Purchasing Card Reconciliation

Transcription

1 Purchasing Card Reconciliation Purpose: Audience: Monthly reconciliation of Purchasing Card (PCard) transactions is a requirement for all card holders. This guide shows how to reconcile transactions and attach receipts within PeopleSoft. University of Calgary employees who are PCard users, or those assigned to perform reconciliation on behalf of a cardholder. Prerequisites: (1) Must currently be assigned a PCard, or assigned to perform reconciliation on behalf of a cardholder. (2) Must have the Scotiabank credit card statement as of the 25 th of each month ( ed on the 26th directly to the cardholder from Transplus@procard.com as a PDF attachment). As an alternate, cardholders now have the option to reconcile transactions more frequently by accessing a transaction snapshot anytime using the Centre Suite website (see Using CentreSuite to Access Card Statements ). Note: Review the monthly statement each month (even if the card was not used) to check for unauthorized transactions. (3) Attachments are required for each transaction. Ensure you have your receipts or other appropriate documentation scanned individually and saved as a PDF file before submitting the claim. Note: Effective Nov. 14th, 2017 only electronic copies of receipts and statements are submitted. The Reconciliation report and paper copies are no longer submitted in the orange envelopes! Step 1: Navigate to Procurement Card Transactions 1 From your myuofc login screen, click My Work. 2 Under Finance & Supply Chain, click Reconcile Credit Card Note: Alternately, you can access the Reconcile Credit Card screens by going to My Work, under Direct Access select PS Finance & Supply Chain (or FS PeopleSoft) Main Menu Purchasing Procurement Cards Reconcile and Reconcile Statement. Depending on your role, the screens may look a little different! 2. March 14, 2018 Questions? Call the SCM help desk at scmhelp@ucalgary.ca or

2 Step 2: Confirm Employee Information The My Wallet screen under the Travel & Expense Card tab appears. If the correct ID does not appear, click the Search icon (magnifying glass) next to the Employee ID field, select the ID of the employee from the Search Results field. 2.1 Click on the Procurement Card tab to access PCard transactions. Step 3: Confirm Transaction Details 1 Confirm the details of each transaction against the statement/snapshot and the receipt validating the amount, currency, merchant, date, etc. 2 The original currency of the PCard transactions is shown on the Transactions tab within the Currency column To view the currency exchange in Canadian funds, click on the Billing tab. The amount displayed on this tab under the Currency column should match what is shown on the Scotiabank Visa statement. March 14, 2018 Questions? Call the SCM help desk at scmhelp@ucalgary.ca or

3 Step 4: Confirm Chartfield Accounting Details The Transactions tab will show the PCard transactions that are available. Transactions showing a status of Staged are unreconciled. Transactions showing a status of Approved are reconciled and are no longer available for editing. 4.1 On the Transaction tab, click the Distribution icon to navigate to the Distributions screen. 4.2 On the Account Distribution screen under the Chartfields tab, confirm that all accounting details are correct for the transactions. The scroll bar along the bottom of the screen can be used to view or update the chartfields if necessary. 2. Use the scroll bar to see additional fields Important: To confirm the correct ChartField allocation, the cardholder or reconciler may need to consult with the approver prior to completing the Chartfields information to verify the fields that must be completed, and the information that must be included. 4.3 If applicable, complete any required changes to the Chartfields (Fund, Dept, etc.) and click OK to return to the Procurement Card Transactions screen. If you need to split the the cost of an item between two cost centres proceed to 4.4. If the Chartfields are complete proceed to step 5. March 14, 2018 Questions? Call the SCM help desk at scmhelp@ucalgary.ca or

4 4.4 (Optional) To split distribution accross multiple chartfields (a) select the checkbox for the individual transaction, then (b) select the Split Line link at the bottom to open the PCard Transaction Split Line screen. a. b. c. Enter either the amount or percentage as applicable on each line. The percent fields for each row must collectively add up to 100% and the Amount will be calculated for you after you press the tab key on your keyboard. Note that once the OK button is selected the split line cannot be undone! d. Once all of the information on this screen is correct, click OK to return to the Procurement Card Transactions screen. c. d. Caution! A split line cannot be undone once the OK button is selected. Click Cancel in the Transaction Split screen if required. If a transaction was split in error each line will retain the same chartfields. March 14, 2018 Questions? Call the SCM help desk at scmhelp@ucalgary.ca or

