# Presentation: 463192

## 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 LAPC’s and APC’s 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 Them To The 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 Resolved | Date the dispute was resolved. |

**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 Merchant Contacted | Date the merchant was contacted. |
| 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

- Cardholder can query all their transactions OR specific transactions.
- APC\LAPC can query transactions of all their designated Cardholders OR a specific transaction of a specific Cardholder.

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

## Querying All Transactions

* *Hit the         Button on the Command Bar.
* *Cardholder Accounts and Details Will Appear.
-  Use scroll bar to navigate between Cardholders.

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

## Querying Specific Transactions

- Hit the         button on the command bar.
- Select a specific account.
- Place cursor in any field and hit the        button.
- Account information will remain, field values in the  Card Transaction area will be cleared.
- 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.
-     Hit the        button;
- 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.

 Point out that a range of operators such as < or >, and wildcards such as %, can be used in queries; 

## Practical Exercise 

- Query all Cardholder accounts, then query a specific Cardholder account from the list of Cardholder names.
- Execute a specific query to find all transactions where the Merchant is located in California (CA).
- Query transactions greater than $50.00.
- Query a specific Merchant name and view a shorter list of transaction for the Cardholder.  E.g. Toshiba, ACE or Spectrum.

**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 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 

- Must obtain the Merchant’s TIN at the time of purchase .
*Merchant Address*, *Merchant City*, *Merchant State*, and *TIN* fields will appear white.  Enter this information when the transaction is approved.
- The Check Number will appear in *Comments* Field, Entered by the Bank .

**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***. All field values from that line, except *Account Description*, are copied to the bottom part of the window.  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 Tab, Change *Action Code* to *Approved.** *
- Hit* 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.
-   The Different Accounting Status’ Are:
-  O = Obligated
-  P = Paid By FFIS
-  L = Locked
-  N = New (Not Obligated and Not Paid)

**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 

**Note:**  Login with a Cardholder ID to complete the following exercises.
- 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 BOCC’s:  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 07/30/97, 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

## Disputes 

- When Should a Transaction Dispute Be Filed?
- When Invoice Amount or Goods/Services Received Are Not What Cardholder Believes He/She Purchased.
- Before Filing a Dispute, Cardholder Should Investigate the Problem and Attempt to Resolve.
- Cardholders’ Have 60 Days Following Purchase Date to Dispute and Resolve a Transaction.
- Dispute Rights Do Not Extend to Convenience Checks or Convenience Check Fees.

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

## Disputing a Transaction  

- From the Transaction tab select the transaction by placing the cursor in one of the fields on the 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 the **Dispute Maintenance** tab.

**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.
- This transaction will display the Merchant name in the “Merchant Name” field and will have a minus “-“ sign in front of the transaction amount.
- The Cardholder must reconcile this credit by approving it.
- The Bank will then issue a “Retail Debit” in PCMS, with the words “Retail Debit Adjustment” in the Merchant Name field.  The Cardholder will also reconcile this credit by approving it;
- The disputed transaction is then placed in a Resolved State by the Cardholder

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

## Transaction Credits & Debits

-  **If the Dispute Is Found in the Merchant’s Favor:**
- A 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 Cardholder Receives *Retail Debit,* Approve Debit and Place Disputed Transaction in a Resolved State.

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

## Practical Exercise 

**Note:**  Login with a Cardholder ID to complete the following exercises.
- 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?

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

## Summary and Review

- 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.

## Intro

**Lesson 5 - *****Messages***

**Notes:**
 BRIEFLY SUMMARIZE INFORMATION CONTAINED IN LESSON PLAN DESCRIPTION OF STUDENT LESSON PLAN.

## Training Objectives

- At the conclusion of this Lesson, you will be able to:
- Respond to user messages, statistical samples and system errors.

**Notes:**
  GIVE STUDENTS A MINUTE TO REVIEW THE LESSON’S TRAINING OBJECTIVES. 
  DO NOT READ THEM TO STUDENTS

## Bulletin Board

- Located in the center of the main window
- Provides updates about PCMS.
- System Upgrades and Downtime
- Notification of Specific System Problems
- The DPC is responsible for the posting of all messages to the Bulletin Board

**Notes:**
 REMIND STUDENTS TO CHECK BULLETIN BOARD REGULARLY FOR IMPORTANT INFORMATION. 

## System Edits

- If data is entered into PCMS incorrectly, or an attempted function is not allowed, the system will generate an error message.
- Appear in dialog boxes
- Provide information that will help you determine how to proceed
- Click OK to close the error message
- This example indicates that data entered is not recognized by PCMS and needs to be corrected.

**Notes:**
 STATE “SYSTEM EDITS ARE MORE COMMONLY KNOWN AS ERROR MESSAGES.” 
 REVIEW EACH OF THE BULLETS ON THIS SLIDE. 

## User Messages - General

- An Oversight Tool That Monitors PCMS Transactions.
- Assists Cardholders by Reminding Them to Approve Transactions Within Specific Time Constraints.
- Assists LAPC’s in Their Oversight Role of Maintaining Daily Operation of PCMS.
- The LAPC Is Expected to Routinely Review Cardholder Transactions.

