| What to do |
How to do it |
| 1 |
Gather the information. |
- You will need:
- Sales receipts, invoices, packing slips, and other purchasing documentation
- Fund source guidelines
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| 2 |
Log in. |
- Access ECManager.
- Enter your user ID and password.
- Click Review transactions.
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| 3 |
Select transactions. |
- Select a date option from the IFIS posting date drop-down field:
- All
- Specific date
Note: The IFIS posting date is the date that the transactions will post to the operating ledger.
- Select either a Card Suffix or Default Index option.
Note: Selecting ALL in either the Suffix field or Default Index field will return a list of pending transactions for all of your cardholders.
- Optional: Select a dollar amount if you want to limit your review to transactions that meet a specific dollar amount or monetary range.
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| 4 |
Select sort options. |
- Select a Sort By option.
- Select a Sort Order option.
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| 5 |
Select the number of transactions. |
- Select the number of transactions you would like to display on the screen at one time.
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| 6 |
Submit. |
- Submit your request.
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| 7 |
Review transactions. |
- Review each transaction for accuracy and fund compliance using the information gathered in Step 1.
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| 8 |
Update use tax (when applicable). |
- If a dollar amount displays in the Use Tax field, check the transaction receipt for this purchase to see if the vendor charged tax.
- If the vendor did not charge tax, DO NOT change the Use Tax field. ECManager has calculated the appropriate tax for you.
- If the vendor charged tax at the point of sale, change the amount in the Use Tax field to zero. This change will prevent your department from paying tax twice.
Note: Transactions from out-of-state vendors who are registered with the California State Board of Equalization but do not list sales tax as a separate line item are subject to use-tax calculation.
For more information on use tax, see:
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| 9 |
Change accounting (optional). |
- Change indexes or account codes.
Note: You can type over the existing index or account, or click on the magnifying glass icon to search for and select an index or account.
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| 10 |
Split transactions (optional). |
- Split transactions between indexes or account codes in equal or unequal amounts.
For instructions, see:
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| 11 |
Include a comment (optional). |
- click the Comment icon if you would like to add a comment.
Note: You can use the comment box to document the reason for the purchase or your changes.
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| 12 |
Save your changes. |
- Click Save.
Note: If you have additional pages to review and have completed the transactions on the current page, click Save/ Next Page.
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| 13 |
Print a list of transactions (optional). |
- Click Print.
Note: Transactions that have been edited will appear in gray. Transactions that have been split will occupy multiple rows.
- Click Return after printing to go back to the main menu.
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