Be Smart - Use Your Card

1. Be Smart- Use Your Card Roll-out of P-card Module (FAAINVT)Christian Lagier - March 15, 2010

2. What the heck? • The P-card Module is a holding tank that sits between a P-card purchase and it’s posting in a Banner budget • While the transaction is sitting in the holding tank, you can: • Change FOAPAL, if needed (including splits!) • Change/add reference field • Change feed date to get it posted in Banner right away

3. It’s time to start using the new Banner P-card module (FAAINVT) • Yahoo!! • It will make your life easier • Less journals! • Transactions reflected in Banner much quicker! • No need for collecting signatures on invoices! • More improvements are coming • New policies are coming • Only one card per person • Pmt by invoice only in exception cases • Your choice will be pmt by P-card or PO

4. Reminder!(Current policy) • All cards are personal • Only use a card that has your name on it • No sharing!

5. Do I really have to deal with this? • NO • It’s a feature that offers certain benefits, but you can chose to completely disregard this • Your card still charges to a specific account in a specific budget (the “default FOAPAL”). If you do nothing, this charge will go through the system as today. • E.g. if you only buy neuroscience supplies and your card charges to Research Supplies in the Neuroscience budget, then you don’t have to do a thing. • You can still do paper Journal Entries anytime later, if you need to move a charge

6. Start Now! • Download instruction document: P-card Transaction Maintenance Instructions (FAAINVT)from the Purchasing web site: • www.smith.edu/purchasing • Login to Banner INB • Access Form FAAINVT • Ask Heather or Christian if you have questions

7. Paper Trail • When you re-allocate a charge to somebody else’s budget, give them a screen print of the re-allocation screen (File -> Print “FAAINVT Accounting Information” screen) • Just like you pass out copy of a journal effecting somebody else’s budget today • All original documentation stays with the card holder and the monthly statement (per P-card policy). • When the monthly statement is received, attach all backup documentation to the statement • Sign the statement package as complete and request the signature of your supervisor • Keep on file for 7 years

8. An Example • On the following pages, you will see an example of how a transaction flows through Banner into a budget • We will highlight a side-benefit of the new system (and how we ask you to use it): • Using the Reference Number Field to Facilitate Reconciliation

9. The Opportunity • When you buy something with a P-card, you have the opportunity to specify your own reference number • The order taker might ask: • Would you like me to put your PO# or other reference number on the transaction? • In many situations, the won’t ask you – you have to prompt them! • Could you enter our PO# on the transaction? • Could you enter your order number on the transaction? • Could you enter “March 15 bio event”? • Could you enter “AAAS conference” • In the case we’ll look at here, I asked them to put the number of their own Field Service Report on the transaction (I forgot about my initials)

10. Pop Quiz!! On the next pages, other than a brilliant example of using the Reference Field to facilitate reconciliation, what is wrong with the transaction? If you figure it out, keep mum until we reach the last page …

11. The Original TransactionThe Field Service Report

12. The P-card transaction arrives in BannerGenerally within 24-48 hrs of transaction This is how you know (!)

13. We’re hoping to make this notification more meaningfulFor now – just take it to mean that you should log into FAAINVT Check here (and save) to clear your inbox

14. So, here’s FAAINVT (the P-card module)Now you need “Procurement Card Transaction Maintenance “ document as your detailed guideThe reference number has made it through the credit card system into Banner The reference number has made it through the credit card system into Banner Date expense hits the Banner budget. Consider changing it to today’s date …

15. “Next Block” (ctrl page dn) get’s you to the accounting info

16. Enter your Banner login and re-allocate • You MUST edit this field! • In the beginning of this field, we ask that you ALWAYS enter YOUR Banner login (as person placing this charge in a Banner budget). It’s the only way we know where it came from. • After this, you can append whatever you like, e.g.:CLAGIER FSR 100120-001

17. After posting, I can find the transaction in my budgetI did not catch this one in time to re-allocate FOAPAL

18. See more detail in FGITRND(Transaction Detail Information) Document numbers starting with “S” are pro-card transactions

19. And even more detail in FAIINVE (Query Document) – first the Invoice Header

20. FAIINVE – next block gets you to Commodity Information

21. FAIINVE – next block gets you to Accounting Amounts

22. FAIINVE – next block gets you to Balancing/Completion

23. Sample Report of Pcard TransactionsHere you can see what various vendors have put in the Reference Field (at the time of purchase, they were not prompted by this buyer)

24. Pop Quiz!! So, what was wrong with this example? Let’s check out the Procurement Card Policy … http://www.smith.edu/purchasing/Procurement%20Card%20Policies.php

25. Ooops!

26. Thank You