There are no prerequisites to this document, but it is best used in conjunction with the breakout session at a Munis State User Group Meeting.

Transcription

1 Module: Accounts Payable Topic: Purchase Card Processing Munis State User Group P-Card Processing Guide Munis Version 10.5 Objective This document serves as a supplemental resource to the P-Card Processing breakout session at the Munis State User Group sessions. The process is shown in its general sense in this document, with more detail provided during the meeting as attendee discussion, questions, and input permits. Overview P-Card processing is an emerging functionality within the Munis Purchasing module. While nothing replaces Munis Implementation, this document and the associated breakout session will review the P- Card process from setup to posting of invoices. This document is written for version 10.5, but is applicable to all supported versions of Munis. This document only covers the P-Card Statement process, but p-cards can be inputted through the classic way or through invoice imports. This guide focuses on the JP Morgan import format, but the p-card process is not limited to only this format option. Prerequisites There are no prerequisites to this document, but it is best used in conjunction with the breakout session at a Munis State User Group Meeting. Procedure 1. Review Accounts Payable Settings, found under Munis Financials Accounts Payable Setup Accounts Payable Settings Field P-Card Liability Account Create one invoice per P-Card transaction Description This account will serve as the liability account for p-card expenses on the balance sheet. If checked, for each p-card transaction, one Page 1

2 Warn users when releasing P-Card statements with no attachments Use one time pay vendors One time pay vendor number invoice will be made. If unchecked, for each statement batch, one invoice will be made per vendor. When checked, this option will warn the user attempting to release a statement batch if no statement or transaction attachments exist If checked, when a transaction is uploaded for a federal id which does not exist in the Vendors program Munis will use a one time pay vendor instead of creating a new vendor. If Use one time pay vendors is checked, this field denotes the one time pay vendor number to use. 2. Review the P-Card Liability Account listed in Accounts Payable Settings In Account Master, Munis Financials General Ledger Set Up/Chart of Accounts Account Master, review that the P-Card Liability Account is set up properly. Field Account Type - Balance Closing Type Carry Description The P-Card Liability Account must be set to a balance sheet account. The P-Card Liability Account s year-end Page 2

3 Control Account ACI Liability balance typically carries forward. This selection must be made to use the P-Card Statement functionality. This tell Munis which account to use in the auto-generated transactions throughout the p-card process. 3. Set up Purchasing Cards under Munis Financials Accounts Payable Purchase Cards Purchase Cards Field Card ID Card Number Active Employee Number Munis User ID First name Last name Name on card Department Bank Code Description This is the Munis ID of the Card. This is system generated. This is the value which is in the transaction file from the bank. Is this card active or not? This is the Munis Employee is the owner of the card. This is the Munis User who owns the card. Name of card holder Name of card holder Name on card. Munis Purchasing Department associated with card/card holder. Issuing bank of card s Munis bank code. Page 3

4 Issue Date Expiration Date Comment Daily Limit Monthly Limit Single Purchase Limit Default Account Information Card Issue Date Card Expiration Date User defined comment related to card Informational Only: Daily purchase limit Informational Only: Monthly purchase limit Informational Only: Single purchase limit This account will default onto transactions associated with this card. 4. Import Purchase Card Transactions in Purchase Card Import under Munis Financials Accounts Payable Purchase Cards Purchase Card Import. a. The p-card statement process allows for transactions to be maintained at an additional level of detail. The JP Morgan format is the standard import format and the format will be found in the appendix of this document. Field Execute this report Input File Description This allows for the import to be scheduled using Munis Scheduler. Within this field, a file containing the p-card transactions can be selected. File Format Choose the file format which matches your p- card file layout. The file named JP Morgan is not specific to JP Morgan, but is the Munis Standard Layout. Statement Code This field is user defined and indicates to which Page 4

