PeopleSoft Training
Contents
1. 26 March 2010 Privileged and Confidential For Internal use Only UMBC A AN HOMORS UNIVERSITY IN MARYLAND Using the PS P CARD System iain The newly created lines will inherit the same accounting distribution as the original line If the distributions need to be changed or split you will need to click the Sel check box beside the line and then click the Distribution link NOTE When you split a line the information does not change the distribution of the charges Splitting a line is for your own records only the information does not affect the UMBC ledgers or your VISA charges and payments NOTE Splitting a transaction will add a new line for each split line on both the Transaction Tab and the Billing Tab When approving transactions after splitting lines it is recommended to select the View All Columns icon in order to view the details for each line prior to approving it NOTE If you split the line AFTER you reallocate the accounting distribution the new lines will inherit the reallocation Chartfields 207 March 2010 Privileged and Confidential For Internal use Only A UMBC Using the PS P CARD System amacnoics Approving Multiple Transactions PeopleSoft provides the capability to approve and save multiple rows in the bank statement at the same time To successfully approve multiple rows in the bank statement it is important to understand the following e You must select each row and rev2. Q UMBC1 Q ooo000104 A 000000000000002 Q OK Cancel Refresh e The new distribution line inherits the same chartfield string as the original line Modify the chartfields on the additional line as necessary e Modify the amount in each line so the total of all lines equal the total Billing Amount for the transaction Credits must be allocated reallocated by percentage only NOTE You can change the distribution by percentage or by amount If you choose to change the distribution the percentages must equal 100 percent and the amounts must add up to the original amount Ifyou change the amounts the amounts must equal the original amount The system will calculate the percentages Therefore the percentages may not add up to exactly 100 percent but the system will accept them e Select OK to return to the Bank Statement page e Select Save to save your changes 23 March 2010 Privileged and Confidential For Internal use Only UMBC A Km HONORS UNIVERSITY IN MARYLAND Using the PS P CARD System inkinivo Splitting Transactions Using the Split Transaction page you can split a billing amount among several different items In addition it allows you to record more detail for a purchase Note This information is not forwarded to Bank of America or Procurement It is for departmental purposes only To split a transaction follow these steps 1 Select a transaction by clicking on the checkbox to the left of the Employee Name o
3. 1 To locate a disputed item form navigate to www umbc edu procurement 2 Select the All Forms link March 2010 00 Privileged and Confidential For Internal use Only A UMB inet Using the PS P CARD System mass szmasame 33 masones On Line P Card Forms e Purchasing Card Cardholder amp Supervisor Agreement e Furchasing Card Cardholder Information amp Signature Form e P Card Proxy Authorization Form e Purchasing Card Maintenance Request e Furchasing Card supervisor Maintenance Request e Purchasing Card Cardholder Transaction Log e Reconcilation Sheet e Purchasing Card Missing Receipt Farm e Furchasing Card cardholder statement of Disputed tem for Bank of America e Supervisor Review Memo e Quarterly Certification tram Dean F e Quarterly Certification from Supervisor Department of Procurement home Fage 3 Scroll to the bottom of the page and select the appropriate form March 2010 34 Privileged and Confidential For Internal use Only A UMB Using the PS P CARD System es xerss sstxcsie 30 saseraen Module 4 P card Reports By the end of this module you should be able to e Navigate to P card Reports e Perform the steps to run each P card Report e Identify the P card Queries P card Reports Three P card reports are available in PeopleSoft They are all available through the following navigation from PeopleSoft Finance Purchasing 2 Procurement Cards Y Reports The thre
4. Search Purchase Details SplitLine Distribution Template E Save Notify ny Refresh 1 Click once on the Billing Tab 2 Click once in the Dispute Amount field for the desired transaction March 2010 32 Privileged and Confidential For Internal use Only 4 UMB ala U S n g th e PS P CA R D Syste m SA MANGDE BENRESITY JE CAPTAR Reconcile Statement Procurement Card Transactions Bank Statement Transaction Customize Find view All B First LU 4 9 ot 77 D Last Reference Description TN Pee Currency Prepaid Ref Dispute Amount M d 1 Office Supplies 05 09 2007 570 00 USD 1000 F 2 P 05092007 1985 00 USD 000 m 3 P 05092007 16 42 USD oo F 4 P 05092007 536 00 USD oo m 5 P 0502007 24 95 USD oo F 6 Po 05092007 45 66 USD oo m 7 P 05092007 69 30 USD 000 F 8 Po 09 2007 305 00 USD 000 M 9 Po 09 2007 350 00 USD 000 FE Vi selecta ciearAl Approve Search Purchase Details SplitLine Distribution Template E Save Notify Ay Refresh 3 Enter the amount of the transaction that is in dispute 4 Click once on the Save button Once saved the Credit Collected field is activated Note Changes made on the Bank Statement are for Departmental purposes only All disputes must be reported and managed directly through Bank of America Once a dispute is identified you must complete the Bank of America Cardholder Statement of Disputed Item form which is located on the Procurement website
