# Presentation: 040096

## Lesson 4: Reconciling Transactions 

**Notes:**
  Summarize / Paraphrase Course Description Paragraph In Student Outline. 
  Note:  This Lesson Is Best Presented Using Dual Projectors; One for This PowerPoint Presentation, and a Second for Showing the PCMS Application.

  If the Classroom Does Not Have Dual Projectors/Screens, the Instructor Can Switch Back & Forth Between PCMS and PowerPoint.

  If the Instructor Is Uncomfortable Switching, Pick Most Suitable Option for Situation 

## Training Objectives

- At the conclusion of this lesson, PCMS Cardholders will be able to:
* **Query a cardholder account. ** *
* **View, dispute and reconcile transactions. *

- 	 		**-**

**Notes:**
  Ask Students To ‘Take A Moment To Review The Training Objectives For This Class.’ 
  Do Not Read To Students.

## Overview - Main Window 

**Notes:**
  Orient Class to Graphical User Interface. 
  Work Top-to-Bottom, Left-to-Right. 
  Specific Field Descriptions Are Covered in Subsequent Slides.

## Main Window – ID Information 

| Field Name | Description |
| --- | --- |
| Name  | The cardholder’s name as it appears on the card.  |
| Account Number  | This field contains two parts:    - Program code    - Last 10 digits of the purchase card account number.  |
| Organization  | This field contains four parts:    - Department Code    - Agency code     - Unit code     - Sub unit code  |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Transaction Tab

| Field Name | Description |
| --- | --- |
| Approved Date | The date the transaction was approved by the Cardholder.  |
| Purchase Date  | The date the purchase was made.  |
| Transaction Amount  | The cost of the purchase.  |
| Merchant Name         | Name of the Merchant from whom the procurement was made. |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Transaction Tab

| Field Name | Description |
| --- | --- |
| Merchant Address  | The street address where the merchant is located. |
| Merchant City | The city where the Merchant is located. |
| Merchant State | The abbreviation for state where the Merchant is located.  |
| Invoice Paid Date | Date the invoice was paid. |
| Merchant Zip | The zip code where the Merchant is located. |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Transaction Tab

| Field Name | Description |
| --- | --- |
| Action Code  | The current action on the transaction:
A = Approved            Q = QuestionableD = Disputed             U = Unapproved R = Resolved
(Dropdown menu) |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Transaction Tab

| Field Name | Description |
| --- | --- |
| Item Description | Description of the item purchased. |
| Comments | Enter any comments. |
| Transaction Status | Displays the current transaction status in FFIS.  Not editable by the user.  |
| Conv Check No. | The convenience check number, if check was used. |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Transaction Tab

| Field Name | Description |
| --- | --- |
| Date Received | Date the goods were received by the purchaser |
| SF-281 Code | Code required for purchases over $2500.  A <List of values> is available for this field. |
| Tax ID Number | Merchant’s tax ID number, or employee’s SSN.  A <List of values> is available for this field. |
| Agency Ref Number | The agency reference number. |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Purchase Detail Tab

| Field Name | Description |
| --- | --- |
| Merchant Name | The name of the Merchant from whom the procurement was made.  |
| Transaction Amount | The cost of the purchase.  |
| Freight Amount | The cost of freight to send the item.  |
| Duty Amount | Duty amount applied to the transaction.  |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Purchase Detail Tab

| Field Name | Description |
| --- | --- |
| Sales Tax | The amount of sales tax for the item.  |
| Order Date | The date the item was ordered by the Cardholder.  |
| Authorized Contact Name | Name of authorized Merchant contact.  |
| Authorized Contact Phone | Phone number of authorized Merchant contact.  |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Purchase Detail Tab

| Field Name | Description |
| --- | --- |
| Discount Amount | Amount of discount applied to the transaction. |
| Quantity | Number of items purchased. |
| Unit of Measure | Item unit of measure.  |
| Unit Cost | Cost per item. |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Purchase Detail Tab

| Field Name | Description |
| --- | --- |
| Product Code | Item Product Code. |
| Purchase Detail Description | Description of item purchased. |
| Item Total | Item Total. |
| Type of Supply | Type of Supply. |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Transaction Maintenance Tab

