P-Card Administrator Reconciliation - APPCRC

The P-Card Administrator Reconciliation page (APPCRC) is designed for the Purchasing, Accounts Payable, and Finance departments to review and update statements and transactions. It is also designed for cardholders and reconcilers who need access to a higher level of functionality and information. Security is applied so that for each user only the cards and transactions that apply to them appear.

Statement Tab

The Statement tab displays each credit card statement that is available in the system. There may be multiple import groups for a single credit card statement, which appear after you select the statement. There is no data entry on this page. The system automatically creates and updates the statement as transactions are imported throughout the statement period.

Bank Code: Related bank program. Bank Codes are defined in P-Card Bank Configuration (APPCBK).

Statement Date: Date of the statement containing these charges.

Due Date: Due date of the statement containing these charges.

Statement Status: Status of the group of charges for the card holder. Valid options are:

• AC (Active)
• NW (New)
• CL (Closed) - After all the transactions in the set have been paid, the status updates to closed.

Trans Count: Number of transactions in the statement.

Open Count: Number of new/unresolved transactions in the statement.

Statement Total: Dollar total of transactions in the statement.

Group Tab

The Group tab shows the groups of transactions imported by cardholder. Select an item to see the transaction details.

Card Holder: Name of the individual responsible for the card.

Card Number: Last few digits of the card number based on the settings defined on the Bank Definition page (APPCBK).

Reconciler ID: Finance user ID of the primary reconciler.

Import Date: Date the charges were imported from the bank.

Department: Department code assigned to the card holder.

Division: Division code assigned to the card holder.

Status: Status of the group of charges for the card holder. Valid options are:

• AC (Active)
• AP (Sent to AP)
• NW (New)
• RJ (Rejected)
• VA (Validated)

Approved: Indicates if the record is approved.

Reconciliation Tab

The Reconciliation panel allows you to review and update information about the P-Card charges. Click Validate Group to access the tools needed to process a P-Card charge.

Merchant: Merchant name provided by the bank.

Addr: Merchant address provided by the bank.

City: Merchant city provided by the bank.

State: Merchant state provided by the bank.

Zip: Merchant zip code provided by the bank.

Post Date: Post date of the record.

Trans Status: Status of the individual charge. The status code updates automatically as the charge progresses through the process. Valid options are:

• AP (Sent to AP)
• AX (AP Exception): Sent to AP with exceptions/errors
• EX (Validation Exception)
• NW (New)
• RC (Reconciled)
• RJ (Rejected)
• VA (Validated)

AP Reference: System-generated number used to link the P-Card charge with the resulting posted Accounts Payable transaction.

Trans Reference: Bank-generated unique number to reference with the bank.

Purchase ID: Value from the bank file in the Purchase ID field. May be used for Purchase Order Number and Work Order Number in bank files.

Trans Date/Time: Date and time the charge was made.

Amount: Total dollar amount of the charge.

Shipping: Amount of shipping included in the charge provided by the bank.

Discount: Amount of discount included in the charge provided by the bank.

Sales Tax: Amount of sales tax included in the charge provided by the bank.

Approved: Checked when the transaction has been approved.

Receipt Attached: Checked if receipts are required and an attachment exists for this transaction.

Validate Group: Click this button to validate the group of charges for this card. If any validation messages are generated, they appear on the page. If no exception messages are generated, the transaction status is updated to VA. When all transactions for the group are VA, then the card holder statement status is updated to VA.

Transaction Tab

The Transaction tab contains fields that you can edit. Before a transaction can be considered reconciled, it must have a description, vendor ID, and at least one account. An attached receipt may be required depending on the bank code settings.

Vendor ID: If a vendor is not already assigned by the import process, enter the Vendor ID associated with the merchant. Use the lookup if you do not know the ID. A charge must have a Vendor ID before it will be considered reconciled.

Addr: After a vendor ID has been entered, choose the appropriate address type.

Misc Tab

The Misc tab contains some less-used fields that you can edit.

Relate Code: Choose a Relate Code from the list. The list of codes is defined in common codes using a prefix of RT01. This code flows through to Accounts Payable when the transaction is posted to AP for 1099 and Use Tax tracking.

Misc Code 1: Choose a miscellaneous code from the list. The list of codes is defined in common codes using a prefix of OHMC. This code will flow through to Accounts Payable when the transaction is posted to AP.

Fiscal Year: Choose a Fiscal Year for the charge. The import process automatically assigns this value when the posting date for the charge is within a fiscal year as defined by ledger settings in the GL General Information page (GLUPGN). AP Sets are created separately by fiscal year to give you the ability to group transactions for posting to the General Ledger.

Misc Code 2: Choose a miscellaneous code from the list. The list of codes is defined in common codes using a prefix of PCMC.

Audit Tab

Use the Audit tab to track important information. Workflow is expected to update and manage the approval date and approval name. Use the review date, attachment date, and audit date to track internal controls activities.

Approval Date: The date the transaction was approved through workflow.

Approval Name: The last approver name on the transaction approved through workflow.

Review Date: Enter the date the charge was reviewed internally.

