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

######## CONTENTS

1.  Instructor Planning Guide

2.  Enclosure 1: Instructor Planning Checklists

3.  PCMS Cardholder Course Pacing Guide

4.  Lesson 1: Introduction

5.  Lesson 2: Accessing and Navigating PCMS

6.  Lesson 3: Accounts and Profile Accounting

7.  Lesson 4: Reconciling Transactions

8.  Lesson 5: Reporting

9.  Final Assessment

10. Report

11. Quick Guides

12. Micro-Purchase Guide

13. PCMS User Guide

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

######## CONTENTS

1.  PCMS Cardholder Course Pacing Guide

2.  Lesson 1: Introduction

3.  Lesson 2: Accessing and Navigating PCMS

4.  Lesson 3: Accounts and Profile Accounting

5.  Lesson 4: Reconciling Transactions

6.  Lesson 5: Reporting

7.  Final Assessment

8.  Quick Guides

9.  Micro-Purchase Guide

10. PCMS User Guide

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

**Pacing Guide - PCMS Cardholder Training**

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

+--------------------------------------+-----------+---------+---------+
| **Topic / Event**                    | **D       | **      | **End** |
|                                      | uration** | Begin** |         |
+--------------------------------------+-----------+---------+---------+
| Course Introduction & Orientation    | :10       | 9:00    | 9:10    |
+--------------------------------------+-----------+---------+---------+
| Ice Breaker                          | :20       | 9:10    | 9:30    |
+--------------------------------------+-----------+---------+---------+
| Lesson 1                             | :50       | 9:30    | 10:20   |
+--------------------------------------+-----------+---------+---------+
| ####### Break                        | :10       | 10:20   | 10:30   |
+--------------------------------------+-----------+---------+---------+
| Lesson 2                             | :70       | 10:30   | 11:40   |
+--------------------------------------+-----------+---------+---------+
| Lesson 3                             | :50       | 11:40   | 12:30   |
+--------------------------------------+-----------+---------+---------+
| Lunch                                | :60       | 12:30   | 1:30    |
+--------------------------------------+-----------+---------+---------+
| Lesson 4                             | :90       | 1:30    | 3:00    |
+--------------------------------------+-----------+---------+---------+
| Break                                | :10       | 3:00    | 3:10    |
+--------------------------------------+-----------+---------+---------+
| Lesson 5                             | :30       | 3:10    | 3:40    |
+--------------------------------------+-----------+---------+---------+
| Final Assessment                     | :30       | 3:40    | 4:10    |
+--------------------------------------+-----------+---------+---------+

![](media/image5.wmf){width="1.1368055555555556in" height="1.53125in"}

**Lesson 1: *PCMS Introduction***

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

The Introductory lesson is intended to provide PCMS Cardholders with
background information regarding PCMS processes, so they understand how
their role contributes in the procurement workflow, as well knowing what
is expected of them as a cardholder and how to identify sources of help
if necessary. This lesson will establish the basis of knowledge on which
to build in subsequent lessons.

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

At the conclusion of this lesson, PCMS Cardholders will be able to:

1.  To describe how cardholder responsibilities contribute to the
    Purchase Card Management workflow.

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

3.  To discuss in broad terms the functions a cardholder performs.

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

5.  Identify where self-help information is located.

#### Methodology 

#### 

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

#### 

#### References 

A.  Departmental Regulation (DR) 5013-6, USDA\\OPPM, September 2002;

**[Enclosures]{.underline}**

\(1\) Cardholder PCMS User's Guide, USDA\\PSD, September 2005;

(2) PCMS\\Micro-Purchase Guide, USDA\\PMT, January 2003;

(3) Purchase Card Quick Guide to Proper Use of the Card and Convenience
    Checks, USDA\\PMT, January 2003;

(4) PCMS Quick Guide to Understanding the Relationship Between 1099's
    Tax Identification Numbers (TIN's), and Budget Object Classification
    Codes (BOCC's), USDA\\PSD, January 2003;

