Purchasing Card Holder Statement and Support Document Storage Procedure Guide

The UW System Purchasing Card Policy and Procedures Manual requires that Purchasing Card Records be held at a “designated central storage area” for six years plus the current year. This procedure guide will assist P Card users to add Purchasing Card Statements, Receipts and Invoices to the designated Sharepoint online storage area. Once files have been added, they will be accessible to the user as well as the Purchasing Card Reviewer or Auditor.

Please note: this is a mandatory part of the P Card Statement Submission process.  Failure to comply with this process may result in loss of credit limit, per the discretion of your P Card Admin.  You P Card Administrator is your first point of contact for any issues.  You may also contact the Help Desk.



1. Scan of Statement with required signatures saved as a .pdf 

a. Parameters of what constitute an acceptable ‘signature’ may be determined by your division/department 

2. Scan of Support document(s) (Receipt, Invoice, etc.) saved as a .pdf 

b. The P Card Manual [insert link] lists types of supporting documents 
*NOTE: Please arrange supporting documents IN ORDER of Credit Card Statement* 
*NOTE: Your file format MUST be “.pdf”


1. Statements should be named: Last Name_Statement Date_Statement.pdf 

Example: Steinberg_05312018_Statement.pdf 

2. Support documents (Invoices, Receipts, Etc) should be named: Last Name_Statement Date_Support.pdf 

Example: Steinberg_05312018_Support.pdf 

Access your ‘Folder’ on the UWM Purchasing Card Storage SharePoint Site 

1. Follow this link to the UWM Purchasing Card Records SharePoint Site: 

*NOTE: This is the link you will follow EVERY TIME you need to upload your purchasing card documents.  We recommend saving this in your browser bookmarks, or setting this SharePoint site as one of your favorites.  For more information see https://kb.uwm.edu/page.php?id=65159
 
2. Select your division: On the left, you will see a list of every division.  Select the division to which you belong.   

3. Select your department: Once the division is selected, you will see every department in that division.  Select your department. 

4. Select your name: Once the department is selected, you will see a ‘list’ containing only your own name.  Select your own name: 

NOTE: If you have multiple purchasing cards, you will see a folder for each card, differentiated by the last four digits of the P Card.
NOTE: The FIRST TIME you click on your name, there will be nothing in your personal area.  Your personal area of this SharePoint site is called a “Document Library”. This is where you will upload your ‘Statement’ and Receipt Files’. 


1. To Upload files, go to the horizontal menu bar (this runs across your screen under the title of the site: UWM Purchasing Card Records) and select the down arrow next to the word ‘Upload’.  Chose ‘Files’. 

2. A File Explorer window will open.  Navigate to the area where you saved your .pdf files and select the .pdf files that you gathered at the beginning of this process.  To select more than one file at a time, click the first file, then hold down the ‘shift’ key and click the second file.  When you release the shift key, both files will be selected.  Click ‘Open’. This begins the uploading process. 

3. The system may take a moment to process this upload.  You can see the progress on the horizontal menu bar. 

4. Once the files have completed uploading, they will appear as a list below your name.  They are now items in your ‘Document Library’, a list of files that belong to you. 


1. Once you have uploaded your files there is STILL ONE MORE STEP that needs to be completed, you have to give the system more information about these files.  This is called changing the ‘Content Type’. 

2. When you upload your files, you MAY see a message indicating that “your file is missing information”.  This is also indicated by a yellow box.  This message also may not appear, but even so you should still update your content types by following the steps below. 

a. To Update Content types: Click on the “Required info” area of your file information listing, which may be highlighted in yellow.  When you have clicked, you will see a column on the right which contains the additional information for this file.  In this column, located the ‘Properties’ area.  Under the ‘Properties’ area, select ‘Edit All’.  

b. A pop up box will open that contains all of this file’s Properties.  Items starred in Red are required.  Change the following items as needed: 

i. Content type:  Use the arrow next to the ‘content type’ to select the either ‘Statement’ or ‘Support’ 
ii. Purchase Amount: Enter the entire amount of the Total Statement or the Total of the Receipts or Invoices. 

c. Click ‘Save’ at the bottom.