| Field Name | Description |
| --- | --- |
| Agency | The agency code |
| Station | The accounting station code |
| Accounting Code | The accounting code against which this portion of the transaction is to be charged. |
| Account Description | The description of the accounting code. |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Transaction Maintenance Tab

| Field Name | Description |
| --- | --- |
| Object Class | The BOCC.  This code defines the nature of the services or good being obligated.  A <List of values> is available for this field. |
| Dist Amount | The amount of this transaction being applied to this accounting code. |
| FFIS Doc ID | The Document Identification of the original transaction, until the document is sent to FFIS.  |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Transaction Maintenance Tab

| Field Name | Description |
| --- | --- |
| Comments | Additional information concerning this line of accounting |
| Total Amount | The total amount of the transaction |
|  | Click this button to modify an individual line of accounting. |
|  | Click this button to modify all accounting information.  |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Disputes Maintenance Tab

| Field Name | Description |
| --- | --- |
| Purchase Date | The date the purchase was made. |
| Merchant Name | The Merchant’s name. |
| Reference Number | The number assigned to the transaction by the input source. |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Disputes Maintenance Tab

| Field Name | Description |
| --- | --- |
| Dispute Code | The code that identifies the type of dispute |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Disputes Maintenance Tab

| DisputeCode | Description |
| --- | --- |
| 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 | Alternation of amount |
| 7 | Inadequate description / unrecognized charge |
| 8 | Copy request |
| 9A | Service not received |
| 9B | Service not received |
| 10 | Not as described |
| 11 | None of the above |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Disputes Maintenance Tab

| Field Name | Description |
| --- | --- |
| Short Description | A brief description associated with the dispute. |
| Date Disputed | Actual date the dispute was initiated.  Defaults to the current date.  Type over if actual date is different. |
| Date Merchant Contacted | Date the merchant was contacted. |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Main Window – Disputes Maintenance Tab

| Field Name | Description |
| --- | --- |
| Date Resolved | Date the dispute was resolved. |
| Amount | Amount in dispute. |
| Comments | Additional information to be added to the record |

**Notes:**
  Review Field Names and Descriptions Listed in Table. 
  Refer to Location of Fields on Main Screen Graphic.

## Querying Transactions

-  Two Types of Queries
* *All Transactions for a Cardholder account.* *
* **S*pecific transactions.

**Notes:**
  Slide Is Self Explanatory. 
  Touch on Each of the Points on the Slide, and Expand on Those As Necessary.

## Querying All Transactions

- Click       on the Command Bar.
- Current Cardholder Account Details Will Appear.
- If previous accounts exist the scroll bar will become active

**Notes:**
  Slide Is Self Explanatory. 
  Touch on Each of the Points on the Slide, and Expand on Those As Necessary.

## Querying Specific Transactions

- Click        on the Command Bar
- Select the desired account.
- Place cursor in any field in the Card Transactions tab and click
- Account information will remain, field values in the  Card Transaction area will  clear
- Enter value to search on and click
- Query results will appear
- Range operators and wildcards can be used

**Notes:**
  Slide Is Self Explanatory. 
  Touch on Each of the Points on the Slide, and Expand on Those As Necessary.

## Practical Exercise 

- Query all transactions and view the first transaction in the list returned.
- Execute a specific query to find all transactions where the Merchant is located in California (CA).
- Query transactions greater than $50.00.
- Search for all Merchants containing the word “ACE” in their name.
- Note the transaction detail information.  Can you determine if a Purchase Card or Convenience Check was used to make the purchase?

**Notes:**
  This Practical Exercise Can Be Conducted as an Individual or Instructor-Led Exercise. 
  Ensure Every Student Successfully Completes This Exercise Before Proceeding.

## Reconciliation Process 

- View the transaction 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.
- Save transaction.

**Notes:**
  Cover Each Step in Reconciliation Process as Shown on the Slide. 
  Remind Students, When Modifying Line of Accounting, Ensure to Use Correct Account Codes and BOCC’s  
  Do Not Go Into Detail.  Will Be Covered in Subsequent Slides.

