FAST Pcard 3.6.1 – User Guide
Contents
1. 15 RESET TRANSACTIONS 19 PRINT FAST MONTHLY STATEMENT ccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccceecs 21 LOG OFF oeiee sesmecedesen voeteceaeeesseeannereceanaeeseectuetensonees scuctoonsseneess 23 NEW PAGING FEATURES dde soda casse cena de o E Co eu SFR COE TRU eT ee oT sess 24 TIPSAND NOTES a a de ea bad ie 26 ne ed se E EI MM MM ae ee nee do ae ERU cesse 26 rej MN 26 Doc c c EE 26 VISUAL EEATURES RR mm 27 LE END e 28 uOttawa FAST Pcard 3 6 1 User Guide Introduction What s new in version 3 6 In version 3 6 there are major upgrades and additions to the FAST Purchasing Card module There are also changes to the FAST User Interface This user guide is designed to assist cardholders and contains step by step instructions complete with print screens to facilitate the use of the module Log on Use the following link to access FAST Pcard www uottawa ca erp en system access ht2. Fast Pcard Home Page You are now on main menu of the Purchasing Card module We have set Quick Launch as the default tab see the Tips and Notes section of this document for other options Account Holders Here is the information you will find on this page gt List of My Accounts List of your cards gt List of Accounts Manage List of other cards you manage Print Monthly Statements Will redirect you to the Statement Selector k 1 u Ottawa Universit d Ottawa University of Ottawa Home Applications Account Holders Reporting Purchasing Card Application Info ad 1 Quick Launch id 11 Dashboard Pinned Reports a Account Holders al List of My Accounts uOttawa FAST Pcard 3 6 1 User Guide View Transactions Transactions are downloaded from Scotiabank on a daily basis into FAST Before the end of the cycle date you can view your current transactions edit them to add more detail or split a transaction into multiple FOAPs Click on the Card Number to view your transactions the system will redirect you to the list of your transactions for the card you have chosen u Ottaw P Universit d Ottawa University of Ottawa M Home Applications Account Holders Reporting Purchasing Card Application Info id 1 Quick Launch A lal Dashboard a Pinned Reports id Account Holders w u Ottawa Home Applications Account Hold
3. E Account Holders List of My Accounts 20000000 Purchasing Card 20207 45 XXXXXXXX Purchasing Card 1895 3 XXXXXXXX Purchasing Card 220 List of Accounts I Manage Evans Bernhard Purchasing Card 28901 96 Lemieux Abdul Purchasing Card XXXXXXXX 20165 49 5 Print Monthly Statements A dialog box opens with the following warning Are you sure you want to logout Click OK Are you sure you want ta logout u Ottawa FAST Pcard 3 6 1 User Guide New paging features To reopen the Quicklaunch page click on Purchasing Card in the Purchasing Card title bar Verson Environment Home Applications Account Holders Reporting amp Logout EI 98 Purchasing Card Edit Transactions Current committed transactions Report Options w Show Options Billing Date Account Number Account Holder Merchant 1 m lh 2011 05 27 PORK Hunter Johanne 1000 230101 71151 1200 INTERNATI 2 m lh 2011 09 27 Hunter Johanne 1000 230101 71082 1200 LA GOURM You can make more room on the page by clicking the arrow on right side of the title bar and the FAST header at the top is hidden Version 3 6 1 256 a m Universit d Ottawa University of Ottawa Environment PPRD Home Applications Account Holders Import Reporting Batching Administration Help Logout 3 ge E Purchasing Card Edit Transactions Current commited tran
4. Make sure that the new amounts entered balance with the gross amount 3 Gross amount is not editable as it should always match the amount charged 4 Once all the required fields are filled click to save your changes F Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST P ad p 2 5 1000 23010 70501 1200 Invoice 12345 Prof Frohlich 59 00 569 27 hb Sum equals the Gross amount r u Ottawa The following happens when you click FAST 3 6 1 User Guide gt An is inserted at the end indicating you can reset the changes to the transaction gt The line in the data grid is still highlighted and the icon color has changed to green C which means it is reconciled Comments and FOAP will not be refreshed dynamically Therefore changes will appear only next log in when navigating from page to another F Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross 1000 230101 70501 1200 Invoice 12345 Prof Frohlich 9 00 0 00 0 00 69 27 78 27 amp t x 9 00 0 00 0 00 69 27 73 27 I4 3 of 18 H Row Account Number Account Holder Transaction Date Merchant Gross Amount 1 b XXXXXXXX Hunter Johanne 2011 08 25 STATACORP LP 2 490 05 2 My XXXXXXXX Hunter Johanne 2011 08 26 U N B LIBRARY 5 00 bs Hunter Johanne 2011 08 30 INTERNATIONAL ARTCRAFT 78 27 4 My XXXXXXXX Hunter Johanne 20