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

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

    a.  **What is PCMS?**

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

###### ![](media/image6.wmf)

b.  **Purchase Card Program Hierarchal Structure**

![](media/image7.wmf)

II. **[Roles and Responsibilities]{.underline}**

    a.  **Workflow**

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

![](media/image8.wmf)

b.  **Cardholder Benefits and Responsibilities**

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

-   Ability to purchase requested items immediately

-   Simplified procedure for those requiring the items

-   Increased efficiency

> The responsibilities of the cardholder are:

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

-   Keep the purchase card, checks and PCMS password secure

-   Maintain documentation of purchases made

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

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

-   Investigate and resolve questionable or disputed transactions

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

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

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

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

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

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

a.  **Cards v. Checks**

-   Convenience checks are authorized for use only:

    -   When a merchant will not accept a purchase card

    -   Emergencies where the card is not a viable solution

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

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

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

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

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

a.  **LAPC Role**

> What can you expect from your LAPC?

-   Training, guidance and support

-   They will work with you, and the APC to resolve transaction issues

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

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

-   They will change your single or monthly purchase limit if necessary

-   The will remove Cardholder privileges if transactions are not
    reconciled within 30days

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

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

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

     a.  **User manual**

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

b.  **Quick guides**

> Quick guides to assist the cardholder with specific PCMS issues are
> available for download on the USDA website at:
>
> <http://www.usda.gov/procurement/card/pcms/training.htm#chquick> under
> the 'Cardholder Quick Guides' section.

c.  **DR 5013-6**

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

d.  **Micro-Purchase Guide**

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

e.  **FAQ's**

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

f.  **LAPC**

> Your LAPC should always be your first point of contact. They will
> escalate an issue to the APC if necessary, who will in turn contact
> the helpdesk if required.
>
> Your area LAPC is:
>
> Contact details:

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

> ![](media/image9.wmf){width="0.8125in" height="0.8083333333333333in"}
>
> **Please turn off your monitor and give your attention to the
> instructor.**

![](media/image11.wmf){width="1.625in" height="1.4166666666666667in"}

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

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

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

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

At the conclusion of this lesson, PCMS Cardholders will be able to:

1.  Demonstrate accessing PCMS and maintaining passwords.

2.  Navigate PCMS using menus and tools.

#### Methodology 

#### 

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

#### 

#### References 

> None.

**[Enclosures]{.underline}**

(1) Cardholder PCMS User's Guide, USDA\\PSD, September 2005;

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

    I.  ![](media/image9.wmf){width="0.8125in"
        height="0.8083333333333333in"} **[Logging On\\Off PCMS\
        ]{.underline}**

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

a.  **Opening the PCMS Application**

> The PCMS application is web based. To open the application, open an
> Internet Explorer browser and access the USDA PCMS web page at
> <http://www.nfc.usda.gov/corporate/PCMS.htm>.

![](media/image12.png){width="5.595833333333333in"
height="4.898611111111111in"}

1.  ![](media/image13.png){width="2.252083333333333in"
    height="0.7625in"}Click on the active **PCMS Application Login**
    link under

    the PCMS Production heading..

    An Oracle Forms Runtime window will open in another browser.

    ![](media/image14.png){width="3.0in" height="1.9583333333333333in"}

2.  Click ![](media/image15.png){width="0.3229166666666667in"
    height="0.2604166666666667in"} on the security message.

    The Logon dialog box opens.

    ![](media/image16.png){width="1.6111111111111112in" height="1.0in"}

> ![](media/image17.wmf){width="0.4423611111111111in"
> height="0.6201388888888889in"}
>
> In production you will use the PCMSv5 Prod database. In training you
> will use the PCMSv5 Training Database.
>
> You must be logged onto the network to access the transaction data on
> the server.
>
> If the application cannot be opened:

-   Contact the PCMS Helpdesk

-   Inform your LAPC

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

    1.  Enter your username and password in the logon dialog box and
        click ![](media/image18.png){width="0.7916666666666666in"
        height="0.25in"} .

