P-Card Automated Reconciliation Reminder (Bank Statement Workflow)

Purpose:  Use this document as a reference for how to run the Purchasing Procurement Card Bank Statement Workflow in ctcLink.  

Audience:  Purchasing Staff

You must have at least one of these local college managed security roles:

  • CC_ADMINISTRATOR

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

This process will send email notifications by Billing Date to procurement card holders stating that any P-Card Transactions not in 'Approved' status are waiting for reconciliation. Even if the cardholder has 'Verified' the transaction, they will still receive an email notification.

This process also changes the Statement Status of P-Card transactions from Staged to Initial.

P-Card Bank Statement Workflow

Note: Before running the process for the first time, it is recommended that the P-Card Administrator check for any older transactions in the system that are not approved and are not currently in use (from prior testing, for example).  Please submit a Service Desk Ticket for assistance with removing them.

Navigation: Purchasing > Procurement Cards > Process Statements > Bank Statement Workflow

  1. The Bank Statement Workflow search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
    • NOTE: Helpful hints about Run Control IDs: Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA010_BANK_STMT_WKFLOW (College, Process).
  3. The Bank Statement Workflow page displays. Enter or lookup your Business Unit.
  4. Select the Run button.
Bank Statement workflow run control page
  1. The Process Schedule Request screen displays. Select the OK button to run the PO_CCSTMT_WF process. Select the Process Monitor link to monitor the process. For more information, please see QRG Process Scheduler/Process Monitor.
Process scheduler request window. select ok
  1. When the process runs to 'Success' and Distribution Status is 'Posted' and process is complete, the system will send notifications to the email address saved in the card holder's User Profile.
  2. Within the notification email, select the link to return to reconcile your transactions within PeopleSoft.

Warning for US Bank users: A separate email notification is created for each Billing Date.

email notification
  1. The Procurement Card Transactions page displays. On the Transaction tab, note the Statement Status is changed from Staged to Initial.

Note: Transactions in Verified status will not be changed.

procurement card transactions page status equals Initial

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial via Panopto

View the external link to P-Card Automated Reconciliation Reminder (Bank Statement Workflow). This link will open in a new tab/window.

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