![](media/image1.png){width="1.3125in" height="0.8944444444444445in"}

####### CONTENTS

1.  Instructor Planning Guide

2.  Instructor Planning Checklists

3.  PCMS APC\\LAPC Course Pacing Guide

4.  Lesson 1 -- Introduction

5.  Lesson 2 -- Accessing and Navigating PCMS

6.  Lesson 3 -- Accounts and Profile Accounting

7.  Lesson 4 -- Reconciling Transactions

8.  Lesson 5 -- Messages

9.  Lesson 6 -- Reporting

10. Lesson 7 -- CAMS

11. Lesson 8 - SAMS

12. Final Assessment

13. Course Evaluation

14. Course Report

15. Quick Guides

16. APC\\LAPC PCMS Users Guide

![](media/image1.png){width="1.3125in" height="0.8944444444444445in"}

####### CONTENTS

1.  PCMS APC\\LAPC Course Pacing Guide

2.  Lesson 1 -- Introduction

3.  Lesson 2 -- Accessing and Navigating PCMS

4.  Lesson 3 -- Accounts and Profile Accounting

5.  Lesson 4 -- Reconciling Transactions

6.  Lesson 5 -- Messages

7.  Lesson 6 -- Reporting

8.  Lesson 7 -- CAMS

9.  Lesson 8 - SAMS

10. Final Assessment

11. Quick Guides

12. APC\\LAPC PCMS Users Guide

![](media/image1.png){width="1.3125in" height="0.8944444444444445in"}

**Pacing Guide - PCMS APC\\LAPC Training**

The table below contains a Pacing Guide for delivery of the PCMS
APC\\LAPC Course using the materials provided. This Guide is intended to
serve as a planning tool for instructors, and is not proscriptive in
nature. It is constructed around an 8-hour training day, including
breaks and a meal hour. Instructors should alter time intervals to
accommodate students, facility limitations or any other relevant
factors.

Day 1

+--------------------------------------+-----------+---------+---------+
| **Topic / Event**                    | **D       | **      | **End** |
|                                      | uration** | Begin** |         |
+--------------------------------------+-----------+---------+---------+
| Course Introduction & Orientation    | :10       | 9:00    | 9:10    |
+--------------------------------------+-----------+---------+---------+
| Ice Breaker                          | :20       | 9:10    | 9:30    |
+--------------------------------------+-----------+---------+---------+
| Lesson 1                             | :60       | 9:30    | 10:30   |
+--------------------------------------+-----------+---------+---------+
| ####### Break                        | :10       | 10:30   | 10:40   |
+--------------------------------------+-----------+---------+---------+
| Lesson 2                             | :50       | 10:40   | 11:30   |
+--------------------------------------+-----------+---------+---------+
| Lesson 3                             | :50       | 11:30   | 12:20   |
+--------------------------------------+-----------+---------+---------+
| Lunch                                | :60       | 12:20   | 1:20    |
+--------------------------------------+-----------+---------+---------+
| Lesson 4                             | :90       | 1:20    | 2:50    |
+--------------------------------------+-----------+---------+---------+
| Break                                | :10       | 2:50    | 3:00    |
+--------------------------------------+-----------+---------+---------+
| Lesson 5                             | :80       | 3:00    | 4:20    |
+--------------------------------------+-----------+---------+---------+
| Break                                | :10       | 4:20    | 4:30    |
+--------------------------------------+-----------+---------+---------+
| Lesson 6                             | :30       | 4:30    | 5:00    |
+--------------------------------------+-----------+---------+---------+

Day 2

  --------------------------------------- -------------- ----------- ---------
  **Topic / Event**                       **Duration**   **Begin**   **End**

  Course Introduction & Orientation       :10            9:00        9:10

  Ice Breaker                             :20            9:10        9:30

  Lesson 7 -- CAMS                        2:00           9:30        11:30

  Lunch                                   :60            11:30       12:30

  Lesson -- SAMS                          :90            12:30       2:00

  Break                                   :10            2:00        2:10

  Lesson -- SAMS                          :90            2:10        3:40

  Break                                   :10            3:40        3:50

  Final Assessment                        :40            3:50        4:30
  --------------------------------------- -------------- ----------- ---------

![](media/image6.wmf){width="1.1368055555555556in" height="1.53125in"}

**Lesson 1: *PCMS Introduction***

**[Lesson Description]{.underline}**

The Introductory lesson is intended to provide PCMS LAPC's and APC's
with background information regarding PCMS processes, so they understand
how different roles contributes in the procurement workflow, as well
knowing what is expected of the Cardholder, the LAPC and the APC and how
to identify sources of help if necessary. This lesson will establish the
basis of knowledge on which to build in subsequent lessons.

