RHIT PURCHASING CARD
END-OF-MONTH
TRANSACTION APPROVAL PROCEDURES
FOR CARDHOLDERS
The following procedures should be followed when approving charges to the cardholder’s
Purchasing Card. Timely accounting of all purchases is a requirement for each cardholder. The
cardholder has five business days to complete the steps below.
The review and approval process is initiated by an email notification from the SDOL* software.
The email will be sent to the cardholder email address on file on or about the 28th of the calendar
month. The report and attached receipts are due to the Business Office by the 7th of the
following month.
If an email reminder is not being received, notify the program Administrator, Bob Watson, via
email or at x8488.
NOTE: When navigating fields, you should use the mouse or the TAB key. Don’t use
the ENTER key as it will yield unpredictable results.
1. Log onto the SDOL site, http://sdol.jpmorganchase.com/app_sdol/login.reg using your
assigned User ID and password. (If you don’t remember your User ID or password,
contact Bob Watson, via email or at x8488.)
2. Select the ‘FINANCIAL’ tab near the top of the screen.
3. Select ‘ACCOUNT SUMMARY’; the first item on the sub-menu.
4. Select the ‘Billing Cycle’ radio button.
5. Click on the ‘Description’ down arrow and select the desired month.
6. Select ‘VIEW’, which is displayed in the box near the bottom of the screen. This will
display the charges for the selected time period.
7. Select the Account Codes Icon,
, for the first charge at the top of the list.
8. In the ‘Expense Description’ field, enter a brief description of the items purchased.
9. Review the FUND and ORG codes that have been defaulted. Make any necessary
changes. All asterisked items (*) must be completed.
10. Select an ACCOUNT code from the drop-down list.
11. Select the ACCOUNT DESCRIPTION from the drop-down list.
Published: 05-26-06
* Smart Data On Line is the proprietary software provided by JP Morgan Chase
12. The PROGRAM code will be defaulted; complete ACTIVITY code, if needed.
13. If you want these same values to default to one or more charges yet to be approved, select
the appropriate boxes near the bottom of the panel.
14. Select ‘APPLY’ in the box near the bottom of the panel. A message will be displayed,
‘ACCOUNT CODES SUCCESSFULLY APPLIED’. Scroll to the top of the screen
and approve remaining charges.
15. Check the ‘CARDHOLDER REVIEWED’ box beside the charge after each transaction
has been reviewed.
16. Repeat steps 8 through 14 for remaining charges.
17. Select the ‘APPLY’ button at the top or bottom of the form after all transactions have
been reviewed.
18. Print a report of your charges (see Report Printing Procedures).
19. Select ‘Log Out’ at the top right of your screen
20. Close out the SDOL homepage.
21. Attach receipts to the report and forward to Supervisor, if required, or directly to
Michelle Kirkpatrick in the Business Office, CM 21.
If you need to split the accounting codes for any line items:
22. Click on the Split Transaction Icon,
.
23. Select the number of splits you want to create. Click on the ‘Create’ button. The screen
will refresh and split the selected line.
24. In ‘SPLIT BY’, indicate either ‘Percent’ or ‘Amount’.
25. Enter the Percent or Amount for each split line. If the splits do not total the transaction
amount, an exclamation mark will appear and require correction.
26. A brief Expense Description is required for each split line. Click ‘APPLY’ to save
changes.
27. Select ‘RETURN TO TRANSACTION SUMMARY’ and approve remaining charges.
Published: 05-26-06