California State University, Fresno

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Transactions Review SAM Tutorial

• California State University, Fresno
• GE Capital Procurement Card
• Updated January 2007

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Contents

• General Purchasing Card Policies
• Approval Process Timeline
• Log In Procedures
• Transactions Review Navigation
• Editing Accounting Fields
• Editing the Description Field
• Save and Approve Procedures
• Splitting Transactions
• Disputing Transactions
• Helpful Tips For Transactions Review
• Receipt Submission
• Creating Your Cardholder Transaction Report
• Preparing Your Receipts
• Where To Find Help

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General Purchasing Card Policies

• Your card is for University business purposes
  only. If personal charges occur, send a personal
  check, payable to CSUF. Include an explanation
  of the transaction, along with the accounting
  assigned in Transactions Review.
• Do not lend your Pcard to others for use. Keep
  your card in an accessible, but secure location.
• You are responsible for providing documentation
  and timely reporting for all purchases.
• Misuse of your card will result in disciplinary
  action as set forth by your business.

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General Purchasing Card Policies
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General Purchasing Card Policies
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Approval Process Timeline

• A charge is made with the Purchasing Card within
  the current cycle.
• (Your business cycle ends on the 15th, or next
  business day, of each month.)

The cardholder logs into Transactions Review to
edit and approve all transactions posted through
their cycle end date of the current month.
The purchase is loaded into the Transactions
Review system 24-72 hours from the transactions
post date. Default accounting from the
cardholders application is applied to the new
line item.
Signed Transaction Summary, Monthly Log, and
receipts are sent to Accounts Payable by the 25th
of each The cycles transactions are then sent
to the Peoplesoft general ledger.
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Approval/Receipt Process Timeline
Cardholders are responsible for timely review,
edit and approval of all online transactions by
the 25th of each month. Cardholders are also
responsible for submitting accurate and complete
paperwork to Accounts Payable by the 25th of each
month as follows Monthly Cardholder
Transaction Report, signed by cardholder and
approver. GE Capital Monthly Purchase Report,
signed by cardholder and approver. Detailed
Itemized Receipts Lost receipt memo, if
applicable. If paperwork is late or incomplete
three times in a 12 month period, it will result
in suspension of your P-card privileges for a
minimum of 90 days.
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Log in Procedures
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Transaction Review Cardholder Guide CSUF
Procurement 2007
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Log in Procedures
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Transaction Review Navigation
1. Access the Transaction Review screens, or
change your password/email address. 2. Find
help, or log out of the system. 3. Review
important messages and helpful tips from the
administration team. 4. Use these links to
access your business Pcard site (or other
sites), and to email questions. 5. If the
future, this area will indicate your compliance
to Pcard policies.
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Transaction Review Cardholder Guide CSUF
Procurement 2007
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Transactions Review Navigation
6. Display Tab Toggle between single line and
double line display. 7. Dispute Tab initiates
dispute process and provides dispute confirmation
number. 8. Reports Tab create, save and print
your Cardholder Transaction Report and Expense
Log Report. 9. Search Tab search for a
particular transaction within your account. 10.
Next and Last Tabs If more than 25
transactions, use these to navigate between
screens.
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Transaction Review Cardholder Guide CSUF
Procurement 2007
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Editing Accounting Fields
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Transaction Review Cardholder Guide CSUF
Procurement 2007
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Editing Accounting Fields
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Transaction Review Cardholder Guide CSUF
Procurement 2007
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Editing Accounting Fields
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Transaction Review Cardholder Guide CSUF
Procurement 2007
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Editing Accounting Fields
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Transaction Review Cardholder Guide CSUF
Procurement 2007
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Editing The Description Fields

• If Purchasing Card Item or Transaction Line
  Item is listed in the Description field, you
  should enter a more specific description of what
  was purchased.
• Highlight and delete the generic description
  from the Description field, then enter a specific
  description of what was purchased. If there are
  numerous items under one transaction, simply list
  the three most costly items in the description
  field.

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Transaction Review Cardholder Guide CSUF
Procurement 2007
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Save and Approve Procedures

• After you have edited the Accounting and
  Description, click on the Save button. You will
  receive a message that states Changes have
  been saved. Click OK.
• Please Note If you do not need to edit the
  Accounting or Description fields, the save box
  will remain grayed out. In this case, you may
  skip to step 2 of these procedures. (If the Save
  button is grayed out, but you have made changes,
  click anywhere outside of the field you last made
  changes to. The Save button will now be
  available.)

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Transaction Review Cardholder Guide CSUF
Procurement 2007
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Save and Approve Procedures

• Once you have saved your changes, click on the
  Approval box within the line item.

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Transaction Review Cardholder Guide CSUF
Procurement 2007
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Save and Approve Procedures
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Transaction Review Cardholder Guide CSUF
Procurement 2007
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Splitting Transactions
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Transaction Review Cardholder Guide CSUF
Procurement 2007
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Splitting Transactions
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Transaction Review Cardholder Guide CSUF
Procurement 2007
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Disputing Transactions
1. Select the Dispute Tab and a new window
will open with the transaction info. 2. The
new window prompts the dispute details to be
entered. 3. By clicking submit, the database
will provide a dispute confirmation number and
initiate the dispute process with GE CPS.
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Helpful Tips For Transaction Review

• Log into Transaction Review to approve your
  charges on a weekly basis to prevent feeling
  overwhelmed at the end of the month.
• Be sure to navigate using the Next and Last
  buttons within Transactions Review. Using the
  Back or Forward button on your browser may
  log you out of the system.
• If an item is in dispute, you are still required
  to mark it as approved in Transactions Review.
  If a credit is issued as a result of your
  dispute, the credit will appear as a new line
  item for you to approve. You must approve the
  credit to the same accounting as the original
  debit.

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Creating Your Cardholder Transaction Report
Click on Reports and select Cardholder
Transaction Report.
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Creating Your Cardholder Transaction Report
Enter the date range for the cycle you are
reconciling and sort by whatever you wish from
the dropdown menu.
Click the Create Report button.
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Creating Your Cardholder Transaction Report
Print Cardholder Transaction Report, cardholder
and approver sign each page of report, and attach
all receipts and submit to Accounts Payable.
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Preparing Your Receipts

• Ensure your receipts are legible and have a date
  and dollar amount.
• Please do not send multiple copies of the same
  receipt or unnecessary back-up information.
• Lost Receipts Try to obtain a duplicate receipt
  from the supplier. If you are unable to obtain a
  duplicate receipt, complete the Lost Receipt Memo
  found on our Procurements website. Attach the
  completed Lost Receipt Memo with your other
  receipts to your Cardholder Transaction Report
  and GE Capital Monthly Purchase Report.
• List each purchase on the Monthly Purchase
  Report, being sure to detail the business purpose
  of the purchase (how used, why needed, where
  used, etc)
• Attach your receipts to the Cardholder
  Transaction Report only after you have approved
  all item in Transactions Review in SAM.
• Send all completed paperwork to Accounts Payable
  by the 25th of each month.

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Where To Find Help

• The GE customer service number is printed on the
  back of your card. Representatives at this line
  will assist you with the following items
  Declines, Lost/Stolen Cards, Disputed or
  Fraudulent Charges.
• All other questions may directed to the CSUF
  Pcard administrator, jgillette_at_csufresno.edu.