ProMaster User Guide for Corporate Card Account Holders
18th June 2014.
Table of Contents
1.0
Access to Promaster ................................................................................................................................................ 1
2.0 Login to Promaster ....................................................................................................................................................... 1
3.0 Promaster Home Page ................................................................................................................................................ 2
4.0 Commitments ................................................................................................................................................................ 3
5.0
4.1
Entering Commitments ................................................................................................................................ 3
4.2
Editing Commitments ................................................................................................................................... 4
4.3
Deleting Commitments ................................................................................................................................ 5
4.4
Commitment Search ..................................................................................................................................... 5
Transactions .............................................................................................................................................................. 6
5.1
View Transactions ......................................................................................................................................... 6
5.2
Verifying Transactions ................................................................................................................................. 7
5.2.1 Prefilling Transactions ...................................................................................................................... 7
5.2.2 Verifying Transactions to Commitments ...................................................................................... 8
5.3
Unlinking a Verified Transaction ............................................................................................................. 10
6.0 Disputed Transactions ............................................................................................................................................... 11
6.1How to Dispute a Transaction ........................................................................................................................ 11
7.0
6.2
Dispute Resolved ........................................................................................................................................ 12
6.3
Cancel a Dispute .......................................................................................................................................... 15
End of Month Reconciliation ............................................................................................................................... 16
7.1
8.0
Transactions by User Report ................................................................................................................... 16
Expense Types (Corporate Travel Cards only) .............................................................................................. 16
8.1
Travel – Hospitality Expense Type ......................................................................................................... 16
8.2
Working Meal/Beverage Expense Type ................................................................................................. 20
8.3
Personal Expense Type ............................................................................................................................. 22
8.4
Foreign Cash Expense Type (>AUD $100) ............................................................................................ 23
18th June 2014.
How do I know when transactions need reviewing?
ProMaster is able to send an email to users indicating transactions are waiting to be reviewed.
emails will not be received if there are no outstanding transactions to process.)
(Note: these
Your ProMaster homepage will identify a ‘status overview’ of the transactions (dependant upon your level of
access). The status overview shows a count of the transactions at the various stages of processing.
•
•
•
•
Waiting Accountholder means there are transactions waiting for the cardholder to verify.
Waiting Review means the transaction is waiting review by your Financial Consultant. (corporate credit
cards only).
Waiting Approval means the transaction information is waiting review by your Approver (corporate credit
cards only).
Waiting GL Post means the transaction is ready to be exported to the Finance System for reporting.
Transaction Process Flow
The University has two types of credit cards ie. Purchasing Card (for the purchase of goods or services in line
with State Purchasing Policy) and Corporate Travel Card (used by frequent travellers). The process flow for
each card type differs.
Purchasing Cards:
Transactions
imported for review
by cardholder
Cardholder verifies
transaction
Transaction status
changes to Waiting
GL Post
Transaction Posted to
the GL (overnight
build process)
Corporate Cards:
Account Holder /
Assigned Authority
Reviewer
Approver
Waiting GL Post
Recycle to Account Holder
Recycle to Account Holder
Account Holder / Assigned
Authority (to be completed by
20th of each month)
• Verify/code transactions.
• Reconcile monthly
Transaction by User Report
• Sign the declaration and
forward to the Reviewer.
Reviewer
(to be completed by
23rd of each month)
Approver
(to be completed by
27th of each month)
Waiting GL Post
• Role undertaken by
• Approves all transactions
• This function is scheduled
Financial Consultant.
• Reviews the coding of the
transaction.
• System access allows for
the Reviewer to edit or
recycle the transaction back
to the cardholder for further
information.
• Reviewer obtains the
Approver’s signature on the
Transaction by User report
declaration (where the
Approver is not directly
online).
• Reviewer retains the report
and supporting
documentation for the
Account Holder.
Note: Reviewer needs to
ensure valid original
documentation is provided to
support the transaction ie.
valid Tax Invoice/Receipt.
for Account Holders
assigned to the Approver.
• Transactions can be
approved in one step or
individually.
• System access allows for
the Approver to edit or
recycle the transaction
back to the Account
Holder.
