Purchase Card Reconciliation

Transcription

1 Purchase Card Reconciliation PCard and Fleet (WEX) PCard Administrator Fleet (WEX) Administrator Sharon Parrish Jill Dillon PeopleSoft v. 9.1 Updated Feb 2017

2 Table of Contents PURCHASE CARD (PCARD) NCSU Card Center... Page 3 View Statements... Page 13 PCard Receipts Page... Page 16 Menu Navigation... Page 18 Status Definitions... Page 33 Monthly Account Statement... Page 36 Transaction Detail Report... Page 37 Receipt Tips... Page 42 FLEET CARD (WEX) Reconcile Transactions... Page 43 Fleet Monthly Account Statement... Page 44 Fleet Transaction Detail Report... Page 46 ATTACHMENTS: PCard Billing Cycle Calendar Fleet (WEX) Billing Cycle Calendar Chart of Accounts Page 2

3 All PCard charges should be reconciled each billing cycle. Charges not reconciled by the established deadline will be auto reconciled by the system during the month end closing process. It is not recommended to have PCard charges auto reconciled at month end. Please note that if the allocation is incorrect, journal vouchers will need to be processed to re distribute the charges. Navigate to: Mypack Portal >Main Menu >Financial Systems >Procurement >NCSU Card Center >PCard Center The Card Center enables a reconciler to view all of their cardholders in one quick snapshot. It shows cardholders who have transactions needing to be reconciled. All of the reconciler functions are available to navigate from this page. The link to the PCard home page on the web is listed at the top as well as the link to the current Billing Cycle Calendar. Page 3

4 This list is alphabetized by the Cardholder Name. Columns 1 and 2 refer to the transactions in the current billing cycle. Columns 3 and 4 refer to the current PCard statement that is due. (previous cycle) Note: if No Stmt Needed is listed in column 3, that means that there was no activity for that cardholder and no further action is required. The Download to Excel feature will create a list of the available data in Excel that can be customized. Page 4

5 The Reconciler can choose several menu options on this page by clicking on the Select Action dropdown box, choosing an action, and then clicking on Go. The following are the menu options a Reconciler can select: 01 Reconcile 02 View Statements 03 Transactions 05 Request Changes 06 Card Summary 07 Replace Card 08 Inactivate Card 09 Request History 10 PCard Receipts Page 5

6 RECONCILER MENU OPTIONS: 01 Reconcile On the Reconcile Transactions page, listed are transactions for purchases made which are ready for reconciliation or re allocation. New transactions are loaded to the Financial System on a daily basis. Note: This page only shows nine (9) transactions at a time. Scroll over to the right hand side and click on View All to see more transactions. The Download to Excel feature is also on this page. This would be helpful if more information was needed from a cardholder that was out of town, for instance. The Reconciler can download a list of transactions, send a file to the cardholder and request information on specific transactions. Page 6

7 Column 1 Business Purpose Can be completed by the Reconciler, but is not mandatory for the reconciliation process. Column 2 is the Comments bubble. The Reconciler should check here to see if the Cardholder has added any notes about Project/Account distribution. Column 3 is where the receipt images can be Viewed, Uploaded or Matched *see next page Column 4 Receipt indicates if there is a receipt image already attached. In the example above, only 1 transaction has an image already associated with it. Page 7

8 VIEW/UPLOAD/MATCH Click on the GO button to open the Digital Cabinet Training Guide Doe, Jane Use the UPLOAD button to import a saved receipt image from your computer, or use the MATCH button to search the list of already uploaded files for that particular cardholder. Page 8

9 Browse to your file location to choose the correct receipt image, or other documentation, then click on Upload. This screen now shows which document was selected: If the incorrect document was chosen, click on the eraser icon to remove the file from this transaction. (This does not delete the document from your computer.) Once the correct file is attached, click on Return to Reconcile Transactions. Page 9

10 The Receipt column is now checked to indicate that a file is attached. The right hand side of the screen has additional fields: Travel Auth Nbr If applicable to the transactions, choose an open Travel authorization by clicking on the magnifying glass. Page 10

11 Choosing the Distribution Icon Project # or account code changes. takes the Reconciler to the Account Distribution screen to make Scroll over the far right side to add additional rows to distribute the charges between different Project IDs and accounts. Once finished with this transaction, check on the box under Reconcile. The Status should change to Recon. Be sure to SAVE the screen. Page 11

