Creating a Purchasing Credit Card (P-Card) Journal Voucher

Transcription

1 Introduction The following instructions will assist users in creating a Purchasing Credit Card (P-Card) Journal Voucher for SAP Finance in the ERP Portal. Logging in to the ERP Portal From the M-DCPS Web site at Log in to the Employee Portal to access the ERP Portal on the ERP tab The ERP Home page will be displayed. From the ERP Home page, on the Finance tab The Overview screen will be displayed. on G/L Account Documents Create/Park Journal Voucher Document The Park G/L Account Document will be displayed. Page 1 August 2010

2 From the Basic data tab, In the Document Date field, Type the current date In the Reference field, Type P-Card and your 4 digit work location number In the Doc Header Text field, Type the statement date (ex. 01/12/2017 statement) In the Document Type field, Type PC (Use this type only for P-Card Journal Vouchers) Page 2 Page revised August June

3 For P-Card Journal Vouchers, in the Items section of the screen, Enter the funding structure of where the money is being taken from for the debit line(s): Type Fund: ex G/L account: Business: 0000 Cost center: ex Functional area: ex Amount in doc. curr.: line item amount in document currency (ex. 500) D/C: Debit If you are using multiple accounts, you may have more than one debit line. Only one credit line is needed for the total sum of all of the debit lines. Enter the following funding structure in the fields below for the credit line: Type Fund: G/L account: Business: 0000 Cost center: (ex ) Functional area: Amount in doc. curr.: total sum of all debit lines (ex. 500) D/C: Credit Scroll to the right Type location number under the assignment field (ex. 0321) To save the Journal Voucher, Save as completed Page 3 Page revised August June

4 The journal voucher will be parked and automatically assigned a document number. Note the document number displayed at the bottom of the screen for future reference. Exit Funds will be automatically encumbered. Upon approval and posting, funds will be moved from encumbered to expenses. If a Journal Voucher is rejected, funds are not automatically released to the funding structure. The Journal Voucher must be deleted by the Accounting Department. The Accounting Department deletes all rejected Journal Voucher documents on a regular basis. For immediate deletion of a rejected Journal Voucher, send an request to Terrance Ferguson in the Office of the Controller with the document number(s) to be deleted. Attaching Supporting Documents to a P-Card Journal Voucher The credit card statement and the Purchasing Credit Card Program Monthly Requistion Work Sheet (FM 5828), used to reconcile monthly procurement credit card statements, are required supporting documents that must be attached to the P-Card Journal Voucher for payment to the credit card vendor. These documents must be scanned and saved in a PDF format to a document file on your computer, prior to attachment to the Journal Voucher. Supporting documentation for all purchases must be kept and properly filed at the work location for audit purposes. To display the document that was created, from the Overview screen, on Display Parked Documents Display Journal Voucher Document The Display Parked Document: Initial Screen will be displayed. Press Enter The last document number created will be displayed, but it can be changed to display another document number. Page 4 August 2010

5 To attach the required supporting documentation, in the upper right corner, From the drop-down menu, Select Create Store business document Page 5 August 2010

6 The Assign then Store Attachments screen will be displayed. on the PDF option to attach supporting documents On your computer, locate the scanned, saved PDF supporting document file(s), on the file to be attached Open From the Assign then Store Attachments screen, The file will be attached to the Journal Voucher. Attach all other required files, following the same process. Page 6 August 2010

7 When all of the supporting documents have been attached, Exit To exit the ERP Portal, to close the screen on Log off in the upper right screen Whom to Contact for Assistance For questions or comments, please submit a Self Service incident at: Page 7 August 2010