PURCHASE CARD ENTRY ON SELF-SERVE

 

  1. Select FINANCE Tab
  2. Select BUDGET TRANSFER PURCHASING CARD POSTING
  3. Screen will show MULTIPLE LINE BUDGET TRANSFER FORM
  4. Use template – select PURCHASE (shared); Retrieve
  5. Enter Transaction Date
  6. Journal Type = SST (Purchasing Card Transactions)
  7. Enter Document Amount

**this amount is a hash total; you have to add the amounts below together because the system does not recognize the +/- signs.

  1. Everything on Line 1 stays as is; you only enter the AMOUNT of your purchase.

      ** Line 1 will credit the purchase card account

            D/C  will stay (-)

  1. On Line 2:

      Chart = D (always)

      Index = leave blank

Fund = your fund number

Organization = your organization number

Account = your account code number

Program = your program number

Amount = the cost of your purchase

D/C will be (+)

**This line will debit your expense account

  1. Enter DESCRIPTION ________________
  2. Budget Period - IGNORE
  3. Select COMPLETE
  4. Document has been forwarded to approvals.

 

When you have a RETURN on your card, enter as follows:

 

Follow steps 1 – 7 above.

  1. Enter the AMOUNT of the RETURN on Line 1 and change the D/C sign to (+).

Leave everything else in Line 1 as is.

  1. On Line 2:

Chart = D (always)

Index = leave blank

Fund = your fund number

Organization = your organization number

Account = your account code number

Program = your program number

Amount = the amount of your RETURN

D/C will be (-)

   10. Enter DESCRIPTION ________________

   11. Budget Period - IGNORE

   12. Select COMPLETE

   13. Document has been forwarded to approvals.

 

SAVE AS TEMPLATE:span style="mso-spacerun:yes">  name it; DO NOT MARK SHARED box

Then select COMPLETE  

Do this if you will be using the same account codes for the majority of your purchase card charges.