This will ensure that your payment is posted properly Upon printing and verifying the monthly reports from RESOLVE enter the total amount of the Monthly Report in the AMOUNT field on the invoice created for the corresponding card in SchoolBooks Each invoice balance should change to 0 00 a If balance changes to 0 00 move to next step b If balance does not change to 0 00 i There may be a transaction listed on the invoice in SchoolBooks that did not post in the transaction period ii There may be a transaction not listed on the invoice in SchoolBooks that did post in the transaction period In SchoolBooks print an Open Invoice Report in detail for vendor VCSPC and compare it to the Monthly Signature Report from RESOLVE Correct differences Print ONE check for all VCSPC invoices and mail check to the Finance Department Send ONLY the check All other documentation remains at your site Attach Monthly Signature Report and all supporting receipts and packing slips to check stub File with Internal Account disbursements 68 Expense Reports 1 To view transactions which have posted
59. line For travel related transactions you must include the name of the traveler travel dates destination and purpose of the trip Once you have typed the description click on OK Bee c DDD eee rem Qe d y ORIS d Adress E 2005tcaP rur m aic undici oer td cca cn L2 Lal card gr kestro eere Grim gg tcr eti ar crm al acc anita re iot alant te tott Tran ride 720008110 9 gue wis Coogle Ge e OB RR cR 04phexse Dida Tred Wand v sendin _ stings Reviews Transaction Return to Transactions List Mel t Deplorer Uver Prompt xl r Ravawer Vendor encom 3 Click the OK button E est User THE App EE o mz when finished emea NOTES Auto Logged Transact RECEIPTSAMAGES 1 Transaction Detail Description Quantity Unit Cost Amount Tax 1 Click on the 1 31 93 31 93 10 00 130 64 0 513 504 101 2055 INFO gs wj D 4 Description button Goads Learn to Reed Book Peck Disputed Credit None C Ful C Tax C Partial T Conf Tax Accept C Challenge sss Neat Upload Clo Rervierened 9 19 2003 4 11 04 PM ALENT Arii Datad Information 5 Update on 9 19 2008 4 11 13 pw AUDIT 1293 Det intonmeton Update on 9 19 2008 4 13 09 p AUDIT tad Det information Update on 8 19 2008 4 13 18 PA ALENT Add Det information Update on 9 19 2000 3 20 43 PV AUDIT Spit Line Bem xz F wrarcrpt cnanert Jew BB oca man feos 1908 2 Kite e esa B1Soeerens Boso SSH e Rem 1 See3 OSD om 4
60. mple shows how to print multiple transaction headers a On the Review Transaction List screen click on the Check All button at the bottom of the screen as shown below J Review Trancections Query Reouks Wiedows rmm ty Vohisia Cranky Schaak ne sexi Me tdt Rew Peete Took Hep EI wee co DIG Gee ayra meh sy 2 J Google G JoeB Re Se 0 ipee Ride TRO yess oo pdoe Sete Quek ee Tramacbon Darlene Celotto Un Reviewed TENNANT PRINTING CO OF 00 i Cotict Hemertery Darkere Ceotto n M k 33 u V 5 Datnct Elarmarkaery deren iai seal ai D Dartene Cootto M por 37 1 Outten Berne phar Ln Reviewed ARRDOTT 337U4 WATERSIOE Darlene Celotto Un Reviewed MARRIOTT 337U amp WATERSIDE Onti Elementary Oarlere Cwotto Y M 37 Y Ey District Hanm Un Revewed MERLOT SIVUA WATERSIOE Darlene Ceotto z X 37 7 5 Distrist Bemenkery Un R evene MARRIOTT 337U4 WATERSIDE M e MARRIOTT 337UA WATERSIDE 99000 y Darlene Colatto 43 n E el M Si Datnct temertary ques ra dC edle METTUS TERES District Flemarbey 2 a 337 amp Darne Colotto amp District Bemertsry Accep Click on this button a d Page fonde sj Bg ced eranc i 8 OX Eje res cec gens cr Soon cn fee 014 d IL sem b This will check all the transactions on the screen Click on the Print Headers button as shown below 36 arrcacthort Query Regus Wiedows Inbenvet Explorer provided by Volusi
61. n appointment time to conduct the training session for the cardholder and or settlement clerk The Purchasing Department will also assign an MCC Code Profile to the card based on the cards intended usage to restrict the type charges that can be made on the card being issued As part of the training you will be given a copy of the SDVC Purchasing Card Users Manual This booklet explains the entire purchasing card program how it works and what your responsibilities are to ensure that the cards are used properly Prior to taking receipt of your district purchasing card you will be required to sign a SDVC Purchasing Cardholder Agreement Form accepting responsibility for the card being issued to you or your school The form will be retained in Purchasing Principals Department Heads will sign for all Site Cards issued at their request for their school department 20 Annual Inventory of Cards Once a year the Purchasing Department will provide a list to each school principal and or department head of all Purchasing Cards that have been issued under their control The Principal Department Head will conduct a physical inventory to assure that all of the cards assigned to them are in their possession After verifying each card the Principal Department Head will sign the bottom of the card Annual Inventory sheet acknowledging that all cards issued to their School Department have been accounted for This document is to be returned
