PaymentNet Training for Approving Officials (AOs) & Cardholders (CHs) Purchase Card Program Management Office (PCPMO) N944B

Transcription

1 PaymentNet Training for Approving Officials (AOs) & Cardholders (CHs) Purchase Card Program Management Office (PCPMO) N944B 1

2 PaymentNet Approving Officials (AOs) Purchase Card Program Management Office (PCPMO) N944B 2

3 Approving Official (AO) Responsibilities Ensures accurate input by CH for each transaction reviewed. Approves and affirms each transaction is valid and accurate to include transaction notes. Transaction notes are clear and concise, leaving no room for questions by Auditors or PCPMO team. Resolve questionable CH transactions. Enters PaymentNet System no less than once every three (3) business days to verify there is no unauthorized account activity. Tracks CHs activity and follows up on the reviewing process. If in doubt, contacts APC for further clarification. 3

4 PaymentNet Cardholder (CH) Purchase Card Program Management Office (PCPMO) N944B 4

5 Cardholder Responsibilities Purchases requiring coordination: Hazardous material Communication, computer equipment and software Rental/lease of motor vehicles Repair services Construction services 5

6 Cardholder Responsibilities (con t) Prohibited Purchases: Cash advances Official NAF government travel Rental/lease of land or buildings Major telecommunication systems/services Hazardous/dangerous items Non-personal services exceeding $2,500 Purchases of construction services exceeding $2,000 6

7 Problem Resolution Cardholder should resolve any issues/disputes with vendor during current billing cycle Without resolution: Cardholder disputes issue within PaymentNet AO must be advised prior to CH disputing charges Must be filed within 60 days of post date 7

8 Program Oversight PCPMO, Agency Program Coordinator (APC), and Approving Official (AO) are all responsible for oversight of the program Daily, Monthly, Semi-Annual, Annual reviews, and random reviews are all used Discussion directly with cardholder when purchases are in question 8

9 Violations and Remedies APC required to track violations Monthly card limit reduced to $1 Remedial training before return to authorized purchasing levels Revocation for subsequent procedural violations and/or suspension Cardholder and/or AO may be held pecuniary liable 9

10 Purchase Card Resources P-Card Information aspx U.S. Navy Instructions PaymentNet Defense Acquisition University

11 NAF PURCHASE CARD QUESTIONS? Purchase Card Program Management Office (PCPMO) CNIC Millington, TN Helpdesk Number: (901) /DSN PCPMO Team DSN /6501/6512 (901) /6501/

12 PaymentNet TM Cardholders (CH) Training Purchase Card Program Management Office (PCPMO) Team 12 12

13 LOG ON 1. Open your Internet Browser to: 2. Enter the following: Organization ID Your User ID Password Organization ID: DONNAFI 3. Click Log On Your User ID: Password: Must be characters with at least 2 letters, 2 numbers and 2 to 3 of these special characters only! : ~ _ - { } 13 13

14 PaymentNet Welcome Page Menu Bar: Lists the different modules you have access to within PaymentNet. Contact (Region & JPMC Info) My Profile ( , password & notification settings) Messages: Customizable information messages. JPMC Messages are all dated PCPMO Messages Items Awaiting Your Action: If there are any transactions to review, approve, or reports to download, this section offers quick access to the actions

15 Changing Your Password 1. From the menu bar on the home page, select My Profile. 2. Click on the Change Password

16 Changing Your Password (con t) 1. Enter the Old Password. 2. Enter and confirm the New Password. 3. Click Save

17 Updating Your Profile From the menu bar on the home page, select My Profile

18 Updating Your Profile (con t) 1. Ensure your Address is correct (do not remove) 2. Select the Applicable Notifications. 3. Select Change Address to correct, if wrong 18 18

19 Updating Your Profile (con t) Screen Views assist with customizing the way you wish to view your transactions list

20 Updating Your Profile (con t) 1. Under the Accounts tab, select the Default radio button. 2. This will be the default account for reports when none is specified. 3. Your card must be in active status to select the default button. 4. Statement delivery is not used 20 20

21 Authorizations and Declines From the Main Menu, choose Transactions, then select Authorizations/Declines

22 Authorizations and Declines (con t) If your transaction is declined, look here to find the code and a brief description of the reason. Your APC will provide further assistance

23 Managing Transactions From the Main Menu, choose Transactions, then select Manage

24 Managing Transactions (con t) If you have transactions available, this is what the listing will look like. Note: The Approval Status varies. New for a transaction pending its review. Reviewed for a transaction where the CH has completed the review. Approved for transactions where the AO has approved. NOTE: Approved transactions can be updated until exported. Exported transactions still require review and approval