5. al jal jal Q 70914104 JQ a IQ Q IQ Q UE 3 MERETE E m DE E Customize Find View All First El 1 of 1 Last SubCat SOF Affiliate Fund Affil Location Chartfield Status ja ja a a a vats 3 The following fields are required a If State Funds Fund Code 1111 1112 or 1113 20 March 2010 Privileged and Confidential For Internal use Only UMBC ax wonons uarveesity iw mama Using the PS P CARD System GL Unit TCODE always 413 for p card Fund Prog Fin Dept Account Location b If for a Project Fund Code 1253 or 1114 Same as State Funds plus PC Bus Unit UMBC1 Project Number Activity ID e Resource Type 4 Add lines if necessary and complete the appropriate chartfields 5 Click OK You are returned to the Bank Statement The Redistribution field changes in the selected transactions from No to Yes 6 Click Save After modifying multiple transactions the Chartfield Status still states Recycled To approve the transaction the Chartfield Status must state Valid To validate the chartfield you must follow the Account Distribution steps 93 March 2010 Privileged and Confidential For Internal use Only UMBC rw onors unrvensiry ix wartane Using the PS P CARD System Splitting Distributions vs Splitting Transactions PeopleSoft provides the functionality to allocate charges between different chartfield strings Split Distribution or to provide addition
6. e When splitting a line the information does not change the distribution of the charges Splitting a line is for your own records only the information does not affect the UMBC ledgers or your VISA charges and payments e The Account Distribution page s Chartfield default values are based on your user ID March 2010 40 Privileged and Confidential For Internal use Only A UMB dias U S n g th e PS P CA R D Syste m AA DMG MA NETAY JE CASE NOTES March 2010 41 Privileged and Confidential For Internal use Only
7. Account Prog PL Bus FIN Oper Unit 1 100 0000 349 00 USD JUMBC1 Q 413 1111 a paz Q 10118 a 7081120 a ra UMBCI C OK Cancel Refresh 3 Enter the desired chartfields for the transaction The entire chartfield string must be completed in order to save and exit the Account Distribution page e Fund Code 1111 1112 and 1113 requires e GL Unit e Fund Code e Prog Fin e Department e Account e Fund Code 1253 requires the same fields as above plus e PC Bus Unit UMBC1 e Project e Activity e Resource Code 4 Click OK to return to the Bank Statement page 5 Click Save to save your changes Note The Account Chartfield may automatically display the number 7090200 which is the account for miscellaneous supplies At a minimum when you are purchasing audio visual equipment computers phone charges and equipment you are required to change this account number to the appropriate code March 2010 Privileged and Confidential For Internal use Only UMBC A AE HONORS UNIVERSITY Im MARYLAND Using the PS P CARD System tintin Approving Single Transactions After reviewing the transaction and distributing transactions to the appropriate chartfield you must Approve the transaction You can either approve transactions one at a time or approve multiple transactions at a time Before approving transactions it is important to first Save any transactions on which you have worked To approve a transaction follow
8. EAST Description P Customize Find View All pi First El 1of1 Lr Last Description Transaction Amount Billing Amount Percentage Supplies 69 30 ro0 00000p E E OK Cancel 3 Click the plus sign to add an additional line Reconcile Statement Split Transaction Line T Trans Date 04 30 2007 Billing Amount 69 30 USD Posted Date 05 02 2007 Reference Merchant AIRGAS EAST Description P Customize Find view All HH First 4 1 2 of 2 Last Description Transaction Amount Billing Amount Percentage Supplies 69 30 100 000000 Supplies 2 OK Cancel 4 Delete the default text in the Description field Enter text which describes the purchase If the Description field is left blank for a line the system will insert a number in the Description field Note Information in the Description field is what is populated on the report 5 Enter the billing amount for each line Take care to ensure that the total amount is split properly as to sum to the original amount 6 Press Tab to go to the Percentage field The percentage is automatically calculated based on the total billing amount and the amount entered in the Billing Amount field for the line 25 March 2010 Privileged and Confidential For Internal use Only UMBC kM HOMORS UNIVERSITY IN MARYLAMO Using the PS P CARD System inlet Reconcile Statement Split Transaction Line T Trans Date O4fs0 200F Billin