62. n example of an original charge of 145 PCARD the reversing journal for 145 PCARDPAYADJUST and the actual invoice for the payment of 145 REGIONSBAN D Atiek y Windsras Bane Be Edt Oster Seng wee nep BT RSE RST Tall 4 7 Fed Fret O Org Um Pio 10 Si 5031 736 Sos 0000 IAWN ACAI SENET 74 UU PO RONUR 1110 5107 511726 SU emo V70 142 KONNEN PAOS PACARDSERIOI Z3 9120 07 18999903 E 1110 5102 511736 S03 6000 7 23 2006 10 14 22 ECAPRALZ TREBMO 069375110997073 43230508 LETS42T 2 1810 5102 511736 503 4000 7 7 2003 17 12 43 UAF RTES UAT FACAROSERIDT2T3 40 200 06 2099808 TNO 102 511735 508 8000 7 2 2008 1227 19 ECAPTALZ Ruering total 94 vetibeved lioneachont 1 576 39 USD Rest BA Run 62 Kin on i mee E Ca Ae Bye bil aml Bs GJJ IGS m 74 6 7 8 Since employees are continuing to charge between the cutoff and the invoice payment and the reversing journal reverses all transactions another journal is processed to expense transactions that occurred during this time but are not being paid yet The fund transaction id for this journal will start with 64 PCARDRECOMMIT The following is an example of a transaction in the amount of 74 28 that was expensed between the cutoff and the invoice payment The original charge of 74 28 PCARD appears at the bottom of the screen The reversing journal for 74 28 PCARDPAYADJUST shows right above the original charge and the final ch
63. n of the screen above will show if a receipt has been attached to the transaction Transaction Number Every transaction is assigned a unique identifying number in Resolve By clicking on the transaction hyperlink this will open the transaction for review b Transaction Date The top date is the transaction date the date the item was purchased The bottom date is the post date the date the transaction was posted to the bank statement Review Status This column shows who has reviewed a transaction If the name is in green that person has accepted the transaction You can return to the Search screen to create a new search or modify the current search by clicking on the Return to Filter Criteria words at the upper right hand corner of the screen see example above 10 NOTE All transactions must be reviewed and accepted At a minimum this process requires a o O g attaching the receipt adding the detailed description when applicable assigning an expense account accepting the transaction clicking the accept box and the save button 35 Attaching Receipt Documentation 1 Receipts documentation can be attached two ways by faxing or uploading 2 There are also two ways to print the transaction header by retrieving it at the detail transaction level or at the transaction list level A transaction header is required for faxing but can also be used in uploading scanning 3 The following exa
64. on Return to Transactions List Help reer roe arensection Purchaser cid Ravin wwe vendor 900006922 bem Jarri Baley District Middia H gh Boric Trawick BOOKLANO 00006783 25 45 25 48 Bo SYS Bid Mame Seed Bid Sew s cesis Croat s NOTES Auto Logged Transaction Click on the blue Tax word Description Quanbty Unit Cost Amount Tox Goods 1 24 03 24 03 1 45 T Disputed Credit F None C Full Tax Partial l ConfTsx C accept C Chatenge Seve Nex Upked Cice p P Review History aid A wrench retur taka WI good ean Weed I2 ZO D Patima Eyre e ener wn ee cases sues se DOREM O uo 3 A box will appear under the tax amount Type 0 00 in the box and tab off the field The unit price and amount will change as shown below 48 dtPasaweord Pees Transactona barbenence Daik Raporis Ravine Transaction Return to Transactions List Help me aen Psschssecfcurd revive entm ui ooooeva2 Dri Baley District Middio H gh oris Trawick me 00006783 2548 bo FS tid tame SeetBd Rl EOE Ba nores Auto Logged Transaction BEMM IIT EE F pisputed Crodit None C Ful C Tax C Parti f CcotTa C accopt C chatango Ema NEE Upieed reas 4 Once you finish adding the expense account description and accept the transaction an audit description will appear showing that the tax amo
65. orders and to ensure that all charges made with the Purchasing Cards are done so in accordance with school board policy and are for authorized district use only Scope Policies and procedures apply to all employees authorized to use either a district or internal accounts purchasing card individual cards and or site cards Background The School District of Volusia County is making available to certain District employees delegated authority to make purchases directly through a Purchasing Card system a Purchasing cards may be issued to individuals or to schools departments Site Cards This will allow schools departments the flexibility to purchase routine materials and supplies without issuing a district or internal accounts purchase order b Certain controls have been developed for the Purchasing Card that does not exist in a traditional credit card These controls ensure that the card is used only for specific purchases MCC Codes and within specific dollar limits Lists of the MCC Codes are available on the Purchasing website C A signed Signature Report statement of charges for each cardholder is required for monthly purchases and is signed by the Principal Department Head acknowledging the legitimacy of the charges made on the card Card Description The Purchasing Card shall contain the District s name and logo School District of Volusia County the cardholders name and or the School Department name for Site Cards tax ex
