Embedded Files
<- Click on the logo for a link to Procurement Services PCard Information, including training and responsibilities.
<- Click on the logo for a link to Procurement Services PCard Information, including training and responsibilities.
Before Processing a purchase request
Before Processing a purchase request
The requestor enters a ticket in the OPS system to request an order
The ticket triggers an email to alert the shortcode approver and the finance approver to let them know a new request needs approval. The ticket also alerts the purchaser
The shortcode approver and the finance approver will either waive or approve the purchase
The system automatically waives orders under an established threshold
A shortcode is required to process the Purchase Request
The purchaser makes sure the order has been properly approved or waived. If so, the purchaser processes the order.
The process map below shows the lifecycle of an OPS Pcard Purchase
The process map below shows the lifecycle of an OPS Pcard Purchase
PCard & Online purchases
PCard & Online purchases
Before beginning the ordering process, keep in mind that pcards should only be used to procure items that cannot be purchased from university internal suppliers.
Begin the ordering process by clicking on the Begin Processing button in the Purchaser Actions section - At this point the ticket can no longer be edited by the requester.
If you need to add a new permanent supplier, please click here for instructions: Tips & Tricks
Choose PCard in the Payment Method dropdown box in the Purchaser Actions section
In the Purchaser Actions section - Choose the Business Purpose Category in te dropbox and enter the Business Purpose Detail
Make sure the OPS ticket number has been populated in the Department Reference box in the Purchaser Actions section
When placing the order, use the OPS ticket number as a reference on the supplier website order screen if there is an option to do so - Amazon is one supplier that will give you that option
Confirmation is typically emailed to the purchaser with an order confirmation or order number
Enter the confirmation or order number in the Confirmation # field in the Purchaser Actions section
In the Purchaser Actions section, attach a pdf of the email confirmation/invoice/receipt using the Manage Receipts button
Best practice is to send an invoice/receipt that shows the items have been ordered AND shipped
Once you've reviewed the order, you can then click on the Submit to SSC button
A comment can be written for any specific instructions you would like to send
Change the OPS ticket status to Ordered in the Current Status section
If there is a problem with an online order, the purchaser should enter an email comment in the ticket to alert the requester and/or SSC of the changed status of the order
Please review the Standard Process for SSC TE PCard Reconciliation - Click here to see the process.
Page updated
Report abuse