**[Training Objectives]{.underline}**

At the conclusion of this lesson, PCMS LAPC's and APC's will be able to:

1.  To describe how Cardholder, LAPC and APC responsibilities contribute
    to the Purchase Card Management workflow.

2.  To state the consequences of misuse of the card.

3.  To discuss in broad terms the functions a Cardholder, LAPC and APC
    performs.

4.  To list proper and improper use of purchase cards and convenience
    checks.

5.  Identify where self-help information is located.

#### Methodology 

#### 

#### This lesson will be delivered using a combination of lecture and presentation, and discussion. Group discussion and trainee interaction will be used to stimulate recall of policy information and establish a knowledge base on which to build in subsequent lessons. 

#### 

#### References 

> None.

**[Enclosures]{.underline}**

\(1\) APC\\LAPC PCMS User's Guide, USDA\\PMT, September 2005;

(2) APC\\LAPC Purchase Card Program Guide, USDA\\PMT, September 2000;

(3) APC\\LAPC PCMS Quick Guide for Managing Purchase Cardholder
    Accounts, USDA\\PSD, February 2003;

```{=html}
<!-- -->
```
I.  **[Overview of PCMS\
    ]{.underline}**

    a.  **What is PCMS?**

> The Purchase Card Management System (PCMS) is the application through
> which the Bank of America and the USDA communicate to reconcile,
> manage and pay procurement transactions. The Bank of America is
> authorized by GSA to issue purchase cards and convenience checks to
> designated USDA personnel, such as Cardholders, to make purchasing a
> more streamlined process.
>
> Daily, ACFO\\FS downloads purchase card transaction data from the
> bank. Automated transaction transfers are made to the Federal
> Foundation Information System (FFIS), where the payment process
> commences by processing account information. Payment files are then
> sent from FFIS to the Treasury, from which payments are made to the
> Bank for purchases billed. The cardholder reconciles transactions
> through PCMS.

###### ![](media/image7.wmf)

b.  **Purchase Card Program Hierarchal Structure**

![](media/image8.wmf)

II. **[Cardholder Role and Responsibilities]{.underline}**

    a.  **Workflow**

> Below is a depiction of the procurement workflow as it involves the
> Cardholder.

![](media/image9.wmf)

b.  **Cardholder Benefits and Responsibilities**

> The Cardholders role is simply to purchase items on behalf of USDA
> personnel and ensure that all items have been received and the funds
> used for payment have been allocated correctly.
>
> The benefits a cardholder provides to their team are:

-   Ability to purchase requested items immediately;

-   Simplified procedure for those requiring the items;

-   Increased efficiency;

> The responsibilities of the cardholder are:

-   Use the card within spending limits and Agency \\ Departmental
    policies;

-   Keep the purchase card, checks and PCMS password secure;

-   Maintain documentation of purchases made;

-   Reconcile transactions in a timely manner and ensure all account
    information is correct;

-   Obtain all required information from the merchant at the time of
    making the purchase;

-   Investigate and resolve questionable or disputed transactions;

-   Return the purchase card and convenience checks to the LAPC when
    leaving their position;

-   Provide their Supervisor with periodic reports of purchase card and
    convenience check transactions.  Supervisors shall review reports
    quarterly (or more frequently if required by agency procedures);

