Business Card Management System (BCMS) User Guide
Contents
1. Steps for completing the Quick Coding Screen 1 Select Yes or No for GST Inc from the drop down list 2 Select the Document Type from the drop down list 3 Enter a description for the goods or services purchased 4 Use the drop down list to select a natural account code The available natural accounts are shown in the table below 5 Under Action select Submit and then click on the Go button Note The FBT Wizard will prompt depending on the merchant category when the transaction is submitted BCMS User Guide Page 8 of 25 University Of Tasmania BCMS User Guide UTAS Claim Details Selecting view then clicking on the Gs button on the Claim List screen takes you to the Claim Details screen On this screen you are able to view the status of transactions and may also access the coding screen from here as well UTAS ICMS v3 1 5 04 03 Claim Details Help Home Tools Log off Account Holder Card Holder General Ledger TechnologyOne Financials Period Type Business Card Relationships Period May 2012 Default Project No 057600 Profile amp Operating Financial Services Show PIA Expenses Date Amount GST Amount Merchant Name Description Coding Action M 02705 2012 21 00 REDBRIDGE CAFE amp PRO 1111 u 08 05 2012 41 50 COMPASS UTAS LAZENBYS M 14 05 2012 42 75 TAS LOCK AND KEY BCMS User Guide Page 9 of 25 University Of Tasmania BCMS User2. 4 All the transactions submitted by a cardholder or their delegate may be approved by clicking on the Authorise All button on the left hand side of the screen on the Claim Details screen 5 Individual submitted transactions may be authorised or rejected in the Coding Screen click on Go next to the word Details On each transaction line to enter the coding screen Then click on either the Authorise or the Reject button Click on Log Off on the top right hand side of the screen to exit the BCMS BCMS User Guide Page 25 of 25
3. Important Note For split transactions select the original Bi transaction line then click on the Unsplit button then follow step 2 above BCMS User Guide Page 19 of 25 University Of Tasmania BCMS User Guide Disputed Transactions When would you need to dispute a transaction o You did not authorise the transaction o You had not completed a transaction for the same amount with another merchant sometimes the name of the merchant on a credit card statement will not be the same as their trading name o The transaction has been duplicated o You completed the transaction but did not receive the goods services ordered Before disputing the cardholder must have contacted attempted to contact the merchant without success o You cancelled the authority with the merchant but the card was still charged o A credit voucher adjustment note has not been credited to the account o Another method of payment was used for the transaction o Other eg amount s incorrectly processed waiting on credit from supplier Important Note Cardholders only have 30 days from statement date to dispute transactions Therefore it is very important to verify transactions on the Business Card Management System BCMS regularly to avoid any disputed transactions being charged to the Budget Centre Cardholders are required to complete a Disputed Transaction Form please refer to step 4 on the next page and forward it to Financial Services Credit Ca
4. FINANCIAL SERVICES Business Card Management System BCMS User Guide Version 3 W5 UNIVERSITY w of TASMANIA BUSINESS CARD Financial amp Business Services contact details Phone 6324 3780 external 3780 internal Facsimile 6324 3736 external 3736 internal Email Credit Cards utas edu au URL https ocmsprod admin utas edu au icms servlet icms University Of Tasmania BCMS User Guide Overview of BCMS Usage snnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mnnn nnne 3 Notification of transactions to be SUDMITtE 0 cceecceeeeeeeeeeeeeeeeeeeeeeneeeenees 4 BOMS LOGIN sean e ae a a Ea aTa Ea 4 Password Change seere ea a et a a E R AS S aE 4 WCICOMG MECSSAGC ocvesccccs cece secsreceseccveccnectneceresevesetesstecs esswensvescveceseneuemctsceweenbessy 5 Clam EIS Uist wate oct alec ae le ee ethene nese ee eet eoncacatetetadwcenetetunts 6 Transact Slat esise aae aaa eaaa Vaada 7 Comparison of functions for Quick Coding and Coding Screen 7 COUICK GOGHING sissies stecuce estat anaa 8 Claim DO SUNS srra aA REAREA EREN 9 COGING STEE ciers ET E EEEE 10 Splitting Transactions sasssennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mnnn 12 PB WIZ AN Assise aaaeaii 14 Reset Coding on a Submitted Transaction cccccessccessecesseceeseeeasenensenes 18 Disputed TRANSACTIONS sses a 20 Special Features FAVOUTrIteS cccsssccsessecceneeeeesseseenee
