User Manual AMC Purchase Card Management System Web
Contents
1. Action to Take Place Send For Approvals C Save Inputs Without Ordering C Order Cancel Request E Ordering and Payment Information box Information in this box will be filled in as the credit card holder takes action on the request An example of the Ordering and Payment Information box is shown here Order Date Initial Payment Date F Ordered Total Paid Expected Delivery Date Actual Delivery Date Payment Activity E Approvals Needed section This section prompts you to select what approvals are needed for your credit card purchase request For an example of this section see Selecting what approvals are needed in the Approvals Needed section E Requestor Information section This section desires information which pertains to the requestor and credit card holder For an example of this section see Entering information in the Requestor Information section E Item Numbers section This section supplies a table for you to input item descriptions quantities and unit prices For an exa mple of this section see Entering information in the Items Numbers section E Vendor Information section This section desires information regarding the vendor For an example of this section see Entering information in the Vendor Information section E For Property Book Items Only section This section asks for information which will be entered into the installation property book For an example of this section see2. Accountable Property as designated by the requestor and Nonaccountable Property as designated by the requestor Second it categorizes all requests by the date they were ordered The requests will be placed in the accountable property category if a major hand receipt holder was declared on the request If no major hand receipt holder is declared the request will be placed in the nonaccountable property category Click on the blue triangle next to either Accountable Property as designated by the requestor or Nonaccountable Property as designated by the requestor to expand the view This will show a series of dates for which credit card purchases orders were made Click on the blue triangle next to the date of interest This will show the credit card purchase requests which had orders placed on that date To open a request click on the request s hotlink underlined typically light blue document id number An example of this view is shown here E Previous pie ale expend Collapse i earch E Man Havigator Mew CCP 10 Items or Less AMC Purchase Card Management System Credit Card Purchase Requests Equipment Management Bate ao DoD Sra JON iid Amount liem 1 Y Accountable Property as designated by requestor Y 01 21 98 CCe0121 072128 Robert Pitts TRELIC 01 2198 443 35 Symantec Super Bundle Norton Utilities AntiVirus amp Uninstall bo 10 22 97 b 10 16 97 gt Not Accountable Property as
3. POC at Source Vendor field is a data entry field Place the cursor in the POC at Source Vendor field and type in the correct point of contact at the source vendor Source Vendor Telephone field is a data entry field Place the cursor in the Source Vendor Telephone field and type in the correct source vendor telephone number Source Vendor Address Address Line 1 field is a data entry field Place the cursor in the Source Vendor Address Address Line 1 field and type in the correct street address for the source vendor Source Vendor Address Address Line 2 field is a data entry field Place the cursor in the Source Vendor Address Address Line 2 field and type in the correct second line of the street address for the source vendor Source Vendor Address City field is a data entry field Place the cursor in the Source Vendor Address City field and type in the correct city for the source vendor Source Vendor Address State field is a data entry field Place the cursor in the Source Vendor Address State field and type in the correct state for the source vendor Source Vendor Address Zip Code field is a data entry field Place the cursor in the Source Vendor Address Zip Code field and type in the correct zip code for the source vendor Notes field is a data entry field This field is for any additional information you will like to supply to the credit card holder Place the cursor in the Notes field and type in whatever information y
4. Status column is particularly useful This column will either read Awaiting Approvals Not Ordered Ordered No Payments Made Partial Payment Made and Final Payment Made depending upon the status of the request An example of this view is show here Previous pie ale E Collapse i meatch E Main Havigator Hew CCP 10 Items or Less AMC Purchase Card Management System Credit Card Purchase Requests Sorted By DoclID Request DocID Card Holder JOM Total tatus Requestor Name CCS0R09 115120 James Murnane 807C1C 1180 00 Final Payment Made James Murnane clip rut pn RMVMIS2ZLHA CCa0lal 072128 Robert Pitts TBELLC 443 35 Partial Payment Made Fred Chan ayiinantec super Bundle C8020 073603 James Murnane 807C1C 320 80 Final Payment Made James Murnane rectangular steel tube 24 esli 103844 Robert Pitts SOSCPC 73 64 Partial Payment Made John Lanza Metal film resistors 1000 CCadlla 130228 Allyson Holan SO7S1H 101 30 Partial Payment Made Alyson Nolan postit cube 7401 9171 a CCall la 123338 Allyson Holan BOTSIH 117 72 Final Payment Made Alyson Nolan Fogers Tape Dispenser 4 20 9 Marking a request ordered A credit card holder may mark a request ordered at any time in life of the request but can only mark it ordered once This means if a request has not finished the approval process the credit card holder still has the ability to mark the item ordered Doing so will remove t
5. Awaiting Approvals Not Ordered Ordered No Payments Made Partial Payment Made and Final Payment Made depending upon the status of the request An example of this view is shown here Previous ae Hert Expand lA Collapse J4 mearch E Man Havigator New CCP 10 Items or Less ANIC Purchase Card Management System Credit Card Purchase Requests Sorted By Requestor i Credit Card DocID Ordered Paid Holder Status Y Addie Chavis 201 30 0 00 lt thlank CCT1022 131934 201 30 000 Elaine Chase Ordered No Payments Made Jetform FormFlow Filler Yes software is year 2L gt Alan Goldberg 0 00 0 00 lt blank gt gt Alfred Allen 18 20 0 00 lt blank gt You can open any one of the requests shown in a view by clicking on the hot link for the request The hot link is signified by the underlined typically light blue text 11 9 Canceling a request A requestor may only cancel a request after it has been submitted and prior to the ordering of items by the credit card holder If a request is to be canceled after the order has been made by the credit card holder only the credit card holder may cancel it and only if payment has yet to be made To cancel a request a Locate the request you would like to cancel by utilizing the views discussed in the Tracking a request section b Click on the underlined usually light blue hotlink to open the request c Click the Cancel Re
6. Entering information in the For Property Book Only section E Signature Summary section This section will list signatures which were obtained for the request E Document Edit History section This section will list entries of who and when the document was edited or signed 2 Selecting what approvals are needed in the Approvals Needed section An example of the Approvals Needed section is shown below Each location will have different selections shown in the section depending upon the needs of that location In this section you will select who will need to approve the request prior to placing the order If your request should have funding certification approval click the Yes radio button If your request does not need funding certification approval click the No radio button In addition to funding certification many items may require special approvals prior to purchases Examples of items such as these are shown in the Approvals Needed section Chemicals Classified Equipment Computer Equipment Etc If you are requesting a type of item which requires special approvals click the Yes radio button next to that item type description If you are not requesting that type of item click the No radio button The number of Yes radio buttons you click will equal the number of individuals your request will be sent to for approval prior to the request being delivered back to you as the credit card holder for purchasi
7. AMC Purchase Card Management System Inbox Ky Signee s Name Credit Card Purchase Requests Sorted By Whose Attention They Are Awaitin DocIDNum Requestor Amount Credit Card Holder b Angela Yang lt blank gt wY lt Annmarie Johnson lt blank gt COTO 155135 Cindy Dubose 683 Annmarie Johnson CCT1021 140532 Cindy Dubose 180 Annmarie Johnson COV 022 092943 Robert Carr 28 Annmarie Johnson CCT1022 123043 Cindy Dubose 134 Annmarie Johnson COCT1022 145001 Cindy Dubose 387 Annmarie Johnson P April Doyle lt blank gt b 14 ARIEM Budget Staff lt blank gt b Credit Card CC Purchases By Card Holder view This view categorizes all the requests first by the credit card holders name and second by the status of the request Locate your name in this view and click on the blue triangle next to your name This will expand the view and show various categories These categories include E Awaiting Approvals requests which have you assigned as the credit card holder but have not received the necessary approvals prior to ordering E Not Ordered requests which have completed the approval process and are awaiting ordering by you mM Ordered No Payments Made requests which you have marked ordered but which you have not made any payments on E Partial Payment Made requests which have been ordered and have had a partial payment made These requests will need to have a final payment made before they will be completed E Final Pa