5 Close Liquidated PO s Enforce Commodity Code Verification Year/Period GL Effective Date Invoice Date Cash Account Warrant Vendor Import Type Created Vendor Status Use same wire number on each invoice Wire Date Wire Number statement this import is related. If not using one time pay vendors, this field indicated which status created vendors will have after the import. b. Many fields are not used during the p-card import, this work is done at the transaction level or at the invoice level, so it is unnecessary for the import. c. Once importing the transactions completes, a summary of the import is available in a saved report. 5. After importing the transactions, they can be maintained in P-Card Statements under Munis Financials Accounts Payable Purchase Cards Purchase Card Statements. a. When opening the program search of the Statement Code (FEB 2016) which was chosen during the import process. This will open all transactions associated with that statement. Page 5

6 Field Statement ID Card Number Name on Card Department Code Status GL year/period GL Effective Date Invoice Date Total Transactions Description Munis system generated number identifying the statement Card Number linked to the transactions Name on the card from the Purchase Card program The Department Code associated with the Card The Statement Code selected in the Purchase Card Import Program The statement status: New: Unreleased Released: Pending Workflow Approval Approved: Workflow is Complete, awaiting conversion Converted: Statement was converted to create invoices. Rejected: Statement was rejected in Workflow. General Ledger Posting Year and Period General Ledger Posting Effective Date Accounts Payable Invoice Date Sum of all transactions making up the statement Lists all transactions within the statement Page 6

7 b. Browsing all of the transaction shows that they all have been separated by transaction or purchase at the point of sale. c. Within a specific transaction is the time to update the details of the purchase, including changing accounts, updating descriptions and attaching receipts. d. Tyler Content Manager (TCM) can store the Purchase Card Transaction detail to be viewed in other programs, such as Invoice Entry. Within TCM, the receipt can be uploaded or scanned. Page 7

8 e. After the Transactions have been prepared for approval, the Statement can be released into Workflow. P-Card workflow uses the APC workflow business rule. f. Once approved, the statement can be converted to an invoice batch. Single Convert will convert only the approved statement being viewed in P-Card Statements. Mass Convert will convert all approved statements in your find set. Page 8

9 g. If all transactions are within the same fund as the p-card liability account defined earlier this message will display: Page 9

10 h. If other funds are used, a General Journal will be created to move the p-card transaction liability to the p-card liability account from the individual funds ACI liability account. This journal will need to be posted in General Journal Entry/Proof. i. A conversion batch list will display once the conversion has occurred. Page 10

11 j. Back into a P-Card transaction, the Invoice is linked for viewing. 6. The invoice created will be for the vendor attached to the transaction. The Payment Type is P-Card Transaction which will allow the creation of the proper journal entries for the p-card process. Page 11

12 a. The invoices may go through the normal API workflow process or they can bypass that process if desired. Once approved, they can be output-posted. Page 12

13 b. The journal created is different from a normal invoice posting. It uses the p-card liability account, instead of the AP liability account as the offset to the expense accounts. This allows for the invoice to be posted, without impacting cash, until the bank is paid for the statement in a separate invoice. Highlighted in red is the expense and in blue is the p-card liability posting. Page 13

14 7. Looking at the vendor created from the p-card process we see the basic vendor information defaults from the file. The vendor status is also Inactive which was chosen during the p-card import process. Results After completion, a transaction file has been uploaded into Munis. The transactions were maintained in the P-Card Statements program, then they created invoices which were posted to the General Ledger. Vendors can also be created in this process depending on the set up choices made. GL Impact The General Ledger is impacted through the p-card process. From the initial import of the p-card file, to the processing of the invoices, the GL has allocations and posting against it. Page 14

15 Appendix I Any changes or additions to P-Card File Layouts are posted to the Munis Knowledgebase, please check with the Munis Knowledgebase to see which layouts are available prior to implementing P-Cards. The JP Morgan or Munis Standard Statement file layout is as follows: J.P. Morgan Column Number MUNIS AP Invoice Entry Field 1 Card Number 2 Charge Date 3 Posting Date 4 Transaction Amount 5 Description 6 Vendor FID Number 7 Vendor Name 8 Vendor Address 1 9 Vendor Address 2 10 Vendor Address City 11 Vendor Address State 12 Vendor Address Zip 13 Vendor Address Country 14 Vendor 15 Vendor Phone All fields are delimited Page 15

16 Appendix II Below are P-Card Specific Munis Permissions and Data Access Fields. Page 16

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