(BizApps) Purchasing Card Manual
Contents
1. where my name is in the To box marked as importance marked as sensitivity I flagged for action where my name is in the Cc box where my name is in the To or Cc box where my name is not in the To box with specific words in the body with specific words in the subject or body with specific words in the message header with specific words in the recipient s address Click on the sent to with specific words in the sender s address link for people or _ assigned to category category distribution list Step 2 Edit the rule description click an underlined val Apple this rule after the message arrive sent to people or distribution list and with specific words in the subject move it to the specified Folder Page 31 of 36 THE UNIVERSELY OF Yo WARWICK Purchasing Card User Manual Rule Address Search for your own name by surname When you start typing the name appears in the list below Search Mame ony More columns Address Book Name Location Eset Address Company Su Saykin Se vez 5 Sum warwick ac uk Finance Offic El Su Shaojun Or Shaojun Su warwick ac uk 6 Su Wenbin Po t SU arvick ac uk School of Engi Su Yi Po Yi Sutuyarwick acuk Institute of Ec Su Yu Po Yu Sum wearwick ac uk Institute of Ec Su Yu Yung Jr Y Y Suidysar ic ac uk School of Engi Su Zhan Po zhan Su warwick ac2. Apply this rule after the message arrives sent toisu Saykini and with P Cards You have received some new tasks in the subject Forward it to Piper Carole and Miller Stuart Now click Next And click Next again this will take you to the window as below Here you can enter a rule name Page 34 of 36 SAPA warwick Purchasing Card User Manual Rules Wizard Finish rule setup Step 1 Specify a name for this rule P Cards Workflow of Emails Step 2 Setup rule options Run this rule now on messages already in Inbox Turn on this rule Create this rule on all accounts The Turn on this Rule flag should be ticked Now click Finish Step 3 Review rule description click an underlined value to edit Apply this rule after the message arrives sent to Su Saykin and with P Cards You have received some new tasks in th subject Forward it to Piper Carole and Miller Stuart Page 35 of 36 Pee UNIV ERSCL OF Purchasing Card User Manual MA RWIC K Rules and Alerts E mail Rules Manage Alerts Ki New Rule Change Rule S Copy x Delete Run Rules Mow Options F Cards Workflow of Emails Rule description click an underlined value to edit Apply this rule after the message arrives sent to Su Saykin and with P Cards Vou have received some new tasks in the subject Forward it to Piper Carole and Miller Stuart Enable rules on al
3. 13 Dispute Select the item and click the Dispute button This will put that item onto a separate tab Once the item has been resolved it can be coded and submitted in the usual way 15 to code PCI 1 disputed si Printer Friendly ga D x g i Card Transaction to allocate Select Card Purchasing Workflow Transaction Owner Card Reference Date Merchant Type Cost Objects MOVIEMAIL HEREFORD GL Account Cost Centre SAYKIN SU sseseeeee 4 482 1000016182 123 12 2009 FILMSIVIDEO PRODUCTI Cost Centre KI 240000 P Card Unalloc Exps select ltems put into dispute can be reported so that a approver can see what items the coder is currenily disputing 5 14 Declined lf the approver has declined any items this will workflow back to the coder Declined items will appear on a separate tab as shown 15 to code PCr 1 declined Card Transaction to allocate Printer Friendly Ex Ga ae 36 2 Select Card Purchasing Workflow Transaction Owner Card Reference Date Merchant Cost Objects IMOVIEMAIL HEREFORD le Account Cost Centre SAYTERIN Click on the workflow reference link to see comments added by the approver The workflow history of all items is recorded in SAP Page 10 of 36 SAPA vikiici Purchasing Card User Manual RW 15 to codetPerni 1 declined Edit Line Items Porehasing Card lersan Transaction Date ps p 0000013152
4. field is what will be pulled through onto your line item reports once the transactions have been posted This field can be changed if you wish and it allows up to 40 characters If changes are made the change is recorded but retained centrally against the line item therefore the text must give a true description of the type of purchase made Merchant FEDERAL EXPRESS EUROPE FEDEX COM GE 050 FEDEX PAK MAZ CK 5 3 Type This is the type of cost object the transactions can be coded to Cost Centre Project Internal Order Cost Centre Cost Centre Project Int Order Page 5 of 36 SAPA warwick Purchasing Card User Manual 5 4 GL Account The general ledger defaulted through depends on how Barclaycard categorised the merchant This field will always be populated with a general ledger account number For example AMAZON SVCS EU UK AMAZON CO UK is categorised as book stores therefore the GL will be GIL Account 236102 for Books If this is incorrect it can be changed 937999 Post Couriers You can either start typing the GL into the field and the 238030 Ext Svs Eau amp Test cursor will move to it or you can select from the drop 238040 Ext Svs Advertising down list 238041 Ext Svs Pub amp Mktg 230042 Ext Svs Exhibition The defaulted general ledger cannot be specific to the 238071 Prinr Paymt UKHEI purchase it is specific to the merchant category 238072 Prtr Paymt SubCntret 23 mt UKHEI 5 5 Cost Objects