12 The Reconciler name and date will then be populated under the far right hand columns. If the reconcile box is not checked, no reconciler ID will be attached to the transaction which indicates review did not take place. Example: The Approve All button will put ALL transactions in a reconciled status. TIP: If an error is made on the Project # or account code, a correction can be made on the same day. Once the transaction is posted and Closed overnight, a journal voucher will need to be done to make corrections. To unreconcile a transaction, simply check on the Reconcile box again, see the status change back to Unrecon, SAVE the screen, EXIT and then come back and reconcile the transaction again. Page 12

13 02 View Statement go here to Initiate the statement routing for a statement that is due, or view the Status of statement that is pending approval. There are three steps in the statement submission process, Initiate, Review and Approve. Each step requires a unique individual to route or approve the document. Example A: is ready to Route for Approval. This can be initiated by either the Cardholder or the Reconciler. Page 13

14 Click on the gray triangle to expand the Transaction Detail and view the Distribution: Training Guide Example B: this statement has been routed and completely approved at all levels. Page 14

15 03 Transactions all transactions can be viewed on this page. Click on VIEW TRANS to see the transactions for the desired month. This is helpful to view the transactions and to help identify which transaction might have an International Transaction fee associated with it. In this example the CPS number are sequential, 420 and 421, so these go together. Use the SAME vendor receipt for the International Transaction fee. 05 Request Changes The Reconciler can request changes to the card setup: add/change reconcilers, increase spending, change spending types, etc. 06 Card Summary See all the current card attributes. 07 Replace Card Use this option to replace a worn or damaged card. If the card is LOST/STOLEN, contact the PCard Administrator immediately, or call BOA at Inactivate card To close the account if the cardholder has left the University or changed departments 09 Request History See all changes that have been made to the card. Page 15

16 10 PCard Receipts page NEW Page effective June 2016 Both the Cardholder and Reconciler can work from the PCard Receipts page. Additionally, the Reconciler can: 1) Use the dropdown arrow on the Cardholder field to choose a different employee name. 2) Use the dropdown arrow on the Card Number field to see if the employee has a 2 nd card for a particular billing cycle. (card may have been replaced due to lost card or fraud) Upload New Receipts: Using your receipt information, type in the merchant name and the amount of the receipt. If there is an approved travel authorization, click on the magnifying glass and select the authorization. A business purpose is also required. If needed, add information about the purchase in the comments box. Click the upload button to attach a saved file from a computer to this page. Unmatched Receipts: The uploaded receipt from the above section is now in the section where it is awaiting to be matched to its respective transaction. Bank Charges Without Receipts: Click the Upload button to bring saved receipt files from a computer, to directly attach to their respective transaction. Page 16

17 TIP: Once a receipt is Matched (or Uploaded) to a transaction, the transaction will seem to disappear from the screen. It has been moved to the bottom of the screen to the area called Matched Receipts. Click on the gray triangle to expand the detail, as seen below. Current Matched Receipts: Click on VIEW IMAGES to review the attached files. Use the eraser to remove an incorrect file. *Files can be removed until the statement has been routed for approval. Once the approval workflow has been initiated, documents can only be added, not deleted. The Match and Upload features have the same functionality throughout the pages. Page 17

18 Another navigation option for the Reconciler is: MyPack Portal >Main Menu >Financial Systems > Procurement >Payment Cards >Reconcile Transactions 1. Type in a portion of the Employee Name (use LAST name) and click the Look up magnifying glass, OR you may just click on the Look up for the Employee ID, to see a complete list of cards that you may reconcile. Page 18

19 2. Scroll down the list and Select the Employee s name. Page 19

20 3. The system will populate the Employee s name and ID for you. 4. Choose a Billing Date and select the current billing cycle 5. Click on Search to bring up the Unreconciled transactions. Page 20

21 All of these transactions are in Unreconciled Status and need to be reconciled. 1) To make a change in allocation, click on the Distribution icon Notice under Redistrib now it says NO because nothing has been changed. Page 21

22 1. Type in your Speedtype Key (Project ID) and press TAB. You should see the project ID update to the number you entered. 2. Ensure the Account is the correct expense code. *See Chart of Accounts 3. If you need to split the funding between different project IDs, click on the plus sign to add a new row. (to the far right hand side) 4. Type in your second project ID (or you may use the magnifying glass to search for another project ID) 5. In this sample, we split the funding 50/50 between the two Project ID s. You may re distribute by percentages (%) or dollar amounts for each project. Make sure that your allocations total matches the total of the charge and that the distribution is not the same on both lines. 6. Click OK. Page 22

23 7. Click on the tab Details/Tax to view any tax charged on the transaction. On this screen, you see that Sales Tax was charged on this purchase. NOTE: The cardholder should be notified to contact their vendor to get the Sales Tax refunded to their card. Page 23