5. Once you have saved the changes a will appear in the column of the self assessed tax or taxes B Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross 1000 230101 70501 1200 Invoice 12345 Prof Frohlich lt lt 0 00 0 00 5 78 27 5 78 27 amp Again following happens when you click gt is inserted at the end indicating you can reset the changes to the transaction gt The line in the data grid is still highlighted and the icon color has changed to green which means it is reconciled Click another original transaction in the data grid to continue the reconciliation process Y TIP To reopen the Quicklaunch page click on Purchasing Card in the Purchasing Card title bar Version 3 6 1 256 Ottawa E Universit d Ottawa University of Ottawa Envwonment PPRD amp Logout Home Applicatianggsccount Holders Reporting Purchasing Card Edit Transactions Current committed transactions F Show Options Report Options Prog Row Billing Date Account Number Account Holder Fund Merchant 1 lh 2011 09 27 Hunter Johanne 1000 230101 71151 1200 INTERNATI 2 libs 2011 09 27 Lett tt ttl Hunter Johanne 1000 230101 71082 1200 LA GOURM r uOttawa FAST Pcard 3 6 1 User Guide Split transactions When you split a transaction you are spreading the amount across multiple lines You c
6. Height options and click the arrow or move the slider Row Billing Date Account Number Account Holder Fund Orgn Acct Prog Merchant Gross Amount Comments 1 E 2011 09 27 XXXXXXXX Hunter Johanne 1000 230101 71151 1200 INTERNATIONAL ARTCRAFT 26 75 Test 1 112383606 2 E b 2011 09 27 XXXXXXXX Hunter Johanne 1000 230101 71082 1200 LA GOURMANDISE 843 55 or 3 E 2011 09 28 XXXXXXXX Hunter Johanne 1000 230101 73584 1200 UNIVERSITY OF OTTAWA 25 00 4 2011 09 28 XXXXXXXX Hunter Johanne 1000 230204 71003 1200 UNIVERSITY OF OTTAWA 25 00 Carte uOttawa GSG 5 E 2011 09 28 XXXXXXXX Hunter Johanne 1000 230101 73584 1200 UNIVERSITY OF OTTAWA 25 00 6 F1 2011 09 29 XXXXXXXX Hunter Johanne 1000 230103 70899 1200 J H RYDER MACHINERY 152 54 PSI798780 7 2011 09 29 XXXXXXXX Hunter Johanne 1000 230101 70761 1200 LIBRAIRIE UNIV DOTTAWA 1 219 27 E 8 2011 09 29 XXXXXXXX Hunter Johanne 1000 230110 70505 1200 CANADA SCIENCE AND TECH 11 30 916831 9 F1 2011 09 29 XXXXXXXX Hunter Johanne 1000 230113 72016 1200 PROOF REPRODUCTIONS 1 548 10 2577 10 F1 2011 09 29 XXXXXXXX Hunter Johanne 1000 230301 71039 1200 BADGES PLUS LTD 97 46 00000 1822 11 F1 b 2011 09 29 XXXXXXXX Hunter Johanne 1000 230101 71032 1200 GRAND AND TOY COMM1111W62 1 120 62 C543346 12 5 b 2011 10 06 XXXXXXXX Hunter Johanne 1000 230104 70711 1200 SCALAR DECISIONS 710 41 INVO07010 13 5 b 2011 09 30 XXXXXXXX Hunter Johanne 1000 230110 70505 1200 MCGILL HUM amp SOC SCI
7. LIBR 195 00 PEB20118155 14 F1 2011 09 30 XXXXXXXX Hunter Johanne 1000 230101 71032 1200 GRAND AND TOY COMM11121Y7 282 22 C547675 15 E 2011 10 03 XXXXXXXX Hunter Johanne 1000 230101 73584 1200 LE PROGRES DE HULL LTEE 83 15 16 F1 2011 10 03 XXXXXXXX Hunter Johanne 1000 230201 71151 1200 CORP BIBLIOTHECAIRES QC 193 67 1685 xz xw EB 2011 10 04 XXXXXXXX Hunter Johanne 1000 230104 71032 1200 BRODART CANADA COMPANY 511 53 851276 18 F1 2011 10 04 XXXXXXXX Hunter Johanne 1000 230101 71032 1200 925 47 524749 19 F1 2011 10 05 XXXXXXXX Hunter Jobanos 1000 230104 71039 1200 LIBRAIRIE UNIV DOTTAWA 57 62 X769810075099 v 4 11 50 76 gt 4 Move slider Grid Height 4 Only 19 showing More records are showing and everything at the bottom of the page has been moved down Records per Page The Grid Height option is handy if you using larger monitor but because every situation is different you can adjust the grid height and the number of records per page to suit your needs r uOttawa FAST Pcard 3 6 1 User Guide Tips and notes Homepage You can make one of the tabs the default when opening the FAST Purchasing Card home page Just click the save icon it changes to a X indicating it is now the default the save icon is removed from the other tabs If you no longer want a tab to be the default click the x and it changes back to the a icon Reconciliatio