5. uk Su Zhe Po zhe Sudiwarwick acuk Politics amp Inter 2 Su zhengwen Po Z SUM warwick ac uk School of The SU elections Resource 07 Students SU elections warwick ac uk Suart Rebecca Ur RM Suart warwick ac uk Instit Subasinghe Don ur C Subasinghetdusarusic ac ik Highlight your name and 2 Subasinghe Mali Ur M Subasinghed warwick ac uk click the To button your SNN pt M ro P fare name shall appear in this ubbaravan Anbezhi a Subbarayanmwarwick acu Subbiah Sriram Po 5 Subbiah warwick ac ub box Then click OK a M 1 L Mm i ML QE eet To Su Savkjn Click on the and vvith T specific words link Step 2 Edit the rule description click n underlined value Goply this rule after the message arrives and with specific words in the subject move it to the specified Folder Please use the words below to copy and paste into your rule P Cards You have received some new tasks Search Text Copy and paste Specify words or phrases to search for in the subject the words as given C P Cards You have received some new tasks D 0 o ad into the box and Search list Remove Cancel Page 32 of 36 FHE UNIVERSI EY OF ON WARWICK Purchasing Card User Manual Search Text Specify words or phrases to search For in the subject The text appears in the box below PO now click OK Search list P Cards You have received so
6. variant FPOSTED_ITMS Upon execution depending on the variant selected the report shows Last four digits of the Card Card Holder Merchant Name GL Amount spent save spe d sh ka nur Cashosrr ne Werraninane____werhant Guten iansaton date Saterent a z Cross anon ure 90 4 NONYMOLS NANA FCO GOV UK 0203 1025143 06 01 2010 27 01 2010 34 00 ae PETI NoNVHOUS VIRGIN TRAINS 08457222333 06 01 2010 27 01 2010 363 50 This report should be printed and all the invoices relating to each transaction should be attached to the document Click on the Print Preview button and select List Output to view the report in a different format card number carahotderds nane peeeeeeeeee 0091 A NONYMOUS WWW FCO GOY UK 0203 1025143 7392 06 01 2010 27 01 2010 34 00 GBP 2734 27 01 20 ARRA ggO1IA NONYMOUS VIRGIN TRAINS 08457222333 4112 06 01 2010 27 01 2010 363 50 GBP 27346 27 01 20 es The statements will be filed in the Central Finance Office by card holder name by statement date The approver should also run the outstanding items report see section 11 2 on a monthly basis to check what items are still outstanding for the purchasing cards they are responsible for Page 16 of 36 SAPA warwick Purchasing Card User Manual 9 Managing Fraudulent Transactions If you have incurred costs to your purchasing card which you know are fraudulent it is the responsibility of the Card Holder to contact Barclay
7. Couriers 00MSADO00 WMS Main School Gen QC1000000 Courier Services GL Account Cost Centre Courier Service Cost Centre 237020 Post Couriers 0OMSADOO WMS Main School Gen QC1000000 Courier Services lf the lines do not add up you will get the following message The line item gross amounts don t add up to the header gross amount Return Page 7 of 36 to warwick Purchasing Card User Manual Narrative GL Account 050 FEDEX PAK MH CK Cost Centre 23 020 Post Couriers GL Account Courier Service Cost Centre 23 020 Post Couriers 5 10 Changing Tax Codes The tax code can be changed as appropriate If you have received a vat invoice for a transaction the invoice is always correct If the transaction on the screen does not show the VAT it is due to the fact that the merchant has not supplied this information to Barclaycard In this case you should change the tax code to match that on the invoice Warning If you do not have a proper VAT invoice or the document you have received from the vendor does not show that VAT has been charged you must not change the code to V1 Without the proper documentation we will not be able to reclaim the VAT 5 11 Adding Extra Text On the details screen there is a place where additional notes can be added The top box records the text that is entered Click on the Add button and a new box appears Pa
8. D 23 17 2009 ME GL Account Cost Centre 1 No Attachment Please provide more information Click the Decline button to send this back to the coder 6 3 Posted Single Transaction Document posted successfully BKPFF 15000255891 2009 WFS500 Once items are approved they are Invoice 5111160634 in fiscal year 2009 created successfully posted into SAP your screen will Return show the document number If you post a line where the transaction has been split across codes the system will post this as one transaction and you will only get one number In SAP using transaction FBO3 you can view the posting document Page 13 of 36 SAPA wiwik Purchasing Card User Manual Aas Display Document Initial Screen KO Do umentlist i Firstitem 2 Editing options Document Number 6111160631 Company Code Fiscal ear Display Document Overview 5111160631 O 2009 23 01 2010 08 02 2010 L noddbHOD SHZTF AE a SY voni Tooosres po comPawveARCLA 9203 oeP Vo zoroo2e5 2 40 jator20 Ac Ser Teh 43269 GBP VO O0IBAADO DIRECT SA CATERERS Cost Centre J 236001 Pi Rest amp Catering OOWMAAOO WMG Depti Fund XE1000000 Hosp Ent Court Exp 300 00 O n n e GL Account Cost Centre CATERERS Cost Centre 236001 Cons Rest amp Catering 8SVVMFAO01 WMG e Learng Dvipmt iv XE1000000 Hosp Ent Court Exp 146 Total Keys for Financial Accounting Document Number 5117004531 Compa
