![](media/image1.png)

United States Department of Agriculture

![](media/image2.wmf){width="3.4305555555555554in" height="3.5in"}

Version: SEPTEMBER 2005

Prepared by:

Office of Procurement and Property Management

Procurement Systems Division

**Table of Contents**

Page

[SECTION I. INTRODUCTION I-1](#introduction)

[Accessing the software I-1](#accessing-the-software)

[System Requirements I-1](#system-requirements)

[PCMS Login Instructions I-1](#pcms-login-instructions)

[Add to Favorites I-4](#add-to-favorites)

[PCMS Main Menu I-5](#pcms-main-menu)

[Menu Bar I-5](#menu-bar)

[[Cardholder]{.smallcaps} I-5](#cardholder)

[[Change Password]{.smallcaps} I-6](#change-password)

[[Reports]{.smallcaps} I-6](#reports)

[[Window]{.smallcaps} I-7](#window)

[Bulletin Board I-7](#bulletin-board)

[Command Bar I-7](#command-bar)

[System Edits I-8](#system-edits)

[Using Forms I-8](#using-forms)

[Forms Menu Bar and Pull-Down Menus
I-8](#forms-menu-bar-and-pull-down-menus)

[Moving Through a Form I-10](#moving-through-a-form)

[Executing a Query I-10](#executing-a-query)

[Listing Valid Field Values I-11](#listing-valid-field-values)

[Using the Wildcard (%) with the \[Find\] Function
I-11](#using-the-wildcard-with-the-find-function)

[Acknowledging Edit Alerts I-12](#acknowledging-edit-alerts)

[SECTION II. Cardholder Maintenance II-1](#cardholder-maintenance)

[Cardholder Menu II-1](#cardholder-menu)

[Purchase Card II-2](#purchase-card)

[Querying a Cardholder Record II-3](#querying-a-cardholder-record)

[Card Transactions II-4](#card-transactions)

[Query and View Transactions II-5](#query-and-view-transactions)

[The date the transaction was approved by the Cardholder.
II-5](#__RefHeading___Toc116284756)

[The Zip code where the Merchant is located.
II-5](#__RefHeading___Toc116284757)

[View Purchase Details II-7](#view-purchase-details)

[Reconciling Transactions II-9](#reconciling-transactions)

[The Document Identification of the original transaction, until the
document is sent to FFIS. II-9](#__RefHeading___Toc116284760)

[[Steps to Reconcile a Card or Check Transaction]{.smallcaps}
II-10](#steps-to-reconcile-a-card-or-check-transaction)

[[Guidelines to Reconciling Transactions]{.smallcaps}
II-10](#guidelines-to-reconciling-transactions)

[[Modifying Lines of Accounting]{.smallcaps}
II-11](#modifying-lines-of-accounting)

[Disputing a Transaction II-11](#disputing-a-transaction)

[Resolving Disputes II-14](#resolving-disputes)

[Profile Accounting II-15](#profile-accounting)

[Querying Records II-17](#querying-records)

[Updating Records II-17](#updating-records)

[For FFIS Users Only II-18](#for-ffis-users-only)

[[Reconciling Transactions with the Pcms/Ffis Interface]{.smallcaps}
II-19](#reconciling-transactions-with-the-pcmsffis-interface)

[SECTION III. Oversight tools III-1](#oversight-tools)

[Cardholder Reports III-1](#cardholder-reports)

[Query Tool Software III-1](#query-tool-software)

[uSer Messages III-2](#user-messages)

# INTRODUCTION

## Accessing the software {#accessing-the-software .unnumbered}

Web PCMS is a web-based application. Use an Internet browser to access
the application via the USDA website.

###  {#section .unnumbered}

### System Requirements  {#system-requirements .unnumbered}

Before accessing the software, be sure your computer has the following:

-   Windows 95 or higher (Windows 3.1 is not supported.)

-   Minimum of 16 MB RAM

-   Minimum of 100 MB available on the hard drive

-   Monitor Resolution of 800 x 600

-   Windows Internet Explorer, version 6.0 or higher

###  {#section-1 .unnumbered}

### PCMS Login Instructions {#pcms-login-instructions .unnumbered}

1.  To Log in to the PCMS Web application, access the USDA PCMS web page
    at <http://www.nfc.usda.gov/corporate/PCMS.htm>

    ![](media/image3.png){width="4.09375in"
    height="3.5854166666666667in"}

2.  Click the active PCMS Application Login link under the **PCMS
    Production** heading.

    ![](media/image4.png){width="2.252083333333333in" height="0.7625in"}

    An Oracle Forms Runtime window will open in another browser.

    **Note**: You may need to update your version of Oracle JInitiator
    to access the PCMS Web application. If a message displays asking to
    download JInitiatior, click Yes.

    **Or**

    If no page loads when you click on the
    ![](media/image5.png){width="1.6354166666666667in"
    height="0.1875in"} link, use the back button to return to the USDA
    PCMS web page and click the link to Download Oracle JInitiator
    1.3.1.17.

    ![](media/image6.png){width="2.0006944444444446in"
    height="0.7916666666666666in"}

3.  Click ![](media/image7.png){width="0.3229166666666667in"
    height="0.2604166666666667in"} on the security message.

    ![](media/image8.png){width="3.0in" height="1.9583333333333333in"}

    ![](media/image9.png){width="1.75in"
    height="1.086111111111111in"}The Logon dialog box opens.

4.  Enter your Username and Password and click \[Logon\]. Your LAPC will
    provide you with this information. Use your mouse or press \[Tab\]
    to move between fields.

+-----------------+-----------------------------------------------------+
| **Fieldname**   | **Description**                                     |
+-----------------+-----------------------------------------------------+
| Username        | Alphanumeric field, maximum of 20 positions         |
|                 |                                                     |
|                 | (e.g., FS4003)                                      |
+-----------------+-----------------------------------------------------+
| Password        | Alphanumeric field (must begin with an alpha        |
|                 | character), minimum of 6 characters                 |
|                 |                                                     |
|                 | (e.g., PCMS123)                                     |
+-----------------+-----------------------------------------------------+

After you successfully log on, the PCMS Main Window appears.

Every 90 days your password expires and must be changed. For
instructions on changing passwords, refer to [Change
Password](#Password) in this section.

> **Note**: If your password is within five days of expiring, a
> notification message will appear every time after you log in to PCMS
> up until the expiration date.
>
> To exit PCMS, click **\[Exit PCMS\]** from the Main Menu.

### Add to Favorites {#add-to-favorites .unnumbered}

These instructions will explain how to add the PCSM login page to
Favorites in your Internet Explorer browser.

**NOTE**: You will still need to complete the steps to login to the
application.

Create a new shortcut:

5.  Open an Internet Explorer browser.

6.  Enter the URL in the address field:
    <http://www.nfc.usda.gov/corporate/PCMS.htm>.

7.  Click **Favorites** on the toolbar.

    The Favorites navigation pane opens on the left side of the browser.

8.  ![](media/image10.png){width="3.25in" height="2.55625in"}Click
    **Add** in the navigation pane.

    The **Add Favorites** dialog box opens.

    **Make available offline**. Specifies that you want the content from
    the selected web page available when your computer is not connected
    to the Internet.

    **Name**. The name that will display in the Favorites navigation
    pane for the link to the web page. Accept the name as displayed or
    create your own name for the link.

    **Create In Pane**. Where you want the link to appear. If you do not
    select a folder, the link will appear in the main pane. If you
    select a folder, the link will appear within that folder.