8. s Name box An example of this box is shown here The Inbox By Signee s Name view will appear This view categorizes requests by whose attention the requests are awaiting Locate your name in the Inbox By Signee s Name view If your name does not appear this means that you currently do not have any requests which are awaiting your attention Click the blue triangle next to your name to expand the view and show the requests which desire your attention To open a request click on the request s hotlink which is the underlined typically light blue text denoting the document id number An example of the Inbox By Signee s Name view is shown here 28 Previous pe Wen Expand Collapse i earch E Man Havigator Mew CCP 10 Items or Less AMC Purchase Card Manacement System Inbox Ky Signee s Name Credit Card Purchase Requests Sorted By Whose Attention They Are Awaitin DocIDNum Requestor Amount Credit Card Holder b Angela Yang lt blank gt w Annmarie Johnson lt blank gt COTO 155135 Cindy Dubose 683 Annmarie Johnson CCT1021 140532 Cindy Dubose 180 Annmarie Johnson COV 022 092942 Robert Carr 28 Annmarie Johnson CCT1022 123043 Cindy Dubose 134 Annmarie Johnson COCT1022 145001 Cindy Dubose 387 Annmarie Johnson P April Doyle lt blank gt gt 14 ARIEM Budget Staff blank 2 Approving a request Once you have opened a request which desires your attent
9. Item description for the first item listed on the request a a a To open a request click on the request s hotlink underlined typically light blue document id number An example of this view is shown here 36 eeu i Hext Expand e Collapse i Search D Man Navigator Warehouse Havigator ANIC Purchase Card Management System Warehouse Credit Card Purchase Requests Sorted By Credit Card Holder Requestor Requestor s Requesior s SCL Mame Phone Room Y Allyson Nolan COT1016 120226 Alyson Nolan 4306 D334 Membership Who s Who Gnelides 2 vol set of 1998 Intl Who s Who for COI 023 153711 Jeff Redding CO O21 14444 Allyson Nolan 24306 D334 ATAN AG 2904 petformance critereia for a NATO combat helmet Cls0ll2 1243338 Allyson Nolan 4306 d334 Rogers Tape Dispenser 4s 0 4171 COSaQl 2 130228 Alyson Nolan 4406 d334 9 postit cube 7401 9171 a gt Angela Yang gt Anne McLaughlin b Warehouse Credit Card CC Purchases by DocID view This view shows all credit card purchase requests which have been ordered sorted by the request s document id number This view will show six columns 1 Document ID number 2 Requestor s name 3 Dollar amount of purchase 4 Requestor s phone 5 Requestor s location 6 Item description for the first item listed on the request To open a request click on the request s hotlink underlined typically light blue document id number An example of this view is shown he
10. RMIS2ZLHA CCsa0lal 072128 Robert Pitts TBELILC 443 35 Partial Payment Made Fred Chan myinitantec super Bundle CC80120 073605 James Murnane 807C1C 320 80 Final Payment Made James Murnane rectangular steel tube 24 esli 103844 Robert Pitts SOSCPC 73 64 Partial Payment Made John Lanza Metal film resistors 1000 CCadlla 130228 Allyson Nolan SO7S1H 101 30 Partial Payment Made Alyson Nolan postit cube 7401 9171 a Cls0ll2 125338 Allyson Holan BOTSIH 117 72 Final Payment Made Alyson Nolan Fogers Tape Dispenser 4 33 Abilities Responsibilities Actions of Equipment Management Abilities To view all requests which have been entered in the system Responsibilities Monitor the system for accountable property purchases Actions 1 Monitoring the system for accountable property purchases On the system main navigator titled AMC Purchase Card Management System there are various options for viewing requests which have been submitted to the system For equipment management the best options for monitoring credit card purchases requests for accountable property purchases are a Equipment Management b Credit Card CC Purchases by DocID You can open one of these views by clicking on the appropriate box on the main navigator These boxes are shown here eee CC Purchases By Doc ID a Equipment Management view This view will show all requests which have been marked ordered First it categorizes all requests by two categories
11. gt Take Acton Action to Take Place Mark Approved Mark Disapproved Mark Viewed Mo Signature Monitoring credit card holders activities On the system main navigator titled AMC Purchase Card Management Sy stem there are various options for viewing requests which have been submitted to the system In this system you will only see documents which pertain to you meaning documents which you created were sent to you for approval or which you were the assigned fund certifier For a fund certifier the best options for monitoring credit card holders activities are a Credit Card CC Purchases by JON b Credit Card CC Purchases by Card Holder c Credit Card CC Purchases by DocID You can open one of these views by clicking the appropriate box on the main navigator These boxes are shown here eee CC Purchases By DocID a Credit Card CC Purchases by JON view This view categorizes all requests by job order number and shows total dollars for each job order number Locate the job order number of interest and click on the blue triangle next to that job order number to see the requests To open a request click on the request s hotlink underlined typically light blue document id number An example of this view is shown here 25 Previous p Hert Expand A Collapse re meatch E Man Havigator New CCP 10 Items or Less AMC Purchase Card Manacement System Credit Card Purchase Requests
12. 5 Partial Payment Made Fred Chan ayinitantec super Bundle CC80120 0736053 James Murnane S807C1C 320 80 Final Payment Made James Murmane rectangular steel tube 24 COS0113 105844 Robert Pitts BOSCPC 73 64 Partial Payment Made John Lanza Metal film resistors 1000 Cesil 130228 Allyson Nolan SO7S1H 101 30 Partial Payment Made Alyson Nolan postit cube 7401 9171 a Clall la 123338 Allyson Nolan BOTSIH 117 72 Final Payment Made Alyson Nolan Fogers Tape Dispenser 4 27 Abilities Responsibilities Actions of a Special Approver Abilities A special approver has the ability approve a credit card purchase request and place an electronic signature on the request for items which require special approval prior to purchase The credit card holder however can override this ability by ordering an item prior to the special approver placing an electronic signature on the request Responsibilities Approve Disapprove credit card purchase requests which contain items that require special approval Actions il Locating a request which desires your attention Approving a request Disapproving a request Marking a request viewed Locating a request which desires your attention When a request has been sent to you for approval you should be notified via email of this request To locate this request which desires your attention a On the system s main navigator titled AMC Purchase Card Management System click on the Inbox By Signee
13. By Vendor Requestor Name Amount Requestor s Phone Requestor s Room hem 1 Description Y AAFES CLOTHING AND SALES Keith Andrews 25 00 ae 10 42 05 AWARD DISPLAY CASE CAT My2lF Aldrich Chemical Co d Warehouse Credit Card CC Purchases by Requestor view This view categorizes all requests which have been ordered by the requestor s name Locate the requestor s name of interest and click on the blue triangle next to this name to expand the view This view will show six columns Requestor name Vendor name Dollar amount of purchase Requestor phone Requestor location Item description for the first item listed on the request P a To open a request click on the request s hotlink underlined typically light blue vendor name An example of this view is shown here Previous pr Hert Expand E Colapse 7 earch E Man Havigator E Warehouse Havigator ANC Purchase Card Management System Warehouse Credit Card Purchase Requests Sorted Ey Requestor Vendor Amount Requestor s Phone Requestor s Room ltem Description Y Alfred Allen Lancaster Synthesis Inc 18 20 4266 da4 Chemical Isopropyl palritate 250 mL cat 4276 gt Allyson Nolan gt April Doyle Warehouse Credit Card CC Purchases by Item Description view This view categorizes all requests which have been ordered by the item description for the first item listed on the request Locate the item description of interest and click on the bl
14. Less AMT Purchase Card Management System Help Documentation v Approving Official Abilities Monitorimg credit card holders activities Responsibilities b Credit Card Holder gt Equipment Management gt Fund Certifier gt Miscellaneous 40 Reporting Problems or Requesting Assistance You can report problems or request assistance on line by filling out the Report Problem Request Assistance Form To call up this form click on the icon labeled click to report problem or ask for assistance located on the main navigator An example of this icon is shown here or ask for assistance The Report Problem Request Assistance Form is shown here IMIPAC Credit Card System Report Problem Request Assistance Form l From po Command Location p00 Phone po Email pO Fax po Detailed Problem Question Re quest Ss amp a a Submit 41