66. ount Description Quantity Sony ove ze MINE OV 6 al s3 94 s0 00 sro S Sl D RS SONY MINI DVD CAMCORDER 240 09 0 00 mro un DJ xj F bisputed Gredk Kono C Ful C Tax Partial F Conf Ta C accapt Challenge seca Nee PUREE oz Reverend 9 22 2008 4 59 73 PM 6 Update on 9 22 2008 5 00 30 pv Set Lire tas ae Return to Transactions List malp Died Transaction Amount Amount 93 258 93 990005504 9 6 2008 Dare Calctto D i Las ocn s lo BS Bd Name 54 Enter a desoripian for the split NOTES Auto Logged Traeiaction ITE Transaction Detal neen ee Unt Cost Amount Tax man 3 94 s3 9 sasa 0 00 B sei ES SONY MIMI DVD CAMCORDER 249 99 240 09 s0 00 T aro Sl af DJ F bisputad Credk Kono C Ful C Ta Caria F cont Tax C accept C chatongo S888 Nea popes eez Revirona 9 72 2008 4 59 73 PM 6 Update on 9 22 2008 5 00 30 pv AUDIT Spit Line tene Un Dore pe verdor Split Lire tsr iii Notice how line 1 has been split into 2 lines with a charge of 4 47 for each which totals the original charge of 8 94 Now the expense account needs to 46 be added If a mistake is made and you want to return to the original transaction press the Re join button Ravinw Transaction Return to Transactions Lis
67. p Trensachon Trenssction Pure fered Ire oonoas6s3 Reon Pine Ridge Bookkesper District Middic Hgh Transaction Puri te vendor pani AeBunt Berta Trawick WM SUPERCENTER 51 90 51 90 bo BS pid name SeletBia s Ben s EAE nores Auto Logged Transaction E Description Quantity Unit Cost Comida Suselies i sen Amount 48190 40 00 ur s F bisputad Credit nona C Ful C Tae Costa F cont Tax Accept C chalenge Emus Ne Opis e C A pop up box will ask if you want to accept this transaction button Edt Paswoord Pare Transactona Mantenence Haik Raporis Then click on Save Click here to accept a transaction Click the OK d An accepted transaction will have a GREEN bar in transaction review as shown below Revo Transaction Return to Transaction List Help ie Es Transaction rurchaser eaed oooocseaa ozsa p cmm Pine Ridge Bookkesper District MiddkeyHigh Transaction Lnd dme mim p pese aorta Traw Trawick WM SUPERCENTEP 81 00 81 90 fro BS bid tame S e383 zl Em a Een oor NOTES Auto Logged Transaction Transaction Del E Description Quantity Unit Cost anoun Tak p ME n guam nm Tm 10 7300 512 753 755 00 Green bar means the trans
68. pany any charges related to out of district travel This includes charges for airline tickets registrations hotels and rental cars The Purchasing Card cannot be used for the following types of expenditures To pay for past due invoices Annual Contracts Service Agreements Cash Advances Consulting Services Fuel and Oil except for vehicles owned leased by district or for rental cars Instructional Materials Charged to Project 1055 must be ordered utilizing the requisition system and be approved by Instructional Materials Dept If you have questions regarding Project 1055 call Ext 60194 000000 g Inventoried Items a single item that costs 750 00 or more h Items stocked by the District warehouse unless cost effective to do so i Meals reimbursed through travel vouchers An exception to this would be student meals however a copy of the roster must accompany the charge j Personal Items and or personal gifts k Repairs and Services unless approved by your Finance Contact Person l Telephone Calls m Any other restrictions placed on card by the Principal Department Head Most cardholders may use the Purchasing Card for authorized purchases costing less than 750 00 that is not considered an inventory item Each single purchase may be comprised of multiple items but the total cannot exceed the single transaction dollar limit set on the card by the Principal Department 9 Purchases are not to be
69. ponsible for the disputed amount 1 Tips and How To s How To MAKE A CHARGE OVER YOUR CARD LIMIT Single Transaction a o If you have a need to purchase an item that is more than your established single transaction amount on your card you will need to email Gary Hopkins or the Purchasing Department BEFORE YOU ATTEMPT TO PUT THE CHARGE ON YOUR CARD OR THE CHARGE WILL BE DECLINED BY THE BANK Include the following information in your email i The vendors full name ii The amount of the charge to be made to your card iii The item s you are purchasing The Purchasing Department will contact the bank to arrange for the temporary increase and will send you an email to notify you when it is okay to make the charge to your card How to PERMANENTLY INCREASE THE MONTHLY CREDIT LINE on your card a Oo If the activity on your card consistently exceeds the established monthly dollar limits set by your Principal Department Head you will need to request a permanent increase for that card by filing out the Cardholders Maintenance Form Your Principal Department Head can fax scan or mail the completed form to the Purchasing Department attention Gary Hopkins The change is effective as soon as Gary notifies the bank of the changes to be made to your card The following information will be needed for a permanent change to your card i The amount that you want the card raised to ii The card number you are incr