        The Main Window opens.

> ![](media/image17.wmf){width="0.4423611111111111in"
> height="0.6201388888888889in"}If you experience problems logging on to
> PCMS:

-   Check your UserID and Password are correct

-   Contact your LAPC

c.  **Logging OFF**\
    To exit PCMS, click ![](media/image19.png){width="1.96875in"
    height="0.23958333333333334in"}.

> **or**
>
> Click the 'X' in the top right hand corner of Internet Explorer
> browser.
>
> ![](media/image17.wmf){width="0.4423611111111111in"
> height="0.6201388888888889in"}
>
> Clicking the 'X' on the main window will not close the application.

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

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

II. ![](media/image9.wmf){width="0.8125in"
    height="0.8083333333333333in"}**[Passwords\
    ]{.underline}**

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

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

> Click **Change Password** on the PCMS main menu at the top of the
> screen. The change password dialog box opens with your username
> displayed.
>
> ![](media/image20.png){width="2.5in" height="1.7083333333333333in"}
>
> Type your old password and then your new one. Type the new password
> once again to confirm you\'ve entered it correctly. Note that the
> passwords will appear as asterisks. Click
> ![](media/image21.png){width="1.2083333333333333in"
> height="0.1875in"}. Your new password will be in effect the next time
> you log on to PCMS.
>
> The following are password requirements:

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

-   Must start with a letter

-   Must include at least one number

-   Cannot contain spaces

-   Must be different by at least 3 characters from the previous
    password

> Every 90 days your password expires and must be changed. If your
> password is within five days of expiring, a notification message will
> appear every time you log in to PCMS until the expiration date.

b.  **Troubleshooting tips.**

    If you experience problems logging on please refer to the
    troubleshooting tips below to try to determine the cause and contact
    your LAPC.

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

c.  **Password Security**

    -   Select a password you will remember and keep it secure

    -   DO NOT give your PCMS password to any other person

    -   If you suspect someone may have access to your password then
        change it

    -   Account lockouts occur to prevent people from trying to guess
        your password

    -   Unique passwords are required to keep your password more secure

> **\
> **

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

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

> ![](media/image22.wmf){width="1.0625in" height="1.0625in"}
>
> **PRACTICAL EXERCISE**
>
> 1\. Log on to PCMS Training Database using the trainee UserID and
> Password provided to you by your instructor.
>
> 2\. After logging change your password to: trainee
>
> 3\. Log out of PCMS.

4.  Log on to PCMS again using your new password.

    I.  **[Menus]{.underline}**

> ![](media/image9.wmf){width="0.8125in" height="0.8083333333333333in"}
>
> **Please turn off your monitor and give your attention to the
> instructor.**

a.  **Main Window**

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

![](media/image23.png){width="5.714583333333334in" height="4.85in"}

> The Procurement Systems Division (PSD) uses this area to distribute
> system information such as upgrades, downtime, or notification of
> specific system problems.
>
> ![](media/image17.wmf){width="0.4423611111111111in"
> height="0.6201388888888889in"}
>
> It is important to read these messages.

b.  **Main Menu**

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

  ---------------------------------------------------- ----------------------------------------------------- ------------------------------------------
  ![](media/image24.png){width="6.490277777777778in"                                                         
  height="0.18541666666666667in"}                                                                            

  **Cardholder**                                       ![](media/image25.png)                                Provides options for PCMS Cardholders to
                                                                                                             reconcile accounts and perform related
                                                                                                             functions.

  **Change Password**                                  ![](media/image26.png){width="0.9680555555555556in"   Change PCMS passwords.
                                                       height="0.4673611111111111in"}                        

  **Reports**                                          ![](media/image27.png)                                Generate Cardholder reports.

