esp tutorial for p-card coordinators how to approve a transaction
TRANSCRIPT
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ESP Tutorial forP-Card Coordinators
How to approve a transaction
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This tutorial will cover the following:
Enterprise Spend Platform (ESP) Signing into SunTrust ESP Landing Page Information Instructions for approving P-Card
transactions by a P-Card Coordinator Important Items to Remember
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Enterprise Spend Platform (ESP)
At this time, CCS will only be using Statement Manager & Transaction Manager modules.
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Signing into SunTrust ESP
You will receive an e-mail from the P-Card Manager containing your Username & Password
Access the internet using Internet Explorer
Go to the SunTrust ESP website: https://esp.suntrust.com
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At this point, please save this website in your Favorites for faster access.
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Enter your CCS E-mail Address, Username and Password and click Sign On to access your P-Card account(s)
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The SunTrust ESP system will disable your profile after 3 unsuccessful attempts to login. If this happens, please contact the P-Card Manager for assistance.
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Landing Page Information
The P-Card(s) are mapped to your profile by the P-Card Manager
Schools have 1 P-Card which will be tied to several budget codes
Most Departments & Individuals have 1 P-Card which may be tied to several budget codes
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The Main Menu section shows the ESP modules that are allowed under your profile.
ESP Landing Page
A link to the CCS Finance Website
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Welcome message (including when you last logged in)
NOTE: A message may appear here from the P-Card Manager providing direction or useful information. If a message is displayed here, please review it prior to proceeding further.
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The My Accounts section provides you with a summary of the P-Card(s) mapped to your ESP profile and related card information.
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The Banner Menu gives you access to features and functionality regardless of where you are in the system.
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“Approvals” in the Main Menu will be flashing if there are transactions to approve. The amounts and number of transactions needing approval can be seen in the My Accounts section.
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The Red section of the Credit Gauge is the amount spent in the current billing cycle which = the Current Balance Owed
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The Green section of the Credit Gauge is the amount remaining on the P-Card.
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Instructions for approving
transactions by the P-Card Coordinator
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Step 1: Click on the flashing “Approvals” in the Main Menu.
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Step 2: Click on the appropriate Statement Date (Only if more than 1 Statement Date has transactions to be approved).
Step 3: Click on the Period for transactions needing approval.
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Step 4: Click the Green Question Mark for the transaction to be approved.
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Step 5: Review Coding and make any necessary changes from the default codes by using the drop-down boxes and clicking on [Search].
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Step 6: Click on Search then click the up arrow to choose the best options for the transaction. The code chosen will be inserted into the block.
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Step 7: Check whether or not you have received the merchandise.
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Step 8: Enter any comments needed to describe the transaction.
Step 9: Click “Save”.
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The Green Question Mark now becomes a Green Checkmark.
Step 10: Click on the Red Exclamation Point.
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Step 11: Click “Approved”.
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Step 12: Click “Save”.
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The transaction now shows in the “Approved” section with 2 Green Checkmarks.
Repeat Steps 4-12 for additional transactions.
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The transaction now goes to the Cardholder Manager for approval.
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Items to Remember All transaction information must be
entered before approving the transactions
All properly approved transactions must have 2 green checkmarks
The “Approved Selected Items” or “Approve All” options may be used if no comments are needed by the P-Card Coordinator or Cardholder Manager
Transactions go to the Cardholder Manager once approved by the P-Card Coordinator
Be sure all transactions have been approved by the Cycle Lock date.
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Items to Remember All documentation is kept at the
school by the P-Card Coordinator for 3 years
Do not give any person your username and password to the ESP system
Contact the P-Card Manager or Finance Director with any problems
P-Card Manager will make surprise visits to schools and departments
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Congratulations!!!You have completed
P-Card Coordinator’s ESP Tutorial