![](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)

[System Overview I-1](#system-overview)

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

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

[PCMS Login Instructions I-2](#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)

[[Setup/User Messages]{.smallcaps} I-5](#setupuser-messages)

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

[[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 SETUP & Maintenance
II-1](#cardholder-setup-maintenance)

[Cardholder Setup II-1](#cardholder-setup)

[Populating the LAPC Fields II-7](#populating-the-lapc-fields)

[Querying for Cardholder Records II-8](#querying-for-cardholder-records)

[Setting Up a New Cardholder II-8](#setting-up-a-new-cardholder)

[Copying a Cardholder Record II-9](#copying-a-cardholder-record)

[Modifying a Cardholder's Account
II-9](#modifying-a-cardholders-account)

[[Guidelines to Modifying a Cardholder's Account]{.smallcaps}
II-9](#guidelines-to-modifying-a-cardholders-account)

[Replacement Cards II-10](#replacement-cards)

[Delete a Card II-11](#delete-a-card)

[Batch Processing and Action Codes
II-11](#batch-processing-and-action-codes)

[Lost/Stolen Cards II-11](#loststolen-cards)

[Deactivating a Cardholder's Account
II-12](#deactivating-a-cardholders-account)

[[Deactivation/Activation Requests]{.smallcaps}
II-13](#deactivationactivation-requests)

[Update LAPC II-14](#update-lapc)

[[Updating an Existing LAPC]{.smallcaps}
II-14](#updating-an-existing-lapc)

[[Updating a New LAPC]{.smallcaps} II-16](#updating-a-new-lapc)

[Cardholder Menu II-17](#cardholder-menu)

[Profile Accounting II-18](#profile-accounting)

[Querying Records II-20](#querying-records)

[Updating Records II-20](#updating-records)

[For FFIS Users Only II-22](#for-ffis-users-only)

[[Reconciling Transactions with the Pcms/Ffis Interface]{.smallcaps}
II-22](#reconciling-transactions-with-the-pcmsffis-interface)

[Purchase Card II-24](#purchase-card)

[Querying Cardholder Records II-26](#querying-cardholder-records)

[Card Transactions II-27](#card-transactions)

[Query and View Transactions II-28](#query-and-view-transactions)

[View Purchase Details II-31](#view-purchase-details)

[Reconciling Transactions II-33](#reconciling-transactions)

[[Steps to Reconcile a Card or Check Transaction]{.smallcaps}
II-34](#steps-to-reconcile-a-card-or-check-transaction)

[[Guidelines to Reconciling Transactions]{.smallcaps}
II-34](#guidelines-to-reconciling-transactions)

[[Modifying Lines of Accounting]{.smallcaps}
II-35](#modifying-lines-of-accounting)

[Disputing a Transaction II-35](#disputing-a-transaction)

[Resolving Disputes II-39](#resolving-disputes)

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

[User Messages III-1](#user-messages)

[Querying Messages III-3](#querying-messages)

[Reading Messages III-3](#reading-messages)

[Responding to Alerts and User Messages
III-4](#responding-to-alerts-and-user-messages)

[Alerts III-5](#alerts)

[Statistical Sampling III-6](#statistical-sampling)

[Query Tool Software III-9](#query-tool-software)

# INTRODUCTION

## System Overview {#system-overview .unnumbered}

The Purchase Card Management System (PCMS) is an online relational
database management system of the United States Department of
Agriculture (USDA). Within PCMS is the Web-based Cardholder Account
Maintenance Screen (CAMS) that is used to manage government purchase
card users and transactions.

PCMS also performs the following functions in interfacing with other
systems:

-   Validates against the Management Account Structure Codes System
    (MASC)

-   Sends records from PCMS to the Disbursing System (DISB)

-   Sends records from PCMS to the General Ledger System (LEDG)

-   Passes data to the Statistical Analysis Tabulation System (STAT),
    which updates the cost and productivity database for PCMS

-   Interfaces with the Central Accounting System (CAS)

-   Updates the Personal Property System (PROP)

-   Provides an interface record to the Miscellaneous Income System
    (MINC) for all appropriate 1099 records at the end of the year

## 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.

### 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

-   Ability to connect to NFC UNIX server via USDA TCP/IP network

-   Oracle Discoverer 2000 for Windows for data query applications

### 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="4.5152777777777775in" height="3.9375in"}

![](media/image4.png){width="1.75in" height="0.625in"}

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

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="2.4194444444444443in"
height="1.1770833333333333in"}

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

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

> Then the Logon dialog box will open.

![](media/image9.png){width="2.125in" height="1.3180555555555555in"}

2.  Enter your Username and Password and click
    ![](media/image10.png){width="0.6930555555555555in"
    height="0.2375in"}. Your APC 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, 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 ![](media/image11.png){width="1.6395833333333334in"
height="0.19930555555555557in"} from the Main window, or Click the 'X'
in the top right hand corner of Internet Explorer browser

### 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:

1.  Open an Internet Explorer browser.

```{=html}
<!-- -->
```
3.  Enter the URL in the address field:
    <http://www.nfc.usda.gov/corporate/PCMS.htm>.

4.  Click **Favorites** on the toolbar.

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

5.  ![](media/image12.png){width="2.55625in"
    height="2.011111111111111in"}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.

6.  Click **OK**.

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

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

After logging onto PCMS, the PCMS Main Menu appears:

![](media/image13.png){width="6.16875in" height="5.21875in"}

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

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

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

#### [Setup/User Messages]{.smallcaps} {#setupuser-messages .unnumbered}

The Setup menu is used only by APCs/LAPCs. It is used to establish and
maintain cardholder records. Refer to the [*Cardholder Setup &
Maintenance*](#cardholder-setup-maintenance) section for complete
details establishing and maintaining a cardholder's record. Only LAPC's
receive User Messages, as part of their oversight role.

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

This option allows you to change your system password.

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

![](media/image14.png){width="1.9993055555555554in"
height="1.367361111111111in"}

Your assigned username is displayed.

7.  Enter your old password and then your new one. Note that the
    passwords will appear as asterisks.

The following are the requirements for the password:

-   A minimum of 6 alphanumeric positions;

-   Must start with an alpha character;

-   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);

8.  Enter the new password again, in the ***Confirm*** field.

9.  Click ![](media/image15.png){width="1.0in"
    height="0.15486111111111112in"}. Your new password will be in effect
    the next time you log on to PCMS.

Contact your DPC/APC 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

For information on user ids, refer to the [*SAMS User's Guide for the
Purchase Card*](http://www.usda.gov/procurement/card/guide.htm).

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

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

### 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.

## 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.

+--------+----+-------------------------------------------------------+
| ![](   |    |                                                       |
| media/ |    |                                                       |
| image1 |    |                                                       |
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| "0.196 |    |                                                       |
| 527777 |    |                                                       |
| 777777 |    |                                                       |
| 77in"} |    |                                                       |
+--------+----+-------------------------------------------------------+
| Clear  | !  | Clears all data in the form.                          |
| Form   | [] |                                                       |
|        | (m |                                                       |
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|        | 44 |                                                       |
|        | 44 |                                                       |
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|        | 28 |                                                       |
|        | 75 |                                                       |
|        | in |                                                       |
|        | "} |                                                       |
+--------+----+-------------------------------------------------------+
| Save   | !  | Saves changes to the database.                        |
|        | [] |                                                       |
|        | (m |                                                       |
|        | ed |                                                       |
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|        | /i |                                                       |
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|        | 22 |                                                       |
|        | 91 |                                                       |
|        | 66 |                                                       |
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|        | 25 |                                                       |
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|        | "} |                                                       |
+--------+----+-------------------------------------------------------+
| Print  | !  | Prints the screen.                                    |
|        | [] |                                                       |
|        | (m |                                                       |
|        | ed |                                                       |
|        | ia |                                                       |
|        | /i |                                                       |
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|        | 77 |                                                       |
|        | 77 |                                                       |
|        | 77 |                                                       |
|        | 78 |                                                       |
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|        | "} |                                                       |
+--------+----+-------------------------------------------------------+
| Edit   | !  | Edit a field.                                         |
|        | [] |                                                       |
|        | (m |                                                       |
|        | ed |                                                       |
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|        | /i |                                                       |
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|        | 77 |                                                       |
|        | 77 |                                                       |
|        | 78 |                                                       |
|        | in |                                                       |
|        | "} |                                                       |
+--------+----+-------------------------------------------------------+
| Clear  | !  | Removes the transaction information from the screen.  |
|        | [] | Any unsaved changes will be lost. A cleared record is |
|        | (m | **not** deleted from the database.                    |
|        | ed |                                                       |
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|        | 55 |                                                       |
|        | 55 |                                                       |
|        | 55 |                                                       |
|        | 56 |                                                       |
|        | in |                                                       |
|        | "} |                                                       |
+--------+----+-------------------------------------------------------+
| Remove | !  | Removes a line of accounting in the Profile           |
|        | [] | Accounting screen.                                    |
|        | (m |                                                       |
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+--------+----+-------------------------------------------------------+
| Insert | !  | Inserts a new record after the current record.        |
|        | [] |                                                       |
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+--------+----+-------------------------------------------------------+
| Find   | !  | Search functions.                                     |
|        | [] |                                                       |
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|        | 44 |                                                       |
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|        | 33 |                                                       |
|        | 33 |                                                       |
|        | 34 |                                                       |
|        | in |                                                       |
|        | "} |                                                       |
+--------+----+-------------------------------------------------------+
| Help   | !  | Displays a brief message about the current field.     |
|        | [] |                                                       |
|        | (m | **Note**: The Help function is not available at this  |
|        | ed | time.                                                 |
|        | ia |                                                       |
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|        | h= |                                                       |
|        | "0 |                                                       |
|        | .3 |                                                       |
|        | 19 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
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|        | 0. |                                                       |
|        | 31 |                                                       |
|        | 94 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | in |                                                       |
|        | "} |                                                       |
+--------+----+-------------------------------------------------------+
| List   | !  | Opens a dialog box for selecting valid field entries. |
|        | [] | The text, "*List of Values*" appears in the status    |
|        | (m | bar at the bottom of the screen when your cursor is   |
|        | ed | in a field that accepts list values.                  |
|        | ia |                                                       |
|        | /i |                                                       |
|        | ma |                                                       |
|        | ge |                                                       |
|        | 26 |                                                       |
|        | .p |                                                       |
|        | ng |                                                       |
|        | ){ |                                                       |
|        | wi |                                                       |
|        | dt |                                                       |
|        | h= |                                                       |
|        | "0 |                                                       |
|        | .3 |                                                       |
|        | 19 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | 44 |                                                       |
|        | 4i |                                                       |
|        | n" |                                                       |
|        | h  |                                                       |
|        | ei |                                                       |
|        | gh |                                                       |
|        | t= |                                                       |
|        | "0 |                                                       |
|        | .2 |                                                       |
|        | 97 |                                                       |
|        | 91 |                                                       |
|        | 66 |                                                       |
|        | 66 |                                                       |
|        | 66 |                                                       |
|        | 66 |                                                       |
|        | 66 |                                                       |
|        | 66 |                                                       |
|        | in |                                                       |
|        | "} |                                                       |
+--------+----+-------------------------------------------------------+