Attachment Reviewed: Select the checkbox to indicate the attachment has been reviewed internally.

Audit Date: Enter the date the charge was audited internally.

Notes Tab

Enter any additional descriptive text about the charge.

Accounts Tab

Use the accounts tab to enter or edit the accounts to be charged in the General Ledger. Before a transaction can be considered reconciled it must contain at least one complete account and the account total must match the transaction amount.

Description: Enter a short description of the charge. A charge must have a description before it will be considered reconciled.

Account: Enter at least one valid GL account. Use the lookup if you do not know the account. The account field also supports entry of a JL (project) account and work order number.

Amount: Enter the dollar amount for the account. When new account records are entered, the amount will default to the amount remaining.

PR Number: The Purchase Requisition Number associated with this transaction. This is optional and will default in when Extracting the PO.  

PO Number: Select a purchase order number for the charge. Only open POs for the vendor on the record display for selection.

PR Item: The requisition item number associated with this transaction. This is optional and will default in when selecting the line item from the PO Extract screen. Typically, this will not be manually entered.

Exception Code: Choose an exception code if the charge is fraudulent or disputed. Exception codes are defined in common codes using a prefix of PCEX.

Quantity: Enter the quantity associated with the charge. The system defaults to 1 and the value in this field is sent to Accounts Payable. A business rule requires a whole number for items marked as a Fixed Asset.

AP Invoice: If the charge is paying an invoice, enter the invoice number here. This invoice is passed over to the AP Secondary Reference Field for reporting and duplicate invoice number checking.

Product ID: Enter a Product ID associated with the charge. Use the lookup if you do not know the product ID.

Sales Tax Code: Enter a Sales Tax Code for the purposes of calculating use tax. Only tax codes defined for standard AP processing in Common Codes (with a category of “SYTX” and value of “Tax Code”) are available for selection.

Bid Number: Enter a Bid Number for the charge. Use the lookup if you do not know the bid number.

Contract Number: Enter the Contract Number for the charge. Use the lookup if you do not know the contract number.

Fixed Asset: Select this checkbox if the item should be marked as a Fixed Asset and sent to the FA Module. System must also be configured on Bank Code page (APPCBK) to allow sending to AP.

Messages Tab

The messages tab is read only and contains validation messages about the current transaction. When you make a change to the transaction, the system re-evaluates and updates the messages.

Type: The type of message.

Message: Contains the text of the message used to inform the user about what is needed before the transaction may be considered reconciled. Possible messages are:

• Description must be provided
• Vendor ID must be provided
• Account Total x.xx does not match Transaction Total x.xx
• An account is missing the GL Ledger Code (Seq=x)
• An account is missing the GL Key or Object (Seq=x)
• An attachment is required when transaction is at or above x.xx
• An attachment is required for all transactions

Line Item Tab

Use this tab to track information sent from the bank specifically for line item product detail. This tab is read only and the information is used for searching and reporting.

Description: Description of the charge.

Unit Price: The price per unit for this charge. This is optional and may populate from the imported Transaction file received from the bank. If not in the file, it will remain blank. Does not populate from the PO Extract.

Unit of Measure: The unit of measurement for the goods (for example, Crate, Box, or Case). This is optional and may populate from the imported Transaction file received from the bank. If not in the file, it will remain blank. It does not populate from the PO Extract.

Quantity: Quantity of the charge.

Commodity Code: Commodity code of the charge.

Product ID: Product code of the charge.

Supply Type: Supply type of the charge. Examples include products and services.

Passenger Tab

Use this tab to track information sent from the bank specifically for airline and rail passenger information. This tab is read only and the information is used for searching and reporting.

Passenger Name: Passenger name on the travel charge.

Departure Date: Departure date for the travel. 

Ticket Number: Ticket number for the travel.

Total Fare: Total fare for the travel.

Fee Amount: Fee amount for the travel.

Tax Amount: Tax amount for the travel.

Lodging Tab

Use this tab to track information sent from the bank specifically for hotel lodging information. This tab is read only and the information is used for searching and reporting.

Check-in Date: Check-in date for the lodging stay. 

Lodging Nights: Number of nights stayed. 

Rate Per Night: Rate per night of the stay. 

Other Charges: Other charges associated with the stay.

Tax Amount: Tax amount associated with the stay.

Food/Beverage Amount: Food and beverage amount associated with the stay.

Parking Amount: Parking amount associated with the stay.

Car Tab

Use this tab to track information sent from the bank specifically for rental cars. This tab is read only and the information is used for searching and reporting.

Driver's Name: Driver’s name associated with the rental.

Daily Rate: Daily rate associated with the rental.

Rental Days: Duration in days associated with the rental.

Check-Out Date: Check-out date associated with the rental.

Return Location: Return location associated with the rental.

One-Way Amount: One-way amount associated with the rental.

Late Return Amount: Late return amount associated with the rental.

Insurance Amount: Insurance amount associated with the rental.

Fuel Amount: Fuel amount associated with the rental.

Car Class Amount: Car class amount associated with the rental.

Other Charges Amount: Other charges amount associated with the rental.