5. Go types enter an invoice number and change the project and account code Clicking on Go takes you to the next screen BCMS User Guide Page 6 of 25 University Of Tasmania BCMS User Guide Transaction Status The icons that represent the different status of transactions are summarised in the table below Pas uea i e ooo s A i me w O Comparison of functions for Quick Coding and Coding Screen pean SE a Operating Costs type ts Operating Costs type ts type Tene ja a BCMS User Guide Page 7 of 25 University Of Tasmania BCMS User Guide a Y UTAS Quick Coding The Quick Coding screen is to be only used for transactions that are to be coded as an Operating Cost type and to be posted to your default project Bs UTAS ICMS v3 1 5 04 03 Quick Coding Screen Help Home Tools Log off Only use this screen to code to your default Project Account Holder Card Holder General Ledger TechnologyOne Financials Period Type Business Card Relationships Period May 2012 Default Project No 057600 Profile amp Operating Financial Services Show PIA Expenses Merchant GST Document ae 8 a e e u 08 05 2012 21 00 REDBRIDGE CAFE Submit v u 08 05 2012 41 50 COMPASS UTAS LA L Submit v v v 14 05 2012 42 75 TAS LOCK AND KE Submit 18 05 2012 206 00 THE LIDO GROUP v a Submit
6. for GST Inclusive or No for GST Free 3 Select the document type either Tax Invoice Receipt or None from the drop down list Refer to the GST Fact Sheet http www utas edu au docs fin_services expenditure policies ocms_ GST Fact_Sheet html for information on Tax Invoices 4 Enter a description for the goods or services purchased this field should contain sufficient details to allow for online authorisation Budget Centres may wish to develop their own internal policy on what information should be included in this field 5 The Invoice No field is optional enter the number shown on the invoice provided by the supplier This field may help track multiple invoices from the one supplier 6 BCMS will use your default project for pre coding of transactions If you wish to change the default project click on Clear button for the Project No field enter the desired project number then press Enter on your keyboard BCMS User Guide Page 11 of 25 University Of Tasmania BCMS User Guide Coding Screen continued 7 To select the most appropriate Account Code for the transaction enter a percentage sign and press Enter on your keyboard You will then be able to select the appropriate account code from the search results on the right by clicking on the required line and then click on H button to transfer to the Account Code field 8 The final step is to click on the Submit button loc
7. Use this expense type for Graduation Ceremonies incl Overseas Catering Food and Ceremonies Formal Dinners Receptions Exhibitions Concerts Drink Employee Student Client Entertainment and Catering Stait training ana Use this expense type for Staff Conference Course Registration and Conference Course Costs costs for Catering Dinners Speaker Fees and Venue Equipment hire n Related Use this expense type for Student Conference and Course Tuition Fees ee ang Only used for Undergraduate and Postgraduate Scholarships or Awards Operating Costs ls used for general purchases of goods and services Consultancy amp This expense type is used for Consultancy Outsourcing and Advisory Advisory Costs Fees Sindu Pavime nts Use this expense type for Bank fees and Charges Gifts and Donations y ray Parking Copyright charges and Other Sundry payments Use this expense type for Repairs and Maintenance Operational Building Property Rental Costs and Building Construction Professional Costs Input Taxed Normally only used by staff within Student Accommodation Use this expense type when disputing transactions as stated in the Disputed Business Card Policy http www utas edu au docs fin_services expenditure policies index html Non BAS Expense Financial Services use only Use this expense type for GST amounts on the importation of goods 2 Complete the GST Included section by clicking on the button on the left of either Yes
8. Included Document Type Description and Account Code for this expense before using the FBT Wizard To use the FBT Wizard click on the ves button Important Note It is recommended that you always use the FBT wizard to ensure accurate and reliable information is being recorded FBT will only be charged on transactions that fall within current FBT legislation The following screen will appear The FBT Wizard will be asking you to identify what type of transaction you are coding UTAS ICMS v3 1 5 04 03 FBT Wizard Question Multiple Choice Help Home Tools Log off What is the best description for this transaction University Travel Food and Drink Entertainment amp Special Events Staff Appointment Expenses Staff Development Other What is the best description for this transaction BCMS User Guide Page 14 of 25 University Of Tasmania es BCMS User Guide FBT Wizard Continued Select the appropriate answer and click on the Mext button to proceed The following range of questions will differ depending on the type of transaction that has been chosen in the previous question Answer the questions accordingly after each answer click on the Next button to proceed If you wish to go back at any time click on the Back button If you wish to cancel at any time click on the Cancel button Regardless of the responses you have entered in the wizard you will be asked to complete Please enter the