    a.  **Proper and improper use of Purchase Cards and Checks**

+-----------------------------------+-----------------------------------+
| **DO's**                          | **DON'T's**                       |
+-----------------------------------+-----------------------------------+
| -   Make purchases for official   | -   Exceed your single or monthly |
|     purposes only.                |     purchase limits.              |
+-----------------------------------+-----------------------------------+
| -   Keep your card, checks and    | -   Split transactions.           |
|     PCMS password secure.         |                                   |
+-----------------------------------+-----------------------------------+
| -   Reconcile transactions        | -   Use the card or check to make |
|     frequently (minimum of every  |     personal purchases.           |
|     30 days).                     |                                   |
+-----------------------------------+-----------------------------------+
| -   Pay sales tax if requested by | -   Use it to provide salary      |
|     Merchant. First, inform the   |     payments.                     |
|     Merchant the purchase is for  |                                   |
|     the USDA and provide a tax    |                                   |
|     exemption letter available at |                                   |
|     [www.f                        |                                   |
| ss.gsa.gov/services/gsa-smartpay/ |                                   |
| taxletter](http://www.fss.gsa.gov |                                   |
| /services/gsa-smartpay/taxletter) |                                   |
+-----------------------------------+-----------------------------------+
| -   If using convenience checks   | -   Use it to make cash and\\or   |
|     to make a purchase, obtain    |     travel advances.              |
|     the Merchant's TIN or USDA    |                                   |
|     employee's number.            |                                   |
+-----------------------------------+-----------------------------------+
| -   Use the Purchase card first,  | -   Use it to make cash awards.   |
|     and use checks only when the  |                                   |
|     card is not accepted.         |                                   |
+-----------------------------------+-----------------------------------+
| -   Immediately notify the Bank   |                                   |
|     of a lost or stolen card.     |                                   |
+-----------------------------------+-----------------------------------+

  -----------------------------------------------------------------------
  **Notes:**

  -----------------------------------------------------------------------

a.  **Cards vs. Checks**

-   Convenience checks are authorized for use only:

    -   When a merchant will not accept a purchase card;

    -   Emergencies where the card is not a viable solution;

    -   At least one of the Debt Collection Improvement Act (DCIA)
        waivers are satisfied;

-   The Cardholder must obtain a Merchant's Tax ID Number (TIN) when
    using a check, this must be entered into PCMS when reconciling the
    transaction;

-   Convenience check transactions are reconciled using the same process
    as transactions made using a Purchase Card, but cannot be disputed;

  -----------------------------------------------------------------------
  **Notes:**

  -----------------------------------------------------------------------

III. **[LAPC Role and Responsibilities]{.underline}**

     a.  **Workflow**

> Below is a depiction of the procurement workflow as it involves the
> LAPC.

![](media/image10.wmf)

b.  **LAPC Role**

> What can the Cardholder expect from their LAPC?

-   Training, guidance and support;

-   The LAPC will work with the Cardholder, and the APC to resolve
    transaction issues;

-   Monitoring PCMS transactions at the end of the month to ensure they
    have been reconciled at least every 30 days by cardholders;

-   The LAPC will perform audits on transactions if they receive
    notification of possible incorrect or inappropriate use of a
    purchasing card;

-   Change Cardholder's single or monthly purchase limits if necessary;

-   Remove Cardholder privileges if transactions are not reconciled
    within 30days;

c.  **Other Responsibilities**

    -   Monitor day to day operations of the purchase card program at
        their designated site;

    -   Report fraud, waste and abuse in accordance with agency
        procedures;

    -   Establish and update Cardholder information in PCMS and the
        Security Access Management System (SAMS);

    -   Distribute program literature to Cardholders;

    -   Reconcile transactions on behalf of Cardholders when necessary;

    -   Reset Cardholder password;

  -----------------------------------------------------------------------
  **Notes:**

  -----------------------------------------------------------------------

IV. **[APC Role and Responsibilities]{.underline}**

    a.  **Workflow**

> Below is a depiction of the procurement workflow as it involves the
> APC.

![](media/image11.wmf)

b.  **APC Role**

> What can the LAPC expect from their APC?

-   Training, guidance and support;

-   The APC will work with the LAPC and PSD to resolve transaction
    issues;

-   In the absence of an LAPC the APC will cancel purchase cards upon a
    Cardholder's termination;

-   The APC will notify the LAPC of program non-compliance issues and
    will assist the LAPC in enforcing non-compliance measures;

    a.  **Other Responsibilities**

-   Responsible for managing the purchase card program in their
    designated agency;

-   Establish and maintain agency-wide communications;

-   Establish agency-unique purchase card policies and procedures when
    necessary;

-   Conduct agency-wide oversight of the purchase card program;

-   Meet with the DPC to address issues with the purchase card program;

-   Establish LAPC's in PCMS and SAMS;

-   Develop program literature and materials, and distribute to LAPC's;

-   Audits program compliance;

-   May identify PCMS application problems or possible enhancements, and
    submits Change Requests (CR) to PSD for consideration and
    implementation;

-   Reset CH passwords if the LAPC is not available;

  -----------------------------------------------------------------------
  **Notes:**

  -----------------------------------------------------------------------

V.  **[DPC Role]{.underline}**

    a.  **DPC System Role**

> What can the APC expect from their DPC?