9. Find View 100 HE First CU 4 9 of 102 D Last Transaction Billing Card E Transaction Charttield cuco Moucher aj Trans Date Merchant Status Amami Currency Status Redistrib e CLONTECH 1 1 e BOA D4RBARODO LABORATORIES Approved 0 00 LISO aa Valid Yeg Mo 2 Mo BOA 04 26 2007 TEO TIE Approved y oouso vaid Yes No 3 Ml BOA 04 26 2007 HPHOMESTORE Approved y pouso O Es valid Yes No 4 BOA 04 27 2007 LASERQUIPTIMC Approved pouso ES valid Yes No 5 Mo BOA 04 26 2007 eao ee Approved pouso ES vaid Yes No 6 Mo BOA 04 27 2007 aces Approved y pouso E vaid Yes No TOM BOA 0427 2007 ro Approved o0UsD ER valid ves Mo 8 Mo BOA 04 28 2007 ETE Staged y pouso EX Recyeled No No 9 Mo BOA 04 27 2007 r Approved pouso ES vaid Yes No M selecta O clear all Approve Purchase Details SplitLine Distribution Template E Save Motity ch Refresh March 2010 18 Privileged and Confidential For Internal use Only UMBC A AU HONORES UNIVERSITY Im MARYLAND Using the PS P CARD System aint 2 Select the Search link If you have not saved your page the following screen will appear If you change the search criteria you may lose any unsaved data Do you want to proceed 10070 166 To Save any changed data choose No and then click the Save button After saving the data you can click Search button again and change search criteria Yes No a Ifthe above screen
10. of America or to the General Ledger It is for DEPARTMENTAL PURPOSES ONLY 99 March 2010 Privileged and Confidential For Internal use Only UMBC A 28 nenoss umivcasiro 1u aaevcexs Using the PS P CARD System Splitting Distributions You can split a distribution and allocate expenses to different chartfields To split the distribution line for the selected transaction follow these steps e From within the Account Distribution page scroll to the right of the page e Click the plus icon to add an addition row The following prompt appears where you enter the number of lines you wish to add for the split Explorer User Prompt Script Prompt Enter number of rows to add e Enter the number of rows to add to the original row and click OK You are returned to the Account Distribution page Hint If you want a total of two rows enter the number 1 Reconcile Statement Account Distribution Line 20 PO Qty 0 4545 UOM EA Billing Date 08 19 2006 Billing Amount USD 15 00 Unit Price 33 00000 SpeedChart Distribute by AMOUNI v Distributions Chartfields Y Y Statuses Dist Percent Amount Currency GLUnit ICODE Fund ProaFIN Dept Account GSA FESUS Project Activity 1 15 00 USD UMBC1A 413 1253 Q 022 Q 10423 Q 7091410 Q Q umBciA 00000104 Q 000000000000002 Q 2 h00 0000 15 00 USD UMBCIA 413 1253 Q 022 Q 10423 Q 70914104
11. AH HONORS UNIVERSITY IN MARYLAMO PeopleSoft Training Using the PeopleSoft P card system V8 9 Participant Manual March 2010 Table of Contents OBJECTIVES ee ee NP a eo oo 3 OVERVIEW sie sce cc cet Fact bc seared ce eeeeee ias 3 BUSINESS Flow Diagram it A AAA E AA ead eater ratnrcmonsninn 4 MODULE 1 P CARD OVERVIEW ua e er 5 PCard Process In PCODIC SON sesos 5 Navigating to the P card Bank Statement ccccccccsssseceeeceeseeeccceeeeeeeeeseeaeeeeessueaeeeeessaaeeeesssaaaes 6 Wharcan WCW Coico hele ene a ca ne a 6 Locating A Statement ceececccccccccssesseeeceeeeeeeaeeeeeceeeeesseeeeeeeeeeeesseaseueeeeeesssaeesseeeeeeeessaaeaeeeeseeeesaaas 6 Reviewing the Bank Statement Rage uscar cado 8 Hans ACTION anormales tea hat aout traen tc geiadas 8 1 10 Personalizing the Bank Statement ai a cda 12 SROW All GolUMN Sanan E elem ogee a 12 USO o and 13 MODULE 2 P CARD TRANSACTIONS 10d ooonnncncncncnnccncnnnncnnnnnnnnnnononononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnenenennnnns 14 Locating WANS ACUSA ERA AAA AAA SAA AA AS 14 Valid vs Recycled Chartfield Status monia a a a a a a 14 ACCOUNE DISTADUION sir DAA AA AAA AA A E a aA paR 15 Approving single TranSaciON Sissi RE TO 17 MODULE 3 ADVANCED P CARD FEATURES ccccccccccccccncncncnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 18 Searching for a Specific Transaction ccccooccnnnccnnnccccncnnncnnnnnnononnnncnnnnnononnnnnnnnnnnnnnonnnnnnennnnnnnnnnnans 18 Dist
12. Mo Mo E C BOA 04282007 FISHER SCI ATL Staged 0 00 USO e Ep Recycled Mo Ko T E BOA 04 50 2007 AIRGAS EAST Staged 0 00 USO Ez Recycled Mo Mo MEW ENGLAND Staged gt l 8 E BOA 05 01 2007 BIOLABS INC INC Staged 0 00 USO C2 Ga Recycled Mo Po WG INVITROGEN Staged F l z a BOA 05701 2007 CORPORA Staged 0 00 USO 07 Ga Recycled Mo Po M selectal Ll clear all Approve Search Purchase Details SplitLine Distribution Template E save E Notify fa Refresh 1 Select the checkbox for those transactions to Approve 2 Click the Approve button 3 Click the Save button March 2010 29 Privileged and Confidential For Internal use Only 4 UMB dal DE Ge A imitatie Using the PS P CARD System Adding Comments rer ene 27 3r m 7 7 oom BI BREESITY 12 E L2VLABE The Line Comments provides the ability for additional information to be entered regarding the transaction This is very helpful when purchases are required to be justified for projects or grants In addition to You may want to record information about returns credits or disputed amounts entering comments in the Comments text field the ability to Attach documentation is also available The information entered into the Line Comments page is for the department use only The information does not transfer to the General Ledger or to any reports To enter Line Comments follow these steps 1 Open the Bank Statement Reconcile Statement Procurement C
