1

Click on Approving Official from the Main Menu. A drop-down box appears. Click on View Transactions. The Define Query Criteria (BC-604) window appears.

2

Select one or more of the following fields to query on:

•      TRANSACTION #
•      CARDHOLDER (NAME)
•      DATE PURCHASED
•      DATE RECEIVED
•      VENDOR
•      AMOUNT
•      SIC CODE
•      AGREE?
•      ATTACHMENTS

Note: If a specific query criterion is not entered and the "OK" button is clicked, the system will display all of the Cardholder's transactions.

3

Query the TRANSACTION # range field by clicking on the first FROM box and typing the Statement Number, then clicking on the second FROM box and typing in the Item Number. Next click on the first TO box and type the Statement Number, then click on the second TO box and type in the Item Number (e.g., FROM 997-1 TO 997-5)

Note: The Transaction Number includes the Statement Number plus the Item Number. The lower Transaction Number must be entered first.

4

Query the CARDHOLDER field by entering the cardholder's name, e.g., %SMITH when searching for BLACKSMITH.

Note: You can search by using wildcard e.g, %SMITH when searching for BLACKSMITH. Wildcards, "%" and "_", can be used. The "%" wildcard placed before the entered value, e.g., %taples, indicates that the search should include any values before the entered value plus the entered value, e.g., searching on %taples can result in both Staples and Potaples being displayed. The "%" wildcard can also be used after the entered value. An underscore, "_", matches exactly one character; e.g., searching on t_p can result in top and tap being displayed.

Note: The CARDHOLDER FROM field is used only by approving officials, Procurement, and others with authority to view transactions created by multiple cardholders. In such cases, the alphabetically lower name should be entered in the CARDHOLDER FROM field and the higher name in the CARDHOLDER TO field.

5

Query the DATE PURCHASED range field by clicking on the FROM box and typing in the earliest date in the query range. Next click on the TO box and type the latest date in the query range; e.g., FROM: 03-JAN-1998 TO: 03-FEB-1998.

6

Query the DATE RECEIVED range field by clicking on the FROM box and typing in the earliest date in the query range. Next click on the TO box and type the latest date in the query range; e.g., FROM: 03-FEB-1998TO: 03-MAR-1998.

7

Query the VENDOR field by entering the vendor's name.

Note: Wildcards can be used in this field, see step 4.

8

Query the AMOUNT field by clicking on the FROM box and typing in the lowest amount in the query range. Next click on the TO box and type the highest amount in the query range; e.g., FROM: $35.00 TO: $200.00.

9

Query the SIC field by clicking on the FROM box and typing in the lowest SIC number in the query range. Next click on the TO box and type the highest SIC number in the query range.

10

Query the AGREE? field and select one or more transaction types e.g., Not Reconciled, Reconciled, Disputed, and Swept.

11

Query the ATTACHMENTS field and select one or both transactions types; e.g., Notes and Property.

12

Click on the "OK"button to view the transactions that satisfy the criteria. The View Cardholder Transactions (BC-604) window appears with the selected transactions. (This window is read-only.)

13

Click on the transaction to be viewed and then click on the appropriate button to view different aspects of the transaction.

•   Click on the "Run Report" button to generate a report. See Procedure 3.2,   Executing a Query for Printing or Running a Report, step 5.



•   Click on the "Notes" button to add or view a note. The Notes (BC-623) window   appears. See Procedure 4.1.5, Notes.



•   Click on the "View Dispute" button to view the reasons for the dispute. The   Questioned Items (BC-605) window appears. This button will work only for   disputed transactions.



•   Click on the "ACCS" button to view ACCS code information. The ACCS   (BC- 606) window appears.



•   Click on the "Property" button to view accountable property information. The   Accountable Property (BC-626) window appears.




Note: Go to step 2 after exiting the various functions.

14

Click on the EXIT icon to return to the Main Menu.