Procurement Card Orders

Placing the order:

1. When order is placed with the vendor (via internet, telephone, etc.) request material be shipped to your attention. Be sure that the vendor is aware of our tax exempt status.
2. Create order record on Acorn:
   • Use PROCURCARD Order Type.
   • Order ID: Do not create AUTO PO#. Assign next number from Control log, using PC prefix (Ex. PCL1001, or PCM1002, etc. Third letter designates purchaser.)
   • Vendor ID: PCARD (use this Vendor ID even when the vendor has a record in Acorn)
   • Extended Information/Comments field: "PCard Purchase, notify (initials) upon receipt." Indicate vendor used to order material. Include Name and url, phone number, or e-mail address, as appropriate (only sufficient information to be able to identify and check on order if not received; if vendor already has a record in Acorn, use PCARD as the vendor, but you need only add the vendor id in the Comments field.)
   • Complete the rest of the order as usual.
   • If paying for a subscription/standing order on the Procurement Card, do NOT change the existing vendor; add the PC order number and the volume being paid to the Parts field of the order record.

    

3. Create invoice record in Acorn for the charge. Use AUTO to create invoice number.
   • Add note to Extended Information Comments field: "PCard Purchase".
4. Post transaction in Control Log, citing Acorn PO# and brief title as the Item Description.

When transaction appears in PaymentNet:

1. When the transaction shows up in PaymentNet (purchaser will receive an e-mail message), enter correct funding information (account, center number) in the appropriate fields of the Transaction record.
2. Enter the Acorn PO#, brief title, and book fund in the Remarks field in the Transaction Detail.
3. Add Transaction ID to Acorn Order Record in the Requisition Number field of the Line Item information. (If prepaying a periodical or serial, and there is already information in this field, add the Transaction ID to the Comments field of the order.)
4. If adjustments need to be made to the Acorn invoice record (to include shipping charges, for example), adjustments are made at this time.
5. Using "Pay Invoice" command, change status of invoice to PAID; Use today's date, enter PCARD in the check number field.

Manager:

1. At the end of each month, Manager will check PaymentNet to be sure that all transactions have been adjusted to show their correct account number and will change status to Approved. There are also Acorn reports that run weekly to track the receipt and payment of these orders.

Receiving the material:

1. Upon receipt of the material, purchaser will file appropriate paperwork (receipts, etc.) with their Control Log.
2. Material will be routed to receiver for material processing.

Tracking the Order:

Information specific to the transaction can be searched on PaymentNet using "Create Query". Text within the Transaction Detail, such as Acorn PO#, fund id, book title, etc., may be searched using Transaction Detail contains... command. Orders may be tracked in Acorn using the Transaction ID and searching it as the Requisition Number.

09/07/2004 revised; mew

(see complete Workflow here)