• If the ‘Approver’ is not
online, the role will be
assigned to a Senior FBS
Corporate staff member.
by
the
Enterprise
Controller
(Card
Administrator).
• Waiting GL Post – picks
up
all
approved
transactions and posts
them into the General
Ledger in an overnight
build process.
Note: Internal Audit have
confirmed transactions
approved directly online will
not require a written
signature against the
declaration on the monthly
report.
1.0
Access to ProMaster
Access to ProMaster is available from the Griffith Portal > Applications > Expense
Management System.
2.0 Login to ProMaster
1. In the login screen, enter your staff number in the User ID box.
2. Enter your password (the first time you login to ProMaster, your password is set at
‘password’, the system will then prompt you to change and confirm your ‘new password’).
Note:
If the User ID or Password fields are incorrect, the following error message will display.
Forgotten
Password
?
3. If you have forgotten your password, select forgot password link from the login screen.
4. Validate your staff number details.
5. Select: Reset Password
ProMaster User Guide for Corporate Card Account Holders
Page 1
6. The following screen will display, after verifying your staff number. (A system generated email
will be forwarded to your Griffith email account.)
3.0
ProMaster Home Page
Explanation
The ProMaster Home Page provides a detailed summary of transactions and commitments
waiting the cardholder’s action. The home page identifies:
1. Unverified transactions.
2. Unverified commitments.
3. Transaction ‘status’ count.
4. Transaction date.
5. Merchant name.
6. Transaction amount.
7. Actions (where the cardholder can view, verify, match or dispute a transaction).
8. Create a new commitment.
9. Go to Fast Track Page (different Home Page view).
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8
4
5
6
7
1
2
3
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4.0 Commitments
4.1
Entering Commitments
Procedure
1.
2.
3.
From the ‘Commitment’ menu, select the create commitment icon.
In the Commitment Header, enter the merchant name of the supplier.
Enter the purpose of the purchase (a general overview of what you have
bought).
4. Enter a description of the goods/services purchased.
5. In the ‘expense type’ field, select an expense type from the menu.
6. Enter the quantity of the goods/services.
7. Enter the total price inclusive of GST.
8. Select a tax code from the menu.
9. Select an account (this is only when the expense type of ‘other’ has been
chosen – see searching for an account below).
10. Enter the speedtype and class to expense the goods/services.
11. Select the save icon.
Note
The add item icon will create an additional line item to enable the commitment to
detail each item which was purchased. This function is also utilised when there is a
GST free component associated with the transaction or the expense needs to be
split across various projects.
1
2
5
3
4
6
9
7
10
11
8
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4.2
Editing Commitments
Procedure
Note
1.
2.
3.
4.
From the ‘Commitment’ menu, check/amend the ‘date from’ and ‘date
to’ search parameters (if applicable).
Select ‘Waiting Accountholder’ status filter check box.
Select the ‘sort by’ filter from the drop down menu.
Select the search icon.
5.
6.
7.
Select the edit icon
.
Amend commitment details.
Select save icon.
A commitment can only be edited when it has a status of ‘Waiting
Accountholder’.
2
1
4
3
5
6
7
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4.3
Deleting Commitments
Procedure
1.
Note
2.
3.
4.
From the ‘Commitment’ menu, check/amend the ‘date from’ and ‘date
to’ search parameters (if applicable).
Select ‘Waiting Accountholder’ status filter check box.
Select the ‘sort by’ filter from the drop down menu.
Select the search icon.
5.
6.
Select the delete icon
Select OK.
.
A commitment can only be deleted when it has a status of ‘Waiting
Accountholder’.
1
2
4
3
5
6
4.4
Commitment Search
Explanation
ProMaster retains a history of all cardholder’s commitments, regardless of
the status.
Procedure
1.
2.
3.
4.
5.
Note
From the ‘Commitment’ menu, check/amend the ‘date from’ and
‘date to’ search parameters (if applicable).
Select all check boxes within the ‘status filter’.
Select the ‘sort by’ filter from the drop down menu.
Select the search icon.
View the details of the commitment by selecting the magnifying icon.
Commitments which have a status of ‘Posted’ are only available for viewing
and cannot be edited.
