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Dept. of Health & Human Services PROCUREMENT CARD

Dept. of Health & Human Services PROCUREMENT CARD. RECONCILER. Benefits of the Procurement Card. Increased control of expenditures through complete and timely reporting Visa Card has widespread acceptance and vendors have high comfort level

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Dept. of Health & Human Services PROCUREMENT CARD

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  1. Dept. of Health & Human ServicesPROCUREMENT CARD RECONCILER

  2. Benefits of the Procurement Card Increased control of expenditures through complete and timely reporting Visa Card has widespread acceptance and vendors have high comfort level Allows Purchasing Staff to concentrate on higher dollar and more complex procurements Transactions are completed quickly and conveniently Blocked MCC Codes provides security over unauthorized purchases Purchases reported in monthly statement by each cardholder Reduction in invoices and payment vouchers Timely payment to vendors Incentive of Rebates

  3. Goals of the Procurement Card Simplify the process of Small Purchases Acquire materials necessary to complete your task Merge small purchase transactions on line with NCAS Enhance Management’s review of small purchases Reconciliation designed to comply with audit. Reduce costs associated with small purchases.

  4. Sets up the program for all of DHHS Agencies. Act as a liaison between Bank and Agency to resolve PCard issues. Authority to suspend or close PCard when fraud, abuse or misuse occurs. Train staff in initial set up and develop policy and procedures of PCard. Access the Works system of Bank of America to add, change, delete cardholders at the request of Division Card Administrator. Set up Division PCard Administrators in the Works system to create card reports, purchase reports and declined purchase reports. Receive PCards from bank, activate, and enter into NCAS and send to Division PCard Administrator. Reviews NCAS screens of all divisions to ensure reconciliation is within guidelines. Monitors Works system and NCAS for possible fraud or questionable PCard purchases. Create reports for statistical data of PCards, purchases and vendors. Keeps copy of documentation of all cardholders. Notify Division Card Administrators/Reconciler/AP of any PCard discrepancies in transactions or payments. Roles for Department Card Administrator

  5. Division Card Administrators must be appointed before an Agency is issued PCards. Develops internal policy and procedures of PCard for the division. Administrators submit requests to add, change, delete cardholders. They also have the authority to terminate a card for misuse. Receive PCards from Department PCard Administrator and issue to cardholders. Ensures each cardholder, manager, and reconcilers are trained before issuing a card. Keeps documentation of all cardholder forms and list of authorized signatures. Provide a updated signature list to Reconcilers and Department Card Administrators. Monitor the NCAS PCard System to ensure reconciliation is done within the established guidelines. Act as a liaison between vendor and cardholder to resolve PCard issues. Review monthly bill for agency and/or the assigned official signs bill then forward to A/P for payment. Notify Department Card Administrator, Reconciler or AP of any PCard discrepancies in transactions or payments. Administrators are also added in “Works” the PCard maintenance system of Bank of America. Administrators can run detailed card reports of active and inactive cardholders, purchase reports, and declined purchase reports. Perform reviews of division purchases on PCard at least weekly. Administrators must provide access to PCard records in the event of an audit request. Roles for Division Card Administrator

  6. Roles and Responsibilities forManagers and/or Supervisors Managers and/or Supervisors are required to attend training provided by the Department or Division before a card is issued. Initiate card request for permanent employees and submit to Division Card Administrator. Review each purchase transaction receipt to justify necessary purchase. Make sure cardholder’s signature is present, sign and date the receipt and forward the receipt to reconciler within 2-3 business days. Review NCAS transactions weekly if available, to insure you are receiving proper receipts from your staff. Review and approve the monthly statement for each employee with your signature and forward to reconciler. Notify Division Card Administrator of any changes to accounts. Retrieve card when an employee is leaving your department and notify the Division Card Administrator to deactivate the card.

  7. Roles and Responsibilities of Cardholder The Cardholder is responsible for all use of his/her card and safeguarding the card. Cardholder is required to adhere to the Purchasing Card Procedures. Cardholder is required to check Correction Enterprises and State Term Contracts for purchasing preferences. (Give preference to Correction Enterprises on their commodities) Keep a copy of each transaction to reconcile your monthly statement. The Cardholder should receive a monthly statement if purchases have been made during the statement cycle. Forward each transaction receipt immediately (1 to 2 business days) to supervisor upon signing with date and make a copy. Review your monthly statement approving all charges, sign, date, and forward to supervisor.