8. PST GST Net Gross P 2 Invoice 1112347894 Luc 31329 975015 71412 6002 j Split between multiple 94 49 0 00 0 00 733 67 828 16 FOAPs 1000 320101 73584 1401 0 00 O 50 00 0 00 0 00 0 00 d 94 49 0 00 0 00 733 67 828 16 16 of 16 p CI Calculate taxes for me by Net Amt v 4 By default the system selects the Calculate taxes for me by option To allocate the taxes according to your invoice unclick the Calculate taxes for me by option 5 Since the system doesn t calculate the taxes for you you need to enter a value in all the following fields HST PST GST and Net Gross E Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross i i 7 ai Invoice 111234789 Luc 31329 975015 71412 6002 Split between multiple 594 49 0 00 0 00 5733 67 5828 16 FOAPs 230131 73584 Invoice 111234789A Yves OT 6 51 51 08 Split between multiple FQAPS 6 49 0 02 6 51 17 42 40 00 12 05 0 60 6 51 51 08 0 82 0 04 51 08 57 59 6 For more than spilt go back to first line and click Repeat the previous steps B Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross gt Invoice 111234789 Luc 31329 975015 71412 6002 Split between multiple 87 98 0 00 0 00 682 59 770 57 amp fs x FOAPs Tnuanire 111234789 Yves 230136 140199 73584 2007 Split between multiple 6 51 0 00 0 00 51 08 57 59 amp FOAPs 7 Verify that all fields c
9. 11 08 31 GRAND AND TOY COMM110YDSX 702 96 3 ih XXXXXXXX Hunter Johanne 2011 09 01 LIBRAIRIE UNIV DOTTAWA 1 245 36 6 24 My XXXXXXXX Hunter Johanne 2011 09 01 AHEARN amp SOPER INC 352 56 7 My XXXXXXXX Hunter Johanne 2011 09 01 TENAQUIP LIMITED 127 97 8 Be ih XXXXXXXX Hunter Johanne 2011 09 02 CAN MUSEUM OF CIVILISA 11 55 9 5 My XXXXXXXX Hunter Johanne 2011 09 06 LIBRAIRIE UNIV DOTTAWA 225 55 Self Assessment If you purchase items that are taxable but weren t charged the tax for example items from another country you must self assess the taxes when you edit your account transactions To self assess HST PST or GST for a purchase click on the blank check box beside the appropriate tax This action will generate an accounts payable However the amount will not appear on this screen 7 Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross 7 4 7 7 4 1000 23010 70501 1200 Invoice 12345 Prof Fr hlich 9 00 69 27 78 27 Do you want to self assess this tax gt u Ottawa FAST Pcard 3 6 1 User Guide Selecting the self assess check box removes the HST PST GST amounts and disables the fields You will then need to adjust the Net amount to keep the transaction in balance FF Edit Data Fund Orgn Acct Prog Comments HST PST GST Net Gross P je je ke de 1000 23010 70501 1200 Invoice 12345 Prof Fr hlich 0 00 69 27 78 27 pal X
10. 16 280 40 Red Domestic Credit 53 Original Transaction Teal Foreign Transaction Grid Height 4 r Legend Save as Pinned Report The transactions with are ready to be edited At the bottom of page move your mouse over legend button for explanation of types of transaction on this page Foreign transactions appear in teal and the Gross Amt is in Canadian dollars In order to reconcile your transaction refer to your Scotiabank statement to see the transaction with the original currency and conversion rate uOttawa FAST Pcard 3 6 1 User Guide Edit transactions Click on the original transaction icon 24 The editing form opens listing default coding comments taxes net and gross amounts E Note how the transaction line is highlighted it is a good visual indicator of which transaction you are editing u Ottawa Home Applications Account Holders Help Universit d Ottawa University of Ottawa Purchasing Card gt Edit Transactions Current committed transactions BY cnet one E Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross 1000 230101 73584 1200 112157770 9 00 0 00 0 00 69 27 78 27 Ns 9 00 0 00 0 00 69 27 78 27 Account Number Account Holder Transaction Date Merchant Gross Amount 1 b X
11. 56 24 513 456 7894 CAROL 2 51 83 5134557844 NANCY c 25 87 55 61456 VERO 29 44 94 812 486 7884 RON 33 261 08 513 458 7804 NILE 4 0 10 14 613 458 7894 000 806 0 01 MAN 45 2610 002 0 00 89 47 B 2458788 000 1024 0 04 Grand Total 174 20 133 07 0 00 345 50 0 00 17 00 1 Refer to the Edit your transactions section in this guide to change the coding comments and amounts on your transaction The sum of your HST and GST up to 10 00 should be added to the HST field The PST portion of your invoice should be included in your Net amount E Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross 9 9 97 9 31329 975015 71412 6002 Invnice 1112347894 Luc 0 94 49 733 67 828 16 Split between multiple EQAPs ud 2 Once the transaction you wish to split is reconciled with the proper Coding that the Comments have been added and that the Tax amounts have been adjusted accordingly click to split the transaction 19 Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross b Invoice 1112347894 Luc 31329 975015 71412 6002 Split between multiple 94 49 0 00 0 00 733 67 828 16 amp x FOAPs r uOttawa FAST Pcard 3 6 1 User Guide 3 Again refer to the Edit your transactions section in this guide to change coding comments and amounts on your split transaction E Edit Data Fund Orgn Acct Prog Actv Comments HST