-   Training, guidance and support;

    a.  **Other Responsibilities**

-   Manages the USDA Purchase Card System;

-   Establishes APC's;

-   Issues Bulletin Board messages;

-   Develops purchase card program literature and materials for
    department-wide use;

-   Drive future programs applications and enhancements;

  -----------------------------------------------------------------------
  **Notes:**

  -----------------------------------------------------------------------

VI. **[Information Sources]{.underline}**

    a.  **User manuals**

> The PCMS Cardholder User Manual is available for download on the USDA
> website at:
>
> http://www.usda.gov/procurement/card/pcms/training.htm#chtraining
> under the 'Cardholder Training Materials' section.
>
> The APC\\LAPC PCMS User's Guide is available for download on the USDA
> website at:
>
> <http://www.usda.gov/procurement/card/pcms/training.htm#apctraining>
> under the 'APC\\LAPC Training Materials' section.

b.  **Quick guides**

> Quick guides to assist Cardholder's, APC's and LAPC's with specific
> PCMS issues are available for download on the USDA website at:
>
> <http://www.usda.gov/procurement/card/pcms/training.htm>

c.  **DR 5013-6**

> The Departmental Regulation regarding Micro-Purchase policy is
> available for download at:
>
> http://www.usda.gov/procurement/card/pcms/training.htm#chreference
> under the 'Cardholder Reference Materials' section.

d.  **Policy Guides**

> The PCMS Cardholder policy guide is available for download on the USDA
> website at:
>
> http://www.usda.gov/procurement/card/pcms/training.htm#chreference
> under the 'Cardholder Reference Materials' section.
>
> The APC\\LAPC Purchase Card Program Guide is available for download on
> the USDA website at:
> <http://www.usda.gov/procurement/card/pcms/training.htm#apcreference>
> under the 'APC\\LAPC Reference Materials' section.

e.  **FAQ's**

> Purchase card frequently asked questions and answers can be found on
> the USDA website at:
>
> <http://www.usda.gov/procurement/card/pcms/faqs.htm>

f.  **APC**

> Your APC should always be the LAPC's first point of contact. They will
> escalate an issue if necessary, and contact the helpdesk or DPC if
> required.
>
> Your area APC is:
>
> Contact details:

VII. **[Summary and Review]{.underline}.**

> ![](media/image12.wmf){width="0.8125in" height="0.8083333333333333in"}
>
> **Please turn off your monitor and give your attention to the
> instructor.**

![](media/image14.wmf){width="1.625in" height="1.4166666666666667in"}

**Lesson 2: *Accessing and Navigating PCMS***

**[Lesson Description]{.underline}**

Lesson 2 will equip APC's and LAPC's with knowledge and information
necessary to successfully access PCMS, navigate the menus and screens.
Becoming familiar with the PCMS screens and layout will provide the
APC\\LAPC with a foundation on which to build specific knowledge in
subsequent lessons.

**[Training Objectives]{.underline}**

At the conclusion of this lesson, PCMS LAPC's and APC's will be able to:

1.  Demonstrate accessing PCMS and maintaining passwords.

2.  Navigate PCMS using menus and tools.

#### Methodology 

#### 

#### This lesson will be delivered using a combination of lecture, demonstration and Instructor-led exercises. Practical exercises and testing will be utilized to measure the level of individual and group achievement of the Training Objectives outlined above, and the overall effectiveness of this training program. 

#### 

#### References 

> None.