  8. Roles for Reconciler All Cardholders, Supervisors and Reconcilers shall be formally trained in the Procurement Card process and instructed in their duties and responsibilities and given a manual for guidance. Reconciler reconciles the receipt in NCAS with proper documentation, receipts must have valid signatures (cardholder/supervisor). Reconciler is responsible for ensuring statements have matching receipts w/supporting documentation before filing. Reconciler are required to retained Procurement Card documentation for five (5) years and available for auditing. Reconciler are required to notify Division PCard Administrator and/or Department PCard Administrator of any discrepancies with receipts and/or supporting documentation. Reconciler are required to report any suspicious transactions, invalid signatures, missing and/or invalid receipts, or non-matching transactions on bank statements to Division PCard Administrator and/or Department PCard Administrator. Reconcilers are required to sign off each cardholder’s reconciliation batching process coversheet for completeness and forward copy to Division PCard Administrator for verification. Reconciler are required to reconcile within the timeframe guidelines. Any exceptions should be forward to Department PCard Administrator and Division PCard Administrator.

  9. PURCHASING Purchasing should audit Procurement Card transactions periodically for use of state term contracts, Correction Enterprise, etc. Assist cardholders upon request of agency’s purchasing policies. Purchasing should also occasionally audit the NCAS module by cardholder to verify employees are not superseding the DHHS’s purchasing policy. ACCOUNT PAYABLE Bank statements are verified for authorized signatures before processing payments. A/P Administrator verifies bank statement and NCAS pay module match before creating invoice. Contact Department PCard Administrator if discrepancy exist. A/P Administrator creates invoice through NCAS once per month and submits payment to the bank. Roles for Account Payable/Purchasing

  10. Before reconciling check for: Types of Acceptable Receipts a. Point of Sale Store Receipt b. Online Receipt c. Packing Slip with itemized prices c. Credit Memo d. Transaction Reconciliation Form All receipts require description, quantity, unit price and total. Some receipts require supporting documentation: a. Budget Authorization-registration, fees b. IT/DIRM Justification c. Conference Breaks-BDA, agenda, sign-in d. Purchase exceptions-approval OPCS, OSC Reminders: All receipts must be original or have original signatures on a copy. A signature stamp is not permissible. Signatures must be on the receipt. Funding sources must be present on documentation. All transactions must be verified by an acceptable receipt. Reconciliation for the statement period should be done by the 7th of the following month. Statement period is the 28th through 27th (11/28/13-12/27/13) of each month. Invoices are paid by the 15th of each month to avoid late fees and decreased rebate incentives. Reconciliation Process

  11. Reconciliation Process There shall be no undocumented transactions; all valid transactions must have itemized receipts. All bank fee transactions such as exchange rates or late penalty will be completed on the Transaction Reconciliation form and processed as a receipt to reconcile. A Transaction Reconciliation form must be completed for a lost receipt to approve the transaction for payment. The employee must indicate attempts to retain a copy of the receipt. The reconciler may use the document to reconcile when signed by the Approving Supervisor and Cardholder. Upon receipt of Itemized Receipts with authorized signatures, the Reconciler reconciles using the appropriate Company, Account and Center. After reconciling in the NCAS, the Reconciler will file the receipts by name, and when the monthly statement for the employee arrives, the reconciler will attach all receipts matching the statement and file for a period of five years in an accessible place.

  12. Reconciliation Process The Credit Memo should reference the original charge with an explanation of the transaction. The Reconciler should label the credit in the description field as “refund of the good and/or service”. Fraud transaction should not be reconciled until the credit is received. Both transactions should be indicated on the statement(s) attached with the Transaction Reconciliation form and Affidavit of Fraud, signed and dated by the Cardholder and Supervisor. Reconciler should label the charge in the description field as “fraudulent transaction” and the credit “refund for fraud charge”.