9. User Guide Reset Coding on a Submitted Transaction A submitted transaction can be recoded if you make an error or your Authoriser has requested you to make a change to your coding Quick Coding Steps to reset coding on a Submitted Transaction 1 On the Quick Coding Screen from the E column select Unsubmit for the appropriate transaction a UTAS ICMS v3 1 5 04 03 Quick Coding Screen Help Home Tools Log off Only use this screen to code to your default Project Account Holder Card Holder General Ledger TechnologyOne Financials Period Type Business Card Relationships Period May 2012 Default Project No 057600 Prle amp Operating Financial Services Show PIA Expenses Date GST amount ee 24 Acne Description Action Name Inc Type 08 05 2012 21 00 REDBRIDGE CAFE Yes v v 1111 Submit v Split 08 05 2012 41 50 COMPASS UTAS LA Yes Tax Invoice N A Details v 08 05 2012 20 75 1 89 COMPASS UTASLA Yes Tax Invoice Card Holder Lunch travel to Hobart Card Holder Mt 08 05 2012 20 75 COMPASS UTAS LA Tax Invoice Staff Member Jnsubmit 2 Click on the Ge button the transaction should now have an Unsubmitted M status 3 Final step is to select Reset Coding from the Action column then click on the Go button The transaction is now ready to be re coded and submitted for authorisation A UTAS iCMS v3 1 5 04 03 Q
10. type gt Employee travelling What was the duration of travel gt nights or less ca Click on the Finish button to confirm and submit the details Note The original transaction s will be charged to the account nominated by you however any resulting FBT will be allocated by the BCMS to the FBT Expense account 39510 FBT Wizard Continued Once you have submitted an FBT transaction you have the ability to change the coding for any reason To change the coding click on the Unsplit button in the Coding Screen as shown below and then on the BCMS User Guide Page 16 of 25 University Of Tasmania BCMS User Guide Reset Coding button If the FBT Wizard provides you with an FBT outcome which you believe is incorrect please email credit cards utas edu au with the details for review j TAS iCMS v3 1 5 04 03 Coding Screen Help Home Tools Log off Account Holder Card Holder General Ledger TechnologyOne Financials Period Type Business Card Relationships Period May 2012 Default Project No 057600 Profle amp Operating Financial Services TESTED ETEMN COMPASS UTAS LAZENBYS Expense Status Cd Slit 08 05 2012 Custom CBA MasterCard Merchant Category Restaurants CATERERS 41 50 GST Original Currency Total 41 50 Because expenses with Split status are not sent to the general ledger no coding fields are shown for this expense BCMS User Guide Page 17 of 25 University Of Tasmania BCMS
11. using option 2 type in the white space provided on the left hand side Each split amount should be entered on a new line and then select either By Amount By Percentage or By Ratio or Foreign Currency Amount Note Use the Return Enter key to separate the amounts Do not use the Tab key 5 Click on the k button when finished Your transaction line will now show up as two or more split transactions and its original transaction shown on the line above You are unable to code the Original transaction once it has been split You must code each of the split transactions separately BCMS User Guide Page 12 of 25 University Of Tasmania BCMS User Guide Splitting Transactions Continued Oo UTAS iCMS v3 1 5 04 03 Coding Screen Help Home Tools Log off Account Holder Card Holder General Ledger TechnologyOne Financials Period Type Business Card Relationships Period May 2012 Default Project No 057600 Profile amp Operating Financial Services TAS LOCK AND KEY SESESSST ET TES 14 05 2012 Custom CBA MasterCard Merchant Category Entertainment MISC PERSONAL SERV DEF Toal nn S42 75 Original Currency Total 42 75 Because expenses with Split status are not sent to the general ledger no coding fields are shown for this expense 6 Click onthe Close button then code each of the split transactions as shown below by entering the relevant project number on each line and then submit eac
12. Guide Coding Screen The coding screen can be accessed from either the Claim List screen or the Claim Details screen ay UTAS iCMS v3 1 5 04 03 Coding Screen Help Home Tools Log off Account Holder Card Holder General Ledger TechnologyOne Financials Period Type Business Card Relationships Period May 2012 Default Project No 05 600 Profile amp Operating Financial Services TEE cuca TAS LOCK AND KEY Custom CBA MasterCard Entertainment MISC PERSONAL Leeds Merchant Category SERV DEF 42 75 Original Currency Total 42 75 Expense Type Special Events Catering Food and Drink GST Code GST Included O Yes ONo Document Type voe E Ledger Code OF Operations Fund Source 10 Operating Resources Budget Centre 762 Financial Services Profile amp Operating Financial Services None Natural Account ry 3 Instructions Enter Account Code or Enter to select from drop down list FBT Flag N FBT Not Applicable FBT Type Function Purpose o Saves any coding entered Enables the FBT Wizard to help you code a selected transaction The Wizard will FET Wizard i i determine the FBT status of the transaction Opens the Split Expense screen You use this functionality to split the amount of the Split transaction Use this to split for transactions that have both GST Inclusive and GST Free components You can also split a transaction so that split amounts are allocated to multiple project and account codes Sub