**[Enclosures]{.underline}**

(1) APC\\LAPC PCMS User's Guide, USDA\\PMT, September 2005;

(2) Cardholder PCMS Quick Guide for Reconciling Purchase Card
    Transactions, USDA\\PSD, September 2001;

    I.  ![](media/image12.wmf){width="0.8125in"
        height="0.8083333333333333in"} **[Logging On\\Off PCMS\
        ]{.underline}**

**Please turn off your monitor and give your attention to the
instructor.**

a.  **Opening the PCMS Application**

> The PCMS application is web based. To open the application, open an
> Internet Explorer browser and access the USDA PCMS web page at
> <http://www.nfc.usda.gov/corporate/PCMS.htm>.
>
> ![](media/image15.png){width="5.871527777777778in"
> height="5.129166666666666in"}

1.  ![](media/image16.png){width="1.95in"
    height="0.6666666666666666in"}Click on the active **PCMS Application
    Login** link under the **PCMS Production** heading in the center of
    the window.

    An Oracle Forms Runtime window will open in another browser.

2.  ![](media/image17.png){width="3.0in"
    height="1.9583333333333333in"}Click
    ![](media/image18.png){width="0.3229166666666667in"
    height="0.2604166666666667in"} on the security message.

    The Logon dialog box opens.

> ![](media/image19.png){width="1.6111111111111112in" height="1.0in"}
>
> ![](media/image20.wmf){width="0.4423611111111111in"
> height="0.6201388888888889in"}
>
> In production you will use the PCMSv5 Prod database. In training you
> will use the PCMSv5 Training Database.
>
> You must be logged onto the network to access the transaction data on
> the server.
>
> If the application cannot be opened:

-   The Cardholder will inform their LAPC;

-   The LAPC or APC should contact the PCMS Helpdesk;

b.  **Logging ON\
    **A PCMS UserID and Password will be provided by the APC to the
    LAPC, and by PSD to the APC, at the completion of APC\\LAPC
    training, to enable access to the Production Database. For training
    purposes please use the training ID and password provided by your
    instructor to log on to the training database.

    1.  Enter your username and password in the logon dialog box and
        click ![](media/image21.png){width="0.7916666666666666in"
        height="0.25in"} .

        The Main Window opens.

> ![](media/image20.wmf){width="0.4423611111111111in"
> height="0.6201388888888889in"}If you experience problems logging on to
> PCMS:

-   Check your UserID and Password are correct;

-   The LAPC should contact their APC;

-   The APC should contact the PCMS helpdesk;

c.  **Logging OFF**\
    To exit PCMS, click ![](media/image22.png){width="1.96875in"
    height="0.23958333333333334in"}.

> **or**
>
> Click the 'X' in the top right hand corner of Internet Explorer
> browser.
>
> ![](media/image20.wmf){width="0.4423611111111111in"
> height="0.6201388888888889in"}
>
> Clicking the 'X' on the main window will not close the application.

  -----------------------------------------------------------------------
  **Notes:**

  -----------------------------------------------------------------------

II. ![](media/image12.wmf){width="0.8125in"
    height="0.8083333333333333in"}**[Passwords\
    ]{.underline}**

**Please turn off your monitor and give your attention to the
instructor.**

a.  **How to change a system password.**

> Click **Change Password** on the PCMS main menu at the top of the
> screen. The change password dialog box opens with your username
> displayed.
>
> ![](media/image23.png){width="2.5in" height="1.7083333333333333in"}
>
> Type your old password and then your new one. Type the new password
> once again to confirm you\'ve entered it correctly. Note that the
> passwords will appear as asterisks. Click
> ![](media/image24.png){width="1.2083333333333333in"
> height="0.1875in"}. Your new password will be in effect the next time
> you log on to PCMS.
>
> The following are password requirements:

-   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

> Every 90 days your password expires and must be changed. 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.

b.  **Troubleshooting tips.**

    If you experience problems logging on please refer to the
    troubleshooting tips below to try to resolve the problem or
    determine the likely cause and contact the appropriate person.