9. MOVIEMAIL HEREFORD 23 12 2009 ay Sy PO reference Cost Centre No Attachment Date 06 Sep 2010 Time 12 10 User APPROVER Please provide more information Add Information here As the coder you add the additional information as requested by the approver Then the item can be submitted from here back to the approver Page 11 of 36 FHE UNIVERSE WARWICK Purchasing Card User Manual 6 Approval Process 6 1 Approve When items have been submitted they are work flowed to the approver of that card The approver will also receive an email to say they have so many items to approve Again the Username and Password is the same as that in SAP BY zAps Business Applications Associates Employee Login Username APPROVER E The system will collate the items and send the approver one email to let them know that they have items to approve Once logged on they will see the list of items the coder has completed They will have the same access as the coder to change any transactions that are incorrectly coded add extra text if required etc The approver may have access to more codes if required that only they should be using The items appear on a to approve tab Select the items by clicking in the box next to each line or if all items are to be approved click the select all icon 4 to approve Card Transaction to allocate See error Decine Card Owner MAA weOoOx DAD Printer Friend
10. Order Grp Internal Order Grp VVBS elements VVBS elements OR VVhere access is required to specific codes only please provide details in the boxes belovv Approver Authorised by Dept Administrator Finance Manager In signing this form you and the above named users agree to abide by the University Financial Regulations stated in FP15 and FP 5 Purchasing Office to pass to SAP Team for further processing and to advise what the new card number will be SAP Use Only Give access to Material Groups and General Ledgers as standard Page 26 of 36 SAPA warwick Purchasing Card User Manual Notes to Section B of Purchasing Cards Process Company Code This is company code in which the card will be operated Only one entry is allowed a card cannot function in multi company codes Default Cost Collector This is the default Cost Centre Internal Order WBS Element for postings Coder s These individuals are responsible for coding the transactions they need not necessarily be the cardholder this may vary between departments Name ITS username email details are required for each named coder Approver s These individuals approve the transactions after the coders have completed them Name ITS username email details are required for each named approver The approver must be of an Administrator level or above They will have responsibility for checking through the transactions before they are posted
11. SAPA warwick Purchasing Card User Manual Contents 1 Introduction 2 Card Application 3 Card Usage 4 Manual File Upload 5 Start of Coding Process for Departments 5 1 Coding Process 5 2 Merchant 5 3 Type 5 4 G L Account 5 5 Cost Objects 5 6 Material Group 5 7 Tax Code 5 8 Workflow Reference 5 9 Splitting Codes 5 10 Changing Tax Codes 5 11 Adding Extra Text 5 12 Submit 5 13 Dispute 5 14 Declined 6 Approval Process 6 1 Approve 6 2 Decline 6 3 Posted Single Transaction 6 4 Posted Multiple Transactions 7 Reminders Escalation 8 Document Filing Paperwork 9 Managing Fraudulent Transactions 10 Quarter Period Ends 10 1 Emails Reminders Escalations 11 Reporting 11 1 Line Items 11 2 Outstanding Items 12 FAQS 13 Appendices Page 1 of 36 SARA warwick Purchasing Card User Manual BA RW C 13 1 P Cards vendors not to be used 13 2 Purchasing Card Applications Form 13 3 Request to change Cost Collector Coder Approver 13 4 Request for Coder Approver Substitution 13 5 Setting Up Outlook to Copy Emails to Another User Page 2 of 36 SAPA warwick Purchasing Card User Manual 1 Introduction This document is intended to give users more information about the new Purchasing Card solution it can also be used by users along side the Online P Cards Training that should be provided before users attempt to use the new solution 2 Card Application Forms are f
12. The default cost collector will default through the code depends on the set up as requested for that particular card holder The cost objects changes according to what has been selected in the Type field If the type is Cost Centre you are presented with a list of cost centres that have been assigned to you If the type is Project you will get a list of projects If you have selected a type and nothing appears on the list this means cost objects of that type have not been assigned to you 5 6 Material Group E Material Group Similar to the GL this has been defaulted according to the category of the merchant You are advised to change this to something more appropriate vvhere QC1000000 Courier Services necessary AD1000000 Freight Services QE 1000000 Tel Eg land purch 5 7 Tax Code QE1010000 Tel Eg land chrog If the file from Barclaycard shows that there is no VAT on a transaction the Tax code defaults to VO If a transaction on the file shows that there is standard rate vat charged then the tax code defaults to V1 N B The default tax code for items without tax has been discussed with the Tax Manager Items that have no VAT applied can either be zero rated exempt or outside the scope The system is unable to differentiate between these three when the transaction simply shows 0 vat therefore it has been agreed that the default for such items can be VO It is then up to the user to re code as appropriate Click on the workflo
