Acquisition Card Monthly Reconciliation - FAQ

1. How can I view the attachments?

In CRK2 or CRK3, you can click on the black arrow next to the paperclip icon and chose Attachment List.

2. Can I delete a document once it has been attached?

No, once you have selected your document and click on the green checkmark, the document is saved automatically. You do not have the access to delete a document after that.

If the document was attached in error and it presents a potential risk in leaving the document in SAP, you can open a ticket in the Government Acquisition Card Gateway to have it removed.

3. Why is the card document number not showing on the activity report?

This scenario will happen when your card document was initially unmatched, either because the card document was not created before the upload, the authorization number or the total amount was erroneous or because the card document was not created in the same currency as the transaction.

After correcting this transaction in ZZCR-Unaccepted Report, you will need to manually write the card document number on your PDF document.

4. How can I put a note on PDF document without printing it in Adobe Reader?

In Adobe Reader, click on “Tool” and choose the “Text Box” icon , then click wherever you want to add your note and start writing.

5. How do I generate the acquisition card activity report in PDF format?

1. Once you have generate the report in SAP (ZZCCAR – Acquisition Card Activity Report), click on "Print" . The output devise should still say “LOCL”, click on "Enter" .
2. In the "Print" window, in the "Printer" drop-down menu select "Microsoft Print to PDF" or "Foxit Phantom PDF Printer".

3. Select the Print button. Rather than going to your printer, the document will be saved as a new PDF file. Save this file with the naming convention below:

   FIRST NAME_LAST NAME_Fiscal Year_Period

   Ex : MARIE-JOSEE_BOUTIN_2021_06

6. I have not send any report since the beginning of the pandemic in March 2020, what should I do with all my invoices and past reports?

If your invoices can be printed out and the report can be signed using a wet signature, you should use the old process and send it to your processing centre via regular mail.

If your report has been digitally signed (with an Entrust certificate), you should not print it. In order to give you more flexibility during the transition period, we would ask that you contact the accounts payables (AP) so we can discuss an alternative solution for the missing logs according to your own situation. (Helpline: 1-855-684-7827 option 1 or Acquisition Card Gateway).

• It is possible to use the new method: attach all supporting documentation with each card document and have your monthly report digitally signed by your manager. If you already obtained an Entrust digital approval for each invoice, you can attach this approval to CRK2, and attach the unsigned report to CRK1.
• It is possible to send your monthly report via email if your PDF document is not too large (max 23 MB).
• It might also be possible to attach the complete report in SAP in CRK1 if all of your documents have been combined in one PDF document.

The attachment in SAP will be mandatory for all purchases made from September 1^st 2020.

• Processing Centers physical addresses

  Ontario or the Western Canada & Territories Region

  Winnipeg Processing Centre – CFOB – Integrated Corporate Accounting & Accountability Directorate (ICAAD)

  Accounting Operations

  414-111 Lombard Avenue

  Winnipeg, MB R3B 0T4

  National Headquarters, Quebec or Atlantic Region

  Montreal Processing Centre – CFOB – Integrated Corporate Accounting & Accountability Directorate (ICAAD)

  Accounting Operations

  200 Rene-Levesque Boulevard West

  West Tower, 7^th Floor

  Montreal, QC H2Z 1X4

7. How can I make sure the signed activity report has been attached in SAP?

You can go back in CRK1 (using any date) and view all the attachments under Attachment list.

8. I still received some paper invoices, can I scan or take a picture and attach them to SAP the same way?

Yes, those invoices will have to be scan or photographed and attach to SAP. We would strongly recommend you ask your vendor to stop sending paper invoice and send them via email instead.

If you take a photo of your document, note that you will not be able to attach this format in SAP (.JPEG). You will have to print it in PDF (Microsoft Print to PDF) or include this document in an email and attach the email to SAP.

9. Why am I unable to open the training documents in the myEMS help platform (uPerform)?

This is most likely because you are using the Microsoft Edge browser.

Please use Internet Explorer to open documents.

10. My manager is unable to view my card documents from myEMS. Why?

This is most likely because they are using the Microsoft Edge browser.

Please use Internet Explorer to open documents.

11. My manager wants to use FOXIT Phantom PDF to digitally sign the activity report, will this be accepted, and how can he sign using it?

Please note that Adobe Acrobat Reader is the department’s standard tool for digitally signing documents and this program is automatically install on all computers without any licence. While the digital signature might still work in Foxit, your manager may experience some troubles and this is why IITB do not recommend using it.

The activity report signed with Foxit will be accepted by the Accounts Payable if the signatures are valid. The complete process for both programs are available in the How to Guide for Digital Signatures.

12. Can my manager use a calligraphy tool to sign the activity report?

No, only the signatures that will be validated with an Entrust certificate are accepted (PDF or via email).

13. Why is the Outlook process for signing emails with Entrust not recommended for the activity report?

This is a valid option if the approval is sought for only one transaction. Accounts Payable do not recommend using this method for a whole report with more than one purchase, because not all the financial information will be written in the email for each transactions.

This should be used for a complete report in exceptional circumstances where the manager don’t have access to Adobe Reader.

14. In which circumstances should the invoice be signed instead of the activity report?

If you have multiples transactions for different managers, it might be more effective to have the invoices signed under section 34 of the FAA instead of the activity report.

It is up to all managers to decide if they prefer signing each invoices or the complete report.

* If the manager decide to sign the invoice, make sure that the complete financial coding and the mention “Certified under section 34 of the FAA”, are present on each invoice with the digital signature.

You can also have more than one digital signature on the report. If more than one managers wants to sign the same report, they have to make sure Not to lock the document while signing it.