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2
4
3
5
5.0 Transactions
5.1
View Transactions
To view the details of a transaction, select the magnifying glass icon on the home page. The
following screen will be displayed.
The transaction window identifies details from the merchant/supplier and the bank’s processing
data.
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5.2
Verifying Transactions
Explanation
Cardholders are required to verify transactions on a daily basis (where possible) to
expense the purchase to the General Ledger. There are two options available for
cardholders when verifying transactions.
1. Prefilling Transactions – reconcile the transaction against a receipt.
2. Verifying Transactions to Commitments – link a transaction to a previously entered
commitment.
5.2.1 Prefilling Transactions
Explanation
Prefilling a transaction enables the commitment to be entered at the time of verifying the
charge.
Procedure
From the home page, select the verify action (green tick). Enter the details of the
purchase in the Commitment Header.
1.
2.
3.
4.
5.
6.
7.
Enter the purpose of the purchase (a general overview of what you have bought).
Enter a description of the goods/services purchased.
Select an expense type from the menu on the right hand side.
Enter the quantity of the goods/services.
Enter the total price inclusive of GST.
Select a tax code from the menu on the right hand side.
Select an account (this is only when the expense type of ‘other’ has been chosen –
see searching for an account below).
8. Enter the speedtype and class to expense the goods/services.
9. Check the transaction amount matches the total commitment amount.
10. Tick the tax receipt checkbox if you hold a valid Tax Invoice.
11. Select the submit icon.
Note
The add item icon will create an additional line item to enable the commitment to detail
each item which was purchased. This function is also utilised when there is a GST free
component associated with the transaction or the expense needs to be split across
various projects.
The options for the expense type and tax code menus will only appear when the cursor
is within the field.
10
3
1
2
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4
7
5
8
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Searching for an Account
When an expense type of ‘Other’ has been chosen, cardholders are able to search for an
account code.
1. Ensure your cursor is in the account field of the commitment header. (The account search
menu will show on the right hand side of the window.)
2. In the Search For field enter the description of the goods eg. Lab
3. Select the search icon.
4. Select the code from the hyperlink (this will populate the account field in the line item
description).
2
3
4
1
5.2.2
Verifying Transactions to Commitments
Explanation
Verifying Transactions to commitments links a transaction to a previously entered
commitment.
Procedure
1.
2.
3.
4.
5.
6.
7.
Note
From the ‘home’ menu, select the match transaction
icon.
In the ‘Match Transaction’ panel, select the radio button for the relevant
commitment to link to the transaction.
Select the match to transaction icon.
In the ‘Verify Commitment’ panel, check the information contained in each line item
description is correct.
Check the transaction amount matches the total commitment amount.
Tick the tax receipt checkbox if you hold a valid Tax Invoice.
Select the submit icon.
The add item icon will create an additional line item to enable the commitment to detail
each item which was purchased. This function is also utilised when there is a GST free
component associated with the transaction or the expense needs to be split across
various projects.
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2
3
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5
4
7
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5.3
Unlinking a Verified Transaction
Explanation
Cardholders may unlink a verified transaction to correct commitment details or chartfield
information only whilst the transaction has a status of ‘Waiting Review’.
Procedure
1.
2.
3.
4.
5.
6.
Note
The transaction and commitment have reverted back to a status of ‘Waiting
Accountholder’ and appear back on the ‘home page’ for the cardholder to action.
From the Home page, select the ‘Waiting Review’ bucket.
Select the magnifying icon of the commitment to unlink.
From the ‘Commitment Details’ panel, select the reverse commitment icon.
Select OK.
Select the unattach transaction icon.
Select OK.
1
2
4
3
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6
5
6.0 Disputed Transactions
6.1
Procedure
How to Dispute a Transaction
1.
2.
3.
4.
5.
Note
From the ‘Home Page’, select the transaction’s dispute icon
.
In the Transaction Dispute panel, select from the drop down menu the type
of dispute.
Enter a reason why the transaction is disputed.
Select the dispute transaction icon.
Select view dispute fax to print a copy.
The cardholder should where possible attempt to resolve any disputed
transactions directly with the merchant/supplier. Failing all attempts to resolve
the dispute within 30 days of the transaction date, the proforma fax is to be
forwarded to the bank for assistance. When the dispute is lodged with the bank
to resolve, forward a copy of the fax to the Team Leader, Purchasing
Cards/Travel.