**Notes:**
  REVIEW EACH OF THE BULLETS ON THIS SLIDE. 

## User Messages Screen Overview 

- Cardholders view their own messages.
- LAPC’s view messages of their designated Cardholders.

**Notes:**
 REVIEW EACH OF THE BULLETS ON THIS SLIDE. 

 REVIEW FIELDS ON THIS SCREEN.

## User Message Examples 

- Generated As a Transaction Meets a Predetermined Condition.
- Recipient Will Receive Message.
- Prompted to Review a Transaction and respond.

**Notes:**
 Discuss User Message details.

 Discuss Example.

 Make sure students understand why they are receiving them and why it is important they respond. 

## User Message Examples 

**Notes:**

 Discuss Example.

 Discuss MCC Codes.  Provide examples. 

## Querying User Messages 

**LAPC’s and APC’s can:**
- Query All Messages for all of their designated Cardholders.
-                         OR
- Query Specific Messages.

**Notes:**
 REVIEW STEPS TO PERFORM EACH TYPE OF QUERY.

 REVIEW CARDHOLDER QUERIES.

 USE SCROLL BAR TO NAVIGATE.

 “NAME” FIELD HAS A LIST AVAILABLE.  

## View User Messages 

- Hit the “View Transaction” button to view transaction details

**Notes:**
Screen is self explanatory.

## View User Messages 

- Review details on Transaction screen.
- Return to User Message screen to close message.

**Notes:**
 LAPC reviews details on transaction screen.

 Contact Cardholder to verify discrepencies.

 Contact APC for assistance if necessary.

 Note:  Hit the “ACCTG” button to view more transaction details.

## Close User Messages 

- Change message status to “Read”.
- Add Comments.
- Be sure to save.

**Notes:**
 Review how to close a User message.

## Practical Exercise 

**Query your user messages.**** **** **
**Select “USER 7”. **** **
**Read User Messages for “USER 7”.**** **
**View the transaction details.**** **
**Add comments to the user message.**** **
**Change the status from ‘Unread’ to ‘Read’.**** **** **
**Exit user message screen.**

**Notes:**
  ENSURE EACH STUDENT SUCCESSFULLY COMPLETES EACH ELEMENT OF THIS PRACTICAL EXERCISE.

## Statistical Sampling 

- Complete form for audit purposes.

**Notes:**
 Explain what a Statistical Sample is.

 Review screen and fields.

 Review how to respond to a Statistical Sample.

## Summary & Review

**You Receive a System Edit When Reconciling a Transaction:**
**What is the Likely Cause of the Problem?        **
**What Steps Do You Need to Take to Resolve It? **
**How Does PSD Distribute System Information, Such As System Upgrades, to the Cardholders? **
**After Reading a User Message How Do You Ensure That It Does Not Show in the List Again? **
**Why will an LAPC receive a user message? **
**How Frequently Should You Check Your Messages?**
**What is the purpose of a Statistical Sample? **

**Notes:**
REVIEW & SUMMARIZE LESSON BASED ON TRAINING OBJECTIVES AS RE-STATED BELOW: 
Respond to user messages, statistical samples and system errors. 

## Lesson 6 - Reporting

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

## Training Objectives

- At the conclusion of this lesson, PCMS LAPC’s and APC’s 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.

  Make Note to students:  Although the Lesson objective is to learn how to use PCMS to generate Cardholder reports, the purpose of teaching it is so that they will be able to train and assist Cardholders.

The APC\LAPC will not use PCMS to generate report’s, they will use the Discoverer tool instead. 

## Cardholder Reports 

- Reports menu is located on main PCMS window when logged on as a Cardholder
- Generates the Cardholder Report
- For a Cardholder:  Report lists all transactions for a specific cardholder account
- LAPC:  Can not generate a report in PCMS they must use the Discoverer Tool to generate reports regarding transactions for all Cardholders assigned to the LAPC

**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 

- Logged on as a Cardholder, 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”.

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

## Discoverer Reports 

- Discoverer can also be used to generate a “Cardholders Report”, and may be a lot quicker than using PCMS.
- The Discoverer training reports are as follows:
- 	1.  Account Number/Cardholder Name Report
- 	2.  Un-reconciled Transactions
- 	3.  Convenience Check Usage.
- 	4.  Purchase Card Transactions Over $2500.00.
- 	5.  Unread PCMS User Messages.
- 	6.  Disputed Transactions.

**Notes:**
  TOUCH BRIEFLY ON DISCOVERER REPORTS. 
  NOTE:  DISCOVERER TRAINING WILL BE CONDUCTED IN AN ADDITIONAL COURSE FOR LAPC’S AND APC’S ONLY.

## 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 a Cardholder generate a report?**
**Why would an LAPC generate a report?**

**Notes:**
  COVER REVIEW QUESTIONS. 
  ENSURE THERE ARE NO OTHER QUESTIONS ABOUT REPORTING.