  13. Please refer to the DHHS Controller’s Office Direct Pay Policy on authorized PCard purchases. The following are examples of potential purchases that can be made with the card up to the cardholder’s delegated transaction amount: *Office Supplies *Cleaning Supplies *Facilities maintenance, repair, operational supplies *Auto fleet maintenance repair, operational supplies (not motor fleet vehicles) *Small equipment items *Other miscellaneous repair parts *State Term Contract items *Computer Hardware/Software/Printers (Emergency purchases only must obtain approval from OPCS and DIRM) *Purchases that have been granted prior approval from the Controller’s office are permissible (see MCC Exception Request form) Remember: Contracts constantly change so if there is any question regarding your purchase you should contact your Purchasing office for guidance. Card Usage Authorized

  14. The following purchases are NOT permitted with the Card: *Purchases from State Agencies have been restricted from use including Correction Enterprises, NC State McKimmon Center, UNC Government, etc *Personal purchases *Cash advances/Gift Cards *Purchase over the Cardholder's transaction limit (controlled by the system) *Meals, Travel and Entertainment (the card is not to be used for business travel or entertainment unless approved by DHHS Controller's Office.) *Memberships (unless approved by DHHS Controller's Office.) *Contractual or consulting services (includes repairs) *Motor Fleet Vehicles – services, gas, etc. NOTE: If an employee’s PCard is declined and the vendor’s merchant category (MCC) code is blocked, they should contact their Division PCard Administrator. We will only open special (blocked) MCC’s when approved by DHHS Controller’s Office and if the vendor does not accept a Purchase Order. Card Usage - Unauthorized

  15. Misuse or Abuse of the Card A Cardholder that is making unauthorized purchases for which the card is not intended, or any other item not approved by his/her approving manager, may be liable for the total dollar amount of such unauthorized purchases plus administrative fees charged by the bank in connection with the misuse. If FRAUD is detected, the following steps may be taken: *Immediate cancellation of the card *Removal of cardholder’s buying authority *Possible termination of employment GS114-15.1 requires state employees report any information or evidence of an attempted arson, or arson, damage of , theft from or theft of, or embezzlement from, or misuse of any state-owned personal property, building or other real property and must complete State Property Misuse Report Form.

  16. PCard Violation Form Type of violations that must be reported on the PCard Violation form: *Failure to provide documentation on time and/or review transactions on time *Lack of documentation *Split transaction to circumvent card limits and/or bidding requirements *Failure to follow DHHS purchasing guidelines for purchasing goods and services *Inappropriate purchase (not within the DHHS purchasing guidelines) *Personal purchase First Offense-Verbal Warning Second Offense-PCard Violation Form submitted Suspension-30, 60, 90 days Revocation of PCard Notify Division or Departmental PC Administrator if you suspect a PCard violation , the Division will contact the Supervisor about the possible violation. The Supervisor and Cardholder will complete and submit the form to Division PCard Administrator for approval and forward to DHHS Department PCard Administrator. Any violations involving suspected theft, fraud, or similar misuse of a Procurement Card, which has been reported to Department Card Administratorshall be forwarded to the State Bureau of Investigation or other law enforcement agency.

  17. Merchant Category Codes CARDHOLDER • Cardholder that is approved to purchase materials to complete their tasks within their approved card limits. Examples: STC supplies, equipment repair, Miscellaneous repair parts, postage/shipping PURCHASING CARDHOLDER • Cardholder that is designated by purchasing to acquire goods and some services. Examples: degree verifications, renewable subscriptions, advertisements, recycling, shredding, post office boxes BUDGETARY CARDHOLDER • Cardholder that is designated by budget to pay services that require special approvals. Examples: conference registrations, booth rentals, license renewals, organization fees, courses, teleconferences, memberships, dues, registrations, similar fees

  18. NCAS Reconciliation Process • The issuing bank transfers procurement card transactions to NCAS daily. The length of time between an agency charging an item on the PCard and that charge appearing in the PC module is dependent upon the vendor reporting the charge to their bank. OSC download includes all charges received by the bank on the previous day. Transaction date is the date of the actual charge at the vendor and posting date is the date the bank receives the information and post to their record. • Each division must verify that the transactions are correct in NCAS. It is the responsibility of the division to decide who performs the reconciling of their transactions and have internal controls of separation of duties. Reconcilers should not have a PCard. • NCAS has two screens used in the reconciliation process. The Unreconciled Transaction List(PUTL) screen and the Transaction Reconciling and Maintenance(PTRM) screen are used to enter the information required for reconciling. The data required is the amount, company, account, center and description of item(s). All transactions will pay with the original default accounting distribution and description unless the transaction has been reconciled completely. • Transactions that are completely reconciled are transferred to the Invoice Liability(PILS) screen. Any changes to transactions are made at the PILS screen.

