1

Click on Cardholder from the Main Menu. A drop-down box appears. Click on Track Cardholder Transactions. The Define Query Criteria (BC-604) window appears.  If no criteria are entered and the "OK" button is clicked, the system will display all of the Cardholder's transactions.

2

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

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

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 FROMfield 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 staff, and others who have the 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 alphabetically 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-1998   TO: 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 transaction type(s); e.g., Notes and Property.

12

Click on the "OK" button to view the transactions which satisfy the query criteria. The Track Cardholder Transaction (BC-628) window appears with the selected transactions.  This window is read-only.

The following is an example of the Track Cardholder Transactions (BC-628) window:

13

Double-click on the transaction to be tracked.  One of the following appears:

•   The CPCS Tracking window appears with a record of the approval status for the   transaction.  Click on the " Go to Actions" button for the window to be populated   with a summary of all activity related to the transaction.
•   A pop-up: "There are no Action Tracking records for Id X Item #."  Click on the   "OK" button.  A pop-up: "There are no Approval Tracking records for Id X Item   #1."  Click on the "OK" button.

The following is an example of the CPCS Tracking window, which is read-only:

Note: By clicking on the "Go To Approvals" and " Go To Actions" buttons, you can move back and forth between the approval status for the transaction and all other related activity.

14

Click on the EXIT icon.  The Track Cardholder (BC-628) window appears.

15

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

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

16

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