70. r Dietrct Midda High Bartia Trawick HIGHSMITH ING saso seso ho BS fanme Pema CIE OEE NOTES Auto Logged Transaction Notice how it marks the transactions as disputed Description Quantity Unit Cost uot 8 59 Reviewed 10 29 2008 12 69 39 IANS ACTION DEPUTED Fraudulaet charge Purchasing Department hat been notified and proper coouver aton competed 6 h Disputed transactions will show with a red box in the first column of the Review Transaction List as shown below 53 Review Transaction List t Transaction Tee Number a eu emm Pes em 1 s 7 17 2008 Pine riper Bootkeeper re pex eee 9 27 2008 Fine je Bookkeeper ree peer est Bees pum pentes Disputed charge ire a epee Hum E e mm emm p 9n 9n ee O ree eo ES E 9 0 2000 Fine baci Roothespe DNE ENE 000066 nes seas m REM wc cM i NOTE The dispute function merely stops it from being paid It is the cardholders responsibility to report all disputed charges to the Purchasing Department see Disputed Items procedures 3 Accepting and saving a transaction a All transactions must be ACCEPTED AND SAVED before they can be processed b Transactions can be accepted on the review transaction screen by clicking the Accept button as shown below 54 Mome Logue dit Pasaword Pave Transactnma Maressancn Desk Raporis Revim Transaction Return to Transactions List Hel
71. r Florida state sales tax If sales tax is included have the vendor remove the tax before you leave the store or business Remember Sales Tax is not a disputed item ii Internal Accounts Purchases made for educational purposes for use by the school are generally exempt from Florida state sales tax For convenience sake Volusia County Schools has been granted the privilege of paying the tax to the supplier on items purchased for resale rather than collecting the tax on the sales Student photographs candies confections items sold through the vending machines and novelties sold to students or to the public for fund raising purposes fall within this rule For more detail on sales tax please refer to the Internal Accounts Procedure Manual 6 Other County Budget Restrictions a Candy Cannot be purchased with Project 0000 Call your Finance contact if you have a question about the appropriate account string to use b Incentives Gifts and Incentives cannot be purchased using Project 0000 Call your Finance contact if you have a question about the appropriate account string to use c Departments using object 6XX Departments cannot charge to a capital outlay object 6XX from their discretionary budget project 0000 All capital outlay requests must flow through the Budget Department d When coding your charges Use the following OBJECT codes i 622 Titled CD s or Videos audiovisual materials not equipment Instru
72. rnal accounts card and the item purchases is for resale CHECK THIS BEFORE LEAVING THE STORE C Verify that the sales receipt or cash register tape itemizes each purchase as to the type of item quantity and unit cost for items being bought You will be given a copy of the sales receipt and the cash register tape Turn these in to your bookkeeper settlement clerk daily Purchases Phone or Mail Orders 1 Telephone and mail orders should be placed for items available for immediate shipment backorders will not be allowed 2 You must confirm that the supplier agrees to charge the Purchasing Card when shipment is made 3 Confirm with the supplier that shipment will be made within 10 workdays 4 When placing a telephone order you will be asked to provide your name card number expiration date and shipping address 5 No purchases are to be delivered to an address other than your school department s address 6 Always ask for the name of the person with whom you placed the order with 7 Confirm the total cost including shipping and handling charges if applicable 8 You should instruct the supplier to include on the shipping document or packing slip that the purchase was made with the Purchasing Card This information will be helpful to the receiving person and to you when you receive the goods 9 Upon receipt of the packing slip you should check for the following a Verify that all goods were received b Verify that
73. saction 57 5 The following is an example of entering information regarding a partial credit expected from the vendor Click on the partial credit option The system will ask if you wish to indicate a partial credit is expected Click on the OK button 6 Enter the amount of the credit as shown below Return to Transactions List Help Bika Transaction Amount Vendor CUM MUSIC ALIVE 285 00 295 00 Jess oves NOTES Auto Loggad Transaction eS a 7 ps C wone C Ful C Tax pitis F conf tax accept C Chalunge Sew neaj ea o 7 Enter the reason or description of the credit in the next pop up box as shown below 58 4 SOLVIT Windows Internet Explorer provided by Volusia County Schools File Edit View Favorites Tools Help Back gt amp D A Qsearch SjFavorites meda D S wW SI Address http kalibak resolve_boa z e Links Google G Go D Ek RS Sr Fy Bookmarks Dy Popups okay DP Check vw Autolink YE Autofil ap Send tow O Settings eso A Home Logout Edit Password Pava Transactions Maintenance Bank Reports Review Transaction NOTES Auto Logged Tr Return to Transactions List Help Billed Amount Transaction Amount 285 00 285 00 Transaction Transactic oever lll Number Date 7 Vendor