    **Create In Button**. Toggle button to display or close the Create
    In Pane

    **New Folder**. Click to create a new folder in which to place the
    link.

9.  Click **OK**.

    The Add Favorites dialog box closes and the link is added to the
    navigation pane.

##   {#section-2 .unnumbered}

## PCMS Main Menu {#pcms-main-menu .unnumbered}

After logging onto PCMS, the PCMS Main Menu appears:

![](media/image11.png){width="6.110416666666667in"
height="5.191666666666666in"}

###  {#section-3 .unnumbered}

### Menu Bar {#menu-bar .unnumbered}

#### [Cardholder]{.smallcaps} {#cardholder .unnumbered}

Used to view purchase card/cardholder data; reconcile purchase card
transactions; and add, modify, and view cardholder profile accounting
data. Refer to the [*Cardholder Maintenance*](#cardholder-maintenance)
section for complete details in using all sub-options listed under
Cardholder.

#### [Change Password]{.smallcaps} {#change-password .unnumbered}

This option allows you to change your system password.

From the PCMS Main Menu, click **Change Password** on the main menu at
the top of the window. The following dialog box opens:

![](media/image12.png){width="1.9993055555555554in"
height="1.367361111111111in"}

Your assigned username is displayed. Type your old password and then
your new one.

The following are the requirements for the password:

-   A password must be at least 6 alphanumeric characters in length

-   Must start with a letter

-   Must include at least one number

-   Cannot contain spaces

-   Must be different by at least 3 characters from the previous
    password (e.g., PCMS123, PCMS456)

Type the new password once again to confirm you\'ve entered it
correctly. Note that the passwords will appear as asterisks. Click
![](media/image13.png){width="1.0in" height="0.15486111111111112in"}.
Your new password will be in effect the next time you log on to PCMS.

Contact your Local Agency Program Coordinator (LAPC) to reset your
password if any of the following situations occur:

-   The 90 days has expired and you didn\'t change your password

-   Entered your username and password three times unsuccessfully

-   Receive message that username and/or password are invalid

####  {#section-4 .unnumbered}

#### [Reports]{.smallcaps} {#reports .unnumbered}

The Reports menu is used to generate the Cardholder Report, which
generates a listing of all transactions for that cardholder's account
for a specified time period. Refer to the [*Oversight
Tools*](#oversight-tools) section for complete details.

#### [Window]{.smallcaps}  {#window .unnumbered}

This menu allows you to customize the window display, and navigate
between open PCMS windows.

###  {#section-5 .unnumbered}

### Bulletin Board {#bulletin-board .unnumbered}

The bulletin board, located in the center of the main menu screen,
provides up-to-date news about PCMS (e.g., notifications of system
downtime, location of new system documentation of USDA's web site). The
Departmental Program Coordinator (DPC) is responsible for the posting of
all messages to the bulletin board.

##  {#section-6 .unnumbered}

## Command Bar {#command-bar .unnumbered}

The command bar displays a row of command buttons that are used to
initiate or confirm actions in PCMS. In PCMS these command buttons are
located at the top of each screen.

Below is a description of each command button on the command bar.

+---------+-----+------------------------------------------------------+
| ![](m   |     |                                                      |
| edia/im |     |                                                      |
| age14.p |     |                                                      |
| ng){wid |     |                                                      |
| th="6.4 |     |                                                      |
| 9375in" |     |                                                      |
| hei     |     |                                                      |
| ght="0. |     |                                                      |
| 1965277 |     |                                                      |
| 7777777 |     |                                                      |
| 777in"} |     |                                                      |
+---------+-----+------------------------------------------------------+
| Clear   | ![] | Clears all data in the form.                         |
| Form    | (me |                                                      |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 15. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .28 |                                                      |
|         | 75i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Save    | ![] | Saves changes to the database.                       |
|         | (me |                                                      |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 16. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 229 |                                                      |
|         | 166 |                                                      |
|         | 666 |                                                      |
|         | 666 |                                                      |
|         | 667 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .31 |                                                      |
|         | 25i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Print   | ![] | Prints the screen.                                   |
|         | (me |                                                      |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 17. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .29 |                                                      |
|         | 027 |                                                      |
|         | 777 |                                                      |
|         | 777 |                                                      |
|         | 777 |                                                      |
|         | 78i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Edit    | ![] | Edit a field.                                        |
|         | (me |                                                      |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 18. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .29 |                                                      |
|         | 027 |                                                      |
|         | 777 |                                                      |
|         | 777 |                                                      |
|         | 777 |                                                      |
|         | 78i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Clear   | ![] | Removes the transaction information from the screen. |
|         | (me | Any unsaved changes will be lost. A cleared record   |
|         | dia | is **not** deleted from the database.                |
|         | /im |                                                      |
|         | age |                                                      |
|         | 19. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | h   |                                                      |
|         | eig |                                                      |
|         | ht= |                                                      |
|         | "0. |                                                      |
|         | 280 |                                                      |
|         | 555 |                                                      |
|         | 555 |                                                      |
|         | 555 |                                                      |
|         | 555 |                                                      |
|         | 56i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Remove  | ![] | Removes a line of accounting in the Profile          |
|         | (me | Accounting screen.                                   |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 20. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .3i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Insert  | ![] | Inserts a new record after the current record.       |
|         | (me |                                                      |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 21. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .29 |                                                      |
|         | 027 |                                                      |
|         | 777 |                                                      |
|         | 777 |                                                      |
|         | 777 |                                                      |
|         | 78i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Find    | ![] | Search functions.                                    |
|         | (me |                                                      |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 22. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | h   |                                                      |
|         | eig |                                                      |
|         | ht= |                                                      |
|         | "0. |                                                      |
|         | 264 |                                                      |
|         | 583 |                                                      |
|         | 333 |                                                      |
|         | 333 |                                                      |
|         | 333 |                                                      |
|         | 34i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Help    | ![] | Displays a brief message about the current field.    |
|         | (me |                                                      |
|         | dia | **Note**: The Help function is not available at this |
|         | /im | time.                                                |
|         | age |                                                      |
|         | 23. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .31 |                                                      |
|         | 944 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 44i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| List    | ![] | Opens a dialog box for selecting valid field         |
|         | (me | entries. The text, "*List of Values*" appears in the |
|         | dia | status bar at the bottom of the screen when your     |
|         | /im | cursor is in a field that accepts list values.       |
|         | age |                                                      |
|         | 24. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | h   |                                                      |
|         | eig |                                                      |
|         | ht= |                                                      |
|         | "0. |                                                      |
|         | 297 |                                                      |
|         | 916 |                                                      |
|         | 666 |                                                      |
|         | 666 |                                                      |
|         | 666 |                                                      |
|         | 66i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+

## System Edits {#system-edits .unnumbered}

All entries in the system are subject to front-end system edits. If an
error occurs, or if required data is omitted, an edit error message is
displayed at the bottom of the window. All errors must be corrected
before the database is updated.

##  {#section-7 .unnumbered}

##  {#section-8 .unnumbered}

## Using Forms {#using-forms .unnumbered}

PCMS also uses data entry screens that are referred to as forms. Forms
consist of an array of **fields** that are used to enter, update, and
query data in the database.

Fields may appear in any type of window. Editable fields are white;
non-editable fields are shaded gray.

Date fields in PCMS use the mm-dd-yyyy format (e.g., 09-30-2004).

### Forms Menu Bar and Pull-Down Menus {#forms-menu-bar-and-pull-down-menus .unnumbered}

Most forms windows display a common menu bar that provides options with
pull-down menus for performing data query and entry functions. Each
option on the menu bar is listed below with a description of each
pull-down option.