  **Window**                                           ![](media/image28.png){width="0.9847222222222223in"   Customize the Window display. Navigate
                                                       height="1.0756944444444445in"}                        between open PCMS windows.
  ---------------------------------------------------- ----------------------------------------------------- ------------------------------------------

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

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

c.  **Navigation Quick Guide**

    **Main Window**

    ![](media/image29.png){width="4.020833333333333in"
    height="3.79375in"}

    **Form Window**

    ![](media/image30.png){width="3.8125in"
    height="3.772222222222222in"}

    d.  **Sub-Menu**

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

+--------+---------+---------------------------------------------------+
| ![     |         |                                                   |
| ](medi |         |                                                   |
| a/imag |         |                                                   |
| e31.pn |         |                                                   |
| g){wid |         |                                                   |
| th="6. |         |                                                   |
| 493055 |         |                                                   |
| 555555 |         |                                                   |
| 555in" |         |                                                   |
| h      |         |                                                   |
| eight= |         |                                                   |
| "0.197 |         |                                                   |
| 916666 |         |                                                   |
| 666666 |         |                                                   |
| 66in"} |         |                                                   |
+--------+---------+---------------------------------------------------+
| **Ac   | ![      | Options to take action on a transaction, such as  |
| tion** | ](media | save data or print.                               |
|        | /image3 |                                                   |
|        | 2.png){ |                                                   |
|        | width=" |                                                   |
|        | 0.55277 |                                                   |
|        | 7777777 |                                                   |
|        | 7778in" |                                                   |
|        | he      |                                                   |
|        | ight="0 |                                                   |
|        | .829861 |                                                   |
|        | 1111111 |                                                   |
|        | 112in"} |                                                   |
+--------+---------+---------------------------------------------------+
| **     | ![]     | Options to edit text in the selected field.       |
| Edit** | (media/ |                                                   |
|        | image33 |                                                   |
|        | .png){w |                                                   |
|        | idth="0 |                                                   |
|        | .339583 |                                                   |
|        | 3333333 |                                                   |
|        | 3335in" |                                                   |
|        | he      |                                                   |
|        | ight="0 |                                                   |
|        | .829166 |                                                   |
|        | 6666666 |                                                   |
|        | 667in"} |                                                   |
+--------+---------+---------------------------------------------------+
| **B    | ![]     | Options to move between major sections of the     |
| lock** | (media/ | window.                                           |
|        | image34 |                                                   |
|        | .png){w |                                                   |
|        | idth="0 |                                                   |
|        | .445833 |                                                   |
|        | 3333333 |                                                   |
|        | 3336in" |                                                   |
|        | he      |                                                   |
|        | ight="0 |                                                   |
|        | .680555 |                                                   |
|        | 5555555 |                                                   |
|        | 556in"} |                                                   |
+--------+---------+---------------------------------------------------+
| **F    | !       | Options to move the cursor between fields.        |
| ield** | [](medi |                                                   |
|        | a/image |                                                   |
|        | 35.png) |                                                   |
+--------+---------+---------------------------------------------------+
| **Re   | !       | Options to navigate and manipulate transactions.  |
| cord** | [](medi |                                                   |
|        | a/image |                                                   |
|        | 36.png) |                                                   |
+--------+---------+---------------------------------------------------+
| **Q    | ![      | Options to query the data and find records        |
| uery** | ](media | matching search criteria                          |
|        | /image3 |                                                   |
|        | 7.png){ |                                                   |
|        | width=" |                                                   |
|        | 0.64930 |                                                   |
|        | 5555555 |                                                   |
|        | 5556in" |                                                   |
|        | h       |                                                   |
|        | eight=" |                                                   |
|        | 1.25763 |                                                   |
|        | 8888888 |                                                   |
|        | 889in"} |                                                   |
+--------+---------+---------------------------------------------------+
| **     | !       | Options for help and program shortcuts.           |
| Help** | [](medi |                                                   |
|        | a/image | **Note**: The Help function is not available at   |
|        | 38.png) | this time.                                        |
|        | {width= |                                                   |
|        | "0.6in" |                                                   |
|        | he      |                                                   |
|        | ight="0 |                                                   |
|        | .954166 |                                                   |
|        | 6666666 |                                                   |
|        | 667in"} |                                                   |
+--------+---------+---------------------------------------------------+
| **Wi   | ![      | Options to change how the windows are displayed.  |
| ndow** | ](media |                                                   |
|        | /image3 |                                                   |
|        | 9.png){ |                                                   |
|        | width=" |                                                   |
|        | 0.82986 |                                                   |
|        | 1111111 |                                                   |
|        | 1112in" |                                                   |
|        | he      |                                                   |
|        | ight="1 |                                                   |
|        | .047916 |                                                   |
|        | 6666666 |                                                   |
|        | 666in"} |                                                   |
+--------+---------+---------------------------------------------------+

