Purchasing Card Approver View & Approve Transactions

Transcription

1 Form or Screen: PaymentNet Updated: 7/27/16 Business Use: Procurement Cards (P-Cards) are used as a purchasing vehicle by DPS schools and department administrators. The PaymentNet application allows the transaction approver to audit and approve transactions for their direct reports using P-cards. Table of Contents VIEW TRANSACTIONS APPROVE TRANSACTIONS BATCH APPROVE TRANSACTIONS ADDITIONAL HELP VIEW TRANSACTIONS 1. If you are a Cardholder as well as an Approver of transactions for other cardholders, verify the system role setting is correct for the activity you are performing in the system Click the drop-down arrow in the System Roles heading and change to the Transaction Approver role. 2. From the Home screen, click Transactions for Review under the Items Awaiting Your Action Page 1 of 5

2 3. If you are an approver for more than one cardholder, you can use the query option to narrow your review by cardholder. Select the Cardholder Last Name criteria and enter pertinent information in the search box 4. The Transaction List screen displays transactions that have been reviewed. If there is no reconciler associated with a card, a status of Reviewed will be displayed when the cardholder has completed their review. The status of Approved will be displayed when a reconciler has completed their review steps. 5. A paperclip will be displayed to the left of all transactions when documentation has been attached. Note: If documentation has not been attached it will be responsibility of the Approver to acquire appropriate documentation from the cardholder and ensure it is attached to transactions prior to approval. 6. Some transactions may display a special icon along the left side. The icons indicate the vendor has supplied additional information about the transaction. Click on the icon to view the details Note: Icons noting an Addendum will have vendor supplied information Page 2 of 5

3 APPROVE TRANSACTIONS 7. Click on the transaction cost in the Transaction Amount column to view details. 8. The General Information tab will be displayed. Note on Approval Status: - When no reconciler is assigned to a card account, there will only be one approval level displayed on the screen. - If there is a reconciler assigned to a card account, the reconciler will complete their review and account assignments at the Approval 1 level. In this case the supervisor of the cardholder will complete the review and approval at the Approval 2 level. 9. Review the details of the transaction and make any necessary changes to the assigned account codes or add any applicable notes. You are verifying the following: - The cardholder has acquired the goods or services within published policies and procedures and that the expenses are allowable within guidelines - The cardholder and/or reconciler have allocated the transactions to the appropriate account codes - The cardholder has properly documented the nature of the expense in the Transaction Notes Page 3 of 5

4 10. Click the Receipts tab to review the receipt or documentation details attached. You are verifying the following: - A receipt is attached that accurately represents the purchase. - An Unavailable Documentation Form or Metered Parking log is attached as applicable if a receipt is not attached. - A Credit Limit Adjustment Request form with receipts for all transactions that exceed normal limits for the billing cycle should be attached if applicable. 11. Return to the General Information tab, for final approval. - All transactions must be approved. Report any concerns of misuse of the card to the Purchasing Card Administrator or pcardsupport@dpsk12.org. - All transactions must have appropriate documentation attached and account codes assigned prior to final approval. Please communicate with the cardholder to ensure this is accomplished prior to approval. - Verify that the cardholder and reconciler (if applicable) has marked the transaction as Reviewed or Approved. The PaymentNet system will not allow boxes to be checked out of order. All prior reviews must be completed before an approver will be allowed to check the approval box. 12. Check the Approval box and then Click Save. Page 4 of 5

5 BATCH APPROVE TRANSACTIONS Purchasing Card The PaymentNet system allows for approval of multiple transactions at the same time. When you have reviewed and verified that all of the transactions in a batch meet the criteria for approval, you can mark the entire batch as approved. ADDITIONAL HELP 13. From the Home Screen, select Transactions > Approve 14. Click the checkbox next to the transactions you wish to approve 15. Click the Approve button. 16. A message will be displayed verifying that the items were successfully updated and the status will be changed to Approved. 17. Note: after the 1st business day of the month following the monthly cycle, all unapproved transactions for the cycle will be forced to a closed status and a default account assigned. If you need additional assistance, please reference the following resources: 1. PaymentNet Help access online help by clicking Help at the top of any screen in PaymentNet, then clicking Help Index. 2. DPS Financial Services Resource Center on the Commons for the Purchasing Card Handbook, forms and other Quick Reference Guides as well as a link to the training video. 3. DPS Purchasing Card Program Team pcardsupport@dpsk12.org Page 5 of 5