13. Valid or Recycled Chartfield Status e A Valid chartfield status means that the appropriate chartfield fields are completed e A Recycled chartfield status indicates that the chartfield fields did not pass the validation process This typically means that all required chartfield fields are not completed o Fund Code 1253 the Grant Fund Code often appears as Recycled In order to Approve a transaction the chartfield status must be Valid To change a chartfield status from Recycled to Valid you must modify the account distribution for the transaction Account Distribution In order to ensure your transactions are posted properly to the General Ledger it is important to allocate each transaction to the appropriate Chartfield The Account Distribution page allows the user to determine which chartfield string to allocate the charges for each transaction The chartfield default values are based on your user ID and the information provided on the P card Application To allocate charges for a transaction follow these steps 1 Select the transaction to review Reconcile Statement Procurement Card Transactions Customize Find View 100 zi First 4 19 27 of 102 E Last Bank Statement Transaction Y Billing Card Transaction Chartfield 4a Voucher Employee Name S Card Number Trans Date Merchant Status Tansachion cy Redistrib Empl e Name nee Card Number Trans Date Merchant Status NACI Curren S
14. al information regarding a transaction Split Transaction Splitting distributions is different than splitting transactions in PeopleSoft Below is a table representing the differences between the two actions and when you would use both Split Distribution Allocating a transaction When a purchase The amount of the to more than one needs to be charged to transaction is split chartfield string more than one between the selected chartfield string i e chartfield strings The you manage a Grant amount allocated to and you have State each chartfield string funds You purchased displays on the General 100 of office supplies Ledger and all 30 is dedicated to the subsequent reports Grant and 70 is dedicated to the State The Bank Statement Funds page does not change Split Transaction Splitting a transaction When you want to The transaction is split charge into more than spell out the into multiple one transaction differences between transactions on the each purchase ona Bank Statement page transaction i e you purchased three A different description separate items in the can be entered for each same transaction You transaction The want to identify each of description will appear the items for your P on the P card reports card reports Once a transaction is split and saved it cannot be reversed Split transactions appear on the PeopleSoft Bank Statement page The changes are NOT reported to Bank
15. appears select No to return to save your data Reconcile Statement Search Role Name amp EmpllD a Employee Name a Card Issuer Card Number Billing Date a Statement Status Closed y Budget Status Z Chartfield Status E Merchant Transaction Date 51 Charge Type z search 3 Identify the Statement Status field and select Closed from the drop down list 4 Your results are returned If you enter criteria that does not match a transaction in the database the following message will be displayed If the message is displayed click OK and modify your search results Microsoft Internet Explorer A No transactions found specify different search criteria 10700 311 OK Note If you are responsible for managing more than one P card transactions for all the P cards you can view are returned The Search process can be used to view only one P card at a time Search by either the Card Number or Employee Name to narrow search results by one P card 19 March 2010 Privileged and Confidential For Internal use Only UMBC A KM HOMGRS UNIVERSITY IN MARYLAND Using the PS P CARD System vation Distributing to Multiple Transactions If you have several transactions that will be distributed across the same chartfield strings PeopleSoft allows you the ability to perform the distribution once for all transactions To distribute to multiple transaction follow these steps Reconcile Statement Procurement Card Transa
16. ard Transactions Bank Statement Transaction Billing 4 Ree E m Customize Find View Al iss First El 1 9 of 77 Last Card P Transaction Charfield aa Voucher an Trans Date Merchant Status e Currency Sue Redistrib EYE PERKIN ELMER staged o Loree Ia eben a Staged 0 00 USD e Valid Yes No 2 DM BOA 04 30 2007 rr DS Staged y pouso ES vaid Yes No 3 Po BOA 04 28 2007 FISHER SCI ATL Staged 0 00 USD C gt E valid Yes No 4 Do BOA 04 30 2007 GE HEALTHCARE Staged 0 00 USD Co E Recyeled No No 5 BOA 04 30 2007 GE HEALTHCARE Staged 0 00 USD Co E Recycled No No BOM BOA 04 28 2007 FISHER SCI ATL Staged 0 00 USO Co E Recycled No No 7 ODO BOA 04 30 2007 AIRGAS EAST Staged 0 00 USD ES Recycled No No NEV ENGLAND staged 8 O BOA 0501 2007 E ans ic Staged 0 00 USD C gt EB Recycled No No WG INVITROGEN Staged 1 m aca o 4 EE 0 00 USO c gt ES Recycled No Ho M selectal O clear all Approve Search Purchase Details SplitLine Distribution Template El Save Motity eh Refresh 2 Identify the transaction 3 Click once on the Comments KA icon The Line Comments page is displayed March 2010 30 Privileged and Confidential For Internal use Only hal DEW CH TED RSS RR AR IA Ree Using the PS P CARD System UMB C Reconcile Statement Line Comments Line 1 Description Office Supplies Reference Transaction Line Comments First 4 of 4 Lasi Com