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

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

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

```{=html}
<!-- -->
```
a.  **Command Bar**

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

+---------+-----+------------------------------------------------------+
| ![](m   |     |                                                      |
| edia/im |     |                                                      |
| age40.p |     |                                                      |
| ng){wid |     |                                                      |
| th="6.4 |     |                                                      |
| 9375in" |     |                                                      |
| hei     |     |                                                      |
| ght="0. |     |                                                      |
| 1965277 |     |                                                      |
| 7777777 |     |                                                      |
| 777in"} |     |                                                      |
+---------+-----+------------------------------------------------------+
| Clear   | ![] | Clears all data in the form.                         |
| Form    | (me |                                                      |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 41. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .28 |                                                      |
|         | 75i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Save    | ![] | Saves changes to the database.                       |
|         | (me |                                                      |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 42. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 229 |                                                      |
|         | 166 |                                                      |
|         | 666 |                                                      |
|         | 666 |                                                      |
|         | 667 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .31 |                                                      |
|         | 25i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Print   | ![] | Prints the screen.                                   |
|         | (me |                                                      |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 43. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .29 |                                                      |
|         | 027 |                                                      |
|         | 777 |                                                      |
|         | 777 |                                                      |
|         | 777 |                                                      |
|         | 78i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Edit    | ![] | Edit a field.                                        |
|         | (me |                                                      |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 44. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .29 |                                                      |
|         | 027 |                                                      |
|         | 777 |                                                      |
|         | 777 |                                                      |
|         | 777 |                                                      |
|         | 78i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Clear   | ![] | Removes the transaction information from the screen. |
|         | (me | Any unsaved changes will be lost. A cleared record   |
|         | dia | is **not** deleted from the database.                |
|         | /im |                                                      |
|         | age |                                                      |
|         | 45. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | h   |                                                      |
|         | eig |                                                      |
|         | ht= |                                                      |
|         | "0. |                                                      |
|         | 280 |                                                      |
|         | 555 |                                                      |
|         | 555 |                                                      |
|         | 555 |                                                      |
|         | 555 |                                                      |
|         | 56i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Remove  | ![] | Removes a line of accounting in the Profile          |
|         | (me | Accounting screen.                                   |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 46. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .3i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Insert  | ![] | Inserts a new record after the current record.       |
|         | (me |                                                      |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 47. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .29 |                                                      |
|         | 027 |                                                      |
|         | 777 |                                                      |
|         | 777 |                                                      |
|         | 777 |                                                      |
|         | 78i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Find    | ![] | Search functions.                                    |
|         | (me |                                                      |
|         | dia |                                                      |
|         | /im |                                                      |
|         | age |                                                      |
|         | 48. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | h   |                                                      |
|         | eig |                                                      |
|         | ht= |                                                      |
|         | "0. |                                                      |
|         | 264 |                                                      |
|         | 583 |                                                      |
|         | 333 |                                                      |
|         | 333 |                                                      |
|         | 333 |                                                      |
|         | 34i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| Help    | ![] | Displays a brief message about the current field.    |
|         | (me |                                                      |
|         | dia | **Note**: The Help function is not available at this |
|         | /im | time.                                                |
|         | age |                                                      |
|         | 49. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | hei |                                                      |
|         | ght |                                                      |
|         | ="0 |                                                      |
|         | .31 |                                                      |
|         | 944 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 44i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+
| List    | ![] | Opens a dialog box for selecting valid field         |
|         | (me | entries. The text, "*List of Values*" appears in the |
|         | dia | status bar at the bottom of the screen when your     |
|         | /im | cursor is in a field that accepts list values.       |
|         | age |                                                      |
|         | 50. |                                                      |
|         | png |                                                      |
|         | ){w |                                                      |
|         | idt |                                                      |
|         | h=" |                                                      |
|         | 0.3 |                                                      |
|         | 194 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | 444 |                                                      |
|         | in" |                                                      |
|         | h   |                                                      |
|         | eig |                                                      |
|         | ht= |                                                      |
|         | "0. |                                                      |
|         | 297 |                                                      |
|         | 916 |                                                      |
|         | 666 |                                                      |
|         | 666 |                                                      |
|         | 666 |                                                      |
|         | 66i |                                                      |
|         | n"} |                                                      |
+---------+-----+------------------------------------------------------+

