Purchasing Card Training

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Purchasing Card Training
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Agenda

• Go through the Purchasing and Payments System as
  it exists in Oracle.
• Purchasing Card System
• Demo of the website Details Online, walk
  through of transactions, how they appear and how
  to approve and run your reports.

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The Purchasing Process
Approver
Requestor
Purchase Req.
Approver
Approver
Paper Req
Purchasing
Electronic Req
Acme Ltd.
Agent
Accept Goods
Ship Goods
Requestor
Invoice sent to Purchasing to be scanned into the
Markview system
Image sent to Dept. for approval/confirmation of
goods received
Sent to Acme Ltd.
Cheque
Payment
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PO Invoice Workflow
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PO Invoice Workflow
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The Purchasing Process
Pricing Competition
Response
Award
Contract terms
ACME Ltd.
Contract Terms
Approval / Terms
Purchase Order
Ship Goods
Accept Goods
Invoice
Cheque
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Approved Methods of Purchase

• .01-100 Petty Cash, Purchasing Card
• 101-5000 Purchasing Card, Purchase Requisition
• 5001-25K Purchase Requisition
• 25001- Purchase Requisition competitive
  bidding
• 100K process
• 100001- Purchase Requisition public
  competitive
• 1Mill bidding process
• gt1Mill Purchase Requisition written bids
  through public competitive bidding process

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Purchasing Process High Value
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Purchasing Process Low Value
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What is a Purchasing Card?
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Frequently Asked Questions?

• Q What is a purchasing card and why would I want
  a card?
• A purchasing card is basically a credit card
• that can be used to acquire and pay for small
• dollar purchases of goods or services without
• having to issue a purchase order.

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Frequently Asked Questions?

• Q Who is eligible to obtain a purchasing card?
• Any one responsible for completing routine
  purchase
• requisitions, petty cash transactions, or
• miscellaneous payment requests for small dollar
• purchases is eligible to obtain a purchasing
  card.
• Your department head must approve all requests
  for
• cards, Each department is responsible for
• determining who will manage and administer its
• card(s).

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Frequently Asked Questions?

• Q Is there a limit to the number of cards
• that a department can have?
• No, cards are issued to individuals, a department
• can have as many cards as are necessary.

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Frequently Asked Questions?

• Q How do I get a purchasing card?
• The Purchasing card application is now part of
  the
• financial systems Access Request Form it is
  available
• from the Purchasing Card Administrator and on the
• PCard website.
• Return the completed application, including the
  written
• approval of the Department Head, to the
  Purchasing
• Card Administrator for processing. At the time of
  card
• issue, cardholders are required to sign an
  "Cardholder
• Agreement" form.

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A MasterCard with Control Features

• Transaction Limit (up to 5000 CDN)
• Monthly Limit (up to 25000 CDN)
• No Country Code Blocking
• Cash Advance Blocking
• Merchant Category Blocking

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• Benefits to the Cardholder
• Streamlines and enables the purchase of specific
  low value goods and services while supporting the
  Universitys electronic purchasing system
• Reduces the amount of paperwork normally
  associated with the purchase of low value
  purchases

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• Benefits to Purchasing Payment
• Reduces the volume of low dollar value invoices
  to be paid
• Reduces the volume of low dollar value purchase
  orders
• Benefits to Ryerson University
• Reduces the total cost of purchasing low value
  items
• Consolidated reporting for low value purchases
• Increased visibility and accountability for low
  value purchases

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Accountability

• The purchasing card is a corporate charge card.
  Using the purchasing card will not affect the
  Cardholders personal credit rating.

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Purchasing Card
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The Purchasing Process
Purchasing Card Purchase
ACME Ltd.
Purchasing Card
Widgets
Reminder Keep All Original Receipts Note If
you loose the original receipt please fill in a
Supplement Receipt (your approver must sign the
form to confirm that the transaction is
legitimate) located on the purchasing card
website www.ryerson.ca/purchase/Pcard.htm
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Demo

• We will now look at Details Online.
• https//www.bmodetailsonline.com
• The cardholder/approver must log into the
  above website to approve their purchases

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Purchasing Card Process

• Cardholders make their purchases
• View transactions on Details Online (BMO Site)
• Transaction is reviewed by the cardholder
• Transaction is approved by the approver
• Transactions are charged to the appropriate cost
  centre the day after they are approved by an
  approver

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Cardholder P-Card Process
This text box must always remain blank unless you
are changing the cost centre/account. Do not
fill in the actual customer code from the
merchant.

• The Customer Code text box must always remain
  blank. If you any characters or numbers in the
  box please delete. This text box is only for any
  cost centre changes.

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Purchasing Card Process (contd)

• Transactions not approved by an approver at the
  end of the billing cycle are charged to the
  cardholders default cost centre.
• Purchasing Payment receives one bill for all
  transactions made during the billing cycle. This
  bill is paid within 7 days from a clearing
  account.

