Training Guide
PeopleSoft Procurement Card 9.0 Contents Using the Procurement Card Module ...................................................... 1 KU Reconcile Procurement Card transactions ........................................................................ 2 KU department approval of p-card transactions .................................................................... 18 Correction, reconciliation, and verification of CLOSED p-card transactions ....................... 35 Reconciler procedures to identify and correct CLOSED transactions: ................................. 36 Department approver procedures to verify CLOSED transactions: ...................................... 42
Training Guide
Using the Procurement Card Module In order to provide a paperless solution for the review and approval of BPC transactions, the PeopleSoft Purchasing Card module will be implemented after the December 2011 cutoff. This new module will replace the current BPC module in PeopleSoft. There will be no change to the actual credit card program or use of KU BPC cards resulting from this system change.
Summary of process changes: 1. New navigation to the P-card module - Navigate to Purchasing > Procurement Cards on the PeopleSoft menu 2. Default chart field distribution is required a. Default chart field distribution is information such as department and fund. b. This information will be auto-populated on all BPC transactions when they become available. c. This information can be updated to appropriately classify transactions. 3. Electronic Workflow a. Cardholder – the cardholder will receive the only workflow notification within the P-card module. This notification will come at the statement end date as a reminder to submit receipts to the reconciler. a. Reconciler – Users assigned to reconcile the credit card transactions. Cardholders that currently do not reconcile their transactions may assign a reconciler proxy. Reconciler should establish a process to inform the department approver of available transactions. b. Department approver – User assigned to review and approve credit card transaction detail on behalf of the department (these individuals would have signed the paper BPC log in the past.) This approval will be online. 4. No more BPC log – P-card module offers a paperless solution a. Receipts will be scanned and attached inside the PeopleSoft P-card module by the reconciler. b. Receipts will be viewed online by the department approver. 5. Time limit on reconciliation – Reconciliation period will be strictly enforced – calendar of “force close” dates can be found on the P-card Module website. a. Transactions that are not reconciled by the time the VISA bill is due will be forced to a closed status with the default chart field distribution applied. b. Reconcilers will still be responsible for attaching receipts to the closed transactions. c. Correction of any distribution/funding lines will be completed by reconcilers by submitting a spreadsheet to central accounting. 6. No vendor referenced in the P-card module a. This means that vendor setup and W9’s are no longer a requirement
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Upon completion of this lesson, you will be able to: •
Reconcile procurement card transaction statements.
KU Reconcile Procurement Card transactions Procedure
Step 1.
Action Find the link to FSKU from the Comptroller’s Website under Financial Management Systems. Click the FSKU link.
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Step 2.
Action Log in to PeopleSoft using your KU ID and password. Click the Sign In button.
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Step 3.
Action The Procurement Card functionality resides in the Purchasing module. You will use the Purchasing menu hyperlink to navigate to the reconciliation pages. Click the Purchasing link.
Step 4.
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Action Click the Procurement Cards link.
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Step 5.
Step 6.
Action Click the Reconcile Statement link.
Action The reconciler can use one or more of the available search fields to reduce the number of search results and / or find specific transaction lines. The Statement Status drop down will be key in returning only Staged transactions that the reconciler can review and modify. Click the Statement Status list item: Staged
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Step 7.
Step 8.
Action Click the Search button.
Action Use the Procurement Card Transactions page to review, reconcile and department approve (verify) procurement card transactions that are loaded daily by the Load Statement process. A user has the ability to view all of the procurement cards in which proxy has been granted. NOTE: The merchant is listed in the P-card search results. W-9’s and vendor set up is not required in the P-card module.
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Step 9.
Action Access additional details and enter a description of each transaction line by clicking on the Billing Tab. Click the Billing link.
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Step 10.
Action Use the Description field to enter additional information about the goods purchased. Enter the desired information into the Description field.
Description is the information that will be available in Demis. NOTE: The view can be customized to move description to a more convenient place on the screen.
Step 11.
Action Once the description is updated, click the Transaction Tab to return to the main Procurement Card Transactions page. Click the Transaction object.
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Step 12.
Action Additional details about the individual transaction lines are available by clicking the Line Details button. Click the Line Details button.
Step 13.
Action The transaction detail page provides additional information regarding the Supplier and product that was purchased.
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Step 14.
Step 15.
Action Click the Return button.
Action Comments are required for all transaction lines. Access the comments page by clicking on the comments button. Click in the Comments button.
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Step 16.
