Electronic purchasing card: user guide for approvers

Guidance for approvers on the Scottish Government's electronic purchasing card (ePC).


3. Approving transactions

From the home page click on Financial and from the drop down menu select "Account Summary"

‘ RBS Smart Data Online account Homepage user role – Financial – Account Summary ‘

In the Search Reporting Criteria page, select –All (Account) and click Search

‘ RBS Smart Data Online account Homepage user role – Financial – Account Summary ‘ – Search Criteria.

Using the Reporting cycle, select the cycle you want to review and click Search.

Note: the cycles have been created with the correct ePC dates, for example: February 2018 will cover the 26th January to the 25th February.

‘ user role – Financial – Account Summary ‘ – Search Criteria – click on cardholder’s name.

The search results will show all transactions made within the date range selected. Click on Transaction icon (first icon) to begin the process.

‘ user role – Financial – Account Summary ‘ – Search Criteria – search Reporting Cycle.

This screen provides all the financial information needed and the approver must ensure that all the codes are correct:

A. Check that the Accounting Code and VAT recoverable Information and Description entered by the cardholder is correct. Entering an Expense Description will help all of your ePC hierarchy better understand the nature of the purchase and enable the correct agreed description to be shown on the monthly ePC500 report. You should also check that a receipt has been attached to the transaction, whilst it is not a mandatory requirement, it is best practice to add receipts wherever possible.

‘ user role – Financial – Account Summary ‘ – Search Criteria – search results.

If the codes are incorrect you can raise an iFix (iFix Portal - Purchasing (EASEBuy, PECOS and ePC)) if you do not have access to IFix please email the ePC mailbox (epc_mailbox@gov.scot) who will unreview the transactions so the card holder can correct them.

B . Tick the Approved box and then "Save"

 ‘ user role – Financial – Account Summary ‘ – Search Criteria – search results.

Your actions are now complete.

Contact

Email: EPC_mailbox@gov.scot

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