The Purpose of Payment field was created so that Cardholders could include a reason for the purchase similar to the “Purpose of Payment” on the check request form. It is extremely important in the audit process that this information be completed for all purchases.
Figure #13 Purpose of Payment
Once you have selected the Transaction on the Transaction screen you will need to do the following to input the description in the Purpose of Payment.
- Navigate to the Purpose of Payment Field
- Back out the “0” in the field
- Type in the description - The box is a 50 character field which allows you to type in more information than the size of the input box.
- Click the “Save” button in the upper left hand side of the screen – This will bring you back to the All Transactions Screen.
Special Note: Cardholders are required to complete the Purpose of Payment field even if they do not make any changes to the accounting information.