## 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.

## 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/image27.png){width="6.493055555555555in"                 
  height="0.19791666666666666in"}                                    

  **Action**                                                         

  ![](media/image28.png){width="0.5527777777777778in"    Clear Form  Clear all records from the current block and
  height="0.8298611111111112in"}                                     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/image29.png){width="0.33958333333333335in"   Cut         Cut selected text.
  height="0.8291666666666667in"}                                     

                                                         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/image30.png){width="0.44583333333333336in"   Previous    Move the cursor to the previous form block that
  height="0.6805555555555556in"}                                     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/image31.png)                                Previous       Move the cursor to the previous field in the
                                                                       current record.

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

                                                        Clear          Clear the content of the current field beginning

  **Record**                                                           

  ![](media/image32.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/image33.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 Criteria  Used to display the query criteria last used.

                                                        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 Set Used to retrieve the next set of records into
                                                                       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/image34.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 Error  Displays full error message.

                                                        Debug          Debugs error.

  **Window**                                                           

  ![](media/image35.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/image24.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/image24.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/image24.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/image36.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/image37.png){width="5.4527777777777775in"
height="3.638888888888889in"}

Scroll to highlight the item you want to enter and click
![](media/image38.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 SETUP & Maintenance

## Cardholder Setup {#cardholder-setup .unnumbered}

Use the Cardholder Setup sub-option under the *Setup/User Messages* menu
to setup a cardholder account, modify specific cardholder profile
information on an existing account record, and replace or delete a
cardholder's purchase card. The information entered through Cardholder
Setup will be transmitted electronically for processing from the PCMS
database to the bank on a nightly basis. The bank will send PCMS an
acknowledgment in response to each account setup or maintenance request.

When this sub-option is selected, the Cardholder Account Maintenance
Screen (CAMS) appears.

![](media/image39.png){width="6.995138888888889in"
height="5.377083333333333in"}

The following is a brief description of each field in CAMS. Fields not
requiring data entry are noted.

+-------------------+--------------------------------------------------+
| **Fieldname**     | **Description**                                  |
+===================+==================================================+
| [LAPC Last        | The LAPC's last name.                            |
| Name]{.smallcaps} |                                                  |
|                   | (Required, alphanumeric, maximum 20 positions)   |
+-------------------+--------------------------------------------------+
| [LAPC First       | The LAPC's first name.                           |
| Name]{.smallcaps} |                                                  |
|                   | (Required, alphanumeric, maximum 12 positions)   |
+-------------------+--------------------------------------------------+
| [LAPC User        | The PCMS user identification number of the LAPC  |
| ID]{.smallcaps}   | assigned to the cardholder to either be added to |
|                   | or retrieved from PCMS. (Query field.)           |
|                   |                                                  |
|                   | (Required, alphanumeric, maximum 20 positions)   |
+-------------------+--------------------------------------------------+
| [Last Action      | When a transaction is completed and saved, the   |
| Code]{.smallcaps} | [Last Action Code]{.smallcaps} field is          |
|                   | programmatically assigned one of the following   |
|                   | values: A(dd), M(odify), D(elete), and           |
|                   | R(eplacement).                                   |
+-------------------+--------------------------------------------------+
| [Delete           | Use to delete a cardholder's purchase card       |
| Card]{.smallcaps} | record at the bank.                              |
+-------------------+--------------------------------------------------+
| [Replace          | Use to replace a cardholder's purchase card.     |
| Card]{.smallcaps} | Check this box to replace a card that has been   |
|                   | damaged. For details, refer to [*Replacement     |
|                   | Cards*](#replacement-cards) later in this        |
|                   | section.                                         |
+-------------------+--------------------------------------------------+
| ![](m             | This button displays the LAPC User window. This  |
| edia/image40.png) | window allows you to update LAPC user            |
|                   | information. Refer to [*Update                   |
|                   | LAPC*](#updating-an-existing-lapc) for complete  |
|                   | details.                                         |
+-------------------+--------------------------------------------------+
| *NOTE: When       |                                                  |
| either Delete or  |                                                  |
| Replace Card is   |                                                  |
| selected, all     |                                                  |
| fields are        |                                                  |
| locked.*          |                                                  |
+-------------------+--------------------------------------------------+
| [Last Action      | When a transaction is completed and saved, the   |
| Code]{.smallcaps} | [Last Action Code]{.smallcaps} field is          |
|                   | programmatically assigned one of the following   |
|                   | values: A(dd), M(odify), D(elete), and           |
|                   | R(eplacement). (Non-entry field.\*)              |
|                   |                                                  |
|                   | \*Exception: Can perform queries on action codes |
|                   | A, M, D, and R by pressing \[Find\], enter value |
|                   | in [Last Action Code]{.smallcaps}, and pressing  |
|                   | \[Find\] again.                                  |
+-------------------+--------------------------------------------------+
| [SSN]{.smallcaps} | Cardholder's Social Security Number (SSN).       |
|                   | (Query field.)                                   |
+-------------------+--------------------------------------------------+
| [First            | The cardholder's first name.                     |
| Name]{.smallcaps} |                                                  |
|                   | (Required, alphanumeric, maximum 12 positions)   |
+-------------------+--------------------------------------------------+
| [Middle           | The cardholder's middle initial.                 |
| Ini               |                                                  |
| tial]{.smallcaps} | (Required, alphanumeric, 1 position)             |
+-------------------+--------------------------------------------------+
| [Last             | The cardholder's last name. (Query field.)       |
| Name]{.smallcaps} |                                                  |
|                   | (Required, alphanumeric, maximum 20 positions)   |
+-------------------+--------------------------------------------------+
| [Office Address   | Cardholder's office address.                     |
| 1]{.smallcaps}    |                                                  |
|                   | (Required, alphanumeric, maximum 36 positions)   |
+-------------------+--------------------------------------------------+