13. User Manual Rug Display Invoice Document 5111160654 2009 Show PO structure Follovv on documents Basic data Payment Details Contacts vendor 0010008784 DD COMPANY BARCLAYCARD Invoice date 06 01 2010 Reference GOOOGOQOOQODA J PO Box 3000 Posting Date 03 02 2010 Period it STOCKTOR ON TEES TS17 6YG Amount 363 50 GEF M Calculate tax UNITED KINGDOM Tax amount H 80 El 0345 001001 01642 B3636 Text 9091 ANONYMOUS 09022010 Pavimi terms Due immediately Baseline date 06 01 2010 Bank acct Company Code 1 University of Warwick COYENTRY F PO reference C GiL account STANDARD 4_0100 Standard 4 Est oari Ga Trad costae order Click o on n the Nc Note tab tab Basic data Payment y Details Tax j Contacts Use scroll bar to view the details Date 23 Feb 2009 Time 13 02 User SAYKIN Please give me more information Tcl 23 Feb 2009 Time 13 04 User FOSAAH La 1 Ln 5 ot 23 lines Alternatively click on the Follow on documents buttons Next double click on the object type text Accounting document From the next screen click Extras gt Texts The following box pops up Double click on the line P Cards Notes Text Page 19 of 36 THE UNIVERSITY OF WARWICK Purchasing Card User Manual S L_ Desoripion isting dM comeses TJ y Pe o O Paymentaaiceinformaton J ENJ Caras notes Tet ho Y O The dialogue between coder and approver is displaye
14. annot do any back posting Therefore at month end and especially quarter ends once you have received notification of Page 17 of 36 SAPA warwick Purchasing Card User Manual items to code approve they should be posted ASAP You will only have up to the last day in the period to post into the correct period If items have not been posted in time and the last day has past then remaining items will need to be accrued if necessary and then posted into the next period 10 1 Emails Reminder Escalation The coder is reminded every 2 days if they still have items to code If after 10 days the coder still has not coded their items they will be escalated to the approver Likewise for the approver they are reminded every 2 days and after 20 days if they have not posted them then these will be escalated to a Central Finance User who will then post the outstanding items to the cards default cost collector 11 Reporting 11 1 Line Item Report The posted items will look similar to this on a line Item report If the text in the narrative box was changed the new text is shown here otherwise it will be the default merchant category Double click to drill down to the item details In the text box the information contained here is the last four digits of the card number with the card holder name and statement date 9041 ANONYMOUS 09022010 Faymt terms Due immediately Page 18 of 36 I AWA ICK Purchasing Card
15. card and report this immediately After it has been reported the fraudulent transactions will be charged to your card it is recommended that you select the item s and put them into dispute Once the credit comes through the following month they can then coded and submitted together as the transactions will off set each other Card Transaction to allocate Card Purchasing Workflow Transaction Owner Card Reference Date Merchant ABACRAFT ARTS amp PICTUR KENILWORTH GL Account oA RIN SU GPS FOR LESS LTD 01902 732549 pe ee AY KIN a 3 i SU eke op 15 7 012010 AY TOMO TN Kis Cost Centre K 234001 Ve This vvill put the item s onto a separate tab vvhen the credit comes through the follovving month the debit and credit can then be posted together to the same GL and cost collector to balance each other off Card Purchasing Workflow Transaction Owner Card Reference Date ABACRAFT ARTS amp PICTUR KENILWORTH SAT KIN Ta a l oy ee 0000015459 75 01 2010 ART amp CRAFT SHOPS Cost Centre GPS FOR LESS LTD 01902 T29 SATKIN l Sy tetit cen 0000015463 27 01 2010 AUTOMOTIVE PARTS amp Cost Centre Merchant Disputed items should NOT remain in dispute for more than 1 month and such items should be dealt with in a timely manner 10 Quarter End Period End The system is configured that once items have been approved they will post into SAP with a posting date that is the same as the date of approval You c
16. d Display P Cards Notes Text Language EN E Page 20 of 36 SAP warwick Purchasing Card User Manual 11 2 Outstanding Items Report This report can be used by the approver to keep track of items that the coder has not submitted It can also be used to list items that may need reserving at period end Transaction ZPC10020 P Cards Outstanding items Report ei Company Code statement Date Card Coder Card Holder 4 NONYMOUS Card Approver Transaction status P Card Provider ID Card Number Report Variant PPG OS LIST Select the report variant Outstanding Items by Card Holder P Cards Outstanding items Report S F Fe zepe d sh ma 08 02 2010 JANONYMOUS 9091 VIRGIN TRAINS 098457222333 CODER APPROVER 363 50 GBP _ NEW 08 02 2010 WWWECOGOYUK 02031025143 CODER APPROVER 34 00 ANONYMOUS E 397 50 GBP lf the following message is shown following execution then there are no open items waiting to be completed for that card holder Mo data available Statuses in the Outstanding Items Report NEW New item still to be coded Item is with the coder S SUB Item has been submitted Item is with the approver DI Item has been disputed Item is with the coder DEC Item has been declined by the Item is with the coder approver Page 21 of 36 SAP warwick Purchasing Card User Manual 12 FAQS 12 1 Hovv do get cost collectors changed Complete Form PC1 Purchasing Card Request t
