1

Lesson 1 - Introduction

2

Training ObjectivesTraining Objectives

At the Conclusion of this Lesson, You Will Be Able To:

Describe how cardholder responsibilities contribute to the Purchase Card Management workflow.

State the consequences of misuse of the card.

List proper and improper use of Purchase Cards and Convenience Checks.

Identify where self-help information is located.

3

PCMS OverviewPCMS Overview

Merchant

$ $$

Cardholder

2. Merchant sendstransaction to Visa

1. Cardholderpurchases item 7. Cardholder

reconciles in PCMS

5. PCMS sendstransaction

data to FFIS

4. ACFO/FS downloadsdata to PCMS

8. Treasury pays Bank

FFIS

3. Visa sendstransaction

data to the Bank

6. FFIS processes accountinformation and sends

payment files to the Treasury.

VISA

$

Bank

Treasury

PCMS

4

Purchase Card Program HierarchyPurchase Card Program Hierarchy

Departmental ProgramCo-ordinator

Agency ProgramCo-ordinator

Local Agency ProgramCo-ordinator

Cardholder

Departmental PolicyCo-ordinator

5

PCMS Cardholder Workflow PCMS Cardholder Workflow

USDA Personell determines item to be purchased,

and asks Cardholder to purchase it.

$ $$

Cardholder purchases the item.

Cardholderreceives the item

$

Bank

Merchant ships the item to theCardholder

PCMS

$ $$

Cardholder reconciles the transaction in PCMS

1 2

3. Merchant sends transaction data to Visa

3 4

5. ACFO\FS downloadstransaction data to PCMS

7

5. Cardholder passes the item to the USDA person

who requested it.

Cardholder checks the items recieved

against the billing slip.

6

VISA4. Visa sends

transaction datato the Bank

StartHere

6

Do’sDo’s

Purchases - Official Purposes Only!!! Keep Your Card, Checks and PCMS Password SECURE!!! Reconcile Transactions Frequently. Pay Sales Tax If Requested by Merchant. If Using Convenience Check, Obtain the Vendor’s TIN or SSN. For a Micro-Purchase, Purchase Card Is First Choice. If Purchase Card Lost or Stolen, Immediately Notify Bank!!!

7

Don’tDon’t

Exceed Single or Monthly Purchase Limits. Split Transactions. Make Personal Purchases. Provide Salary Payments. Make Cash and\or Travel Advances. Make Cash Awards.

8

Information SourcesInformation Sources

User Manual

Quick Guides

DR 5013-6

Micro-Purchase Guide

FAQs

LAPC

9

Summary & ReviewSummary & Review

1. Describe How Cardholder Responsibilities Contribute to the Purchase Card Management Workflow.

2. State the Consequences of Misuse of the Card.

3. List Proper and Improper Use of Purchase Cards and Convenience Checks.

4. Identify Where Self-help Information Is Located.

10

Lesson 2: Accessing and Navigating

Web PCMS

Lesson 2: Accessing and Navigating

Web PCMS

11

Training ObjectivesTraining Objectives

At the conclusion of this lesson, PCMS Cardholders will be able to: Demonstrate accessing PCMS and maintaining passwords.

Navigate PCMS using menus and tools.

 -

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Logging On \ Off PCMS Logging On \ Off PCMS

Opening the PCMS Application open an Internet Explorer browser and access the USDA PCMS

web page at http://www.nfc.usda.gov/corporate/PCMS.htm Click the active PCMS Application Login link at the bottom of the

page. Click OK on the Security message

Log onto PCMS to access the PCMS Database Server. If you cannot open the application:

Contact the PCMS helpdesk. Notify your LAPC.

13

Logging Onto PCMS Logging Onto PCMS

Training PCMS UserID and Password to be provided by your Instructor.

Production PCMS UserID and Password will be provided by your LAPC upon completion of training.

If you experience problems logging on to PCMS:

Ensure your UserID and Password are correct.

Contact your LAPC.

14

Logging Off PCMS Logging Off PCMS

To exit PCMS, from the Main Menu, press [Exit PCMS].

- OR -

Click the ‘X’ in the top right-hand corner of the window.

15

PCMS Passwords PCMS Passwords

At the PCMS Main Menu, select Change Password.

The Pop-Up Window shown below will appear.

Password Requirements Must be at least 6 alphanumeric characters. Begin with a letter. Must include at least 1 number. Must contain no spaces. Differ by at least 3 characters from the

previous password.

16

Troubleshooting Troubleshooting

Error Explanation Remedy

Password must be at least 6 characters and include one numeric value.

a) UserID or password entered incorrectly

b) Problem with your user account

a) Check you have entered the information correctly. Re-enter details and try to log on again.

b) Contact your LAPC to determine if there is a problem with the account.

Please enter a valid UserID\password.

a) UserID and password entered 3 times unsuccessfully, results in account being locked out.

b) PCMS Is down.

a) Contact your LAPC to remove locked status.

b) Contact your LAPC.

Password not changed. 90 days has expired without changing your password. Your old password is no longer valid

Contact your LAPC to reset your password.

Password cannot be reused.