+-------------------+--------------------------------------------------+
| [Office Address   | Additional cardholder address information as     |
| 2]{.smallcaps}    | needed.                                          |
|                   |                                                  |
|                   | (Alphanumeric, maximum 36 positions)             |
+-------------------+--------------------------------------------------+
| [Office           | The cardholder's office city.                    |
| City]{.smallcaps} |                                                  |
|                   | (Required, alphanumeric, maximum 25 positions)   |
+-------------------+--------------------------------------------------+
| [Office           | The state or country where the cardholder's      |
| State/Foreign     | office is located.                               |
| Cou               |                                                  |
| ntry]{.smallcaps} | (Required, alpha, 2 positions)                   |
+-------------------+--------------------------------------------------+
| [Office Zip       | The cardholder's office zip code.                |
| Code]{.smallcaps} |                                                  |
|                   | (Required, alphanumeric, 13 positions)           |
+-------------------+--------------------------------------------------+
| [Office Zip Code  | The cardholder's office zip code extension. The  |
| Ext]{.smallcaps}  | field defaults to all zeros.                     |
|                   |                                                  |
|                   | (Numeric, 5 positions)                           |
+-------------------+--------------------------------------------------+
| [Office           | Cardholder's office phone number.                |
| P                 |                                                  |
| hone]{.smallcaps} | (Required, alphanumeric, 10 positions)           |
+-------------------+--------------------------------------------------+
| [Office           | Cardholder's office e-mail address.              |
| E                 |                                                  |
| mail]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Foreign          | Indicate whether the cardholder's office is      |
| Addr              | located outside of the United States.            |
| ess?]{.smallcaps} |                                                  |
|                   | Y = Yes                                          |
|                   |                                                  |
|                   | N = No (Default)                                 |
+-------------------+--------------------------------------------------+
| *The following    |                                                  |
| fields represent  |                                                  |
| the cardholder's  |                                                  |
| hierarchy.*       |                                                  |
+-------------------+--------------------------------------------------+
| [Program          | The program code for each cardholder record is   |
| Code]{.smallcaps} | hard coded into the system. This field will be   |
|                   | grayed out to prevent data entry. (Non-entry     |
|                   | field)                                           |
+-------------------+--------------------------------------------------+
| [                 | Contains the default value of 12 for USDA. This  |
| Dept]{.smallcaps} | value can be changed.                            |
|                   |                                                  |
|                   | (Required, numeric, 2 positions)                 |
+-------------------+--------------------------------------------------+
| [Ag               | The agency where the cardholder will reside.     |
| ency]{.smallcaps} |                                                  |
|                   | (Required, numeric, 2 positions)                 |
+-------------------+--------------------------------------------------+
| [Re               | The region where the cardholder will reside.     |
| gion]{.smallcaps} |                                                  |
|                   | (Required, numeric, 2 positions)                 |
+-------------------+--------------------------------------------------+
| [                 | The unit where the cardholder will reside.       |
| Unit]{.smallcaps} |                                                  |
|                   | (Required, numeric, 2 positions)                 |
+-------------------+--------------------------------------------------+
| [Sub              | The sub-unit where the cardholder will reside.   |
| Unit]{.smallcaps} |                                                  |
|                   | (Required, numeric, 5 positions)                 |
+-------------------+--------------------------------------------------+

+-------------------+--------------------------------------------------+
| *The following    |                                                  |
| fields detail the |                                                  |
| cardholder's      |                                                  |
| account.*         |                                                  |
+-------------------+--------------------------------------------------+
| [Type of          | Valid values are:                                |
| Pla               |                                                  |
| stic]{.smallcaps} | Q(uasi-Generic) -- non-government/government     |
|                   | card (no gov't logo with gov't account number)   |
|                   |                                                  |
|                   | S(tandard) -- government card (gov't logo with   |
|                   | gov't account number)                            |
|                   |                                                  |
|                   | (Required)                                       |
+-------------------+--------------------------------------------------+
| [Checks           | Indicate whether the cardholder is authorized to |
| Authori           | use checks.                                      |
| zed?]{.smallcaps} |                                                  |
|                   | Y = Yes                                          |
|                   |                                                  |
|                   | N = No (Default)                                 |
|                   |                                                  |
|                   | (Required)                                       |
+-------------------+--------------------------------------------------+
| [No. of Check     | Indicate the number of convenience check books   |
| B                 | the cardholder is to receive. Press \[List\] for |
| ooks]{.smallcaps} | a drop-down listing to select the number of      |
|                   | check books.                                     |
|                   |                                                  |
|                   | 0 = None (No books)                              |
|                   |                                                  |
|                   | 1 = 50 Checks (1 book)                           |
|                   |                                                  |
|                   | 2 = 100 Checks (2 books)                         |
|                   |                                                  |
|                   | 3 = 150 Checks (3 books)                         |
+-------------------+--------------------------------------------------+
| [Conv Check       | Indicate the convenience check design code.      |
| Design            | Press \[List\] for a drop-down listing to select |
| Code]{.smallcaps} | a code.                                          |
|                   |                                                  |
|                   | NOTE: This field establishes the base for the    |
|                   | checking account (e.g., maximum single purchase  |
|                   | limit, automatic checkbook reorder).             |
|                   |                                                  |
|                   | (Required if [No. of Check Books]{.smallcaps}    |
|                   | field is greater than 0)                         |
+-------------------+--------------------------------------------------+
| [Mat              | Merchant type code. Defaults to 0000.            |
| code]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Single Purchase  | Indicate cardholder's single purchase limit.     |
| L                 |                                                  |
| imit]{.smallcaps} | NOTE: The [Single Purchase Limit]{.smallcaps} is |
|                   | linked to the purchase limit established in the  |
|                   | [Conv Check Design Code]{.smallcaps} field. The  |
|                   | [Single Purchase Limit]{.smallcaps} field value  |
|                   | cannot be greater than the limit set by the      |
|                   | Convenience Check Design Code.                   |
+-------------------+--------------------------------------------------+
| [Monthly          | Indicate the cardholder's monthly purchase       |
| L                 | limit.                                           |
| imit]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Ship Card to     | Indicate whether the purchase card is to be sent |
| L                 | to the LAPC or the cardholder. It is advised     |
| APC?]{.smallcaps} | that the LAPC receive all cards.                 |
|                   |                                                  |
|                   | Y = Yes (Default)                                |
|                   |                                                  |
|                   | N = No                                           |
+-------------------+--------------------------------------------------+
| [ATM              | Indicate whether the cardholder will have ATM    |
| Acc               | access. Currently, the answer is always No.      |
| ess?]{.smallcaps} |                                                  |
|                   | Y = Yes                                          |
|                   |                                                  |
|                   | N = No (Default)                                 |
+-------------------+--------------------------------------------------+

+-------------------+--------------------------------------------------+
| [No. of Check     | Indicates the number of checkbooks last ordered. |
| Books             |                                                  |
| Ord               | (Non-entry field.)                               |
| ered]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Date Check Books | Indicates the date the last check books were     |
| Ord               | ordered.                                         |
| ered]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| *The following    |                                                  |
| fields are        |                                                  |
| display only. No  |                                                  |
| data entry is     |                                                  |
| allowed.*         |                                                  |
+-------------------+--------------------------------------------------+
| [Date Sent to     | Date that a new or updated cardholder record is  |
| Bank]{.smallcaps} | sent to the bank.                                |
+-------------------+--------------------------------------------------+
| [Date Returned    | Date the cardholder record is returned with an   |
| From              | acknowledgment from the bank.                    |
| Bank]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Account          | The Purchase Card account number.                |
| Nu                |                                                  |
| mber]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+

> **Profile Accounting Fields:**
>
> **Enter the initial accounting information for the Cardholder.**

+-------------------+--------------------------------------------------+
| **Fieldname**     | **Description**                                  |
+===================+==================================================+
| [Ag               | Indicate the agency code that the purchase is to |
| ency]{.smallcaps} | be charged against. If an agency is not entered, |
|                   | the agency that was entered on the previous      |
|                   | screen will be used to validate the accounting   |
|                   | classification code.                             |
|                   |                                                  |
|                   | (Optional, numeric, 2 positions)                 |
+-------------------+--------------------------------------------------+
| [Sta              | Indicate the station code that the purchase is   |
| tion]{.smallcaps} | to be charged against. If a station is not       |
|                   | entered, the region and unit (for Forest Service |
|                   | only) that was entered on the previous screen    |
|                   | will be used to validate the accounting          |
|                   | classification code.                             |
|                   |                                                  |
|                   | (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          | Enter the description of the accounting code.    |
| Descrip           |                                                  |
| tion]{.smallcaps} | (Optional)                                       |
+-------------------+--------------------------------------------------+
| [BOC]{.smallcaps} | Indicate a valid budget object classification    |
|                   | code (BOCC). Type in the BOCC or press \[List\]  |
|                   | to select a code. Refer to the Budget Object     |
|                   | Classification Codes document at                 |
|                   | <http://www.usda.gov/procurement/card/guide.htm> |
|                   | for a complete BOCC listing.                     |
|                   |                                                  |
|                   | (Required)                                       |
+-------------------+--------------------------------------------------+

+-------------------+--------------------------------------------------+
| [Per              | Indicate the percentage of this account to be    |
| cent]{.smallcaps} | applied to the transaction amount.               |
|                   |                                                  |
|                   | (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.                          |
+-------------------+--------------------------------------------------+

> **Note**: If accounting information can be changed on a new cardholder
> record as long as the [Date Sent To Bank]{.smallcaps} field is null
> (blank).
>
> **Note**: Accounting entered in CAMS is the default accounting for the
> cardholder. This accounting does not change unless the region/unit
> changes for the cardholder, which might indicate a change in
> accounting. The LAPC will modify the cardholder's record in this case.
> Cardholder's can update their profile accounting through the Profile
> Accounting screen. These updates can only be seen through that screen
> and are not reflected in CAMS. For making updates to Profile
> Accounting, refer to [*Profile Accounting*](#section) later in this
> section for details on updating.
>
> **Cardholder Supervisor Profile Fields:**
>
> ![](media/image41.png){width="5.674305555555556in"
> height="1.6770833333333333in"}
>
> **Enter the details for the Cardholder's Supervisor.**

+-------------------+--------------------------------------------------+
| **Fieldname**     | **Description**                                  |
+===================+==================================================+
| [Supervisor First | Enter the cardholder Supervisor's first name.    |
| Name]{.smallcaps} |                                                  |
|                   | (Required)                                       |
+-------------------+--------------------------------------------------+