74. t Mel Tramacbon Traesaction Num Data oehasanicara 990005504 apri barano Colottc Oistrict Elenantary Test User TARGET 00008748 258 93 259 93 Ravawer Vendor tibi Transaction Amount Amount lo FS nissana Soraa E si peres oes NOTES Auto Logged Traesaction Transaction Detail Descnption SONY pvc 2e MINE OV 6 SONY MINI DVD CAMCORDER n 249 99 249 90 4 47 sa SYS Epit SONY OVC 2PK NONE Dv 6 Spit betnesn projets f 447 m m i F Disputed Credit None C Ful C Tax C Partial F Conf Tax C accept chatenge S898 ex Spt Lire tere Reviewnd 0 22 2008 4 59 13 PM iJ sx E Transaction has been split into 2 lines totaling the original amount of 8 94 T Update on 9 22 2008 5 00 30 p AUDIT Spit Une Bem 47 Correcting Tax Amount 1 If a transaction breaks out tax but tax was not charged on the receipt the tax amount can be corrected 2 On the Review Transaction screen click on the word Tax as shown below JEM VII e Wiretosse Irterart Enplares provided ty Volusia Coerty Schoeis alej x Fe Edt wee Feeptes Tock Halo E ded or e D A Geh yroa Oe d a we d ESSEE E snp alil renctva ce ws Coogle G Jolomo E y wase Daid Teed WA ro 050 apdo NE Homes togas dtPassword Pees Transactina Maintenance Deak Reporte Reviews Transacti
75. the dollar amount is correct C Verify that sales tax has not been included in the total charge to card UNLESS the charge is made on an internal accounts card and the item purchased is for resale d Verify that the packing slip shows in sufficient detail the types and number of items purchased as well as their unit cost If not you must supply this detail in writing and sign the document 10 Turn the packing slips in to the bookkeeper settlement Clerk immediately upon receipt and verification 11 If you do not have sufficient documentation for the transaction contact the vendor for an itemized invoice Travel Expenditures Authorized travel expenditures a Accommodations b Gasoline for rental cars or District owned vehicles only c Parking d Registration e Airline tickets Prohibited travel expenditures a Meals or any food item b Personal expenses phone calls movies extended personal lodging days personal items etc c Entertainment A signed Leave Activity Report is required for all travel related expenditures It must be attached to all travel related transactions along with any receipts For registrations a copy of the registration form showing the amount of the registration person attending and location must be attached to the transaction For travel within the State of Florida be sure to remind the hotel at check in that the District is tax exempt If you are charged taxes you
76. this example the transaction number is 990003342 38 Click on the Print button to print the fax sheet Once printed click on the Go Back button to return to the transaction If you experience a problem when clicking on the Go Back button it may be related to your version of acrobat reader Try installing the latest version from http www adobe com downloads You need help with the installation call the MIS Help Desk at extension 20000 If the receipt has a bar code draw an X through it The X makes the barcode unreadable by the computer Receipts may be taped to the fax sheet or sent as separate pages Attach ONLY the receipt documents that relate to that transaction number Each transaction must have its own fax sheet Do not send the standard fax cover sheet When faxing multiple sheets the bar coded fax sheet must be the first page faxed Do not send the standard fax cover sheet All transactions following a fax sheet will be attached to that transaction until the system reads another fax sheet If the receipt is on colored paper it may be necessary to make a copy and fax the copy If your fax sheet is too light the system may not read it properly Fax to the number listed on the header 800 472 1193 m Within a half hour of faxing you should be able to see it in Resolve A new line n on the transaction should read RECEIPTS IMAGES and then a unique number as shown below If the re
77. tion Quantity Unit Cost Amount Goods 260 6 F Disputed Credit F 6 Ful C To OPa Reviewed 11 1 2000 10 34 44 AM ALDIT Changed ristas to accepted ALUD Charged spenne Account for row 1 trom 1105400 731 753 108 OSES ts 192 ADC 511 758 101 0565 Enter a reason for the coding change for future reference Used incorrect object dE Page ic loaded ame djs 2o 0o NT yew eye f aae ico Bale sea Sy ere Desde tu TM 5 When the process runs at night it will create a credit to the original expense account and a debit to the new account 6 The transaction will revert back to unapproved and must be approved again by Finance if a county budget transaction An email will be sent to Finance to approve the change 64 Signature Report 1 The Signature Report must be printed for every card and signed by the Principal Department Head at the end of each month 2 To print the report choose Transactions and Signature Report from the menu as shown below First click on Transactions Then click on Signature Report 3 The From Date and To Date should be the first and last day of the month The dates should agree with the dates listed on the bank statement 4 All dates must be in mm dd yyyy format 5 Select either location or cardholder If location is selected all the reports for that location assigned to the bookkeeper will be shown with a separate bar coding for each card
