Quick Steps: Verify PCard Transactions

Who does this?  Staff responsible for verifying, editing, approving, or withdrawing charges made against department or individual Stanford issued Procurement Cards

When?  Upon receipt of a system generated email notification informing the Verifier that there are transactions requiring verification. Stanford receives a daily transmission from Bank One for all PCard transactions posted the previous day. The designated Verifier for a given card is responsible for reviewing the transactions for that card and matching them with receipts.

How?  Using the PCard module of the Oracle Financials application (Learn about getting access to PCard Verification Module in Oracle Financials)

 

Verify PCard Transactions (11 steps)

step 1

Launch the PCard module of Stanford's Oracle Financials application:

  1. Click https://ofweb.stanford.edu/.
  2. Enter your SUNet ID and password as prompted.
  3. Click the link on the Web Authentication page.
  4. Click SU PCard link in the Navigator section.
step 2

Select a PCard transaction to verify:

  1. Click the Transaction ID for the transaction.
step 3

Complete the PCard verification header information:

  1. Enter the Business Purpose for the transaction.
  2. Select the correct answer to Receipt on File (Yes or No).
  3. Select the correct answer to Sales Tax Paid (Yes, No, or Partial).
  4. Select the correct answer to Disputed (Yes or No).
step 4

Complete the PCard charge account information:

  1. Confirm the correct Charge Account is displayed or enter the correct PTAE.
  2. If multiple PTAs are to be charged for the transaction, go to step 5.
  3. If only one PTA is to be charged, go to step 6.
step 5

Charge the transaction to multiple accounts:

  1. Click Add Line button to enter another PTA.
  2. Enter the new PTAE.
  3. Enter either a Percent or an Allocation Amount for the new PTA.
  4. Change the Percent or Allocation Amount for the original PTA to charge the total amount (Percent must equal 100%).
  5. Enter the Allocation (Split) Reason for the distribution.
  6. Repeat to add additional PTAs.
  7. Continue with step 6.
step 6

Complete the list of approvers:

  1. Click Add Line button to add an approver to the Approval Routings.
  2. If you know the Person who should approve the transaction, go to step 7.
  3. If you want to search for the Person by name, go to step 8.
  4. If you want a list of approvers, go to step 9.
Note:  If you have sufficient approval authority over the PTA(s) charged, it is not necessary to add other approvers. The system will tell you if you have not listed the correct approvers.
step 7

Enter the approver:

  1. Enter the Person who should approve the transaction.
  2. Go to step 10.
Note:  Names in Oracle are in the format Lastname, Firstname and sometimes Middle initial. You must know the name exactly as it appears in the Oracle database.
step 8

Find an approver by name:

  1. Click the Flashlight icon to search for an approver by name.
  2. Enter the last name of the approver, with only first letter capitalized.
  3. Click Go button.
  4. Click the radio button next to the correct name.
  5. Click Select button.
  6. Go to step 10.
step 9

Find all approvers for a project and task:

  1. Click Search for Approver by Project and Task icon to search for an approver by account number.
  2. Enter the Project and Task for whom you want to find an approver.
  3. Click Go button.
  4. Click the radio button next to the correct name.
  5. Click Select button.
  6. Continue with step 10.
step 10

Submit the transaction for approval:

  1. Click Verify button to send the transaction to the first approver.
  2. Click Return to PCard Worklist button.
step 11

Exit PCard:

  1. Click Return to Portal link.
  2. Click Logout link.

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What happens next?

  • The transaction is routed for review and approval per the approval routing specified in Steps 6-9 above. Within 10 business days of notification, the approver is responsible for reviewing and approving the transaction for:
    • accuracy of information;
    • correct account usage; and
    • adherence to Stanford policy.
  • After approval, the department's charge account (the PTAE verified in Step 4 above) is debited.
  • Stanford's Accounts Payable department pays the monthly consolidated bank invoice.

Questions?

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