17. atus must state Valid to proceed ale Data Removed 5815 08 17 2006 aa y o00usD valid Yes No 3 Select the Drop Down box and select Approved 4 Save the transaction 17 March 2010 Privileged and Confidential For Internal use Only 4 UMBC rw onors unrvensiry ix wartane Using the PS P CARD System Aen Module 3 Advanced P card Features By the end of this module you will be able to e Perform the steps to narrow your search results Approve multiple transactions at a time Split Account Distributions Split Transactions Add a Line Comment for a transaction Define how to dispute a charge Searching for a Specific Transaction To search for a specific transaction without viewing each transaction the system provides the ability to search by Merchant Transaction Date Billing Date Status or other search criteria When you search for specific transactions you must Save your data prior to proceeding as the Search action closes what you are working on to return to the Reconcile Search page To search for specific transaction s follow these steps Note the following example will search for transactions with a Status of Closed However the same steps can be used for searching for transactions using other criteria 1 Click the Save button to save any changes that have been made to the bank statement thus far Reconcile Statement Procurement Card Transactions Bank Statement Customize
18. bmit a dispute form to Procurement when you receive your bank statement When the charge is credited by the vendor or Bank of America then you should approve both the charge and the credit The net effect on your chartfield would then be 0 1 March 2010 Privileged and Confidential For Internal use Only UMBC A AM HOMORS UNIVERSITY IM MARYLAMO Using the PS P CARD System inate Personalizing the Bank Statement Show All Columns The Transaction and Billing information can be displayed separately in a tabbed view or together ina combined view Note this course and manual focuses on displaying the tabbed view To view information in a combined view select the Show All Columns icon Eh Customize Find View All HH First 1 9 of 53 a Last Bank Statement Transaction Y Billing If the header displays all columns select the Show Tabs icon Reconcile Statement March 2010 Privileged and Confidential For Internal use Only UMBC x wonons uarvensiry im maria Using the PS P CARD System Customize utili The Transaction and Billing Tabs can be customized to change the columns that appear in each tab Each column can either be Hidden or Frozen Hide Columns To Hide columns that appear on the Bank Statement follow these steps Bank Statement Customize Find View A r ee Y Biling E First 4 4 9 of 53 A Last 1 From the Bank Statement click once on the Cust
19. ctions Bank Statement First 4 4 9 of 77 Lagi Transaction Customize Fin g Vie All Billing Card a Transaction Chartfield a MOucher ener Trans Date Merchant Status mount Currency Status Redistrib i 1 Fo BOA 04 28 2007 L Staged pouso EX Recycled No No 2 Mo BOA 04 30 2007 an Staged pouso EX Recycled No No 3 BOA 04 28 2007 FISHERSCIATL Staged E oo0uspD gt ES Recycled No Mo 4 Mo BOA 04 20 2007 GEHEALTHCARE Staged ooousp ES Reeveled No No 5 BOA 04 30 2007 GEHEALTHCARE Staged ooouUsD ES Reeveled No No 6 NM BOA 04 28 2007 FISHERSCIATL Staged pouso ES Reeveled No Mo 70 gt soa 0402007 AIRGAS EAST Staged ooouspD gt Es valid Yes Ho s m Boa 050112007 EN Staged E pouso vaid Yes Mo al poa osi01 2007 aa Staged pouso E valid Yes No i coeca El clear all Approve Search Purchase Details SplitLine Distribution Template El Save E Motity eh Refresh 1 Select the transactions to include in the multiple transaction distribution by clicking on the checkbox to the left of the transaction s 2 Click on the Distribution Template link The Distribution Template screen is displayed Reconcile Statement Distribution Template SpeedChart Distributions a Prog PC Bus a Y Seq Pct GL Unit TCODE Fund Prog FIN Dept Account Doa Unit Project Activity Res Type Category 1 100 0000 uMBC1 Q
20. e reports are Report by Amount Displays all transactions for a selected date range sorted by amount f Report by Amount Run Control ID test Report Manager Process Monitor Run Date From E To EI P Card Account Report by Card Number Displays all transactions for a selected date range sorted by status and chartstring i Report by Card Number Run Control ID test Report Manager Process Monitor Run Language fEnglish ha Date From ME To E P Card Account Report by Department Displays all department transactions for a selected date range sorted by cardholder status and chartstring March 2010 35 Privileged and Confidential For Internal use Only Initiative HUA MA NERZ Apis LR Hal DEC BEC RRS TS TR AA IA Report by Department Run Control ID test Report Manager Process Monitor Run Date From 51 Department gt My Favorites iP Effort Reporting l gt roll its a Requisitions gt Request for Quotes gt Purchase Orders gt Reconcile Cardh older Info Reports Account Summary The steps for running the reports include 1 Open the desired report 2 Select an existing Run Control ID or create a new Run Control ID for the desired report Do not use your 16 digit card number as the Run Control ID This Run Control ID is a semi public field within PeopleSoft Please create a Run Control ID using the name and