15. Sorted By Job Order Number DocID Amount Credit Card Holder Item 1 Y oVW4NERE 119 00 blark gt COCTIO20 130135 119 00 Keith Andrews TF 139R5 Filtered Tips fits F200 P SsnPRIO 467 50 lt blank gt P SRAIIA 30 20 lt blank gt Credit Card CC Purchases By Card Holder view This view categorizes all the requests first by the credit card holders name and second by the status of the request Locate your name of the credit card holder in this view and click on the blue triangle next to your name This will expand the view and show various categories These categories include Awaiting Approvals requests which have not received the necessary approvals prior to ordering Not Ordered requests which have completed the approval process and are awaiting ordering Ordered No Payments Made requests which you have been marked ordered but not had any payments made Partial Payment Made requests which have been ordered and have had a partial payment made Final Payment Made requests which have been completed An example of this view is shown below To open a request document click on the document s hotlink which is typically the underlined light blue text Previous pr H ext e Expand A Collapse 7 nearch E Man Havigator i New CCP 10 Items or Less gt Allyson Nolan P Angela Yang gt Anne McLaughlin ANIC Purchase Card Management System Credit Card Purchase Requests Sorted By Credit Card Hold
16. User Manual AMC Purchase Card Management System Web Enabled Version April 19 1999 Point of Contact Jeff Redding Synetics Soldier Systems Command Natick MA DSN 256 5895 COMM 508 233 5895 l 2 3 4 10 11 Table of Contents Introduction Establishing an account to utilize the system Abilities Responsibilities Actions of a Requestor E Creating a new request Selecting what approvals are needed in the Approvals Needed section Entering information in the Requestor Information section 7 Entering information in the Items Numbers section Entering information in the Vendor Information section Entering information in the For Property Book Items Only section Submitting a request Tracking a request Canceling a request E Making changes to a request after it has been submitted Abilities Responsibilities Actions of a Credit Card Holder Creating a new request Selecting what approvals are needed in the Approvals Needed section Entering information in the Requestor Information section 15 Entering information in the Items Numbers section Entering information in the Vendor Information section Entering information in the For Property Book Items Only section Submitting a request Locating a request submitted by others or a request you submitted which sent for approvals 18 Marking a request ordered Canceling a request Making changes to a request after it has been submitted Marking payment on a request Abilities Responsibilities Acti
17. a request which desires your attention complete the following steps to mark a request viewed Marking a request viewed will allow the items to be purchased however without fund certification a Review the request b Click the Mark Viewed No Signature radio button in the Action To Take Place box c Click the Take Action button An example of the Mark Viewed No Signature radio button and the Take Action button are shown here Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Action to Take Place Mark Approved Mark Disapproved Mark Viewed Mo Signature 30 Abilities Responsibilities Actions of an Approving Official Abilities To view all credit card purchase requests of credit card holders you are the assigned Approving Official for Responsibilities Verify that your credit card holders have correctly reconciled their credit card statements each month within the system Actions 1 Monitoring credit card holders activities On the system main navigator titled AMC Purchase Card Management System there are various options for viewing requests which have been submitted to the system In this system you will only see requests which pertain to you meaning requests which you are the assigned approving official For an approving official the best options for monitoring credit card holders activities are a Approving Of
18. ake payment on items listed on a credit card purchase request document Each individual request document can be routed for fund certification approval or for other special approvals which may be required This user manual has chapters which detail the abilities responsibilities and actions of various types of personnel split into seven categories who will utilize this system These categories are 1 Requestor personnel who request the purchase of items but do not hold a credit card Credit Card Holder personnel who hold a credit card A credit card holder can create a request or receive a request from a Requestor 3 Fund Certifier personnel who certifies funds are available prior to a purchase being made Each Requestor and Credit Card Holder will have a Fund Certifier s assigned to them 4 Special Approver personnel who approves the purchase of items which require special approval prior to purchase For example classified equipment must have security office approval prior to purchase 5 Approving Official personnel responsible for certifying the actual credit card billing statement for payment and the reconciliation of this statement by the credit card holder Each credit card holder has one Approving Official 6 Equipment Management personnel responsible for monitoring Accountable Property purchases versus Non Accountable Property purchases 7 Warehouse personnel responsible for receiving shipments of purchases made on a credit ca
19. cription If you are not requesting that type of item click the No radio button The number of Yes radio buttons you click will equal the number of individuals your request will be sent to for approval prior to the request being delivered to the credit card holder for purchasing Approvals Needed Funding Certification Needed O Yes C No Arms Ammunition or Explosive O Yes No Devices Chemicals O Yes C No Classified Equipment O Yes No myringe 3 O Yes C Ho Computer Equipment O Yes Ho 3 Entering information in the Requestor Information section An example of the Requestor Information section is shown below a Credit Card Holder field is a picklist Click on the down arrow at the right of the field to show the list and select the correct credit card holder by click on that name Job Order Number field is a data entry field Place the cursor within the field and type in the correct Job Order Number Only enter the Job Order Number 6 characters and do not enter any cost center information Requestor field is a data entry field which will default to the user name which logged onto the system You may change this entry by placing your cursor within the field deleting the name which is currently present and typing in the correct name Phone Extension of Requestor field is a data entry field Place the cursor within the field and type in the correct Phone Extension of the Requestor Building Room of Requestor field i
20. designated by requestor 34 b Credit Card CC Purchases By DocID view This view sorts the requests by document id number This view shows seven columns of information 1 Document ID Number Credit Card Holder Name Job Order Number Request Total Status of the document Requestor Name Item Description for Item 1 a a a a An example of this view is show here E Previous Tie Expend Collapse IE Search E Man Havigator Mew CCP 10 Items or Less AMC Purchase Card Management System Credit Card Purchase Requests Sorted By DoclD Request DocID Card Holder JOM Total tatus Requestor Mame CC80209 115120 James Murnane 807C1LC 1180 00 Final Payment Made James Murnane clip nut pin RNIS2ZLHA CCsol2l 072128 Robert Pitts TBELIC 443 35 Partial Payment Made Fred Chan eyinitantec super Bundle C8120 073605 James Murnane 807C1C 320 80 Final Payment Made James Murmane rectangular steel tube 24 COS011S 105844 Robert Pitts BOSCPC 73 64 Partial Payment Made John Lanza Metal film resistors 1000 CCa0ll2 130228 Allyson Nolan SO7S1H 101 30 Partial Payment Made Alyson Nolan postit cube 7401 9171 a esll 123338 Allyson Nolan BOTSIH 117 72 Final Payment Made Allyson Nolan Fogers Tape Dispenser 4 35 Abilities Responsibilities Actions of the Warehouse Abilities To view all requests which have been entered in the system Responsibilities Receive shipment of items and determine delivery location by monitoring cre
21. dit card purchase requests Abilities 1 Monitoring Credit Card Purchases Requests On the system main navigator titled AMC Purchase Card Management System there is a box titled Warehouse When clicked this box will display a second navigator designed for Warehouse use An example of the Warehouse box on the main navigator is shown here od Warehouse On the warehouse navigator there are various options for viewing requests which have been submitted to the system These options include a Credit Card CC Purchases by Card Holder b Credit Card CC Purchases by DocID c Credit Card CC Purchases by Vendor d Credit Card CC Purchases by Requestor e Credit Card CC Purchases by Item Description You can open one of these views by clicking the appropriate box on the warehouse navigator These boxes are shown here ee CC Purchases Ete CC Purchases By DocID 8 By Vendor eee CC Purchases CC Purchases E By Requestor Py By hem Description a Warehouse Credit Card CC Purchases By Card Holder view This view categorizes all requests which have been ordered by the credit card holders name and sorts them by document id number Locate the credit card holders name of interest and click on the blue triangle next to this name to expand the view This view will show six columns 1 Credit card holders name Document ID number Requestor s name Requestor s phone Requestor s location
