Revision Control Date By Action Pages M Walker Document created M Walker New Screen Shots and Instructions 7

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1 Business Process Guide Process: ProCard Reconciliation Module: ProCard High Level Description Process Module Document Type ProCard Reconciliation ProCard Business Process Guide Revision Control Date By Action Pages M Walker Document created M Walker New Screen Shots and Instructions 7 Table of Contents Table of Contents... 1 Overview... 1 Reconcile ProCard Statement... 2 Print ProCard Adjustment Report... 6 Whom to Contact for Help?... 7 Overview The ProCard module within PeopleSoft Finance is used to record detailed descriptions of ProCard charges, make adjustments to chartfield distributions, and review historical data. Once a month, the credit card company produces a file of all ProCard charges made for that specified time period and it is loaded into the PeopleSoft Finance ProCard module. After the file is downloaded, cardholders are notified via that their statements are ready for review. This business process guide demonstrates how to reconcile your monthly ProCard statement, print your report, and view your transactions and history. Due dates for ProCard statement processing are as follows: 1. On (or about) the 25th of each month, cardholders are notified via that their ProCard statements are ready for reconciliation. 2. By the 5th of the following month, cardholders must reconcile their ProCard statements and print their ProCard Adjustment Reports. 3. By the 10th of each month, both cardholders and their Approving Official must sign the ProCard Adjustment Report and submit all documentation to Accounts Payable, SA2750. Business Process Guide Page: 1

2 Reconcile ProCard Statement On (or about) the 25th of each month, cardholders are notified via that their ProCard statements are ready for reconciliation. Cardholders or their designees must reconcile their statements by the 5th of the following month. This section demonstrates how to reconcile your ProCard statement. The PeopleSoft Finance Main Menu displays. Navigate to CSU East Bay > ProCard > Use & Inquiry > ProCard Adjustment The ProCard Adjustment Search Results page displays. 1. Enter Business Unit: HW Enter the cardholder s last name 3. Enter the cardholder s first name (optional) 4. Click the Search button The ProCard Adjustment search results will display. 5. If your search produces multiple results, click the hyperlink for the invoice you wish to view Business Process Guide Page: 2

3 The ProCard Adjustment page displays. 6. Add a Description for each transaction (required) 7. Change the chartfields if needed Fields Descriptions: Business Unit: HW001 Invoice: System generated number. The first two characters are PC, the next 4 characters are MMYY (month and year of billing statement) and the last 4 are sequential numbers. Make a note of the Invoice number because it is used to cross-reference the AP voucher created in PeopleSoft. Invoice Date: The billing statement date Total: The total amount for the card for this billing cycle Vendor Name: The vendor who was paid for this transaction Transaction Date: The date of the charge Merchandise Amt: The amount of the charge for each transaction Description: A description of what goods were purchased. This is a required field and must be completed. T = Tax: Select if this charge is for a taxable product, but sales tax was not included on the receipt/invoice, or if sales tax was incorrect. Services are usually not taxable. Disputed: Select if you are disputing this charge. This is for informational purposes only. The disputed charge will still be paid. It is the responsibility of the cardholder to obtain a credit from the vendor. Distribution: This is the default chartfield string requested by the cardholder. The cardholder may make changes to any of the chartfields. Business Process Guide Page: 3

4 The ProCard Adjustment page displays. 8. To see the next transaction, click the arrow icon or 9. To see all charges for the billing cycle, click the View All link All transactions display. 10. To complete the reconciliation process, enter descriptions for all transactions (required) 11. Click the Save button Split Distribution: 12. To split the distribution on a transaction, click the Add (+) icon on the distribution line 13. Then fill in the chartfields for the second distribution 14. To view all lines of a split distribution, click the View All link Business Process Guide Page: 4

5 15. Click the Save button Note: When the record is saved, the system will check to make sure the total Distribution Amount is equal to the Merchandise Amount. Business Process Guide Page: 5

6 Print ProCard Adjustment Report By the 5th of each month, cardholders must print their ProCard Adjustment Reports. Both cardholders and their Approving Official must sign the ProCard Adjustment Report and submit all documentation to Accounts Payable (Zip 0041) by the 10th of the month. This section demonstrates how to print your ProCard Adjustment Report. The ProCard Adjustment page displays. 1. Click the printer icon 2. Click the Process Monitor link The Process List page displays. 3. Wait at least 15 seconds, and then click the Refresh button 4. Continue waiting and then clicking the Refresh button until Run Status changes to Success and Distribution Status changes to Posted 5. Click the Details link Business Process Guide Page: 6

7 The Process Detail page displays. 6. Click the View Log/Trace link The File List displays. 7. Click the PDF link The ProCard Adjustments Report displays. 8. To print the report, click File > Print in the menu or click the Print icon on the toolbar 9. Click OK The report prints. Both cardholders and their Approving Official must sign the ProCard Adjustment Report By the 10th of each, submit all documentation to Accounts Payable, SA2750. Whom to Contact for Help? For additional help or to report problems with this functionality, please log a ticket via the Service Desk ( Business Process Guide Page: 7