PaymentNet Tutorial

Reconciling Transactions
Disputes
Splitting Budgets
Access to Budgets Outside the Default Budget
Queries
Reports

Reconciling Transactions

1. Click "PaymentNet" from the "alphabetical index" listing on the Travel homepage.
2. Enter your UW NetId and Password.
3. Click "PaymentNet" to review the current month's transactions.
4. Click a "Trans ID" number to view and reconcile the transaction.

   

5. Click "View Transaction Detail" or the airplane icon next to the Trans Id number to view the airline and passenger information.
   • Note: Some charges will not have transaction detail information due to lack of information transmitted by the merchant.
6. Audit and verify the passenger, amount, and destination information against the airfare itinerary you obtained from your travel agency.

   
   

7. Click "Return to Transaction Edit" or the "back" button on the browser to continue reconciling the charge.
   
8. Your default accounting codes such as the budget, obj, and s-obj codes are automatically listed for all of your transactions. You can make edits if necessary using the pull down menu in each field.
9. Enter "Transaction Notes." (You can use this field to enter any information about the transaction, ie. purpose of the trip, dates, etc.). A white "Post-it" note will display in the transaction screen next to the Trans Id number indicating there is a note for the transaction.
10. Click the "Recon" box to indicate the transaction has been reconciled.
11. Click "Save" to accept all the edits.
12. Click "Return to Transaction Listing" to work on the next transaction.
13. Click the next "Trans ID" number and repeat these steps.
    
    
    
    
    

    Disputes

    
    
14. Departments must first contact their travel agency when a transaction cannot be identified or verified.
15. If the issue has not been resolved within 30 days, click "Dispute" in the Transaction Detail Record screen for the particular transaction.
16. Select a reason for the dispute from the pull down menu and follow the instructions.
17. All fields that are denoted with an asterick are required fields and must be filled in order to dispute the transaction.
18. Click "Save."
19. JP Morgan Chase may require you to fill out additional forms that must be printed out, signed, faxed or mailed along with other documentations to the Dispute department.
20. A yellow square immediately appears next to the Transaction Id number on the Transaction List screen, indicating that the dispute has been initiated.
21. Once the Dispute department has processed all required information, the yellow square next to the transaction number will be replaced with a red square, indicating that the transaction is currently in the dispute process.
22. Disputes must be filed within 60 days of the statement date on which the charge first appears.
23. A disputed transaction will be put in a pending status. Regardless of the pending status, the transaction will be PAID so ensure the transaction is reconciled to the appropriate budget.
24. Once the dispute has been resolved, a credit will be entered on the account if appropriate.
25. If you resolved the dispute, click the "Mark As Resolved" button. This option will only appear for transactions already displaying the red dot indicator.
26. The red dot will automatically be removed once the resolution has been processed by the Dispute department. Reconcile the credit to the budget you used to pay the original charge.
    

    Splitting Budgets
    

27. Click "Split" in the Transaction Detail Record for a particular transaction in order to pay with more than one budget. Transactions can be split up to a maximum of 10 budgets.
28. Select the number of splits.
29. Click "Edit Row" and edit the accounting codes if necessary by using the pull down menus for each field.
30. Allocate the billing amount by percentage or dollar amount by clicking the "percent" or "amount" field and enter the appropriate amount. PaymentNet will automatically balance the last split proportionally based on the percentage or the amount allocated.
31. Click "Save Row" to save the edits. This will refresh the screen and enable you to edit additional rows.
32. Enter any "Transaction Notes" if necessary.
33. You may also view the "Transaction Detail" from this screen.
34. Remember to click the "Recon" box and
35. "Save Split" in order to accept all the edits.
36. If you would like to cancel the edits you have made, click the "Undo/Cancel Split" button.
37. Click "Return to Transaction List" to work on the next transaction.