12. B LIBRARY 5 00 3 A XXXXXXXX50585811 Hunter Johanne 2011 08 30 INTERNATIONAL ARTCRAFT 78 27 4 B h XXXXXXXX50585811 Hunter Johanne 2011 08 31 GRAND AND TOY COMM110YDSX 702 96 5 XXXXXXXX50585811 Hunter Johanne 2011 09 01 LIBRAIRIE UNIV DOTTAWA 1 245 36 6 h XXXXXXXX50585811 Hunter Johanne 2011 09 01 AHEARN amp SOPER INC 352 56 7 h XXXXXXXX50585811 Hunter Johanne 2011 09 01 TENAQUIP LIMITED 127 97 8 My XXXXXXXX50585811 Hunter Johanne 2011 09 02 CAN MUSEUM OF CIVILISA 11 55 9 B XXXXXXXX50585811 Hunter Johanne 2011 09 06 LIBRAIRIE UNIV DOTTAWA 225 55 10 My XXXXXXXX50585811 Hunter Johanne 2011 09 06 GLOBE AWARDS amp PROMOTIONS 1 964 90 11 b XXXXXXXX50585811 Hunter Johanne 2011 09 06 COPYRIGHT LAWS ACTEVA COM 141 79 12 XXXXXXXX50585811 Hunter Johanne 2011 09 07 UNIVERSITY OF TORONTO 51 157 31 13 h XXXXXXXX50585811 Hunter Johanne 2011 09 07 TANNERITCHIE PUBLISHING 3 333 50 14 XXXXXXXX50585811 Hunter Johanne 2011 09 08 ULINE 53 220 57 15 19 XXXXXXXX50585811 Hunter Johanne 2011 09 08 SERVICE CAFE VAN HOUTTE 176 84 Click to reset the transaction B Edit Data Fund Acct Prog Actv Comments HST PST GST Net Gross 1000 230101 71412 1200 Invoice 132564 9 00 0 00 0 00 69 27 78 27 4 gt uOttawa FAST Pcard 3 6 1 User Guide dialog box opens with the following warning you sure you want to reset this transaction to its original set up Click OK Are you s
13. Net Gross 1000 230101 71032 1200 61 37 0 00 0 00 472 09 533 46 amp 4 x 230296 120699 71032 2001 19 50 0 00 0 00 150 00 169 50 4 x 30 37 0 00 0 00 622 09 702 96 r u Ottawa FAST Pcard 3 6 1 User Guide Example 2 Calculate taxes for me by option unselected This example explains how to split a transaction for an invoice that has an inaccurate tax allocation This often occurs on Rogers invoices When this happens it becomes all the more important to closely examine your invoice First have a look at the Summary of your invoice page 1 of your invoice ROGERS UNIVERSITE D OTTAWA UNIVERSITY V ee In care of NATASCHA VIGNEAULT eet AMA Account Summary Total 828 16 Required Payment Date Oct 01 2011 Your last bill Previous balance 61 63 Payment s p 3 617 63 Balance from your last bill including taxes 0 00 Any payments we received and processed after September 05 2011 will show on your next bill Your current bill O Wireless p 4 133 56 4 services that changed on or prior a to September 01 2011 Your current bill before taxes 733 56 Q Total taxes p 3 94 60 For online and other payment options see page 2 Total 828 16 Other Rogers services available to you Ill uOttawa FAST 3 6 1 User Guide For more information on the tax allocation go to the detailed tax summary generally found on page 3
14. PT VT7E2GS D ogr2n11 PAYPAL GLASSELOWR 1000 170106 735B4 1001 0 65 0 00 0 00 500 5 85 LC L L test split indicator Total 0 65 0 00 0 00 219 35 220 00 Sign ign above Print name and sign above Account Holder Please attach all your receipts before submitting this statement Please make sure that the statement total is the same total as your Scotiabank official statement If not please contact your Pcard Administrator at extension 1587 or at pcard uOttawa ca gt Sign and date the statement as the cardholder gt Donot forget to have your supervisor approve the statement gt uOttawa FAST Pcard 3 6 1 User Guide gt The Self assessed and the Tax columns will help your supervisor know which transaction was self assessed and the Tax allocation H will appear on the monthly statement when a transaction was manually self assessed gt Onceit has been signed by both the cardholder and the supervisor scan a copy by e mail to pcard uOttawa ca Log off The Logout button lets you end your FAST application without closing all other open tabs in your browser The Logout button is located on the right hand side of the menu bar Click the amp Logout option to Log off ttaw ls Universit d Ottawa University of Ottawa i 3 Home Applications Account Holders Help Purchasing Application Info 7 Quick Launch x Will Dashboard amp Pinned Reports