5 On the Transaction screen two separate line items will appear representing the split distribution. e. To change the accounting distribution on one of the lines, select the transaction line. f. Click the Account Distribution icon and enter the new chartfield information (as shown in step 4.2 above). e. f. g. Once all of the information on the Account Distribution screen is correct, click OK to return to the Procurement Card Transactions screen. g. Step 5: Enter Billing Descriptions Enter a new description (max 30 characters) for each item on the statement. The descriptions will appear on-line in efin and for the budget owner to approve each item. 5.1 Click the Transaction tab 5.2 Replace the prefilled transaction information with a brief description of each item in the Description field (e.g. Lab cleaning supplies ). 5.3 Once complete, click Save. 2. March 14, 2018 Questions? Call the SCM help desk at scmhelp@ucalgary.ca or

6 If there is an unrecognized transaction, compare it against the credit card statement/snapshot, then contact the supplier if it is unrecognized or a discrepancy. The transaction will need to be reconciled by the deadline. If a credit or adjustment is issued the following month, it will need to be reconciled to the same account to offset the charge. Step 6: Add Attachments Digital copies of all receipts being claimed must be included. Scan each receipt individually and save as a pdf file. 6.0 Attach a receipt (pdf file) for each line item Attach the Scotiabank monthly statement or the transaction snapshot from Centre Suite keeping in mind: (a) If the same Chartfields (accounting string) are used for all the transactions being reconciled you will only need to attach the statement/snapshot to the first line item (along with the appropriate receipt for that line item). (b) If different Chartfields are used for an individual transaction (e.g. a different project number) the line item must have two attachments: a statement/snapshot and the receipt as it will be routed to a different approver. 6.1 Click the individual Comment/Attachment icon (speaking bubble). Comments are not visible at this time to the approver unless the No Receipt box is checked and applicable. 6.2 The Comments window will open. Click Attach. 6.3 Select Choose File and browse to the appropriate pdf file of the scanned receipt or the statement/snapshot. 6.4 Click Upload. 6.5 Click OK to return to the Transaction screen. Note: the Scotiabank statement or the CentreSuite snapshot is an audit requirement March 14, 2018 Questions? Call the SCM help desk at scmhelp@ucalgary.ca or

7 After uploading the attachment, the Comment/Attachment speaking bubble will appear filled in. 6.6 To add multiple attachments click on the Comment/Attachment icon (speaking bubble), then click the plus (+) symbol. Each attachment will appear on its own page as noted by the page number in the top right corner. To delete attachments select the appropriate attachment page number, and select the minus (-) symbol. Note: You can only delete an attachment if the line item status on the transaction tab is Staged (see step 7.2). Comments can be added and deleted in the same way. 6.7 Repeat this step so that each transaction line has the appropriate attachments ensuring each line item with different accounting has its own statement/snapshot and detailed receipt. 6.8 In the event that there is no accompanying receipt, contact the vendor for a replacement receipt and refer to the Corporate Card Program Handbook. You will need to justify the claim by checking the No Receipt box and adding a comment (click the Comment/Attachment icon) that includes a description and the relevance of the purchased item. The maximum amount that the university may reimburse for an expense that is not supported by a detailed receipt and proof of payment is $100 CAD. Step 7: Complete the Transaction Screen 7.1 Click on the Transaction tab. Validate that the information on the screen is accurate when compared against both the receipts and the credit card statement. March 14, 2018 Questions? Call the SCM help desk at scmhelp@ucalgary.ca or

8 7.2 Use the Status column dropdowns to change the status from Staged to Approved. This is not the budget approval, it is the approval by the cardholder that the transaction has been reviewed and is valid. Repeat this process for each transaction. 7.3 Click Save Important: Click Save regularly to avoid losing changes. Note that NO changes can be made to a line item once it has been Approved and Saved. b. 2. Important: As of Nov 14 th, 2017 all receipts and credit card statements/snapshots should be submitted as electronic PDF attachments. Manual paperwork including the Reconciliation Report is no longer required. Do not send anything in the orange envelopes! The PCard Reconciliation process is now complete. Need Help? Contact Supply Chain Management help desk at scmhelp@ucalgary.ca or March 14, 2018 Questions? Call the SCM help desk at scmhelp@ucalgary.ca or