FMS - Purchase Cards

PURCHASE CARDS - BUSINESS PROCESSES

Click on the link for an overview of the business process for Purchase Cards and links to the various forms required to request a Purchase Card.

The key features of PCards on FMS are summarised below:

    1. check the items on each statement
    2. attach any receipts
    3. submit the statement to the cardholder / for approval

Note that where costs are being charged to multiple sub projects, it is helpful to approvers if receipts are attached in a way that makes it easy for the approver to see which receipts relate to which sub projects.  For example, rather than attaching a single document containing receipts for multiple sub projects, it is preferable to attach a separate document containing receipts for each sub project.

PURCHASE CARD DOCUMENTATION

Documentation

Guidance for processing Purchase Card transactions can be found in two documents:

You can find the above documents and additional training guides in the Purchase Card training page.

The entire procurement to payment process is described in detail in the following manuals:

Information on when it is appropriate to use a Purchase Card can be found at Procurement methods.

PURCHASE CARD STATEMENT DATES

Transactions will have a date reflecting when the weekly file from the bank was loaded to the system.

The following guide and spreadsheet will allow you to find the date of a pre-January 2016 transaction:

Quick Guide - Purchase Card Statement Date Report

Purchase Card Statement Dates  

PURCHASE CARD TRAINING

Training courses on FMS Purchasing are run periodically. Go to the Course Booking site to put your name on a waiting list of this course.

FREQUENTLY ASKED QUESTIONS

Can I split a transaction line between more than 2 subprojects?

Yes, the Purchase Card holder or proxy can do this within the task.

I split a transaction over more than one line but I can now only see one of the tasks in workflow.

This is because the enquiry screen has data control applied at a Cost Centre level and you may not  have the permission to see the other Cost Centre.

I re-coded a line in workflow and now I can’t see it in workflow

This is because the enquiry screen has data control on the Cost Centre, you won’t have the access permission to see the relevant Cost Centre

Can I change the default subproject on my transaction lines?

To do this contact the Help Desk details of the sub-project.

The Subproject I want to use is closed – what should I do ?

Again, contact the Help Desk with details of the transaction and Subproject.

How does commitment accounting work with Purchase Cards?

The product on a transaction line is ‘PCARD’ – what should I do?

The product on the transaction lines should never be PCARD. If it is then the system won’t allow you to progress and will keep returning the line to you each time you attempt to approve it.

If you do get such a Product code please contact the Help Desk

I have received two approval tasks for the same Transaction Number

Where the lines have been split in workflow it is possible to receive the same transaction twice. However it won’t be a duplicate, each task will refer to different lines on the transaction.

For instance, lines that include RESNO in the accounts string take a different path in workflow because they require to be handled differently.

Why are there greyed out lines on the transaction?

These are accounting lines that are used by the system. Since they are greyed out it means that users can’t do anything with them. Please ignore these.