## Reconciling Check Transactions 

- Cardholder must obtain the Merchant’s TIN at the time of purchase .
- The ***Merchant Address***, ***Merchant City***, ***Merchant State***, and ***TIN***** **fields will appear white.  Enter this information when the transaction Is approved. For checks to foreign merchants, enter the city, country, and postal code in  ***Merchant City***, two zeroes in ***State***, and leave ***Zip ***blank.
- The check number will be entered by the bank and appear in *Check Number *field on the transaction screen.

**Notes:**
  Cover Each Point in Sequence.
  Emphasize These Details as Common Errors To Be Easily Avoided.

## Action Codes

**Days to reconcile **
**from date of purchase:**
- U – 30 days
- Q – 30 days
- D – 60 days

**Notes:**
  Review Action Codes. 
  Familiarize Class With Business Process Chart Shown on Slide and Contained in Lesson Outline. 
  Ensure Class Understands Process and Action Codes Before Proceeding to Next Slide.

## Modifying Lines of Accounting 

- To modify a line of accounting currently attached to the transaction, click ***modify***. Line is copied to the bottom part of the window, except for the *Account Description* value.  Change the data as needed.  Repeat these instructions for each line to be modified.
- To modify all current lines of accounting, click ***Modify All Acctg***.  All current lines of accounting are copied to bottom part of the window.  Change data as needed.
- Click ***Save***** **on the Command Bar to update the database

**Notes:**
  Carefully and Fully Review Each Point on Modifying Lines of Accounting. 

## Reconciling Credits 

- Transaction Credits have a minus sign ( - ) in front of the transaction amount:
- View the Transaction.
- From the Transaction Maintenance window, change **Action Code **to ***Approved****.*
- Click ***Save***** **on the Command Bar*. *

**Notes:**
  Carefully and Fully Review Each Point on Reconciling Credits. 

## Locked Transactions

***Locked*** is the only status that will prevent a cardholder from being able to reconcile.
- Accounting statuses are
**O** = Obligated
**P** = Paid By FFIS
**N** = New (not obligated and not paid)
**L** = Locked

**Notes:**
  Introduce Locked Transactions. 
  More Detail on Locked Transactions Will Follow on Subsequent Slides.

## Locked Transactions

**Notes:**
  Walk Class Through the Process Chart Shown on Slide. 
  Ensure Class Understands the “When” and “Why” of Locked Transactions.

## Practical Exercise 

- Reconcile the transaction to “Sita Business System” in the amount of $172.00 using the following information:
- Approve the transaction.
- A computer cart costing $172.00 was due for delivery on July 23rd 2002.
- The goods were received a day later than expected, due to inclement weather.

**Notes:**
  This Practical Exercise Can Be Conducted as an Individual or Instructor-Led Exercise. 
  Ensure Every Student Successfully Completes This Exercise Before Proceeding. 
  This Practical Exercise Continues for 3 Additional Slides, Ending with Slide #31.

## Practical Exercise 

- 2.     Reconcile the transaction to “Standard Copy Products” in the amount of $2,195.00 using the following information:
- Approve the transaction.
- Copier materials were shipped same day delivery on July 22nd 2002.
- Goods\services were received on the date expected.
- The correct BOCC formation for this transaction is: 2672.

**Notes:**
  This Practical Exercise Can Be Conducted as an Individual or Instructor-Led Exercise. 
  Ensure Every Student Successfully Completes This Exercise Before Proceeding. 
  This Practical Exercise Continues for 3 Additional Slides, Ending with Slide #31.

## Practical Exercise 

- 3.     Reconcile the transaction to “Transcender Corporation” in the amount of $2,644.00 using the following information :
- Approve the transaction.
- The PC and monitor were received on July 21st 2002.
- There is currently not a description available for the SF-281 code.
- The accounting information needs to be distributed across the following accounting codes and BOCCs:
- Accounting Code _____, BOCC _____, Distribution Percent 50%
- Accounting Code _____, BOCC _____, Distribution percent 50%.

**Notes:**
  This Practical Exercise Can Be Conducted as an Individual or Instructor-Led Exercise. 
  Ensure Every Student Successfully Completes This Exercise Before Proceeding. 
  This Practical Exercise Continues for 3 Additional Slides, Ending with Slide #31.