1
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2
3
4
5
6.2
Dispute Resolved
Explanation
Dispute resolved is where a credit has been received from the
merchant/supplier or bank to offset against the total value of the disputed
transaction.
Procedure
1.
2.
3.
4.
5.
6.
7.
From the ‘Home Page, select the edit/resolve transaction in dispute
icon
. The disputed transaction details will be displayed in a new
window.
In the ‘Transaction Details’ panel, select the edit/resolve dispute icon.
In the ‘Resolved Dispute’ panel, nominate the transaction the dispute is
to be linked to by selecting the add selected transaction icon
.
Select the resolve dispute icon.
Check the nominated transaction appears in the transactions
matched to the disputed transaction area.
Select the resolve dispute icon.
The new window displays the status of the transaction as ‘dispute
resolved’.
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Note
The transaction must have a status of ‘disputed’ to complete the above
procedure.
1
2
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4
5
6
7
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6.3
Cancel a Dispute
Procedure
Note
1.
From the ‘Home Page, select the edit/resolve transaction in dispute
2.
3.
icon
. The disputed transaction details will be displayed in a new
window.
In the ‘Resolve Dispute’ panel, select the cancel dispute icon.
Select OK.
The transaction status changes to ‘Waiting Accountholder’ when the dispute
is cancelled.
1
3
2
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7.0 End of Month Reconciliation
7.1
Transactions by User Report
Explanation
This report will detail all transactions within the specified date parameters for
reconciliation. The date parameters for running the report are 15th of the previous
month to the 14th of the current month.
Procedure
1.
2.
3.
Note
The reconciliation of the Transaction by User report is to be completed by the 20th of
each month. Supporting documentation needs to be attached to the report for audit
purposes. Cardholders are required to sign the declaration on the last page and forward
the documentation to the Transaction Reviewer (Financial Consultant).
From the Reports menu, select the Transactions by User Report.
Select the from date and to date from the calendar.
Select view report icon.
The Transaction by User report and supporting documentation is to be retained by the
cardholder for a period of five (5) years from the end of the financial year.
2
3
1
8.0 Expense Types (Corporate Travel Cards only)
8.1
Travel – Hospitality Expense Type
Explanation
The Travel – Hospitality Expense Code is to be used by the Corporate Travel
Cardholders only. It relates to hospitality expenses whilst travelling either domestically
or internationally on official University business.
Procedure
From the home page, select the verify action (green tick). Enter the details of the
purchase in the Commitment Header.
1.
2.
3.
4.
Enter the purpose of the purchase.
Enter a description of the goods/services purchased.
Select the travel - hospitality expense type from the menu on the right hand side.
In the ‘Expense Breakdown’ panel, enter the breakdown for price against food
and alcohol fields.
ProMaster User Guide for Corporate Card Account Holders
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5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Note
Select a category ie. Domestic Travel or International Travel.
In the participant information, select add participant icon to include additional rows
for guests/associates who attended.
Select the participant type from the drop down menu.
Enter the number of participant types.
Select the next icon.
ProMaster will automatically code the transactions based on the criteria entered.
Select the back icon to make any changes to the participant types/number.
Select the update icon to finalise verifying the transaction.
In the ‘Commitment Header’ window, select the submit icon.
The ‘Commitment Details’ window will open showing the breakdown details, select
the go to home page icon.
The transaction will be expensed against the default speedtype and class established
within the Account Holder’s user profile. If the charge needs to be expensed to another
speedtype, a copy of the breakdown details should be provided to your Financial
Consultant to journal.
1
2
3
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ProMaster User Guide for Corporate Card Account Holders
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8.2
Working Meal/Beverage Expense Type
Explanation
The Working Meal/Beverage Expense Code is to be used by Corporate Travel
Cardholders only. This expense includes meals or drinks consumed either on-campus
(meeting room/café) or at off-campus venues.
Procedure
From the home page, select the verify action (green tick). Enter the details of the
purchase in the Commitment Header.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Note
Enter the purpose of the purchase.
Enter a description of the goods/services purchased.