21. ed and Confidential For Internal use Only UMBC A AN HOMORS UNIVERSITY IN MARYLAND Using the PS P CARD System iain Transaction Tab continued Status Displays the status of the transaction Valid values are Approved Closed Initial Staged and Verified Transaction Amount Displays 0 00 in the field This field is NOT the amount of the transaction Currency Displays the currency for the transaction The only Currency Code that UMBC is using is USD q Select to access the Account Distribution page Distribution O Click on this link to go to the Line and Dispute Comments page Comments Comments are for Internal Use Only Chartfield Status Identifies if the Chartfield used for distribution of charges is a Valid Chartfield Values presented could be either Valid or Recycled If the chartfield status is Recycled it indicates that the chartfield did not pass the system validation check Go to Module 2 for additional details Redistrib Identifies if the charges have been redistributed Voucher Error Identifies if there is a voucher error Y selecta O clear a Approve search Purchase Details SplitLine Distribution Template El Save Notify fi Refresh Select All Click on this link to select all transactions on the page Clear All Click on this ink to unselect all transactions on the page Approve Click this button to Approve the selected transactions Search Click on this link to open the Reconcile Stateme
22. elect the Details link on the right 10 Click the View Log Trace link listed beneath the Actions column The View Log Trace window is Opened 11 Click the document link that ends in PDF to open the report Your Adobe Acrobat report will open in a separate window P card Queries Queries are available to identify specific transactions and to display information in a different format than is displayed on the PeopleSoft P card Bank Statement A list of queries is available on the Procurement website at www umbc edu procurement 1 Click once on the PeopleSoft Information link 2 Scroll to the bottom of the page and locate the Miscellaneous section 3 Click once on the P card Queries Reports Descriptions link to view the Excel spreadsheet March 2010 37 Privileged and Confidential For Internal use Only 4 UMB inet Using the PS P CARD System mass szmasame 33 masones Module 5 Getting Help By the end of this module you will be able to e Navigate the Procurement website e Use the PeopleSoft KnowledgeBase The Procurement website includes valuable information related to PeopleSoft as well as general P card questions The procurement website is available at www umbc edu procurement a et cameras nu UME CONTI umanan Maca UMBC Department of Procurement im mariano Welcome to the MEC Department of Procurement This sit is designed to assist UMBC deparments and outside vendors wath the process of dow busi
23. g Amount 69 30 USO Posted Date O5 02 2007 Reference Merchant AIRGAS EAST Description P Customize Find view All HH First El 1 2 of 2 Last Description Transaction Amount Billing Amount Percentage Supplies 34 65 50 000000 Supplies 2 3465 50 000000 JK Cancel 7 Select OK to return to the Bank Statement page 8 Click Save to save the changes Reconcile Statement Procurement Card Transactions Bank Statement First 4 1 9 of 78 O Last a a ner A m Customize Find View All Ess i Trans Date Merchant Status Transaction currency Ste Redistrib poa 1 O BOA oamenoo7 FESR ER staged y O00USD gt Ez Recycled No No 2 Mo BOA 0430 2007 Staged oo0USD gt EA Recycled No No FT Boj Changes appear as two taged y 0 00UsD 4 Ez Recycled No No transactions on the Bank TT BO Statement taged 0 00 USD Q gt Ez Recycled No Na To BOA Staged y o00UspD gt Ez Recycled No No DO BOA 42007 FISHER SCIATL Staged y o00uso gt Ez Recycled No No ra 04 30 2007 AIRGAS EAST 0 00 USD 04 30 2007 AIRGAS EAST 0 00 USD NEV ENGLAND aged y mer BOA 05012007 BIOLABS INC Staged 0 00 USO 2 Ex valid YES Mo i celectall O Ceara Approve Search Purchase Details SplitLine Distribution Template E Save E Notify ch Refresh When you return to the Bank Statement page the additional line is displayed on the Transaction tab and the Billing tab Ty
24. iew the transaction as always e If you need to change the distribution for any row on the bank statement you must follow the standard procedures previously discussed e After reviewing the transaction and modifying the distribution if appropriate you must Save the transactions and the Chartfield Status must be Valid Reconcile Statement Procurement Card Transactions Bank Statement Customize Find view All E First CU 4 a of 77 D Last Transaction Billing Card Transaction Charfield a Woucher jective Trans Date Merchant Status aint Currency Status Redistrib PERKIN ELMER Staged gt gt f 1 e BOA 041282007 AMALYTICAL Staged 0 00 USO L Es Valid Yes Mo 2 Fo BOA 04 30 2007 E Staged y pouso ES vaid Yes Mo 3 e BOA 041282007 FISHER SCI ATL Staged 0 00 USO qe E Valid Yes Po 4 L BOA 04 50 2007 GE HEALTHCARE Staged 0 00 USO qe E Recycled Mo Mo 5 E BOA 04 502007 GE HEALTHCARE Staged 0 00 USO E Recycled Mo No E E BOA 041282007 FISHER SCIATL Staged 0 00 USO a Ep Recycled Mo No y E BOA 04 30 2007 AIRGAS EAST Staged 0 00 USO Ez Recycled Mo o MEW ENGLAND Staged y 8 Ci BOA 05 01 2007 BIOLABS INC INC Staged 0 00 USO qe Ga Recycled Mo Ko WG INVITROGEN Staged F q E BOA 05701 2007 CORPORA Staged 0 00 USO ED Ga Recycled Mo Po seega O clear all Approve Search Purchase Details SplitLine Distribution Template se E Save E notiy 4 tu Refresh TO a
