View and Reprint Transmittals​

​Introduction

The View Transmittal selection on the main P-Card menu is available for verifiers, approvers, and auditors to view and reprint transmittals. Users can view any transmittal of a card for which they have verifier rights and any transmittal for which they have approval rights, and depending on the PCA/Index on the transactions.

The important features of the View Transmittals screen are:

  • Transmittals that have been processed and sent to STARS will be viewable, including transmittals from approximately two years back.
  • The batch number and batch date processed transmittals will be displayed (although not printed).
  • Attached scanned receipts or documents can be viewed and new documents can be attached to a transmittal, including transmittals that have been sent to STARS. (Auditors will not have this ability).
  • On the right side of the printed transmittal, the S column will if indicate (Y for yes, N for No) if transactions have been split.

If the transmittal does not print or you do not see it displayed, refer to the Troubleshoot Browser or PDF Settings document.

Selecting and Viewing a Transmittal

1. Select View Transmittal from the main P-Card menu.

2. Enter a transmittal number if you know it, or select a transmittal from the drop down menu:

  • To view older transmittals, see the Processed transmittal section below.
  • Enter the transmittal number in the Enter Transmittal field and press ENTER.. If you don’t know the transmittal number, see “How to find a transmittal number” below.
  • Click the Select Transmittal drop down menu, and then click the transmittal you want to view.

Figure 1 - Enter or select a transmittal

 Enter transmittal and Select transmittal drop down menus highlighted

3. The transmittal will be displayed.

  • The batch number and batch date of the transactions sent to STARS are displayed in the transaction grid. However, these will not be printed on the PDF transmittal.
  • The PDF transmittal will if indicate if transactions have been split (Y for yes, N for No) under the S column on the right side of the page.

4. If there are any scanned documents attached to the transmittal, click View to view the attachments.

5. Click Reprint Transmittal if you want a copy of the transmittal. The transmittal will be generated and displayed in PDF format.

Figure 2 - Reprint transmittal button and Scanned attachments

Transmittal shown with reprint transmittal button and a scanned attachment 

Find, Sort, or Filter Transmittals

You can find, sort, or filter the transmittals displayed in the Select Transmittal drop down menu. You can apply any of the following:

Processed - Find Transmittals That Have Been Sent to STARS

1. Click the Processed check box.

2. If you know the date or approximate date of when the transmittal was created, enter a beginning and ending date in the Date Range fields. If you leave these blank, P-Card may retrieve up to 1000 transmittals.

3. Click Filter.​

4. Click the Select Transmittal drop down menu to select a transmittal.

Figure 3 - Filter by processes transmittals

Processed check box highlighted 

By Date Range

1. Enter a beginning and ending date in the Date Range fields. This will limit the transmittals in the Select Transmittal menu to those that have at least one transaction on a transmittal in that date range.

2. Watch for the browser to finish with the filter process, and then click Filter.

3. Click the Select Transmittal drop down menu and select a transmittal.

Figure 4 - Filter by date range

Date range fields highlighted 

Sort by Verifier Name or Transmittal Number

1. Select TM# (the default) or Name to display transmittals in the Select Transmittal menu in order of the transmittal number or alphabetically by the verifier’s last name.

2. Click the Select Transmittal drop down menu and select a transmittal.

Figure 5 - Sort by name or transmittal number

 Sort radio buttons highlighted 

How to Find a Transmittal Number

1. Verifiers and Approvers: Click Reports on the P-Card menu.

2. Select the All Transactions report.

3. Select a date range, the criteria to sort the report by

4. Click the desired file format extension.

The transmittal number will be under the TM# column.

The sort criteria are:

  • Name
  • TM# (Transmittal number)
  • Posting Date (date the transaction posted at the bank)
  • Amount
  • 1099
  • 1099 Tran Date (Date transaction occurred at POS)

The results of the report depend on the type of user requesting the report:

  • If a Verifier requests the report, it will report the transactions that the person is authorized to verify.
  • If an Approver requests the report, it will report the transactions that the Approver is authorized to approve.