Producing Monthly Reports

 Producing Monthly Reports and Query Writing for YOUR OWN Account

Cardholders are required to prepare a monthly report of all transactions within their purchasing card account, reconcile to it, and submit to Financial Services for review. Some cardholders or budget managers may have other uses for purchasing card data and history which is available utilizing basic query tools. Both "how-to-dos" are provided for your use.
A. The required monthly report - Transaction Detail with GL and Notes
1) Log into PaymentNet and select PaymentNet from the Menu at left
2) From default transaction view screen, select My Reporting from the drop down box on the navigational view bar
3) Select Transaction as your catagory
4) Click on Transaction Detail with GL and Notes
5) Select Process Criteria
6) Select <pdf> as your viewing preference
7) Select your report from Available Download Files by clicking on the file name
8) Print from Adobe toolbar, (below bank logo)


B.  Creating multi-purpose spreadsheets - Query Writing Basics
1)  Select PaymentNet from menu at left
2)  From the default transaction view screen, select Create Query.
3)  Three data fields will display populated with defaults. Each has a drop down menu to enable your query. Select the key data field in the first menu, and then continue to qualify and/or quantify it as needed. Bear in mind that query tools allow you to retrieve data that has been entered relative to your account in various ways by "asking" PaymentNet your question. PaymentNet retains two years of history online. The pcard administration team has access to prior years. Some examples of how Query Reports might be useful are:
               a. Show all pcard charges to a particular budget
               b. Show all WalMart charges for last month (used for screen shot below)
               c. Show how much the department spent on airfare last fall semester 
4)  Select Process Query You will be returned to a screen that closely resembles your default transaction view
5)  Select Create Export File
6)  Select your report from Available Download Files (click on file name)
7)  Save WinZip file to preferred working location (desktop)
8)  Open WinZip file from saved location
9)  Drag text file icon from WinZip window into a new Excel workbook or right click on text file icon and open with Excel
10)  Format, sort, save, etc.

     
Departments with particular internal reporting requirements or inquiries are directed to further explore the PaymentNet query tools and work with multiple conditions, ordering fields, and saving query templates. The pcard administration team will assist you with your additional needs.

Most PaymentNet users have a requirement to view or manage transaction activity on other accounts in their division and/or fulfill reporting requirements. An individual account and accounts of other can be reconcile and reported from one point of access.

To View/Edit Departmental Information, select Transaction List from the navigational Menu. (This selection is found just above your default view. Scroll up within the drop down menu.) Transaction activity for cardholders in your viewable group for the current month will display. Column headers can be used as sorting tools to group individual cardholder's transactions within a larger file.


Transaction reconciliation, reporting, and query writing have the same functionality when accessed from the multiple user transaction list as they do upon individual access. Select All Reporting from the navigation menu and proceed with action items in your customary manner.

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