Keying Transactions

The Payment Card Reconciliation Portal allows Pcard Holders to key transactions. This is an optional process that some cardholders/agencies may want to use so that transaction processing can begin as soon as the transaction occurs, rather than waiting for the transaction to appear from the bank. Keyed transactions can be approved all the way to the final approver. Once the bank transaction arrives, the keyed transaction will merge with it, retaining all the approvals/comments/documents. If the transactions do not automatically merge, the cardholder can manually merge the keyed transaction to the appropriate bank transaction.

Steps

• Navigate to pcard.obm.ohio.gov
  
  

1. Log in using State of Ohio (OAKS) user ID and password.

• The Main Menu displays.
  
  
  

• Options in the Main Menu will differ depending on the user role(s).

2. Click on Transactions.

   

    

• The My Active Transactions page displays.
  
  
  

• This list contains existing transactions to process.
• This process focuses on keying data for a new transaction. This is an optional process.
• A Cardholder that is also a Supervisor or Approver will see their own transactions as well as transactions that they need to approve.

3. Click Key a Transaction.

   

• The New Transaction page displays. Basic transaction data is entered here.
  
  
  

4. Enter the Transaction Date.

   

    

5. Enter the Transaction Amount.

   

    

6. Enter the Merchant Name.

   

    

7. Select the Approval Queue for processing the transaction.

   

    

• Most cardholders will only have one approval queue so it will pre-populate.
8. Enter the Item/Service Description.

   

    

• This includes Item(s) and Services(s) purchased with this transaction.
9. Click Next.

   

    

• The keyed transaction is created and a screen with additional transaction details is displayed.
  
  
  

10. Review the Summary Section. If errors exist, click Edit.

    

     

• This will return the user to the New Transaction page.
11. Click Add Files.

    

     

1. Locate the backup documentation.
2. Select the document(s).
3. Click Open to add the file to the transaction.

   

    

12. If desired, click Add Comments to add additional detail.

    

• Add a comment and click Add to add the comment or Close to delete the comment.

  

   

  

   

• Add comments for review by the supervisor/approver.
13. If you have Supplier Information to enter, click here.
• Cardholders may not have access to this functionality.
14. To enter PO Information, click here.
• Cardholders may not have access to this functionality.
15. To enter Contract Information, click here.
• Cardholders may not have access to this functionality.
16. To edit MBE/ChartFields click Edit Line/Distribution.

    

     

• Cardholders may not have access to this functionality.
1. Update the MBE and ChartFields.

   

   

    

• MBE may be locked based on Supplier/Contract information entered.
• If a purchase order was used for the transaction the ChartFields associated to the PO are locked.
17. Click Approve, Update, or Hold Transaction.

    

1. Clicking Approve sends the transaction to the supervisor's list for review and approval.
• The transaction will also appear in the cardholder's list since it's a keyed transaction and will have to be merged to the bank transaction at some point.
2. Clicking Update sends the transaction back to the cardholder's transaction list.
• This option should be used when the cardholder is not ready to send the transaction to the supervisor for approval.
3. Clicking Hold Transaction requires the cardholder to select a reason why the transaction is being held. Click OK to place the transaction on hold.
• Held transactions will return to the cardholder's transaction list for processing once the hold reason has been addressed.