## Practical Exercise 

- 4.     Reconcile the check transaction to “Wilson Carpet Service” in the amount of $1,000.00 using the following information :
- Approve the transaction.
- Check no: 001009.
- Merchant location: Alexandria, VA.
- Tax ID no: 52-7600000.
- Purchase date was July 22nd 2002 and goods\services were received one week after purchase date.
- Bank fee should be calculated at 1.5% of the check amount.
- Approve the bank fee associated with this check transaction.

**Notes:**
  This Practical Exercise Can Be Conducted as an Individual or Instructor-Led Exercise. 
  Ensure Every Student Successfully Completes This Exercise Before Proceeding. 
  This Practical Exercise Continues for 3 Additional Slides, Ending with Slide #31.

## Practical Exercise 

- Reconcile the transaction to “Nyma Inc.” In the amount of $59.00 using the following information:
- Only 5 of the 10 glass beakers were received on 07/30/02, due to low stock supplies.  The remaining 5 beakers will be shipped on 08/07/02 (next day delivery).
- Unit price is $5.50, shipping and handling is $4.00.
- Invoice number: 56084.
- Order number: w58625-hav.

## Practical Exercise 

- Reconcile the transaction to “Corvision Media, Inc.” In the amount of $705.00 using the following information:
- The goods\services were received on the date expected, July 21st 2002.
- Order was for cable cutter (hydraulic) $678.60; twist drills 1⁄4” diameter, 6-1/8” overall length $26.40.
- The twist drills you received were 1\2” diameter.

## Disputes

## When to File Transaction Disputes 

- Filing Transaction Disputes
- Before lodging a dispute in PCMS the Cardholder should investigate the problem and try to resolve it
- File a dispute when the invoice amount or goods\services received are not in keeping with what the Cardholder purchased
- Cardholders have 60 days from the date of purchase to dispute and resolve a transaction
- A dispute cannot be filed for a transaction made using a Convenience Check or for Convenience Check fees

**Notes:**
  Introduce the Topic of Disputes. 
  Cover Each Point on Slide. 
  More Detail on Disputes in Subsequent Slides.

## How to Dispute a Transaction  

- On the Card Transactions tab, select the transaction by placing the cursor in one of the fields on that line.
- If the dispute is over merchandise not received, leave ***Date Received ***blank until the merchandise is actually received.
- Go to the **Transaction Maintenance** tab and provide the appropriate reconciliation information.
- Go to  details of the dispute on the **Disputes Maintenance **tab.
- PCMS will populate Purchase Date, Merchant Name, and Reference Number based on the existing transaction information.
- Enter details of the dispute
- Click the **Save **button on the command bar.

**Notes:**
  Cover Each Point on Slide. 
  More Detail on Disputes in Subsequent Slides.

## Resolving Disputes 

- To resolve the dispute, query the transaction and go to the Disputes tab.

**Notes:**
  Revisit the Business Process of Resolving Disputes, and Tie into Using the Dispute Maintenance Screen to Perform Task. 
  More Detail in Following Slides.

## Resolving Disputes 

- Enter ***Date Resolved***
- Go to the **Transaction Maintenance **tab and update accounting information, if necessary.
- Go to the **Transactions **tab and change the **Action Code** to ***Resolved.***
- Click ***Save*** on the Command Bar

**Notes:**
  Cover Each Point on Slide. 
  Refer to Screen Graphic When Referring to Specific Data Entry Fields.

## Transaction Credits & Debits

- A transaction must be paid before it can be disputed.
- After payment has been made, the description field of the transaction will display the message ***Accepted by FFIS***.
- If cardholder disputes a transaction, bank issues temporary credit to cardholder account while it investigating the dispute.

**Notes:**
  Cover Each Point Shown on Slide.

## Transaction Credits & Debits

- The temporary bank credit is called a ***Retail Credit***.
***Retail Credit Adjustment*** will appear in ***Merchant Name*** with a minus ( - ) sign preceding the transaction amount.
- The Cardholder must reconcile this transaction by approving it.
- The bank tries to resolve the dispute with the merchant.

