Purchase Cards Have Arrived NOW WHAT

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Purchase CardsHave Arrived - NOW WHAT?
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Upon Receiving Your Purchase Card - What Steps
Should Be Taken?

• Sign the cardholder agreement
• Sign the back of the Purchase Card
• Log onto www.Paymentnet.Com and change your
  password

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JP Morgan Chases Welcome Screen
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Select Change Pass Phrase
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You Are Now Ready To Make Your Small Dollar
Purchases

• You must continue to follow your departments and
  the Office of Purchases rules and regulations

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Youve Got Mail

• When your transaction clears through the bank, if
  you have not reviewed it you will receive an
  email (the following Monday)
• This is your signal to log on to paymentnet and
  select your accounting (this can be done upon
  receiving the email or periodically throughout
  the month)

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Example of an EMAIL from JP Morgan Chase
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Select Paymentnet
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The All Transaction Screen in Paymentnet
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Editing Your Transactions Accounting
Defaults will be set for each card. The notes
field is free form-can reference A36 procedure,
Travel Purchase Order Number, etc
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Splitting Accounting
Select the accounting for this charge. If
splitting between multiple accounts, select
Split
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The System Will Automatically Split 50/50. Select
Edit Row to make your changes.
Dont forget to hit SAVE after editing your
accounting.
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Disputing Charges Attempt to clear up any
problems with the vendor FIRST
To dispute a transaction, click on any of the
data fields within the transaction.
The Transaction Detail Screen will display.
Then, click the Dispute button.
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The Reviewed Button Is Used To Show A Transaction
Has Been Acted Upon. Determine What Steps Your
Internal Procedures Require You To Take
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What Do I Do At The End Of The Month?

• On the first business day of the month - print
  out your statement for the previous month
• Attach all of the receipts (back-up) to the
  statement and forward to your Authorized Agent

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Click here to print out the statement
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xxxxxxxxxxxxxxx
State Operating
Select Print With Detail
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xxxxxxxxxxxxx
Select OK. Then Click on the Green Arrow in the
Upper Right
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This is the actual statement you need to print
xxxxxxxxxxx
State Operating
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Reconciliation Package

• Once you have reviewed each transaction, edited
  the accounting print down the Transaction
  detail with Account Codes and Notes report to
  compile your Reconciliation Package
• Your package should consist of
• Transaction detail with Account Codes and Notes
  report
• Statement
• Vendor Invoice for each transaction on statement
• Purchase Card Payment Authorization Label-signed
  by your Authorized Agent

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What Does The Authorized Agent Do?

• It is the Authorized Agents responsibility to
  review all documents sign the cover sheet
  (label) attached to your complete Reconciliation
  Package

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Cover Sheet To Be Attached To Reconciliation
Package
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What Happens To My Reconciliation Package?

• The complete reconciliation package needs to be
  forwarded to the Controllers Office within 15
  business days of months end for Pre-audit
  review. Accounts Control will export on the 5th
  business day.

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What Does The Controllers Office Do With It?

• The Controllers Office will pay JP Morgan Chase
  as a centralized monthly billing by importing the
  data into RI FANS and creating Direct Pay
  documents (one per fund)

• Summary transaction amounts will be recorded in
  the RI FANS system
• At this point, your purchase card expenditures
  will be reflected in your accounts available
  balances in the RI FANS system
• Detailed purchase information can be retrieved
  from the Paymentnet Report Feature

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Drop Down From Menu Select All Reporting
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Available Standard Reports
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CONGRATULATIONS! Youve just saved the state time
and money while dramatically reducing paperwork!!!