  ------------------------------------------------------ ----------- ------------------------------------------------
  ![](media/image25.png){width="6.493055555555555in"                 
  height="0.19791666666666666in"}                                    

  **Action**                                                         

  ![](media/image26.png){width="0.5395833333333333in"    Clear Form  Clear all records from the current block and
  height="0.8in"}                                                    creates a new record.

                                                         Save        Save new or modified data to the database.

                                                         Print       Print the current screen.

                                                         Exit        Exit the current form and return to main window.

  **Edit**                                                           

  ![](media/image27.png){width="0.3194444444444444in"    Cut         Cut selected text.
  height="0.7895833333333333in"}                                     

                                                         Copy        Copy selected text.

                                                         Paste       Paste copied text to current cursor location.

                                                         Edit        Display a popup window where you can edit a
                                                                     field.

  **Block**                                                          

  ![](media/image28.png){width="0.42986111111111114in"   Previous    Move the cursor to the previous form block that
  height="0.6555555555555556in"}                                     contains a text field.

                                                         Next        Move the cursor to the next form block that
                                                                     contains a text field.

                                                         Clear       Clear all records from the current block and
                                                                     create a new record. This only removes records
                                                                     from the workspace -- it does not delete records
                                                                     from the database.

  **Field**                                                          

  ![](media/image29.png){width="0.4701388888888889in"    Previous    Move the cursor to the previous field in the
  height="0.7895833333333333in"}                                     current record.

                                                         Next        Move the cursor to the next field in the current
                                                                     record.

                                                         Clear       Clear the content of the current field beginning

                                                         Duplicate   Copy the field value from the same field of the
                                                                     previous record into the current record.

  **Record**                                                         

  ![](media/image30.png)                                 Previous    Move the cursor to the previous record in the
                                                                     current block.

                                                         Next        Move the cursor to the next record in the
                                                                     current block.

                                                         Scroll Up   Shift the window up.

                                                         Scroll Down Shift the window down.

                                                         Clear       Remove the record from the current block,
                                                                     reversing any uncommitted changes made to the
                                                                     record. A cleared record is not deleted from the
                                                                     database.

                                                         Remove      Remove the current record from the database.
                                                                     Records are not permanently deleted until you
                                                                     commit your changes to the database.

                                                         Insert      Insert a new record after the current record.

                                                         Lock        Used to lock a record so that another user
                                                                     cannot change the record while you are updating
                                                                     it. \[Lock Record\] does not allow you to enter
                                                                     or change any data in a field that is protected
                                                                     against entry or update.

  **Query**                                                          

  ![](media/image31.png){width="0.6493055555555556in"    Enter       Used to clear the current block and allows you
  height="1.257638888888889in"}                                      to enter query criteria.

                                                         Execute     Used to clear the current block and retrieve all
                                                                     the records from the database table referenced
                                                                     by the block.

                                                         Last        Used to display the query criteria last used.
                                                         Criteria    

                                                         Cancel      Used to terminate query processing.

                                                         Count Hits  Used to clear the current block and display on
                                                                     the message line the number of rows that a query
                                                                     would retrieve if executed.

                                                         Fetch Next  Used to retrieve the next set of records into
                                                         Set         the current block from records that satisfy an
                                                                     active query.

                                                         Find        Used to clear the current block and allows you
                                                                     to enter query criteria.

  **Help**                                                           

  ![](media/image32.png){width="0.6in"                   Help        The Help function is not available at this time.
  height="0.9541666666666667in"}                                     

                                                         Keys        Lists available function keys.

                                                         List        Displays values for List Fields.

                                                         Display     Displays full error message.
                                                         Error       

                                                         Debug       Debugs error.
  ------------------------------------------------------ ----------- ------------------------------------------------

  ----------------------------------------------------- -------------- ------------------------------------------------
  **Window**                                                           

  ![](media/image33.png){width="0.8298611111111112in"   Cascade        Display windows in a cascading style.
  height="1.0479166666666666in"}                                       

                                                        Tile           Display multiple windows below each other.
                                                        Horizontally   

                                                        Tile           Display multiple windows side by side..
                                                        Vertically     

                                                        Menus          Toggle between open windows.
  ----------------------------------------------------- -------------- ------------------------------------------------

### Moving Through a Form {#moving-through-a-form .unnumbered}

[Moving From Record to Record]{.underline}. After you retrieve records
from the database, you can use **Record\>Next**, **Record\>Previous**,
or use the mouse and the scroll bar to the left of the screen to scan
the records.

[Moving From Field to Field]{.underline}. To move the cursor from one
field to another, use **Field\>Next**, **Field\>Previous**, or press
**\[Tab\],** \[Shift\]+\[Tab\] to go back, or use the mouse to place the
cursor in the desired field.

### Executing a Query {#executing-a-query .unnumbered}

Retrieving information from the database is called executing a query.
You can enter a query using the features described below.

[Retrieving All Records]{.underline}. Click the **Find** button
![](media/image22.png){width="0.25in" height="0.20694444444444443in"}
twice to query all records attached to the user id used to log into
PCMS. Use the scroll bar to the left of the screen to view scan records.

[Retrieving Specific Records]{.underline}. Click the **Find** button
![](media/image22.png){width="0.25in" height="0.20694444444444443in"},
type the value you want to match in the appropriate field(s), and click
the Find button ![](media/image22.png){width="0.25in"
height="0.20694444444444443in"} again. If more than one record is found,
the scroll bar to the left will be activated. Use the scroll bar to the
left of the screen to view each record.

### Listing Valid Field Values {#listing-valid-field-values .unnumbered}

Some fields in the PCMS entry windows have lists from which the user may
select valid field entries (e.g., Cardholder name). If *\<List of
Values\>* is displayed in the status bar in the lower left corner of the
window, there is a list available for the field in which the cursor is
currently located.

To access the list, click the **List** button
![](media/image34.png){width="0.34375in" height="0.3020833333333333in"}
on the command bar. A list popup window appears displaying all
appropriate choices for the specific field. Refer to the screen below.

![](media/image35.png){width="6.1722222222222225in"
height="3.6145833333333335in"}

Scroll to highlight the item you want to enter and click
![](media/image36.png){width="0.3902777777777778in"
height="0.20833333333333334in"}. The value appears in the applicable
field. Other related fields will also be populated based on your
selection.

### Using the Wildcard (%) with the \[Find\] Function {#using-the-wildcard-with-the-find-function .unnumbered}

The wildcard allows you to search for a partial value. For instance, if
you are not certain how a name is spelled when searching on **[Merchant
Name]{.smallcaps}**, use the wild card to replace single or multiple
letters or numbers.

For example, when searching for the Merchant Name "Toshiba" replace
"oshiba" with the % to return all records beginning with "T". You can
query with the wildcard three different ways, for example: %oshiba,
Tos%, or %osh%. The window will populate with all records matching your
search criteria.

### Acknowledging Edit Alerts {#acknowledging-edit-alerts .unnumbered}

PCMS edit alerts appear as two types of popup windows that partially
overlay the current window. To respond to the first type of edit alert,
select the appropriate answer (*Yes*, *No*, or *Cancel*). For the second
type, for which **\[OK\]** is the only response, you must click
**\[OK\]** to acknowledge that you have read the message.

# Cardholder Maintenance

## Cardholder Menu {#cardholder-menu .unnumbered}

The Cardholder menu provides options for PCMS cardholders to reconcile
accounts and perform related functions.

