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Purchasing
& Payment When a credit card transaction is awaiting your review and
approval, you will receive an email notification. Before you
begin the verification process, be sure you have all the necessary
"proof of purchase" documents, such as sales slips, receipts,
and packing slips. From the date of notification, you will have up to 21
calendar days to perform the verification process in SAP.
If you do not verfy the charges within that time, the charges
are automatically posted to your default cost object and G/L
account. You will need to create a journal voucher to transfer
the charges under a valid G/L account. (See the documentation
for Journal Vouchers: Financial
Operations: Journal Vouchers.) For information about obtaining and using the VIP credit
card, see the Procurement
Office Guide for VIP Credit Cards.
Tip
File
proof of purchase documents by credit card holder
and process them all together for each card holder. Find
Credit Card Charge Document When you are required to verify VIP Credit Card charges against
your cost objects, you will receive an email notification.
The notification will give you the unique six-digit ID number
of the cardholder and the first ten characters of the cardholder's
last name. Also, when you log onto SAP, if you have credit card charges
awaiting verification, a dialog box message informs you of
the items in your inbox. 1. Go to your Workflow Inbox: Navigation
Path: - User Menu Workplace
Button: 2. Click the Workflow button In the Workflow section of the screen, find the credit card
charge document with the six-digit ID number from the email
message.
Note You
can sort the items in your workflow inbox by column
heading. For example, cick once on the "Title"
column heading and the Workflow items will sort
according to title (thereby grouping all VIPCard
line items together). For more information about
the Workflow Inbox, see Getting
Started: Workflow Inbox. To access and review a document, double-click on the Execute
symbol Review and verify charges against the proof of purchase
documentation supplied to you by the holder of the card: Cost Object Change
Cost Object or G/L Account Assignment In order
to maintain the audit trail for government auditors, you may
make changes only to the G/L account or the Cost Object. On the "Post Parked Document: Overview" screen,
click the Fast entry button on the Function bar. The
"Post Parked Documents: G/L Account Items" screen appears. Make the necessary changes to the G/L Account and/or
Cost Object.
Important Do
not make changes to the first line
item.
Tip You
can redistribute the charge to multiple
cost objects by adding more line items.
All other information for the additional
line items must be exactly the same as original
line item. Either type the information directly
into the lines or Copy and Paste the text
in each item. Click the Enter button Park
or Post the Credit Card Charge Document Park the Credit Card Charge Document If you are not ready to complete the posting (for instance,
you do not have complete proof of purchase documentation)
you can park the document and finish it later.
Note You
may get a warning message that reads:
W: Post Parked doc; Original post.
date MM/DD/YYYY Click
the Enter button Post the Credit Card Charge Document When you are sure that all the information and charges are
correct, you are ready to post the document.
Note You
may get a warning message that reads:
W: Post Parked doc; Original post.
date MM/DD/YYYY Click
the Enter button Copyright
2001 © Massachusetts Institute of Technology |
to access your Workflow. 
for that line item in the Workflow Inbox.
.
to 
,
indicating that the item is in process. 
.
You are returned to the "Workflow Inbox (Workflow)" screen.
to refresh your inbox.