Action Comments must include a detailed description of purchase as well as the following information, where applicable: Reference items may include:
Example - use EXACT format when typing comments:
Fees collected Travel authorization # Fuel purchase Invoice #
Fees collected TA0000012345 Gallons14.5 PPG3.25 INV#12345 (include no addn’l punctuation) Contract12345 PA12345
Contracts > $5,000 Prior authorization (special approval)
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Step 17.
Action Scanned receipts are required to be attached to all transactions. Use the Attach button to upload a scanned receipt. Click the Attach button.
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Step 18.
Action NOTE: A paper BPC log is no longer required. Do not send paperwork to the central accounting offices. The electronic receipts attached within the P-card module are considered acceptable documentation from a campus records retention perspective. A scanned receipt must be attached to each transaction line. For procedural information about using your department MFD (multi-functional device) to create scanned documents, please contact your IT liaison. Each receipt must be a separate scan in order to be attached to related transaction line. Scanned images may be saved to the desktop, a file directory or flash drive. .pdf is the preferred file format. Use PeopleSoft to browse for the scanned file. Click on the Browse button
Select the file and click the open button. Click the Open button.
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Step 19.
Step 20.
Action Click the Upload button.
Action Click the OK button once comments are complete and receipts are attached. Click the OK button.
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Step 21.
Action Each transaction line has its own distribution fund information. Access the distribution fund page by clicking the distribution icon. Click the Distribution button.
Step 22.
Action Distribution funding information will be defaulted from each cardholder's Procurement Card profile. It is the reconciler’s responsibility to update each line's distribution funding information with the correct account, fund and department. The reconciler can also split the distribution line or use speedcharts to assign a predefined distribution fund string. NOTE: Reconcilers using a KUEA account number must enter the endowment account in the Oper Unit field. This is the designated field, and will have all available KUEA accounts for search. The process for creating a new endowment account in PeopleSoft will be similar to requesting a new CF1. Please refer to the chartfields section of the FMS website. NOTE: Funds 720/721 are no longer available within PeopleSoft for transactions other than payroll, scholarships/fellowships and moving expenses. An alternative business process will need to be developed.
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Step 23.
Action The reconciler can update the prepopulated fields by editing directly in the field or by clicking on the Look Up button and searching from the entire set of data. Click the Look up Account button.
Step 24.
Action After distribution funding is applied completely, Click the OK button.
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Step 25.
Action The reconciler must save the transaction. Click the Save button.
The reconciler may now proceed with reconciling additional transactions until each line is completed.
Step
Action
26. End of Procedure.
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KU department approval of p-card transactions Go-live date: December 27, 2011 In order to provide a paperless solution for the approval of Business Purchase Card transactions, the PeopleSoft Purchasing Card module will be implemented after the December 2011 cutoff. This new module will replace the current BPC module in PeopleSoft. Transactions through December 22nd should be completed in the BPC module under the current processes. There will be no change to the actual credit card program or use of KU BPC cards resulting from this system change. NOTE: The PeopleSoft P-card module is web-based and can be accessed anywhere there is an internet connection. The approval process can be completed from the desktop, laptop, iPad or smart phone.
Electronic Workflow • Cardholder – the cardholder will receive the only automated workflow notification within the P-card module. This notification will come at the statement end date as a reminder to submit receipts to the reconciler. • Reconciler – Users assigned to reconcile the credit card transactions. Cardholders that currently do not reconcile their transactions may assign a reconciler proxy. Reconciler should establish a process to inform the department approver of available transactions. • Department approver – User assigned to review and approve credit card transaction detail on behalf of the department (these individuals would have signed the paper BPC log in the past.) This approval will be online. No more BPC log – P-card module offers a paperless solution • Receipts will be scanned and attached inside the PeopleSoft P-card module by the reconciler. • Receipts will be viewed online by the department approver. Time limit on reconciliation – Reconciliation period will be strictly enforced – calendar of “force close” dates can be found on the P-card Module website. b. Transactions that are not reconciled by the time the VISA bill is due will be forced to a closed status with the default chart field distribution applied. c. Reconcilers will still be responsible for attaching receipts to the closed transactions. d. Correction of any distribution/funding lines will be completed by reconcilers by submitting a spreadsheet to central accounting.
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Procedure
Step 1.
Action Find the link to FSKU from the Comptroller’sWebsite under Financial Management Systems. Click the FSKU link.
Procedure
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Step 2.
Action Log in to PeopleSoft using KU ID and network password. Click the Sign In button.
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Step 3.