15. XXXX ALEMME Jul 2011 Historic XXXXXXXX DEMARD Jun 2011 Historic XXXXXXXX MSAVAGE May 2011 Historic MSAVAGE Apr 2011 Historic OOOO MEAWVAGE Mar 2011 Historic u Ottawa FAST Pcard 3 6 1 User Guide In the Opening Statement or the File Download box click OK or Open according to your Web browser Firefox Explorer Opening Statement pdf You have chosen to open File Download ph Statement pdf Do you want to open or save this file which is Adobe Acrobat Document from https fastga cc uottawa ca pa Name Statement pdf What should Firefox do with this file Type Adobe Acrobat Document 23 0KB From fastqa cc uottawa ca Do this automatically for files like this from now on While files from the Intemet can be useful some files can potentially ham your computer If you do not trust the source do not open or ok save this file What s the risk The statement opens in PDF format Click on e to print it FAST Purchasing Card m Mao Monthly Statement u Ottawa Purchasing Card ter For ending Self assessed Tran Date Merchant Comments FUND ORGN ACCT PROG ACTV HST PST GST Net Gros 29 08 2011 PAYPAL GLASSBLOWR 1000 170106 71032 1001 0 00 0 00 0 00 125 00 125 00 222P6BP2ONGS PO O701xxx 0100 2011 PAYPAL GLASSELOWR 2101598 1705008 7DBT1 2001 0 00 0 00 0 00 22 35 BB 35 L 1700100121 227
16. XXXXXXX Hunter Johanne 2011 08 25 STATACORP LP 2 490 05 2 b XXXXXXXX Hunter Johanne 2011 08 26 U N B LIBRARY 5 00 24 b XXXXXXXX Hunter Johanne 2011 08 30 INTERNATIONAL ARTCRAFT 78 27 4 Be b XXXXXXXX Hunter Johanne 2011 08 31 GRAND AND TOY COMM110YDSX 702 96 5 Ms XXXXXXXX Hunter Johanne 2011 09 01 LIBRAIRIE UNIV DOTTAWA 1 245 36 6 119 XXXXXXXX Hunter Johanne 2011 09 01 amp SOPER INC 352 56 7 XXXXXXXX Hunter Johanne 2011 09 01 TENAQUIP LIMITED 127 97 8 Ms XXXXXXXX Hunter Johanne 2011 09 02 CAN MUSEUM OF CIVILISA 11 55 119 XXXXXXXX Hunter Johanne 2011 09 06 LIBRAIRIE UNIV DOTTAWA 225 55 10 MS XXXXXXXX Hunter Johanne 2011 09 06 GLOBE AWARDS amp PROMOTIONS 1 964 90 11 b XXXXXXXX Hunter Johanne 2011 09 06 COPYRIGHT LAWS ACTEVA COM 141 79 Click to edit the transaction We will see the split option t further Universit d Ottawa University of Ottawa Home Applications Account Holders Help Purchasing Card Edit Transactions Current committed transactions B Edit Data Fund Orgn Acct Prog Actv Comments HST GST Net Gross 1000 230101 73584 1200 112157770 9 00 0 00 69 27 78 27 x uOttawa FAST Pcard 3 6 1 User Guide Coding Your default FOAP is automatically populated At this point you can modify any element of your FOAP Usually you will need to change your account as
17. an split a transaction as you are reconciling it or after it has been reconciled providing you do it before the end of the cycle date You can change the FOAP codes comments and amount in a split transaction Transactions can be split an unlimited number of times and show as multiple lines on the Statement View Y TIP Split your transactions when you want to allocate amounts across multiple FOAP paid on one invoice Entering the amount on a separate line will help trace it and provide a better audit trail First you need to verify and adjust the HST PST GST and Net amount fields as they appear on your invoice Example 1 Calculate taxes for me by option selected This first example explains how to split a transaction when all the tax fields correspond to your invoice 1 Refer to the Edit your transactions section in this guide to change the coding comments and amounts on your transaction F Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross Pd 9 Pad 4 1000 23010 71032 1200 Invoice 4567 Split transaction 80 87 622 09 702 96 Qp amp ration Ad X 2 Once the transaction you wish to split is reconciled in a proper Coding that the Comments have been added and that the Tax amounts have been adjusted accordingly click 5j to split the transaction E Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross Na Invoice 4567 Split transaction 1000 230101 71032 1200 Op ratio
18. ers Help FAST Pcard 3 6 1 User Guide Universit d Ottawa University of Ottawa Purchasing Card Edit Transactions gt Current committed transactions A Report Options Row Account Number Account Holder Transaction Date Merchant Gross Amount 1 Eal ny Hunter Johanne 2011 08 25 STATACORP LP 2 490 05 2 b XXXXXXXX Hunter Johanne 2011 08 26 U N B LIBRARY 5 00 3 Hunter Johanne 2011 08 30 INTERNATIONAL 78 27 MS XXXXXXXX Hunter Johanne 2011 08 31 GRAND AND TOY COMM110YDSX 702 96 5 XXXXXXXX Hunter Johanne 2011 09 01 LIBRAIRIE UNIV DOTTAWA 1 245 36 6 ny XXXXXXXX Hunter Johanne 2011 09 01 AHEARN amp SOPER INC 352 56 7 ny XXXXXXXX Hunter Johanne 2011 09 01 TENAQUIP LIMITED 127 97 8 ny XXXXXXXX Hunter Johanne 2011 09 02 CAN MUSEUM OF CIVILISA 11 55 9 My XXXXXXXX Hunter Johanne 2011 09 06 LIBRAIRIE UNIV DOTTAWA 225 55 10 ny XXXXXXXX Hunter Johanne 2011 09 06 GLOBE AWARDS amp PROMOTIONS 1 964 90 11 24 b XXXXXXXX Hunter Johanne 2011 09 06 COPYRIGHT LAWS ACTEVA COM 141 79 12 ny XXXXXXXX Hunter Johanne 2011 09 07 UNIVERSITY OF TORONTO 1 157 31 13 24 XXXXXXXX Hunter Johanne 2011 09 07 TANNERITCHIE PUBLISHING 3 333 50 14 24 ny XXXXXXXX Hunter Johanne 2011 09 08 ULINE 3 220 57 15 ny XXXXXXXX Hunter Johanne 2011 09 08 SERVICE CAFE VAN HOUTTE 176 84 Black Domestic Transaction Reconciled Transaction
