GPC Government Purchase Card
63
How the Process Works ^ current 1. Cardholder (Agent X) goes to Physical VIB store to get quote (and hold items) 2. Agent X goes to Access Online to get a Control Number 3. Agent X fills out 34-3 4. Quote is attached to 34-3 5. Agent X provides 34-3 (with quote attached) to BO for signature 6. After being approved for making a purchase, the agent goes back to VIB store to get items that were quoted and put on hold 7. Items are bought and receipt is assigned to Agent X 8. Agent X goes back to Access to plug in the items bought under a specific control number 9. Agent Receives and prints a copy of the Access Receipt 10. Agent X fills out form 34-1 and prints a copy 11. Records of purchase are maintained in paper form on Agent X’s files 1
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Transcript of GPC Government Purchase Card
How the Process Works ^current
1. Cardholder (Agent X) goes to Physical VIB store to get quote (and hold items)
2. Agent X goes to Access Online to get a Control Number 3. Agent X fills out 34-34. Quote is attached to 34-35. Agent X provides 34-3 (with quote attached) to BO for signature 6. After being approved for making a purchase, the agent goes back
to VIB store to get items that were quoted and put on hold 7. Items are bought and receipt is assigned to Agent X 8. Agent X goes back to Access to plug in the items bought under a
specific control number
9. Agent Receives and prints a copy of the Access Receipt 10. Agent X fills out form 34-1 and prints a copy 11. Records of purchase are maintained in paper form on Agent X’s
files
1
The Staff
I need printing paper!
Get me a keyboard!
Bring some fancy pens!
Agent X vs.vs.
I need printing paper!
Get me a keyboard!
Bring some fancy pens!
Agent X
HULK ANGRY!
TOO MUCH EMAIL!
3
Pens
Markers
Pencils
Hey! Don’t forget…
Paper Please
Hey Agent 007,
Please pick up some white paper for me!
Thanks, Agent A
Spammy inboxes. EW.
Agent X
CARDHOLDER: Agent X
MISSION: Obtain
-2 packages of pen -Paper for machines -Keyboard
WHEN: Bi-weekly Schedule
4
Agent X
List:-2 packages of pen -Paper for machines -Keyboard
STEP 1: Cardholder (Agent X) goes to Physical VIB store to get quote
(and POSSIBLY hold items)
5
Agent X
List:-3 packages of pen -Paper for machines -Keyboard
Mr. Goldfinger, could you provide me a quote of all these items… and keep
them on hold while I get my supervisor’s approval
for form 34-3?
Agent X
Sure thing Mr. Bond, Here is your quote!
STEP 1: Cardholder (Agent X) goes to Physical VIB store to get quote
(and POSSIBLY hold items)
6
Agent X
UGH! Paperwork…
NOTE: Agent X does not take
items; Items are left in VIB store
7
Quote Obtained:
8
STEP 2: Agent X goes to Access Online to get a Control Number
Getting a control number is basically going into the website and getting a blank check. You will need to get a control number and put this in form 34-3
9
STEP 3: Agent X finds form 34-3 and fills it out
10
Agent X
All the forms are the same, the only thing that changes is the
NOTE: This process can be automatized
• TOTAL AMOUNT• CONTROL NUMBER
• DATE • SIGNATURE
STEP 3: Agent X finds form 34-3 and fills it out
11
FORM 34-3 COMPLETED:
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Now that a quote has been obtained, and form 34-3 filled out,
Agent X must obtain the approval of the Billing Official, Agent M.
STEP 4: Quote and 34-3 are attached and prepped for B.O. (AGENT M)
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Agent X
Now, to see the B.O. Upstairs,
Agent M
STEP 5: Agent X provides 34-3 with Quote Attached to Billing Official (Agent M) for signature
Agent M Agent M
14
Agent X
Agent M, I need you to approve this purchase I want to make. Please provide
your signature
Approved!
Agent M Agent M
Agent M Agent M 15
Agent X
STEP 6:After being approved for making a purchase, the agent goes back to VIB store to get items that were quoted and put on hold
16
Agent X
Sure thing Mr. Bond, here is your receipt.
