NIST CAMS Commerce Purchase Card System (CPCS) Cardholder Procedures
for OS, OIG, EDA, ESA, BEA, and MBDA
3.0 Logging Orders
Introduction:
This procedure describes how to log an order and execute a query to find an order. The Bureau recommends that users enter an order into the Purchase Card Order Log within 24 hours or the next working day after placing an order (e.g., Monday following an end-of-week purchase card order).
If the total amount of the order exceeds $2,500, the cardholder must get three bids for the order or create a Sole Source Justification statement. This requirement also pertains to GSA-scheduled items; the only exception is for furniture.
Bids must include the vendor or catalog name, catalog page number (if applicable), product number, and item price. Cardholders must maintain a file for bid information and Sole Source Justification statements in case of an audit.Window(s) Used in Logging an Order:
- Purchase Card Order Log (BC-615)
- Runtime Parameter Form (BC-701)
- Purchase Card Order Log Report (BC-701)
3.1 Logging an Order Process
Use this procedure to enter information related to purchase card orders. Each line has six information fields. The user enters an order on a single line.
The following is an example of the Purchase Card Order Log (BC-615) window:
| STEP |
ACTION |
| 1 |
Click on Cardholder from the Main Menu. A drop-down box appears. Click on Log Orders from the drop-down box. The Purchase Card Order Log (BC-615) window appears. |
| 2 |
Click on the CREATE RECORD icon in the tool bar, if the log screen is full of information, to create an empty line on which to enter a new order. Note: To delete a record, click on the appropriate record and
click on the DELETE |
| 3 |
Click on the ORDER DATE field and enter the date the order was placed. Note: The TRANS NO. field will populate with zeroes when the order date is entered. It will populate with matching transaction number when it is matched to a transaction from the Reconcile Transaction (BC-605) window. |
| 4 |
Click on the AMOUNT field and enter the total amount of a single order, and if known, include freight charges. |
| 5 |
Click on the DESCRIPTION field and enter an itemized list of the items ordered. Note: Freight charges can also be noted. Note: If an approving official wants to see the cost of every item ordered, include the price of each item in the itemized list. |
| 6 |
Click on the VENDOR field and enter the vendor's name. |
| 7 |
After the item(s) ordered is (are) delivered, enter the delivery date in the DATE DELIVERED field. Note: This date populates the DATE RECEIVED field in the Reconcile Transaction (BC-605) window, at the same time it is matched to the bank transaction. |
| 8 |
Click on the EXIT iconto exit the window.
|
icon.3.2 Executing a Query, Printing and/or Running a Report
Use the Purchase Card Order Log (BC-615) window to execute a query, print what appears on the screen, or run reports of selected orders.
| STEP |
ACTION |
| 1 |
Click on Cardholder from the Main Menu. A drop-down box appears. Click on Log Orders from the drop-down box. The Purchase Card Order Log (BC-615) window appears. |
| 2 |
Click on the ENTER QUERY icon on the tool bar. |
| 3 |
Click on a field used for the query and enter the data criteria. For the same query, you may add additional criteria in other fields. 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. |
| 4 |
Click on the EXECUTE QUERY icon to start the query. If information is available, an order or a group of orders appears in the window.
|
| 5 |
Do one of the following:
Note: On the Web version, the PRINT icon does not work. |
| 6
|
To print the screen on the Client-Server, click on the PRINT icon on the tool bar at the top of the window. The Page Setup window appears. |
| 7 |
Click the "OK" button. The Print window appears. |
| 8 |
Click the "OK" button. A pop-up appears: "Print capture beginning. Don't move or obstruct window until done." Click the "OK" button. Note: When working with queries, the system will generate a report that includes orders with Order Dates on and between your beginning and ending dates. |
| 9 |
When printing is complete, a pop-up appears, "Print capture complete." Click the "OK" button. |
| 10 |
Click on the EXIT icon to return to the Main Menu. |
| 11 |
To print a report on Client-Server, click on the "Run Report" button at the bottom of the screen. The Runtime Parameter Form (BC-701) appears. |
| 12 |
Click on the down-arrow in the DESTINATION field. The following list appears:
Click on Preview. |
| 13 |
Click on the down arrow in the BETWEEN field and choose a beginning date. You may also delete the default date and enter a date. |
| 14 |
Click on the down arrow in the AND field and choose an ending date. You may also delete the default date and enter a date. |
| 15 |
Click on the "Run Report" button. The Purchase Card Order Log (BC-701) report appears Note: The system will then generate a report that includes orders with Order Dates between your beginning and ending dates inclusive. |
| 16 |
Click on the "Print" button. The Print window appears. |
| 17 |
Click on the "OK" button. |
| 18 |
Click on the "Close" button to return to the Purchase Card Order Log (BC-615) window. |
| 19 |
Click on the EXIT icon to exit the window. |
| 20 |
To print a report on the Web, click on the "Run Report" button at the bottom of the screen. The Report Date Range window appears. |
| 21 |
Click on the FROM field and enter a beginning date. |
| 22 |
Click on the TO field and enter an ending date. |
| 23 |
Click on the "Run Report" button. Depending on the system, a warning screen may or may not appear with a message, "What do you want to do with this file?" Click on the "Open It" button and click on the "OK" button. Adobe Acrobat Reader opens with the requested report. Note: The system will generate a report that includes orders with Order Dates between your beginning and ending dates inclusive. |
| 24 |
Click on FILE from the Acrobat Reader Main Menu. A drop-down box appears. Click on the "Print" button. The Print window appears. |
| 25 |
Click on the "OK" button. |
| 26 |
To exit, one of the following will occur, depending upon your system:
Click on "FILE." A drop-down box appears. Click on the "Close" button and return to the Purchase Card Order Log (BC-615) window. Click on the EXIT icon to return to the Main Menu. |
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Date Created: May 1, 2003
Last Update: September 11, 2003 (graphics only)