+-----------------+----------------------------+-----------------------+
| **Error         | **Explanation**            | **Resolution**        |
| Message**       |                            |                       |
+-----------------+----------------------------+-----------------------+
| Password must   | a.  UserID or Password may | a.  Check you have    |
| be at least 6   |     have been entered      |     entered the       |
| characters and  |     incorrectly.           |     information       |
| include one     |                            |     correctly.        |
| numeric value.  | b.  May be a problem with  |     Re-enter details  |
|                 |     your user account      |     and try to log on |
|                 |                            |     again.            |
|                 |                            |                       |
|                 |                            | b.  LAPC's contact    |
|                 |                            |     your APC, APC's   |
|                 |                            |     contact the PCMS  |
|                 |                            |     helpdesk, to      |
|                 |                            |     determine if      |
|                 |                            |     there is a        |
|                 |                            |     problem with your |
|                 |                            |     account.          |
+-----------------+----------------------------+-----------------------+
| Please enter a  | a.  Username and password  | a.  LAPC's contact    |
| valid           |     entered three times    |     your APC, APC's   |
| Us              |     unsuccessfully, as a   |     contact ACFO\\FS  |
| erID\\password. |     result the account has |     helpdesk, to      |
|                 |     been locked out.       |     remove the locked |
|                 |                            |     status            |
|                 | b.  The PCMS system is     |                       |
|                 |     down.                  | b.  LAPC's contact    |
|                 |                            |     your APC, APC's   |
|                 |                            |     contact the PCMS  |
|                 |                            |     helpdesk          |
+-----------------+----------------------------+-----------------------+
| Password not    | The 90 days has expired    | LAPC's contact your   |
| changed.        | and you didn\'t change     | APC, APC's contact    |
|                 | your password. You will    | the PCMS helpdesk, to |
|                 | not be able to log onto    | reset your password.  |
|                 | the system as your old     |                       |
|                 | password is no longer      |                       |
|                 | valid                      |                       |
+-----------------+----------------------------+-----------------------+
| Password cannot | The new password is the    | a\. Try to change the |
| be reused.      | same as the previous       | password again        |
|                 | password.                  | ensuring the new      |
|                 |                            | password has at least |
|                 |                            | 3 characters          |
|                 |                            | different from the    |
|                 |                            | previous password.    |
|                 |                            |                       |
|                 |                            | b\. LAPC's contact    |
|                 |                            | your APC, APC's       |
|                 |                            | contact the PCMS      |
|                 |                            | helpdesk to determine |
|                 |                            | if there is a problem |
|                 |                            | with the account.     |
+-----------------+----------------------------+-----------------------+

  -----------------------------------------------------------------------
  **Notes:**

  -----------------------------------------------------------------------

c.  **Password Security**

    i.  Select a password you will remember and keep it secure;

    ii. DO NOT give your PCMS password to any other person;

    iii. If you suspect someone may have access to your password then
         change it;

    iv. Account lockouts occur to prevent people from trying to guess
        your password;

    v.  Unique passwords are required to keep your password more secure;

  -----------------------------------------------------------------------
  **Notes:**

  -----------------------------------------------------------------------

> ![](media/image25.wmf){width="1.0625in" height="1.0625in"}
>
> **PRACTICAL EXERCISE**
>
> 1\. Log on to PCMS Training Database using the trainee UserID and
> Password provided to you by your instructor.
>
> 2\. After logging on change your password to: trainee
>
> 3\. Log out of PCMS.
>
> 4\. Log on to PCMS again using your new password.

III. **[Menu's]{.underline}**

> ![](media/image12.wmf){width="0.8125in" height="0.8083333333333333in"}
>
> **Please turn off your monitor and give your attention to the
> instructor.**

a.  **Main Window**

    This is the main window in PCMS. The bulletin board located in the
    center of the window provides up to date news about PCMS. For
    example, this message indicates which database you are connected to.

> ![](media/image26.png){width="6.749305555555556in"
> height="5.7027777777777775in"}

b.  **Main Menu**

> The main menu provides access to the major functions of PCMS.

  ------------------------ ------------------------ ----------------------------------------
  ![](media/image27.png)                            

  **Cardholder**           ![](media/image28.png)   Provides options for PCMS Cardholders to
                                                    reconcile transactions and perform
                                                    related functions, such as changing
                                                    profile accounting and reviewing
                                                    Purchase Card details.

  **Setup/User Messages**  ![](media/image29.png)   Establish and maintain Cardholder
                                                    records, and read User Messages.