**Notes:**
  Cover Each Point Shown on Slide.

## Transaction Credits & Debits

-  **If the Dispute Is Found in the Cardholder’s Favor:**
- A transaction credit will be issued by the merchant.
***Retail credit adjustment*** will appear in ***Merchant Name*** with a minus ( - ) sign preceding the transaction amount.
- The Cardholder must reconcile this transaction by approving it.
- The Cardholder disputed then places the transaction in a resolved state.

**Notes:**
  Cover Each Point Shown on Slide.

## Transaction Credits & Debits

-  **If the Dispute Is Found in the Merchant’s Favor:**
- The bank will issue a ***Retail Debit***, which offsets the temporary credit.
- A credit from the merchant will not be generated.  The original charge to the cardholder account will stand.
- Cardholder is NOT informed by the bank that dispute found in the merchant’s favor.
- When ***Retail Debit**** *is received*,* Cardholder should approve debit and place disputed transaction in a resolved state.

**Notes:**
  Cover Each Point Shown on Slide.

## Practical Exercise 

- Reconcile the Transaction to “Sita Business System” in the Amount of $432.50 Using the Following Information:
- Goods\services were received on the date expected, July 18th 2002.
- Invoice states order placed was:
- 2x black briefcases (unit price $43.55)
- 1x audio visual cart 27” (unit price $320.45)
- shipping and handling was $24.95.
- The amount charged on the invoice for the AV cart was not the amount quoted at the time of purchase, which was $220.45.

**Notes:**
  This Practical Exercise Can Be Conducted as an Individual or Instructor-Led Exercise. 
  Ensure Every Student Successfully Completes This Exercise Before Proceeding.

## Summary and Review

- What are the differences between reconciling transactions made with Purchase Cards and transaction made with checks?
- How do you query transactions valued greater than $200?
- How do you navigate between transactions without returning to the query screen?
- What is the process you follow if you find a discrepancy between the cost of the item on the invoice and the transaction value in PCMS?
- If you order a set of 10 items and only 5 are in stock and shipped to you, what is the reconciliation process you would follow in PCMS?
- What is the process for disputing a transaction?
- What is the process for resolving a disputed transaction?

**Notes:**
  Cover Review Questions. 
  Ensure There Are No Other Questions About Accessing And Navigating In The PCMS Application.

## Lesson 5 - Reporting

**Notes:**
  SUMMARIZE / PARAPHRASE COURSE DESCRIPTION PARAGRAPH IN STUDENT OUTLINE.

## Training Objectives

- At the conclusion of this lesson, PCMS Cardholders will be able to:
- - *Generate a Cardholder Report based on date ranges.** *

**Notes:**
  ASK STUDENTS TO ‘TAKE A MOMENT TO REVIEW THE TRAINING OBJECTIVE FOR THIS CLASS.’ 
  DO NOT READ TO STUDENTS.

## Cardholder Reports 

- Reports Menu is Located on Main PCMS Window
- Generates the Cardholder Report
- Report Generates All Transactions for a specific Cardholder Account

**Notes:**
  TOUCH BRIEFLY ON EACH POINT 
  THIS SLIDE, AND ACCOMPANYING REMARKS, SHOULD LAST NO MORE THAN 60 SECONDS.

## Generating a Report

**Notes:**
  THIS SLIDE IS AN IDEAL OPPORTUNITY TO ORIENT NEW SYSTEM USERS WITH THE GRAPHICAL USER INTERFACE FOR REPORTS. 
  POINT OUT THE COMMONLY USED MENU BAR,  E.G. ‘FILE’, ‘EDIT’.  
  POINT OUT THE ICONS AND STATE THEIR PURPOSE. 
  POINT OUT THE ‘DOWN ARROW’ INDICATING A DROP-DOWN MENU IN DATA ENTRY FIELDS.

## Date Range

- Specifies the date range for the report.
- Enter the date in the following format:  DD-MMM-YYYY
- For example November 1st 2002 would be entered as:  01-Nov-2002
- Date format is not case sensitive.

**Notes:**
  BRIEFLY EXPLAIN ‘DESTYPE’ 
  BRIEFLY EXPLAIN EACH OF THE POSSIBLE SELECTIONS FOR THE DESTYPE FIELD, AND THEIR MEANING. 
  ENSURE THERE ARE NO QUESTIONS ABOUT ‘DESTYPE’ BEFORE MOVING TO NEXT SLIDE.