13. addressed to Financial and Business Services Locked Bag 1353 Launceston and forward in the internal mail Please note only one claim per envelope is permitted BCMS User Guide Page 23 of 25 University Of Tasmania BCMS User Guide Authorising Transactions If you are an Authoriser you will receive an email when there are transactions submitted by cardholders or their delegates Steps to Authorise Transactions 1 Once you have logged on to the production version the Welcome to BCMS V3 screen should appear Click on Bos UTAS ICMS v3 1 5 04 03 Welcome to BCMS V3 Help Home Tools Log off Welcome to the BCMS Production version at the University of Tasmania to proceed to the Claim List screen BCMS Policy amp Procedures BCMS Forms For queries please phone the BCMS Help Desk on 3780 or e mail credit cards utas edu au Business Card is open The current period is May 2012 Number of users logged into Uni Tas 11 Total number of users 11 2 From the Claim List you are able to select claims that have an amount in the To be Authorised column by clicking on Go button on the right hand side of the screen example Card Holder Oo UTAS ICMS v3 1 5 04 03 Claim List Help Home Tools Log off SEU Period Transaction First Tob Sl ee Business Card 3000 00 1000 00 May 2012 Card Holder 311 25 0 00 311 25 0 00 Print Claim Quick Coding Business Card 3000 00 1000 00 April 2012 Card H
14. ated towards the top of the Coding Screen Splitting Transactions When would you need to split a transaction line o If you bought something that requires coding to two or more separate projects or o If you have a tax invoice for mixed supplies where a portion is GST free and a portion is GST inclusive Coding for two or more separate projects 1 Select the transaction to be split then proceed to the Coding Screen complete the GST Included Document Type enter a Description click on Clear for the Project lines 2 Save the transaction by clicking on the Save button 3 Click onthe Split button to enter the Split Expense screen the following screen will appear ICMS v3 1 5 04 03 Split Expense Help Home Tools Log off Account Holder Card Holder General Ledger TechnologyOne Financials Period Type Business Card Relationships Period May 2012 Default Project No 057600 Profile amp Operating Financial Services Original Amount 42 75 Type of Documentation Use one of the methods below to split this expense g Divide into equal parts OK Divide unequally as follows By Amount M ke y th diff ence O By Fercentage Make up the difference By Ratio or Foreign Currency Amount Create 2 transactions one with GST one without based on a GST rate of 10 where the GST amount is Cancel 4 Use either method 1 or 2 to split the transaction into equal or unequal parts When
15. ck use method 3 Create 2 transactions one with GST one without based on a GST rate of 10 where the GST amount is Type in the GST amount that appears on the tax invoice and click on the K button 5 Once completed click on the Close button which will take you back to the Claim Details screen BCMS User Guide Page 13 of 25 University Of Tasmania BCMS User Guide UTAS Splitting Transactions Continued 14 05 2012 42 75 TAS LOCK AND KE ree er 6 Click on the Go button next to Details then submit both split transactions Important Note If you have incorrectly split a transaction select the original EA transaction line enter the Coding Screen then click on the Unsplit button FBT Wizard BCMS has been set up to highlight purchases from some categories of suppliers that may attract FBT for example Restaurants Food Suppliers non restaurants Airlines Entertainment Establishments Hotels Motels Liquor Outlets and Transport suppliers If one of these categories is detected BCMS will prompt you to use the FBT Wizard as follows UTAS CMS v3 1 5 04 03 Automatic Wizard Activation Help Home Tools Log off This transaction may have FBT consequences and it is recommended that you use the FBT Wizard to assist with the completion of this transaction Click Yes to agree No to try to submit or just click Cancel Note Please ensure that you have completed the sections for GST
