Reconciling P-Card Transactions/Statements

Purpose: Use this document as a reference for reconciling P-Card transactions/statements in ctcLink.

Audience:  Purchasing staff and Cardholders

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

  • CC_ADMINISTRATOR
  • CC_APPROVER
  • CC_RECONCILER
  • CC_REVIEWER
  • CC_USER_PO
  • CC_USER_REQ
  • ZZ Procurement Card Processing

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

Procurement or purchasing credit cards are often referred as ProCards, P-Cards, or PCards. Some helpful hints are:

  • Depending upon your security role, update the P-Card Transaction line Status menu options, i.e to "Verified".
  • Use the Comments icon to add comments and upload attachments/backup documentation.
  • Use the Distribution icon to review/modify ChartFields that make up a ChartString or called the Accounting Distribution.
  • When a P-Card line item is "Recycled" ChartField Status, one or more field values are missing, i.e. Class or State Purpose.
P-Card Icons and helpful hints

Reconciling P-Card Transactions/Statements

Navigation: Purchasing > Procurement Cards > Reconcile > Reconcile PCard Statement

  1. The Reconcile Statement Search page displays. Enter Search Criteria to identify your transactions/statement.
  2. Select the Search button.

NOTE: Less is more. Using the minimal amount of data to get to the transactions that need to be reconciled is best in this search menu. Recommend using Role Name and Dates and not name or other fields if reconciling own transactions as the reconciler. The Employee ID and Name fields refer to the user assigned as the cardholder in the Cardholder Profile. TIP: When searching by Card Number, use the % (or wild card) and the last 3 digits of the card number, i.e. %515.

User should have correct roles as part of their User Profiles to view transactions. User should also have correct Proxy to the credit card. 

Reconcile Statement Search page
  1. The Procurement Card Transactions page displays.  Use it to review, manage, and verify procurement card transactions loaded by the Load Statement process.

Note:  All transactions with a ChartField Status of “Recycle” must be corrected and have a “Valid” status before any changes in the Reconcile Statement screen can be Saved or an error message will display. When a P-Card line item is "Recycled" ChartField Status, one or more field values are missing, i.e. Class or State Purpose.

If any of the transactions in “Recycle” status cannot be corrected immediately, then it may be helpful to revise the Reconcile Statement search parameters to exclude those transactions from displaying in the screen until they can be addressed.

Procurement Card Transactions page

APPROVERS/REVIEWERS: Please refer to the QRG Marking P-Card Transaction Attachments Reviewed. Use the checkbox for Attachment Reviewed on P-CARD reconciliation screen for the Administrator, Approver, and Reviewer proxy roles. This option is a global change, used at the discretion of the college’s business practices.

select the billing tab
  1. Select the Billing tab. Use the Description field to enter additional information about the goods purchased.
  2. The Billing Amount field displays the amount billed on the statement line.
  3. If your records disagree with the billing amount, enter the amount difference in the Dispute Amount field. This does not mean that your organization is not liable for the purchase, but rather acts as a notation that the user reconciling this account must follow up with the merchant or procurement card supplier to settle the disputed amount. If you enter an amount, the statement line is visible on the Review Disputes - Dispute page until it has been identified as collected.
  4. The Credit Collected option displays the status of the disputed amount. If clear, the dispute is still open. If selected, the dispute has been identified as collected or closed on the Review Disputes - Dispute page.
  5. Select the Transaction tab.

For more information on resolving disputes, please see QRG Resolving Disputed Transactions.

Billing Tab
  1. The Transaction tab displays. Select the Line Details icon to view the details of the transaction.
Transaction tab
  1. The ProCard VISA Trans Details window displays.  Use it to review the transaction details.  The information on this page will differ depending on the type of card used for the transaction.
  2. Select the Return button to close the window.
Pro Card VISA Trans Details window

Comments & Attachments

  1. Select the Comments icon to enter comment text that remains with the associated procurement card transaction line. (Optional)
  2. The ProCard Comments window displays. Enter Comments.
  3. Attach Associated Documents according to your local business practices and policies, typically are receipt and/or justification for the purchase (optional).
  4. Select the OK button.

Comments should be entered and attachments made prior to linking to a purchase order (optional).

Comments and Attachments

Distributions

  1. Next select the Distribution icon to open the ProCard Account Distribution window. Use it to split accounting distributions or override defaults for a statement line. The key difference between this page and the Distribution Templates/Reset Status page is that this page affects one statement line at a time.
  2. Use the Chartfields tab to manually override the distribution information for the statement line by changing any of the distribution field values in the scroll area. If the ChartField Status is "Recycled", verify your ChartString or contact your local purchasing department for assistance. Enter or lookup the necessary field values to make a valid ChartString. Before we save changes, let's review the sales/use tax.
Review or modify the ChartFields

Select the Details/Tax tab to review the tax information associated with this transaction.

If the Sales/Use Tax Information should be updated, please follow steps 22-23.

Details/Tax tab
Asset Information tab (if applicable)

Select the Asset Information tab to review the asset information associated with this transactions.

Asset information tab
Status tab

The Statuses tab displays. Use it to review the status information associated with this transaction. Select OK to save changes (added valid values to update the ChartField Status from Recycled to Valid) and return back to the main page.

Status tab

Linking Purchase Orders to P-Card Transactions (Optional)

  1. The Procurement Card Transaction page displays. IF payment was used on a Purchase Order, select a transaction checkbox and then select on Purchase Details (Optional).
  2. The ProCard Purchase Order window opens. Here you can link a purchase order to the transaction.
  3. Select the search criteria to locate the linked purchase order, i.e. select the PO ID magnifying glass icon to open Look Up PO ID window. Select the PO Number to add.
Link PO to P-Card Transaction

Note that at the bottom of the Purchase Details screen, the Tax Paid box defaults to checked.  If Tax is not included and Use Tax should be added, please continue with steps 22 - 23.

  1. If Tax is 'paid' go to Step 26. Otherwise, select on Sales/Use Tax link on the bottom if Sales/Use Tax needs to be applied to the transaction.
link Po information
  1. The Sales/Use Tax window opens. Select either 'Item is Exempt' OR 'Use Tax Applicable' and select your Tax Destination. Based on the Tax Destination, Tax Code/SUT Code Pct/Sales Tax will be defaulted. Sales tax percentage can also be manually entered (Optional).
  2. Select the OK button to return to “ProCard Purchase Order” page.
  3. Select the OK to return back to the "Transactions" page.
Sales/Use Tax window

Validate or Budget Check P-Card Transactions

You can change the status of a card transaction for individual or many lines in mass. To update the status of an individual line, select a value from the Status drop down menu arrow. Selections are dependent upon your security roles, which may include: Initial, Verified, Staged, Approved.

  1. In the Status column, use the drop down menu to select the "Approved" or "Verified" list item. NOTE: Only users with Approval role will be able to “Approve” transactions.
  2. Select Save.
  3. From the Procurement Card Transactions page, you can run the Budget Check by a couple of ways:
  4. Budget Check an Individual Line - select the line checkbox and select the Validate Budget button.
  5. Budget Check Several Lines at Once - select the Select All/Clear All checkbox and select the Validate Budget button.
  6. Budget Check in Batch - mark the 'Run Budget Validate on Save' checkbox and then the Save button to validate all valid line items.
Budget check a few different ways

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 Reconciling P-Card Transactions/Statements. This link will open in a new tab/window.

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