User Manual for P-Card Faxing System click here.
Contents
1. tif Microsoft Office Document Imaging 181 x File Edit view Page Tools Window Help s e c e d Ey page 4b 9 Is Zoom 59 A 2 e Hi P UCLA Accounts Payable 700522242 092008 Please print this coversheet and fax it along with the receipts in the order they are listed on the statement for expenses incurred on your P card Fax to 310 794 0769 Once you fax the P card re rify if your receipts are successfully delivered or not using the ang Monty s Receipt Delivery Remember to set your fax machine to fine mode before sending your document s m Ready OCR Language English 2 PCRS Fax Viewer Figure 6 0 Use the navigation arrows for your default image browser to scroll through all off the contents of the fax If the fax is illegible missing pages incomplete or missing signatures you will need to resubmit the entire package 1 8 VIEW REVIEWED FAX RECEIPTS To view previously submitted receipts that have been reviewed by Accounts Payable click on the View Reviewed Fax Receipts link on the right side of the screen refer to Figure 7 0 UCLA Accounts Payable P Card Receipts System Home Step 3 Yerify Fax Deliver Generate Coversheet Click on the particular Fax List link to verify if the documents faxed by you are received by the P Card Receipts imaging System View View Reviewed Fax Receipts Fax Receipts l2. University of California Merced Procurement Card Receipts System User Guide UCMERCED UNIVERSITY OF CALIFORNIA MERCED User Guide For P Card Web Application CONTENTS 1 1 senan E EE 3 1 2 LOGGING INTO THE aaRS Rna 3 1 3 4 1 4 GENERATING BARCODE COVERSHEET 5 1 5 PRINTING BARCODE EREE 6 1 6 FAXING P CARD DOCUMENTS Crede Boca nn x 7 1 7 VERIFYING RECEIPT DELIVERY eiecit A 8 1 8 VIEW REVIEWED FAX RECEIPTS a EEEE EE E Eus 9 1 9 RETAINING ORIGINAL DOCUMENTS iin intera ton noa Iu EUR eC E 9 1 10 DOCUMENTS EXCEEDING 50 a aaa a 10 2 of 10 UC MERCED UNIVERSITY OF CALIFORNIA MERCED User Guide For P Card Web Application 11 INTRODUCTION The Procurement Card Receipts System PCRS is designed to allow users to submit the signed monthly statements receipts and supporting documents via a fax to a secure fax server and verify online that the receipts have been received by the system The system works by creating a unique ba
3. as Na MM e s Click tab to see transactions Count d b AP 0 0700522242 082008 700522242 DA COSTA IAN P 082008 rr Pisis Barcode has not been received by the P Card Receipts imaging System Fax version shows the number of submissions for the same barcode starting with 1 Only the most recent submission will be available PCRS Verify Reviewed Fax Receipts Figure 7 0 1 9 RETAINING ORIGINAL DOCUMENTS The department is required to retain the original documents and receipts in a secure manner for a period of three years at the work location or business office The department administrator approving official should decide whether these are stored centrally for the unit or remain at the cardholder s business office DO NOT FORWARD TO ACCOUNTS PAYABLE However in either case the receipts must be available for presentation upon request of the auditors or program administrators during the three year period even if the cardholder is no longer an employee or no longer a cardholder Page 9 of 10 UCMERCED UNIVERSITY OF CALIFORNIA MERCED User Guide For P Card Web Application 1 10 DOCUMENTS EXCEEDING 50 PAGES In cases where the package exceeds 50 pages an e mail option is available as an alternative to faxing User generates the barcode coversheet as normal and scans the barcode page followed by all receipts in the correct order into a multiple page tiff document The barcode page should b
4. ately following the date of statement availability Once you fax the statement and P card receipts please verify that everything was successfully received and is legible using the link Fax Delivery If you need to resubmit please refax the entire package as subsequent faxes will overlay the previous submission Note Remember to set your fax machine to fine mode before sending your documents Please make sure that the barcodes that might appear on accompanying recipts are covered PCRS Sample Barcode Coversheet Figure 4 0 To print the coversheet 1 Select File menu from the browser menu 2 In the drop down select Print 3 You may be prompted to choose a printer if multiple printers are configured on your computer 4 A barcode coversheet should only be used for one US Bank statement and its corresponding receipts Each new statement requires a new barcode coversheet Page 6 of 10 UCMERCED UNIVERSITY OF CALIFORNIA MERCED User Guide For P Card Web Application 1 6 FAXING P CARD DOCUMENTS Before faxing please arrange the documents in this order l The barcode coversheet must be on top and in the correct orientation for your fax machine Do not reuse a barcode coversheet for multiple US Bank statements 2 All pages of the US Bank statement will follow Please verify that the statement has been signed by the cardholder and the supervisor If either signature is missing the entire transaction will b
5. d logon to the system you will be redirected to the Procurement Card Receipts System home page see Figure 2 0 The home page contains instructions for generating the barcode coversheet The barcode coversheet will need to be included with the statement and its corresponding receipts when submission occurs It also describes the follow up action once the receipts are faxed UCLA Accounts Payable P Card Receipts Sys Lo Welcome DA COSTA IAN PAUL Welcome to the Accounts Payable s Procurement Card Receipts System Now it is an easy three step prt ear to submit your P card receipts to Accounts Payable Verify Fax Delivery Generate the barcode coversheet based on Cardholder s UID and Statement Cycle Print the barcode coversheet 419456928 05200 Fax the P card receipts with the printed barcode coversheet before 8 00 pm on the first business day of the month following statement availability After around 10 minutes verify the delivery of the receipts using Verify Fax Delivery process o PCRS Home page Figure 2 0 Page 4 of 10 UC MERCED UNIVERSITY OF CALIFORNIA MERCED User Guide For P Card Web Application In order to generate a new barcode coversheet click on the Generate Coversheet link on the left navigation menu refer to section 1 4 A barcode coversheet should only be used for the statement and corresponding receipts that it was created for Each new