19. he net amount and then the PST is calculated on the net amount plus the GST Example Selling price 100 00 GST 100 x 596 5 00 QST 100 5 x 8 5 8 93 Total 113 93 uOttawa FAST Pcard 3 6 1 User Guide Visual features At the bottom of the page move your mouse over the legend button for an explanation of the types of transaction on this page Foreign transactions appear in teal and the Gross Amt is in Canadian dollars In order to reconcile your invoice voucher refer to your Scotia bank statement to see the transaction with the original currency and conversion rate Note how the transaction line is highlighted it is a good visual indicator of which transaction you are editing Note that the Purchase ID from participating merchants will automatically appear in the Comments field Please note that you are able to edit this field and add any relevant information if needed To reopen the Quicklaunch page click on Purchasing Card in the Purchasing Card title bar uOttawa FAST Pcard 3 6 1 User Guide Legend The following legend applies to the FAST purchasing card module Original transaction non reconciled Red text Domestic credit bx Edit transaction Cancel Update Save transaction Next Next transaction Notes Logout Log off of your session
20. ml This prompts you to the system access page Click on the FAST link u Ottawa University of Ottawa uoZone Library Programs Webmail Quick Picks Corporate IT Services Home gt gt General information e System Access HR System Information amp Banner INE Finance 5ystem FAST Information x My HR Profile Fusion ERP Systems HR Forms Login Other Systems Our team How to access Banner FAST HR and Finance For Banner and FAST users Contact Information Howto access FAST HR and Finance For FAST only users amp Budget and Position Control for and Finance users Currently available in French only Corporate IT Services Email Requisitions WebReg Finance users only ccssmiduottawe ca FAST Pcard 3 6 1 User Guide mi User Nom d utilisateur Password Mot de passe O Sign In Se connecter Click on the Purchasing Card application uOttawa Version 3 6 1 231 Home Applications Envronment QAMS University of Ottawa amp Logout ei gt Hide Menu 1 i 4 Application Info d lll Dashboard a Applications Budget and Forecasting If you can only see Home and Help menu items then your login ID is a restricted and access has not been granted 2 Finance Reporting Leave Management 3 Purchasing Card Web Requisitioning WebFOCUS Finance Announcements D FAST Pcard 3 6 1 User Guide
21. n Standardize the use of your comments within your Faculty or Department This will facilitate future document retrieval and provide a better audit trail Note that transactions awaiting a credit should be left in the control account Just make sure that the taxes are changed 0 00 and that you adjust the Net Amount accordingly Note that the Fund Orgn Acct Prog fields are required They are often auto populated but the system is not able to do it in some cases Always make sure that all the fields are filled Comments and FOAP will not be refreshed dynamically Therefore changes will appear only on you next log in or when navigating from one page to another Split your transactions when you want to allocate amounts across multiple FOAP paid on one invoice Entering the amount a separate line will help trace it and provide a better audit trail f you self assess taxes for a transaction and then split it both the original and split transactions must be self assessed You can also self assess a split transaction even if the Original transaction is not Taxes For more information on how to apply taxes correctly please consult the link below to access the Guide de taxes a la consommation available only in french http www financialresources uottawa ca employee documents Guidedetaxesalaconsom mation mai2010 000 pdf is purchased from a merchant in Quebec the GST is calculated on t