24 8. Under the Redistrib heading now, you ll notice that it has changed to YES, indicating that changes were made. Page 24

25 9. If you re finished with this transaction, Check on the box under Reconcile. Page 25

26 10. Then SAVE the transaction. If you exit here without saving, the transaction is not reconciled. **You may have to scroll down to see the SAVE button.** The STATUS will change to Reconciled. Continue these steps through all the transactions that need to be reconciled. Note that only 9 transactions are listed per page, to view all click on the View All link to the top right of the page. Remember to save if the status of transaction needs to show reconciled. Page 26

27 11. Scroll over to the right hand side to see the Recon By (your user ID) and the Recon Date. Page 27

28 TIP: Another feature is the Details Icon about the order.. Click on this icon to see what information was provided On this Amazon transaction, you can see the exact items that were ordered. This is helpful if there are several orders to the same vendor. Page 28

29 To get contact information for the vendor, click the vendor s hyperlink under the Merchant Column. Page 29

30 Listed is the vendor s phone number and location in case the vendor needs to be contacted for a missing receipt. Page 30

31 To add comments about a specific charge, click on the bubble icon in the next column after the merchant column. These comments are for your purpose only and should not be used in lieu of sending messages to the PCard Administrator. Page 31

32 Click the OK button Page 32

33 To look for specific transactions that may have a different status, return to the Reconcile Transactions Search page. You can search by status or by the billing cycle date. 1) Select a Status Definition of Statuses: Closed these transactions have been reconciled and posted to Wolf Reports. Once a transaction is marked closed, no more changes can be made. Any corrections needed will require a Journal entry. Reconciled the charges have been reviewed, changes made in allocation if necessary and reconciled today. While in this status, the transaction is still accessible for change the same day. Click the box to change the status to unreconciled and make further changes. Once complete, click to return the transaction to a reconciled status and save. These transactions will post overnight to Wolf Reports. Unreconciled the charge has been received by the bank and has been imported into the Financial System. This charge will not appear on Wolf Reports until it is reconciled. Page 33

34 2. Select a Billing Date and/or a Status 3. Click Search Page 34

35 The system brings back the data for the criteria that you selected. Page 35

36 Monthly Account Statement The Monthly Account Statement allows you to view and print transactions for a specific cardholder and specific billing cycle. Navigate to: MyPack Portal >Main Menu > Financial Systems > Procurement >Payment Cards >Monthly Account Statement 3) The Reconciler can use the dropdown arrow on the Cardholder field to choose a different employee name. 4) Click on the dropdown arrow on the Card Number field to see if the employee has a 2 nd card for a particular billing cycle. (card may have been replaced due to lost card or fraud) 5) Use the to change the Billing Cycle date. Page 36

37 Transaction Detail Report This report provides detailed information about the allocation of charges. This report is for informational purposes only and is not required from our office. Navigate to: MyPack Portal >Main Menu >Financial Systems > Procurement > Payment Cards > Trans Detail for Recon 1. The first time this report is used, you will need to establish a Run Control ID. Click on the Add a New Value tab. You can use detail_report or any wording that you can easily remember. 2. For subsequent visits to this reporting tool, you will only click on Search under the Find an Existing Value tab and choose the run control ID that you created in step 1. Page 37

38 In this sample, we are looking for a specific employee for the March billing cycle. Click on Run to view a complete report of the employee s PCard transactions and their fund allocations for that month. Page 38

39 The system is going to run a Crystal report and you need to choose these setting options: Server Name = PSNT Type = Window Format = PDF Click OK. Page 39

40 A new window will appear showing a status of Queued. The status will change to Processing, then Success, and finally the completed report will appear. Page 40

41 This is what the completed report will look like. It shows the charges for the billing cycle chosen. It also shows where the charges were distributed. Last but not least, it shows if tax was paid. Page 41

42 Receipt Tips: 1) A detailed receipt is required for EVERY transaction. (debit or credit) PCard statements can only be Routed for Approval if a receipt is attached to every transaction. 2) Receipts can be either.pdf,.tff or.jpg files and no larger than 3 mb. 3) Complete and detailed Receipts: a. Vendor name and Address b. $ Amount on statement and receipt must match. c. Business purpose is clear on receipts that may be perceived as personal in nature. (Target/Wal- Mart purchases, grocery stores, etc.) d. Receipts that are larger than 8.5 x 11 should be reduced by copier. e. Receipts that are longer than 8.5 x 11 (grocery store receipts) can be cut and taped down. If you use tape, be sure the tape isn t covering any of the ink on the receipt. f. Discard any ads or non-essential information. g. ed receipt from a vendor create a.pdf file using Adobe Acrobat software (free download from their website) 4) For an International Transaction fee, a receipt will now be required. Simply Match the same receipt image that was used for the original purchase. This is a bank fee for overseas currency conversion. IMPORTANT: Be sure that the full credit card number is not printed on any documentation. (Use white-out to block the #) Original documentation should be retained by the department for at least six (6) months. Do not dispose of original documentation until the receipts have been reviewed and verified for completeness. Page 42