+-------------------+--------------------------------------------------+
| [Supervisor       | Enter the Cardholder Supervisor's middle         |
| Middle            | initial.                                         |
| Ini               |                                                  |
| tial]{.smallcaps} | (Required)                                       |
+-------------------+--------------------------------------------------+
| [Supervisor Last  | Enter the Cardholder Supervisor's last name.     |
| Name]{.smallcaps} |                                                  |
|                   | (Required)                                       |
+-------------------+--------------------------------------------------+
| [Supervisor       | Enter the Cardholder Supervisor's office         |
| Address           | address.                                         |
| 1]{.smallcaps}    |                                                  |
|                   | (Required)                                       |
+-------------------+--------------------------------------------------+
| [Supervisor       | Enter the Cardholder Supervisor's address        |
| Address           | information as needed.                           |
| 2]{.smallcaps}    |                                                  |
|                   | (Optional)                                       |
+-------------------+--------------------------------------------------+
| [Supervisor       | Enter the Cardholder Supervisor's office city.   |
| City]{.smallcaps} |                                                  |
|                   | (Required)                                       |
+-------------------+--------------------------------------------------+
| [Supervisor       | Enter the state or country where the Cardholder  |
| S                 | Supervisor's office is located.                  |
| tate]{.smallcaps} |                                                  |
|                   | (Optional)                                       |
+-------------------+--------------------------------------------------+
| [Supervisor Zip   | Enter the Cardholder Supervisor's office zip     |
| Code]{.smallcaps} | code.                                            |
|                   |                                                  |
|                   | (Required)                                       |
+-------------------+--------------------------------------------------+
| [Supervisor Zip   | Enter the Cardholder Supervisor's office zip     |
| Code              | code extention. The field defaults to all zeros. |
| Ext]{.smallcaps}  |                                                  |
|                   | (Optional)                                       |
+-------------------+--------------------------------------------------+
| [Supervisor       | Enter the Cardholder Supervisor's office phone   |
| P                 | number.                                          |
| hone]{.smallcaps} |                                                  |
|                   | (Required)                                       |
+-------------------+--------------------------------------------------+
| [Supervisor       | Enter the Cardholder Supervisor's office e-mail  |
| E                 | address.                                         |
| mail]{.smallcaps} |                                                  |
|                   | (Optional)                                       |
+-------------------+--------------------------------------------------+

### Populating the LAPC Fields {#populating-the-lapc-fields .unnumbered}

To populate the LAPC information when adding a new cardholder, place the
cursor in the **LAPC User Id** field and press the
![](media/image42.png){width="0.1875in" height="0.20833333333333334in"}
button. Select the appropriate user id to populate the **LFPC Id** and
**Name** fields and press **\[OK\]**.

### Querying for Cardholder Records {#querying-for-cardholder-records .unnumbered}

a.  **How to query?**

-   Use the ![](media/image43.png){width="0.20833333333333334in"
    height="0.19791666666666666in"} button on the command bar, as
    described in previous lessons;

-   Enter the value in a query field and hit the
    ![](media/image43.png){width="0.20833333333333334in"
    height="0.19791666666666666in"} button;

-   The % wildcard can be used;

-   Use scroll bars to navigate between Cardholder records;

-   There are several lists available to select values from, such as:
    ***LAPC User ID***;

    a.  **LAPC Query all Cardholders**

```{=html}
<!-- -->
```
-   Logged on as an LAPC, from the CAMS screen hit the
    ![](media/image43.png){width="0.20833333333333334in"
    height="0.19791666666666666in"} button to clear all fields;

-   Hit the ![](media/image43.png){width="0.20833333333333334in"
    height="0.19791666666666666in"} button again to obtain all
    Cardholder records attached to the LAPC UserID you logged on with;

-   Use the scroll bar to the left to navigate between Cardholders;

    a.  **APC Query all records**

-   Logged on as an APC, from the CAMS screen hit the
    ![](media/image43.png){width="0.20833333333333334in"
    height="0.19791666666666666in"} button to clear all fields;

-   Hit the ![](media/image43.png){width="0.20833333333333334in"
    height="0.19791666666666666in"} button again to obtain all
    Cardholder records attached to all LAPC's that are under the APC
    UserID you logged on with;

-   Use the scroll bar to the left to navigate between Cardholder
    records. Note that the LAPC details change also;

### Setting Up a New Cardholder {#setting-up-a-new-cardholder .unnumbered}

1.  Place your cursor in the [LAPC User Id]{.smallcaps} field and press
    ![](media/image42.png){width="0.1875in"
    height="0.20833333333333334in"}**.** Select an LAPC user id from the
    list of values to assign to the new cardholder account.

```{=html}
<!-- -->
```
10. Enter all the information that identifies the new cardholder (e.g.,
    SSN, name, address, phone and hierarchy, etc). Refer to the table
    above for guidance.

11. Enter all the detailed information about the purchase card assigned
    to the cardholder (e.g., card type, convenience check information,
    purchase limits, etc). Refer to the table above for guidance.

12. Enter the profile accounting details for the Cardholder. Refer to
    [*Profile Accounting*](#section) later in this section for
    additional details on entering data.

13. Enter the details for the cardholder's supervisor. Refer to the
    table above for Guidance.

14. Press ![](media/image44.png){width="0.20833333333333334in"
    height="0.16666666666666666in"}. The **Date Sent To Bank** field is
    populated after the batch run processes the record and sends it to
    the bank.

> NOTE: As long as the record has not gone to the bank (**Date Sent To
> Bank** field is null) the record can be removed. To do so, press
> ![](media/image45.png){width="0.22916666666666666in"
> height="0.22916666666666666in"}, then
> ![](media/image44.png){width="0.20833333333333334in"
> height="0.16666666666666666in"}. Also, should you need to change the
> accounting you can do so as long as the **Date Sent To Bank** field
> remains null.

15. When NFC receives the bank acknowledgement for the cardholder's
    record, the **Date Returned From Bank** and **Account Number**
    fields in CAMS are populated.

16. Once a record is initially created in CAMS, a skeletal record for
    the cardholder is established in Security Access Management System
    (SAMS). After the LAPC finds out the cardholders account number,
    he/she can go to SAMS and complete the record, establishing PCMS
    access for the cardholder. Refer to the [*SAMS User's Guide for the
    Purchase Card*](http://www.usda.gov/procurement/card/guide.htm) for
    details.

### Copying a Cardholder Record {#copying-a-cardholder-record .unnumbered}

When you have several new cardholders to set up in PCMS that have
similar information, proceed with the following steps:

1.  Enter the first record and press
    ![](media/image44.png){width="0.20833333333333334in"
    height="0.16666666666666666in"}.

```{=html}
<!-- -->
```
17. Select the **Copy Record** option from the **Record** menu on the
    command bar

18. Change any unique values in fields such as: **SSN**, **First Name**,
    **Middle Initial**, and **Last Name.** Also, change any other
    information that is necessary (e.g., address
    information[,]{.smallcaps} detailed information about the
    cardholder's account, profile accounting, etc.).

19. Press ![](media/image44.png){width="0.20833333333333334in"
    height="0.16666666666666666in"}.

20. Repeat steps 2 through 4 as necessary.

### Modifying a Cardholder's Account {#modifying-a-cardholders-account .unnumbered}

Most of the fields in CAMS can be modified. New cards will only be
issued when information in the magnetic strip or information embossed
upon the card changes. Updates to Profile Accounting cannot be done
through Cardholder Setup (unless it is a new cardholder record and the
**Date Sent To Bank** field is null) but must be completed through the
appropriate Cardholder menu sub-option under the PCMS Main Menu.

To modify a cardholder's account:

1.  Query a cardholder's record;

2.  Make changes to the appropriate information in the record;

3.  Hit the ![](media/image44.png){width="0.20833333333333334in"
    height="0.16666666666666666in"} button;

#### [Guidelines to Modifying a Cardholder's Account]{.smallcaps} {#guidelines-to-modifying-a-cardholders-account .unnumbered}

-   Prior to a record being sent to the Bank, all fields in CAMS can be
    modified;

    -   The **Last Action Code** equals ***A*** and the **Date Sent To
        Bank** field is blank;

-   After a record has been sent to the Bank no modifications can be
    made until it returns from the Bank;

    -   The **Last Action Code** equals ***A, M, or R*** and the **Date
        Sent To Bank** field is NOT blank but the **Date Returned From
        Bank** field is blank;

-   After a record has returned from the Bank, most of the fields in
    CAMS can be modified;

    -   The **Last Action Code** equals ***A, M, or R*** and the **Date
        Sent To Bank** and D**ate Returned Fm Bank** fields are NOT
        blank;

-   Updates to Profile Accounting can be done through CAMS only if it is
    a new cardholder record and the record has not yet been sent to the
    Bank;

-   New cards will only be issued when information in the magnetic strip
    or information embossed upon the card changes;

### Replacement Cards {#replacement-cards .unnumbered}

-   When a card needs replacing, due to damage, enter the Cardholder
    record in CAMS and check the **Replace Card** box, the hit the
    ![](media/image44.png){width="0.20833333333333334in"
    height="0.16666666666666666in"} button on the Command Bar;

-   The record sent to the bank will contain an action code of ***R***
    and duplicate card will be produced, based on the Cardholder's
    current details in CAMS. (e.g., account number, hierarchy, purchase
    limits, etc.);

-   PCMS will not allow any modifications to records with a **Last
    Action Code** of ***R***;

If modifications need to be made to this record and the **Sent To Bank**
field is still null, uncheck the **Replace Card** box to unmark it for
replacement. You will get a message inquiring if you want to replace or
modify the record. Press the **\[Modify\]** button. Make your
modifications and press
![](media/image44.png){width="0.20833333333333334in"
height="0.16666666666666666in"}.