  **Change Password**      ![](media/image30.png)   Change PCMS passwords.

  **Window**               ![](media/image31.png)   Customize the Window display. Navigate
                                                    between open windows.
  ------------------------ ------------------------ ----------------------------------------

  -----------------------------------------------------------------------
  **Notes:**

  -----------------------------------------------------------------------

c.  **Navigation Quick Guide**

    **Main Window**

    ![](media/image32.png){width="3.8125in"
    height="3.5701388888888888in"}

    **Form Window**

    ![](media/image33.png){width="4.3125in"
    height="3.8368055555555554in"}

d.  **Sub Menu**

    The sub-menu appears when you select one of the options from the
    Cardholder menu. This menu provides options for performing data
    query and data entry functions.

+--------+---------+---------------------------------------------------+
| ![     |         |                                                   |
| ](medi |         |                                                   |
| a/imag |         |                                                   |
| e34.pn |         |                                                   |
| g){wid |         |                                                   |
| th="6. |         |                                                   |
| 493055 |         |                                                   |
| 555555 |         |                                                   |
| 555in" |         |                                                   |
| h      |         |                                                   |
| eight= |         |                                                   |
| "0.197 |         |                                                   |
| 916666 |         |                                                   |
| 666666 |         |                                                   |
| 66in"} |         |                                                   |
+--------+---------+---------------------------------------------------+
| **Ac   | ![      | Options to take action on a transaction, such as  |
| tion** | ](media | save data or print.                               |
|        | /image3 |                                                   |
|        | 5.png){ |                                                   |
|        | width=" |                                                   |
|        | 0.55277 |                                                   |
|        | 7777777 |                                                   |
|        | 7778in" |                                                   |
|        | he      |                                                   |
|        | ight="0 |                                                   |
|        | .829861 |                                                   |
|        | 1111111 |                                                   |
|        | 112in"} |                                                   |
+--------+---------+---------------------------------------------------+
| **     | ![]     | Options to edit text in the selected field.       |
| Edit** | (media/ |                                                   |
|        | image36 |                                                   |
|        | .png){w |                                                   |
|        | idth="0 |                                                   |
|        | .339583 |                                                   |
|        | 3333333 |                                                   |
|        | 3335in" |                                                   |
|        | he      |                                                   |
|        | ight="0 |                                                   |
|        | .829166 |                                                   |
|        | 6666666 |                                                   |
|        | 667in"} |                                                   |
+--------+---------+---------------------------------------------------+
| **B    | ![]     | Options to move between major sections of the     |
| lock** | (media/ | window.                                           |
|        | image37 |                                                   |
|        | .png){w |                                                   |
|        | idth="0 |                                                   |
|        | .445833 |                                                   |
|        | 3333333 |                                                   |
|        | 3336in" |                                                   |
|        | he      |                                                   |
|        | ight="0 |                                                   |
|        | .680555 |                                                   |
|        | 5555555 |                                                   |
|        | 556in"} |                                                   |
+--------+---------+---------------------------------------------------+
| **F    | !       | Options to move the cursor between fields.        |
| ield** | [](medi |                                                   |
|        | a/image |                                                   |
|        | 38.png) |                                                   |
+--------+---------+---------------------------------------------------+
| **Re   | !       | Options to navigate and manipulate transactions.  |
| cord** | [](medi |                                                   |
|        | a/image |                                                   |
|        | 39.png) |                                                   |
+--------+---------+---------------------------------------------------+
| **Q    | ![      | Options to query the data and find records        |
| uery** | ](media | matching search criteria                          |
|        | /image4 |                                                   |
|        | 0.png){ |                                                   |
|        | width=" |                                                   |
|        | 0.64930 |                                                   |
|        | 5555555 |                                                   |
|        | 5556in" |                                                   |
|        | h       |                                                   |
|        | eight=" |                                                   |
|        | 1.25763 |                                                   |
|        | 8888888 |                                                   |
|        | 889in"} |                                                   |
+--------+---------+---------------------------------------------------+
| **     | !       | Options for help and program shortcuts.           |
| Help** | [](medi |                                                   |
|        | a/image | **Note**: The Help function is not available at   |
|        | 41.png) | this time.                                        |
|        | {width= |                                                   |
|        | "0.6in" |                                                   |
|        | he      |                                                   |
|        | ight="0 |                                                   |
|        | .954166 |                                                   |
|        | 6666666 |                                                   |
|        | 667in"} |                                                   |
+--------+---------+---------------------------------------------------+
| **Wi   | ![      | Options to change how the windows are displayed.  |
| ndow** | ](media |                                                   |
|        | /image4 |                                                   |
|        | 2.png){ |                                                   |
|        | width=" |                                                   |
|        | 0.82986 |                                                   |
|        | 1111111 |                                                   |
|        | 1112in" |                                                   |
|        | he      |                                                   |
|        | ight="1 |                                                   |
|        | .047916 |                                                   |
|        | 6666666 |                                                   |
|        | 666in"} |                                                   |
+--------+---------+---------------------------------------------------+