![](media/image37.png){width="6.497916666666667in"
height="5.467361111111111in"}

Below is a brief description of the Cardholder menu sub-options:

**Profile Accounting:** For Cardholders to view, add, and modify their
profile accounting data.

**Purchase Card:** For Cardholders to view their purchase card account
data.

**Card Transactions:** For Cardholders to reconcile, and dispute, their
purchase card transactions.

## Purchase Card {#purchase-card .unnumbered}

The Purchase Card screen is used to provide a quick view of the
cardholder's purchase card data. This is a view only screen.

When this sub-option is selected, the Purchase Card screen appears.

![](media/image38.png){width="4.920138888888889in" height="3.8375in"}

The following is a brief description of each field:

+--------------+-------------------------------------------------------+
| *            | **Description**                                       |
| *Fieldname** |                                                       |
+==============+=======================================================+
| [Name]       | The cardholder's name as it appears on the card       |
| {.smallcaps} | (i.e., the person authorized to charge to the         |
|              | account).                                             |
+--------------+-------------------------------------------------------+
| [Account     | This field contains four parts:                       |
| Number]      |                                                       |
| {.smallcaps} | -   The cardholder's program code                     |
|              |                                                       |
|              | -   The cardholder's department code                  |
|              |                                                       |
|              | -   The cardholder's agency code                      |
|              |                                                       |
|              | -   The last 10 digits of the purchase card account   |
|              |     number                                            |
|              |                                                       |
|              | (Each part of this field can be queried.)             |
+--------------+-------------------------------------------------------+
| [Office      | Cardholder's primary work location.                   |
| Address      |                                                       |
| 1]           |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Office      | Cardholder's secondary work location.                 |
| Address      |                                                       |
| 2]           |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Office      | City where Cardholders primary work location is.      |
| City]        |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Office      | State abbreviation where Cardholders primary work     |
| State /      | location is.                                          |
| Foreign      |                                                       |
| Country]     |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Office Zip  | Zip code of Cardholders primary work location.        |
| Code]        |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Office Zip  | Zip code extension of Cardholders primary work        |
| Code         | location.                                             |
| Ext]         |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Region]     | The second position in the agency organizational      |
| {.smallcaps} | structure code for that cardholder. (Query field.)    |
+--------------+-------------------------------------------------------+
| [Unit]       | The third position in the agency organizational       |
| {.smallcaps} | structure code for that cardholder. (Query field.)    |
+--------------+-------------------------------------------------------+
| [Sub         | The fourth position in the agency organizational      |
| Unit]        | structure code for that cardholder. (Query field.)    |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Phone       | The cardholder's business phone number.               |
| Number]      |                                                       |
| {.smallcaps} | (Query field.)                                        |
+--------------+-------------------------------------------------------+
| [Monthly     | The cardholder's monthly limit. The maximum amount    |
| Limit]       | the cardholder can spend in one month.                |
| {.smallcaps} |                                                       |
|              | (Query field.)                                        |
+--------------+-------------------------------------------------------+
| [Expiration  | The expiration date of the cardholder's account.      |
| Date]        |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Single      | The cardholder's single purchase limit.               |
| Purchase     |                                                       |
| Limit]       | (Query field.)                                        |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Card        | The card status:                                      |
| Status]      |                                                       |
| {.smallcaps} | Active                                                |
|              |                                                       |
|              | Deleted                                               |
|              |                                                       |
|              | Inactive                                              |
+--------------+-------------------------------------------------------+
| [Tax Exempt  | The tax exempt number for the department.             |
| Number]      |                                                       |
| {.smallcaps} | (Query field.)                                        |
+--------------+-------------------------------------------------------+
| [Checks      | Indicates whether the cardholder is authorized to     |
| Authorized?] | have checks.                                          |
| {.smallcaps} |                                                       |
|              | Y = Yes                                               |
|              |                                                       |
|              | N = No                                                |
+--------------+-------------------------------------------------------+
| [LAPC        | The Local Agency Program Coordinator's name attached  |
| Name]        | to the cardholder's record.                           |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+

### Querying a Cardholder Record {#querying-a-cardholder-record .unnumbered}

The system will automatically query the cardholder record attached to
the user id that was used to log into PCMS.

To return to the PCMS Main Menu, select **Action\>Exit**.

## Card Transactions {#card-transactions .unnumbered}

The Transaction screen provides a summary of all transactions attached
to a specific cardholder along with the accounting charged. This
includes transactions on cards that have been reported as lost or
stolen. **Cardholders reconcile and dispute their own transactions.**
From the Transactions window the Cardholder can query and reconcile
transactions, or initiate a request to dispute a transaction.

When this sub-option is selected, the Transactions screen appears.

![](media/image39.png){width="6.488888888888889in"
height="3.410416666666667in"}

The Cardholder identification information will be populated in the
following fields:

+-------------------+--------------------------------------------------+
| **Fieldname**     | **Description**                                  |
+===================+==================================================+
| [                 | The cardholder's name as it appears on the card  |
| Name]{.smallcaps} | (i.e., the person authorized to charge to the    |
|                   | account).                                        |
+-------------------+--------------------------------------------------+
| [Account          | This field contains two parts:                   |
| Nu                |                                                  |
| mber]{.smallcaps} | -   The cardholder's program code                |
|                   |                                                  |
|                   | -   The last 10 digits of the purchase card      |
|                   |     account number                               |
+-------------------+--------------------------------------------------+
| [Organiza         | This field contains four parts:                  |
| tion]{.smallcaps} |                                                  |
|                   | -   The cardholder's department code             |
|                   |                                                  |
|                   | -   The cardholder's agency code                 |
|                   |                                                  |
|                   | -   The cardholder's unit code                   |
|                   |                                                  |
|                   | The cardholder's sub unit code                   |
+-------------------+--------------------------------------------------+

### Query and View Transactions {#query-and-view-transactions .unnumbered}

View transaction information from the **Transactions** tab.

