P-Card Transaction Reconciliation - APPCTR

Use the Transaction Reconciliation page to display transactions on the page without the import group. This is useful for clients who wish to reconcile charges without the import group used on the P-Card Reconciliation (APPCEZ) page. The Transaction Reconciliation page is also used for Workflow Approvals which are defined at the Transaction Level, per configuration on the Card Definition page (APPCCR).

When you open the page, an initial filter is applied that only displays your current work. It displays records with your ID in the Reconciler ID field, and transaction status codes of NW, RC, and EX.

You can edit transactions until they have been posted to Accounts Payable. Until that time, security may be configured to restrict certain users from updating records on this page.

Transaction Section

The transaction section displays information about each transaction imported from the bank. This panel allows the user to see each transaction separately from the statement and import groups, and easily works in grid mode for quick reconciliation. Most imported information is read only. There are some fields where a user can edit the record.

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).

Merchant Name: Merchant name provided by the bank.

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

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

Addr: Merchant address provided by the bank.

Amount: Total dollar amount of the charge.

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

City: Merchant city provided by the bank.

State: Merchant state provided by the bank.

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

Post Date: Post date of the record.

Zip: Merchant zip code provided by the bank.

Import Date: Date the charges were imported from the bank

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

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.

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

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 entering a vendor ID, choose the appropriate address.

Receipt Attached: Checkbox is selected if receipts are required and an attachment exists for this transaction.

Approved: Checkbox is selected when the transaction has been approved. When a user makes changes to a transaction, the approved checkbox is cleared by the system.

Use Tax: If use tax applies to the charge, select the checkbox. If the transaction has sales tax associated, use tax cannot be selected.

Validate: Click to validate this group of charges for a card. If any validation messages are generated, the messages display here. If no exception messages are generated, then the transaction status changes to VA. If all transactions for the group are VA, then the card holder statement status is also updated to VA. Press CTRL+SHIFT+PERIOD to activate the Validate button.

Accounts Tab

The accounts tab is used 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. Currently this panel only supports splitting by dollar amount.

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

Seq: System-assigned sequence number given to each account. If any of the accounts have a problem, the message will reference the sequence number to identify the problem account.

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 #.

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

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.

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

Fixed Asset: If the charge is for the purchase of a fixed asset, select the checkbox.

Messages Tab

The Messages tab is read-only and displays any validation messages about the current transaction. When the user makes a change to the transaction, the system will re-evaluate and update the messages accordingly.

Type: Indicates the type of message, such as warning or block.

Message: Displays 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

Transaction Validation

A quick and easy validation process is used to verify the transaction information and change the status to VA (validated). This process is a required step to send the transaction or group of transactions to Accounts Payable.

Validate Button

The Validate button is in the card holder statement group section on the P-Card Reconciliation page (APPCEZ). The statement group is a series of transactions for a unique card number and import date. If you import credit card transactions from the bank each week, there will be approximately four groups of records per card for the statement period.

After the reconciler has updated the charges associated to a card, click Validate and the system will perform the validations. After validation is successful, the charges drop off the reconciliation page. If exception messages are present, the transaction stays on the page and is marked with an EX status for searching and reporting.

Included in Validation Step

The Validation button includes both validations and updates to the procurement card transactions. 

Validations

• Budget Checking: Checks against available GL budget in addition to all P-Card transactions currently waiting to be processed for the same account number. Issues Warnings and Blocks.
• Duplicate Invoice Checking: Checks for a duplicate AP payment for the same invoice number.
  • Validates against: Paid AP invoices, Pending Invoices and Pending P-Card Transactions for the same Vendor ID.
  • P-Card Transactions and Standard AP Transactions are checked for Duplicates. P-Card Transactions store the Vendor Invoice Number in the Secondary Reference Field.
• Receipt Required: Validates that user has attached documentation to the transaction. System set-up should include an attachment definition to the pc_stmt_dtl table.
• Description, Vendor ID, Account Number Information is valid. Account distributions should equal the amount of the charge.
• Purchase Order Validations:
  • Receiving Required
  • Overpayment of PO
  • Account Numbers Encumbered on PO

Updates

The P-Card Transaction is also updated during the validation step. The transaction status is automatically updated to VA once it passes the validation process. When problems are found, the status changes to EX (exception). Exceptions need to be resolved and then they follow the same reconciled-validated process.

• Transaction Status updated:
  • VA if transaction has no Exceptions/Messages
  • EX if transaction has Exceptions/Messages
• Card Statement Holder Status updated:
  • If all transactions are VA status, then update statement status to VA.
• Notifies Workflow when transaction status is updated
  • Workflow model could be triggered at this step.