1.0    Overview

As Purchase Card usage and purchase limits increase, the National Institute of Standards and Technology (NIST) is faced with a challenge to improve methods of processing purchase card transactions. To meet this challenge, the Commerce Purchase Card System (CPCS) has been developed as part of the Commerce Administrative Management System (CAMS) effort. This system effectively reconciles and controls purchase card purchases and improves the recording of financial, procurement, and property information.

The benefits from CPCS include more accurate and prompt recording of Bankcard financial transactions. CPCS replaces labor-intensive manual processes with automated processes help support improved business practices. The system is integrated with the CFS to accommodate real-time funds control and reporting. In addition, the ability to receive and incorporate electronic Bankcard statements eliminates paper-based processing and reporting.

The CPCS allows Procurement, Property, Finance, and auditors to review Bankcard purchases to ensure that items purchased are authorized, prices are competitive, and orders are not split to bypass single purchase limits. Additional benefits include the ability to statistically sample any, and all, Bankcard transactions/purchases and select a representative sample of Bankcard sales drafts and other receipt documents for post payment examination.

1.1    Functionality

The CPCS component of CAMS allows you to record, monitor, track, and control all activities related to bankcard transactions. The CPCS provides a multi-user environment, by using the Internet, which allows multiple users to access data at the same time. This is a Graphical User Interface (GUI) application which provides point-and-click functionality and drop-down menu bars. A series of transaction and query screens enables you to maintain an order log and reconcile transactions.

The Purchase Card manual for Cardholders encompasses the following functionality:

•     Logging an Order
•     Reconciling transactions
•     Reconciling and monitoring disputed transactions
•     Reconciling credits with and without a disputed transaction
•     Reconciling swept transactions
•     Reconciling transactions disputed in error
•     Verifying/Modifying/Splitting the ACCS
•     Updating ACCS List
•     Entering accountable property information
•     Tracking cardholder transactions
•     Viewing transactions and disputes
•     Retrieving Messages
•     Creating & Printing Bank Transaction Reports

The CPCS is integrated with the CAMS Core Financial System (CFS) for the payment of Purchase Card invoices. The CPCS has the capability to distribute a transaction to multiple accounting classification codes and accommodate adjustments to the Accounting Classification Code Structure (ACCS), after transactions have been disbursed.

CPCS provides user-defined automated approval routing, alternate approval routing for Bankcard transactions, special approvals for such things as personal property and training, and electronic notification of approvals that are waiting. Functionality also includes the capability for cardholders to electronically match and certify purchases and an automated process for resolution of improperly billed items.

1.2    System Access

There are two ways to access the CPCS application. One is via the Web and the other is Client-Server. Most users will access CPCS using the web. Procedures for both Web and Client-Server login are listed below; follow the procedures that apply to you. If you are unsure as to which method applies, contact the functional expert at your servicing ASC Finance Office or if you are in the Washington, D.C. Metro Area, contact the CAMS Interaction Center (CIC) at 301-975-6100 or at CAMSHelp@nist.gov.

1.2.1    CAMS Web Login (Preferred Access Approach)

1.2.2    CAMS Client-Server Login (Alternate Access)

1.3    System Navigation

Before getting started, it is important to understand the conventions used in Commerce Purchase Card System (CPCS) with regard to the menu structure, window elements, and screen layouts. This knowledge will help the user move freely and smoothly throughout the system.

The system is built on a Graphical User Interface (GUI) that provides full point-and-click capability to provide ease of use. Instead of tabbing passed every field, GUI functionality allows the user to select certain fields.

1.3.1    Menu Structure

CPCS incorporates a number of drop down menu bars to facilitate movement and the selection of documents:

•     To display a drop down menu, click on the desired selection on the menu bar.
•     When a document window is accessed, a new window is displayed. The name of the window appears at the top.
•     Each window has a menu bar located at the top. The menu bar is a horizontal strip of icons and each icon has a graphic image and "hint" balloon     (narrative description) that summarizes its functionality if that icon is available for use at that particular junction.

Menus vary depending upon the type of user. Different menus are available for Cardholders, Approving Officials, Finance, and Procurement. The following example illustrates the Procurement drop down menus applicable to the maintenance process:

1.3.2    Screen Conventions

The following illustration depicts the CPCS screen layout:

1.3.2.1   Common window elements

WINDOW - A "fill-in-the blanks" arrangement that facilitates data insert, update, delete and/or query of the database.

PAGE - The portion of a window that is seen on the monitor at any one time. A window can consist of one or more pages.

TITLE BAR - The bar along the immediate top of the window. Three buttons displayed in the top right hand corner, allow the user to maximize, minimize, or close the active window.

MENU BAR - The bar along the top of the window, above the icon bar. The menu bar provides various drop down menus to use while moving throughout the program.

ICON BAR - The bar under the menu bar, which displays the icons currently available to the user. For more information regarding the icons, refer to the icon listing (Table 1) shown on page xi and xii.

TABLE - A logical grouping of related records, e.g., transactions or orders. A table is arranged like a spreadsheet with each row corresponding to an individual record and each column corresponding to a particular field. (See Field and Record). Tables cannot be seen by users. They serve as a means to store information in the database.

RECORD - A single line item within a transaction.