Select the working lunch expense type from the menu on the right hand side.
In the ‘Expense Breakdown’ panel, enter the breakdown for price against food
and alcohol fields.
Select a category ie. In Meeting Room or Licensed Premises.
In the participant information, select add participant icon to include additional rows
for guests/associates who attended.
Select the participant type from the drop down menu.
Enter the number of participant types.
Select the next icon.
ProMaster will automatically code the transactions based on the criteria entered.
Select the back icon to make any changes to the participant types/number.
Select the update icon to finalise verifying the transaction.
In the ‘Commitment Header’ window, select the submit icon.
The ‘Commitment Details’ window will open showing the breakdown details, select
the go to home page icon.
The transaction will be expensed against the default speedtype and class established
within the Account Holder’s user profile. If the charge needs to be expensed to another
speedtype, a copy of the breakdown details should be provided to your Financial
Consultant to journal.
1
2
3
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4
5
7
8
9
6
10
12
11
ProMaster User Guide for Corporate Card Account Holders
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14
8.3
Personal Expense Type
Explanation
The Personal Expense Code is to be used by the Corporate Travel Cardholders when
a personal transaction has been charged to the credit card in error. The expense must
be refunded to the University via the Griffith Cashier, and a receipt for the deposit is
required to be attached to the ProMaster reconciliation paperwork.
Procedure
From the home page, select the verify action (green tick). Enter the details of the
purchase in the Commitment Header.
1.
2.
3.
4.
Note
Enter the purpose as personal expenditure.
Enter the description as personal expenditure.
Select the personal expense type from the menu on the right hand side.
Select the submit icon.
The transaction will be expensed against the default speedtype and class established
within the Account Holder’s user profile. The expense needs to be refunded back to the
default account, speedtype and class. When refunding the personal expense, there is
no GST associated with the transaction.
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1
2
4
8.4
Explanation
Foreign Cash Expense Type (>AUD $100)
The Foreign Cash Expense Type is to be used by Corporate Travel Cardholders when
the cardholder holds foreign cash in excess of AUD$100.
Cardholders are responsible for depositing the foreign currency back against the
credit card at the airport’s Travelex counter or ANZ Bank on arrival in Australia. The
deposit will appear as a credit in the cardholder’s transactions.
There will be two transactions for the Foreign Cash Expense Type to be applied.
1. expenditure for the receipted component of the transaction (see 9.4.1); AND
2. the credit for the deposited foreign money (see 9.4.2).
Note
Foreign cash amounts less than AUD$100 are expensed to the TVL-OSEAS EXP
Expense Type.
8.4.1 Expenditure for Receipted Transaction
Explanation
The expenditure of the transaction needs to account for the receipted component with
the final line of the transaction assigned to the Foreign Cash Expense type.
Procedure
From the home page, select the verify action (green tick). Enter the details of the
purchase in the Commitment Header.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Enter the purpose of the purchase (a general overview of what you have bought).
Enter a description of the goods/services purchased for the receipted expenses.
Select an expense type from the menu on the right hand side.
Enter the foreign receipted amount.
Select the free tax code from the menu on the right hand side.
Enter the speedtype and class to expense the goods/services.
Select the add item icon.
Enter a description of foreign cash.
Select the foreign cash expense type.
Check the total commitment value matches the transaction amount.
Select the submit icon.
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9
1
4
2
6
10
8
7
11
Note
5
The receipted amount is to be entered in the foreign currency. The transaction will
automatically convert the money spent to Australian dollars (based on the bank’s
conversion rate).
The options for the expense type and tax code menus will only appear when the cursor
is within the field.
8.4.2 Foreign Cash Deposit Transaction
Procedure
From the home page, select the verify action (green tick). Enter the details of the
purchase in the Commitment Header.
1.
2.
3.
4.
Enter the purpose as foreign currency exchange.
Enter the description as foreign currency exchange.
Select the foreign cash expense type from the menu on the right hand side.
Select the submit icon.
3
1
2
4
Note
The transaction will be expensed against the default speedtype and class established
within the Account Holder’s user profile. The receipt provided by Travelex/ANZ Bank
must accompany the cardholder’s monthly credit card reconciliation.
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