  19. NCAS Cardholder Enrollment This screen demonstrates how a new card holder is loaded into the North Carolina AccountingSystem N23 PC NCAS PROCUREMENT CARD SYSTEM PCCP CARDHOLDER POLICY NEXT FUNCTION: ________ ACTION: ________ 07/16/2009 10:35:51 REQUEST: ________ =============================================================================== AGENCY : 20 LOCATION NO: 2002 CARD NUMBER : 1234567801239899 ADM NO: ____ FIRST NAME : JANE MIDDLE INITIAL : _ LAST NAME : DOE CARDHOLDER PHONE : 919-855-4089 CARDHOLDER ACTIVE INDICATOR : Y CARDHOLDER ACTIVATE DATE : 07/16/2009 CARDHOLDER INACTIVATE DATE : 07/16/9999 DEFAULT GL DATA CARDHOLDER GL COMPANY : 2001 CARDHOLDER GL ACCOUNT : 533110 CARDHOLDER GL CENTER : 11012105 TAX COUNTY CODE : 92

  20. Bank of America-Works System Once the card request has been entered into the Works system, a card is assigned and this information is created. Cardholders should check their card for correct spelling, assigned agency and their credit limits. Your PCard Administrator can give you your card purchasing limits and list of approved purchasing. Division PCard Administrators can access the Works system and check purchases by individuals or vendors and run card reports. Embossed Name Jane Doe (as shown on card) Card ID 1234567801239899 (card number) Group Name DHHS VOC REHAB CLIENT (assigned agency) Profile COC82 (general mcc codes for approved purchases) Credit Limit CL$ 750 (card limit-renewable on the 27th of the month) TXN Limit STL$ 500 (single purchase limit for card per vendor)

  21. NCAS P- Card Module This screen identifies how transactions are transferred from the bank as the cardholders make their daily purchases N23 PC NCAS PROCUREMENT CARD SYSTEM PUTL UNRECONCILED TRANSACTION 040 - NO MORE RECORDS TO DISPLAY NEXT FUNCTION: ________ ACTION: ________ 07/16/2009 10:44:17 REQUEST: ________ ============================================================================== AGENCY : 20 LOCATION : 2002 AGENCY NAME : DHHS-CENTRAL ADMIN ADMIN # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 07/07/2009 199.00 DRI WWW.ELEMENT5.INF _ 003820190 07/08/2009 _ 07/09/2009 29.00 LIBERTY NAMES OF AME _ 011119195 07/13/2009 _ 07/13/2009 .23 INTERNATIONAL TRANSA _ 011219195 07/13/2009 _ 07/02/2009 197.90 FORMS AND SUPPLY - A _ 006719188 07/06/2009 _ 07/02/2009 14.34 USPS 366370016310020 _ 006819188 07/03/2009 _ 06/29/2009 199.98 STAPLES 001072 _ 004619183 07/01/2009 _ 06/29/2009 8.99 STAPLES 001072 _ 004719183 07/01/2009 _ __________ _________________ ____________________ _ _________ __________ PAGE NO: 1 SCREEN STATUS: END OF LIST