![](media/image40.png){width="6.122916666666667in"
height="2.729861111111111in"}

+-------------------+--------------------------------------------------+
| **Fieldname**     | **Description**                                  |
+===================+==================================================+
| ***Card           |                                                  |
| Transactions***   |                                                  |
|                   |                                                  |
| *(Any of the      |                                                  |
| following fields  |                                                  |
| can be queried    |                                                  |
| on. Use the       |                                                  |
| scroll bar to     |                                                  |
| view all the      |                                                  |
| fields.)*         |                                                  |
+-------------------+--------------------------------------------------+
| [Approved         | []{#__RefHeading___Toc116284756 .anchor}The date |
| Date]{.smallcaps} | the transaction was approved by the Cardholder.  |
+-------------------+--------------------------------------------------+
| [Purchase         | The date the purchase was made.                  |
| Date]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Transaction      | The amount of the purchase.                      |
| Am                |                                                  |
| ount]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Merchant         | The name of the Merchant from whom the           |
| Name]{.smallcaps} | procurement was made.                            |
+-------------------+--------------------------------------------------+
| [Merchant         | The street address where the Merchant is         |
| Add               | located.                                         |
| ress]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Merchant         | The merchant's city name.                        |
| City]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Merchant         | The abbreviation for the merchant's state and    |
| S                 | county.                                          |
| tate]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Invoice Paid     | ►This field will be blank because it is not      |
| Date]{.smallcaps} | currently being used.◄                           |
+-------------------+--------------------------------------------------+
| [Merchant         | []{#__RefHeading___Toc116284757 .anchor}The Zip  |
| Zip]{.smallcaps}  | code where the Merchant is located.              |
+-------------------+--------------------------------------------------+
| [Ac               | > The current action on the transaction:         |
| tion]{.smallcaps} | >                                                |
|                   | > A = Approved Q = Questionable                  |
|                   | >                                                |
|                   | > D = Disputed U = Unapproved                    |
|                   | >                                                |
|                   | > R = Resolved                                   |
|                   | >                                                |
|                   | > (Dropdown menu)                                |
+-------------------+--------------------------------------------------+
| [Item             | > Description of the item purchased.             |
| Descrip           |                                                  |
| tion]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Comm             | > Enter any comments.                            |
| ents]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Transaction      | > Displays the current transaction status in     |
| St                | > FFIS. Not editable by the user.                |
| atus]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Conv Check       | > The convenience check number (if used).        |
| no]{.smallcaps}   |                                                  |
+-------------------+--------------------------------------------------+
| [Date             | > The date the goods were received by the        |
| Rece              | > purchaser.                                     |
| ived]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [SF               | > SF-281 code for purchases over \$2500. A       |
| -281]{.smallcaps} | > \<List of values\> is available for this       |
|                   | > field.                                         |
|                   | >                                                |
|                   | > See the Definition of SF-281 Codes document at |
|                   | >                                                |
|                   | <http://www.usda.gov/procurement/card/guide.htm> |
|                   | > under the 'Miscellaneous' section for          |
|                   | > additional information.                        |
|                   | >                                                |
|                   | > **Note**: the SF-281 code is only required for |
|                   | > transactions over \$2,500. The field will be   |
|                   | > grayed out if not required.                    |
|                   | >                                                |
|                   | > (Alpha, 2 positions)                           |
+-------------------+--------------------------------------------------+
| [Tax ID Number    | > Merchant\'s tax ID number or employee\'s SSN.  |
| (                 | > A \<List of values\> is available for this     |
| TIN)]{.smallcaps} | > field.                                         |
|                   | >                                                |
|                   | > **Note**: The TIN only requires data entry if  |
|                   | > the purchase was made using a convenience      |
|                   | > check. It is the Cardholder\'s responsibility  |
|                   | > to obtain this information from the Merchant   |
|                   | > if a check is used. If the purchase is made    |
|                   | > using a card, the TIN will be entered by the   |
|                   | > Bank.                                          |
|                   | >                                                |
|                   | > (Numeric, 10 positions)                        |
+-------------------+--------------------------------------------------+
| [Agency Reference | > The agency reference number.                   |
| Nu                | >                                                |
| mber]{.smallcaps} | > (Alpha, maximum 32 positions)                  |
+-------------------+--------------------------------------------------+

###  {#section-9 .unnumbered}

When you first access the Transactions screen, it is already in the
query mode. Use one of the following processes to query transactions:

1.  **Querying all transactions.**

```{=html}
<!-- -->
```
a.  Click the **FIND** button ![](media/image22.png){width="0.25in"
    height="0.20694444444444443in"} to generate a list of all
    transactions for the current Cardholder account;

b.  The current Cardholder account details will appear in the top part
    of the screen;

c.  If previous accounts exist the scroll bar will become active and a
    particular account can be selected. The corresponding transactions
    will display for the specific account selected;

```{=html}
<!-- -->
```
10. **Querying for specific transactions.**

```{=html}
<!-- -->
```
a.  Click ![](media/image22.png){width="0.25in"
    height="0.20694444444444443in"} on the command bar to generate a
    list of all transactions for the current Cardholder account;

```{=html}
<!-- -->
```
d.  Ensure you are have the correct account selected, if you have
    multiple accounts;

e.  Position cursor in any field in the **Transactions** tab area and
    click ![](media/image22.png){width="0.25in"
    height="0.20694444444444443in"} . The account information will
    remain but the field values in the Card transaction area will clear;

f.  Any field in the Card Transaction area can now be queried on. Place
    the cursor in any of these fields and enter a value you wish to
    search on and click ![](media/image22.png){width="0.25in"
    height="0.20694444444444443in"} ;

g.  The query results will appear;

h.  Range operators such as \< or \>, and wildcards such as %, can be
    used in queries;

###  {#section-10 .unnumbered}

###  {#section-11 .unnumbered}

### View Purchase Details {#view-purchase-details .unnumbered}

View Level 3 details of the transactions from the **Purchase Details**
tab.

![](media/image41.png){width="6.99375in" height="3.925in"}

+--------------+-------------------------------------------------------+
| *            | **Description**                                       |
| *Fieldname** |                                                       |
+==============+=======================================================+
| #####        | > The name of the Merchant from whom the procurement  |
| ### [Merchan | > was made.                                           |
| t Name]{.sma |                                                       |
| llcaps} {#me |                                                       |
| rchant-name  |                                                       |
| .unnumbered} |                                                       |
+--------------+-------------------------------------------------------+
| [Transaction | > The cost of the purchase.                           |
| Amount]      |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Freight     | > The cost of freight to send the item.               |
| Amount]      |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Duty        | > Duty amount applied to the transaction.             |
| Amount]      |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Sales       | > The amount of sales tax for the item.               |
| Tax]         |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Order       | > The date the item was ordered by the Cardholder.    |
| Date]        |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Authorized  | > Name of authorized Merchant contact.                |
| Contact      |                                                       |
| Name]        |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Authorized  | > Phone number of authorized Merchant contact.        |
| Contact      |                                                       |
| Phone]       |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Discount    | > Amount of discount applied to the transaction.      |
| Amount]      |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Quantity]   | > Number of items purchased.                          |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Unit of     | > Item unit of measure.                               |
| Measure]     |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Unit        | > Cost per item.                                      |
| Cost]        |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Product     | > Item Product Code.                                  |
| Code]        |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Purchase    | > Description of item purchased.                      |
| Detail       |                                                       |
| Description] |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Item        | > Item Total.                                         |
| Total]       |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Type of     | > Type of Supply.                                     |
| Supply]      |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+

###  Reconciling Transactions {#reconciling-transactions .unnumbered}

Reconcile Transactions from the **Transaction Maintenance** tab.

![](media/image42.png){width="6.992361111111111in"
height="2.566666666666667in"}

+--------------+-------------------------------------------------------+
| *            | **Description**                                       |
| *Fieldname** |                                                       |
+==============+=======================================================+
| ###          | > The agency code.                                    |
| ##### [Agenc |                                                       |
| y]{.smallcap |                                                       |
| s} {#agency  |                                                       |
| .unnumbered} |                                                       |
+--------------+-------------------------------------------------------+
| [Station]    | > The accounting station code.                        |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Accounting  | > The accounting code against which this portion of   |
| Code]        | > the transaction is to be charged.                   |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Account     | > The description of accounting code.                 |
| Description] |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Object      | > The BOCC. This code defines the nature of the       |
| Class]       | > services or goods being obligated. A \<List of      |
| {.smallcaps} | > values\> is available for this field.               |
|              | >                                                     |
|              | > **Note**: It is important the accurate BOCCs are    |
|              | > used to ensure accurate 1099 reporting. Only        |
|              | > service BOCCs will generate a 1099 tax report at    |
|              | > the end of the financial year. For example,         |
|              | > Janitorial Services BOCC 2511 will generate a 1099, |
|              | > but Supplies BOCC 2507 will not.                    |
|              | >                                                     |
|              | > (Numeric, 4 positions)                              |
+--------------+-------------------------------------------------------+
| [Dist        | > The amount of this transaction being applied to     |
| Amount]      | > this accounting code.                               |
| {.smallcaps} | >                                                     |
|              | > (Numeric, maximum 9 positions)                      |
| [(Required)] |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [FFIS Doc    | > []{#__RefHeading___Toc116284760 .anchor}The         |
| ID]          | > Document Identification of the original             |
| {.smallcaps} | > transaction, until the document is sent to FFIS.    |
+--------------+-------------------------------------------------------+
| [Comments]   | > Additional information concerning the line of       |
| {.smallcaps} | > accounting.                                         |
+--------------+-------------------------------------------------------+
| [Total       | > The total amount of the transaction                 |
| Amount]      |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| ![](         | > Click this button to modify the individual line of  |
| media/image4 | > accounting.                                         |
| 3.png){width |                                                       |
| ="0.71875in" |                                                       |
| heig         |                                                       |
| ht="0.25in"} |                                                       |
+--------------+-------------------------------------------------------+
| ![]          | > Click this button to modify all accounting          |
| (media/image | > information.                                        |
| 44.png){widt |                                                       |
| h="1.1041666 |                                                       |
| 666666667in" |                                                       |
| heig         |                                                       |
| ht="0.25in"} |                                                       |
+--------------+-------------------------------------------------------+