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Reports / Statements

• Cardholders
• Custom Cardholder Statement Report
• Monthly Statement
• Approver
• Custom Cardholder Statement Report
• Monthly Statement
• Unapproved by Cardholder Report

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Suggested Purchases

• Magazines
• Conference Registrations
• Software
• Lab Supplies
• Postage
• Professional Membership Dues

• Books
• Office Supplies
• Printing Duplicating Services
• Minor Maintenance and Repair Work
• Taxi

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Prohibited Purchases Complete list of Blocked
Merchants available on the P-Card website
www.ryerson.ca/purchase/Pcard.htm

• Personal purchases
• Travel expenses
• Business entertainment
• Car washes

• Gasoline
• Alcoholic beverages
• Car Rentals
• Gift certificates

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Cardholders Responsibilities

• Approving and reconciling your transactions on or
  before the 20th of every month.
• Submitting all original receipts along with a
  Custom Cardholder Statement Report to the Card
  Administrator by the 10th of the next month.
• Immediately reporting your card lost or stolen.
• If you are changing departments or departing from
  the University please return the card as this one
  must be de-activated and a new card must be
  issued. Inform the Purchasing card Administrator
  of changes in position or Purchasing Card
  responsibilities.

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Approvers Responsibilities

• Approving all cardholders transactions on or
  before the 22nd of every month
• Ensuring all transactions made were legitimate
  and charged to right account.
• Ensuring cardholders uphold their
  responsibilities or if necessary complete the
  responsibility on behalf of the cardholder

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Policy Procedure Highlights

• Dividing a purchase into several transactions to
  avoid the 5000 transaction limit is PROHIBITED.
• Cards cannot be transferred to, assigned to or
  used by anyone else other than the designated
  cardholder.

Reminder The cardholder and Approvers are
responsible for all purchases made on the
purchasing card.
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Policy Procedure Highlights

• Purchases made outside of Ontario may not include
  taxes and duties. As a result, additional amounts
  will be charged to the account the original
  transaction was charged to.
• Please inform the P-card Administrators of any
  transactions that should be exempted. Vendors
  should not exempt Purchasing Card purchases from
  taxes. E.g. research

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Policy Procedure Highlights

• Q Can the purchasing card be used for telephone
• purchases?
• Yes, but cardholders should exercise caution when
  giving out
• a purchasing card number over the telephone.
  When placing
• orders by telephone, cardholders should only
  conduct
• business with a reputable supplier familiar to
  either the
• requisitioning department or the Purchasing and
  Payment
• unit. Following these simple tips helps to reduce
  the risk of
• fraud and other potential problems.
• Note You may contact any of the Purchasing
  Agents to confirm that the
• merchant is reputable. The four Agents are Aris
  Medeiros, Peter
• Herman, Olga Payne and Susie Temou.

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Policy Procedure Highlights

• Q For telephone purchases, is there anything
  that I must
• remember?
• The cardholder is responsible for instructing the
  supplier to
• provide a detailed receipt listing all good
  and/or services,
• pricing taxes and shipping or delivery charges.
  The
• supplier should be instructed Not to send an
  invoice to
• Purchasing and Payments.
• Note If the receipts is missing one of the
  following items,
• please fill in the Missing Receipts Form and
  attach the slip
• to the form. Please ensure that your Approver
  has signed the
• Form.

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Policy Procedure Highlights

• Q Can the purchasing card be used to purchase
• good and services over the Internet?
• Using the purchasing card over the Internet is
  allowed.
• However we suggest caution and dealing with
  organization
• you know because it is difficult to determine
  whether the
• organization receiving your card information is
  reputable and
• transmissions are secure.
• Note You may contact any of the Purchasing
  Agents to
• confirm that the merchant is reputable. The four
  Agents are
• Aris Medeiros, Peter Herman, Olga Payne and Susie
  Temou.

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Policy Procedure Highlights

• Please read through the Policy and Procedures
  available both in your Training Folder and on the
  purchasing card website at www.ryerson.ca/purchas
  e/Pcard.htm
• If you have any questions or do not understand
  any of the procedures please contact the Systems
  Administrator at ext. 4107 or via e-mail
  n2hacher_at_gwemail.ryerson.ca
• It is important the both the cardholder and
  approver understand their responsibilities. If
  the cardholder or approver does not follow the
  policies and procedures of the PCard system, then
  the Systems Administrator will Suspended the card
  and both the cardholder and approver will need to
  go through a retraining to get the card
  reinstated.

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Purchasing Payment Site
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Purchasing Card Site
The new purchasing card forms are located on the
purchasing card website at http//www.ryerson.ca/
purchase/Forms2.htmPCARD
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Forms
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Contact Information

• Purchasing Card Website
• www.ryerson.ca/purchase/Pcard.htm
• Questions/Inquires Contact
• Nirva Hacherian
• E-mail n2hacher_at_ryerson.ca
• Ext 4107
• Or
• Wade Pitman
• E-mail wpitman_at_ryerson.ca
• Ext 6259