STEP BY STEP INSTRUCTIONS BELOW:

Note: The Step by Step Instructions Below apply to Windows computers. 



1. Scan of Statement with required signatures saved as a .pdf 

a. Parameters of what constitute an acceptable ‘signature’ may be determined by your division/department 

2. Scan of Support document(s) (Receipt, Invoice, etc.) saved as a .pdf 

b. The P Card Manual [insert link] lists types of supporting documents 
*NOTE: Please arrange supporting documents IN ORDER of Credit Card Statement* 
*NOTE: Your file format MUST be “.pdf”





1. To re-name a file, right click on the file name.  A drop down box will appear.  Select "Rename".



2. Use the following naming convention:
a. Statements should be named: Last Name_Statement Date_Statement.pdf 
Example: Steinberg_20180531_Statement.pdf 
b. Support documents (Invoices, Receipts, Etc) should be named: Last Name_Statement Date_Support.pdf 
Example: Steinberg_20180531_Support.pdf 



1. Follow this link to the UWM Purchasing Card Records SharePoint Site: 
https://panthers.sharepoint.com/sites/pcard 

*NOTE: This is the link you will follow EVERY TIME you need to upload your purchasing card documents.  We recommend saving this in your browser bookmarks, or setting this SharePoint site as one of your favorites.  For more information see https://kb.uwm.edu/page.php?id=65159



2. Select your division: On the left, you will see a list of every division.  Select the division to which you belong.

Example: We will select B02 (FAA)



3. Select your department: Once the division is selected, you will see every department in that division.  Select your department. 

Example: We will select UITS



4. Select your name: Once the department is selected, you will see a ‘list’ containing only your own name.  Select your own name: 
NOTE: If you have multiple purchasing cards, you will see a folder for each card, differentiated by the last four digits of the P Card.
NOTE: The FIRST TIME you click on your name, there will be nothing in your personal area.  Your personal area of this SharePoint site is called a “Document Library”. This is where you will upload your ‘Statement’ and Receipt Files’. 

Example: We will select Anna Dempsey-Fischer





1. To Upload files, go to the horizontal menu bar (this runs across your screen under the title of the site: UWM Purchasing Card Records) and select the down arrow next to the word ‘Upload’.  Chose ‘Files’. 



2. A File Explorer window will open.  Navigate to the area where you saved your .pdf files and select the .pdf files that you gathered at the beginning of this process.  To select more than one file at a time, click the first file, then hold down the ‘shift’ key and click the second file.  When you release the shift key, both files will be selected.  Click ‘Open’. This begins the uploading process. 



3. The system may take a moment to process this upload.  You can see the progress on the horizontal menu bar. 


4. Once the files have completed uploading, they will appear as a list below your name.  They are now items in your ‘Document Library’, a list of files that belong to you. 



1. Once you have uploaded your files there is STILL ONE MORE STEP that needs to be completed, you have to give the system more information about these files.  This is called changing the ‘Content Type’. 

2. When you upload your files, you MAY see a message indicating that “your file is missing information”.  This is also indicated by a yellow box.  This message also may not appear, but even so you should still update your content types by following the steps below. 

a. To Update Content types: Click on the “Required info” area of your file information listing, which may be highlighted in yellow.  When you have clicked, you will see a column on the right which contains the additional information for this file.  In this column, located the ‘Properties’ area.  Under the ‘Properties’ area, select ‘Edit All’.  


b. A pop up box will open that contains all of this file’s Properties.  Items starred in Red are required.  Change the following items as needed: 

i. Content type:  Use the arrow next to the ‘content type’ to select the either ‘Statement’ or ‘Support’ 
ii. Purchase Amount: Enter the entire amount of the Total Statement or the Total of the Receipts or Invoices. 


c. Click ‘Save’ at the bottom.



Congratulations, you have completed your statement and supporting documents upload!







Keywords:P-Card, P Card, Purchasing Card, Sharepoint, Record Storage, Records Storage   Doc ID:84640
Owner:Anna D.Group:UW-Milwaukee Help Desk
Created:2018-08-08 11:24 CSTUpdated:2018-09-05 13:18 CST
Sites:UW-Milwaukee Help Desk
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