o Lesson 1 Introduction 1 Training Objectives u

o Lesson 1 - Introduction 1

Training Objectives u At the conclusion of this Lesson, you will be able to: n n State the consequences of misuse of the card. n State the overall responsibilities of a Cardholder, LAPC and APC. n n 2 Describe how cardholder, LAPC and APC responsibilities contribute to the Purchase Card Management workflow. List proper and improper use of Purchase Cards and Convenience Checks. Identify where self-help information is located.

PCMS Overview 3

Purchase Card Program Hierarchy 4

PCMS Cardholder Workflow 5

Do’s u u Keep Your Card, Checks and PCMS Password SECURE!!! u Reconcile Transactions Frequently. u Pay Sales Tax If Requested by Merchant. u u u 6 Purchases - Official Purposes Only!!! 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!!!

Don’t 7 u Exceed Single or Monthly Purchase Limits. u Split Transactions. u Make Personal Purchases. u Provide Salary Payments. u Make Cash andor Travel Advances. u Make Cash Awards.

LAPC Role 8

APC Role 9

Information Sources 10 u User Manual u Policy Guides u Quick Guides u FAQ’s u DR 5013 -6 u APC

Summary & Review 11 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.

Lesson 2: Accessing and Navigating PCMS 12

Training Objectives u At the conclusion of this lesson, PCMS LAPC’s and APC’s will be able to: - n n 13 Demonstrate accessing PCMS and maintaining passwords. Navigate PCMS using menus and tools.

Logging On Off PCMS u Opening the PCMS Application n u Log onto PCMS to access the PCMS Database Server. If you cannot open the application: u n n 14 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 Contact the PCMS helpdesk. LAPC should notify their APC.

Logging Onto PCMS u Training PCMS User ID and Password to be provided by your Instructor. u Production PCMS User ID and Password will be provided to LAPC’s by their APC or PSD to APC’s upon completion of training. u If you experience problems logging on to PCMS: n n 15 Ensure your User ID and Password are correct. Contact your APC or PCMS Helpdesk.

Logging Off PCMS u To exit PCMS, from the Main Menu, press - OR - u 16 Click the ‘X’ in the top right-hand corner of the window.

PCMS Passwords u At the PCMS Main Menu, select Change Password. u The Pop-Up Window shown below will appear. u Password Requirements n n Begin with a letter. n Must include >= 1 number. n Must contain no spaces. n 17 Must be at least 6 alphanumeric characters. Differ, by at least 3 characters, from the previous password.

Troubleshooting For possible causes of error messages, and remedies, see the table below: Error Explanation Remedy Password must be at least 6 characters and include one numeric value. a) User. ID or password entered incorrectly a) Check you have entered the information correctly. Re-enter details and try to log on again. b) Problem with your user account b) Contact your APC to determine if there is a problem with the account. Please enter a valid User. IDpassword. a) User. ID and password entered 3 times unsuccessfully, results in account being locked out. a) Contact your APC to remove locked status. b) Contact your APC. b) PCMS Is down. Password not changed. Password cannot be reused. 90 days has expired without changing your password. Your old password is no longer valid Contact your APC to reset your password. The new password is the same as the 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. 18

Password Security 19 u Select a Password You Will Remember and Keep It Secure. u Do Not Give Your PCMS Password to Any Other Person. u If You Suspect Someone May Have Access to Your Password Then Change It. u Account Lockouts Occur to Prevent People From Trying to Guess Your Password. u Unique Passwords Are Required to Keep Your Password More Secure.

Practical Exercise 20 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.

Main Menu u Located on the Main PCMS Screen. u Provides Access to the Major Functions of PCMS. 21

Main Menu (Cont. ) Menu Item 22 Details Cardhold er Provides options for PCMS Cardholders to reconcile accounts and perform related functions. SetupUse r Messages Establish and maintain Cardholder records, and read User Messages. Change Password Change PCMS passwords. Window Customize the Window display.

Form Window u u The form window opens when you select one of the options from the Cardholder Menu. Window display: n n n 23 Sub-Menu Command Bar Form window Status Bar Busy Signal

Sub-Menu Option Description Action 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 24

Command Bar 25 u Appears on Every Window u Located at the Top of Each Screen. u Buttons Used to Initiate or Confirm Actions in PCMS.

Command Bar (Cont. ) Command Description Clear Form Clears all data in the form. Saves changes to the database. Prints the screen. Edit Removes a line of accounting in the Profile Accounting screen. 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 26 Displays a list popup window for selecting valid field entries.