22. ed 1 Creating a new request Once entering the system you are presented with the system s main navigator titled AMC Purchase Card Management System On this main navigator the following two boxes exist New e Purchase Ll to 25 Line Or Less Items By clicking either of these two boxes you will create a new credit card purchase request If you anticipate requesting the purchase of 10 different line items or less you should select the box New Purchase 10 Line Items or Less If you anticipate requesting the purchase of 11 to 25 different line items you should select the box New Purchase 11 to 25 Line Items If you anticipate requesting the purchase of more than 25 different line items you will need to create more than one Credit Card Purchase Request document The credit card purchase request has various features all of which will be discussed individually in greater detail later in this User Manual These features are listed here in the order they appear on the screen Top to Bottom E Document ID Number This ID number is located at the very top left of the form and is useful for tracking a request It also is supplied to the vendor to help in timely and accurate delivery of the items An example of the Document ID Number is shown here C8032 7 121209 lt Be sure to supply vendor with this Document ID E Take Action button and Action To Take Place box Once completing your work on the request t
23. er DocID Requestor Name Ordered Paid 784 40 219 02 lt blants 0 00 000 lt blanic 229 00 0 00 lt blants Y Annmarie Johnson 2022 40 6000 00 lt hlank Y Awaiting Approvals 000 0 00 lt blank CCT1023 161630 JeffRedding 000 000 1 COTIO21 140927 Joanne Liverpool 0 00 0 00 Lithtur CCT1024 102622 JeffRedding 0 00 0 00 gt Not Ordered 0 00 0 00 lt blank b Ordered No Payments Made 2082 40 0 00 lt blank 26 Credit Card CC Purchases By DocID view This view sorts the requests by document id number In this system you are allowed to see requests which pertain to you meaning either you created the request the request was sent to you or you are the assigned fund certifier Because of this you should see a list of requests which you created or are the assigned fund certifier This view shows seven columns of information 1 Document ID number Credit card holder name Job order number Request total Status of the document Requestor name Item description for item 1 aa a i a An example of this view is show here Previous vex Expend S Collapse IE Search E Man Havigator Mew CCP 10 Items or Less AMC Purchase Card Management System Credit Card Purchase Requests Sorted Ey DoclD DocID Card Holder JON gel ae Status Requestor Name CC80209 115120 James Murnane 807C1C 1180 00 Final Payment Made James Murnane clip nut pin RMIS2LHA CCaol2l 072128 Robert Pitts TBELIC 443 3
24. er entered in them If you have nothing to enter in a quantity field 15 make sure a Zero appears in the field You may change this zero entry by placing your cursor within the field deleting the zero which is currently present and typing in the correct quantity Unit Price fields are data entry fields which default to Zero These fields are number fields which must have a number entered in them If you have nothing to enter in a unit price field make sure a Zero appears in the field You may change this zero entry by placing your cursor within the field deleting the zero which is currently present and typing in the correct unit price Shipping Cost Unit Price field is a data entry field which defaults to Zero Shipping cost is located at the end of the item numbers list This field is a number field which must have a number entered in it If you have nothing to enter in the shipping cost unit price field make sure a zero appears in the field You may change this zero entry by placing your cursor within the field deleting the zero which is currently present and typing in the correct shipping cost unit price Item Numbers 1 10 CE cic ccc cs 5 Entering information in the Vendor Information section An example of the Vendor Information section is shown below a b Source Vendor Name field is a data entry field Place the cursor in the Source Vendor Name field and type in the correct source vendor name POC at Source Vend
25. ficials b Credit Card CC Purchases by Card Holder c Credit Card CC Purchases by DocID You can open one of these views by clicking the appropriate box on the main navigator These boxes are shown here Approving 2 eee CC Purchases Officials Ea By DocID a Approving Officials view This view categorizes all requests which have been ordered first by approving official name second by month of payment activity and third by credit card holder name The view will show only the requests which have been marked ordered Locate your name in the view and click on the blue triangle next to your name This will expand to show the various months of payment activity Click the blue triangle next to the month of payment activity which is of interest This will expand to show your credit card holders names Click the blue triangle next to the credit card holders name which is of interest This will expand to show the individual requests the credit card holder has made payment on for that month To open a request click on the request s hotlink underlined typically light blue document id number An example of this view is shown here 31 Previas gt HM ext amp Expand Collapse j Search D Wain Navigator Hew CCP 10 Items or Less AMC Purchase Card Management System Credit Card Purchase Requests Sorted Ey Approving Official Dishursement DoclD Date Y Allison Griffin February 1998 Y Aubrey Gree
26. g a request will kill the request causing the requestor to submit a new credit card purchase request If you only desire changes to the request prior to giving your approval please notify the requestor of the changes which are needed and await those changes to be made a Review the request noting the job order number and purchase amount b Click the Mark Disapproved radio button in the Action To Take Place box c Click the Take Action button An examp le of the Mark Disapproved radio button and the Take Action button are shown here Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Action to Take Place Mark Approved Mark Disapproved Mark Viewed Mo Signature 24 4 5 Marking a request viewed Once you have opened a request which desires your attention complete the following steps to mark a request viewed Marking a request viewed will allow the items to be purchased however without fund certification a Review the request noting the job order number and purchase amount b Click the Mark Viewed No Signature radio button in the Action To Take Place box c Click the Take Action button An example of the Mark Viewed No Signature radio button and the Take Action button are shown here Once you have completed your inputs click the following bution to complete your actions on this form
27. has been submitted and prior to payment being made on the request Responsibilities The credit card holder has the responsibility of ordering the item with the vendor and marking the request ordered within the system Once the monthly credit card statement has arrived the credit card holder has the responsibility of reconciling the statement within the system This reconciliation involves marking payment on each individual request document which appears on the statement Actions 1 Creating a new request 2 Selecting what approvals are needed in the Approvals Needed section 3 Entering information in the Requestor Information section 4 Entering information in the Item Numbers section 5 Entering information in the Vendor Information section 6 Entering information in the For Property Book Items Only section 7 Submitting the request 8 Locating a request submitted by others or a request you submitted which was sent for approvals 9 Marking a request ordered _ gt Canceling a request 11 Making changes to a request after it has been submitted 12 Marking payment on a request 1 Creating a new request Once entering the system you are presented with system main navigator titled AMC Purchase Card Management System On this main navigator the following two boxes exist New New a Purchase a Purchase 10 Line ems 8 11 to 25 Line Or Less lems By clicking either of these two boxes you will create a new credit ca
28. he Take Action button and Action To Take Place box allow you to choose the next course of action for your request An example of the Take Action button and Action To Take Place box are shown here Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Action to Take Place Send For Approvals and Ordering E Ordering and Payment Information box Information in this box will be filled in as the credit card holder takes action on the request An example of the Ordering and Payment Information box is shown here Order Date Initial Payment Date F Ordered Total Paid Expected Delivery Date Actual Delivery Date Payment Activity E Approvals Needed section This section prompts you to select what approvals are needed for your credit card purchase request For an example of this section see Selecting what approvals are needed in the Approvals Needed section E Requestor Information section This section desires information which pertains to the requestor and credit card holder For an example of this section see Entering information in the Requestor Information section E Item Numbers section This section supplies a table for you to input item descriptions quantities and unit prices For an example of this section see Entering information in the Items Numbers section E Vendor Information section This section desires information regardi
