Summerville Campus

New Card DesignSome new “temporary” cards have been

orderedWe are waiting to order the “permanent”

cards for all users once the new design is available

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Definitions

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Chart Field – a field used to hold a numeric valueChart Field Combination (CFC) – a unique

combination of chart fields that represent a specific budget Fund-Department ID-Program-Class-Project/Grant IDExample: 10000-08011610-11100-11000Example with Grant: 20000-08011610-11100-61000-270064

Program Code Number (PC#) – a number assigned to a specific chart field combination(CFC) to aid in transaction allocation in Works Payment ManagerExample: PC4032 may be associated with 10000-08011610-11100-11000

PC NumbersInitial PC#s will be set up for Summerville

departmental budgets – no request neededAdditional PC#s may be requested by sending an

email to Amber Armour at aarmour@gru.eduInclude full CFC informationEach CFC (unique combination) will need its own

PC# 10000-08011610-11100-11000 & 10000-08011620-11100-

11000 are different because they are each tied to a separate budget, so they will each need a separate PC# in Works

Account codes are not included in the PC#, but are required in a separate allocation field

There is no need to set up a separate travel or supply PC# for the same CFC

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AllocationEach card is assigned a default PC#/CFC

combination, similar to the default “account strings” that were associated with the previous ASU cardsThis default PC# can be changed by re-

allocating the transaction to a different PC# using the GL Assistant

If you would like to change the default PC# assigned to your P-card, please send us an email

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Step-by-Step AllocationStep 1:

To allocate a transaction to a PC#/CFC combination, select the transaction in Works by clicking anywhere in the line for that transaction. The selected line will be highlighted in yellow.

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Step-by-Step Allocation (cont’d)Step 2:

The screen shown below will open in the bottom pane to show you more details relating to the selected transaction.

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Step-by-Step Allocation (cont’d)Step 3:

The default tab is "General". Select the "Allocation" tab to enter the account code or to change the PC#, then click “Add/Edit” to open the transaction for editing.

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Step-by-Step Allocation (cont’d)Step 4:

A pop-up window will open to show the default allocation information. Click the GL Assistant button to edit.

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Step-by-Step Allocation (cont’d)Step 5:

To allocate to a PC#/CFC combination other than the default, click "Reset All" to remove the default setting.

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Step-by-Step Allocation (cont’d)Step 6:

The "Selected Combination" section will have blank segments.

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Step-by-Step Allocation (cont’d)Step 7:

Highlight "PC#" in the View box, select the "Value" radio button, type in the correct PC # in the "Find Segments" field, then click "Go" to pull up the correct PC code.

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Step-by-Step Allocation (cont’d)Step 8:

The PC# will open in the Value/Description fields. Click the line to drop it down to the PC Segment field.

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Step-by-Step Allocation (cont’d)Step 9:

The selected PC is now in the PC Segment field. Click on "Fund/DeptID/Pgm/Class/Proj/Grnt" in the View Section, select "Value" in the Find Segments box and type in the CFC numbers. You should use a dash (-) between each number group. Click "Go".

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Step-by-Step Allocation (cont’d)Step 10:

The selected CFC(s) will open in the Value/Description Section. Select the correct one. (Note: Some departments may have multiple CFCs that do not vary until the Proj/Grnt section).

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Step-by-Step Allocation (cont’d)Step 11:

Select "Account Code" in the View box, click the "Value" radio button, and type in the prefix number(s) for the account code. Click "Go".

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Step-by-Step Allocation (cont’d)Step 12:

Find the appropriate Account Code for your purchase, and select it to add it to your allocation.

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Step-by-Step Allocation (cont’d)Step 13:

Once all fields (PC / CFC / Account Code) have been added, click the "Finish" button.

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Step-by-Step Allocation (cont’d)Step 14:

Verify that the information is correct, then click the "OK"

button.

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Step-by-Step Allocation (cont’d)Step 15:

Verify that the transaction shows three (3) green checks under the "Comp|Val|Auth" Column. This means the transaction is Complete (all fields entered [PC/CFC/Account Code]), Valid (the PC/CFC combination is complete), and Authorized (you are authorized to use the PC/CFC combination).

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Step-by-Step Allocation (cont’d)Don’t forget:

Add any necessary commentsClick sign-off when finished reviewing

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Questions?

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