6. e rejected and you will need to refax the entire set of documents after obtaining the appropriate signatures 3 Receipts should be arranged in the same order as they appear on the US Bank statement i e the receipt for the first transaction on the corresponding statement should be the first receipt to appear immediately after the signed US Bank statement etc Make sure that the purchase order number is referenced on each receipt back up documentation or is written adjacent to the receipt if taped to a blank sheet of paper Additionally when preparing receipts to be faxed in please observe the following guidelines a The receipt must be itemized breaking out order details and sales tax amount The dollar amount on the receipt must match the dollar amount on the US Bank statement If the amounts do not match please contact the vendor and request an updated receipt In some cases it might be sufficient to provide a detailed explanation as to what has transpired Discrepancies between receipt and statement amounts usually occur when a purchase is made from an online vendor b Receipts smaller than a standard size sheet of paper 8 5 by 11 should be taped to a blank sheet of white paper to facilitate faxing Please do not tape over any of the printed information as the tape tends to erase the information Multiple receipts are permitted on each piece of paper as long as they don t overlap each other C All receipts that are taped to a pi
7. e system the entire transaction being rejected both cases the entire package will need to be resubmitted as the fax will overlay the previous submission DO NOT SUBMIT RECEIPTS IN MULTIPLE FAXES Page 7 of 10 UC MERCED UNIVERSITY OF CALIFORNIA MERCED User Guide For P Card Web Application 17 VERIFYING RECEIPT DELIVERY In order to view the receipts submitted click on the Verify Fax Delivery link This will reveal a report that displays the receipt ID UID name of the receipt holder statement cycle current and previous two statement cycles for which the receipt was submitted date the request was created date the documents were received by the system number of pages and the versions of the document starting with 1 To view the receipts you have submitted l Click on the respective hyperlink under the Fax List column or icon next to it 2 A new window will open displaying what was faxed see Figure 6 0 3 You are responsible for verifying that all documents are received and are legible If the documents are too light or are illegible please refax the entire set of documents A hyperlink is provided for the documents that are successfully retrieved from the Procurement Card Receipts System An error symbol is displayed next to the receipt tag to indicate an error while retrieving the fax or the documents were not received by the system UCLA Welcome DA COSTA IANP EStep 3 Verify Fax De
8. e the first page of this document and it must be saved in a tiff format e Send an email to pcardreceipts purchasing ucla edu with the tiff file attached prior to the deadline e Once the email arrives the system will take the attachment process and file it in a Similar way it does for the received faxes e Verify online that the receipts were received Page 10 of 10
9. ece of paper for faxing should be facing the same direction Due to the large number of transactions that need to be reviewed receipts should not be upside down or sideways they should be right side up The only exception to how a receipt is submitted is if the receipt is printed on a standard sheet of paper and the vendor has printed it sideways If the document is double sided make a copy of the reverse side and include the copy in the package being faxed d Packing slips and order confirmations MAY NOT be submitted in lieu of an itemized sales receipt All barcodes on accompanying paperwork are covered e If required include the supporting documentation and or business justification in compliance with the prevailing policies This is not required if the details are already contained in the BruinBuy order f Consider making photocopies first of receipts that might be too light or when items are taped to sheets of papers and faxing the copies This way you can ensure that the document being faxed is legible and can avoid receipts getting snagged in your fax machine 4 Make sure that the documents are correctly oriented in the sheet feeder Fax the documents using the FINE MODE setting on the fax machine to 310 405 6121 5 f the fax is interrupted during transmission please refax the entire package Note Failure to submit all of the documents listed above in the proper order will either lead to the receipts not being captured by th
10. ing home screen see Figure 1 04 UCLA 1 Accounts Payable P Card Receipts System Welcome to the UCLA P Cards Receipt System the online way to submit signed statements and receipts to Accounts Payable Please select your home campus below to proceed to the sign on page UC LOS ANGELES UC MERCED OFFICE OF THE PRESIDENT University of California 2009 Los Angeles Corporate Financial Services Systems PCRS Home Screen Figure 1 0A Select your home campus to be directed to the appropriate single sign on screen for your location Page 3 of 10 UC MERCED UNIVERSITY OF CALIFORNIA MERCED User Guide For P Card Web Application UCM s Web Single Sign On see Figure 1 0B Sifn On Lirz E TEC PASSW GORDO I Worn me logging me in to other sites LOGI RESET For security reasons please Log Gut and Exit your web browser when wou are done accessing services that require authentication Ee wary of any program or web page that asks wou for wour and password UC Ane rced Web Pages that ask wou for enr UC and password wall generally hawe that begin with https oom ced edu addition wour Browser should indicate that wou are accessing secure PCRS Login Page Figure 1 0B Enter your UCMNETID Password and click on the LOGIN button 1 3 PAGE Upon successful authentication an