b.  **Navigation**

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

> **Moving From Record to Record:**

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

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

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

> **Moving From Field to Field:**

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

-   Use the Tab button on your keyboard

-   Click in the field using the mouse

c.  **Executing a Query**

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

> **Retrieving All Records:**

-   Click ![](media/image48.png){width="0.25in" height="0.20625in"} on
    the Command bar twice to query all records attached to the current
    user ID

> **Retrieving Specific Records:**

-   Click ![](media/image48.png){width="0.25in" height="0.20625in"} on
    the Command bar once

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

-   Click ![](media/image48.png){width="0.25in" height="0.20625in"}
    again

-   Follow instructions above to navigate through records and fields

### Wildcard (%): 

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

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

d.  **Lists**

> Some fields in the PCMS entry windows have lists from which the user
> may select valid field entries. If *\<List of Values\>* is displayed
> in the status bar at the bottom of the window, a list of values is
> available for the current field. To access the list, click
> ![](media/image51.png){width="0.24930555555555556in"
> height="0.21388888888888888in"} on the command bar. A dialog box opens
> displaying the choices for the specific field. Scroll to highlight the
> item you want to select and click
> ![](media/image52.png){width="0.34930555555555554in"
> height="0.18958333333333333in"}. The dialog box closes and the value
> appears in the applicable field.

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

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

V.  **[System Edits]{.underline}**

> The following questions are to be answered in an instructor led group
> exercise and review session:
>
> ![](media/image9.wmf){width="0.8125in" height="0.8083333333333333in"}
>
> **Please turn off your monitor and give your attention to the
> instructor.**
>
> If data is entered incorrectly, or an attempted function is not
> allowed, the system will generate an error message. Error messages
> appear in dialog boxes and provide information that will help you
> determine how to proceed.
>
> ![](media/image53.png){width="3.0in" height="2.125in"}For Example,
> when an incorrect account code is entered in the Card Transactions
> screen the following error message is generated:
>
> ![](media/image54.png){width="2.875in" height="1.6458333333333333in"}

Click **OK** to close the error message.

![](media/image17.wmf){width="0.4423611111111111in"
height="0.6201388888888889in"}

> In this example, the error message indicates that data entered in a
> field is not recognized by the PCMS system and needs to be corrected.

VI. **Summary and Review**

> The following questions are to be answered in an instructor led group
> exercise and review session:
>
> ![](media/image9.wmf){width="0.8125in" height="0.8083333333333333in"}
>
> **Please turn off your monitor and give your attention to the
> instructor.**

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

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

3.  Where can you query card transactions? (Class walks the instructor
    through the steps)

4.  Where are print options located if I want to print a screen? (Class
    walks the instructor through the steps)

5.  You receive an error message when reconciling a transaction:

> What is the likely cause of the problem and what steps do you need to
> take to resolve it? (Walk the instructor through the steps)

6.  How does the DPC distribute system information, such as system
    upgrades, to the cardholders?