Action The Procurement Card functionality resides in the Purchasing module. The Purchasing menu hyperlink is used to navigate to the reconciliation pages. Click the Purchasing link.
Step 4.
Action Click the Procurement Cards link.
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Step 5.
Step 6.
Action Click the Reconcile Statement link.
Action The department approver can use one or more of the available search fields to reduce the number of search results and / or find specific transaction lines. The Statement Status drop down will be key in returning only Staged transactions that the department approver can review and modify.
Click the Statement Status list item.
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Step 7.
Step 8.
Action Click the Search button.
Action Use the Procurement Card Transactions page to review and department approve (verify) procurement card transactions. The approver is able to view all of the procurement card transactions that are assigned to his/her approval proxy. The department approver can identify reconciled transaction lines by looking at the comments icon. If the comments icon is blank, the transaction has not been reconciled. If it is not blank, it has been reconciled.
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Step 9.
Action Additional details are available to review a description of each transaction line by clicking on the Billing Tab. Click the Billing object.
Step 10.
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Action The description field must contain descriptive information about the goods purchased.
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Step 11.
Action Once the description is reviewed, click the Transaction Tab to return to the main Procurement Card Transactions page. Click the Transaction object.
Step 12.
Action Additional details about the individual transaction lines are available by clicking the Line Details button. Click the Line Details button.
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Step 13.
Step 14.
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Action The transaction detail page provides additional information regarding the Supplier and product that was purchased. The transaction number is also displayed on this screen.
Action Click the Return button.
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Step 15.
Action Comments are required for all transaction lines. The reconciler should have already included comments. The comments page is accessed by clicking on the comments button. Click the Comments button.
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Step 16.
Action Comments must include a detailed description of purchase as well as the following information, where applicable: Reference items may include:
Example - use EXACT format when typing comments:
Fees collected Travel authorization # Fuel purchase Invoice #
Fees collected TA0000012345 Gallons14.5 PPG3.25 INV#12345 (include no addn’l punctuation) Contract12345 PA12345
Contracts > $5,000 Prior authorization (special approval)
The department approver should verify the comments are correct. Attachments can also be viewed to verify that the receipt matches the transaction line item. Click the View button.
Step 17.
Action Additional comments may be added by clicking the add button Click the Add button.
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Step 18.
Action If there are multiple comments, click the View All hyperlink to see all the comments on one page. Click the View All link.
Step 19.
Action To view the attached receipts, click the View button. Click the View button .
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Step 20.
Action Click the OK button once review of the comments and attachments is complete. Click the OK button.
Step 21.
Action Each transaction line has its own distribution fund information. This is viewed by clicking the distribution button. Click the Distribution button.
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Step 22.
Action Distribution funding information will be defaulted from each cardholder's Procurement Card profile. It is the reconciler’s responsibility to update each line's distribution funding information with the correct account, fund and department. Reconcilers using a KUEA account number must enter it in the Oper Unit field. This is the designated field, and will have all available KUEA accounts for search. The department approver has the ability to review the distribution line or update the distribution funding.
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Step 23.
Action The department approver can update the populated fields by editing directly in the field or by clicking on the Look Up icon and searching from the entire set of data. Click the Look up Account button.
Step 24.
Action After distribution funding is reviewed/corrected: Click the OK button.
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Step 25.
Action The department approvers change the status to verified once the following steps are completed: - Review the transactions for appropriateness and correct funding distribution - Ensure appropriate receipts/documentation has been included or attached Change the transaction status from staged to verified
Step 26.
Action After verifying the transaction line, the department approver must save the transaction and move on until all transactions have been verified. Click the Save button.
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Step
Action
27. End of Procedure.
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Correction, reconciliation, and verification of CLOSED pcard transactions P-card transactions within the statement period will be systematically closed each month, whether or not the reconciliation, verification or approval of transactions is complete. This will be a firm deadline which will occur on a pre-defined schedule. A listing of these “force close” dates is located on the P-card websites. NOTE: It is important that reconcilers, department approvers and central approvers complete their responsibilities within the monthly timeline. If transactions are closed prior to this work being completed, there will be additional effort required to achieve reconciliation and approval of these transactions. Reconcilers are still responsible for attaching receipts and comments to closed transactions. P-card corrections will be required to achieve the appropriate distribution funding. Reconcilers should communicate with Department approvers that the transaction is ready for verification. Department approvers are still responsible for reviewing closed transactions. See example below of force close timeline:
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Reconciler procedures to identify and correct CLOSED transactions:
Step 1.