17. d Approver s Yes No Amend Coder Cost Collectors Access Yes No Amend Approver Cost Collectors Access Yes No Please provide details Please provide details Purchasing Card User Manual Authorised by Dept Administrator Finance Manager Please send form to the SAP Team Finance Office SAP Use Only Dept Notified Y N Page 28 of 36 SAPA warwick 13 4 Purchasing Corporate Card Temporary Substitution of Coder Approver PC2 Card number last 4 digits eS Card Holder Name pe Substitute Coder Yes No Coder on Leave Substitute Coder Purchasing Card User Manual ITS Username ITS Username Dates of Leave Email Substitute Approver Yes No Allow same Cost Collectors Yes No Please provide details Authorised by Dept Administrator Finance Manager Please send form to the SAP Team Finance Office SAP Use Only Page 29 of 36 FHE UNIVERSELY OF WARWICK Purchasing Card User Manual 13 5 Setting Up Outlook to Copy Emails to Another User In Microsoft Outlook Click menu path Tools gt Rules and Alerts Inbox Microsoft Outlook File Edit View Go Actions Help i New i ps Pl Send Receive 3 GoToMeeting Instant Search Address Book Ctrl Shift 6 Organize Favorite Folders i Inbox La Unread Mail Out of Office Assistant Sent Items Rules and Alerts On the rules and alerts window click the New Rule button In the Rules Wizard
18. escalated to the approver The reminder email is similar to the new notification email it will provide the link for users to click on and navigate to the online process 8 Document Filing Paperwork After this month s items have been approved posted the receipts documentation for the transactions should be filed in accordance with the University s Financial Procedures These can be attached to the original statement or you can do the following Run transaction ZPC10010 Menu path UoW guided menu gt Purchasing gt Purchasing cards gt Purchasing card reports gt Purchasing card statement items Enter the following Company Your company code Statement The University statement date is 20 of the month Files will be Date received and uploaded the following day If this day should fall on a weekend or bank holiday the file will be uploaded either the Monday or Tuesday following Card Holder Select from drop down list Transaction Report Variant IPOSTED ITMS You may if you wish use the other selection parameters to narrow down your report Page 15 of 36 4 WARWICK Purchasing Card User Manual i RW P Cards Statement items Report gt Ea Company Code Statement Date 21 01 2010 to 25 01 2010 Card Coder Card Holder A NONYMOUS to Card Approver Transaction Status POS to P Card Provider ID Statement Date Enter a Card Number range this should be 21 to 25 of the month Report
19. ge 8 of 36 FPRHEUNIVERSIIY E MA Purchasing Card User Manual You can enter text herel When you click the save button the text is saved with a date time and user stamp to show who added the information and when Date 20 Aug 2009 Time 12 10 User MZSDAM You can enter text here Certain types of transactions must have additional information included and you add this as additional text here Once items have been completed they can be submitted from this screen or the coder may save it and return to the summary page to code up all the transactions and submit them all together 5 12 Submit Select the items by clicking in the box next to each line or if all items are to be submitted click the select all icon Then click the Submit button 19 to code PCI zi Card Transaction to allocate Printer Friendly al ga 38 2 n Page 1 of 2 K A 2 Sele Card Purchasing Workflow Transaction a Owner Card Reference Date Material Group PAYPAL LUMINAVISUA SAYKIN 4029357733 GL Account Cost Centre NCP BOOKING LONDON IGL Account Cost Centre DB BAHN REISEZENTRUM FRANKFURT MAI IGL Account Cost Centre REGINA HOTEL VVUERZBURG IGL Account Cost Centre AMAZON COM AMZN COM BILL SAYKIN SU SAYKIN d U SAYKIN SU Page 9 of 36 THE UNIVERSELY OF MA Purchasing Card User Manual 5
20. ist Advanced Find Mame Location TersiLAddress Company Po amp Miler John J P Mileruyyarwick at Institute of Ec Miller Joyce Wis J Miller 2twarwick ac uk tute of Ec Search for the people amp Miller Laura Ur LE Miller uyarwick ac uk Philosophy who you wish to forward amp Miller Marcus Re Zz Marcus Miller uwarwick ac uk Economics to Each time you find 2 net Matis Re at ele ae Warwick Retai that person highlight amp Miller Michael Po M J Miler warwick acuk ar e M their name and click To amp Miller Michele Te Michele Miler warwick ac uk Language Cer amp Miler Michelle Cli Oz Michelle Miller vwarwick ac uk WS Clinical they will be added to the amp Miler Milton Po MA Millerd uwarvwick ac uk box You may select as p ie hir U ala cep many people as 2 m er Pau Di FMi Pro eh E U Warwick Gusin required When done amp Miller Paul Po P M Miller uyvarwick ac uk School of Law amp Miler Robert Vig RL Miller uwarwick ac Lk Mathematics click OK Miller Rosemarie Ur R Miler warwick sc uk Miler Sophia Ur Sophia Miller uyarwick ac uk Italian Miller Stuart Stuart Miller uyvarwick ac uk Finance Officer s pale Thee M T FA AS eee Piper Carole Miller Stuart The Step 2 rule description should look similar to this Step 2 Edit the rule description click an underlined value