The new password is the same as the previous

password. a) Try to change the password again, ensuring the new password has at least 3 characters different from the previous password.

b) Contact your LAPC to determine if there is a problem with your account.

For possible causes of error messages, and remedies, see the table below:

17

Password Security Password Security

Select a Password You Will Remember and Keep It Secure.

Do Not Give Your PCMS Password to Any Other Person.

If You Suspect Someone May Have Access to Your Password Then Change It.

Account Lockouts Occur to Prevent People From Trying to Guess Your Password.

Unique Passwords Are Required to Keep Your Password More Secure.

18

Practical Exercise Practical Exercise

1. Log on to PCMS Training Database Using the Trainee User ID and Password Provided to You by Your Instructor.

2. After Logging Change Your Password To: Trainee

3. Log Out of PCMS.

4. Log on to PCMS Again Using Your New Password.

19

Main WindowMain Window

Main Window in PCMS.

20

Bulletin BoardBulletin Board

Located in the Center of the Main Window

Provides Updates About PCMS. System Upgrades and

Downtime Notification of Specific System

Problems The DPC Is Responsible for the

Posting of All Messages to the Bulletin Board

21

Main Menu Main Menu

Menu Item Details

Cardholder Provides options for PCMS Cardholders to reconcile accounts and perform related functions.

Change Password

No Cardholder options are available under Setup.

Reports Generate Cardholder reports.

Window Customize the Window display.

22

Form WindowForm Window

The form window opens when you select one of the options from the Cardholder Menu.

Window display: Sub-Menu Command Bar Form window Status Bar Busy Signal

23

Sub-MenuSub-Menu

Option Description

Action Take action on a transaction, such as save data or print.

Edit Options to edit text in the selected field.

Block Options to move between major sections of the window.

Field Options to move the cursor between fields.

Record Options to navigate and manipulate transactions.

Query Search function.

Fleet Lists the same options as the Fleet Card Menu.

Help Options for help and program shortcuts

Note: Not available at this time.

Window Customize the Window display.

Note: Does not apply in PCMS Web

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Command Bar Command Bar

Appears on Every Window Located at the Top of Each

Screen. Buttons Used to Initiate or Confirm

Actions in PCMS.

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Command Bar (Cont.) Command Bar (Cont.)

Command Description

Clear Form Clears all data in the form.

Save Saves changes to the database.

Print Prints the screen.

Edit

Remove Removes a line of accounting in the Profile Accounting screen.

Insert Inserts a new record after the current record.

Find Search function.

Help Displays a brief message about the current field.

This button is currently inactive.

List Displays a list popup window for selecting valid field entries.

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Navigation Navigation

Moving From Record to Record Use Record from the menu and select Next or Previous. Use the Scroll Bar on Left Side of window.

Moving From Field to Field Use Field on the menu and select Next or Previous. Use the tab key. Click in the field using mouse.

27

System EditsSystem Edits

If data is entered into PCMS incorrectly, or an attempted function is not allowed, the system will generate an error message.

Appear in dialog boxes Provide information that will help you

determine how to proceed Click OK to close the error message This example indicates that data

entered is not recognized by PCMS and needs to be corrected.

28

Executing a Query Executing a Query

Retrieving Information From the Database Is Called Executing a Query. Retrieving All Records

Click Find on the command bar twice to query all records. Retrieving Specific Records

Click Find on the command bar once. Enter the value(s) you want to match in the appropriate fields, and click Find

again. Wildcard (%)

Allows you to search for a partial value. Window will populate with all records matching your search criteria.

29

Lists Lists

Some fields in the PCMS windows have lists. <List of Values> will displayed in the status bar in the lower

left corner of the window. To access the list, click List on the Command Bar. A list popup window opens displaying all appropriate

choices for the specific field. Scroll to highlight the item you want to select and click OK. The value appears in the applicable field.

30

Summary and ReviewSummary and Review

Which menu bar item is used to be able to customize the window display?

What are the steps to changing a password? Which menu takes you from the main screen of PCMS to be able to

query card transactions? Where are print options located if I want to print a screen? You receive an error message when reconciling a transaction:

What is the likely cause of the problem and what steps do you need to take to resolve it? (Walk the instructor through the steps)

How does the DPC distribute system information, such as system upgrades, to the cardholders?

31

Lesson 3: Accounts and Profile Accounting

Lesson 3: Accounts and Profile Accounting

32

Training ObjectivesTraining Objectives

At the Conclusion of This Lesson, PCMS Cardholders Will Be Able To: Review Purchase Card Details.

Modify Profile Accounting Information.

33

Purchase Card AccountPurchase Card Account

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Purchase Card Account - DetailsPurchase Card Account - Details

Field Description

Name Cardholder’s name as it appears on the Purchase Card

Account Number

Contains four parts:- Program Code - Department Code- Agency Code - Last 10 digits of the purchase card account number.

35

Purchase Card Account - DetailsPurchase Card Account - Details

Field Description

Region Second position in the organization code.

Unit Third position in the organization code.

Sub Unit Fourth position in the organization code.

