A video version of these instructions is available to view online.
A printable desktop reference sheet is available for download:
- <Link to reference guide>
Step-by step instructions for coding in Finance One
- Log in to the OU My Purchase Card workplace in Finance One.
- Select the ‘MyCards’ tab.
NB: Only the cards where the user is listed as the main administrator are listed here. If only one card is managed by the user, the outstanding transactions to code will be listed on the screen. If more than one card is managed by the user, the list of cards managed appears here.The ‘Other Cards’ tab lists all Purchase Cards the user has access to. This list includes additional purchase cards where the user is not the main administrator. - Click on the card’s number that you wish to code. This will open the Purchase Card Transactions window, and display a list of Outstanding Statement Items.
- In the list of Outstanding Statement Items, open the transaction you want to code, by clicking the individual transaction’s hyperlinked date (underlined and blue) in the ‘Date’ column. This will open the Transaction Details window. Fill in the following fields:
Comments Enter reason for expenditure (if this relates to entertainment please provide names) Account Code Enter the ledger code and account number. Transactions that use a code that the cardholder does not have access to, will be able to be input and accepted, but will not be able to post to the ledger. The cardholder will need to advise the Purchase Card Administration team by emailing pcard.admin@otago.ac.nz with a coding authority. GST Code Use the system pick list to select the correct code.
C = 15%, NA = 0%, G = Customs GST
All transactions are imported with a GST rate of NA, and will need to be checked and changed to the correct rate as necessary.
View the FSD quick guide for determining if GST should be claimed:- Can I claim GST? – quick guide [PDF 43Kb]
Please note: Some common suppliers are not GST registered, and some goods and services do not qualify for GST. These transactions will need to be coded with ‘NA’ (0% GST)
View the list of GST exemptions and more information about GST on the Purchase Card coding – GST page.
Inclusive Amount the total amount including GST Exclusive Amount the total amount excluding GST GST Amount the GST content of the purchase Dissection Narrations Dissection 1 is mandatory. Enter a short description. Analysis Code Not required Employee ID Not required - Use the ‘Attachments’ tab to add an attachment or create a note about the transaction. For more information, visit the web page: Adding supporting documentation in Finance One
- Once coding is completed, click ‘OK’ to return to the Purchase Card Transaction screen.
- To finish the coding process, the transactions that have finished being coded must be ‘accepted’.To change the status of a transaction to ‘Accepted’, select the check box of the finished transaction/s and select the ‘Accept Transactions(s)’ action from the blue Actions panel at the left of the screen.The status in the Action column of any accepted transaction will change from ‘Outstanding’ to ‘Accepted’.
- When the coding process is completed, click ‘Save’ from the ‘Actions to Perform’ panel at the left of the screen.
- All transactions with the status of ‘Accepted’ will be posted to the ledger every night around 11:30pm. Once a transaction is posted it will no longer show in the transaction list. Transactions that have a status of ‘Outstanding’ or ‘Disputed’ will continue to appear in the transaction list for coding at a later time.
Transactions that use a code that the cardholder does not have access to, can be input and accepted, but cannot be posted to the ledger. The cardholder will need to advise the Purchase Card Administration team by emailing pcard.admin@otago.ac.nz with a coding authority.
To make any changes to posted transactions, contact the Purchase Card Administration team.
