UOW Purchasing
Card Application
Coding & Approval Presentation
Procurement Card Data Flow
Orders goods
Through the
Internet, phone
Or in person
Card
Provider
Purchase
Order
Optional
Creates a
Commitment
Impport to SAP R/3
Statement sent to Card
Holder for reconciliation
(Optional) Approval
BizAps P-Card Solution
1
Purchase Card Coding - Login
Once PCard statement file is loaded,
responsible person for the card is sent an
email automatically indicating there are PCard
items to code
Selecting the URL on the email will open the
PCard Web Application
Enter Username and Password and select
Login
If Username/Password are unknown, contact
your administrator
2
Purchase Card Coding – Overview
Navigation:
Select the ‘x to code (PCI)’ tab to display
the PCard transactions that require
coding
Actions Available:
Submit: Submit all or selected lines for
approval
Amend: Amend an item to:
• Change the Cost Type (e.g. Cost Centre,
Purchase Order, Project, Internal Order etc.)
Dispute: Dispute all or selected lines
• Change G/L account number
Save: Save work in progress coding
• Change associated Cost Objects (e.g.
Cost Centre, WBS, Purchase Order,
Internal Order)
Comment: Add a comment to the transaction
Split: Split a transaction into multiple lines to
apply different coding
• Amend the transaction amounts
• Amend tax codes and tax amounts.
3
Purchase Card Coding – Amending Lines
Ranges:
Per user, ranges are set for the following
fields to ensure the user codes the
transaction within their allowed values:
• GL Account
• Cost Center
• WBS Element
• Material Group
Selection:
Use the icon to select the cost
object values available
The ‘Type’ dropdown to be used to
select the type of cost object
allocation
The Cost Object section of the screen
changes as the Type is changed; the options
are as follows:
4
Purchase Card Coding – Line Splitting
Splitting a Line:
If a line is to be split into multiple lines for
multiple cost assignments, select the
transaction detail by selecting the
reference hyperlink
Select the
icon on the line item
section and another line item is added.
By press the Add icon multiple times,
more lines will be added
Populate the lines with the cost
assignment details and enter the price
value for each split line. Ensure the value
matches the gross or net price
depending upon the ‘maintenance
method’.
Select Save when the splitting is
complete and the system will validate the
entries.
5
Purchase Card Coding – Comment
Adding a note/comment:
Additional notes can be added to the
transaction by selecting the transaction
detail by selecting the reference
hyperlink
Select the
icon on transaction detail
screen next to the text box
Enter Text and press
Save
Text is saved with a date time userid stamp
6
Purchase Card Coding – Dispute
Dispute:
To dispute a transaction i.e. to hold the
transaction for a credit note from the
merchant via the next PCard statement,
select the line using the checkbox and
select the Dispute icon
Disputed Tab:
The disputed transaction is moved to the
‘Disputed’ tab awaiting further
processing, the transaction is now
removed from the ‘x to code’ tab
7
Purchase Card Coding – Submission for Approval
Approval:
Once a transaction line has been coded,
this is ready to be passed for approval.
Select the line using the checkbox and
select the Submit icon
Once submitted, the transaction is
removed from the ‘x to code’ tab and
forwarded to the inbox of the appropriate
Approver for the card
8
Purchase Card Approval – Overview
Notification:
Email notification similar to the coding
email will be received by the Approver
Navigation:
Select the ‘x to approve’ tab to display
the PCard transactions that require
approval
Actions Available:
Approve: Approve all or selected lines
Decline: Declining all or selected lines
Amend: Amend an item to:
• Change the Cost Type (e.g. Cost Centre,
Purchase Order, Project, Internal Order etc.)
Save: Save work in progress coding
• Change G/L account number
Comment: Add a comment to the transaction
• Change associated Cost Objects (e.g.
Cost Centre, WBS, Purchase Order,
Internal Order)
Split: Split a transaction into multiple lines to
apply different coding
• Amend the transaction amounts
• Amend tax codes and tax amounts.
9
Purchase Card – Approval
Approval:
Once a transaction line(s) is ready for
approval, select the line using the
checkbox and select the Approve icon
Selected line items will be processed in
SAP and the relevant postings will be
made
If the postings are successful in SAP, the
line item will be removed from the
Approve tab
10
Purchase Card – Decline
Decline:
If a transaction line(s) is to be delcined
by the Approver, select the line using the
checkbox and select the Decline icon
Select line item(s) will be passed back to
the Coder and will appear in the ‘to
recode’ tab
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