43 FLEET (WEX) Reconcile Transactions All WEX charges should be reconciled each billing cycle. Charges not reconciled by the established deadline will be auto reconciled by the system during the month end closing process. It is not recommended to have charges auto reconciled at month end. Please note that if the allocation is incorrect, journal vouchers will need to be processed to re distribute the charges. Navigate to: MyPack Portal >Financial Systems > Procurement >Payment Cards >Reconcile Transactions This works just like PCard reconciliation, except that you have to choose the Card issuer as WEX. You should also choose a Billing date (which is different from PCard) from the dropdown list. There is also a field to enter the Plate Number. (this is an optional field) Page 43

44 FLEET MONTHLY ACCOUNT ACTIVITY Use this option to view the monthly Fleet transactions per each card issued and billing cycle. This page also enables an upload of supporting documentation (for example, mileage log). No submission of paper work is required. Navigate to: MyPack Portal >Financial Systems > Procurement >Payment Cards >Fleet Monthly Account Activity The Card Issuer defaults to WEX. You can search by Employee ID #, Name or Plate Number. Page 44

45 On this page, upload a.pdf document of any supporting documentation, such as a mileage log. Page 45

46 FLEET TRANSACTION DETAIL REPORT Use this option to get a report of a cardholder s activity for a certain time period, either monthly or quarterly. This report will include all card transactions for all vehicles assigned to a single employee. If running this report for the first time click on the Tab Add a New Value. Name your report in the run control ID field, for example Fleet_Trans or any wording that is easy to remember. Page 46

47 Enter the Cardholder s employee ID number or use the magnifying glass to search for an employee. In the Billing Date fields, you can specify either one particular month or a date range, such as a quarter or a complete year. Click Run Page 47

48 In order for the system to run a report, choose these setting options: Server Name = PSNT Type = Window Format = XLS Click OK. Allow time for the system to process. Page 48

49 Click on the last file that has xlsx file type. Page 49

50 NC STATE PURCHASE CARD BILLING CYCLE CALENDAR 2017 Monthly Billing Cycle Billing Cycle Final Date for Online Statement Name Dates Reconciliation Statements Available Final Statement Approval Deadline (by 5:00 PM unless noted) December /20/ /19 thru 12/20 12/21/2016 by 5:00 PM**** 12/23/2016 1/20/2017 January /20/ /21 thru 1/20 1/24/2017 1/26/2017 2/20/2017 February /20/2017 1/21 thru 2/20 2/22/2017 2/24/2017 3/20/2017 March /20/2017 2/21 thru 3/20 3/22/2017 3/24/2017 4/20/2017 April /20/2017 3/21 thru 4/20 4/24/2017 4/26/2017 5/22/2017*** May 2017** 5/19/2017 4/21 thru 5/19 5/23/2017 5/25/2017 6/20/2017 June /20/2017 5/20 thru 6/20 6/21/2017 by 5:00 PM* 6/23/2017 7/20/2017 July /20/2017 6/21 thru 7/20 7/24/2017 7/26/2017 8/21/2017*** August 2017** 8/18/2017 7/21 thru 8/18 8/22/2017 8/24/2017 9/20/2017 September /20/2017 8/19 thru 9/20 9/22/2017 9/26/ /20/2017 October /20/2017 9/21 thru 10/20 10/24/ /26/ /20/2017 November /20/ /21 thru 11/20 11/21/17 by 12:00 Noon**** 11/22/ /20/2017 December /20/ /21 thru 12/20 12/21/2017 by 12:00 Noon**** 12/22/2017 1/22/2018*** Billing Cycle Dates - Charges posted at the bank on these dates post to Financials in this cycle. *Shortened due to year end closeout. ** Billling cycle ends the previous business day since 20th falls on weekend. *** Statement deadline extended thru next business day since 20th falls on a weekend/holiday. ****Due to the University Holiday schedule, reconciliation must be completed by 12:00 pm on this date. NOTE: All statements are required to be routed and completely approved by 5:00 PM on 20th of the following month. Any statements not in by that time will be placed on hold the next business day. If statement is late for a second time, the hold will remain in effect for four (4) weeks from date the statement is received and also requires a memo from the Department Head.