16. fusing to refund Submit the transaction by clicking on the Submit button A disputed transaction form must be completed use the link Click here next to the Instructions section to download a copy 5 The transaction will be automatically coded to a central suspense account and reviewed by Financial Services pending an outcome BCMS User Guide Page 21 of 25 University Of Tasmania BCMS User Guide Special Features Favourites You can create a list of favourites in the Coding Screen to retrieve frequently used Descriptions Projects or Account Codes 1 To add or change a list of favourites click on the Tools link in the top right hand side of your screen UTAS ICMS v3 1 5 04 03 Coding Screen Help Home Tools Log off 2 From the drop down list for My Favourites for Coding Field select Description Activity Code Invoice No Optional Natural Account Code or Project No then click on the Go button Bos TAS iCMS v3 1 5 04 03 Tools Menu Help Home Log off Change My Password My Favourite Charge Descriptions My Favourites for Coding Field Description i Description Whose favourites to use My F Activity Code Invoice No Optional Natural Account Code Project No _ 3 Once completed the details click on the Add button to save the details 4 To use a favourite in the Coding Screen that has already been saved click on the Clear b
17. h transaction 14 05 2012 42 75 TAS LOCK AND KE Tax Invoice N A Important Note If you have incorrectly split a transaction select the original Bi transaction line enter the Coding Screen then click on the Unsplit button Coding a Mixed Supply Invoice If you have received a tax invoice that has a mixture of GST exempt and inclusive components then you can split the transaction using method number 3 in the Split Expense screen 1 Once you have entered the Coding Screen complete the GST Included Document Type enter a Description then save the transaction by clicking on the Save button 2 Click on the Split button The following screen will appear S UTAS iCMS v3 1 5 04 03 Split Expense Help Home Tools Log off Account Holder Card Holder General Ledger TechnologyOne Financials Period Type Business Card Relationships Period May 2012 Default Project No 057600 Profile amp Operating Financial Services Original Amount 42 75 Type of Documentation Tax Invoice Use one of the methods below to split this expense g Divide into equal parts OK Divide unequally as follows By Amount O By Percentage CI Make up the difference By Ratio or Foreign Currency Amount 3 Create 2 transactions one with GST one without based on a GST rate of 10 where the GST amount is Cancel 3 Inthe Split Expense screen cli
18. itted send the transactions signed and dated Business Card Claim Form together with supporting documentation to Financial Services Authorised data is uploaded into Technology One daily BCMS User Guide Page 3 of 25 University Of Tasmania es BCMS User Guide UTAS NOTIFICATION OF TRANSACTIONS TO BE SUBMITTED Once the period is open an email will be sent to cardholders delegates and authorisers advising that the last file of transaction data for the month has been received from the Commonwealth Bank and imported into the BCMS Cardholders should then log on to the BCMS and submit any remaining transactions for approval BCMS Login Log into the production version using an Internet browser The URL is https ocmsprod admin utas edu au icms servlet icms At the BCMS Login screen type in the username and password The licensee is Uni Tas and your user name is the same as your POP account Oo UTAS ICMS v3 1 5 04 03 Uni Tasmania rere Panera cri Password Change Note if this is the first time you have logged onto the system you will be prompted to change your password You will also be prompted to change your password every 90 days If you forget your password please click on the Reset Password button on the Login screen A temporary password will be emailed to yOu Passwords must be at least six characters in length Also ensure you use at least one number and a mixture of upper and l
19. ls Log off Claim Period Transaction First Last New ae To be see ean limit atA Authorised Business oe z aan a 2 ES l A r B PE 3000 00 1000 00 May 2012 Card Holder 105 25 105 25 50 00 0 00 Print Claim Quick Coding naire 5000 00 3000 00 May 2012 Card Holder 2 2109 00 650 00 1459 00 0 00 Print Claim Quick Coding The functions available on the claim list screen are summarised in the table below Function Purpose Allows you to search for a previous month s Search claim or authorisers to search for a cardholder s statement se Takes you back to the previous screen Allows you to select the next range of claims in groups of twenty from the drop down list Select the desired grouping then click on the Show Claims Go button Clicking on the Print Claim link under the Print Claim Action column opens the Business Card Claim Form in a separate window Allows you to select the next screen mode from the drop down list Quick Coding G View or Coding Screen then click on the Quick Coding o Go button Use this screen only to code to your default Quick Coding Go project Coding in this mode is by selecting items from a drop down list Gol Shows the status of transactions The coding View so screen can be accessed from this screen Use this screen for more detailed coding Allows users to select different expense Coding Screen