  22. Card Holder Purchases This screen shows how we can identify one cardholder with any specific dates to see all their purchases N23 PC NCAS PROCUREMENT CARD SYSTEM PILS INVOICE LIABILITY SCREEN NEXT FUNCTION: ________ ACTION: ________ 07/16/2009 10:48:14 REQUEST: ________ =============================================================================== AGENCY : 20 LOCATION # : 2002 SHOW OPT: _ AGENCY NAME : DHHS-CENTRAL ADMIN ADM # : ____ TRANS. I.D. : _________ CARD NUMBER : 1234567801235678 CARDHOLDER : JANE DOE TRANS. DATE : __________ POST DATE : 04/28/2009 06/27/2009 SEL TRANS. TRANS. PAY TRANS. POSTING ST DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 04/27/2009 32.83 OFFICE DEPOT #1220 P 001719119 04/28/2009 1 _ 05/05/2009 -32.83 OFFICE DEPOT #1220 P 004319128 05/07/2009 1 _ 05/06/2009 -19.28 SYX TIGERDIRECTINC P 004419128 05/07/2009 1 _ 04/28/2009 82.95 DURALINE IMAGING I P 003218121 04/30/2009 1 _ 05/13/2009 114.95 NETWORK SOLUTIONS, P 010618139 05/15/2009 1 _ 05/29/2009 95.00 K M DATA, INC. P 008619153 06/01/2009 1 _ 06/03/2009 330.00 NIGP.ORG P 009120160 06/05/2009 1 _ 04/29/2009 -71.18 FORMS AND SUPPLY-A P 008020125 05/01/2009 1 PAGE NO: 1 SCREEN STATUS: MORE

  23. Reconciling This screen shows how we distribute the funding to different accounts and cost centers when reconciled. N23 PC NCAS PROCUREMENT CARD SYSTEM PTRM TRANSACTION RECONCILING AND MAINTENANCE 040 - NO MORE RECORDS TO DISPLAY NEXT FUNCTION: ________ ACTION: ________ 07/16/2009 10:57:53 REQUEST: ________ ======================================================================== CARD NUMBER : 1234567801239899 VENDOR : NIGP.ORG CARDHOLDER : JANE DOE 800-367-6447 /VA/20170 / POSTING DATE : 06/05/2009 ALLOCATED TOTAL : 330.00 TRANSACTION DATE : 06/03/2009 TRANSACTION TOTAL: 330.00 TRANSACTION ID : 009120160 COUNTY CODE : 92 WAKE S LINE TAX AMOUNT COMP ACCOUNT CENTER RECYCLE STC SVC NO. IND PCT TAX AMT ACCR TAX ITEM DESCRIPTION _ 01 330.00 2001 533110 1011030100 _ _ _ _ .000 .00 .00 Government Membership Organization- _ 02 _________________ ____ __________________ ____________ _ _ _ _ ______ _________ _________ ________________________________________ _ 03 _________________ ____ __________________ ____________ _ _ _ _ ______ _________ _________ ________________________________________ _ 04 _________________ ____ __________________ ____________ _ _ _ _ ______ _________ _________ ________________________________________ CONTINUE TO PTR2 : _

  24. Transaction-Inquiry To view transactions that have not been reconciled Access the PUTL screen. Type PUTL in the NEXT FUNCTION field and Press ENTER. Enter Agency and Location and Press ENTER. PUTL UNRECONCILED TRANSACTION NEXT FUNCTION:________ ACTION: ________ 07/22/2009 10:19:32 REQUEST: ________ ============================================================================== AGENCY : 2b LOCATION : 2b02 AGENCY NAME : DHHS-PUBLIC HEALTH ADMIN # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 07/17/2009 390.08 NCS PEARSON _ 021519202 07/17/2009 _ 07/12/2009 12.91 UPS 000095Y5X2 _ 017519195 07/13/2009 _ 06/30/2009 510.08 FORMS AND SUPPLY - A _ 029618194 07/02/2009 _ 07/01/2009 156.21 FREE CONFERENCING CO _ 029718194 07/02/2009 _ 07/06/2009 48.54 FORMS AND SUPPLY - A _ 005120190 07/08/2009

  25. Transaction-Inquiry To view a transaction Type an “I” in the SEL field and Press ENTER. SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE I 07/17/2009 390.08 NCS PEARSON _ 021519202 07/17/2009 This information is received from the bank AGENCY : 2B AGENCY NAME : DHHS-PUBLIC HEALTH LOCATION NBR : 2B02 ADMIN. NBR : DC8 CARD NUMBER : 1234567801239899 CARDHOLDER : JANE A DOE PHONE NBR : 252-514-4770 TRANS. VENDOR NAME AMOUNT TRANS. TRANS. POSTING I.D. ADDRESS ITEM DESCRIPTION DATE CODE DATE 021519202 NCS PEARSON 390.08 07/17/2009 ___ 07/17/2009 800-843-0019 MN 55437 SCHOOLS AND EDUCATIONAL S