#### [Steps to Reconcile a Card or Check Transaction]{.smallcaps} {#steps-to-reconcile-a-card-or-check-transaction .unnumbered}

-   View the transaction on the **Transaction Maintenance** tab in PCMS

-   Verify the transaction details are correct against paperwork and
    ensure all details are correct

-   Select an Action Code

-   Enter comments and dates

-   Modify lines of accounting if necessary (including account codes and
    BOCC's)

-   Save transaction

#### [Guidelines to Reconciling Transactions]{.smallcaps} {#guidelines-to-reconciling-transactions .unnumbered}

-   If the [Total]{.smallcaps} amount of the transaction is greater than
    \$2500, the SF-281 code becomes white and this code is required
    after the transaction has been approved.

If the [Total]{.smallcaps} amount field is gray, the transaction amount
is less than \$2500 and the SF-281 code is optional.

-   Retail Credit/Debit Adjustments. When the posting process for
    transactions in PCMS ends abnormally, only a portion of the
    transactions are posted properly. In an attempt to correct the
    posting problem the original transaction is reversed and re-posted.
    This scenario is reflected when "Retail Credit Adjustments" and
    "Retail Debit Adjustments" appear in your list of transactions.
    Approve the debit and credit that cancel each other out and
    reconcile the second credit using the normal reconciliation process.

-   Policy requires that transactions MUST be reconciled at least every
    30 days. In Practice, Cardholders are requested to reconcile on a
    daily basis, to assist with 1099 processing.

-   The same process is used to reconcile transactions that were made
    using Convenience Checks that is used to reconcile transactions made
    with a Purchase Card, with the following differences:

```{=html}
<!-- -->
```
-   The Cardholder must obtain the Merchant's TIN at the time of
    purchase;

-   The **Merchant Address**[,]{.smallcaps} **Merchant
    City**[,]{.smallcaps} **Merchant State**, and **Tax ID Number** will
    appear white, indicating that the Cardholder is required to enter
    this information when the transaction is approved;

-   The check number will be entered by the bank and appear in **Item
    Description;**

-   If the check is made out to a foreign merchant, enter the city,
    country, and zip code in the [Merchant State]{.smallcaps} field, two
    zeroes in the [State]{.smallcaps} field, and leave the
    [Zip]{.smallcaps} field blank. Currently, this screen does not
    permit foreign addresses.

#### [Modifying Lines of Accounting]{.smallcaps} {#modifying-lines-of-accounting .unnumbered}

When a transaction is entered into PCMS the default accounting
information defined in Profile Accounting is associated with it. You can
easily modify the accounting information for individual transactions if
during reconciliation:

-   To modify a line of accounting that is currently attached to the
    transaction, click ![](media/image43.png){width="0.6in"
    height="0.20833333333333334in"} at the end of the line you want to
    change. The field values for that line are copied to the bottom part
    of the window, except the **Account Description**, where you may
    change the data as needed. Repeat these instructions for each line
    to be modified;

-   To modify all the current lines of accounting, click
    ![](media/image44.png){width="0.9291666666666667in"
    height="0.21041666666666667in"} in the lower portion of the window.
    All the current lines of accounting are copied to the bottom part of
    the window. Change the data as needed;

-   Click ![](media/image16.png){width="0.22013888888888888in"
    height="0.2125in"} on the Command Bar to update the database;

###  {#section-12 .unnumbered}

### Disputing a Transaction {#disputing-a-transaction .unnumbered}

View or enter dispute information from the **Dispute Maintenance** tab.

![](media/image45.png){width="5.038194444444445in"
height="3.9305555555555554in"}

+--------------+-------------------------------------------------------+
| *            | **Description**                                       |
| *Fieldname** |                                                       |
+==============+=======================================================+
| #####        | > The date the purchase was made.                     |
| ### [Purchas |                                                       |
| e Date]{.sma |                                                       |
| llcaps} {#pu |                                                       |
| rchase-date  |                                                       |
| .unnumbered} |                                                       |
+--------------+-------------------------------------------------------+
| [Merchant    | > The merchant\'s name.                               |
| Name]        |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Reference   | > The number assigned to the transaction by the input |
| Number]      | > source.                                             |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Dispute     | > The code that identifies the type of dispute.       |
| Code]        | >                                                     |
| {.smallcaps} | > 1 -- Unauthorized mail or phone order               |
|              | >                                                     |
|              | > 2 -- Duplicate processing                           |
|              | >                                                     |
|              | > 3A -- Merchandise or service not received in the    |
|              | > amount of                                           |
|              | >                                                     |
|              | > 3B -- Merchandise or service not received in the    |
|              | > amount of                                           |
|              | >                                                     |
|              | > 4 -- Merchandise returned in the amount of          |
|              | >                                                     |
|              | > 5 -- Credit not received                            |
|              | >                                                     |
|              | > 6 -- Alteration of amount                           |
|              | >                                                     |
|              | > 7 -- Inadequate description / unrecognized charge   |
|              | >                                                     |
|              | > 8 -- Copy request                                   |
|              | >                                                     |
|              | > 9A -- Services not received                         |
|              | >                                                     |
|              | > 9B -- Services not received                         |
|              | >                                                     |
|              | > 10 -- Not as described                              |
|              | >                                                     |
|              | > 11 -- None of the above                             |
|              | >                                                     |
|              | > (Alphanumeric, maximum 3 positions)                 |
+--------------+-------------------------------------------------------+
| [Short       | > A brief description associated with the dispute.    |
| Description] |                                                       |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Date        | > Actual date the dispute was initiated. Defaults to  |
| Disputed]    | > the current date. Type over if actual dispute date  |
| {.smallcaps} | > is different.                                       |
|              | >                                                     |
|              | > (Date, 8 positions, format mm-dd-yyyy)              |
+--------------+-------------------------------------------------------+
| [Date        | > Date the merchant was contacted.                    |
| Merchant     | >                                                     |
| Contacted]   | > (Date, 8 positions, format mm-dd-yyyy)              |
| {.smallcaps} |                                                       |
+--------------+-------------------------------------------------------+
| [Date        | > Date the dispute was resolved.                      |
| Resolved]    | >                                                     |
| {.smallcaps} | > (Date, 8 positions, format mm-dd-yyyy)              |
+--------------+-------------------------------------------------------+
| [Amount]     | > Amount in dispute.                                  |
| {.smallcaps} | >                                                     |
|              | > (Numeric, 11 positions)                             |
| (Required)   |                                                       |
+--------------+-------------------------------------------------------+
| [Comments]   | > Additional information to be added to the record.   |
| {.smallcaps} | > Additional comments are required if Dispute Code 11 |
|              | > (*None of the Above*) is selected.                  |
|              | >                                                     |
|              | > (Alphanumeric, maximum 240 positions)               |
+--------------+-------------------------------------------------------+

Transactions must be paid before they can be disputed. The cardholder
must contact the vendor and try to resolve any dispute before processing
it through PCMS. If the dispute with the vendor cannot be resolved, the
cardholder is to contact the bank for assistance. The cardholder has 60
days to file a dispute.