![](media/image46.png){width="6.548611111111111in"
height="5.029861111111111in"}

### Delete a Card {#delete-a-card .unnumbered}

-   When a Cardholder no long requires a purchase card, check the
    **Delete Card** box and hit
    ![](media/image44.png){width="0.20833333333333334in"
    height="0.16666666666666666in"} on the Command Bar;

-   The record sent to the bank will contain an action code of "D" and
    **the information will be an exact duplicate of the old record**
    (e.g., account number, hierarchy, purchase limits, etc.);

-   The system will not allow any modifications to records where the
    **Last Action Code** is a ***D***;

### Batch Processing and Action Codes  {#batch-processing-and-action-codes .unnumbered}

Only one type action code can be processed for any cardholder record per
day (i.e., A(dd), M(odify), and (R)eplace, (D)elete).

If an action has been taken on a record and the bank dates still remain
null (**Sent to Bank** and **Returned Fm Bank** dates are blank),
depending on the initial action, additional changes can be made. Use the
following as guidelines:

-   A(dd) -- Modify any fields, including profile accounting, if dates
    are null.

-   M(odify) -- Modify any fields, except profile accounting, when dates
    are null.

### Lost/Stolen Cards {#loststolen-cards .unnumbered}

The LAPC should notify the bank immediately of any lost or stolen
purchase cards. Once the bank has set up a new account for this
cardholder, a new account, with a **Last Action Code** of ***A*** is
established by ACFO/FS in CAMS. The **Date of Notification** is the date
entered in the **Date Sent to Bank** and **Date Returned From Bank**
fields. Notice the change in the **Account Number** field. NOTE: The
SAMS record for the cardholder is also updated with the new account
number.

After the new account has been established, ACFO/FS will update the
**Last Action Code** to ***D*** in the old record and enter the **Date
of Notification** as the **Date Sent to Bank** and **Date Returned From
Bank** dates.

When the LAPC queries the cardholder record in CAMS, both the new and
the old record will be available. Use the scroll bar to the left of the
screen to view both records.

Using the Card Transactions screen, the LAPC and cardholder can view all
transactions associated with each account. Click on the scroll bar to
the left of the cardholder's name to toggle between each account. Each
transaction is appropriately identified to the specific account number
that was valid at the time the transaction took place.

### Deactivating a Cardholder's Account {#deactivating-a-cardholders-account .unnumbered}

APCs/LAPCs can deactivate purchase card accounts for infractions of
department or agency regulations such as failing to reconcile
transactions in a timely fashion. Accounts can also be deactivated to
mitigate risks such as when an intermittent employee is not on active
duty and you want to assure that person's card and checks are not used.

LAPCs must provide the cardholder with advance written notice that the
account is being deactivated, the reason(s), and the date or period of
the deactivation. If the cardholder is authorized to have convenience
checks, the notice should require that the cardholder submit all unused
convenience checks, the check registers, and check carbons to the LAPC
by a set date.

Apply the following steps to avoid bounced checks when deactivating an
account:

1.  Before completely deactivating an account that has convenience
    checks, the LAPC may set the single purchase limit to \$1.00 on the
    date provided in the cardholder notification, essentially turning
    the card off. This change should be made through PCMS CAMS so the
    new limit will appear in the Cardholder Screen. In an emergency,
    make the change by calling the bank's Government Card Services Unit
    (GCSU) at 1-800-558-0548 and then promptly enter it into CAMS.
    Lowering the single purchase limit to \$1.00 will prevent anyone
    from making purchases using the card but will allow any outstanding
    checks to clear through the Bank. Lower only the single purchase
    limit because the monthly limit is needed to assure sufficient
    credit for outstanding checks to clear. Checks normally take 7-10
    days to clear after the recipient has deposited or cashed them. Keep
    in mind that some check recipients may not deposit checks
    immediately.

```{=html}
<!-- -->
```
21. Before deactivating the account, LAPCs must assure that the
    cardholder does not write more checks and that all checks have
    cleared. The LAPC should obtain the cardholder's remaining check
    register, and check carbons. The LAPC should ask the cardholder what
    checks are outstanding and review the check register, the check
    carbons, and cleared transactions in PCMS. Call GCSU for assistance
    in determining what checks have cleared. Once the account is
    deactivated, the bank will not issue an automatic resupply of checks
    when the trigger is reached which is the 39^th^ check.

22. After steps one and two, submit a deactivation request to the bank
    as described below:

#### [Deactivation/Activation Requests]{.smallcaps} {#deactivationactivation-requests .unnumbered}

> APCs/LAPCs should submit requests for deactivation/activation to Bank
> of America's Agency Coordinator Team at GCSU via e-mail as follows:
>
> **To:** <GSCUAC@bankofamerica.com>
>
> **Subject:** Account Deactivation/Activation Request

1.  Cardholder name

```{=html}
<!-- -->
```
23. Account number

24. Deactivation date or period (e.g., June 1 -- September 30)

25. LAPC name

26. LAPC hierarchy (Dept., Agency, Region)

27. LAPC telephone number

28. Request confirmation by e-mail

### Update LAPC {#update-lapc .unnumbered}

Updates to LAPC information must be accomplished through the CAMS window
in on the Cardholder Setup menu. In order to update LAPC information,
the update must be attached to a cardholder record.

#### [Updating an Existing LAPC]{.smallcaps} {#updating-an-existing-lapc .unnumbered}

Enter the CAMS screen and hit
![](media/image47.png){width="0.22916666666666666in" height="0.1875in"}
on the command bar to clear all fields. Place the cursor in the **LAPC
User ID** field and select the appropriate LAPC from the list available.
With the LAPC fields populated, hit the
![](media/image47.png){width="0.22916666666666666in" height="0.1875in"}
button again to query the cardholder records attached to that LAPC.
Select a cardholder record where the **Date Sent to Bank** and **Date
Returned From Bank** fields are NOT blank. Hit the
![](media/image48.png){width="1.4166666666666667in"
height="0.2708333333333333in"} button on the CAMS screen. The PCMS User
Modification Screen appears:

![](media/image49.png){width="6.252777777777778in" height="4.39375in"}

The following is a brief description of each field on the PCMS User's
Modification Screen. Fields not requiring data entry are noted.

+-------------------+--------------------------------------------------+
| **Fieldname**     | **Description**                                  |
+===================+==================================================+
| [PCMS User        | The PCMS user identification number of the LAPC. |
| ID]{.smallcaps}   |                                                  |
|                   | (Required, alphanumeric, maximum 20 positions)   |
+-------------------+--------------------------------------------------+
| [SSN]{.smallcaps} | The LAPC's SSN.                                  |
+-------------------+--------------------------------------------------+
| [First            | The LAPC's first name.                           |
| Name]{.smallcaps} |                                                  |
|                   | (Required, alphanumeric, maximum 12 positions)   |
+-------------------+--------------------------------------------------+
| [Middle           | The LAPC's middle initial.                       |
| Ini               |                                                  |
| tial]{.smallcaps} | (Required, alphanumeric, 1 position)             |
+-------------------+--------------------------------------------------+
| [Last             | The LAPC's last name.                            |
| Name]{.smallcaps} |                                                  |
|                   | (Required, alphanumeric, maximum 20 positions)   |
+-------------------+--------------------------------------------------+
| [Office Address   | The LAPC's office address.                       |
| Line              |                                                  |
| 1]{.smallcaps}    | (Required, alphanumeric, maximum 36 positions)   |
+-------------------+--------------------------------------------------+
| [Office Address   | Additional LAPC address information as needed.   |
| Line              |                                                  |
| 2]{.smallcaps}    | (Alphanumeric, maximum 36 positions)             |
+-------------------+--------------------------------------------------+
| [Office           | The LAPC's office city.                          |
| City]{.smallcaps} |                                                  |
|                   | (Required, alphanumeric, maximum 25 positions)   |
+-------------------+--------------------------------------------------+
| [Office           | The LAPC's office state.                         |
| S                 |                                                  |
| tate]{.smallcaps} | (Required, alpha, 2 positions)                   |
+-------------------+--------------------------------------------------+
| [Office           | The LAPC's office zip code.                      |
| Zip]{.smallcaps}  |                                                  |
|                   | (Required, numeric, 5 positions                  |
+-------------------+--------------------------------------------------+
| [Office Work      | The LAPC's office work phone.                    |
| P                 |                                                  |
| hone]{.smallcaps} | (Required, alphanumeric, 10 positions)           |
+-------------------+--------------------------------------------------+
| [Office Fax       | The LAPC's office fax phone number.              |
| P                 |                                                  |
| hone]{.smallcaps} | (Alphanumeric, 10 positions)                     |
+-------------------+--------------------------------------------------+
| [Office           | The LAPC's email address.                        |
| E                 |                                                  |
| mail]{.smallcaps} | (Alphanumeric, maximum 50 positions)             |
+-------------------+--------------------------------------------------+

Update the appropriate LAPC information, and hit the
![](media/image44.png){width="0.20833333333333334in"
height="0.16666666666666666in"} button on the command bar. Go to
Action\\Exit to return to the CAMS screen. Hit
![](media/image44.png){width="0.20833333333333334in"
height="0.16666666666666666in"} again. **The Last Action** Code will
change to ***M(Modified)***. Go to Action\\Exit to return to the Main
Menu;

> **Note**: If the LAPC's name needs to be changed, it should be done
> through SAMS. Once the change is made and the batch process has run in
> SAMS, the name will be updated in PCMS. If the system fails to do
> this, you can go into PCMS and update the name.