  26. Transaction-Inquiry To view transactions that has been reconciled access the PILS. Type PILS in the NEXT FUNCTION field and Press ENTER. Enter Agency and Location and Press ENTER. To view a transaction Type an “S” in the SEL field and Press ENTER. SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE S 01/09/2007 17.97 WALGREEN _ 026655015 01/10/2007 This information can be changed if needed. Follow the steps in the Reconciliation process. To EXIT you must Enter “N” in the REQUEST field and press ENTER twice. CARD NUMBER : 1234567801239899 VENDOR : WALGREEN 00075499 CARDHOLDER : JANE DOE RALEIGH /NC/27610 / POSTING DATE : 01/10/2007 ALLOCATED TOTAL : 17.97 TRANSACTION DATE : 01/09/2007 TRANSACTION TOTAL: 17.97 TRANSACTION ID : 026655015 COUNTY CODE : 92 WAKE S LINE TAX AMOUNT COMP ACCOUNT CENTER RECYCLE STC SVC NO. IND PCT TAX AMT ACCR TAX ITEM DESCRIPTION _ 01 17.97 2B01 533110 15055051AP _ _ _ _ .000 .00 .00 WATER

  27. Transaction-Inquiryby Cardholder To view a transaction by a cardholder Type PCCL in the NEXT FUNCTION screen and Press ENTER. Enter the Agency and Location number and Enter the cardholder’s last name in LAST NAME field and Press ENTER. Select the cardholder by Typing “PUTL” or “PILS” in the ACT field and Press ENTER. NCAS PROCUREMENT CARD SYSTEM PCCL CARDHOLDER LOOKUP NEXT FUNCTION: ________ ACTION: ________ 07/22/2009 12:42:04 REQUEST: ________ =========================================================================== AGENCY :20 LOCATION : 2002 ADMIN # : ____ LAST NAME :DOE______________________ CARD NUMBER : ________________ =========================================================================== LAST FIRST ACT AGENCY NAME NAME IND LOC ADMIN CARD NUMBER ACT CAMPBELL LISA Y 20 2002 1234567801239899 PUTL AGENCY : 20 LOCATION : 2002 AGENCY NAME : DHHS-CENTRAL ADMIN ADMIN # : ____ TRANS. I.D. : _________ CARD NUMBER : 1234567801239899 CARDHOLDER : DOE, JANE TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 07/15/2009 97.95 DURALINE IMAGING INC _ 011319202 07/20/2009

  28. Reconciling a Transaction on the PUTL Screen(Unreconciled Transaction) Type PUTL in the Next Function field and press ENTER to access the Unreconciled Transaction screen: NCAS PROCUREMENT CARD SYSTEM PCMM NEXT FUNCTION: PUTL ACTION: ________ 07/21/2009 11:50:23 Your PUTL screen should appear as this: NCAS PROCUREMENT CARD SYSTEM PUTL UNRECONCILED TRANSACTION NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 11:57:10 REQUEST: ________ Type your Agency Number and Agency Location, press ENTER: AGENCY : 2BLOCATION : 2B02 NCAS PROCUREMENT CARD SYSTEM PUTL UNRECONCILED TRANSACTION NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 13:07:33 REQUEST: ________ ============================================================================== AGENCY : 2b LOCATION : 2b02 AGENCY NAME : ______________________________ ADMIN # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________

  29. Reconciling a Transaction on the PUTL Screen(Unreconciled Transaction) Transactions on this screen are unreconciled: AGENCY : 2B LOCATION : 2B02 AGENCY NAME : DHHS-PUBLIC HEALTH ADMIN # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 07/12/2009 12.91 UPS 000095Y5X2 _ 017519195 07/13/2009 _ 06/30/2009 510.08 FORMS AND SUPPLY - A _ 029618194 07/02/2009 _ 07/01/2009 156.21 FREE CONFERENCING CO _ 029718194 07/02/2009 07/06/2009 48.54 FORMS AND SUPPLY - A _ 005120190 07/08/2009 _ 07/08/2009 245.36 FORMS AND SUPPLY - A _ 017819195 07/10/2009 To reconcile a transaction, Type an “S” in the SEL and press ENTER: SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE S 07/12/2009 12.91 UPS 000095Y5X2 _ 017519195 07/13/2009 Your Transaction Reconciling and Maintenance screen should appear as this: PTRM TRANSACTION RECONCILING AND MAINTENANCE 040 - NO MORE RECORDS TO DISPLAY NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 13:30:50 REQUEST: ________ ===============================================================================