**NOTE**: Checks cannot be disputed.

If the dispute cannot be resolved, then process it through PCMS. Go to
the Dispute Maintenance screen by selecting **Card Transaction\>Maintain
Disputes** from the menu bar.

1.  On the Transaction tab, select the transaction by placing the cursor
    in one of the fields on the line.

2.  If the dispute is over merchandise not received, leave **Date
    Received** blank until the merchandise is actually received

3.  Go to the **Transaction Maintenance** tab and provide the
    appropriate reconciliation information.

4.  Go to the **Dispute Maintenance** tab.

![](media/image46.png){width="6.49375in" height="1.2381944444444444in"}

**NOTE**: If the transaction is a check, a pop-up window is displayed
with the following warning:

![](media/image47.png){width="3.542361111111111in" height="1.71875in"}

5.  Enter details of the dispute on the Disputes Maintenance tab:

![](media/image45.png){width="3.529861111111111in"
height="2.7555555555555555in"}

> PCMS will populate **Purchase Date**, **Merchant Name** and
> **Reference Number** based on the existing transaction information.

6.  Enter details on the Disputes section of the screen

7.  Click the **Save** button
    ![](media/image16.png){width="0.21805555555555556in"
    height="0.20833333333333334in"}.

### Resolving Disputes {#resolving-disputes .unnumbered}

A dispute is resolved when the cardholder receives a credit from the
bank. This credit will appear as a transaction on the cardholder's
Transactions screen. The credit will balance the dispute.

To resolve the dispute, query the transaction and go to the Dispute
Maintenance tab.

1.  Enter the **Date Resolved**

2.  Go to the **Transaction Accounting** tab and update accounting
    information, if necessary

3.  Go to the **Card Transaction** tab and change **Action Code** to
    ***Resolved***

4.  Click ![](media/image16.png){width="0.21805555555555556in"
    height="0.20833333333333334in"} .

**NOTE**: If you changed the accounting in the disputed transaction, you
must also change it in the credit transaction. Accounting must be the
same.

## Profile Accounting {#profile-accounting .unnumbered}

The Profile Accounting screen allows the cardholder to modify the
existing profile accounting associated with their purchase card.

**NOTE**: If the profile accounting for a cardholder record is changed
too frequently, an alert will be sent to the LAPC.

When this sub-option is selected, the Profile Accounting screen appears.

![](media/image48.png){width="5.29375in" height="3.1368055555555556in"}

The following is a brief description of each field on the Profile
Accounting screen. Fields not requiring data entry are noted.

+-------------------+--------------------------------------------------+
| **Fieldname**     | **Description**                                  |
+===================+==================================================+
| [                 | The cardholder's name as it appears on the card  |
| Name]{.smallcaps} | (i.e., the person authorized to charge to the    |
|                   | account).                                        |
+-------------------+--------------------------------------------------+
| [Account          | This field contains two parts:                   |
| Nu                |                                                  |
| mber]{.smallcaps} | -   The cardholder's program code                |
|                   |                                                  |
|                   | -   The last 10 digits of the purchase card      |
|                   |     account number                               |
|                   |                                                  |
|                   | (Each part of this field can be queried.)        |
+-------------------+--------------------------------------------------+

+-------------------+--------------------------------------------------+
| [Organiza         | This field contains four parts:                  |
| tion]{.smallcaps} |                                                  |
|                   | -   The cardholder's department code             |
|                   |                                                  |
|                   | -   The cardholder's agency code                 |
|                   |                                                  |
|                   | -   The cardholder's unit code                   |
|                   |                                                  |
|                   | -   The cardholder's sub unit code               |
|                   |                                                  |
|                   | (Each part of this field can be queried.)        |
+-------------------+--------------------------------------------------+
| ***Profile        |                                                  |
| Accounting***     |                                                  |
|                   |                                                  |
| *(The accounting  |                                                  |
| codes that        |                                                  |
| purchases are to  |                                                  |
| be charged        |                                                  |
| against.)*        |                                                  |
+-------------------+--------------------------------------------------+
| [Ag               | Indicate the agency code that the purchase is to |
| ency]{.smallcaps} | be charged against.                              |
|                   |                                                  |
|                   | (Optional, numeric, 2 positions)                 |
+-------------------+--------------------------------------------------+
| [Sta              | Indicate the station code that the purchase is   |
| tion]{.smallcaps} | to be charged against.                           |
|                   |                                                  |
|                   | (Optional, numeric, 4 positions)                 |
+-------------------+--------------------------------------------------+
| [Accounting       | Indicate the accounting code against which this  |
| Code]{.smallcaps} | portion of the transaction is charged.\* NOTE:   |
|                   | The cursor may hesitate for a moment while the   |
|                   | accounting classification code is being          |
|                   | validated. If the code is valid, the cursor will |
|                   | move to the [Account Description]{.smallcaps}    |
|                   | field. If it is not valid, the appropriate       |
|                   | message will be displayed.                       |
|                   |                                                  |
|                   | (Required, alphanumeric, maximum 25 positions)   |
+-------------------+--------------------------------------------------+
| [Account          | Type the account description of the accounting   |
| Descrip           | code.                                            |
| tion]{.smallcaps} |                                                  |
|                   | (Alpha, maximum 20 positions)                    |
+-------------------+--------------------------------------------------+
| [Object           | Indicate a valid BOCC. Type in the BOCC or press |
| C                 | \[List\] to select a code. Refer to the Budget   |
| lass]{.smallcaps} | Object Classification Codes document at          |
|                   | <http://www.usda.gov/procurement/card/guide.htm> |
|                   | under 'Miscellaneous' for a complete BOCC        |
|                   | listing.                                         |
|                   |                                                  |
|                   | (Required)                                       |
+-------------------+--------------------------------------------------+
| [Distribution     | Indicate the percentage of this account to be    |
| Per               | applied to the transaction amount.               |
| cent]{.smallcaps} |                                                  |
|                   | (Required, maximum 3 positions)                  |
+-------------------+--------------------------------------------------+
| [Total            | Non-entry field. The total percentage to be      |
| Per               | applied to the transaction amount. This field    |
| cent]{.smallcaps} | must equal 100 percent.                          |
+-------------------+--------------------------------------------------+

\*If you press \[Save\] and an error message appears indicating
incorrect accounting information, place your cursor on the line of
accounting that needs changed and press \[Remove\]. This line of
accounting will be removed allowing you to enter the correct accounting.

###   {#section-13 .unnumbered}

### Querying Records {#querying-records .unnumbered}

When you first enter the Profile Accounting screen, the fields are
blank. Click ![](media/image22.png){width="0.25in"
height="0.20833333333333334in"} on the Command Bar to query the profile
accounting attached to your purchase card. Upon completion of the query
the fields will be populated with account and profile accounting
details.

**NOTE**: A Cardholder has rights to query profile accounting for their
purchase card only.

###  {#section-14 .unnumbered}

### Updating Records {#updating-records .unnumbered}

Once the accounting information is displayed on the screen, apply one of
the following as necessary:

> **Add:**

To add a line of accounting, enter the new accounting details on the
next available line. Remember to balance the Distribution Percent across
the lines of accounting - the Total Percent must equal 100.