Agent X
STEP 7:Items are bought and receipt is assigned to Agent X
Please charge the items I quoted and had on
hold earlier to my GPC Mr.Goldfingers.
17
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STEP 8: Agent X goes back to Office...
Agent X
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STEP 8: Agent X goes back into Access and hand jams the purchases that were made. After he does so, he will receive a “Access Bank Receipt”
NOTE: This process should be automatic, every time a purchase is made, it should automatically subtract from GPC
The Access Bank Receipt MUST Match the Amount on 34-3
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ACCESS RECEIPT:COMPLETED
STEP 9: Agent Receives and prints out a copy of the Access Receipt
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STEP 10: Agent X fills out 34-1 to subtract from general budget and track items purchased from Supply Budget...
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Agent X
All the forms are the same, the only thing that changes is the:
• Date• Agent Name • Description of Item • Quantity • Unit of Measurement • Unit Price • Total Price • Balance Pre-Purchase • Balance remaining after each
individual purchase
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FORM 34-1: COMPLETED
NOTE: Form 34-1 does not prove a running tally for quick access.
It is also confusing if you have more than 1 GPC holder 24
STEP 11:Given the manner in which things are done now, each purchase should contain the following materials:
Quote Form 34-3 Access Receipt
Form 34-125
STEP 11:Records of purchase are maintained in paper form on Agent X’s files
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27
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How the Process Should Work ^New and improved
CARDHOLDER: Agent X
MISSION: Obtain
-Packages of pen -Paper for machines -Keyboard
WHEN: Bi-weekly Schedule
The Staff
I need printing paper!
Get me a keyboard!
Bring some fancy pens!
Agent X vs.vs.
HULK ANGRY!
TOO MUCH EMAIL!
I need printing paper!
Get me a keyboard!
Bring some fancy pens!
USE SHARED DRIVE INSTEAD
OF EMAIL
Less spammy email for GPC holder
Cashier
Send an email with attachment of
materials needed
Cashier
Cashier
Supply Office sends quote back via
Cashier
40
Get form pre-filled
Total Amount:
Control Number:
Date:
Signature:
upload VIB QUOTE:
Part 1 of
Ticket Number:
Create a form and fill in
Total Amount:
Control Number:
Date:
Signature:
1/11/2013
Adobe Signature
$415
ABC123
1/11/2013
1/11/2013
1/11/2013
1/11/2013
1/11/2013
1/11/2013
ABC123
$415
Agent X
Agent X
Agent X
upload VIB QUOTE: ------------
Part 1 of
Ticket Number:
OL-200-10079
OL-200-10079
SUBMIT and EMAIL
Total Amount:
Control Number:
Date:
Signature:
1/11/2013
Adobe Signature
$415
ABC123
upload VIB QUOTE: ------------
Part 1 of
Ticket Number: OL-200-10079
SUBMIT and EMAIL
Agent X, Form 34-3 and quote are ready for review and approval by the Billing official. Please enter the email
address of the B.O. in the space below, then click send.
SENDSEND
1/11/2013
1/11/2013
1/11/2013
1/11/2013
1/11/2013
1/11/2013
ABC123
$415
Agent X
Agent X
Agent X
OL-200-10079
Billing Official Agent M
APPROVED!
Store in the cloud!
34-3 with signatures of Agent X (GPC holder) and Agent M (billing official) saved to cloud
List:-3 packages of pen -Paper for machines -Keyboard
Agent X
Mr. Bond, Here is your
receipt! I also sent a copy of your receipt to your
54
Shopping!!!
55
Total Amount Spent
Part 4 of
Date of Purchase
Invoice Ticket Number
1/11/2013
OL-200-10039
$415
UPLOAD COPY OF INVOICE
SUBMIT!
1/11/2013 OL-200-10039 $415
Total Amount Spent
Part 4 of
Date of Purchase
Invoice Ticket Number
1/11/2013
OL-200-10039
$415
UPLOAD COPY OF INVOICE
SUBMIT!
34-3 with signatures of Agent X (GPC holder) and Agent M (billing official) saved to cloud Official Invoice