78. tions List bel Transaction Traecection Sled Transaction Nariber ES purchacerfeard Poiana vendor Amount Afount 900004285 pere Darlene Calctta District Elementary Tast User WW GRAINGER 210 53 00 553 00 bo s ia me Saeed X ma s CAE NOTES Auto Logged Tr rsattion Transaction Detail Click on the Create button Unit Cost Amount vo el RE E 165 00 0 00 mo S188 DJ 965 l Conf Tax C accept C chatenge SE Hea FUpieed eaa Descrption Quantity Lame F3218 Sp68 E0D 36 kes7 11 On the Search and Edit Link screen enter the information to locate the expected credit Click the Retrieve button to get the results E Credits Only C Debits Only C Credits Expected Only F at Transaction Date Between Fama and 10292008 4 Transaction ID t Enter search vendor PAV GRAINGER 210 criteria here for credit After entering criteria cet click the retrieve button Fbisputed Credit None C Ful C Tow C Partial 12 The results of the search will show all credits that match the criteria entered On the appropriate credit click on the Create Link button as shown below 60 deret Expioeer pruned by Volusia County Schogks nns List Help Torsten it Amount Transaction Date Setween ima ana 10 25 2008 588 00 Transaction IDES vendor PAWCRANGERSIO 7 M oes
79. tivity Report showing any purchases made prior to the loss LJ Employee Retired Employee Terminated C Employee Transferred jJ No Longer Required Cardholder Information Change Information Changed School Department Name Single Transaction Limit Cardholder Name Monthly Credit Limit Other Individual s Card Name First Name Middle Initial Last Name SITE CARD NAME amp Number 500 01 etc Purchasing Dept Profile Contact Name amp Business Phone Monthly Credit Limit Even Thousands Only Single Transaction Limit Pertinent Information M ardholder s Signature Date Principal Department Head Signature Date 81 EE C Volusia School District of Volusia County Schools PURCHASING CARD DISPUTE FORM If you believe a transaction charged on your card is in error Instructions make a copy complete and sign below Return to Purchasing Department Disputes must be resolved within 60 days Check only ONE box per Dispute Is the card in your possession Yes No _ Cardholder Information School Department Name e charge was increased from 3 NEUEM ormy sales slip was added incorrectly Enclosed is a copy of the sales receipt that shows the correct amount Ei 2 certify that the charge listed above was not made by me or an authorized person to use the card nor were the goods received by me orthe person using the c
80. tment Ext 20585 or the bank by calling 1 888 934 1087 In addition to notifying the bank you must notify your Principal Department Head AND the Purchasing Department of the lost misplaced or stolen card within one workday after discovery of the loss or theft of the card Do not assume that a lost card will be found report it so that it can be cancelled another card will be issued to you or your site The bank may ask if you want a replacement card If you tell the bank to issue a replacement card it MUST BE SENT TO THE DISTRICT PURCHASING DEPARTMENT f the bank mails the card directly to you or to your school you must notify the Purchasing Department immediately so a new contract can be created for the replacement card The Principal Department Head is required to submit a completed Cardholder Maintenance Form to the Purchasing Department within five workdays indicating that the card has been lost or stolen Information must include the date the card was stolen or discovered lost and the location of where the card was stolen or the loss occurred Should the card be returned or located after it has been cancelled it must be sent to the Purchasing Department for destruction Disputed Items 1 A purchase is considered to be in dispute when one of the following situations occur NOTE SALES TAXIS NOT A DISPUTED ITEM a If an item that you have purchased with the Purchasing Card is found defective it is your r
81. to a specific account coding go to Report Options and choose Transaction Detail as shown below Then choose Transaction Detail 2 The report allows you to search for information on transactions and related coding Choose the parameters that meet your needs and click on the Run Report button 69 Enter Resolye Transaction Detal Report Criteria desired Start Transaction Dare 10042008 End Transaction Date 11030908 start Post Datel E parameters Cord User Disiskon A a Location Nama Vendor Name Starts With 7 I Micirum amount Mes mum emort boosted ANT s Transacton Contains An Item Where Inchate Oniy Matching Items In Report MO z Include SYs Credit Items NO si Description Stats Wah s Expense Account Store wih z Rem Tace AI status A X ramer mats A E ases fA E massrrum rows displayed 25 x Rin Report Click on this button to run the report Vendor Name Stans Wah 7 Minimum amount Msscirum amoure Accecteco Al s Contains Ze Rem Where Incka e Oniy Matching Items In Report NO E Include Svsscrece tme NO x Description Starts th x f Expense Account Stns With mere Taxed All E Status fA same mans A E vas tacege ADS maium tows displayed 25 x IRE Report results Emand Ad Colapye d Print B export Summary amp e em I One transaction for AVID CENTER roli ofa o 95 Cord Helder Venter Date Amount Traasee Receipt 4 Th