22. n 80 87 0 00 0 00 622 09 702 96 amp x r u Ottawa FAST Pcard 3 6 1 User Guide 3 Again refer to the Edit your transactions section in this guide to change the coding comments and amounts on your split transaction FF Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross Invoice 4567 Split transaction Op ration 1000 23010 73584 1200 0 00 0 00 0 00 0 00 1000 230101 71032 1200 80 87 0 00 0 00 622 09 702 96 X 4 By default the system selects the Calculate taxes for by option In the drop down menu select either Net Amt or Gross Amt This will activate the appropriate field you want to change 5 Once you have entered the amount you wish to reallocate simply tab out the field to calculate the taxes for the split transaction 19 Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross 4 4 4 4 1000 230101 71032 1200 Split transaction 156 87 0 00 0 00 622 09 702 96 p ration 1000 23029 71032 1200 Invoice 4567 Split transaction F 19 50 150 Research X 80 87 0 00 0 00 622 09 702 96 4 4 18 rl X Calculate taxes for me by Net Amt im 6 Verify that all fields contain the right amounts Click to save your changes The taxes and net amount are automatically calculated and changed for the split entries 7 Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST
23. of your invoice Your Last Bill Previous balance 617 63 Payment s Aug 23 Payment Received Thank You 617 63 Payment s 617 63 9 Balance from your last bill including taxes 0 00 TE ay Your Current Bill 4 Detailed Tax Summar Subject to Not subject to input tax credit Input tax credit restrictions restrictions Total HST ON 13 79 20 67 94 46 GST 0 05 0 05 QST 0 09 0 00 0 09 Total taxes 94 60 HST GST 862395381 RTOOO1 QST 1210823138 TQ0001 Businesses that have purchased telecommunication products and services may be eligible for the provincial component of the input tax credits ITCs however some restrictions do apply The Detailed Tax Summary is provided for informational purposes only any taxes applied to charges or adjustments from your last bill are not reflected in this section ROGERS 3of 48 Account Number 1 1234 789 Invoice Number 112347894 Invoice Date sep 01 2011 Required Payment Date Oct 01 2011 Contact us Visit www rogers com Call Customer Service at 1 866 727 2141 To sign up for new Rogers services Visit www rogers com 1 888 ROGERS1 1 888 764 3771 uOttawa FAST Pcard 3 6 1 User Guide Have a look at the Charges by user section of your invoice generally page 4 of your invoice for more indications on how you want to split the transaction Charges by user 5 513 455 7894 YVES 9 212452784 LISE 13 56 24 EAN 17
24. on uOttawa L Universit canadienne Canada s university Step by Step User Guide FAST Pcard v3 6 1 November 2011 uOttawa FAST Pcard 3 6 1 User Guide Table of contents INTRODUCTION WHAT S NEW IN VERSION 3 6 3 LOG ON cv A 3 FAST PCARD HOME 5 ACCOUNT HOLDERS TE TE m R 5 VIEW TRANSACTIONS atic 6 EDIT TRANSACTIONS ern oos ah Uns eme EE EVEeE REUS aUe EUR EPReRBERSPURER Usa cesse 8 CODING RR T 9 e vi viz RESET mm 10 PST GSLAND NET AMOUNT 5c pace sd Qu as Gus epo cs D Dos geras e su Eas Qo ee oeaio oid edessa 10 SELE AST MFN ee M 11 TRANSACTIONS nan nan dan ae dd ne Na de este dent ca SNR 13 EXAMPLE 1 CALCULATE TAXES FOR ME BY OPTION SELECTED cccccccccccccccccccccccccccccccccccccccccccccccccccsccccccccsesccecs 13 EXAMPLE 2 CALCULATE TAXES FOR ME BY OPTION UNSELECTED
25. ontain the right amounts Click to save your changes FF Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross Invoice 111234789A Luc 31329 975015 71412 6002 Split between multiple 6 11 0 00 0 00 46 97 53 08 amp FOAPS Invoice 111234789A Yves 230136 140199 71412 2007 Split between multiple 6 51 0 00 0 00 51 08 57 59 amp 44 x rUAPFS Invoice 1112347894 Lise 200133 191599 71412 2101 Split between multiple FOAPs 6 47 0 00 0 00 49 77 56 24 amp Invoice 1112347894 Jean 1000 320101 71412 1401 iplit between multipie 6 47 0 00 0 00 49 77 56 24 amp ts x FUAPS Invnice 1112247804 M 94 51 0 00 0 00 733 65 828 16 The total taxes and net amount are automatically calculated and changed for the split entries D uOttawa FAST Pcard 3 6 1 User Guide Reset transactions In the data grid find the reconciled transaction you wish to reset and click The Edit Data form opens E Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross 1000 230101 71412 1200 Invoice 123456 9 00 0 00 0 00 69 27 78 27 Ww 44 x 9 00 0 00 0 00 69 27 78 27 5 sofas Row Account Number Account Holder Transaction Date Merchant Gross Amount 1 b XXXXXXXX50585811 Hunter Johanne 2011 08 25 STATACORP LP 2 490 05 2 h XXXXXXXX50585811 Hunter Johanne 2011 08 26 U N
