1

o

Lesson 1 - Introduction

2

Training Objectives

At the conclusion of this Lesson, you will be able to:

Describe how cardholder, LAPC and APC responsibilities contribute to the Purchase Card Management workflow.

State the consequences of misuse of the card.

State the overall responsibilities of a Cardholder, LAPC and APC.

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

Identify where self-help information is located.

3

PCMS 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 Hierarchy

Departmental ProgramCo-ordinator

Agency ProgramCo-ordinator

Local Agency ProgramCo-ordinator

Cardholder

Departmental PolicyCo-ordinator

5

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’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’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

LAPC Role

Merchant$ $

$

Cardholder

2. Merchant sendstransaction to Visa

1. Cardholderpurchases item

5. Cardholderreconciles in PCMS

4. ACFO/FS downloadsdata to PCMS

3. Visa sendstransaction

data to the BankVISA

$

Bank

PCMS

LAPC

Oversees PCMS Transactionsand maintains Cardholder accounts

Provides support, guidanceand training to Cardholders

9

APC Role

Merchant

$ $$

Cardholder

2. Merchant sendstransaction to Visa

1. Cardholderpurchases item

5. Cardholderreconciles in PCMS

4. ACFO/FS downloadsdata to PCMS

3. Visa sendstransaction

data to the BankVISA

$

Bank

PCMS

LAPC

6. Oversees PCMS Transactionsand maintains Cardholder accounts

Provides support, guidanceand training to Cardholders

APC

Provides support,guidance and

training to LAPC's

Works with theLAPC and PSD

to resolve issues.

7. Audit PCMS anddevelop agency

policies

PSD

10

Information Sources

User Manual

Quick Guides

DR 5013-6

Policy Guides

FAQ’s

APC

11

Summary & Review

1. Describe How Cardholder, LAPC and APC 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.

12

Lesson 2: Accessing and Navigating

PCMS

13

Training Objectives

At the conclusion of this lesson, PCMS LAPC’s and APC’s will be able to: Demonstrate accessing PCMS and maintaining passwords.

Navigate PCMS using menus and tools.

 -

14

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 under the PCMS

Production heading. 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. LAPC should notify their APC.

15

Logging Onto PCMS

Training PCMS User ID and Password to be provided by your Instructor.

Production PCMS User ID and Password will be provided to LAPC’s by their APC or PSD to APC’s upon completion of training.

If you experience problems logging on to PCMS:

Ensure your User ID and Password are correct.

Contact your APC or PCMS Helpdesk.

16

Logging Off PCMS

To exit PCMS, from the Main Menu, press

- OR -

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

17

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 >= 1 number.

Must contain no spaces. Differ, by at least 3 characters, from the previous

password.

18

Troubleshooting

Error Explanation RemedyPassword 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 APC 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 APC to remove locked status.

b) Contact your APC.

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

Contact your APC 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 APC to determine if there is a problem with your account.

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

19

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.

20

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 on Change Your Password To: Trainee

3. Log Out of PCMS.

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

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Main Menu

Located on the Main PCMS Screen.

Provides Access to the Major Functions of PCMS.

22

Main Menu (Cont.)

Menu Item Details

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

Setup\User Messages

Establish and maintain Cardholder records, and read User Messages.

Change Password

Change PCMS passwords.

Window Customize the Window display.

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Form 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

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Sub-Menu

Option DescriptionAction 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

Appears on Every Window Located at the Top of Each Screen. Buttons Used to Initiate or Confirm

Actions in PCMS.

26

Command Bar (Cont.)

Command DescriptionClear Form Clears all data in the form.

Save Saves changes to the database.

Print Prints the screen.

EditRemove 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

Moving From Record to Record Use the Forms Menu Option Record. Select Next or Previous. Use the Scroll Bar on Left Side of Screen.

Moving From Field to Field Use the Forms Menu Option Field. Select Next or Previous. Use the Tab Key. Click in the Field Using Mouse.

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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.

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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 Review

Which Menu Bar 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? If I Want to Print a Screen Where Are the Print Options

Located?

31

Lesson 3: Accounts and Profile Accounting

32

Training Objectives

At the conclusion of this Lesson, PCMS LAPC’s and APC’s will be able to: Review Purchase Card Details.

Modify Profile Accounting Information.

