Reconciling and Approving Pcard Transactions

References

Overview

As a cardholder makes purchases, the transaction information must be logged on a Pcard log. A Pcard log must be completed for each cardholder. OBM provides a standard Pcard log that may be customized by agencies. Cardholders submit logs to the agency fiscal office weekly or more frequently as needed.

Once logs are received in the fiscal office, the reconciler/approver will review the log and all associated documents to ensure that the purchase amount is validated by the backup documentation. The reconciler/approver must be able to easily determine from the backup documentation that the transaction is valid.

Once a transaction(s) is approved the transaction will remain in "Approved" status throughout the business day. An overnight  batch process will create a cardholder voucher for all approved Pcard transactions. All budget checked cardholder vouchers for an individual agency are combined into a single agency voucher that will be sent to the Pcard bank.

• If an agency voucher results in a credit balance, the voucher will not be processed by OAKS FIN. Agency vouchers will be combined daily until the grand total is a positive value.

• Click here for assistance with accessing the OAKS FIN AP Module.

Steps

Searching for Procurement Card Transactions

• MyOhio.gov > OAKS FIN > Main Menu > Purchasing > Procurement Card > Reconcile > Reconcile Statement

Reconciling Pcard Transactions

• The Procurement Card Transactions page displays the transactions sent from the Pcard issuer for this Pcard holder.

1. • The Procurement Card Transactions page does not display the date the transaction was entered into OAKS FIN.  However, assume that the OAKS FIN Entered Date is four days after the Transaction Date. This is the date the "five business days to pay" begins counting.

4. If referencing a Purchase Order follow these steps.
   1. Select the checkbox on the transaction to select the Purchase Order.

      

       

   2. Click on the lookup icon next on the Suppler ID for the line selected.

      

       

   3. Enter the Short Suppler Name.

      

       

   4. Select Lookup.

      

       

   5. Select the Supplier in the Search Results.

      

       

   6. Click on the Purchase Details link.

      

       

   7. Click the lookup for PO ID.

      

       

   8. Select the Purchase Order  in the Search Results.

      

       

   9. Click the lookup for PO Line.

      

       

   10. Select the correct PO Line in the Search Results.

       

        

   11. Select the lookup for the PO Sched.

       

        

   12. Select the PO Sched from the Search Results.

       

        

   13. Click OK.

       

        

    

5. Select the Purchasing tab.

   

    

6. Select the Term Contract ID lookup and select the appropriate contract for the transaction.

    

   

    

• If a PO is associated, the contract ID comes from the PO and cannot be changed.
• A Supplier ID must be associated to the transaction in order to select a purchase order or Contract ID. Only AMT based purchase orders for the Supplier will be available for selection.
• The cardholder should provide the Term Contract ID on the Pcard log. If the reconciler/approver suspects that there should be a term contract ID the reconciler/approver should contact the cardholder to verify.
  • Once a Pcard transaction is in Closed status, a term contract ID cannot be added to the transaction.
7. Indicate whether the merchant is an MBE supplier using the following codes:

   

    

    

   • E - Edge supplier
   • M - MBE supplier
   • N - Not applicable
   • Once a Pcard transaction is in Closed status, a MBE flag cannot be added to the transaction.

• MBE/EDGE participation credit for Pcard transactions.

  • Supplier ID must be associated with the transaction.

  • If neither a purchase order or contract is associated with the transaction, and the Supplier was MBE/EDGE certified on the transaction date, the Reconciler can select ‘E’ or ‘M’ on the Reconcile Statement.

  • If a purchase order is associated with the transaction and there is not a contract associated with the purchase order, and the Supplier was MBE/EDGE certified on the transaction date, the Reconciler can select ‘E’ or ‘M’ on the Reconcile Statement.

  • If a purchase order is associated with the transaction and there is a contract associated with the purchase order and the contract is not a set-aside contract, ‘E’ or ‘M’ will be selected for the transaction if the supplier was certified on the transaction date and the field will be grayed out.

