University of Windsor
Scotiabank VISA Purchasing Credit Card “How To”Guide
TO ACTIVATE YOUR CREDIT CARD
Call the toll free number on the red sticker on the front of your new Scotiabank VISA credit card (1- 888-823-9657) to activate your card– you will need the first two and last two digits of your significant date (MM/DD/YEAR) which you previously provided. If you cannot remember your significant date, please contact Leanie Joya (ext.2081) in the Purchasing Department for assistance.
TO LOG ON TO THE VISA WEBSITE
To access Pathway Net from your browser please enter https://pwnet.procard.com/uow
Enter your username (the first 4 letters of your last name plus last six digits of your credit card number. (i.e. ABCD666666)
Enter your password (this is the same as your username and you will be prompted to change your password on your first log in).
Note: Passwords can be a combination of letters, numbers and special characters,
however, they cannot contain spaces or quotation marks. You cannot re-use your current password. (Password is a minimum of 4 characters)
STATEMENTS:
How to VIEW and EDIT your Transactions online
Transactions on the credit cards will be posted using an automated data upload file from the bank to the University‟s Financial Information System (FIS) general ledger (G/L) once per month after the statement cycle and will appear as a QC document type. The data in the file runs through a “mapper” that determines where the transaction will post to in the G/L ie to which cost center/grant and to which object (expense) account. Unless action is taken to override the mapping of a transaction, it will post to the G/L according to the defaults set up in the mapper- see more detail on this below.
This new functionality allows the cardholders themselves (or a designate) to have the flexibility to edit where the credit card transactions will post to before they appear in the G/L by performing a simple procedure once logged into the VISA card website. If the dean or department head wishes to have one person in their area perform the reallocations on line for other people‟s cards in their department, Purchasing as program administrators can set up this designated person. See form for the dean or department head to sign.
Reallocation of the cost center/grant number:
Each credit card has a default cost center attached to it when issued according to the application you filled in. If as the cardholder you wish to allocate your transaction to a cost center other than the default, Purchasing can make these cost centers available for your access in the VISA website database for reallocation purposes. The cardholder must have signing authority for the cost center they ask for access to allocate to. Grantees often have multiple grants they wish to charge to.
Reallocation of the object (expense) account:
Each vendor has a merchant category code “MCC‟ for its type of industry. All transactions done on VISA cards use this MCC. The mapper associates an MCC in the data upload file to an appropriate object account in the G/L. The association was created using an 80/20 rule for the University expense accounts.
Important to note:
All overrides to the defaults must be done on the web by the 15th of each month prior to the data file posting to the G/L and payment to the bank.
Should you need to reallocate expenses subsequent to their posting to the G/L you can still accomplish this through remote journal entry on the financial system.
Once you have logged into the Pathway (VISA) website your screen will look like this:
The date range will default to the current cycle in which you are able to reallocate your transactions. Once the automatic upload of transactions is done to pull the prior month‟s activity into the University‟s Financial Information System (FIS) those transactions are not available for edit.
Once you clicked on View Results your screen will look like this.
By scrolling over using the scroll bar you can see where each transaction will be posted to in the G/L per the defaults in the mapper.
If the allocation is okay – ie. your cost center and object code is correct – no further action is required- that is where it will appear in the G/L.
NOTE: Transactions must be reallocated by the 15th of each month to ensure that reallocations are captured in the interface to the general ledger.
Important Note:
To CHANGE a single transaction
In the ID column Click on the underlined ID# of the transaction (link)
This will open up a window in which you can change either the cost center or the object using your drop down of selections.
To access your selections for a Cost Center, click on the box with the dots. ● ● ●
Click on the appropriate cost center from your drop down of choices.
If you don‟t see a cost center or grant that you need in your drop down of choices – please ask Purchasing x2081 or x2085 to add it in for you. It has to be one you are authorized to expense to.
This will return you to your transaction window and should show your updated allocation. Scroll over to check your allocation.
It is a good idea to put a check mark (click on box) of the RVWD column to show you that you have reviewed a particular transaction – that way you will know that it is done.
Note: Any Transaction that has already been posted to the general ledger for prior periods will be grayed out and not available for edit.
The appropriate GST Rebate and PST calculations will be imputed on your total transaction amount and posted to the proper general ledger accounts.
To Log OUT of Pathway Net
When you finish a Pathway Net session, log out by closing your browser program. After a period of inactivity, your session automatically ends and you must log on again. The default time is 30 minutes.
Help Button
The Help button is content sensitive, meaning that it will give you help information pertinent to the page that you are currently on.
LOST OR STOLEN CARDS please dial 888-823-9657 (Scotiabank) and also notify Purchasing Services x2081.
TO CHANGE YOUR PASSWORD:
At the bottom of the menu bar, click on the Change Password button. The Log in window appears. In the new Password field, enter your password.