29. he request from the approval process and no further electronic signatures will be obtained To mark a request ordered a Locate the request you would like to order by utilizing the views discussed in the Locating a request submitted by others or a request you submitted which was sent for approvals section b Click on the underlined typically light blue hotlink to open the request c Click the Order radio button in the Action To Take Place box d Click the Take Action button An example of the Order radio button and Take Action button are shown below Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Action to Take Place O Send For Approvals C Save Inputs Without Ordering Order Cancel Request 10 Canceling a request A credit card holder may cancel a request from the time it has been submitted until an initial payment has been made on the request Once a payment has been made the request can not be canceled If you desire to cancel a request even after an initial partial payment has been made make a final payment for an amount which creates a total payment for the request equal to zero To cancel a request a Locate the request you would like to cancel by utilizing the views discussed in the Locating a request submitted by others or a request you submitted which was sent for approvals section b Click on the underli
30. ion complete the following steps to approve the request a Review the request b Click the Mark Approved radio button in the Action To Take Place box c Click the Take Action button An example of the Mark Approved radio button and the Take Action button are shown here Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Action to Take Place O Mark Approved Mark Disapproved Mark Viewed Mo Signature 3 Disapproving a request Once you have opened a request which desires your attention complete the following steps to disapprove the request Disapproving a request will kill the request causing the requestor to submit a new credit card purchase request If you only desire changes to the request prior to giving your approval please notify the requestor of the changes which are needed and await those changes to be made a Review the request b Click the Mark Disapproved radio button in the Action To Take Place box c Click the Take Action button An example of the Mark Disapproved radio button and the Take Action button are shown here Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Action to Take Place Mark Approved Mark Disapproved Mark Viewed Mo Signature 29 4 Marking a request viewed Once you have opened
31. light blue hotlink to open a request which needs payment made e Enter the amount to be paid in the If Payment is to be made please fill in amount here field f Click either the Partial Payment or Final Payment radio buttons in the Action To Take Place box g Clickthe Take Action button h Repeat process for all charges found on the current credit card statement An example of the If Payment is to be made please fill in amount here field Partial Payment and Final Payment radio buttons and the Take Action button are shown here Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Acton to Take Place Partial Payment Save Inputs Without Payment Final Payment Cancel Request lf Payment is to made please fill in amount here Abilities Responsibilities Actions of a Fund Certifier 22 Abilities A fund certifier has the ability verify the availability of funds prior to purchase of items found on a credit card purchase request and place an electronic signature on the request The credit card holder however can override this ability by ordering an item prior to the fund certifier placing an electronic signature on the request A fund certifier can view all documents whether they certified the funds or not which are assigned to a credit card holder they hold fund certification responsibility for Respo
32. ned usually light blue hotlink to open the request c Click the Cancel Request radio button in the Action To Take Place box d Click the Take Action button An example of the Cancel Request radio button and Take Action button are shown below Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Action to Take Place Send For Approvals Save Inputs Without Ordering Order Cancel Request 11 Making changes to a request after it has been submitted A credit card holder may make changes to a request after it has been submitted whether it was created by the credit card holder or by others To make changes to a request a Locate the request you would like to cancel by utilizing the views discussed in the Locating a request submitted by others or a request you submitted which was sent for approvals section b Click on the underlined usually light blue hotlink to open the request c Make the desired changes d Click the Save Inputs Without Ordering radio button in the Action To Take Place Box e Click the Take Action button 21 An example of the Save Inputs Without Ordering radio button and Take Action button are shown below Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Action to Take Place Send For Approvals Save In
33. ng If you do not select any approvals needed the document will not be sent to anyone for approval and will be awaiting the order to be placed by you 14 Approvals Needed Funding Certification Needed O Yes C No Arms Ammunition or Explosive O Yes No Devices Chemicals O Yes C No Classified Equipment O Yes No myringe ss O Yes C No Computer Equipment O Yes No 3 Entering information in the Requestor Information section An example of the Requestor Information section is shown below a Credit Card Holder field is a picklist Being a credit card holder this field will default to your name If you so desire you could select a different credit card holders name which also will transfer the responsibilities of the credit card holder to that individual for this request Job Order Number field is a data entry field Place the cursor within the field and type in the correct Job Order Number Only enter the Job Order Number 6 characters and do not enter any cost center information Requestor field is a data entry field which will default to the user name which logged onto the system You may change this entry by placing your cursor within the field deleting the name which is currently present and typing in the correct name Phone Extension of Requestor field is a data entry field Place the cursor within the field and type in the correct Phone Extension of the Requestor Building Room of Requestor field is a data entr
34. ng the vendor For an example of this section see Entering information in the Vendor Information section For Property Book Items Only section This section asks for information which will be entered into the installation property book For an example of this section see Entering information in the For Property Book Only section E Signature Summary section This section will list signatures which were obtained for the request E Document Edit History section This section will list entries of who and when the document was edited or signed 2 Selecting what approvals are needed in the Approvals Needed section An example of the Approvals Needed section is shown below Each location will have different selections shown in the section depending upon the needs of that location In this section you will select who will need to approve the request prior to the credit card holder placing the order If your request should have funding certification approval click the Yes radio button If your request does not need funding certification approval click the No radio button In addition to funding certification many items may require special approvals prior to purchases Examples of items such as these are shown in the Approvals Needed section Chemicals Classified Equipment Computer Equipment Etc If you are requesting a type of item which requires special approvals click the Yes radio button next to that item type des
35. nsibilities Verify the availability of funds prior to the purchase of items found on a credit card purchase request for credit card holders for which they are the assigned fund certifier Actions oo eS Locating a request which desires your attention Approving a request Disapproving a request Marking a request viewed Monitoring credit card holders activities Locating a request which desires your attention When a request has been sent to you for fund certification you should be notified via email of this request To locate this request which desires your attention a b C d On the system s main navigator titled AMC Purchase Card Management System click on the Inbox By Signee s Name box An example of this box is shown here The Inbox By Signee s Name view will appear This view categorizes requests by whose attention the requests are awaiting Locate your name in the Inbox By Signee s Name view If your name does not appear this means that you currently do not have any requests which are awaiting your attention Click the blue triangle next to your name to expand the view and show the requests which desire your attention To open a request click on the request s hotlink which is the underlined typically light blue text denoting the document id number An example of the Inbox By Signee s Name view is shown here 23 Previous pie Wen Expand Collap
36. nwald COTO925 141544 0209S b James Murnane b Pegoy Fernald P Robert Pitts b No Payments gt Barbara Hunter Ordered 4752 69 4662 69 2420 00 2420 00 1700 80 24 90 516 99 90 00 1372 50 b Credit Card CC Purchases By Card Holder view This view categorizes all the requests first by the credit card holders name and second by the status of the request Locate your the name of the credit card holder of interest in this view and click on the blue triangle next to that name This will expand the view and show various categories These categories include m Awaiting Approvals requests which have not received the necessary approvals prior to ordering E Not Ordered requests which have completed the approval process and are awaiting ordering mM Ordered No Payments Made requests which you have marked ordered but which have not had any payments made E Partial Payment Made requests which have been ordered and have had a partial payment made These requests will need to have a final payment made before they will be completed E Final Payment Made requests which have been completed An example of this view is shown below To open a request click on the request s hotlink which is typically the underlined light blue text 32 Previous us HM ext e Expand A Collapse J4 earch Man Havigator i New CCP 10 Items or Less ANIC Purchase Card Management System Credit Card Pu
