How to Reconcile Your P-Card and Cash Expense Reports

1. How toReconcile Your P-Card and Cash Expense Reports

2. Enter your Oracle portal. • Click on the link in your Applications List called “MBI Internet Expenses.”

3. On the resulting screen click the “Expenses Home” link.

4. Click one of the “Create Expense Report” buttons.

5. On the resulting screen you will see how many transactions are waiting to be reconciled (5a). You will see your name displayed (5b). (Note--a few users may see a pull-down menu with more than one name. If so, select the appropriate name and click the “Go” button that appears at the right of the “Name” field). Only if necessary, choose an alternate approver by typing last name first and tabbing out of the field, or clicking the Flashlight to search for the individual (5c). When finished, click one of the “Next” buttons (5d). CASH ONLY will go directly to step 4 when clicking the “Next” button (see slide 10). 5a 5d 5c 5b 5d

6. You may select as many or as few transactions as you would like to reconcile by clicking individual check boxes, or by clicking the “Select All” link above the “Select” column (6a). IMPORTANT NOTE: If you chose an Alternate Approver on step 1, only select transactions going to that Alternate Approver. When finished, click one of the “Next” buttons (6b). 6b 6a 6b

7. 7. Click the “Select” box for the Transaction (7a). Then click on the pull-down menu and select the correct “Expense Type” (account number) (7b). Now enter your “Justification” (a detailed description and business purpose) (7c). If necessary, click the “Itemize” icon to split your transaction between multiple funds, cost centers, and/or account numbers (7d). (See slide 8 for more information about Itemization.) If you do not need to Itemize, click one of the “Next” buttons (7e) and skip to slide 10. 7e 7b 7d 7c 7a 7e

8. 8. ITEMIZE: To split funds, cost centers, or account numbers click the “Select” box for each line (8a), pull down and choose the “Expense Type” (8b), and then enter the amount (8c) for that account number. Click the “Update” button (8d) and check balance to ensure exact amounts have been accounted for. You should see 0.00 (8e). When finished, click one of the “Apply” buttons (8f). NOTE: Funds and Cost Centers can be changed on Step 5 of the reconciliation process. See slide 11 for details. 8d 8f X X Ignore this field Ignore this field 8a 8c 8b 8e 8d 8f

9. 9. When information is complete, click one of the “Next” buttons.

10. 10. If you have cash expenditures, select the line (10a), enter the receipt’s date (10b), enter the amount (10c), select the “Expense Type” (account number) (10d), and enter the Justification (detailed description and business purpose) (10e). Note: To Itemize click the “Itemize” Icon (10f) and refer to slide 8 for instructions. When finished click one of the “Next” buttons (10g). 10g 10f 10c 10d 10e 10b 10a 10g

11. 11. To change Fund (11a) and/or Cost Center (11b) enter information into the box(es), or search by using the flashlight. Then select the applicable transaction line(s) (11c) and click the “Update” button (11d). Note: You should see your change(s) in the Fund and/or Cost Center fields (11e) after clicking “Update.” When finished, click one of the “Next” buttons (11f). 11f 11a 11b Do not enter information here 11e 11d 11f 11c

12. 12. The “Review” screen allows you to attach documentation at either the header or line level. Add supporting documents and receipts by clicking one of the “Add” buttons (either 12a or 12 b). Note that attachments made at the header level (12a) or line level (12b) will only be viewable at those levels later. If not attaching documentation, skip to slide 14. 12a 12b

13. 13. On the attachment screen enter a basic description for the file you want to attach (13a). Click the “Browse” button (13b) to locate the document on your computer. If you want to add more than one file then click one of the “Add Another” buttons (13c). Again, enter a description (13a) and click the “Browse” button (13b) to locate the document. When finished locating and adding all your attachments, click one of the “Apply” buttons (13d). Note: It’s not necessary to change the “Category” pull-down for your attachment(s). To attach documents 13a 13c 13d Not necessary to change this 13b 13c 13d

14. 14. To review your attachment(s) click on the “View” link (14a). When you’re finished, click the “Submit” button (14b) to send the reconciliation (including the ability to view the attachments) to your approver. To save your work for later without sending to your approver, click the “Save” button (14c). Note: To see the cost center your transaction is actually reconciled to click on the “Expense Allocation” icon (14d). 14c 14b This will always reflect your home cost center 14a 14c

15. 15. You will see your Expense Report Number at the top of this screen (15a). You can print directly from here or click the “Printable Page” button and print from there (15b). You can still add an attachment by clicking the “Add” button (15c). (Note: You can even search for your reconciliation after submission and attach additional documents. See “Search for Expense Reports” Tutorial on web site.) To return to your “Expenses Home” page click the “Return” button (15d). To Reconcile additional items click the “Create New Expense Report” button (15e). 15a 15d 15e 15b 15c

16. NOTE: The ability to add attachments to P-Card reconciliations gives everyone the opportunity to reduce paperwork that they keep in their files. Please familiarize yourself with scanning on your department’s Ricoh copier and start attaching your receipts and backup documents to your reconciled transactions. In the near future, this will be required of all reconcilers who have access to Ricoh machines. Document scanning has never been easier! If you aren’t already using your Ricoh copier to scan and store files for yourself and your department, you’re missing a great opportunity to save paper, file space, and costs to the Institute. There are NO click charges for scans made on your Ricoh. If you aren’t sure how to use your Ricoh’s scanning capabilities, go to Procurement Services’ web site to access a tutorial that will show you how. Any questions specifically related to scanning should be directed to extension 4242, or email MBI.Procurement@moody.edu.

17. Need more training? See additional tutorials as they are added on the P-Card or the Procurement Services web site (http://procurement.moody.edu). Also refer to the P-Card User Manual for further instructions on how to reconcile P-Card transactions. If necessary, call to schedule individual training: --Abby Vega (Procurement Specialist & Credit Card Administrator) @ ext. 4244 (Abigail.Vega@moody.edu)--Paul Brackley (Procurement Services Manager) @ ext. 4225(Paul.Brackley@moody.edu) Specific Cash Expenditure questions? --Paulette Phillips (Accounting Staff Assistant) @ ext. 2234(Paulette.Phillips@moody.edu) Specific P-Card transaction questions? Please direct your questions regarding specific P-Card transactions to Brenda Crump. You may also call the I.S. Help Desk @ ext. 4001 or send email describing specifics of your situation to 4001@moody.edu.