82. to the Purchasing Department for audit documentation Forms Instructions Request for New Purchasing Card The Request for New Purchasing Card Form is used by the Principal Department Head to request a Purchasing Card for you individually or as a site card for their school or department This form can be emailed to you contact the Purchasing Department Gary Hopkins Ext 20585 Complete the first section of the form by supplying the following information a School Department name b Center organization Number Example 350 for Purchasing c Name of Individual or Site Card Number Example 01 02 etc d School Department phone number and extension number School Department address Sign and date the form and give it to your Principal Department Head Your Principal Department Head must determine the dollar limits for the monthly credit limit and single transaction limit by completing the bottom portion of the form After signing the form the Principal Department Head will submit the completed Request for New Purchasing Card Form to the Purchasing Department via fax or email for processing It normally takes about 7 14 business days to receive a new card Each person who is issued a purchasing card must be trained and sign the agreement form prior to using the card 21 1 Forms Instructions Cardholder Maintenance The Cardholder Maintenance Form is used by the Principal Department Head to r
83. to the transaction Verify that sales tax is not charged to the card unless it is an internal accounts card and the item is for resale If sales tax has been charged in error you must contact the vendor to get a credit for the amount of sales tax Report any charges that appear to be inappropriate or questionable to the Principal Department Head using the appropriate form Report the resolution of any inappropriate charges to Finance and Purchasing using the appropriate form 10 Either fax or upload scan the receipt and supporting documents a If faxing receipts may be taped to the fax sheet or sent as separate pages Attach only the receipt document that relates to that transaction number Each transaction must have its own fax sheet and it must be precede the receipt if sent as separate pages All transactions following a fax sheet will be attached to that transaction until the system reads another fax sheet b If uploading scanning scan the transaction header and the receipt document and save as a pdf file to a file folder where you can easily find them Click on the 77 Upload then the Browse button next to Upload File Name Choose the pdf file and Open then click on the Upload button If uploaded correctly a number should appear next to RECEIPTS IMAGES 11 If the description defaulted to goods click on the P details button In the pop up box type the detailed description of the item If this is a travel r
84. tween the cutoff and the invoice payment date 75 Appendix Bookkeeper Settlement Clerk Easy Step by Step Guide This portion of the user manual is to provide an easy step by step process for the bookkeepers settlement clerks More detailed instructions can be found in the relevant section of the manual which describes the steps in detail Daily Bookkeepers settlement clerks and cardholders will receive an email each time a transaction is posted to Resolve from the bank Any fraudulent transactions must be reported to the Purchasing Department immediately Uu Ig edges cm Login to the Resolve website Select Transactions and then Review You can choose all transactions or just those which do not have accounts assigned Click on Retrieve From the Review Transaction List you have the option to print all the transaction headers at once These are used to fax or upload scan receipts to the transactions At the bottom of the screen click on Check All button and then click on the Print Headers button One transaction header will print for each of the transactions Use these headers to attach receipts 6 Click on the blue transaction number 7 f you did not choose to print all transaction headers at once you can print the header from the Review Transaction screen Click on the blue transaction number When the transaction header appears click on the Print button Click on the Go Back button to return
85. uchases PETES E ss ed gef ice yo ffe so So Pf SaaS oh Tuas Sud usa 66 8 Each transaction on the Signature Report must have an expense account assigned to it 9 The total on the signature report must match the total on the Visa Statement for that card less any disputes 10 All Signature Reports must be signed by the cardholder and the Principal Department Head 11 Once all signatures have been obtained fax the report to the number on the page 800 472 1193 The bar coded page must be the first page of the fax if sending other documentation with the report 12 All signature reports must be faxed by the 10th of the subsequent month 13 The following is an example of a timeline for transactions in the month of January a Report dates 01 01 200X to 01 31 200X b All transactions must be reviewed by February 5 C All signature reports must be faxed by February 10th d Send your reimbursement check for a total of your internal accounts transactions made payable to The School Board of Volusia County to Finance by February 10th 14 Original documents remain at the school department site and must be made available at time of audit Once the audit has been completed the original documents can be archived but must be kept for five years 67 Reimbursing District for Internal Account Charges By the 10th of the subsequent month send your reimbursement check for the total of your internal account transactions to Finance Chec