36

Purchase Card Account - DetailsPurchase Card Account - Details

Field Description

Phone Number Cardholder’s business phone number

Expiration Date Expiration date of cardholder’s account

Card Status A = Active, I = Inactive, D = Deleted

37

Purchase Card Account - DetailsPurchase Card Account - Details

Field Description

Monthly Limit Maximum amount the cardholder can spend in one month.

Single Purchase Limit

Maximum amount the cardholder can spend for a single purchase

Tax Exempt Number

Department’s tax exempt number

38

Purchase Card Account - DetailsPurchase Card Account - Details

Field Description

Checks Authorized Whether the cardholder is authorized to have checks.

LAPC Name Name of the Local Agency Program Coordinator attached to the cardholder record.

39

Query Purchase Card AccountQuery Purchase Card Account

Query all or specific cardholder records for the current User ID.

Navigate between retrieved records.

40

Practical Exercise Practical Exercise

Review Purchase Card details of your trainee account.

41

Profile Accounting Profile Accounting

42

Profile Accounting - DetailsProfile Accounting - Details

Field Description

Name The Cardholder’s name as it appears on the Purchase Card.

Account Number Contains two parts: - Cardholder’s program code (448681 or 448686) - Last 10 digits of the purchase card account number

43

Profile Accounting – DetailsProfile Accounting – Details

Field Description

Organization Contains four parts: - Department Code - Agency Code - Unit Code - Sub Unit Code

44

Profile Accounting - DetailsProfile Accounting - Details

Field Description

Agency The agency code that the purchase is to be charged against.

Station The station code that the purchase is to be charged against.

45

Profile Accounting - DetailsProfile Accounting - Details

Field Description

Accounting Code The accounting code against which this portion of the transaction is to be charged. <List of values> is available for this field.

Account Description

Description of the accounting code

46

Profile Accounting - DetailsProfile Accounting - Details

Field Description

Object Class The Budget Object Class Code (BOCC). This code associates the financial transaction with the nature of the goods or service purchased. <List of values> is available for this field.

It is important to select the correct BOCC as 1099 Tax statements are generated based on the code selected.

47

Profile Accounting - DetailsProfile Accounting - Details

Field Description

Distribution Percent The percentage of this account to be applied to the transaction amount

Total Percent Total percent to be applied to all transactions. You cannot edit this field directly. This field must equal 100 percent.

48

Query Profile Accounting Query Profile Accounting

Query profile accounting for all or specific User IDs.

Navigate between retrieved records.

49

Modify Profile AccountingModify Profile Accounting

Add To add a line of accounting, enter the new accounting details on the next available line. Remember to balance the Distribution Percent between the lines of accounting - the Total Percent must equal 100.

Remove To remove a line of accounting, place the cursor in any field on that specific line and click the “Remove” button on the Command Bar. That entire line of accounting will be deleted.

Change To change a value in one of the accounting fields, you must remove the entire line and add a new line with the corrected information.

50

Updating Accounting Fields (Cont.)Updating Accounting Fields (Cont.)

Field Description

Agency (Optional)

Enter a valid agency code or leave blank. Code will be used when validating the accounting classification code.

Station(Optional)

Enter a valid station code (region + unit) or leave blank. For agencies that use a station code, this will be used when validating the accounting classification code.

51

Updating Accounting Fields (Cont.)Updating Accounting Fields (Cont.)

Field Description

Accounting Code (Required)

Enter a valid accounting code. Agency codes will be validated against the Federal Foundation Information System (FFIS) table.

Account Description(Optional)

Enter a description of the accounting code.

52

Updating Accounting Fields (Cont.)Updating Accounting Fields (Cont.)

Field Description

Object Class (Required)

Enter a valid Budget Object Class Code (BOCC). This code associates the financial transaction with the nature of the goods or service purchased.

It is important that the BOCC is accurate as 1099 tax statements are generated based on these codes.

53

Updating Accounting Fields (Cont.)Updating Accounting Fields (Cont.)

Field Description

Distribution Percent(Required)

Enter a valid number from 1 to 100. This amount indicates the percentage of each transaction to be posted against the accounting code.

54

Multiple Accounting EntriesMultiple Accounting Entries

If Then

Multiple accounting codes are associated to the cardholder’s account

The transaction amount is automatically distributed across the accounting codes based on the percentage allocations set in the Distributed Percentage field.

A particular transaction requires a different distribution of funds

Reallocate the funds will during the reconciliation process.

55

Practical Exercise Practical Exercise

1. Add a Second Accounting Code: 7010000000 to Your Profile Account Information.

2. Add the BOCC for “Supplies and Materials.”

3. Set Distribution for this Accounting Code to 25%. (Remember the Total Percentage must equal 100%).

4. Save changes and exit the Profile Accounting window.

56

Summary and ReviewSummary and Review

1. What is the purpose of the Purchase Card screen?

2. What do you use the Profile Accounting screen for?

3. Which fields on the Profile Accounting window require a value to be entered?

4. Why would you have multiple Accounting Codes associated to your Purchase Card?

5. How can you remove Profile Accounting details?

6. How do you add Profile Accounting details?