#### [Updating a New LAPC]{.smallcaps} {#updating-a-new-lapc .unnumbered}

The LAPC account must first be established in SAMS (SAMS training is
offered in an additional course). After data has been processed
overnight, the LAPC User ID and name should appear in CAMS. However,
details such as address and phone number still have to be entered.

-   Enter the CAMS screen, follow the process in "Updating an existing
    LAPC" above;

-   When you query on the new LAPC UserID to add a cardholder record,
    the system will alert you to update the LAPC information;

-   Hit ***OK*** and the PCMS User Modification Screen will appear;

-   Enter all appropriate LAPC information and hit the
    ![](media/image44.png){width="0.20833333333333334in"
    height="0.16666666666666666in"} button;

-   Go to Action\\Exit to return to the CAMS screen;

-   Continue with adding the new Cardholder record;

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

The Cardholder menu provides sub-options enabling LAPCs to manage their
cardholder accounts:

![](media/image50.png){width="6.492361111111111in"
height="5.490277777777778in"}

Below is a brief description of each option:

**Profile Accounting:** For LAPCs to view, add, or modify cardholder
profile accounting data.

**Purchase Card:** For LAPCs to review basic cardholder account data
at-a-glance.

**Card Transactions:** For LAPCs to review cardholder transactions,
monitoring the status of transaction reconciliation and disputes.

##   {#section .unnumbered}

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

The Profile Accounting screen allows the LAPC to modify the existing
profile accounting associated with a cardholder. Any updates to this
profile accounting screen will not be reflected in the profile
accounting on the initial Cardholder Setup screen (i.e., CAMS). The
accounting shown in CAMS is the default accounting.

**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/image51.png){width="5.247222222222222in"
height="3.104861111111111in"}

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). A list of cardholders (for the LAPC    |
|                   | only) is available for this field. Press         |
|                   | \[List\] to display the list.                    |
+-------------------+--------------------------------------------------+
| [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. If an agency is not entered, |
|                   | the agency that was entered in CAMS will be used |
|                   | to validate the accounting classification code.  |
|                   |                                                  |
|                   | (Optional, numeric, 2 positions)                 |
+-------------------+--------------------------------------------------+
| [Sta              | Indicate the station code that the purchase is   |
| tion]{.smallcaps} | to be charged against. If a station is not       |
|                   | entered, the region and unit (for Forest Service |
|                   | only) that was entered in CAMS will be used to   |
|                   | validate the accounting classification code.     |
|                   |                                                  |
|                   | (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> |
|                   | 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.

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

There are four ways to query profile accounting records:

1.  When you access Profile Accounting, one of two query scenarios will
    occur:

-   If you have just logged into PCMS and not viewed any other
    cardholder records under the Cardholder menu, the Profile Accounting
    screen will be in query mode awaiting the user to decide what type
    of query is required.

-   If you have viewed other cardholder records in any one of the
    sub-options under the Cardholder menu, the last cardholder record
    that was viewed will be displayed.

2.  To query all cardholder records, press
    ![](media/image24.png){width="0.25in"
    height="0.20833333333333334in"} twice to query the profile
    accounting for all cardholder's within the scope of responsibility
    of the user id used to log into PCMS.

3.  To query a specific cardholder record, press
    ![](media/image24.png){width="0.25in"
    height="0.20833333333333334in"} and enter data in any one of the
    fields in the top region of the screen ([Name, Account Number,
    Organization]{.smallcaps}) for a specific search, and then press
    ![](media/image24.png){width="0.25in"
    height="0.20833333333333334in"}.

4.  There is a list of values available for the **[Name]{.smallcaps}**
    field. Place the cursor in the **[Name]{.smallcaps}** field, press
    ![](media/image24.png){width="0.25in"
    height="0.20833333333333334in"}, and then press the
    ![](media/image52.png){width="0.20833333333333334in"
    height="0.17708333333333334in"} button. The drop-down listing of
    Cardholder Names appears, make a selection, and press **\[OK\]**.
    The screen will be populated with the data for that cardholder.

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

### 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/image22.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/image53.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/image24.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/image24.png){width="0.25in" height="0.20694444444444443in"}
again and the original data will display. You can now click Action \>
Exit to close the window.

### 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/>.

#### [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.*

## 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/image54.png){width="5.222222222222222in"
height="3.9590277777777776in"}

The following is a brief description of each field:

+-------------------+--------------------------------------------------+
| **Fieldname**     | **Description**                                  |
+===================+==================================================+
| [                 | The cardholder's name as it appears on the card  |
| Name]{.smallcaps} | (i.e., the person authorized to charge to the    |
|                   | account). A list of cardholders (for the LAPC    |
|                   | only) is available for this field. Press         |
|                   | \[List\] to display the cardholder list.         |
+-------------------+--------------------------------------------------+
| [Account          | This field contains four parts:                  |
| Nu                |                                                  |
| mber]{.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 Address   | Cardholder's primary work location.              |
| 1]{.smallcaps}    |                                                  |
+-------------------+--------------------------------------------------+
| [Office Address   | Cardholder's secondary work location.            |
| 2]{.smallcaps}    |                                                  |
+-------------------+--------------------------------------------------+
| [Office           | City where Cardholders primary work location is. |
| City]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Office State /   | State abreviation where Cardholders primary work |
| Foreign           | location is.                                     |
| Cou               |                                                  |
| ntry]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Office Zip       | Zip code of Cardholders primary work location.   |
| Code]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Office Zip Code  | Zip code extention of Cardholders primary work   |
| Ext]{.smallcaps}  | location.                                        |
+-------------------+--------------------------------------------------+
| [Re               | The second position in the agency organizational |
| gion]{.smallcaps} | structure code for that cardholder. (Query       |
|                   | field.)                                          |
+-------------------+--------------------------------------------------+
| [                 | The third position in the agency organizational  |
| Unit]{.smallcaps} | structure code for that cardholder. (Query       |
|                   | field.)                                          |
+-------------------+--------------------------------------------------+
| [Sub              | The fourth position in the agency organizational |
| Unit]{.smallcaps} | structure code for that cardholder. (Query       |
|                   | field.)                                          |
+-------------------+--------------------------------------------------+
| [Phone            | The cardholder's business phone number.          |
| Nu                |                                                  |
| mber]{.smallcaps} | (Query field.)                                   |
+-------------------+--------------------------------------------------+
| [Monthly          | The cardholder's monthly limit. The maximum      |
| L                 | amount the cardholder can spend in one month.    |
| imit]{.smallcaps} |                                                  |
|                   | (Query field.)                                   |
+-------------------+--------------------------------------------------+
| [Expiration       | The expiration date of the cardholder's account. |
| Date]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Single Purchase  | The cardholder's single purchase limit.          |
| L                 |                                                  |
| imit]{.smallcaps} | (Query field.)                                   |
+-------------------+--------------------------------------------------+
| [Card             | The card status:                                 |
| St                |                                                  |
| atus]{.smallcaps} | A = Active                                       |
|                   |                                                  |
|                   | 0 = Active                                       |
|                   |                                                  |
|                   | D = Deleted                                      |
+-------------------+--------------------------------------------------+
| [Tax Exempt       | The tax exempt number for the department.        |
| Nu                |                                                  |
| mber]{.smallcaps} | (Query field.)                                   |
+-------------------+--------------------------------------------------+
| [Checks           | Indicates whether the cardholder is authorized   |
| Authori           | to have checks.                                  |
| zed?]{.smallcaps} |                                                  |
|                   | Y = Yes                                          |
|                   |                                                  |
|                   | N = No                                           |
+-------------------+--------------------------------------------------+
| [LAPC             | The Local Agency Program Coordinator's name      |
| Name]{.smallcaps} | attached to the cardholder's record.             |
+-------------------+--------------------------------------------------+

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

There are three ways to query cardholder records:

1.  When an APC or LAPC accesses the Purchase Card window the system
    automatically queries in one of two ways:

-   If no Cardholder records have been previously viewed in any of the
    Cardholder sub-options, during the current logon session, then all
    the Cardholder records will be listed in the **Name** field. Use the
    scroll bar to the left of the field to navigate between the records;

-   If Cardholder records have previously been viewed during the current
    logon session, then the last Cardholder record that was viewed will
    be displayed in the **Name** field of the Purchase Card screen when
    it is accessed;

> **Note**: A list of Cardholders is available to the LAPC only, in the
> **Name** field.