  -----------------------------------------------------------------------
  **Notes:**

  -----------------------------------------------------------------------

IV. **[Tools]{.underline}**

    a.  **Command Bar**

        The command bar appears on every window for the Cardholder menu
        options. The command bar contains a row of command buttons that
        are used to initialize or confirm actions in PCMS.

+---------+-----+------------------------------------------------------+
| ![](m   |     |                                                      |
| edia/im |     |                                                      |
| age43.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 |                                                      |
|         | 44. |                                                      |
|         | 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 |                                                      |
|         | 45. |                                                      |
|         | 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 |                                                      |
|         | 46. |                                                      |
|         | 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 |                                                      |
|         | 47. |                                                      |
|         | 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 |                                                      |
|         | 48. |                                                      |
|         | 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 |                                                      |
|         | 49. |                                                      |
|         | 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 |                                                      |
|         | 50. |                                                      |
|         | 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 |                                                      |
|         | 51. |                                                      |
|         | 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 |                                                      |
|         | 52. |                                                      |
|         | 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 |                                                      |
|         | 53. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | h   |                                                      |
|         | eig |                                                      |
|         | ht= |                                                      |
|         | "0. |                                                      |
|         | 297 |                                                      |
|         | 916 |                                                      |
|         | 666 |                                                      |
|         | 666 |                                                      |
|         | 666 |                                                      |
|         | 66i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+

  -----------------------------------------------------------------------
  **Notes:**

  -----------------------------------------------------------------------

b.  **Navigation**

    There are several options for navigating through information in the
    PCMS windows.

> **Moving From Record to Record:**

-   Click **Record** on the main menu and select **Next** or
    **Previous** to move between records

-   Use the scroll bar on the left of the screen.

-   Scrollbars only become active when there is more information than
    the field can display.

> **Moving From Field to Field:**

-   Click Field on the main menu and select **Next** or **Previous**

-   Use the Tab button on your keyboard

-   Click in the field using the mouse

b.  **Executing a Query**

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

> **Retrieving All Records:**

-   Click ![](media/image51.png){width="0.25in" height="0.20625in"} on
    the Command bar twice to query all records attached to the current
    user ID

> **Retrieving Specific Records:**

-   Click ![](media/image51.png){width="0.25in" height="0.20625in"} on
    the Command bar once

-   Type the values you want to match in the appropriate fields

-   Click ![](media/image51.png){width="0.25in" height="0.20625in"}
    again

-   Follow instructions above to navigate through records and fields

### Wildcard (%): 

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.

c.  **Lists**

> Some fields in the PCMS entry windows have lists from which the user
> may select valid field entries. If *\<List of Values\>* is displayed
> in the status bar at the bottom of the window, a list of values is
> available for the current field. To access the list, click
> ![](media/image54.png){width="0.24930555555555556in"
> height="0.21388888888888888in"} on the command bar. A dialog box opens
> displaying the choices for the specific field. Scroll to highlight the
> item you want to select and click
> ![](media/image55.png){width="0.34930555555555554in"
> height="0.18958333333333333in"}. The dialog box closes and the value
> appears in the applicable field.

  -----------------------------------------------------------------------
  **Notes:**

  -----------------------------------------------------------------------

V.  **[Summary and Review]{.underline}**

> The following questions are to be answered in an instructor led group
> exercise and review session:
>
> ![](media/image12.wmf){width="0.8125in" height="0.8083333333333333in"}
>
> **Please turn off your monitor and give your attention to the
> instructor.**

1.  Which menu bar is used to be able to customize the window display?

    1.  What are the steps to changing a password? (Class walks the
        instructor through the steps)

    2.  Which menu takes you from the main screen of PCMS to be able to
        query card transactions? (Class walks the instructor through the
        steps)

    3.  If I want to print a screen where are the print options located?
        (Class walks the instructor through the steps)