33

Purchase Card Account

1. Overview

2. Querying Cardholder Records

34

Practical Exercise

Query all Cardholder records.

Query Cardholder records with a Card status of “ACTIVE”.

Query Cardholder records with a Single Purchase limit of greater than $1,000.

Query Cardholder records that expire in the year 2005.

35

Profile Accounting

36

Profile Accounting - Name

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

A list of Cardholders is available to LAPC’s only for this field.

37

Profile Accounting – Account Number

Field DescriptionAccount Number

Each part of this field can be queried.

This field contains two parts:

- The cardholder’s program code

- The last 10 digits of the purchase card account number

38

Profile Accounting – Organization

Field Description

Organization

Each part of this field can be queried.

This field contains four parts:

- The cardholder’s department code

- The cardholder’s agency code

- The cardholder’s unit code

- The cardholder’s sub unit code

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Profile Accounting Details

Field DescriptionAgency

Optional field.

Enter the agency code that the purchase is to be charged against.

Example:

Station Optional field.

Enter the station code that the purchase is to be charged against.

Example:

40

Profile Accounting Details (Cont.)

Field DescriptionAccounting Code

Required Field.

Enter the accounting code against which this portion of the transaction is charged.

Example:

Account Description

Optional Field.

Enter the description of the accounting code.

Example:

41

Profile Accounting Details (Cont.)

Field DescriptionObject Class Required Field

Enter a valid BOCC.

Example:

42

Profile Accounting Details (Cont.)

Field DescriptionDistribution Percent

Required Field.

Enter the percentage of this account to be applied to the transaction amount.

Example:

Total Percent

Non-entry Field.

The value in this field is the total percentage to be applied to the transaction amount. The value will be affected by changes to the Distribution Percent Field but cannot be directly edited by the Cardholder. This field must equal 100 percent.

43

Query Profile Accounting

A Cardholder can only query their own profile accounting.

APC\LAPC can query profile accounting for all designated Cardholder records or specific records.

44

Modify 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 across the lines of accounting - the Total Percent must equal 100.

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

Change To change information in one of the accounting fields, you must remove the entire

line and add a new line with the corrected information.

45

Updating Accounting Fields

Field GuidelineAgency Optional field.

Enter a valid agency code or leave the field blank. The agency code entered in the field will be used when validating the accounting classification code. If the filed is left blank, the agency code that appears in the top region of the screen will be used for validation. When using an accounting code that belongs to another agency, the agency code must be entered in order for the accounting classification code to validate.

46

Updating Accounting Fields (Cont.)

Field Guideline

Station

Optional field.

Enter a valid station code (region + unit) or leave the field blank. For agencies that use a station code, this will be used to validate the accounting classification code. If left blank, the region and unit located in the top region of the screen will be used for validation.

47

Updating Accounting Fields (Cont.)

Field Guideline

Accounting Code Required Field.

Enter a valid accounting code and hit “Tab” on the keyboard, or click in the next field. The system will then validate the accounting code. All Agency codes will be validated against the Federal Foundation Information System (FFIS) table. If the code is invalid a system edit error message will be generated, prompting the Cardholder to correct the field value.The Accounting Code can also be selected from a list, by placing the curser in the Accounting Code field and hitting the “List” button on the Command Bar.

48

Updating Accounting Fields (Cont.)

Field GuidelineAccount Description

Optional Field.

Enter the account description of the accounting code.

49

Updating Accounting Fields (Cont.)

Field GuidelineObject Class Required Field

Enter a valid Budget Object Class Code (BOCC). This code associates the financial transaction with the nature of the goods or service, received or supplied, as a result of the purchase. Please refer to the PCMS quick guides for further information on BOCC’s.The BOCC can also be selected from a list, by placing the curser in the Object Class field and hitting the “List” button on the Command Bar.

50

Updating Accounting Fields (Cont.)

Field GuidelineDistribution Percent

Required Field.

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

Total Percent

Non-entry Field.

Updates automatically when the Distribution Percent Field is modified.

This field must equal 100 percent.

51

Multiple Accounting Entries

If ThenMultiple 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 distribution of funds across accounts, other than that established in Profile Accounting…

The funds will be reallocated during the reconciliation process.

52

Practical Exercise

1. Query all Cardholder records, select a user, then add a second accounting code: 7010000000 to the profile account information for that user.

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 Screen.

53

Summary 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 Screen 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?