Access To Budgets Outside Your Default Organization Code

• Reconcilers or approvers who are required to access budgets outside their default organization code to pay transactions are granted additional access capabilities. Request access by email to the Travel Card Administrator (dharker@u.washington.edu).
• You will also need access to the university Online Financial Accounting System (FIN) to find the organization code for the budget you need access to. Click here for more information on FIN.
• The organization code of the budget is the series of 10 digits.
• For example, budget 74-3710 has an organization code of 208-0302-08-0.
• The first 3 digits of an organization code represent the "college." Budget 74-3710 is in the college of "208."
• The first 7 digits of an organization code represent the "department." Budget 74-3710 is in the department of "2080302."
• The first 9 digits of an organization code represent the "division." Budget 74-3710 is in the division of "208030208."
• Once you know the organization code you may now reconcile a transaction to a budget outside your default organization code.
• Click PaymentNet to view current transactions.
• Click a "Trans ID" number to view and reconcile the transaction.
• Click on the pull down menu in the "Coll" field and select the first 3 digits of the organization code. Your screen will reset.
• Click on the pull down menu in the "Dpt" field and select the first 7 digits of the organization code. Your screen will reset.
• Click on the pull down menu in the "Division" field and select the first 9 digits of the organiztion code.
• Click on the pull down menu in the "Bgt" field and reconcile to the appropriate budget.
• Remember to click on the "Recon" box and "Save" to accept all edits.

Queries

A query asks PaymentNet questions based on criterias you select. PaymentNet then customizes the screen with the results.

1. Click "PaymentNet" to view transactions.
2. Click "Create Query" in the upper left-hand corner to query for transactions.
3. Determine if the query is to:
   • Meet ALL questions asked within the query
   • Meet ANY questions asked within the query (meaning that a transaction only has to meet one of the criteria rows to appear in the query).
4. Select your choice of ALL or ANY from the first pull down menu.
5. Select a criteria from the second pull down menu (defaults to Accounting Cycle).
6. Select a criteria from the third pull down menu (defaults to Is Equal To).
   • "Is Between" will create a range between two dates or two amounts.
   • "Contains" is recommended for all searches where you do not have all of the information.
7. Select a criteria from the fourth pull down menu.
8. Click the box with the three dots to add additional criterias rows. Eight lines of criteria are allowed in PaymentNet.



(Steps #9 - #13 are optional)

9. You may also sort the results of your query in ascending or descending alphabetical order.
10. Click "Order by the following fields."
11. Use the first pull down menu to select the criteria by which you would like to sort the results.
12. Click the second pull down menu to alphabetize the results in ascending or descending order.
13. Click the box with the three dots to add additional sorting criteria.



14. "Reset Wizard" allows you to clear all information and begin a new query.
15. "Reset Query" allows you to revert to your previous query.
16. Click "Process Query.

    

17. Click "Proceed with Query."
18. The results of the query will be displayed on the screen.
19. If you need to access this query information often, you may save the query by clicking on "Save Query."
20. You will be prompted to type in a name for the query.
21. This saved query will then appear in the "Select a View" pull down menu in the Transaction List screen.

    

22. In order to delete a saved query, select that query from the "Select a View" pull down menu and click "Go."
23. Once the information has populated, click "Delete Query."

Reports

Reports are also available in PaymentNet. They are divided into five categories. Cardholder/Employee, Transaction, Merchant, Administration, and All.

1. Click "PaymentNet" to view transactions.
2. Select "All Reporting" from the center pull down menu.

   

3. Select a report by clicking on the report title once.
4. You will be linked to a criteria screen. You may select criterias from the pull down menu lists similar to running a query.
5. If you want to run the report without criterias, but rather by the report description only, click "Bypass Criteria."
6. Click "Process Criteria" then "Proceed With Report."
7. Select the format you would like your report displayed in (Adobe, Excel or Word format).
8. You will receive a message informing you when your report is ready to be viewed by clicking on the "Refresh" button.
9. You may also opt to have an email sent to you when the report becomes available.
10. If you log out of PaymentNet before you are able to view the report, you may access the report by selecting "Available Download Files from the center pull down menu when you log back into PaymentNet again. Reports will remain in the Available Download Files for seven days.

Corporate Travel Services
Box 351120
(206) 543-7171
Modified: May 9, 2008