  30. Reconciling a Transaction on the PUTL Screen(Unreconciled Transaction) On the PTRM screen you will see the card number, cardholder, vendor, address, posting and transaction date, allocated and transaction total, transaction id number and county code. Transactions can be changed to enter the correct information for reconciliation. Step 1: Type an “C” in the SEL field Step 2: Type the correct amount of the transaction (if needed) Step 3: Type the correct company, account, center codes of the transaction (if needed) Step 4: Type the correct description of the transaction (if needed) Step 5: Type “N” in the REQUEST field and Press ENTER twice to update the transaction TRANSACTION RECONCILING AND MAINTENANCE 040 - NO MORE RECORDS TO DISPLAY NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 13:30:50 REQUEST: ________ =============================================================================== CARD NUMBER : 1234567801239899 VENDOR : WALGREEN 00075499 CARDHOLDER : JANE DOE RALEIGH /NC/27610 / POSTING DATE : 01/10/2007 ALLOCATED TOTAL : 17.97 TRANSACTION DATE : 01/09/2007 TRANSACTION TOTAL: 17.97 TRANSACTION ID : 026655015 COUNTY CODE : 92 WAKE S LINE TAX AMOUNT COMP ACCOUNT CENTER RECYCLE STC SVC NO. IND PCT TAX AMT ACCR TAX ITEM DESCRIPTION C 01 17.972B01 53311015055051AP _ _ _ _ .000 .00 .00 WATER _ 02 _________________ ____ __________________ ____________ _ _ _

  31. Reconciling a Transaction on the PUTL ScreenAdding lines or Split Transactions To add more lines go Line 1 and Type the sequential number needed then follow the steps. Step 1: Type an “A” in the SEL field and Type the next number Step 2: Type the correct amount of the transaction (if needed) Step 3: Type the correct company, account, center codes of the transaction (if needed) Step 4: Type the correct description of the transaction (if needed) Step 5: Type “N” in the REQUEST field and Press ENTER twice to update the transaction TRANSACTION RECONCILING AND MAINTENANCE 040 - NO MORE RECORDS TO DISPLAY NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 13:30:50 REQUEST: ________ =============================================================================== CARD NUMBER : 1234567801239899 VENDOR : WALGREEN 00075499 CARDHOLDER : JANE DOE RALEIGH /NC/27610 / POSTING DATE : 01/10/2007 ALLOCATED TOTAL : 17.97 TRANSACTION DATE : 01/09/2007 TRANSACTION TOTAL: 17.97 TRANSACTION ID : 026655015 COUNTY CODE : 92 WAKE S LINE TAX AMOUNT COMP ACCOUNT CENTER RECYCLE STC SVC NO. IND PCT TAX AMT ACCR TAX ITEM DESCRIPTION A 0517.972B01 53311015055051AP _ _ _ _ .000 .00 .00 WATER _ 02 _________________ ____ __________________ ____________ _ _ _

