Resolving Disputed Transactions
Purpose: Use this document as a reference for resolving disputed procurement card transactions in ctcLink.
Audience: Purchasing staff and Cardholders.
You must have at least one of these local college managed security roles:
- CC_ADMINISTRATOR
- CC_APPROVER
- CC_RECONCILER
- CC_REVIEWER
- CC_USER_PO
- CC_USER_REQ
- ZZ Procurement Card Recon
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
This process is for audit and notation only. It does not alter the amount of the original transaction. It is a notation that an amount has been disputed, and the transaction should be held from further processing until such time as the dispute is resolved either by receiving the credit transaction or by removing the disputed amount from the reconciliation billing tab.
Resolving Disputed Transactions
Navigation: Purchasing > Procurement Cards > Reconcile > Review Disputes
- The Review Disputes Search page displays. Enter or lookup Employee ID. Or optional to use other search criteria to refine results:
- Card Number. TIP: Use the % or wild card and the last 3 digits of the card, i.e. %515.
- Budget Status.
- ChartField Status.
- Transaction Date or Date Range.
- Select the Search button.
- Use the Procurement Card Transactions page to view and resolve disputed transactions. The statement lines that appear on this page are lines with a dispute amount where the Credit Collected option has been cleared.
- The Dispute Amount field displays the difference in the amount between your records and the transaction amount. Appears by default from the Reconcile Statement - Procurement Card Transactions page.
- The Description appears by default from the Reconcile Statement - Procurement Card Transactions page, but you can change it here.
Select the Billing tab to review additional information.
- Next select the Cardholder tab.
- Select the Collected option. By selecting the collected check box you are stating that the dispute has been resolved and that a credit has been issued for the amount that was in dispute. This does not connect to the credit transaction. The check box should only be checked and the transaction marked approved once the credit has been verified and ready to process with the original charge so that the amounts post together preventing overpayment of the original amount.
- Select the Save button.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
View Tutorial via Panopto
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