37. ocation for the user of the items Place the cursor in the User s Building Room field and type in the correct location of the user 17 For Property Book Items Only Examples of property book items are automated data Processing ADP equipment cryptographic STU ID equipment audiovisual equipment powered handtools weapons and items that require calibration 17 If replacement for which decal number s 1g Major Hand Receipt Holder fo 19 Who will the user be 20 User s Building Room fo 7 Submitting the request After completing the input of information on a new credit card purchase request complete the following two steps to submit the request a Click the Send for Approvals radio button in the Actions To Be Taken box located near the top of the form b Click the Take Action button located near the top of the form Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Action to Take Place Send For Approvals Save Inputs Without Ordering Order Cancel Request The correct people will be notified of your request via email Those who need to approve the request will place an electronic signature upon the request and forward it to the next approver Once all the approvals have been made the request will be delivered to you as the credit card holder 8 Locating a request submitted by others or a request you submitted
38. ons of a Fund Certifier E Locating a request which desires your attention E Approving a request E Disapproving a request mM Marking a request viewed E Monitoring credit card holders activities Abilities Responsibilities Actions of a Special Approver E Locating a request which desires your attention E Approving a request E Disapproving a request mM Marking a request viewed Abilities Responsibilities Actions of an Approving Official E Monitoring credit card holders activities Abilities Responsibilities Actions of Equipment Management E Monitoring the system for accountable property purchases Abilities Responsibilities Actions of the Warehouse E Monitoring credit card purchases requests Help and Information Reporting Problems or Requesting Assistance Introduction Nn nN BB VW 15 16 17 18 21 21 21 22 23 23 24 24 23 25 28 28 29 29 30 31 31 34 34 36 36 40 4 The AMC Purchase Card Management System provides a centralized database for recording all credit card purchases via a web browser Through user interaction financial records commit obligate expense and disburse are created for each purchase and downloaded to the correct government financial system It is a document based system where a credit card purchases request form is filled out and submitted Anyone with a user account on the system can fill out a credit card purchase request However only credit card account holders may order items or m
39. or Name Cesga 115120 James Murnane 807C1C 1180 00 Final Payment Made James Murnane clip nut pin RMIS2ZLHA CCa0l2l 072128 Robert Pitts TBELIC 443 35 Partial Payment Made Fred Chan eyititantec super Bundle CC80120 073605 James Murnane 807C1C 320 80 Final Payment Made James Murmane rectangular steel tube 24 COSO11S 105844 Robert Pitts BOSCPC 73 64 Partial Payment Made John Lanza Wetal film resistors 1000 CCa0ll2 130228 Allyson Nolan SO7S1H 101 30 Partial Payment Made Alyson Nolan postit cube 7401 9171 a esll 125338 Allyson Nolan 8075S1H 117 72 Final Payment Made Alyson Nolan Fogers Tape Dispenser 4 You can open any one of the requests shown in a view by clicking on the hot link for the request The hot link is signified by the underlined typically light blue text b Credit Card CC Purchases By Requestor view This view categorizes requests by the requestor s name You can find your name in this view and see a list of all requests for which you were the requestor This view shows seven columns of information Status of the document Item Description for Item 1 1 Requestor Name 2 Document ID Number 3 Amount Ordered 4 Amount Paid 5 Credit Card Holder Name 6 7 If the Amount Ordered column shows a zero than the request has not been ordered If the Amount Paid shows a zero than no payments have been made on the request The Status column also is particularly useful This column will either read
40. or field is a data entry field Place the cursor in the POC at Source Vendor field and type in the correct point of contact at the source vendor Source Vendor Telephone field is a data entry field Place the cursor in the Source Vendor Telephone field and type in the correct source vendor telephone number Source Vendor Address Address Line 1 field is a data entry field Place the cursor in the Source Vendor Address Address Line 1 field and type in the correct street address for the source vendor Source Vendor Address Address Line 2 field is a data entry field Place the cursor in the Source Vendor Address Address Line 2 field and type in the correct second line of the street address for the source vendor Source Vendor Address City field is a data entry field Place the cursor in the Source Vendor Address City field and type in the correct city for the source vendor Source Vendor Address State field is a data entry field Place the cursor in the Source Vendor Address State field and type in the correct state for the source vendor 16 10 11 la 13 14 15 l h Source Vendor Address Zip Code field is a data entry field Place the cursor in the Source Vendor Address Zip Code field and type in the correct zip code for the source vendor i Notes field is a data entry field This field is for any additional information you will like to supply to the credit card holder Place the cursor in the Notes field and
41. or the user of the items Place the cursor in the User s Building Room field and type in the correct location of the user For Property Book Items Only Examples of property book items are automated data Processing ADP equipment cryptographic ATU ID equipment audiovisual equipment powered handtools weapons and items that require calibration 17 If replacement for which decal number s 1 amp Major Hand Receipt Holder fo 19 Who will the user be 20 User s Building Room 7 Submitting a request After completing the input of information ona new credit card purchase request complete the following two steps to submit the request a Click the Send for Approvals and Ordering radio button in the Actions To Be Taken box located near the top of the form b Click the Take Action button located near the top of the form Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Action to Take Place Send For Approvals and Ordering The correct people will be notified of your request via email Those who need to approve the document will place an electronic signature upon the document and forward it to the next approver Once all the approvals have been made the document will be delivered to the credit card holder 8 Tracking a request On the system Main Navigator titled AMC Purchase Card Management System there are various o
42. ou would like to supply 10 11 la 13 14 15 l Yendor Information ource Vendor Name POG at Source Verdor ource Vendor Telephone cource Vendor Address Address Line 1 Address Line 2 City atate Zip Code Hotes Entering information in the For Property Book Items Only section An example of the For Property Book Items Only section is shown below a If replacement For which decal number s field is a data entry field If the item to be purchased is replacing an item which has been decaled you should enter the decal numbers here Place the cursor in the If replacement For which decal number s field and type in the correct decal numbers Major Hand Receipt Holder field is a data entry field If the items to be purchased are accountable property which will be placed on the property book you must enter a major hand receipt holder Place the cursor in the Major Hand Receipt Holder field and type in the correct major hand receipt holder name Who will the user be Field is a data entry field If the items to be purchased are accountable property which will be placed on the property book you must declare who the user of the items will be Place the cursor in the Who will the user be field and type in the correct user name User s Building Room is a data entry field If the items to be purchased are accountable property which will be placed on the property book you must declare a location f
43. ptions for viewing requests which have been submitted to the system For a requestor the best options for tracking a request are a Credit Card CC Purchases By DocID b Credit Card CC Purchases By Requestor You can open one of these views by clicking the appropriate box on the Main Navigator These boxes are shown here Se CC Purchases Sipe Purchases By DocID B By Requestor a Credit Card CC Purchases By DocID view This view sorts the requests by document id number In this system you are allowed see requests which pertain to you meaning either you created the request or the request was sent to you Because of this you should see a list of requests which you created This view shows seven columns of information 1 Document ID Number 2 Credit Card Holder Name 3 Job Order Number 4 Request Total 5 Status of the document 6 Requestor Name 7 Item Description for Item 1 The Status column is particularly useful This column will either read Awaiting Approvals Not Ordered Ordered No Payments Made Partial Payment Made and Final Payment Made depending upon the status of the request An example of this view is show here 10 Previous pie ale Expend S Collapse mearch E Man Havigator Mew CCP 10 Items or Less AMC Purchase Card Management System Credit Card Purchase Requests Sorted Ey DoclD DocID Card Holder JON Erg Status Request