Action Reconcilers must locate transactions that have been closed prior to reconciliation. Navigate to Reporting Tools > Query > Query Viewer Search for query name: DEPT_PCARD_CLOSED
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Step 2.
Action Populate needed query prompt information. Note: If the transaction has not been reconciled, the default account is 136999 The Statement Status drop down will be key in returning only Closed transactions. Click the Statement Status list item: Closed
Click the View Results button
The query results will indicate and help identify: 1. Closed transactions 2. Transactions that still contain default distribution funding 3. Transactions that do not contain attachments 4. Transactions that do not contain transaction comments 5. Transaction number
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Step 3.
Action As in previous steps, navigate to Reconcile Statements Search The Statement Status drop down will be key in returning only Closed transactions. Click the Statement Status list item: Closed
Use information received from DEPT_PCARD_CLOSED query to narrow the search for transactions on the Reconcile Statements Search page
Step 4.
Step 5.
Action Click the Search button.
Action
Closed transactions are displayed. To review the distribution funding that was applied to the closed transaction, click the Line Distribution button Click the Distribution button.
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Step 6.
Action
NOTE: this page cannot be edited. There is not a correction tab within the P-card module for fixing distribution errors. Any correction of the line details must be submitted on a BPC Correction Request located on the P-Card Website
Step 7.
Action After review of distribution funding, Click OK button to return to transaction lines. Click the OK button.
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Step 8.
Action
NOTE: Allowed actions on closed transactions are limited to receipt attachment and comments. Click in the Comments button.
Include all relevant comments to the transaction as described in the reconciliation process. IN ADDITION to regular transaction comments – the below comments must be included when reconciling, verifying or approving after the transaction has closed: Reference items may include:
Indication of reconciliation - after transaction close
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Example - use EXACT format when typing comments: Reconciled mm/dd/yy initials
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Step 9.
Action Attach receipts. After comments are accurately updated and receipts attached Click the OK button.
Step 10.
Step 11.
Action
Communicate to the Department Approver which transactions are ready for verification.
Action
Transaction complete
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Department approver procedures to verify CLOSED transactions:
Step 1.
Action Find the link to FSKU from the Comptroller’sWebsite under Financial Management Systems. Click the FSKU link.
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Step 2.
Action Log in to PeopleSoft using your KU ID and password. Click the Sign In button.
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Step 3.
Action The Procurement Card functionality resides in the Purchasing module. You will use the Purchasing menu hyperlink to navigate to the reconciliation pages. Click the Purchasing link.
Step 4.
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Action Click the Procurement Cards link.
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Step 5.
Step 6.
Action Click the Reconcile Statement link.
Action The reconciler should provide a listing of transactions that require verification after the transactions have been closed. Use one or more of the available search fields to reduce the number of search results and / or find specific transaction lines. The Statement Status drop down will be key in returning only Closed transactions. Click the Statement Status list item: Closed
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Step 7.
Step 8.
Action Click the Search button.
Action
Closed transactions are displayed. To review the distribution funding that was applied to the closed transaction, click the Line Distribution button Click the Distribution button.
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Step 6.
Action
NOTE: this page cannot be edited. There is not a correction tab within the P-card module for fixing distribution errors. Reconcilers will need to complete and submit a P-card Correction Request to correct the distribution funding information. Any correction of the line details must be submitted on a P-Card Correction Request located on the P-Card Website Department approvers will need to view the attachments to verify that the reconciler has attached the P-Card correction request with the correct distribution funding information.
Step
Action
7.
After review of distribution funding, Click OK button to return to transaction lines. Click the OK button.
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Step 8.
Action
NOTE: Allowed actions on closed transactions are limited to receipt attachment and comments. Click in the Comments button.
Reconciler should have included all relevant comments to the transaction as described in the reconciliation process. IN ADDITION to regular transaction comments – the below comments must be included when reconciling, verifying or approving after the transaction has closed: Reference items may include:
Indication of reconciliation - after transaction close Indication of verification (dept approval) – after transaction close
Example - use EXACT format when typing comments: Reconciled mm/dd/yy initials Verified mm/dd/yy initials
Department approvers will need to verify that the reconciler has updated the comments, attached receipts, attached the P-Card correction request form, and has included Reconciled mm/dd/yy initials in the comments.
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Step 9.
Action After verifying the reconciler has updated the comments, attached receipts, attached the PCard correction request form, and has included Reconciled mm/dd/yy initials in the comments, the department approver updates the comments with Verified mm/dd/yy initials Click the OK button.
Step 10.
Action
Transaction complete
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