86. ume logout EdtPesxword Pass Trenmections Mainienasce Denk Exports Resolye Transaction Detal Report Start Transaction Date E801 2008 End Transaction Dake 11032008 start Post Date End Post bate Cord User Divison A4 Location Nama 758 PINE RIDGE HGH Vendor Name Stats Why PO Niniumatmount Memo emet sroected AT s Contains An Rem Where Inchate Oniy Matching Items In Report MO zl Include SYS Crecit tens NO si Description Starts Wah x Expense tou Stis With x Rem Taxed All status AS pamir sana AU E ras rrago fA Print to pdf version Expand Ad Colapye zd Print a export Summary E e sep t afa 6 Cord Helder Venter Date Amount Traasee Receipt 6 To export the detail into Excel choose detail from the drop down list next to Print amp Export and press the Excel icon as shown below Heme logout EdtPeexword Pave Transactions Mainienence Denk Sxporie cee Transaction Detail Report 4 Transaction Date 103208 matPospee sEnd Postostel Location Name 1 Choose detail amane M emum tenoure Accepted Ai s from the drop Matching tems In Raport NO E trelade Svs crecie rams HO s setaun Stas Wah s tram Tae Al a bo fd tnasimom Rows Otsplayed 25 E sahd Ad colapse Ad Print amp Export Sunma E ecco wu Card Kalder Vendor Date 2 Click on the Excel icon button 72
87. unt was changed from the original amount to zero as shown below dt Password Pere Transactions Mertenence Hesk Reporte Review Transaction Return to Transactions List Help FE iaa l Hairs Purchaserfeard m entr eager rera ponosna EL emi Balley Oistrict Middla H gh oris Trawick me 00005783 s2548 2548 ipo ps oid name S4e989 E Wen 3 5885 crean s NOTES Auto Logged Transaction Description Quantity Unit Cost Amount Tax Audit trail showing that the tax amount was changed from 1 45 to 0 00 Reviewed 11 4 2008 10 22 soQhangad ing t Tne trom 1 4500 00 Changed ine 1 Tax hian DODto 1 45 Changed ine 1 Tax tor 6 5 The full amount will be charged to the expense account but taxes will not be separated 49 Challenging Disputing Accepting a Transaction 1 Challenging a Transaction The Challenge function is used when the person someone other than the bookkeeper reviewing the transaction wants to question it A transaction can be challenged by any of its reviewers b To challenge a transaction click the Challenge button as shown below Wirateres Internet Faplorer provided by Vehisty Cownty Schools Fe Edt wew Frewites Took Halo Fevre Bs co DAY eee arem Grete d 9 d Qu ws Add ess HE p alib rerna Coogle G aT TY Sowatse atudat Tred ats T Return to Transactions
88. were used the items were for official school district use and the purchases were in accordance with district policies and procedures It is the responsibility of the Principal Department Head to resolve any questionable purchases with you The Principal Department Head completes the bottom section of the form after determining what type of action is required a b If the Purchase Approved is checked no further action is required The form is to be returned to the Settlement Clerk for filing with the monthly signature report If the District to be reimbursed by the Cardholder is checked the Principal Department Head must obtain a check from you made payable to The School Board of Volusia County The Settlement Clerk must send this check along with a copy of the signature report to Finance The charge must be highlighted for proper crediting If the District to be reimbursed by is checked the Principal Department Head must supply the source of the reimbursement This could be internal accounts or some other source The Principal Department Head must obtain a check made payable to The School Board of Volusia County The Settlement Clerk must include the check along with a copy of the signature report to Finance The charge must be highlighted for proper crediting If the Purchase deemed inappropriate is checked the Principal Department Head must supply the details of the purchase and the action to be taken 24
89. will be required to contact the hotel for a credit If a hotel charges personal items such as meals telephone or movies to your room make sure a personal card is used to pay for these items If you are staying additional days for personal reasons these days should be charged to your personal card Do not include personal items on the purchasing card If this happens inadvertently you must reimburse the school or District immediately Notify the Finance Department to coordinate reimbursement Continuous abuse of charging personal items may result in cancellation of your card Do not accept a cash or check credit for any reason All credits must be applied to the purchasing card It is the responsibility of the cardholder to cancel any reservations made with the purchasing card so that the District will not be charged for rooms or airfare not used If the cardholder does not cancel the reservation in a timely manner and the District is charged the employee may be responsible for reimbursing the District for the charges As soon as you make a reservation using the purchasing card give the information to your bookkeeper settlement clerk Airline tickets are charged at the time the reservations are made Supply the bookkeeper settlement clerk with the dates of the trip purpose and destination 13 Lost or Stolen Cards Should you lose misplace or have your Purchasing Card stolen you must immediately notify the Purchasing Depar

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