Splitting and Updating Transaction Lines
Purpose: Use this document as a reference for splitting and updating transaction lines when reconciling P-Card transactions 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 Recon
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
You can split incoming transaction lines to provide greater detail in your Reconciliation actions. Splitting line items are a local business practice decision. For additional guidance, reach out to your local Finance or purchasing department.
Splitting and Updating Transaction Lines
Navigation: Purchasing > Procurement Cards > Reconcile > Reconcile Statement
- The Reconcile Statement Search page displays. Enter search criteria to identify your statement, some examples are:
- Enter or lookup Employee ID.
- Enter or lookup Name.
- Card Number.
- Billing Date.
- Budget Status.
- Select the Search button.
- The Procurement Card Transactions page displays. Use it to review, manage, and approve procurement card transactions loaded by the Load Statement process. You can view all of the procurement card transactions that you have been granted authority to access on the Cardholder Profile - Card Data: Assign Proxies page.
- Review the P-Card transactions.
- Use the Selection checkbox to the left of the line you want to split to select one of the transaction lines.
- Recommend to select the Comment icon to add reason why to split line and supporting attachments.
- Select the Split Line link at the bottom of the page.
- The ProCard Transaction Splits window displays. Select the Add a New Row [+] icon.
- Enter an appropriate description for both items as necessary to identify what the new splits represent in the Description field.
- Editing the Percentage fields will automatically adjust the Billing Amount fields, i.e. 50% of $197.60 is $98.80. Optional to manually enter the Billing Amount as needed.
- Select OK.
Note: The Percentage fields will recalculate. Billing Amount fields must total 100%.
Note: There are now two line items for the original Merchant and Trans Date.
- Select the Comments icon to add a comment to the new lines. The ProCard Comments window displays, enter comments for reasons why split line.
- Use the Attach button to upload documentation.
- Select the OK button to close the Comments window.
- The ProCard Comments window disappears. Select Save to save changes.
To complete reconciliation processing of P-Card transactions, refer to the QRG Reconciling P-Card Transactions/Statements.
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 Splitting and Updating Transaction Lines. This link will open in a new tab/window.
0 Comments
Add your comment