20. mits the transaction to your Authoriser for approval The FBT Wizard may be Submit B activated once Submit is select based on the Merchant Category Removes any coding previously saved Restores the default settings of the Reset Coding l transaction back to the time of import Audit Shows the transaction history and wizard GST amp FBT information Closef o Returns to the previous screen First Displays the first transaction on the claim Pel Displays the previous transaction Net Displays the next transaction stat Displays the last transaction on the claim Any status Any status E The option to restrict the First Prev Next or Last transaction to the status of y Unsubmitted Submitted Authorised or Exported eea Clears the data in the field s on the particular line BCMS User Guide Page 10 of 25 University Of Tasmania BCMS User Guide Coding Screen continued Transactions imported into the BCMS normally contain defaults pre coded by the system depending on the merchant category Steps for completing the Coding Screen 1 Select the expense type from the table below and press enter Expense Type Explanation Employment Use this expense type for Recruitment and Other Employment Related Related Costs Costs Use this expense type for Domestic and International airfares Travel accommodation meals fuel International other fares for Employee Student and Client Special Events
21. od May 2012 Default Project No 057600 Profile amp Operating Financial Services Expense 3 of 7 Go to Any status COMPASS UTAS LAZENBYS 08 05 2012 Custom CBA MasterCard Merchant Category Restaurants CATERERS 20 75 1 89 Original Currency Total Travel T Taxable 10 Yes Tax Invoice Card Holder Lunch travel to Hobart Card Holder OP Operations 10 Operating Resources 762 Financial Services 057600 Profile amp Operating Financial Services 31100 Staff Meals Tasmania Enter Account Code or Enter to select from drop down list N FBT Not Applicable 2 Clickonthe Reset Coding button the transaction is now ready to be re coded and submitted for authorisation UTAS iCMS v3 1 5 04 03 Coding Screen Help Home Tools Log off Account Holder Card Holder General Ledger dechnologyOne Financials Period Type Business Card Relationships Period May 2012 Default Project No 057600 Profile amp Operating Financial Services COMPASS UTAS LAZENBYS 08 05 2012 Custom CBA MasterCard Merchant Category Restaurants CATERERS 20 75 Original Currency Total Expense Type Travel GST Code GST Included O Yes ONo Document Type Tax Invoice Ledger Code OP Operations 10 Operating Resources Budget Centre 762 Financial Services 057600 Profile amp Operating Financial Services Favourites Enter Account Code or Enter to select from drop down list FBT Flag N FBT Not Applicable FBT Type
22. older 31 00 0 00 0 00 preg Card Holder 280 17 0 00 0 00 0 00 Print Claim View S 50 00 Print Claim View Business Card 3000 00 1000 00 3 The next screen to appear is the cardholder s Claim Details from here you can review individual transactions in the Coding Screen by clicking on Go next to the word Details On each transaction line BCMS User Guide Page 24 of 25 University Of Tasmania BCMS User Guide Authorising Transactions Continued wi UTAS ICMS v3 1 5 04 03 Coding Screen Help Home Tools Log off Account Holder Card Holder General Ledger TechnologyOne Financials Period Type Business Card Relationships Period May 2012 Default Project No 057600 Profile amp Operating Financial Services Authorise All Close Date Amount GST Amount MerchantName___ Description Coding Action 22 07 2005 110 00 TAXATION INSTITUTE Details Go i 22 07 2005 254 98 SIGMA ALDRICH Details Gol M 2 072005 1804 00 FASTBIND PTY LTD Details Gol M 20 07 2005 1886 00 QANTAS AIRWAYS LTD Details Go M 2220s 92 50 THE PICKLED PEAR Details Go M 05 02 2005 669 71 ORCHARD HOTEL Details Gol M_E 0302 2005 142 43 CHEAPER LIQ CO Details Go M 02 02 2005 30 48 COMBINED TAXI Details Go M 102 205 90 85 COLES SANDY BAY Details Go 16 08 2005 256 85 23 35 CORPORATE EXPRESS Stationery 1 10 603 57600 5544 Details Go Authorise All Close
23. ower case UTAS iCMS v3 1 5 04 03 Change Password our password has expired Please ensure you use at least one number and a mixture of case Password Last Changed On Username Confirm new password Type in new password BCMS User Guide Page 4 of 25 University Of Tasmania BCMS User Guide Welcome Message The first screen that will appear when you successfully log into the coding module is the Messages screen This screen contains important messages about the current period and how many people are currently logged into the BCMS An example of the Message screen is shown below ICMS v3 1 5 04 03 Welcome to BCMS V3 Help Home Tools Log off Welcome to the BCMS Production version at the University of Tasmania BCMS Policy amp Procedures BCMS Forms For queries please phone the BCMS5 Help Desk on 3780 or e mail credit cards utas edu au Business Card is open The current period is May 2012 Number of users logged into Uni Tas 11 Total number of users 11 To move to the next screen click on BCMS User Guide Page 5 of 25 University Of Tasmania BCMS User Guide UTAS Claim List The Claim List screen provides a summary of any open claims for the person logged in and any employees that the user may have a relationship with either as a delegate or authoriser An open claim contains one or more transactions that have not yet been exported to Technology One UTAS ICMS v3 1 5 04 03 Claim List Help Home Too