29. To query all cardholder records (attached to the user id used to log
    into PCMS), press ![](media/image24.png){width="0.25in"
    height="0.20833333333333334in"} twice.

30. To query a specific Cardholder record, or set of records:

-   Hit the ![](media/image24.png){width="0.25in"
    height="0.20833333333333334in"} button on the command bar to clear
    all fields;

-   Enter the value you wish to query in the appropriate field;

-   Hit the ![](media/image24.png){width="0.25in"
    height="0.20833333333333334in"} button on the command bar and the
    fields will be populated with the search results;

> **Note**: As an LAPC or APC you may find it much quicker to utilize
> the Discoverer tool to review individual transactions, rather than by
> doing it through PCMS. (Discoverer training is offered in a separate
> course).

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

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

The Card 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.

> **Note**: LAPC's can only view their cardholder's transactions.
> Cardholders reconcile and dispute their own transactions.

Use the Card Transaction sub-option to query and review cardholder
transactions. When this sub-option is selected, the Transactions screen
appears.

![](media/image55.png){width="6.992361111111111in"
height="3.698611111111111in"}

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). A list of cardholders is available     |
|                   | (for the LAPC only) for this field. .            |
+-------------------+--------------------------------------------------+
| [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/image56.png){width="6.416666666666667in"
height="2.8381944444444445in"}

+-------------------+--------------------------------------------------+
| **Fieldname**     | **Description**                                  |
+===================+==================================================+
| ***Card           |                                                  |
| Transactions***   |                                                  |
|                   |                                                  |
| *(Any of the      |                                                  |
| following fields  |                                                  |
| can be queried    |                                                  |
| on. Use the       |                                                  |
| scroll bar to     |                                                  |
| view all the      |                                                  |
| fields.)*         |                                                  |
+-------------------+--------------------------------------------------+
| [Approved         | The date the transaction was approved by the     |
| Date]{.smallcaps} | 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         | The Zip code where the Merchant is located.      |
| Zip]{.smallcaps}  |                                                  |
+-------------------+--------------------------------------------------+
| [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> |
|                   | > 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)                  |
+-------------------+--------------------------------------------------+

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.  Hit the ![](media/image24.png){width="0.25in"
    height="0.20694444444444443in"} button on the command bar to
    generate a list of all transactions for all Cardholder accounts
    designated to the LAPC or APC currently logged on to PCMS;

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

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

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

```{=html}
<!-- -->
```
a.  Hit the ![](media/image24.png){width="0.25in"
    height="0.20694444444444443in"} button on the command bar to
    generate a list of all transactions for the Cardholder account(s);

b.  The APC\\LAPC should select a specific account, ensure the correct
    one has been selected;

c.  Position the cursor in any field in the Card Transaction area and
    hit the ![](media/image24.png){width="0.25in"
    height="0.20694444444444443in"} button. The account information will
    remain but the field values in the Card transaction area will be
    cleared;

d.  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 hit the ![](media/image24.png){width="0.25in"
    height="0.20694444444444443in"} button;

e.  The query results will appear;

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

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

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

![](media/image57.png){width="5.897222222222222in"
height="3.3222222222222224in"}

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

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

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

![](media/image58.png){width="6.989583333333333in"
height="2.595138888888889in"}

+--------------+-------------------------------------------------------+
| *            | **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  | > The Document Identification of the original         |
| ID]{.        | > transaction, until the document is sent to FFIS.    |
| smallcaps}** |                                                       |
+--------------+-------------------------------------------------------+
| [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/image5 | > accounting.                                         |
| 9.png){width |                                                       |
| ="0.71875in" |                                                       |
| heig         |                                                       |
| ht="0.25in"} |                                                       |
+--------------+-------------------------------------------------------+
| ![]          | > Click this button to modify all accounting          |
| (media/image | > information.                                        |
| 60.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

    **Note**: It is the Cardholders responsibility to reconcile their
    transactions. The instructions above and below are written from the
    Cardholder's perspective. However, an LAPC can reconcile cardholder
    transactions if required.

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

-   If the **Merchant Address, Merchant City, Merchant State**, and
    **Tax ID Number** fields are white, the transaction is a check and
    the user is required to enter this information when the transaction
    is approved.

    **Note**: If the check is made out to a foreign merchant, enter the
    city, country, and zip code in the **Merchant State** field, two
    zeroes in the **State** field, and leave the **Zip** field blank.
    Currently, this screen does not permit foreign addresses.

If the **Merchant Address, Merchant City, Merchant State**, and **Tax ID
Number** fields are gray, the transaction is a purchase card
transaction; the **Tax ID Number** is provided by the bank.

-   If the **Total** 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** 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.

#### [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/image59.png){width="0.6in"
    height="0.20833333333333334in"} at the end of the line you want to
    change. All field values from that line, except *Account
    Description*, are copied to the bottom part of the window 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/image60.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/image18.png){width="0.22013888888888888in"
    height="0.2125in"} on the Command Bar to update the database;

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

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

![](media/image61.png){width="5.094444444444444in"
height="3.472916666666667in"}

+--------------+-------------------------------------------------------+
| *            | **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/image62.png){width="6.99375in" height="1.1805555555555556in"}

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

![](media/image63.png){width="3.542361111111111in" height="1.71875in"}

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

![](media/image64.png){width="5.6125in" height="4.211111111111111in"}

> 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/image18.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/image18.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.

# Oversight tools

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

The User Messages window features the alerts and statistical sampling
oversight tools provided by PCMS. 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.

Access the User Messages screen from the Setup/User Messages menu on the
main window. The User Messages screen appears.

![](media/image65.png){width="6.720138888888889in"
height="4.077083333333333in"}

The following is a brief description of each field:

+-------------------+--------------------------------------------------+
| **Fieldname**     | **Description**                                  |
+===================+==================================================+
| [                 | The cardholder's name as it appears on the       |
| Name]{.smallcaps} | purchase card.                                   |
|                   |                                                  |
|                   | (Query field.)                                   |
+-------------------+--------------------------------------------------+
| [Account          | This field contains four parts:                  |
| Nu                |                                                  |
| mber]{.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.)        |
+-------------------+--------------------------------------------------+
| [Re               | The second position in the agency organizational |
| gion]{.smallcaps} | structure code for that cardholder. (Query       |
|                   | field.)                                          |
+-------------------+--------------------------------------------------+
| [                 | The third position in the agency organizational  |
| Unit]{.smallcaps} | structure code for that cardholder. (Query       |
|                   | field.)                                          |
+-------------------+--------------------------------------------------+
| [Sub              | The fourth position in the agency organizational |
| Unit]{.smallcaps} | structure code for that cardholder. (Query       |
|                   | field.)                                          |
+-------------------+--------------------------------------------------+
| [Message          | The date of the message.                         |
| Date]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Message          | The message status: ***Unread*** or ***Read*.**  |
| St                | Select the appropriate status from the message   |
| atus]{.smallcaps} | status pull-down menu. (Query field.)            |
+-------------------+--------------------------------------------------+
| [Messages Not     | The number of messages not read.                 |
| Read]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Mes              | Alerts and statistical sampling messages appear  |
| sage]{.smallcaps} | here. Refer to [*Reading                         |
|                   | Messages*](#reading-messages) below and to       |
|                   | [*Oversight Tools*](#oversight-tools) in the     |
|                   | next section for further details.                |
+-------------------+--------------------------------------------------+
| [Comm             | LAPC enters any comments as to the resolution of |
| ents]{.smallcaps} | an alert or in responding to a statistical       |
|                   | sampling. (Entry field.)                         |
|                   |                                                  |
|                   | (Alphanumeric, 210 positions)                    |
+-------------------+--------------------------------------------------+
| ![](me            | Press to respond to alerts on transactions and   |
| dia/image66.png){ | statistical sampling. This button will work only |
| width="1.40625in" | if the system has generated a transaction alert  |
| height="0.2291    | or statistical sampling message. For details,    |
| 6666666666666in"} | see [*Oversight Tools*](#oversight-tools) in the |
|                   | next section.                                    |
+-------------------+--------------------------------------------------+

### Querying Messages {#querying-messages .unnumbered}

There are five ways to query user messages and alerts:

1.  When you access User Messages, the system automatically queries all
    unread messages for the LAPC user id that was used to log into PCMS.

```{=html}
<!-- -->
```
32. To query all messages after performing another query, read and
    unread, click the **Find** button
    ![](media/image24.png){width="0.25in"
    height="0.20694444444444443in"} twice. Read messages will appear
    first.

33. To retrieve a specific message or group of messages, click the
    **Find** button ![](media/image24.png){width="0.25in"
    height="0.20694444444444443in"}, enter data in any field on the
    screen for a specific search and click
    ![](media/image24.png){width="0.25in"
    height="0.20694444444444443in"} again.

There is a list of values available for the [NAME]{.smallcaps} field.
Click ![](media/image24.png){width="0.25in"
height="0.20694444444444443in"} and place the cursor in the
**[Name]{.smallcaps}** field, then click the **List** button
![](media/image36.png){width="0.24930555555555556in"
height="0.21875in"}. The drop-down list appears. Scroll through the
list, make a selection, and click
![](media/image38.png){width="0.3902777777777778in"
height="0.20902777777777778in"}. The window will populate with the data
for that Cardholder.

