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Click the View/Edit link next to the appropriate statement.
Peruse the statement. The "Commercial Card Statement" contains
only those transactions which apply to your card number. The transactions
are highlighted on the statement with a gray background. They cannot be
edited, as the information is provided
by the credit card carrier. If a transaction has multiple itemizations,
those itemizations are read-only.
Note: To add or edit multiple
itemizations, see "Entering
Multiple Itemizations for a Single Transaction" below.
Enter the account number.
Note: Every entry must have
a valid account number.
Enter a purpose.
Note: Every entry must have a valid purpose
Enter an explanation.
Note: Any entry which has
a purpose of "Other" must also have an explanation. However,
it is advised that the explanation field is used for any transaction which
may pose accounting questions.
Personal checkbox. Checking this box denotes an entry as a personal purchase
made with the University Card.
Payment to DePauw Required checkbox. Checking this box will notify accounting
that the cardholder needs to reimburse the account number selected.
Note: Clicking "Payment Required" will
also check the Personal checkbox.
Click the [Save Changes] button. Your entries must be validated before being allowed to post them. Please note any error messages and follow the appropriate instructions thereon.
Navigate to a statement.
Click the Itemize link next to the appropriate transaction.
Note: A dialog box will appear
reminding you to first save any unsaved transactions. If
you have modified any fields on the form before clicking the Itemize link,
those changes will be LOST. To prevent this, click the [Cancel] button in
the dialog box, click the [Save Changes] button on the form, and navigate
back to the current statement by clicking the Review this statement link
at the bottom of the post page.
Peruse the multiple itemizations. The transaction will be listed in front
of a gray background at the top of the Itemization Form. Under it will
be listed any itemizations for this transaction currently on file, as well
as
space for five new itemizations.
Enter itemization info.
Note: See "Viewing/Editing" statements
for explanations of fields.
Note: The
only difference when entering multiple itemizations is that the amount
field is enterable. The form will validate and submit only if
the sum of the individual itemization amounts is equal to the transaction
amount.
Click the [Save Changes] button.
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