24. participants UTAS iCMS v3 1 5 04 03 FBT Wizard Question Split Help Home Tools Log off Please enter the participants Card Holder Split the total equally between these participants Please enter the participants Steps to complete on the Participant Split screen 1 Enter each participant on a new line Please enter the participants Card Holder Staf Member Staf Member Spouse Student 1 Split the total equally between these participants Please enter the participants 2 Complete the section M Split the total equally between these participants o Split the total equally between these participants To use this option the check box should remain ticked Each participant will be given an equal portion of the total transaction this is the default setting Note The check box should be left ticked when there is only one participant as shown in the example above o Split the total by By Amount By Percentage or By Ratio or Foreign Amount To use this option the tick should be removed F Each participant will be given a nominated portion of the total transaction amount based on the selected method of splitting and the value entered for each participant or grouping BCMS User Guide Page 15 of 25 University Of Tasmania BCMS User Guide C By Amount must total to original amount By Percentage must total to 100 By Ratio or Foreign Amount without currency symbols 19 Emplo
25. rds utas edu au immediately Steps to complete on the Coding Screen 1 Change the Expense Type from the drop down list to Disputed Bos UTAS ICMS v3 1 5 04 03 Coding Screen Help Home Tools Log off Account Holder Card Holder General Ledger TechnologyOne Financials Period Type Business Card Relationships Period May 2012 Default Project No 057600 Profile amp Operating Financial Services TAS LOCK AND KEY 14 05 2012 Ae ene nee tis me Entertainment MISC PERSONAL SERV DEF 42 75 Original Currency Total 42 75 Expense Type Operating Costs GST Code GST Included oa Related Costs Document Type Tax Invoice Description Special Events Catering Food and Drink None Staff Training and Conference Course Costs Scholarships and Prizes et alt Operating Costs Consultancy amp Advisory Costs Budget Centre Sundry Payments ear Favourites None Current Assets shart Neel aes current Liabilities Clear Favourites None Input Taxed Student Accommodation Activity Code Disputed Clear Favourites None Non BAS Expense nstructions Contos rop down list BT Flag Bank Charges BT Type BCMS User Guide Page 20 of 25 University Of Tasmania BCMS User Guide Disputed Transactions Continued 2 You do not need to enter the project number or natural account You will need to enter a detailed description eg Goods not received contacted supplier 12 05 2012 re
26. sed Unsubmitted Coded E AOE LEE mesg June 2012 Card May 2012 April 2012 TechnologyOne Financials University of Tasmania l Management Unit 100 ctrl click to 103 select deselect 0 E Account Number starts OOo e with Display the results in the following format Claim list Send email to the account holders and their delegates Send email to the account holders managers and their deputies 4 Click onthe Search button on the bottom left of the search screen 5 On the Claim List screen click on the words Print Claim this will open a new window showing your claim form Os UTAS iCMS v3 1 5 04 03 Claim List Help Home Tools Log off Claim Period Transaction 5 Last New To be 0 00 Print Claim Quick Coding v Go Jo JE 3000 00 3000 00 1000 00 1000 00 Holder Holder 311 25 31 00 311 25 0 00 Business Card May 2012 Card April 2012 Card March 2012 0 00 0 00 Business Card 0 00 Print Claim View Business Card 3000 00 1000 00 Card Holder 280 17 0 00 0 00 0 00 Print Claim View Select File and Print button to send to your local printer Sign and date the claim under the Acknowledgement by Cardholder section and attach all Supporting documentation including tax invoices receipts and travel diaries 8 Place the claim with name showing in the special window faced envelope