Navigation u Moving n n n Use the Forms Menu Option Record. Select Next or Previous. Use the Scroll Bar on Left Side of Screen. u Moving n n 27 From Record to Record From Field to Field Use the Forms Menu Option Field. Select Next or Previous. Use the Tab Key. Click in the Field Using Mouse.

Executing a Query u Retrieving Information From the Database Is Called Executing a Query. u Retrieving All Records n u Retrieving Specific Records n n u Click Find on the command bar once. Enter the value(s) you want to match in the appropriate fields, and click Find again. Wildcard (%) n n 28 Click Find on the command bar twice to query all records. Allows you to search for a partial value. Window will populate with all records matching your search criteria.

Lists u Some fields in the PCMS windows have lists. u <List of Values> will displayed in the status bar in the lower left corner of the window. u To access the list, click List on the Command Bar. u. A list popup window opens displaying all appropriate choices for the specific field. u Scroll to highlight the item you want to select and click OK. u The 29 value appears in the applicable field.

Summary and Review u Which Menu Bar Is Used to Be Able to Customize the Window Display? u What Are the Steps to Changing a Password? u Which Menu Takes You From the Main Screen of PCMS to Be Able to Query Card Transactions? u If I Want to Print a Screen Where Are the Print Options Located? 30

Lesson 3: Accounts and Profile Accounting 31

Training Objectives u At the conclusion of this Lesson, PCMS LAPC’s and APC’s will be able to: 32 n Review Purchase Card Details. n Modify Profile Accounting Information.

Purchase Card Account 1. Overview 2. Querying Cardholder Records 33

Practical Exercise 34 u Query all Cardholder records. u Query Cardholder records with a Card status of “ACTIVE”. u Query Cardholder records with a Single Purchase limit of greater than $1, 000. u Query Cardholder records that expire in the year 2005.

Profile Accounting 35

Profile Accounting - Name Field Name 36 Description The Cardholder’s name as it appears on the Purchase Card. A list of Cardholders is available to LAPC’s only for this field.

Profile Accounting – Account Number Field Description Account Number This field contains two parts: - The cardholder’s program code Each part of this field can be queried. 37 - The last 10 digits of the purchase card account number

Profile Accounting – Organization Field Description Organization This field contains four parts: Each part of this field can be queried. - The cardholder’s department code - The cardholder’s agency code - The cardholder’s unit code - The cardholder’s sub unit code 38

Profile Accounting Details Field Description Agency Enter the agency code that the purchase is to be charged against. Optional field. Example: 39 Station Enter the station code that the purchase is to be charged against. Optional field. Example:

Profile Accounting Details (Cont. ) Field Description Accounting Code Enter the accounting code against which this portion of the transaction is charged. Required Field. Example: Account Description Optional Field. 40 Enter the description of the accounting code. Example:

Profile Accounting Details (Cont. ) 41 Field Description Object Class Enter a valid BOCC. Required Field Example:

Profile Accounting Details (Cont. ) Field Description Distribution Percent Enter the percentage of this account to be applied to the transaction amount. Required Field. Example: Total Percent 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. Non-entry Field. 42

Query Profile Accounting v A Cardholder can only query their own profile accounting. v APCLAPC can query profile accounting for all designated Cardholder records or specific records. 43

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. 44

Updating Accounting Fields Field Guideline Agency u 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. u 45

Updating Accounting Fields (Cont. ) Field Guideline Station 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. Optional field. 46

Updating Accounting Fields (Cont. ) Field Guideline Accounting Code u. 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 Required Field. is invalid a system edit error message will be generated, prompting the Cardholder to correct the field value. u. The 47 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.

Updating Accounting Fields (Cont. ) Field Guideline Account Description Enter the account description of the accounting code. Optional Field. 48

Updating Accounting Fields (Cont. ) Field Guideline Object Class u. Enter Required Field 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. u. The 49 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.

Updating Accounting Fields (Cont. ) Field Guideline Distribution Percent Enter a valid number from 1 to 100. This amount indicates the percentage of each transaction to be posted against the accounting code. Required Field. Total Percent Non-entry Field. 50 Updates automatically when the Distribution Percent Field is modified. This field must equal 100 percent.

Multiple Accounting Entries If Then Multiple 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. 51

Practical Exercise 52 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.

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? 53