25 Transaction List Last 30 Days Use the pull down button to select which type of transactions you wish to view. The default is Last 30 Days. Users may save queries and they will appear in this drop down area as well

26 Transaction List Waiting for Review Waiting For My Review. Only Cardholders will have transactions awaiting review

27 Transaction List Waiting for Approval Waiting for My Approval. Only Approving Officials will have transactions awaiting approval

28 Reviewing Transactions To view Transaction Details, choose the transaction you wish to view and click on it

29 Reviewing Transactions Cardholders must review transaction details and merchant information against receipts. Under Accounting Codes, Chart of Accounts and Region will pre-populate, and all other accounting data must be completed by the CH, as required

30 Reviewing Transactions Transaction Notes shall include the following: 1. Reason/justification for purchase 2. Description of the items purchased (i.e., pens, pencils, file). See SOP for additional transaction note requirements

31 Reviewing Transactions After all information has been verified, check the Reviewed and Save. If a CH has more than one approving official, the box will show Any in the Approval section. This allows any approving official assigned to this cardholder to approve

32 Reviewing Transactions Remember to save any changes once you have completed your review. Successfully saved changes are indicated in green at the top left-hand section of the screen

33 Error Messages If any error messages appear after pressing the Save button, the system will prompt the user on what needs to be corrected

34 Disputing Transactions CH should resolve any issues about a charge with the merchant first. If it cannot be resolved with the merchant, notify the AO before disputing. Use the Dispute button if the issue cannot be resolved with the merchant or the Dispute Form found on the Purchase Card Program Web page

35 Disputing Transactions Boxes with an asterisk (*) are required fields. *Enter your address and dispute reason. Select a dispute reason then Enter Dispute Reason and click Submit. the CH will be prompted to provide more information about the dispute

36 Disputing Transactions Transactions disputed online will have a yellow square indicator next to the transaction on the Transaction List. A red square indicator signifies the dispute is in process. A green square indicator signifies the dispute has been resolved

37 Multi-Line Transactions For multi-line transactions; click on the Add Lines button

38 Multi-Line Transactions (con t) 1. When transactions are for different activities or GL accounts, lines must be added. 2. The minimum is 1. (15 maximum lines) 38 38

39 Multi-Line Transactions (con t) 4. Save any changes. 1. Update each item description. 2. If necessary, change the % or unit price (totals must not exceed transaction). 3. Use the arrow to expand line items in order to show accounting codes for a specific item. NOTE: DO NOT MIX DEBITS AND CREDITS WHEN ASSIGNING MULTIPLE LINES

40 Multi-Line Transactions (con t) Use the pull-down button to change accounting codes for a specific item

41 Creating Statement of Account Report Choose Reports from main menu bar. Then select Create

42 Creating Statement of Account Report 1. Select a report category from the drop down list. 2. Statement of Account Report is under Transactions category

43 Creating Statement of Account Report Select Statement of Account Portrait 43 43

44 Creating Statement of Account Report (con t) 1. Rename your Report 2. Statement of Account Portrait is in PDF format and should not be changed 3. Change date range value to last month 4. Change Criteria to cardholder last name, equal to, value is

45 Creating Statement of Account Report (con t) Criteria example for SOA Check this box to schedule reports to run automatically. Once the Schedule to Run Automatically box has been checked - The Frequency and Day drop downs will appear. Frequency Options: Weekly, Daily, Monthly, and Cycle. Recommend Statement of Account Portrait be scheduled to run the 3 rd day of each month

46 Creating Statement of Account Report (con t) To save report, rename report then save and click Process Report

47 Downloading a Report Check the Status of the report. Initially, the status is Submitted. You can click the Refresh button until the status changes to Successful or check back later. Once the report status shows Successful, click anywhere on the report line to view, save or print it. Select checkbox to delete reports

48 Downloading a Report Cardholder signs here AO signs here Sample Statement of Account 48 48

49 Inactive Session Message You will receive this message if you have not worked in the current PaymentNet session for 15 minutes; click continue to remain in PaymentNet; or you will be logged out

50 Logging Out Click here to log out 50 50

51 NAF PURCHASE CARD QUESTIONS? Purchase Card Program Management Office (PCPMO) CNIC Millington, TN Helpdesk Number: (901) /DSN PCPMO Team DSN /6501/6512 (901) /6501/