  • If a purchase order is associated with the transaction and there is a contract associated with the purchase order and the contract is a set-aside contract, the Reconciler can select ‘E’ or ‘M’ on the Reconcile Statement.

  • If a contract is associated with the transaction and the contract is not a set-aside contract, ‘E’ or ‘M’ will be selected for the transaction if the supplier was certified on the transaction date and the field will be grayed out.

  • If a contract is associated with the transaction and the contract is a set-aside contract, the Reconciler can select ‘E’ or ‘M’ on the Reconcile Statement.

  • If the condition of the transaction allows the Reconciler to select the MBE/EDGE status and the Supplier is not EDGE certified on the transaction date, ‘E’ will not appear, instead the Reconciler will see ‘Invalid Value'.

• MBE/EDGE set-aside credit for Pcard transactions.

  For set-aside credit the Supplier ID must be associated with the transaction and a set-aside contract specifically for a certified MBE/EDGE participant must be associated with the transaction.

8. OIT Release and Permit Number, DAS Release and Permit Number and Controlling Board Number will appear only if a purchase order with this information is associated with the transaction.

9. Select the Transaction tab.

   

    

10. Verify that the amounts listed as Transaction Amount or Billing Amount match the total amount of the receipts and the amount listed in the Pcard log.

    

     

    

     

    • Per OBM policy, a Pcard log must be completed for each cardholder.  Refer to the SAFE manual.
11. Set the Status.

    

     

    • If the amounts match, set the Status to Verified (if the user is a Pcard reconciler) or Approved, depending on the user's role.
    • If they do not match, leave the Status as Staged until the discrepancy has been researched and resolved.
12. Click the Comments icon to enter comments or attachments, if desired.

    

     

    • Click the Attachments link to add an attachment.

      

13. Click the Distribution button next to the ChartFields Status field.

    

     

    1. Enter the ChartFields distribution for this transaction, including at least the Fund, Account, Appropriation Line Item (ALI), Department (Dept), and Program.
    • The voucher will be created with an error if no ChartFields distribution has been entered.
    • ChartFields should not be changed if coming from a purchase order.
    2. Always select Amount for the Distribute by field. Pcard transactions will never contain quantity information.

       

        

       • It is possible to allocate the cost of this purchase between different departments, splitting the cost by amount or percentage. Enter the desired amount or percentage allocated to this department line.
    3. Verify that the STATE is populated in the GL Unit field.

       

        

    4. Edit the Account field to the correct Account code.

       

        

       • OAKS FIN may  automatically populate an account code; this is not the correct account number. Failure to update the Account field will cause the budget check to fail.
    5. Enter the desired information in the ALI field.

       

        

    6. Enter the desired information in the Dept field.

       

        

    7. If Program is required for the voucher, enter the desired information in the Program field.

       

        

    • To add another Chartfield row click Add a New Row(+).
    • • To use more than one ChartFields distribution line, make certain the Percent field for each line correctly reflects the portion of the cost that should be taken from each distribution and that each distribution has the correct information for the split.

        

         

      • The Percent fields must total 100%. OAKS FIN automatically updates the Amount fields on each line based on the Percent value entered.

        

         

        

         

    8. Click OK.

       

        

• The Procurement Card Transactions page displays.

1. • If multiple transactions require the same ChartField string, the Distribution Template link may be used to enter the string for multiple transactions at the same time.

     

      

14. Enter Description, if desired.

    

     

    • Data entered in the Description field will replace the Merchant Name on the voucher invoice line.

15. Once all of the ChartField values have been entered, set the status of the eligible transactions to Approved using the dropdown Status menu and click Save.

    

     

    

     

    1. Select a Status for each transaction line, or use the Status buttons at the bottom of the page to change multiple transaction line statuses at the same time.
    • Transactions should not be approved until the item has been received.

• It is possible to set the status to approved by selecting the check box of the transactions to approve and clicking the Approve button at the bottom of the page.