26. oss 23o2 9 70501 Invoice 12345 Prof Fr hlich 0 00 0 00 0 00 78 27 78 27 amp f x uOttawa FAST Pcard 3 6 1 User Guide Comments gt Aminimum of 5 alpha numeric characters is required in this field gt Enter your invoice number reference number and any additional information in the Comments box to make it more meaningful gt The information entered in this field will be printed on your monthly statement and will appear in some financial reports i e Finance Reporting FTR540 F Edit Data Fund Orgn Acct Prog Comments PST GST Net Gross vs i T ad 1000 23010 70501 1200 Invoice 12345 Prof Fr hlich 69 27 78 27 P Note that the Purchase ID from participating merchants will automatically appear in the Comments field Please note that you are able to edit this field and add any relevant information if needed Y TIP Standardize the use of your comments within your Faculty or Department This will facilitate future document retrieval and provide a better audit trail HST PST GST and Net amount An algorithm is programmed to calculate the HST PST GST and Net amounts based on the amount charged and on the province of the purchase 1 Verify if the HST PST GST and Net amounts correspond to the amounts charged on your invoice 2 Change any amounts as necessary When changing an amount at this point you will notice that the algorithm does recalculate the other fields
27. sactions ps Report Options E w Show Options Edit Data Just click on it again to get the header back Home Applications AccountHolders Import Reporting Batching Administration Help amp Logout H 98 fe Purchasing Edit Transactions Current committed transactions F Show Options E Edit Data u Ottawa FAST Pcard 3 6 1 User Guide You can change the amount of records you want to show at one time by opening the list of Records per Page and you can change it to the number you wish to see Millennium a Save as Pinned Report SE 10 lh 2011 09 29 AXAANAAAAS SS85811 ihanne 1000 230301 71039 1200 BADGES PL 11 m lh 2011 09 29 AAMAAAAAJGUS85811 ihanne 1000 230101 71032 1400 GRAND 12 lh 2011 10 06 AAAAAAAAS S85811 ihanne 1000 230104 70711 1200 SCALAR DE 13 lh 2011 09 30 AAAAAAAAS SS85811 ihanne 1000 230110 70505 1200 MCGILL HU 14 m lh 2011 09 30 AAMAAAAAJGUS85811 ihanne 1000 230101 71032 1200 GRAND ANI 15 lh 2011 10 03 AAAAAAAAS S85811 ihanne 1000 230101 73584 1200 LE PROGRE Blank space 1 15 of 76 are showing EN gt Grid Height 4 F Records per Page 15 15 50 100 300 fast administration support tool Changing it to 50 50 of 76 records are listed but only 19 are showing You can use the Grid
28. the account code is normally set to be 73584 control account Note that transactions awaiting a credit should be in control account Just make sure that the taxes are changed to 50 00 and that you adjust the Net Amount accordingly F Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross 47 P 4 EUN 23010 73584 1200 112157770 9 00 69 27 78 27 There are two ways to edit the coding 1 You can override the default coding and type in the new coding if you know the information 2 If you don t know the coding click on above the field you wish to change Type the 96 symbol to the search field and click on Search A list of codes will be displayed Simply scroll down and click on the code you want to select 7 Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross p x 1000 Orgn 9 00 669 27 78 27 45 record s found E al X CODE DISPLAY 230101 Biblioth que Library 230102 Cab bib en chef adm Off Un Lib Adm 230103 Annexe biblioth que Library Annex 1230104 Division des syst mes Libr Syst Div 1230105 Collect amp Res d inform Col amp Inf Res 9 00 0 00 0 00 69 27 78 27 Note that the Fund Orgn Acct Prog fields are required They often auto populated but system is not able to do it in some cases Always make sure that all the fields are filled FF Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gr
29. ure you want to reset this transaction to its orignial set up es Your transaction will now be reset to its default FOAP original Comments and Amounts You can now re edit it 19 Edit Data Fund Orgn Acct Prog Actv Comments HST PST GST Net Gross 1000 230101 73584 1200 112157770 9 00 0 00 0 00 69 27 78 27 amp tj FAST Pcard 3 6 1 User Guide Print FAST monthly statement Once you have completed your reconciliation process at the end of each month you must print your purchasing card monthly statement for approval as required by the Purchasing Card Policy 75 On the Account Holders menu click Print Monthly Statement You can also click on Print Monthly Statement on the Quick Launch page m Universit d Ottawa University of Ottawa O Application Into k lil Dashboard a Pinned Reports E Account Holders al List of My Accounts Print Te Statements From the list select the Period and the Account Number you want to print the statement for If you manage other accounts card numbers will also be listed Purchasing Card Statement Selector Statement Selector Select a Billing Source and a Fiscal Period then click on the Account Number column to generate a PDF repart Source Purchasing Card M Period 2011 Current Statement Sep 2011 Current Statement A 2011 Historic Account Number Account Holder de xXXX
Download Pdf Manuals
Related Search