> **Remove:**
>
> To remove a line of accounting, place the cursor in any field on the
> specific line and click ![](media/image20.png){width="0.25in"
> height="0.23402777777777778in"} on the Command Bar. The entire line of
> accounting will be deleted.
>
> **Change:**

To change information in one of the accounting fields, you must remove
the entire line and add a new line with the corrected information.

Use the following guidelines in updating each of the accounting fields:

-   **[Agency]{.smallcaps}** (optional) -- Enter a valid agency code or
    leave it blank. If this field is left blank, the agency code that
    appears in the top region of the screen will be used when validating
    the accounting classification code. If an agency code is entered, it
    will be used for validation.

> **NOTE**: When using an accounting code that belongs to another
> agency, the agency code must be entered in order for the accounting
> classification code to validate.

-   **[Station]{.smallcaps}** (optional) -- Enter a valid station
    (region + unit) or leave it blank. For agencies that use a station,
    this will be used to validate the accounting classification code. If
    left blank, the region and unit located in the top region of the
    screen will be used for validation.

-   **[Accounting Code]{.smallcaps}** (mandatory) -- Enter a valid
    accounting code and press \[Tab\]. As soon as \[Tab\] is pressed,
    the system will validate the code before advancing to the next
    field. For agencies using NFC's Central Accounting System (CAS), the
    code will be validated against the MASC table. For those using the
    Federal Foundation Information System (FFIS), the code will be
    validated against the FFIS table.

-   **[Distribution Percent]{.smallcaps}** (mandatory) -- Enter a valid
    number from 1 to 100. This amount indicates the percentage of each
    transaction to be posted against the code.

    **Note**: The total distribution percent must equal 100. You may not
    enter a combination of CAS and FFIS accounting.

After updating the appropriate fields, press
![](media/image49.png){width="0.21875in"
height="0.22916666666666666in"}**.**

> **NOTE**: If you do not wish to save the changes made, click
> **Action** \> **Exit** and the system will ask if you want to save the
> changes you made. Press **\[No\]**.

***TIP:***

*Scenario*: You remove the accounting information in preparation to
update it then decide you want to leave the record as it was originally.

*Problem*: Your fields are blank, you can't remember the original
accounting information to re-enter it and the system wont allow you to
simply click Action \> Exit because your Total Percent distribution does
not equal 100.

*Solution*: Place the cursor in an accounting field and click
![](media/image22.png){width="0.25in" height="0.20694444444444443in"}. A
message will appear asking if you want to commit the changes. Answer
**No** and you will return to query mode. Click
![](media/image22.png){width="0.25in" height="0.20694444444444443in"}
again and the original data will display. You can now click Action \>
Exit to close the window.

###  {#section-15 .unnumbered}

### For FFIS Users Only  {#for-ffis-users-only .unnumbered}

FFIS agencies have a new process for reconciling transactions. Once
transactions are loaded into PCMS, within a short period of time the new
interface runs and sends them to FFIS. The interface locks each
transaction sent to FFIS until the transaction completes the FFIS/PCMS
reconciliation. It could be between 12 to 48 hours or more depending
upon completion of the FFIS processing before the transaction is
unlocked and available for reconciliation/adjustment by the cardholder.
Cardholders can run the Cardholder Report in PCMS to view the accounting
status that indicates what transactions are locked. The following
guidelines will aid cardholders on how to reconcile their transactions
with the new PCMS/FFIS interface. A complete overview of the PCMS/FFIS
interface will be provided in the near future on the procurement web
site at <http://www.usda.gov/procurement/>.

####  {#section-16 .unnumbered}

#### [Reconciling Transactions with the Pcms/Ffis Interface]{.smallcaps} {#reconciling-transactions-with-the-pcmsffis-interface .unnumbered}

1.  Daily, Monday through Friday, new transactions from the bank are
    loaded into PCMS between 11:30 am and 12:00 pm CST. The accounting
    on these transactions can be changed between 12:00 pm and 8:30 pm
    CST (window of opportunity).

2.  At approximately 8:30 pm CST, the interface runs that sends new
    transactions to FFIS to be paid. The interface locks every
    transaction sent to FFIS to prevent further changes and possible out
    of balance situations. When they try to change the accounting on a
    locked transaction, they will get the following message:
    \"Accounting changes cannot be made until this transaction completes
    the FFIS/PCMS reconciliation.\"

3.  When the transactions have been accepted by FFIS, they are sent back
    to PCMS and PCMS unlocks the transactions. Thus, the cardholder
    could change the accounting on the transactions. The account
    description field next to the accounting will say \"Accepted by
    ffis."

NOTE: During a normal cycle where a file is passed to FFIS and FFIS
returns a file to PCMS, the transactions would be locked until the next
day. If a file is passed from PCMS to FFIS and FFIS does not process the
file, the file would not get picked up until the following day. The
transactions would remain locked until they are successfully processed
and accepted by FFIS. Bottom line is it could be between 36 and 48 hours
or more depending up completion of the FFIS processing before the
transaction is unlocked and available for reconciliation/adjustment by
the cardholder.

4.  If the cardholder reconciles the transaction before the interface
    runs, the cardholder can change the accounting attached to the
    transaction.

5.  If the transaction rejects in FFIS, the transaction will remain
    locked until the FFIS user clears the reject and FFIS subsequently
    sends the acknowledgement back to PCMS.

6.  Cardholders do not \"fix\" rejected transactions; the FFIS user as
    designated by the unit completes that. Cardholders do need to
    cooperate with the FFIS user if information is needed about the
    transaction. The name of the cardholder is part of the transaction
    file that passes to FFIS.

7.  Cardholders can run the cardholder report in PCMS, which has been
    updated to include the accounting status that indicates what
    transactions are locked. The following alpha characters are used to
    indicate the accounting status:

> O = Obligated
>
> P = Paid By FFIS
>
> L = Locked**\***
>
> N = New (not obligated and not paid)
>
> **\***When running Discoverer reports you will see that transactions
> with a status code of "R (Rejected)" have been rejected by PCMS when
> they returned from FFIS due to changes made by FFIS. NFC will send
> these transactions back to FFIS to resolve. The cardholder handles
> these transactions in the same way as "L" transactions. The accounting
> transactions with a status of "R" cannot be modified until the status
> is something other than "R". When the user attempts to change the
> accounting on a transaction with a status of "R" the following message
> will appear: *Accounting changes are not allowed due to FFIS
> processing.*

# Oversight tools

## Cardholder Reports  {#cardholder-reports .unnumbered}

The Reports window can be accessed from the PCMS Main Menu. This option
provides a Cardholder Report sub-option that is used to generate a
standard cardholder report showing all purchase card transactions for an
account in a specified time period.

After you select the Cardholder Report option, the following window will
be displayed.

![](media/image50.png){width="4.502777777777778in"
height="3.629166666666667in"}

-   Enter a date range and click
    ![](media/image51.png){width="0.9194444444444444in"
    height="0.21041666666666667in"};

-   The report will run and open in a new browser window;

## Query Tool Software {#query-tool-software .unnumbered}

The Discoverer query tool software is used by LAPC's and APC's to run ad
hoc reports that provide oversight to purchase card accounts and
purchases including, but not limited to, management reports to monitor
purchase card transactions and accounting reports to review the
accounting information entered into the PCMS database.

Discoverer user materials are not included in this documentation and
will be provided as a separate package at the time of training for this
software.

## uSer Messages {#user-messages .unnumbered}

As part the USDA's policy preventing fraud, waste and abuse LAPC's
receive Alerts and User Messages to regularly monitor Cardholders
accounts and transactions. Cardholders themselves do not receive any
User Messages.