44. puts Without Ordering C Order Cancel Request 12 Marking payment on a request Once the credit card statement has arrived the credit card holder has the responsibility of reconciling the statement within the system This reconciliation involves marking payment on each individual request document which appears on the statement There are two types of payment which can be made on a request partial or final A partial payment is made if the current credit card statement does not include all charges which will be made against the individual request A final payment is made if all charges or the final charges are included on the current credit card statement which will be made against the individual request Once a final payment is made on a request no further payments will be allowed to be made To reconcile the current credit card statement within the system by marking payments on individual request documents a Select the Credit Cards CC by Card Holder view from the main navigator titled AMC Purchase Card Management System See the Locating a request submitted by others or a request you submitted which was sent for approvals section for an example of this view b Locate your name in the view and click the blue triangle next to your name to expand the view c Click the blue triangle next to either Ordered No Payments Made or Partial Payment Made to expand one of those sections d Click on the underlined usually
45. quest radio button in the Action To Take Place Box d Click the Take Action button An example of the Cancel Request radio button and Take Action button are shown below Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Action to Take Place Cancel Request Save Changes 10 Making changes to a request after it has been submitted A requestor may make changes to a request after it has been submitted To make changes to a request a Locate the request you would like to cancel by utilizing the views discussed in the Tracking a request section b Click on the underlined usually light blue hotlink to open the request c Make the desired changes d Click the Save Changes radio button in the Action To Take Place Box e Click the Take Action button An example of the Save Changes radio button and Take Action button are shown below Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Action to Take Place Cancel Request Save Changes 12 Abilities Responsibilities Actions of a Credit Card Holder Abilities A credit card holder has the ability to submit a credit card purchase request and order and make payment on requests which they submitted or requests which were submitted by others A credit card holder may cancel a request after it
46. rchase Requests Sorted By Credit Card Holder DocID Requestor Name Ordered Paid gt Allyson Nolan 784 40 219 02 blank gt Angela Yang 0 00 0 00 lt blank gt Anne McLaughlin 229 00 0 00 blank Y Annmarie Johnson 2022 40 6000 00 lt blank Y Awaiting Approvals 0 00 0 00 lt blank COT 023 161630 Jeff Redding 0 00 000 1 CET1021 140927 Joanne Liverpool 0 00 0 00 Lithiwrr COT 24 102622 Jeff Redding 0 00 0 00 gt Not Ordered 0 00 0 00 lt blank gt Ordered No Payments Made 2082 40 0 00 lt blank c Credit Card CC Purchases By DocID view This view sorts the requests by document id number In this system you are allowed to see requests which pertain to you meaning requests which you are the assigned approving official Because of this you should see a list of requests for which you are the assigned approving official This view shows seven columns of information 1 Document ID Number Credit Card Holder Name Job Order Number Request Total Status of the document Requestor Name Item Description for Item 1 ALR A Sl An example of this view is show here Previous pie nex Expand S Collapse i meatch E Man Havigator Hew CCP 10 Items or Less AMC Purchase Card Management System Credit Card Purchase Requests Sorted By DoclID DocID Card Holder JON se ait Status Requestor Name CCB0209 115120 James Murnane 807C1C 1180 00 Final Payment Made James Murnane clip rut pn
47. rd and delivering them to the correct user Establishing an account to utilize the system To establish an account you must supply your Agency Program Coordinator with the following information and in return you will be given a user name and password to enter the system Location on Command If a requestor or credit card holder who will be your Fund Certifier If credit card holder who will be your Approving Official 1 Are you to be a requestor credit card holder or approving official 2 Name 3 Phone Number 4 Email address 5 Command 6 Directorate Office T 8 9 Abilities Responsibilities Actions of a Requestor Abilities A requestor has the ability to submit a credit card purchase request which will then be ordered by the selected Credit Card Holder A requestor can also track the status of their requests Responsibilities The requestor has the responsibility of supplying all necessary information for the purchase to be made Actions 1 Creating a new request 2 Selecting what approvals are needed in the Approvals Needed section 3 Entering information in the Requestor Information section 4 Entering information in the Item Numbers section 5 Entering information in the Vendor Information section 6 Entering information in the For Property Book Items Only section 7 Submitting a request 8 Tracking a request 9 Canceling a request _ gt Making changes to a request after it has been submitt
48. rd purchase request If you anticipate requesting the purchase of 10 different line items or less you should select the box New Purchase 10 Line Items or Less If you anticipate requesting the purchase of 11 to 25 different line items you should select the box New Purchase 11 to 25 Line Items If you anticipate requesting the purchase of more than 25 different line items you will need to create more than one Credit Card Purchase Request document The credit card purchase request has various features all of which will be discussed individually in greater detail later in this User Manual These features are listed here in the order they appear on the screen Top to Bottom E Document ID Number This ID number is located at the very top left of the form and is useful for tracking a request It also is supplied to the vendor to help in timely and accurate delivery of the items An example of the Document ID Number is shown here C8032 7 121209 lt Be sure to supply vendor with this Document ID 13 E Take Action button and Action To Take Place box Once completing your work on the request document the Take Action button and Action To Take Place box allow you to choose the next course of action for your request An example of the Take Action button and Action To Take Place box are shown here Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action
49. re Previous i Hert Expand A Collapse Search E Man Havigator Warehouse Havigator AMC Purchase Card Management System Warehouse Credit Card Purchase Requests Sorted By DoclD Requestor s Doc ID Number Reguestor Name Amount Phone Requestor s Room ces0ldl 072126 Fred Chan 443 35 dali bldg 3 Rim R217 Symantec Super Bundle Norton Utilities Anti in cesil i044 John Lanza 73 64 4655 bldg 66 Metal film resistors 1000 ohms 1 tolerance Digi CCSE0112 130228 Allyson Nolan 101 30 4306 das postit cube 7401 9171 a C s0112 125338 Allyson Nolan 117 72 4306 das Rogers Tape Dispenser 43e0 5171 CCSO106 152950 Jim Sadeck 23 25 526l R 204 Paper Graph c Warehouse Credit Card CC Purchases by Vendor view This view categorizes all requests which have been ordered by the vendors name Locate the vendor name of interest and click on the blue triangle next to the name to expand the view This view will show six columns 1 Vendor name 2 Requestor name 3 Dollar amount of purchase 37 4 Requestor phone 5 Requestor location 6 Item description for the first item listed on the request To open a request click on the request s hotlink underlined typically light blue requestor name An example of this view is shown here Previous pe HM ext Exparid A Collapse re mearch E Man Havigator E Warehouse Navigator ANIC Purchase Card Management System Warehouse Credit Card Purchase Requests Sorted
50. s which must have a number entered in them If you have nothing to enter in a quantity field make sure a Zero appears in the field You may change this zero entry by placing your cursor within the field deleting the zero which is currently present and typing in the correct quantity Unit Price fields are data entry fields which default to Zero These fields are number fields which must have a number entered in them If you have nothing to enter in a unit price field make sure a Zero appears in the field You may change this zero entry by placing your cursor within the field deleting the zero which is currently present and typing in the correct unit price Shipping Cost Unit Price field is a data entry field which defaults to Zero Shipping cost is located at the end of the item numbers list This field is a number field which must have a number entered in it If you have nothing to enter in the shipping cost unit price field make sure a zero appears in the field You may change this zero entry by placing your cursor within the field deleting the zero which is currently present and typing in the correct shipping cost unit price Item Numbers 1 10 Ce cic aa cas e cc 5 Entering information in the Vendor Information section An example of the Vendor Information section is shown below a b Source Vendor Name field is a data entry field Place the cursor in the Source Vendor Name field and type in the correct source vendor name