21. l R55 Feeds Then Click Apply The rule is applied Then click OK The rule has now been created and will run on all new emails that satisfy the conditions as created Page 36 of 36
22. ly Workflow Transaction Reference Date Purchasing SEA Merchant Cost Objects PAYPAL LUMINAVISUA 4029357733 GL Account Cost Centre SAYKIN SU SAY KIN SU SAY KIN SU SAY KIN SU seeeeeeeess 309 0000016339 31 12 2009 preeeererere 0309 0000016340 13 01 2010 seeeeeeeeeet 309 0000016341 14 01 2010 seeeeeeeeest 4521 0000016182 23 12 2009 PHONE EQUIPMENT amp S NCP BOOKING LONDON CAR PARKING amp GARACI DB BAHN REISEZENTRUM FRANKFURT MAI PASSENGER RAILWAYS M OVIEMAIL HEREFORD Cost Centre KA 235019 Eq Pur Phones OOTESTOO DEPT iv GL Account Cost Centre Cost Centre v 210401 Gen Travel Subs UK 00TEST04 DEPT 4 v GL Account Cost Centre Cost Centre KA 210422 Trav Pub Trans ia OOTESTOO DEPT GL Account Cost Centre FILMSIVIDEO PRODUCTI Cost Centre y 240000 P Card Unalloc Exps J 00TEST00 DEPT IN After the items have been approved the system posts each transaction as a separate line with an individual document number 6 2 Decline lf the approver is not happy with a line item they should click on the workflow reference to drill down to the item details and add a comment Page 12 of 36 FHE UNIVERSI OF WARWICK Purchasing Card User Manual Ru 1 to approve Edit Line Items Merchant Description Transaction Date 0000013152 MOVIEMAIL HEREFOR
23. me as that in SAP BYzAps Business Applications Associates If the coder approver has no items to review the following message appears as they try to log into the P card system Employee Login You do not have any workflow tasks Username CODER Password 5 1 Coding Process Once logged on the user is presented with a list of transactions which have been made against each Barclaycard for which they are responsible for coding Each transactions shows Card Owner name Last four digits of the card number Transaction date Merchant Name of Supplier Page 4 of 36 SARA warwick Purchasing Card User Manual e General ledger account Purchasing Workflow Transaction Select Card Owner Card Reference Date Merchant F VIRGIN TRAINS 08457222333 GL Account ee 9091 9000015500 08 01 2010 PASSENGER RAILWAYS Cost Centre K 210422 Trav Pub Trans WWW FCO GOV UK 0203 1025143 GL Account Cost Centre 240000 P Card Unalloc Exps Cost Collector Type Object Material Group Gross Amount Net Amount Tax Code Tax Cost Objects Material Group Gross Amount Code Cost Centre QOMSADOO WMS Main School Gen QG1000000 Couner Services 7663 36 63 VO Cost Centre 00MSAD00 WMS Main School Gen asia lc 5 2 Merchant The merchant name with whom the expenditure was made is not changeable The narrative box below the merchant name is the category for the merchant as defined by Barclaycard This
24. me new tasks Remove The Step 2 rule description should look like this Step 2 Edit the rule description click an underlined value Apply this rule after the message arrives sent to Su Saykin move ik to the specified Folder Now click the Next button In the next window step select the condition as shown Rules Wizard what do you want to do with the message Step 1 Select action s move it to the specified folder assign it to the category category I delete it permanently delete it move a copy to the specified folder U UO 4 4 Forward it to people or distribution list as an attachment redirect it to people or distribution list have server reply using a specific message reply using a specific template flag message For Follow up at this time clear the Message Flag clear message s categories mark it as importance _ print it play a sound start application mark it as read Page 33 of 36 SAP warwick Purchasing Card User Manual Step 2 Edit the rule description click an underlined value Apply this rule after the message arrives sent to Su Saykin and with P Cards You have received some new tasks in the subject Click on the forward to Forward it to people or distribution list link for people or distribution list Rule Address gt Search Name only More columns Address Book Go Global Address L
