Qfis Financial Systems Helpdesk 5055 INTRODUCTION TO CODING AND AUTHORISATION OF PURCHASE CARD TRANSACTIONS

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1 Qfis Financial Systems Helpdesk 5055 INTRODUCTION TO CODING AND AUTHORISATION OF PURCHASE CARD TRANSACTIONS

2 Note: This manual replaces the previous Purchase Card processing manual and reflects the changes of the upgrade of the software to version of Agresso Business World. There are no major changes to processing purchase card transactions, the changes are in the most part to the style and layout of the webpage. The Agresso Purchase Card module allows the processing of Purchase Card transactions onto Qfis. Transactions are downloaded each week from our Purchase Card provider, Barclaycard and are loaded onto Qfis. These transactions are then sent out to cardholders (and nominees) electronically via Qfis for coding. The validation of the transactions takes place at source before being routed for financial approval. Project, Account, Sub-Analysis and VAT treatment must be completed correctly before the transactions can be processed into Qfis. Queen s University Belfast 1

3 Log on to Qfis via the supplied web address, the Qfis log in box will appear: Queen s University Belfast 2

4 Once logged in you will be presented will the following page: The modular tabs are shown on the left of the page. Each time you log in, tasks to be completed will be shown in the top right corner of the screen with the icon - transactions or tasks are to be completed.. The number indicates how many Queen s University Belfast 3

5 Click on the icon and it will present you with tasks to be completed. As we are concerned with the coding of PCard transactions, double click on PCard Code Purchases. Queen s University Belfast 4

6 The Supplier Invoice screen will open as above. There are 3 main areas on this screen: 1 Your list of transactions to be coded. The task highlighted in blue is the one you are currently working on. 2 The main coding area where the correct project code, vat code and description will be entered. 3 Action tools, this is where you will complete your coding once finished by clicking Coding Complete. Queen s University Belfast 5

7 You can hide and show area 1 by clicking the icon highlighted above. This gives you a full screen to work on in the main coding area if desired: Queen s University Belfast 6

8 The transaction line has been entered onto the system directly from the bank, and has been temporarily coded to account 9500 and project X1001XFD, as above. This account and project combination is not capable of being posted into Qfis a correct account code and project code MUST be entered for the transaction to progress. When you enter a new account code and press TAB the system will display that there are errors this is normal and you should proceed. As you enter a correct project code, tax code, and description, errors will clear. Sub-analysis is mandatory for some accounts and projects, if this is the case a relevant subanalysis must be entered before proceeding. Queen s University Belfast 7

9 VAT Coding As all transactions arrive from the bank gross i.e. they have VAT already added where appropriate, it is important to use the correct PCard VAT code See Appendix 1. Description In this field DO NOT DELETE the supplier name add a meaningful description AFTER the supplier name to identify your transaction and TAB off the Description field. Coding Complete Once you are happy with the coding, click on the Coding Complete button, the Save button will then become active allowing you to click it. Save On clicking the Save button you will get a green message informing you that it has processed correctly the transaction will disappear from your task list and the next coding task is automatically loaded into the coding area The transaction has now been routed via Workflow to the task list of the person who has responsibility for financial approval of your Purchase Card. The next item loads automatically until all you current coding tasks have been processed and on processing the last item the message changes to: Queen s University Belfast 8

10 Splitting rows It is also possible to split the transaction over different project codes, for instance when you have made a bulk purchase using your Purchase Card and need to charge other projects for their share of the costs. Code the first line as normal, for the full amount, then click Coding Complete then click on Split Row. A new row is added to the table and you can distribute the costs for instance, here of the original transaction for is being split into a D project: On clicking Coding Complete again the Save button is active and you can complete the process. Queen s University Belfast 9

11 FINANCIAL APPROVAL The financial approver will receive a task for each transaction requiring approval: Double click on the task title, and the approval screen appears: Queen s University Belfast 10

12 Approve Once the details have been checked and are correct, click on the Approve button and you will receive a green message at the top of the screen confirming the transaction has been successfully approved: The next item for approval is automatically loaded onto the screen. Queen s University Belfast 11

13 Reject If you are not satisfied with the details entered for the transaction you can click the Reject button. You are required to enter a comment in the box provided: On clicking the Reject button the task is sent back to the coder for correction. The coder will now have a new line in their task list called Coding Errors : Once the coder picks up the rejected transaction from their task list the Workflow log box will detail the comments and reasons for rejection, allowing the originator to make the necessary corrections: As before clicking on Coding Complete then Save will send the re-coded transaction back into workflow for the attention of the financial approver. Queen s University Belfast 12

14 Appendix 1 VAT Codes and the Purchase Card The treatment of VAT on Purchase Card transactions is handled differently within the Purchase Card module. Some suppliers cannot identify VAT on transactions at the time that the Purchase Card transaction is made; therefore the bank cannot supply the University with a 100% accurate breakdown of the VAT on the file. To overcome this, the gross amount of all transactions will be imported into Qfis. If the transaction includes VAT, the onus is then on the coder to identify which of the codes listed below should apply to the transaction. The system will then calculate the net and VAT amounts in the background. Purchase Card VAT Code PS PCard Standard Rate PR PCard Standard Rate Rest of the World PE PCard Standard Rate EU Import All other VAT codes, e.g. Z for zero rated VAT remain the same. Queen s University Belfast 13

Introduction to Coding and Authorisation of Purchase Card Transactions

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