51. s a data entry field Place the cursor within the field and type in the correct Building Room of the Requestor Directorate of Requestor field is a data entry field which will default to the directorate of the user name which logged onto the system You may change this entry by placing your cursor within the field deleting the name which is currently present and typing in the correct name Date Material Required field is a data entry field Place the cursor within the field and type in the correct Date you need to receive the items to be purchased by This field is a text field so the format you enter the date in is inconsequential Requestor Information 1 Credit Card Holder Jef Redding TE pe gT e p a Job Order Number O lt Only include 6 character JONO Requestor Jeff Redding Phone Extension of Requestor ft Buildine Room of Requestor 0 Directorate of Requestor IME Date Wlaterial Required 4 Entering information in the Item Numbers section An example of the Item Numbers section is shown below a Item Description fields are data entry fields Place your cursor within the field and type in the correct item description Everything that pertains to the line item should be placed in this field Do not skip line item numbers to enter more information which pertains to an item shown ina previous line item number Quantity fields are data entry fields which default to Zero These fields are number field
52. se i earch E Man Havigator Mew CCP 10 Items or Less AMC Purchase Card Manacement System Inbox Ky Signee s Name Credit Card Purchase Requests Sorted By Whose Attention They Are Awaitin DocIDNum Requestor Amount Credit Card Holder b Angela Yang lt blank gt w Annmarie Johnson lt blank gt COTO 155135 Cindy Dubose 683 Annmarie Johnson CCT1021 140532 Cindy Dubose 180 Annmarie Johnson COV 022 092942 Robert Carr 28 Annmarie Johnson CCT1022 123043 Cindy Dubose 134 Annmarie Johnson COCT1022 145001 Cindy Dubose 387 Annmarie Johnson P April Doyle lt blank gt gt 14 ARIEM Budget Staff blank 2 Approving a request Once you have opened a request which desires your attention complete the following steps to approve certify the funds the request a Review the request noting the job order number and purchase amount b Click the Mark Approved radio button in the Action To Take Place box c Click the Take Action button An example of the Mark Approved radio button and the Take Action button are shown here Once you have completed your inputs click the following bution to complete your actions on this form gt Take Action Action to Take Place O Mark Approved Mark Disapproved Mark Viewed Mo Signature 3 Disapproving a request Once you have opened a request which desires your attention complete the following steps to disapprove the request Disapprovin
53. type in whatever information you would like to supply Yendor Information ource Vendor Hame po POC at Source Vendor po mource Vendor Telephone fo nource Vendor Address po Address Line 1 Address Line 2 po City fo notate fo Zip Code po Hotes Fa Entering information in the For Property Book Items Only section An example of the For Property Book Items Only section is shown below a If replacement For which decal number s field is a data entry field If the item to be purchased is replacing an item which has been decaled you should enter the decal numbers here Place the cursor in the If replacement For which decal number s field and type in the correct decal numbers b Major Hand Receipt Holder field is a data entry field If the items to be purchased are accountable property which will be placed on the property book you must enter a major hand receipt holder Place the cursor in the Major Hand Receipt Holder field and type in the correct major hand receipt holder name c Who will the user be Field is a data entry field If the items to be purchased are accountable property which will be placed on the property book you mu st declare who the user of the items will be Place the cursor in the Who will the user be field and type in the correct user name d User s Building Room is a data entry field If the items to be purchased are accountable property which will be placed on the property book you must declare a l
54. ue triangle next to this item description to expand the view This view will show six columns 1 Item description for the first item listed on the request 2 Requestor name 3 Dollar amount of purchase 38 4 Requestor phone 5 Requestor location 6 Vendor name To open a request click on the request s hotlink underlined typically light blue requestor name An example of this view is shown here Previous gt Hext E Expand Colapse j Search E Wain Havigator E Warehouse Navigator ANIC Purchase Card Management System Warehouse Credit Card Purchase Requests Sorted Ky Item 1 Description Requestor Mame Amount Requestor s Phone Requestor s Room Vendor Y Rogers Tape Dispenser 4380 5171 Albrson Holan 117 72 4306 daq ataples Inc 39 Help and Information Help documentation and information is available on line within the system On the main navigator there is a question mark icon labeled help and information An example of this icon is shown here A help and information Clicking this icon will bring up a help view This help view includes help documentation categorized by subject These subjects include 1 oe Aa Requestor Credit Card Holder Fund Certifier Special Approver Approving Official Equipment Management Warehouse Miscellaneous An example of this view is shown here Previous i Next e Expand LA Colapse J weatch Man Havigator Hew CCP 10 Items or
55. which was sent for approvals When a request either has been submitted by others with you assigned as the credit card holder or submitted by you and sent for approvals you should be notified of the request and the fact that it is awaiting ordering via email There are various ways to locate this request or any other request submitted by you or others On the system main navigator titled AMC Purchase Card Management System there are various options on how to view requests which have been submitted to the system For a credit card holder the best options for locating a credit card purchase request are a Inbox By Signee s Name b Credit Card CC Purchases By Card Holder c Credit Card CC Purchases By DocID You can open one of these views by clicking on the appropriate box on the main navigator These boxes are shown here eee CC Purchases By DocID a Inbox By Signee s Name view This view categorizes requests by whose attention the requests are awaiting This view only shows requests which are active in the routing process This means if you have already received the request and marked it order it will not be shown in this view An example of this view is shown below To open a request which is 18 awaiting your attention click on the request s hotlink which is the underlined typically light blue text E Previous pie nex Expand S Collapse earch E Man Havigator Mew CCP 10 Items or Less
56. y field Place the cursor within the field and type in the correct Building Room of the Requestor Directorate of Requestor field is a data entry field which will default to the directorate of the user name which logged onto the system You may change this entry by placing your cursor within the field deleting the name which is currently present and typing in the correct name Date Material Required field is a data entry field Place the cursor within the field and type in the correct Date you need to receive the items to be purchased by This field is a text field so the format you enter the date in is inconsequential Requestor Information 1 Credit Card Holder Jef Redding eS e e Job Order Number O lt Only include 6 character JONO Requestor Jeff Redding Fhone Extension of Requestor Po Building Foom of Requestor 0 Directorate of Requestor IME Date Wlateral Required 4 Entering information in the Item Numbers section An example of the Item Numbers section is shown below a Item Description fields are data entry fields Place your cursor within the field and type in the correct item description Everything that pertains to the line item should be placed in this field Do not skip line item numbers to enter more information which pertains to an item shown ina previous line item number Quantity fields are data entry fields which default to Zero These fields are number fields which must have a numb
57. yment Made requests which have been completed An example of this view is shown below To open a request click on the document s hotlink which is the underlined typically light blue text 19 Previous us HM ext e Expand A Collapse J4 earch Man Havigator i New CCP 10 Items or Less ANIC Purchase Card Management System Credit Card Purchase Requests Sorted By Credit Card Holder DocID Requestor Name Ordered Paid gt Allyson Nolan 784 40 219 02 blank gt Angela Yang 0 00 0 00 lt blank gt Anne McLaughlin 229 00 0 00 blank Y Annmarie Johnson 2022 40 6000 00 lt blank Y Awaiting Approvals 0 00 0 00 lt blank COT 023 161630 Jeff Redding 0 00 000 1 CET1021 140927 Joanne Liverpool 0 00 0 00 Lithiwrr COT 24 102622 Jeff Redding 0 00 0 00 gt Not Ordered 0 00 0 00 lt blank gt Ordered No Payments Made 2082 40 0 00 lt blank c Credit Card CC Purchases By DocID view This view sorts the requests by document id number In this system you are allowed to see requests which pertain to you meaning either you created the request or the request was sent to you Because of this you should see a list of requests which you created or are the assigned credit card holder This view shows seven columns of information 1 Document ID Number Credit Card Holder Name Job Order Number Request Total Status of the document Requestor Name Item Description for Item 1 ALR ge le The
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