  32. Reconciling a Transaction on the PUTL ScreenAdding lines or Split Transactions To split transactions, make sure the transaction totals match the allocated total. Step 1: Type an “A” in the SEL field and Type the next number Step 2: Type the correct amount of the transaction (if needed) Step 3: Type the correct company, account, center codes of the transaction (if needed) Step 4: Type the correct description of the transaction (if needed) Step 5: Type “N” in the REQUEST field and Press ENTER twice to update the transaction Step 6: Repeat Steps 1-5 for after each transaction, Omit Step 5 until all transactions are entered then Do Step 5 to process and Exit TRANSACTION RECONCILING AND MAINTENANCE 040 - NO MORE RECORDS TO DISPLAY NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 13:30:50 REQUEST: ________ =============================================================================== CARD NUMBER : 1234567801239899 VENDOR : WALGREEN 00075499 CARDHOLDER : JANE DOE RALEIGH /NC/27610 / POSTING DATE : 01/10/2007 ALLOCATED TOTAL : 17.97 TRANSACTION DATE : 01/09/2007 TRANSACTION TOTAL: 8.98 TRANSACTION ID : 026655015 COUNTY CODE : 92 WAKE S LINE TAX AMOUNT COMP ACCOUNT CENTER RECYCLE STC SVC NO. IND PCT TAX AMT ACCR TAX ITEM DESCRIPTION A 058.982B01 53311015055051AP _ _ _ _ .000 .00 .00 WATER A 06_____8.99 ____ _________2B01 533110_____ ___15055051AP _ _ WATER

  33. Reconciling a Transaction on the PUTL Screen Your screen should look like this. Make sure your allocated and transaction total equals. If not, you have entered the wrong transaction total. You must type an “N” in the REQUEST field to next the transaction and Press ENTER again. NCAS PROCUREMENT CARD SYSTEM PTRM TRANSACTION RECONCILING AND MAINTENANCE 404 - CHANGES MUST BE NEXTED TO PROCESS RECONCILIATION. NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 15:00:45 REQUEST: N =============================================================================== CARD NUMBER : 1234567801239899 VENDOR : WALGREEN 00075499 CARDHOLDER : JANE DOE RALEIGH /NC/27610 / POSTING DATE : 01/10/2007 ALLOCATED TOTAL : 17.97 TRANSACTION DATE : 01/09/2007 TRANSACTION TOTAL: 17.97 TRANSACTION ID : 026655015 COUNTY CODE : 92 WAKE S LINE TAX AMOUNT COMP ACCOUNT CENTER RECYCLE STC SVC NO. IND PCT TAX AMT ACCR TAX ITEM DESCRIPTION _ 05 8.98 2B01 533110 15055051AP _ _ _ _ .000 .00 .00 WATER _ 06 _____8.99 _2B01 533110_____ ___15055051AP _ _ WATER

  34. Reconciled Transaction on the PILS Screen(Invoice Liability Screen) Your transaction should be cleared from the PUTL screen and into the PILS (Invoice Liability Screen) with a “1” Status. NCAS PROCUREMENT CARD SYSTEM PILS INVOICE LIABILITY SCREEN NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 16:23:03 REQUEST: ________ =============================================================================== AGENCY : 2B LOCATION # : 2B02 SHOW OPT: _ AGENCY NAME : DHHS-PUBLIC HEALTH ADM # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING ST DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 01/09/2007 17.97 WALGREEN 0007 P 026655015 01/10/2007 1 *RECLASS of a purchase on PCard-The Reconciler must select the transaction from the PILS screen and make changes then NEXT it.

  35. Incomplete Reconciled Transaction on the PILS Screen(Zero Status) Incomplete transactions are cleared from the PUTL screen and into the PILS (Invoice Liability Screen) with “O” in the Status field.Check the PUTL by Typing “O” in the SHOW OPT field. To remove “O” or complete the transaction you must go and edit the information in the PILS screen. The same reconciliation procedures applies when removing the “zero” status from the PILS screen. AGENCY : 20 LOCATION # : 2002 SHOW OPT: 0 AGENCY NAME : DHHS-CENTRAL ADMIN ADM # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING ST DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 07/09/2009 29.00 LIBERTY NAMES OF A _ 011119195 07/13/2009 0 The completed transaction should look like this in the PILS screen. AGENCY : 20 LOCATION # : 2002 SHOW OPT: AGENCY NAME : DHHS-CENTRAL ADMIN ADM # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING ST DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 07/09/2009 29.00 LIBERTY NAMES OF A _ 011119195 07/13/2009 1

  36. You are now a Reconciler Now that you are aware of the policy and procedures of The PCard, please keep in mind that your duties are essential to the success of the Program. If there is a problem with proper documentation, timely submission of receipted documentation, non-matching posting totals, or payment verification do not hesitant to inform your Supervisor or the Department PCard Administrator for assistance. Thank you so much for your dedication to making the PCARD a SUCCESS!

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