11. live Accounts Payable P Card Receipts System H Ml Click on this link to TA view what was received on the particular Fax List link to verify if the documents faxed by you are received by the P Card Receipts imaging System View Reviewed Fax Receipts Statement Date Cycle Created Received Version Count Fax List JT Name M DA COSTA IAN 23 Apr 10 23 Apr 10 1 700522242 042010 E m 700522242 042010 13 25 59 13 31 10 2 COSTA IAN 13 Jul 09 700522242 062009 08 56 42 0700522242 062009 Error could not retrieve document This notation in the above list denotes that the Barcode has not been received by the P Card Receipts imaging System Fax version shows the number of submissions for the same barcode starting with 1 Only the most recent submission will be available PCRS Verify Fax Delivery Section Figure 5 0 The Fax Version column shows how many versions of the fax were submitted i e if you resubmitted the fax because you were missing receipts or the fax was illegible The Page Count column shows how many pages were received by the system The minimum page count for a statement that reflects some activity is three i e the coversheet with barcode the signed statement and at least one itemized receipt Page 8 of 10 UC MERCED UNIVERSITY OF CALIFORNIA MERCED User Guide For P Card Web Application 21
12. monthly US Bank statement requires a new barcode coversheet corresponding to that month s statement and receipts To print the generated coversheet refer to section 1 5 To view all of your submitted receipts click on the Verify Fax Delivery link on the left navigation menu refer to section 1 7 1 4 GENERATING BARCODE COVERSHEET To generate a barcode coversheet follow the steps described below 1 Enter a valid University ID in the Cardholder s University ID UID input box This is the ID provided by UCLA 2 Select the statement cycle from the drop down box The statement cycle is located in the upper right hand corner of your US Bank statement Barcode coversheets can be generated for the current and previous two billing cycles However statements submitted after the cut off time will be treated as late and could result in the suspension or cancellation of the cardholder s account 3 Verify that the UID and statement date are correct 4 Click on the Continue button to generate the barcode coversheet A coversheet with barcode and fax instructions will be displayed Refer to section 1 5 for further details UCLA Accounts Payable P Card Receipts Sys Lo Welcome DA COSTA IAN PAUL Lines Step 1 Generate Barcode Goversheet Cardholder s University ID UID _ Verify Fax Delivery Statement Cycle Current Statement Cycle v Reset Cancel The signed counter signed statement of account with receipts must be
13. rcode on a coversheet that ties to cardholder s University ID number and the monthly statement cycle being submitted When the documents are faxed the barcode matches up with the information in the system and indexes it so that it is retrievable by the Accounts Payable staff In addition resubmitting the fax will overlay the previous submission Therefore it is important that a new coversheet is generated for each monthly cycle for each cardholder statements and receipts aren t commingled for different people or periods the package is prepared according to instructions the documents are faxed in one complete package i e receipts aren t faxed over as they are received and that the cardholder or the person managing this for the cardholder goes back into the system and verifies that all receipts are received by the system Note The cardholder statement must be signed by the cardholder and the supervisor of the cardholder The statement is available on the 16th day of the month and can be printed from the U S Bank Access Online System https access usbank com The signed counter signed statement of account with receipts must be received by 8 00 pm in PCRS on the first business day of the month immediately following the day of statement availability 1 2 LOGGING INTO THE APPLICATION Start the Procurement Card Receipts System web application by entering the URL https pcard finance ucla edu in your internet browser You will see the follow
14. received by 8 00 pm in PCRS on the business day of the month immediately following the day of statement availability PCRS Generate Coversheet Figure 3 0 Page 5 of 10 UC MERCED UNIVERSITY OF CALIFORNIA MERCED User Guide For P Card Web Application Note To reprint a barcode coversheet follow the instructions for generating a new coversheet and make sure to enter the UID and statement cycle that you want Do not reuse the barcode coversheet for other US Bank statements because the information in the two documents will not correspond and your fax won t be indexed In addition the subsequent fax overlays the previous submission which will result in you being out of compliance and needing to resubmit two sets of documents 1 5 PRINTING BARCODE COVERSHEET This barcode coversheet is created with the details provided in the Generate Barcode Coversheet section section 1 4 UCLA Accounts Payable P Card Receipts System Welcome D COSTA IAN P Home 700522242 102009 University ID belongs to DA COSTA IAN P Please print this coversheet and fax it along with the receipts in the order they are listed on the statement for expenses incurred on your P card Fax to 310 405 6121 Please note that the entire number must be dialed The coversheet along with the signed statement of account and receipts must be received by 8 00 pm in the PCRS on the first business day of the month immedi
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