Uploading Purchasing Card Transactions

Transcription

1 Uploading Purchasing Card Transactions NDHEUG Presenters: Allison Peyton Dawn Lommen University of North Dakota

2 History of Purchasing Card at UND Implemented October 1999 with one cardholder February 2009-ordered 820 purchasing cards with new credit card vendor Credit Card Rebate FY 07 $31, FY 08 $44, Purchasing Card $ Volume FY 07 $3,546,165 FY 08 $4,103,287 Travel Card $ Volume FY 07 $1,337,492 FY 08 $1,487,251 University of North Dakota 2

3 Processes to be covered in this Workshop Demonstrate how to make chartfield changes in the credit card database & print cardholder transaction report. Export of cardholders & running mapper files from credit card database. Process to load and stage transactions in PeopleSoft. Voucher Build in Accounts Payable. Access of vendor information per query NDU_AP67 & Voucher inquiry to view vendor name, etc. University of North Dakota 3

4 SAM-GE Database How to make chartfield changes and print a transaction detail report University of North Dakota 4

5 Individual Card Holder s s Welcome Screen University of North Dakota 5

6 Transaction Review Hold mouse over Transaction Administration and then click on the pop-up menu Transaction Review University of North Dakota 6

7 1. The upper portion of the screen, the Transaction Summary Record, contains a list of transactions. 2. The lower portion of the screen, the Transaction Detail Record, shows the detail of what is highlighted (in blue) above. University of North Dakota 7

8 Chartfields that can be changed-fund, & Account #, Project or Program if applicable. Note: The department number cannot be changed. Click on Save after changes are made. University of North Dakota 8

9 Splitting Transactions 1. You can change the number of splits by using the drop down box. 2. You can split by percentage or $ amount. University of North Dakota 9

10 Shows the split You can split many ways University of North Dakota 10

11 If you don t t want to make the change you can click View Original then click Revert to Original to get back to what you had before University of North Dakota 11

12 These messages appear when you are trying to revert to the original University of North Dakota 12

13 Hold mouse over Reports then click Cardholders Transaction Report University of North Dakota 13

14 The reports menu option allows you to review and print a Cardholder der Transaction Report. From this screen you will: 1. Select the date range. 2. Select the sort criteria by post date. 3. Click on the create report button University of North Dakota 14

15 Create a Report as a PDF File Report can be printed or saved from this page. University of North Dakota 15

16 SAM-GE Database Uploading into PeopleSoft How to export cardholders, run mapper files, & upload into PeopleSoft University of North Dakota 16

17 Strategic Account Management (SAM) Sign into the SAM database University of North Dakota 17

18 Hold mouse on Query & click on Query Wizard to open saved queries. 2. Click on All and select Cardholder Profile PeopleSoft. 3. Click Open box. University of North Dakota 18

19 Fields selected in this Display/Order box will be what loads into o the PeopleSoft Cardholder Profile Click Run & Save Save.tsv. tsv file on your PC (Don t t forget where you saved your file)

20 Navigation: ND Utilities> ND State Applications> Procurement & Vendors> GE Update U Cardholder Profile 1. Click on Search University of North Dakota 20

21 1. Click on trash can to remove old file 2. Click on paperclip and the Browse button will appear 3. Click Browse 4. Select your saved cardholder profile from your PC, and click Upload. 5. Click Run University of North Dakota 21

22 Continue clicking Refresh until the Run/Distribution status says Success and Posted University of North Dakota 22

23 Loading the Mapper University of North Dakota 23

24 1. Enter start and end date for range to map 2. Click on the Number of Records to Map box This will give you the total of records for that date range which will be verified in People Soft 3. Click on Map University of North Dakota 24

25 Click Continue University of North Dakota 25

26 Click Cancel and then continue to click Home to keep refreshing the page until highlighted file shows up on next page University of North Dakota 26

27 Click on Highlighted Mapper file when it appears under Completed Reports and Queries University of North Dakota 27

28 Click Download University of North Dakota 28

29 Select the Save box University of North Dakota 29

30 Total dollar amount of mapper transactions. This amount will be used to verify that it agrees with the voucher amount that is loaded into PeopleSoft.

31 Process to Load and Stage Transactions in PeopleSoft University of North Dakota 31

32 Navigation: ND Utilities> ND State Applications> Procurement & Vendors> Stage e GE PCard Statement Click on Stage GE PCard Statement & click Search University of North Dakota 32

33 1. Click on lookup glass for Card Issuer and choose credit card provider 2. Click on Trash Can to remove previous file. 3. Click on Paper Clip to attach mapper file. 4. Click Run box.

34 Click OK, Process Monitor, and Refresh Continue to click Refresh until your process shows Success & Posted University of North Dakota 34

35 Navigation: Purchasing> > Procurement Cards> Process Statements>Correct Errors 1. Click on Correct Errors. Yeah! There are none. University of North Dakota 35

36 Navigation: Purchasing> > Procurement Cards> Process Statements> Load PCard Statement 1. Click Load PCard Statement, Search, Run, & Process Monitor until Success & Posted. 2. Make sure the Total Rows in the Staging Table and Total Rows Loaded match with what was shown earlier in your number of records to map or are close to the number shown here.

37 Navigation: Purchasing> > Procurement Cards> Process Statements> Load PCard Stage Click Load PCard Stage and click the same highlighted link under Search Results University of North Dakota 37

38 1. Click the look up glass for SetID and select your business unit 2. Card Issuer (GE or JP Morgan after conversion to new credit card company) 3. Billing Date (select the end-of of-date range) 4. Create Vouchers will be By Business Unit 5. Your business unit 6. Invoice Number ( GE Card, Begin and End date or your range being uploaded)

39 Query AP30 Run Query NDU_AP30_VCHR_HDR_STG to verify the total amount on the mapper agrees with the Gross Amount on the query. University of North Dakota 39

40 Voucher Build in Accounts Payable University of North Dakota 40

41 PCard Voucher Build Navigation: Accounts Payable> > Batch Processes> Vouchers> Batch Voucher Request 1. Click PCard_VCHR_BUILD 2. Request ID should contain PCard 3. Description: Process Procurement Cards 4. Process Option should show the words Business Unit 5. Voucher Sources should show New Voucher Data 6. Business Unit of your school s s business unit number 7. Voucher Build Interfaces should show Procurement Card 8. Click Run and Process Monitor

42 Continue to click the Refresh box until your run and distribution status shows Success and Posted Your Voucher is then built and in PeopleSoft. University of North Dakota 42

43 Navigation: Accounts Payable> > Vouchers> Vouchers> > Maintain> Voucher Build Error Detail 1. Click on Batch Voucher Error Detail 2. Type in your business unit and click on the Search box 3. If there was a problem with the voucher build it would show up here 4. No matching values were found indicates that there were no problems oblems 5. Voucher will be budget checked. Review for budget errors-if there are none payment will be processed University of North Dakota 43

44 Access vendor information Per NDU_AP67 Query & Voucher Inquiry to View Vendor Name, Etc. University of North Dakota 44

45 Navigation: Query> Query Viewer NDU_AP67 University of North Dakota 45

46 Type in your parameters then click View Results University of North Dakota 46

47 Query NDU_AP67 Results University of North Dakota 47

48 Voucher Inquiry to View Vendor Where Purchase Made Navigation: Accounts Payable> > Vouchers> Add/Update> Regular Entry University of North Dakota 48

49 GE Purchasing Card is done at the end of March. Here is what is to come with JP Morgan Chase. University of North Dakota 49

50 Questions? Thank you for coming! University of North Dakota 50