CURSOR MOVEMENT - Cursor movement through a window is always left to right or top to bottom.

FIELD - A column in a database table. A field is displayed as a highlighted area on the window that can contain an existing value from the database and/or accept a new value. Below are the general descriptions of the varying fields.

•    White fields indicate mandatory fields. A user will not be able to send, approve, or activate data unless these fields are filled.
•    Light Grey (i.e. the same color as the window background) indicate fields that are not accessible by the user; most of these fields are self-   populating.
•    Dark Grey fields indicate optional fields. Data may be entered, but it is not required.

WINDOW NAME/OPTION CODE - The name of the window will appear with the option code as follows: Purchase Card Order Log (BC-615). The option code in the upper left hand corner of the window is alphanumeric.

CHECK-BOX - A box that allows the user to select a specific option by "checking it", or view that an option has been chosen. This is normally indicated by either an "x" or a "T".

PUSHBUTTONS - The buttons available within a window, usually located at the bottom of the screen. In order to access a button, a user must click on it. If a button is shaded, it is not active for the current window. Some example buttons are: OK, Run Report, Note, ACCS, Cancel, Prev, and Forward.

SYSTEM MESSAGE - System messages appear in the lower left hand corner of the window in the message bar. It will display what action the computer is taking (e.g., working, printing, querying), as well as what may be available in a certain window or field. Some of the messages include: "Working…"; "Field is protected against updates"; "Enter the …"; "(A List is Available)"; and "Unable to perform query". The system message will always include a count of how many records were received. In a query, this will be displayed directly below the current system message as shown in diagram 1. For more information regarding this, refer to the description of COUNT below.

COUNT - Count always appears in the lower left hand corner of the window and indicates the number of complete records displayed on the window.

DATE FIELDS - All date fields use the default format of DD-MON-YYYY, (e.g., '12-JUN-1999').

SCROLL BAR - The bar which allows movement between records. Clicking on the down or up arrows allows the user to scroll through records.

POP-UPS - Pop-up windows are used to include additional information within a record. A pop-up window can be an entire window or a small window depending upon the information recorded/displayed.

LIST OF VALUES - A pop-up table that contains a List of Values for the selected field. It is often denoted as LOV.

1.3.3   Navigation Capabilities

The GUI make-up of this system, minimizes the number of keys and keystrokes. It allows for increased use of the mouse as well as the ability to use on-window buttons, icons, and menu options. The following keys are used to navigate throughout CPCS:

            Tab           This keyboard key will allow movement from field to field.

            Enter         This keyboard key will allow movement from field to field and accept a value or term entered into a field.

1.3.3.1   Mouse Functions

The mouse allows a user to highlight, select, scroll, and access lists and pop-up windows. It also allows movement around the menu bar, selecting different windows, options and exit. There are two types of clicks associated with the mouse. Both types are listed below.

Click - A single click of the left mouse button allows a user to select a menu option within the drop down menu. A single click will also allow access to buttons in the window as well as accept system responses such as "OK" and "Cancel".

Double-click - A double-click of the left mouse button allows a user to access a list in a field.

1.4   Operator Functions

Operator functions are the specific actions that can be performed within CPCS. The operator functions are available as icons located on a toolbar directly below the menu bar. The toolbar on the window document is a horizontal strip of icons located at the top of the window.

Each icon is a small graphic image that represents an application (functionality), command, or tool. A "hint balloon" is associated with each icon. The hint balloon displays the name/functionality of the icon. The icon's hint balloon is displayed by positioning the cursor on an icon and pausing (hint balloons will not appear over the web).

The following is an example of a hint balloon for the Save icon:

1.4.1   Icons

The following table illustrates the various Icons and their functions.

1.4.2   Query Process

The CPCS provides capabilities for general and specific queries and several different ways to execute on-line queries. Queries are case sensitive; most queries should be in upper case. A few exceptions do exist in the system where lower case is available.

The following icons are applicable to the query process.

1.4.2.1   General Queries

Executing a general query will retrieve all records from the database. There are two methods that may apply for general queries

•   Press the Execute Query icon within any administrative screen. The system will respond: "Working…." and then the query results will then   appear.
•   Click on the OK button from a Query Criteria window

The following is a common example of the Define Query Criteria window:

1.4.2.2   Specific Queries

Executing a specific query will retrieve all records from the database that meet the query criteria. The following methods apply for specific queries:

•   Press the Enter Query icon within any transaction screen and the system will respond: "Enter a query" Click on any valid field(s) to enter the specific   query criteria and then press the Execute Query icon. The system will respond: "Working…." and then return the records which meet the specified criteria.
•   Click on selected fields within a Define Query Criteria (BC-#) window to enter the specific query criteria and then click on the OK button to execute the query.

1.4.2.3   Wildcards

Wildcard characters can be used within the specific query criteria. The wildcard characters are % (percent) and _ (underscore). The placement of the % symbol as a wildcard within the criteria determines the records that will be matched:

•    ABC%         Retrieves records beginning with ABC
•    %ABC         Retrieves records ending with ABC
•    %ABC%      Retrieves records containing ABC

An underscore ( _ ) matches exactly one character:

•    T_P    Retrieves records containing TOP and TAP

1.4.2.4   Cancel Queries

Queries may be cancelled by pressing the Cancel Query icon.