Procard Transaction Reconciliation in FMS

Transcription

1 Procard Transaction Reconciliation in FMS Procard Transactions All transactions processed on the Procard will be uploaded daily into FMS through an upload from the bank. The cardholder will receive an when transactions are uploaded for their review and reconciliation. The cardholder will be responsible to provide all the information and documentation supporting each transaction promptly. The following steps MUST be completed for each transaction: Description and Documentation 1. Log into FMS using your MEID and password. 2. Follow the path: Main Menu > Purchasing > Procurement Cards > Reconcile > Reconcile Statement. 3. The Statement page shows all transactions in that cycle. To reconcile each transaction, follow these steps: 5. Enter complete description with business purpose in the comments field: Travel transaction comments must include: Type of Expense Traveler s Name Conference Name/Location/Dates Travel Authorization Number 6. Click on Attach to upload supporting documentation. Choose file and click upload. (ONLY ONE attachment will be allowed per transaction due to system reporting issue. Please create only one PDF with all supporting documentation). Click OK. 4. Click on comment bubble: NOTE: First page of attachment must always be the receipt showing the following- Vendor Name Date of Purchase Itemized Listing of Purchase Amount matching transaction amount Additional pages of attachment should include all supporting documentation for purchase (e.g. Approved Travel Authorization Details) Purchasing Department February

2 Chartfield string only Account or Dept number will need to be changed. Use the following numbers to use the PG funding accordingly: Reallocation of Chartfield String Each Procard defaults to the cardholder s departmental Chartfield string. However, often, that will not be the Chartfield that needs to be used for a particular transaction. For example, if the Professional Growth (PG) funds were approved to pay for the expenses, the cardholder must utilize the appropriate PG department and reallocate. The same would apply if another department or college will pay for any of the expenses. Employee Group Dept Crafts Faculty M&O MAT PSA Adjunct Safety If other than your work location is paying for the expenses (i.e. you are working in PC, but District Office is paying for any of the expenses) the following Chartfields must be selected appropriately: Field GL Unit Oper Unit Description College Code Location/Campus Code 7. Click on Distribution icon. Depending on the type of the expense the following accounts must be selected accordingly: 8. Distribution will show your default distribution Chartfield. Reallocate (as necessary) to ensure proper Chartfield is being used for transaction. Click ok. Most of the time, to reallocate an expense to another Description Travel Expenses: Airfare, Baggage, Parking, Lodging, Ground Transportation, Car Rental Account Registration, Registration In- County Mileage

3 Split code Chartfield: to reallocate to more than one Chartfield string, click on plus sign at end of Chartfield string. It will ask how many rows to add. Reallocate new lines as necessary. Never use Split Line hyperlink to split code transaction! 11. There are three possible Tax transaction scenarios requiring different actions: a. Tax was paid. Ensure Tax Paid box is checked. IMPORTANT: REALLOCATION OF THE CHARTFIELD MUST BE DONE DURING RECONCILIATON! All efforts must be made to ensure the correct Chartfield string for each transaction is used during reconciliation. We must limit corrections after cycle has closed. No further action is required. b. Tax was not paid and the transaction includes goods. Uncheck Tax Paid box: Tax Reporting 9. Select transaction (by checking box): Select Billing tab: 10. Click on Purchase Details hyperlink: In the Description field, provide detail of any shipping and ancillary costs for that transaction (Please do not input any other details in this description field, only cost information when applicable. Otherwise leave blank) c. Tax was not paid and the transaction does not include goods. 3

4 Uncheck Tax Paid box Click the Sales/Use Tax hyperlink Click on drop down arrow on Tax Applicability field. Select Purchase is Exonerated Enter closed in statement status and click search Click OK. Status Change of Transaction 12. The cardholder will complete the reconciliation of the transaction by changing the transaction status from Initial to Verified. You have access to view all previous transactions. There are three statuses in FMS for transactions. All transactions will be uploaded in FMS with a status of Initial. Once the cardholder reconciles the transaction, they will place it in a Verified status. When the reviewer reviews the transaction and reconciles, they will changed the status to Approve. Search for Previous Transactions Select Search hyperlink REVIEWER It is the responsibility of the reviewer to review and approve each transaction including description/business purpose, Chartfield string and supporting documentation. The reviewer will review/approve each transaction after the cardholder has reconciled their portion and the transaction is in a verified status. If the status is not in verified status, the cardholder has not yet reconciled that transaction. All transactions must 4

5 be in an approved status by the established deadline. system. Communication must be provided by cardholder to reviewer. The main responsibility of the Reviewer is to ensure that the transaction was compliant to be processed on Procard per the Procard Policy Manual. The Reviewer then has to ensure ALL of the following was completed for reconciliation purposes: Adequate comments (description/information) were entered Documentation (receipt) was uploaded. Verify Chartfield string is appropriate. Tax information inputted. After this review is complete, the reviewer will change the status of the transaction from Verified to Approved. All transactions must be an Approved status by the end of the period to proceed with Visa payment. The cardholder will receive an when transactions are uploaded for their review and reconciliation. If transactions are not approved within 7 days of the cycle end date, notifications will be sent daily to the cardholder until transactions are placed in an approved status. Reviewers do not receive any notifications by the 5