25. lled Displays the amount billed on the statement line The data in the field is the amount of the transaction Displays the currency for the transaction The only Currency Code that UMBC is using is USD Not Used Privileged and Confidential For Internal use Only UMBC A AN HOMORS UNIVERSITY IN MARYLAND Using the PS P CARD System iain Billing Tab continued Dispute Amount Not Required this field is for internal use only If your records disagree with the billing amount enter the amount difference in this field Entering an amount in the Dispute Amount field does not mean that UMBC 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 vendor to settle the disputed amount If an amount is entered here the statement line is visible on the Dispute History Dispute page until it has been marked as collected If you dispute an amount enter the amount in question in this field Entering this information does not automatically notify Bank of America or the Procurement Department Cardholders are still required to submit a Bank of America dispute form within 60 days of the charge to Procurement for processing Note If a charge is in PS P card that you do not recognize you should not approve it if it does not belong to your department Leave it as staged and indicate in PeopleSoft that you are disputing this charge Su
26. ment requesting a change Note The billing cycle begins on the 26 of the month and ends on the 25 of the following month At UMBC even if you currently do not reallocate expenses at a minimum you must approve the transactions on the Bank Statement page Since a transaction is not sent to the General Ledger until you approve that transaction you must change the status of a transaction from Staged to Approved and select SAVE The system will not automatically charge the transaction to your department fund or project after the 24 of the month UMBC AN USESES URLESSLSSY LE M STLASS Using the PS P CARD System Navigating to the P card Bank Statement 1 To review charges navigate to the Reconcile Statement Bank Statement page Purchasing Procurement Cards gt Reconcile Reconcile Statement 2 The system returns the following page Reconcile Statement Search Role Name Reconcile EmplID Reconcile Statement Employee Name Review Disputes Card Issuer Card Number Billing Date Statement Status L Budget Status Chartfield Status Merchant EJE Je Transaction Date Charge Type Search lt What can I view Users are only able to view P card Charges that they have been given access to view Most users will only be able to view their own P card Charge If you are responsible for reconciling multiple P cards you may have access to view m
27. ments Status active E JE Associated Document Attachment DK Cancel Refresh 4 Click once in the Comments text box and enter the desired text Delete 5 To Attach a document click once on the Attach button The following screen is displayed Browse Upload Cancel 6 Click once on the Browse button A list of your file structure is displayed 7 Navigate to locate the file to upload 8 Either double click on the file to upload or click once on the file name and click once on the Open button The selected file name is displayed in the Browse field 9 Click once on the Upload button to attach the document to the transaction Line Comment 10 When all comments are entered click once on the OK button to return to the Bank Statement 11 Click Save to save the changes 12 If a comment is entered for a transaction the Comment Icon changes to 6l March 2010 31 Privileged and Confidential For Internal use Only A UMB inet Using the PS P CARD System 037o o lt lt 00 0 gt 33 masones Locating Comments Once a transaction is approved and validated by Procurement the transaction is no longer on the Bank Statement This does not mean that the transaction is not available to view You can view old transactions by performing a Search on Closed transactions To perform a search on Closed transactions follow the steps in the Searching for a Specific Transaction section of the man
28. n Locating Transactions To locate a transaction via the Scroll feature you can either select View All to display all transactions at one time on the screen or select the Scroll arrows to view nine 9 transactions per page Bank Statement A ees E a E Customize Find View All is First El 10 18 of 54 a Last If more than 100 transactions are available to view the View All button will state View 100 Bank Statement Customize Find View 100 HE First 4 1 9 of 102 O Last Once you select View All or View 100 the link is replaced with View 9 Bank Statement Customize Find view 3 pl First 4 1 100 of 102 Last D Valid vs Recycled Chartfield Status When transactions are downloaded from Bank of America the transactions are subject to the automatic PeopleSoft Chartfield validation process This process verifies that the appropriate chartfields are completed for each transaction Note that the process does not verify that the chartfields are correct WR SCIENTIFIC TOM BOA D4 27 2007 RNET Approved 0 00 USD Co GA Valid es Ho PERKIN ELMER e BOA 04 28 2007 ae Staged 0 00 USO CO GA Recycled No Ho March 2010 Privileged and Confidential For Internal use Only UMBC A AE HONORS UNIVERSITY Im MARYLAND Using the PS P CARD System er After the transactions go through the automated PeopleSoft validation process during the download from Bank of America they are given either a