25. me of proposed eard noier Deparment extension number head ot department Reason for request Please complete the relevant which applies to your department We already have Petty cash float YES NO Other please specify Issue of a Purchasing Card will be subject to approval by the Head of Department and acceptance by the applicant of the Terms of Use which will be issued signed and agreed prior to releasing the card The card may be used to purchase goods and services on behalf of the University from suppliers designated by the Purchasing Office as approved purchasing card suppliers detailed in Terms of Use documents Where the University has an approved contract supplier it is not permissible to use the purchasing card to purchase from an alternative supplier Misuse of the card by any member of staff is potentially a disciplinary offence I hereby authorise the issue of a University Purchasing Card Now please turnover and complete Section B Page 25 of 36 SAPA warwick Section B Purchasing Card Application vvith SAP access Purchasing Card User Manual This section must be fully completed otherwise your application will be returned to you Please complete in accordance vvith the accompanying notes Coder 1 Approver 1 Name Name ITS Username ITS Username Email Email Coder 2 Approver 2 Name Name ITS Username ITS Username Email Email Cost Centre Grp Cost Centre Grp Internal
26. ny Code fi Fiscal Year 5117004531 2009 18 01 2010 01 2010 18 01 2010 01 2010 E nggenDAGHDAZTA2E e N ZE Ceadan Description 1 31 10008784 _ DD COMPANY BARCLA 346 92 0BP_ vo 20100205 240 236001 Cons Rest amp Catering 300 00 GBP vO Q0WMAAOO CATERERS 3 40 236001 __ Cons Rest amp Catering 46 92 GBP yo B5WMFAD1 CATERERS Page 14 of 36 SAPA warwick Purchasing Card User Manual 6 4 Posted Multiple Transactions Document posted successfully BKPFF 15000255661 WFS500 Invoice 5111160626 in fiscal year 2009 created successfully Document posted successfully BRPFF 15000255674 WFS500 If more than one line is Invoice 5111160629 in fiscal year created successtully Document posted successfully BRPFF 15000255661 2009 WFS500 approved at once the Invoice 5111160630 in fiscal year 2009 created successfully system lists all of the Document posted successfully BKPFF 15000255891 2009 WFS500 posted document Invoice 5111160651 in fiscal year 2009 created successfully Return The posting date of transaction will be the day that the items are approved Back posting is not possible 7 Reminders and Escalations After the first notification if there are items that are not completed the coder will receive a reminder email 2 days later A reminder will be sent every 2 days until items have been completed If after 10 days the coder still has not done the coding the item s will be
27. o Amend Cost Collector Coder Approver and submit to SAP team 12 2 How do change the coder or approver Complete Form PC1 Purchasing Card Request to Amend Cost Collector Coder Approver and submit to SAP team 12 3 What if am on annual leave Complete form PC2 Purchasing Card Temporary Substitution of Coder Approver to advise who will be covering a particular users role during their absence and submit to SAP team 12 4 How do cancel a card You must contact Purchasing Office 12 5 What if do not post my transactions on time The date on which transactions are approved will also be the posting date into SAP You are advised to keep up to date with all transactions of all the purchasing cards you are responsible for If after numerous reminders you still fail to post your transactions they will be escalated to a central finance officer who will endeavour to post your transactions to your departments default cost collector If the code is incorrect then you are responsible for moving the cost by journal 12 6 What do do with all my receipts invoices Once moved over to this new process departments will have responsibility for retaining all receipts invoices which must be originals Departments are required to abide by the University s Financial Procedure 15 and 5 with regards to the retention of receipts invoices 12 7 As the coder have submitted an item where have selected the wrong code The ap
28. ound on the Intranet under the Purchasing office Purchasing Card application submitted to Purchasing Office See web for terms amp conditions Also make note of Financial Regulations 15 and 5 3 Card Usage The card is used to incur various one off expenses This information is collected by Barclaycard and on a monthly basis they send us a file containing the past months transactions Barclaycard send the files to Barclay s accservices barclaycardbusiness co uk website An email is then sent to the pcards email address to notify us that the file is ready for collection Page 3 of 36 THE UNIVERSELY OF Purchasing Card User Manual MA RWIC K 4 Manual File Upload This process will be completed by central finance on a monthly basis on or around the 21 of the month 5 Start of Coding Process for Departments When the file is uploaded the emails are triggered to the appropriate users advising them that they have items to code Emails will only be sent to those if the card s allocated to them has have been used In your email box an email pops up click on the link BizAps BIZAPS SAP WARWICK AC UK pcards Resource P Cards ou have received some new tasks Dear MZS5DAM There are 6 nen P Cards workflow tasks in your inbox Please use the link below to access them http feustonsquare admin warwick ac uk 8080 com bizaps baawk mvc baawkt login 7s Best wishes Username and Password is the sa