51 Monthly Billing Cycle Billing Cycle Final Date for Online Activity Report Available Statement Name Dates Reconciliation For Printing (by 5:00 PM unless noted) January /31/2017 1/01 thru 1/31 2/6/2017 2/7/2017 February /28/2017 2/1 thru 2/28 3/6/2017 3/7/2017 March /31/2017 3/1 thru 3/31 4/6/2017 4/7/2017 April /30/2017 4/1 thru 4/30 5/4/2017 5/5/2017 May /31/2017 5/1 thru 5/31 6/6/2017 6/7/2017 June /30/2017 6/1 thru 6/30 7/6/2017 7/7/2017 July /31/2017 7/1 thru 7/31 8/4/2017 8/7/2017 August /31/2017 8/1 thru 8/31 9/6/2017 9/7/2017 September /30/2017 9/1 thru 9/30 10/5/ /6/2017 October /31/ /1 thru 10/31 11/6/ /7/2017 November /30/ /1 thru 11/30 12/6/ /7/2017 December /31/ /1 thru 12/31 1/4/2018 1/5/2018 NOTE: All transactions must be reconciled by final date for online reconciliation

52 October 2013 A general ledger (GL) is an accounting record containing all the accounts for recording transactions relating to an organization s assets, liabilities, owners' equity, revenue, and expenses. In modern accounting software or ERP systems, the general ledger works as a central repository for accounting data transferred from all areas like accounts payable, accounts receivable, cash management, fixed assets, purchasing and projects. The general ledger is the backbone of any accounting system which holds financial and non-financial data for an organization. A chart of accounts (COA) is the list of the accounts used by an organization to define each class of items for which money or the equivalent is spent or received. It is used to organize the finances of the entity and to segregate expenditures, revenue, assets and liabilities in order to give interested parties a better understanding of the financial health of the entity. Each account in the chart of accounts is typically assigned a name and a unique number by which it can be identified. Account numbers are five digits in length which provide a classification of the transaction. This numbering sequence allows information to be found quickly and easily, and is a common business practice. As you will see below, the first digit signifies if the account is an asset, liability, revenue etc. For example, if the first digit is a "1" it is an asset. If the first digit is a "5" it is an operating expense. The second digit will further segregate the type of transaction for example 52xxxx is supplies and 53xxx is current services 1xxxx - Assets Represent the different types of economic resources owned or controlled by an organization. Common examples of Asset accounts are cash, cash in bank, building, inventory, prepaid rent, goodwill, accounts receivable 2xxxx - Liabilities Represent the different types of economic obligations by an organization, such as accounts payable, bank loan, bonds payable, accrued interest 3xxxx - Fund Balance 4xxxx - Revenue Represent the organization's gross earnings and common examples include Sales, Service revenue and Interest Income 5xxxx - Expenditures For P Card reconciliation, reconcilers need to be most familiar with the accounts for operating expenses beginning with the digit 5xxxx. At the Controller s website these are found under Accounting System, Expenses and listed below:

53 NCSU - Administrative Procedures Manual Chart Of Accounts Expense Accounts NOTE: Exp. Accounts 51xxx & 56xxx cannot be processed on the PCard ACCOUNT PERSONNEL SERVICES DESCRIPTION EPA Non-Teaching Salaries SPA Employees Salaries EPA Teaching Salaries Temporary Employee Wages Other Personnel Payments (moving, payroll related awards, etc.) Board Member Compensation Staff Benefits Contracted Services Legal and Accounting Fees Consultant Fees Medical Fees Dual Employment Honorariums Expert Witness Fees Academic Instruction/Research Services Other Contracted Services SUPPLIES AND MATERIALS Household Supplies Food Products Educational Supplies Repair Supplies Maintenance Equipment Motor Vehicle Supplies Office Supplies Computer Hardware Purchase Resale Other Supplies CURRENT SERVICES Travel Communication Utilities Printing and Binding Repairs and Maintenance Freight and Express Advertising Data Processing Other Current Services FIXED CHARGES Rental of Real Property Rental of EDP Equipment Rental of Other Equipment Maintenance Contracts Insurance and Bonding Other Fixed Charges CAPITAL OUTLAY Office Equipment EDP Equipment Educational Equipment Motor Vehicles Other Equipment Library Books and Journals Land Buildings Other Structures AIDS AND GRANTS