## Report Example

**Notes:**
  REVIEW THE REPORT FORMAT. 
  COVER STATUS TYPES. 
  EXPLAIN HOW TO SAVE A REPORT TO FILE. 
   EXPLAIN HOW TO PRINT A REPORT.  

## Report Fields

| Field Name | Description | Location |
| --- | --- | --- |
| Purchase Dt | Purchase Date.  The date the purchase was made | Transactions tab |
| AC | Action Code:
A = Approved           Q = Questionable D = Disputed            R = Resolved           U = Unapproved | Transactions tab |
| Merchant Name | Name of the merchant from whom the purchase was made. | Transactions tab |

**Notes:**
  REVIEW THE REPORT FORMAT. 
  COVER STATUS TYPES. 
  EXPLAIN HOW TO SAVE A REPORT TO FILE. 
   EXPLAIN HOW TO PRINT A REPORT.  

## Report Fields

| Field Name | Description | Location |
| --- | --- | --- |
| City | Merchant City.  City where the merchant is located | Transactions tab |
| ST | State.  Two character state code | Transactions tab |
| Amount | Transaction amount.  The cost of the purchase | Transactions tab |

**Notes:**
  REVIEW THE REPORT FORMAT. 
  COVER STATUS TYPES. 
  EXPLAIN HOW TO SAVE A REPORT TO FILE. 
   EXPLAIN HOW TO PRINT A REPORT.  

## Report Fields

| Field Name | Description | Location |
| --- | --- | --- |
| Acctg ST | Accounting Status:
O = Obligated          P = Paid L = Locked               N = New (Not Obligated or paid)R = Resolved           U = Unapproved
It is not possible to reconcile transactions with a status L.  To reconcile, you must wait until the status has changed. | Not available in the Card Transactions window. |
| Comments | Comments entered by the Cardholder | Transactions tab |

**Notes:**
  REVIEW THE REPORT FORMAT. 
  COVER STATUS TYPES. 
  EXPLAIN HOW TO SAVE A REPORT TO FILE. 
   EXPLAIN HOW TO PRINT A REPORT.  

## Report Fields

| Field Name | Description | Location |
| --- | --- | --- |
| Description | Description of the item purchased | Transactions tab |
| Dist Amount | The amount of this transaction being applied to a specific accounting code | Transaction Maintenance |
| BOCC | Object Class. A code that defines the nature of the services or goods | Transaction Maintenance |
| Accounting | Accounting Code.  The accounting code against which this portion of the transaction is to be charged. | Transaction Maintenance |

**Notes:**
  REVIEW THE REPORT FORMAT. 
  COVER STATUS TYPES. 
  EXPLAIN HOW TO SAVE A REPORT TO FILE. 
   EXPLAIN HOW TO PRINT A REPORT.  

## Saving a Report

- The best format for saving a report is HTML or TXT.
- Go to **File **> **Save As**
- In **Save in** box, navigate to the location where you want to save the report.
- In **File name **box, enter a name for the report.
- In **Save as type** box, click down arrow to see choices.  Select one of the following:
- Web Page, HTML only (*.htm, *.html)
- Text File (*.txt)
- Accept default listed in **Encoding **box.
- Click **Save**.

**Notes:**
  REVIEW THE REPORT FORMAT. 
  COVER STATUS TYPES. 
  EXPLAIN HOW TO SAVE A REPORT TO FILE. 
   EXPLAIN HOW TO PRINT A REPORT.  

## Printing a Report

- Reports print best when page orientation is set to Landscape.
- Go to **File **> **Page Setup**
- Find the Orientation in the lower left portion of the dialog box and select **Landscape**.
- Click **OK**.

**Notes:**
  REVIEW THE REPORT FORMAT. 
  COVER STATUS TYPES. 
  EXPLAIN HOW TO SAVE A REPORT TO FILE. 
   EXPLAIN HOW TO PRINT A REPORT.  

## Practical Exercise

**Generate a Cardholder Report**** **
**The report range should be for the entire last month**** **
**Save the report to an html file on your c:\ drive called “myreport.html”**

## Summary and Review

**What is the date format the report feature uses?**** **
**How do you generate a report that will display on the screen?**** **
**Why would you generate a report?**