29. prover can either decline this back to the coder or the approver can change this before they approve it 12 8 As the approver have approved an item where the wrong code was selected Unfortunately once an item has been approved it is immediately posted into SAP The only way to move this is by Fl journal 12 9 have not received an email this month lf you have not received an email and you know you have transactions to code you can still log into the Purchasing Card System But please contact the SAP team as emails should be generated If your purchasing card has not been used you will have no transactions to process therefore an email will not be sent Page 22 of 36 SAPA warwick 12 10 One of the items have to process is a VAT only transaction how do process this Purchasing Card User Manual Please contact the SAP team for guidance Page 23 of 36 SAR warwick Purchasing Card User Manual 13 Appendices 13 1 P Card vendors not to be used Bio Sciences BS PCARD Computer Science CS PCARD Engineering EN PCARD Film Studies FI PCARD Jobs ac uk JOBS PCARD Library LB PCARD Psychology PS PCARD Purchasing PU PCARD Warwick Business School WBS PCARD Warwick Diabetes WDC PCARD Warwick ventures WV PCARD Page 24 of 36 SAPA warwick Purchasing Card User Manual 13 2 Purchasing Card Application Form Section A Purchasing Card Application Request Na
30. select the template Move messages sent to a distribution list ti afolder as shown below Rules Wizard Start From a template or From a blank rule Step 1 Select a template Stay Organized 74 Move messages From someone to a folder LAS Move messages with specific words in the subject to a folder A Log Move messages sent to 4 distribution list to a folder x Delete a conversation Y Flag messages From someone For Follow up 5 Move RSS items from a specific R55 Feed to a folder Stay Up to Date F Display mail From someone in the Mew Item Alert Windom af Play a sound when I qet messages from someone E Send an alert to my mobile device when I qet messages from someone Start from a blank rule Highlight and Check messages when they arrive then click Next H Check messages after sending Step 2 Edit the rule description click an underlined value Apply this rule after the message arrives sent to people or distribution list move it to the specified Folder Example Move mail sent to the Help Group to the Help Group folder Page 30 of 36 FHE UNIVERSI EY OF Purchasing Card User Manual MA RWICK There are 2 steps to complete step 1 is to select your conditions and step 2 is to specify those conditions In the next window step select the 2 conditions as shown Which condition s do you want to check Step 1 Select condition s sent to people or distribution list from people or distribution list
31. such as ensuring adequate information is provided and that the correct vat codes and general ledger codes are applied An approver may have access if necessary to additional codes that you may not wish the coder to have If this is the case please ensure that in each section all the codes are provided per coder and per approver Cost Centre Group lf you want your coder and approver to have access to all open cost centres in your department please just give the department mnemonic E g BS FO etc Internal Order Group lf you want your coder and approver to have access to all open internal orders centres in your department please just give the department mnemonic If you have none to assign leave blank WBS Element lf you want your coder and approver to have access to all open WBS elements in your department please just give the department mnemonic If you have none to assign leave blank Specific You may also be specific about the codes you wish to be allocated to the coder approver If so then provide the details here Other Codes lf you require access to other codes that do not belong to your department you will need to gain permission from that department concerned Page 27 of 36 E THE UNIVERSITY OF SARA warwick 13 3 Purchasing Request to Amend Cost Collector Coder Approver PC1 Card number last 4 digits oS Card Holder Name i Amend Default Cost Collector Yes No Amend Coder s Yes No Amen
32. w reference to drill down to the details of the transaction 5 8 Workflow Reference Select Card Purchasing VWorkflow Transaction Owner Card Reference Date SAYIN The SU mma 0000013596 05 08 2009 functions on the details page are the same as the summary page with a few Page 6 of 36 FPRHEUNIVERSILIY OE ANAO Purchasing Card User Manual extras Edit Line Items Purchasing Card Merchant Description Transaction Date Gross Amount Maintenance Method SAYKIN SU ajay PO reference Narrative Cost Objects Material Group 0000010702 FEDERAL EXPRESS EUROPE FEDEX COM GB 03 08 2009 36 63 GBP Gross Net GL Account Cost Centre 050 FEDEX PAK MHZ CK Cost Centre 237020 Post Couriers E 00MSADOO WMS Main School Gen QC1000000 Courier Services From this screen you can split the cost of the transaction and add additional text to support the transaction 5 9 Splitting Costs Add Click the button and a new line appears under the original Narrative pa i Cost Objects Cost Centre Complete the details as required gt gt gt gt gt gt gt All lines must add up to that in the header Enter text into the narrative box Select a cost type Select a general ledger Select a material group Enter the amount Select a tax code Remember you will also need to change the amount on the first line 050 FEDEX PAK MHZ CK Cost Centre 237020 Post
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