34. To query Read or Unread messages only, click
    ![](media/image24.png){width="0.25in"
    height="0.20694444444444443in"}, change **[Message
    Status]{.smallcaps}** to **Read** or **Unread**, and click
    ![](media/image24.png){width="0.25in"
    height="0.20694444444444443in"} again.

35. To query statistical sampling messages, click
    ![](media/image24.png){width="0.25in"
    height="0.20694444444444443in"}. Enter **%Stat%** in the
    **[Message]{.smallcaps}** field and click
    ![](media/image24.png){width="0.25in"
    height="0.20694444444444443in"} .

    **Note**: Text in this field is case sensitive.

### Reading Messages {#reading-messages .unnumbered}

User Messages and Alerts help assure the accuracy of cardholder accounts
and prevent fraud, waste and abuse by sending alerts and statistical
samplings to the LAPC. Refer to [*Oversight Tools*](#oversight-tools)
for details in responding to these messages.

The scroll bar becomes active when more than one message is retrieved by
the query. Use the scroll bar to scan the messages. Use the comments
field to note your response to the message, and then click the down
arrow for the **Message Status** to change the status **Read**. Click
the **Save** button ![](media/image67.png){width="0.22916666666666666in"
height="0.21388888888888888in"}.

> **Note**: Alerts and statistical sampling messages require comments
> before continuing.

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

### Responding to Alerts and User Messages {#responding-to-alerts-and-user-messages .unnumbered}

To respond to an alert message pertaining to a transaction, press
![](media/image68.png){width="1.2916666666666667in"
height="0.3229166666666667in"} on the User Message Screen.

![](media/image69.png){width="4.922916666666667in"
height="3.0215277777777776in"}

The Transactions screen appears detailing the transaction in question.
Closely review the transaction details.

![](media/image70.png){width="6.3in" height="3.175in"}

Press **Action\>Exit** to return to the User Messages screen. Contact
the cardholder, if necessary, to verify any discrepancies or to provide
any additional information in order to resolve the alert. If further
resolution is required, contact your APC.

To close out any alert message in User Messages, change the **[Message
Status]{.smallcaps}** to **Read**, enter any necessary details of the
resolution to the alert in **[Comments]{.smallcaps}**, and then press
![](media/image71.png){width="0.21875in"
height="0.20833333333333334in"}**.**

## Alerts {#alerts .unnumbered}

PCMS provides the following alerts to LAPC's:

-   Merchant Category Classification (MCC) codes involving questionable
    stores/transactions;

-   Disputed transactions not resolved within 45 days of dispute date;

-   A card has been identified as being reported lost or stolen too many
    times;

-   Profile accounting for a cardholder's record is changed more than
    twice within a month; and

-   Purchases that exceed the purchasing limits set up in CAMS.

## Statistical Sampling  {#statistical-sampling .unnumbered}

At the User Messages window, when the ***Selected for Statistical
Sampling*** message appears, press
![](media/image68.png){width="1.1180555555555556in"
height="0.2798611111111111in"} from the data area. The Audit Stat
Sampling Window appears detailing the specified transaction and
requiring that you validate its authenticity.

![](media/image72.png){width="5.135416666666667in" height="3.325in"}

The following is a brief description of each field:

+-------------------+--------------------------------------------------+
| **Fieldname**     | **Description**                                  |
+===================+==================================================+
| [                 | The cardholder's name as it appears on the       |
| Name]{.smallcaps} | purchase card. The person authorized to make     |
|                   | charges to this account.                         |
+-------------------+--------------------------------------------------+
| [Account          | This field contains four parts:                  |
| Nu                |                                                  |
| mber]{.smallcaps} | -   The program code                             |
|                   |                                                  |
|                   | -   The cardholder's department code             |
|                   |                                                  |
|                   | -   The cardholder's agency code                 |
|                   |                                                  |
|                   | -   The last 10 digits of the cardholder's       |
|                   |     purchase card account number                 |
+-------------------+--------------------------------------------------+
| [                 | The check/purchase card code to indicate the     |
| CH/C]{.smallcaps} | type of transaction:                             |
|                   |                                                  |
|                   | CH = Check                                       |
|                   |                                                  |
|                   | C = Credit Card                                  |
+-------------------+--------------------------------------------------+

+-------------------+--------------------------------------------------+
| **Fieldname**     | **Description**                                  |
+===================+==================================================+
| [Ac               | Valid values for the action code are:            |
| tion]{.smallcaps} |                                                  |
|                   | A = Approved                                     |
|                   |                                                  |
|                   | D = Disputed                                     |
|                   |                                                  |
|                   | R = Resolved                                     |
|                   |                                                  |
|                   | Q = Questionable                                 |
|                   |                                                  |
|                   | P = Partial                                      |
|                   |                                                  |
|                   | U = Unapproved                                   |
+-------------------+--------------------------------------------------+
| [                 | The date the purchase was made.                  |
| Date]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Am               | The amount of the purchase.                      |
| ount]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [Merchant         | The name of the merchant where the purchase was  |
| Name]{.smallcaps} | made.                                            |
+-------------------+--------------------------------------------------+
| [Descrip          | The textual description of the item purchased.   |
| tion]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [TIN]{.smallcaps} | The merchant's tax identification number or      |
|                   | employee's SSN.                                  |
+-------------------+--------------------------------------------------+
| [Ag               | The agency code that the purchase is to be       |
| ency]{.smallcaps} | charged to.                                      |
+-------------------+--------------------------------------------------+
| [Sta              | The accounting station code that the purchase is |
| tion]{.smallcaps} | to be charged to.                                |
+-------------------+--------------------------------------------------+
| [Accounting       | The accounting code against which this portion   |
| Code]{.smallcaps} | of the transaction is charged.                   |
+-------------------+--------------------------------------------------+
| [Object           | The budget object classification code. This code |
| C                 | defines the nature of the service or goods being |
| lass]{.smallcaps} | obligated.                                       |
+-------------------+--------------------------------------------------+
| [Dist             | The amount of this transaction to be applied to  |
| Am                | this accounting code.                            |
| ount]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+
| [T                | The total amount of the transaction.             |
| otal]{.smallcaps} |                                                  |
+-------------------+--------------------------------------------------+

At the following fields, answer each of the question(s). Any questions
that cannot be answered must have an explanation entered in the
[Comments]{.smallcaps} field.

+------------------------------------+---------------------------------+
| **Fieldname**                      | **Description**                 |
+====================================+=================================+
| [What Type of                      | Select the appropriate answer   |
| Purchase/Reimbursement Is          | from the pull-down menu:        |
| It?]{.smallcaps}                   |                                 |
|                                    | Supply                          |
|                                    |                                 |
|                                    | Service                         |
|                                    |                                 |
|                                    | Local Travel                    |
|                                    |                                 |
|                                    | Misc. Expense Re-imbursement to |
|                                    | Employee                        |
|                                    |                                 |
|                                    | Tuition & Books                 |
+------------------------------------+---------------------------------+
| [Accounting and Budget Object      | Type **Y** (Yes) or **N**(No).  |
| Class was Proper and               |                                 |
| Accurate?]{.smallcaps}             |                                 |
+------------------------------------+---------------------------------+

+------------------------------------+---------------------------------+
| [Transaction was Supported by      | Type **Y** (Yes) or **N**(No).  |
| Valid Documentation.]{.smallcaps}  |                                 |
+------------------------------------+---------------------------------+
| [Description]{.smallcaps}          | Enter a description of the      |
|                                    | purchase.                       |
+------------------------------------+---------------------------------+
| [TIN]{.smallcaps}                  | The merchant's tax              |
|                                    | identification number or        |
|                                    | employee's social security      |
|                                    | number (SSN).                   |
+------------------------------------+---------------------------------+
| [What Kind of Documentation        | Select the transaction type     |
| Supports this                      | from the pull-down menu.        |
| Transaction?]{.smallcaps}          |                                 |
|                                    | SF-1164                         |
|                                    |                                 |
|                                    | SF-182                          |
|                                    |                                 |
|                                    | AD-202                          |
|                                    |                                 |
|                                    | Receipts                        |
|                                    |                                 |
|                                    | Pkg-Slip                        |
+------------------------------------+---------------------------------+
| [Receipts were                     | Type **Y** (Yes) or **N**(No).  |
| Attached?]{.smallcaps}             |                                 |
+------------------------------------+---------------------------------+
| [Employee's SSN was                | Not Active.                     |
| Entered?]{.smallcaps}              |                                 |
+------------------------------------+---------------------------------+
| [Comments]{.smallcaps}             | Type comments to explain any    |
|                                    | ***No*** answer.                |
|                                    |                                 |
|                                    | (Alphanumeric, 210 positions)   |
+------------------------------------+---------------------------------+

After providing the information requested:

-   Hit the ![](media/image73.png){width="0.20833333333333334in"
    height="0.16666666666666666in"} button on the command bar to update
    the database;

-   Return to the User Messages screen (**Action\>Exit);**

-   Change the **Message Status** field to ***Read*** and provide
    details, if necessary, in the **Comments** field;

-   Hit ![](media/image73.png){width="0.20833333333333334in"
    height="0.16666666666666666in"} on the command bar;

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

The Discoverer query tool software is used 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.