Processing Bank Transactions - Cardholder

Cardholders will begin the process of reconciling transactions using the Payment Card Reconciliation Portal. Transactions are loaded into the portal from the bank. Cardholders are required to review transactions, add backup documentation and approve. Agencies may require cardholders to complete other functions such as looking up the OAKS Supplier, associating purchase orders and/or contracts, and completing the ChartFields.  

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 transactions to 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. Select a transaction that displays Bank Transaction or Merged transaction.

   

    

• The New Transaction page displays.
  
  
  
1. Review the Transaction Date.

   

    

2. Review the Transaction Amount.

   

    

3. Review the Merchant Name.

   

4. Select the Approval Queue for processing this transaction.

   

    

• Most cardholders will have only one queue so it will default to an Approval Queue.
5. Enter the Item/Service Description.

   

    

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

   

    

• The Transaction Details display.
  
  
  

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

   

    

• This will return the user to the New Transaction page.
• The Approval Queue and Item/Service Description can be edited on a Bank/Merged transaction.

  

   

  

   

8. Click Add Files.

   

    

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

   

    

9. 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.
10. If you have Supplier Information to enter, click here.
• Cardholders may not have access to this functionality.
11. To enter PO Information, click here.
• Cardholders may not have access to this functionality.
12. To enter Contract Information, click here.
• Cardholders may not have access to this functionality.
13. 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.
14. Click Approve, Update, or Hold Transaction.

    

1. Clicking Approve sends the transaction to the supervisor's list for review and approval.
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.