|
VIP Card Inbox Screen
The VIP Procurement Card Inbox displays VIP credit card transactions
sent to you for verification and posting. You can use this screen to:
- Review the transactions
- Change the G/L account and cost object of the transactions
- Click on the document number to see more details or to split the charges
- Post the transactions
See the help topic: VIP
Procurement Card Details screen for information on splitting the
charge between more than one G/L account or cost object.
|
NAVIGATING and SORTING TRANSACTION ITEMS
|
|
Navigation Tabs:
|
Use the tabs on the right to scroll through the items on the screen:
-
First - Brings you to the first item
-
Previous - Brings you to the previous 10 items
-
Next - Brings you to the next 10 items
-
Last - Bring you to the last 10 items
NOTE: The tabs with the white letters are the ones that are enabled.
For example, if the screen displays the first item, then only the Next
and Last tabs are available. A line count of the items is displayed
to the left of the tabs.
|
|
Sort by
dropdown bar:
|
Click on the bar and select a field to sort on. The screen refreshes
and then displays the items sorted by the selected field. When you sort
by amount, the debit amounts will be in descending order.
|
REVIEW TRANSACTIONS
The fields on this screen are for display only except for the G/L Account
and the Cost Object. Click on the Document Number for more details
on the charge, or if you want to split the charges between more than one G/L
account or cost object.
|
FIELDS ON THE SCREEN
|
|
Selection Box:
|
Click in the box on the left to select the transaction you want to post.
You can also use the Select All and Deselect All buttons
to select/deselect all transactions.
|
|
Document Number:
|
Document number assigned to the credit card transaction. Click the document
number to see more details on the charge, or to split the charges between
more than one G/L account or cost object.
|
|
Document Date:
|
Date the transaction occurred.
|
|
Cardholder Name:
|
Name of the person whose VIP credit card was used for the transaction.
|
|
Vendor:
|
Identifies the vendor who was paid by VIP credit card.
|
|
G/L Account:
|
G/L account assigned to the line item. You can change this field if you
need to. If you don't know the G/L account number, you can look
up the G/L account.
|
|
Cost Object:
|
Cost object (cost center, internal order, or WBS element) the cost is
charged to. You can change this field if you need to.
|
|
Debit Amount:
|
Amount charged to the credit card.
|
|
Credit Amount:
|
Amount credited to the credit card.
|
CHANGE G/L ACCOUNT and COST OBJECT (optional)
- Enter the correct G/L account in the G/L Account column. You can
look up a G/L account if you
don't know the G/L account number.
NOTE: If you need to split the charge between two or more G/L accounts,
click the Document Number.
- Enter the correct cost object.
NOTE: If you need to split the charge between two or more cost objects,
click the Document Number.
POST TRANSACTIONS
After you have reviewed and/or changed the transactions, you can post them.
- Click in the box on the left to select the transaction(s) you want to post.
NOTE: You can also use the Select All and Deselect All
buttons to select/deselect all transactions displayed on the screen.
- Click the Post button.
- Click the Refresh button to see your updated Inbox.
If errors occurred:
If any errors occurred, the selection box is replaced with the Error
icon 
for each transaction with errors. Click the Error icon to see the error
message for that line. The message appears at the top of the screen to the right
of the buttons. Correct the errors and re-post the transaction.
If the transaction posted successfully:
If no errors occurred, then the transaction posted successfully. The selection
box for each transaction that posted successfully is replaced with the Successfully
Posted icon  .
Posted transactions will not appear in the list the next time you access the
VIP Procurement Card Inbox screen.
VIP Procurement Card Details
Screen
In the VIP Procurement Card Details screen you can review information
about each line item of the credit card transaction. If the transaction has
not been posted to the system, you can:
- Split the charge between more than one G/L account or cost
object.
- Enter detailed description text about the the transaction.
- Post the transaction.
NOTE: After a transaction has been posted, it can no longer be edited.
At this point, all fields are for display only.
REVIEW TRANSACTIONS
You can change the G/L account, cost object, debit amount,
or transaction notes. All other fields are for display only.
|
FIELDS ON THE SCREEN
|
|
Company Code:
|
Company code the transaction was assigned to.
|
|
Document Date:
|
Date the transaction occurred.
|
|
Document Type:
|
Identifies the type of document created.
SC = credit card transaction
|
|
Posting Date:
|
Date transaction was posted.
|
|
Document Number:
|
Document number assigned to the credit card transaction.
|
|
Reference:
|
Text referring to the credit cardholder who made the transaction.
|
|
Posting Period:
|
Fiscal period in which the charge was created.
|
|
Header Text:
|
Reference text.
|
|
Fiscal Year:
|
Fiscal year that the credit card transaction was created.
|
|
#
|
Indicates the line item of the transaction.
|
|
G/L Account:
|
G/L account the cost is assigned to. You can look
up a G/L account if you don't know the account number. This field
can be changed if needed.
|
|
Cost Object:
|
Cost object (cost center, internal order, or WBS element) the cost is
charged to. This field can be changed if needed.
|
|
Line item text:
|
Description about the charge.
|
|
Debit Amount:
|
Amount charged to the credit card. This field can be changed.
|
|
Credit Amount:
|
Amount credited to the credit card.
|
|
VIP Card Transaction Notes:
|
Field for entering a description of the transaction. This field can be
edited.
|
CHANGE AND POST TRANSACTIONS
-
Enter the correct G/L account in the G/L account column.
If you want to enter additional G/L accounts, type them in the lines
beneath the first G/L account. You can look
up a G/L account if you don't know the account number.
-
Enter the correct cost object in the Cost Object column.
If you want to split the charge, enter additional cost objects in
the lines beneath the first cost object.
-
Change the debit amount for each line item if you are splitting
charges. Make sure the total debits for the entire transaction match
the credit amount.
-
Type in an explanation for the charge in the VIP Card Transaction
Notes box on the bottom left of the screen.
NOTE: Scroll to the top before entering the text.
-
Click the Check button to verify your changes.
-
If the check was successful, click the Post button to post
the transaction.
-
Click the VIP Card Inbox button to return to the Inbox. The
transaction will disappear from your Inbox.
|
If errors are found:
An error message will appear on the top left over the VIP Card Inbox button.
Correct the error and post the transaction.
If the transaction posted successfully:
The message, "Document ########## successfully posted" appears on
the top left over the VIP Card Inbox button.
|