27. seeseesenseesenseesensesses 22 Printing and Viewing Previous Claims c ccccsssseeesesenseeeeseceeseeeneesensenes 23 AUINOFISING TRANS ACIOINS sss aaa ae aE 24 BCMS User Guide Page 2 of 25 University Of Tasmania BCMS User Guide OVERVIEW OF BCMS USAGE BCMS has been designed to make the job of coding your business card statements as simple as possible Coding a statement is a matter of a few button presses even complex coding like FBT has been simplified with the use of a wizard The cardholder or delegate submits transactions to the Authoriser electronically online BCMS allows statements to be printed so they can be sent to Financial Services along with the Original tax invoices and receipts Authorised transaction data from the BCMS is uploaded into Technology One Financials daily Information in relation to business card transactions has more detailed and meaningful descriptions Business Card Period cycle will delegates the new period is open begin on approximately the 19th of every Month Log on to the BCMS Transactions are Search for transactions received daily from the CBA throughout the month Begin coding and submitting the transactions Cardholders submit Submit any remaining transactions on the current any uncoded and prior periods for authorisation transactions Authorisers approve submitted transactions Authorisers approve submitted Once all transactions have been subm
28. uick Coding Screen Help Home Tools Log off Only use this screen to code to your default Project Account Holder Card Holder General Ledger TechnologyOne Financials Period Type Business Card Relationships Period May 2012 Default Project No 057600 Profile amp Operating Financial Services Show PIA Expenses 2 a e e ee 08 05 2012 21 00 REDBRIDGE CAFE Yes m i Submit Go 08 05 2012 41 50 COMPASS UTAS LA Tax Invoice N A Details Go mate 08 05 2012 20 75 1 89 COMPASS UTAS LA Yes v Tax Invoice OoOo i Go mate 08 05 2012 20 75 COMPASS UTAS LA Yes Tax Invoice Staff Member Ere 14052012 s4275 TAS LOCK AND KE Tax Invoice N A it e 14 05 2012 24 75 2 25 TASLOCKANDKE Yesi Tax Invoice Reset Coding Important Note For split transactions select Unsplit from the drop down list on the original EE transaction line then click on the button then follow step 3 above BCMS User Guide Page 18 of 25 University Of Tasmania BCMS User Guide Reset Coding on a Submitted Transaction Continued Coding Screen Steps to reset coding on a Submitted Transaction 1 On the Coding Screen click on the Unsubmit button for the appropriate transaction UTAS iCMS v3 1 5 64 03 Coding Screen Help Home Tools Log off Account def Card Holder General Ledger TechnologyOne Financials Period Type Business Card Relationships Peri
29. utton then select the desired favourite from the drop down list and finally the _ button to transfer your selection to the appropriate coding field BCMS User Guide Page 22 of 25 University Of Tasmania BCMS User Guide Printing and Viewing Previous Claims Once the last file of transaction data for the statement period has been imported into the BCMS you will be notified by email that your claim may be printed Only print the claim form after all transactions for the month have been submitted Ss for approval there should be no transactions with the unsubmitted lu symbol Steps to print and View a Claim Form 1 Log on to the BCMS the first screen to appear is the Welcome to BCMS v3 click on to proceed to the Claim List screen 2 On the Claim List screen click on the button this will take you to the Claim Search screen 3 Change Status to Any in the Claim Details section in the middle column of filters also select the period type if applicable example October 2011 from the last column TAS iCMS v3 1 5 04 03 Claim Search Screen Help Home Tools Log off Period Type Period ctrl click to select deselect Account Holder Details Last Name starts with Claim Details Claim Number is First Name starts with Employee No starts with ctrl click to select deselect Where any expenses are ctrl click to select deselect Any Open O Clo
30. yees fs Scio 5 studens Select a split method and enter the amounts percentages or ratios as appropriate FBT Wizard Continued Important Note If you have a function that several people attended example 33 guests at a seminar you were conducting it is not necessary to type in all the participants names Just type the number of participants that fall into each of the following categories employees clients students spouses and other Manually split the total to assign an amount for each group as shown in the example below Please enter the participants E Split the total equally between these participants Once you have completed the remaining questions through the FBT Wizard you will receive a summary of results similar to the one below UTAS CMS v3 1 5 04 03 FBT Wizard Screen Finish Help Home Tools Log off The FBT Wizard has finished below is an audit trail that reflects the path taken through the wizard Due to tax implications the FBT Wizard may have overridden your Account Code What is the best descnption for this transaction gt Food and Dink What is the nature of the Food and Orink expense gt Light working lunch sustenance only on Unwersity premises Beginning of 2 indradual split paths SpltCard Holder 20 75 Please select the participant type gt Employee travelling What was the duration of travel gt 5 mights or less SplitStal Member 20 75 Please select the participant
Download Pdf Manuals
Related Search