NIST CAMS Commerce Purchase Card System (CPCS) Cardholder Procedures

NIST CAMS Commerce Purchase Card System (CPCS) Cardholder Procedures
for OS, OIG, EDA, ESA, BEA, and MBDA

5.0 Monitoring Outstanding Disputes

Introduction:

Use this window in conjunction with Procedure 1b.4.4, "Reconciling a Credit to a Disputed Transaction." You can also follow this procedure to reconcile a transaction disputed in error and approved by the approving official.

Window(s) Used in Monitoring Disputes:

Monitor Outstanding Disputes (BC-625)
Reconcile Transactions (BC-605)
Run Report (BC-704), Runtime Parameter Form
Review All Notes (BC-623)
Cardholder Statement of Questioned Items (BC-605)
ACCS (BC-606)
Accountable Property (BC-626)
Questioned Item Report (BC-705)

The following is an example of the Monitor Outstanding Disputes (BC-625) window:

Screen Shot of the Monitor Outstanding Disputes (BC-625)

5.1 Reconciling a Transaction Disputed in Error Process

Use this procedure to reconcile a transaction disputed in error and approved by the approving official. If the ACCS needs to be changed, contact your Budget or Administrative Officer. If property information needs to be changed, contact your Personal Property Management Office.

STEP	ACTION
1	Click on Cardholder from the Main Menu. A drop-down menu appears. Click on Monitor Outstanding Disputes. The Monitor Outstanding Disputes (BC-625) window appears.
2	Click on "D" (i.e., Disputed), in the OK? field for the disputed transaction that you want to reconcile. The Status Codes window appears. Click on " Reconciled." Click on the "OK" button. *Note:* Click on the "Note" button to add a note. The Review All Notes (BC-623) window appears. See Procedure 4.1.5, "Adding and Reviewing Notes."
3	Click on the EXIT icon. A pop-up appears: "Do you want to save the changes you have made?" Click on the "Yes" button. Another pop-up appears: "Transaction complete: 1 records applied; all records saved." Click on the "OK" button to return to the Main Menu.

5.2 Viewing Disputed Transactions Process

Disputed Transactions, Notes, Questioned Items Forms, and ACCS and Property Information may be viewed from the Monitor Outstanding Disputes (BC-625) window.

STEP	ACTION
1	Click on Cardholder from the Main Menu. A drop-down box appears. Click on Monitor Outstanding Disputes. The Monitor Outstanding Disputes (BC-625) window appears.
2	Click on the transaction to be viewed.
3	Click on the appropriate button to view different aspects of a disputed transaction. Click on the "Run Report" button to run reports. See Procedure 5.3, "Printing and/or Running Reports." Click on the "Notes" button to add a note. The Review All Notes (BC-623) window appears. See Procedure 4.1.5, "Adding and Reviewing Notes." Click on the "View Disputes" button to view the reasons for the dispute. The Questioned Items (BC-605) window appears. Click on the "ACCS" button to view ACCS information. The ACCS (BC-606) window appears. Click on the "Property" button to view accountable property information. The Accountable Property (BC-626) window appears.
4	Click on the EXIT icon to return to the Main Menu.

5.3 Printing and/or Running Reports Process

Use these procedures to print and run reports in either the Client-Server version or the Web version. {NOTE: Printing transactions from the screen is not yet possible in the Web version.}

STEP	ACTION
1	Do one of the following: On Client-Server, to print the transactions on the screen, go to step 2. On Client-Server or the Web, to print a report, go to step 7. *Note:* On the Web version, the PRINT icon does not work.
2	Click on the PRINT icon on the toolbar at the top of the window. The Page Setup window appears.
3	Click on the "OK" button. The Print window appears.
4	Click on the "OK" button. A pop-up appears: "Print capture beginning. Don't move or obstruct window until done." Click on the "OK" button. *Note:* The system will then generate a report that includes transactions with Order Dates on and between your beginning and ending dates.
5	When printing is complete, a pop-up appears, "Print capture complete. Click the "OK" button.
6	Click on the EXIT icon to return to the Main Menu.
7	To run a report on Client-Server or the Web, click on the "Run Report" button at the bottom of the screen. The Questioned Items Report (BC-705) window appears. Do one of the following: To print a report on Client-Server, go to step 8. To print a report on the Web, go to step 12.
8	Click on the "Print" button. The Print window appears.
9	Click on the "OK" button. The report will print.
10	Click on the "Close" button to return to the Monitor Outstanding Disputes (BC-625) window.
11	Click on the EXIT icon to return to the Main Menu.
12	Click on the "Print" button. A print window appears.
13	Click on the "OK" button.
14	To exit, do one of the following, depending upon your system. Click on FILE. An empty window appears. Click on the "Monitor Outstanding Dispute" button at the bottom of the screen. The Monitor Outstanding Dispute (BC-625) window appears. Click on the EXIT icon to return to the Main Menu. Click on FILE. A drop-down box appears. Click on the "Close" button and return to the Monitor Outstanding Dispute (BC-625) window. Click on the EXIT icon to return to the Main Menu.
15	Click on the EXIT icon to return to the Main Menu.

IF YOU HAVE ANY QUESTIONS, CONTACT THE

FUNCTIONAL EXPERT AT YOUR SERVICING FINANCE OFFICE

IF YOU ARE IN THE WASHINGTON, D.C. METRO AREA

CONTACT THE NIST CAMS CUSTOMER INTERACTION CENTER (CIC)

AT 301-975-6100 OR AT CAMSHELP@NIST.GOV.

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Date Created: May 1, 2003
Last Update: September 11, 2003 (graphics only)