29. n the Bank Statement page Reconcile Statement Procurement Card Transactions Customize Find view All HE First El 1 9 of 77 H Last Bank Statement Transaction Billing Card Transaction Chartfield a Woucher ont Trans Date Merchant Status iain Currency Salus Redistrib Errar 1 Mo BOA 04 28 2007 TN Staged y pouso EX Recycled No No 2 Mo BOA 04 30 2007 CN Staged y pouso EX Recyeled No No 3 BOA 04 28 2007 FISHERSCIATL Staged ooousp 7 ER Recycled No No 4 BOA 04 30 2007 GEHEALTHCARE Staged ooouvsD G ER Recycled No No 5 BOA 04 30 2007 GEHEALTHCARE Staged ooovsD C ER Recycled No No 6 BOA 04 28 2007 FISHERSCIATL Staged pouso gt Ex Recycled No No 7 BOA 04 30 2007 AIRGAS EAST Staged y pouso ES valid Yes No 9 Mo BoA 05 01 2007 FNT Staged y pouso ES vaid Yes No 9 Mo BOA 05 01 2007 TT Staged y pouso ER vaid Yes No Mi selectall O clear All Approve Search Purchase Details Split Line Distribution Template E Save E Notify f Refresh 2 Select the Split Line link from the Bank Statement Page You are taken to the Split Transaction page 24 March 2010 Privileged and Confidential For Internal use Only UMBC A AE HONORES UNIVERSITY Im MARYLAND Using the PS P CARD System intinti Reconcile Statement Split Transaction Line T Trans Date 04 30 2007 Billing Amount 69 30 USD Posted Date 4 02 2007 Reference Merchant AIRGAS
30. ness walh and within the University E you have any questions mot addressed by tins site please do mot hesitate to contact an appropriate stat moniker Departmental information Vendor Information Peoplesoft information n order to view Some documents on this web site you will need to download the res Adobe Acrobat Readey UMBC Department of Procurermant Adminstration Building Roam 301 1000 Hilltop Circle Baltimore MO 21250 Telephone 410 455 2273 FAX 4101 4551009 March 2010 38 Privileged and Confidential For Internal use Only ELTA Using the PS P CARD System ad Daw BIN BAT JA MAELO The PeopleSoft Knowledgebase provides an online user manual as well as training plan P card specific questions are answered and can be found at https soaces umbc edu display ps Home PeopleSoft End Users Manual KnowledgeBase Manual Home Delta Initiative UMBC Feedback Site Map a PeopleSoft Finance 8 9 Change Documents a EI FINANCE Introduction to PCard Change Document PeopleSoft Requisitions Document E PeopleSoft Fundamentals The following sections have been updated to reflect the changes in version 8 9 E Requisitions e Pcard Purchase Orders e Requisitions E P Card EBudaet sections to be updated in the near future Budge BC HR e Purchasing Orders Timekeeping Gi Payroll Welcome to the online Peoplesoft End User Manual site This manual is task based and is organized into E Po
31. nt Search page Purchase Details Not Applicable Split Line Click on this link to go to the Transaction Splits page Distribution Template Click on this link to access the Distribution Templates and Reset Status page March 2010 Privileged and Confidential For Internal use Only UMBC cn sowens varvensiry ia marveao Using the PS P CARD System Billing Tab A Aiea The Billing page displays the Line Description Billing Date the date that the bank billed your VISA card Billing Amount Currency always USD the Collected check boxes and the Dispute Amount Reconcile Statement Procurement Card Transactions Bank Statement Transaction z pl z Customize Find View Al i First 4 1 9 of 54 a Last Reference Description a Currency Prepaid Ref Dispute Amount Darel 1 VISA PD 08172006 08 22 2006 200 00 USD 0 00 2 VISA PD 08172006 2 08 22 2006 34 75 USD 0 00 3 08 15 2006 89 55 USD 4 08 11 2006 92 51 USD 5 07 0447 Z 08 22 2006 60 11 USD 6 08 22 2006 19 11 USD i 08 22 2006 922 79 USD 8 08 22 2006 3 14 USD 9 08 22 2006 24 50 USD Reference Line number associated to the transaction line on the Transaction tab Description Enter additional information about the goods purchased Information Billing Date Billing Amount Currency Prepaid Ref March 2010 entered in this field displays on P card reports Displays the date of the statement on which this transaction was bi
32. omize link The Personalize Column and Sort Order screen is displayed Selecting the Hidden checkbox hides the column on the Bank Statement page Column Order Son Ore Tab Transaction iii A E Tab Transaction indicates the Transaction Tab You are unable to manipulate this item Transaction Amount Currency column 20 Selecting the Frozen column 21 checkbox prevents the Chartfield Status column from being relocated on the Bank Statement Page Tab Billing indicates the Billing Tab You are unable to manipulate this item Voucher Error Tab Billing Each column on the Bank Statement is represented with the matching column name on the list Dispute Amount Credit Collected Click once on the column name to Hide from the Bank Statement page Click on the Hidden checkbox Repeat for each column to hide 2 3 4 O 13 March 2010 Privileged and Confidential For Internal use Only Click once on the OK button to save the changes and return to the Bank Statement Page UMBC kM HOMORS UNIVERSITY IM MARYLAND Using the PS P CARD System intietve A Module 2 P card Transactions 101 By the end of this module you will be able to e Locate a transaction e Describe the difference between a Valid and Recycled Chartfield Status e Review the Chartfield distribution for a transaction e Approve a single transactio
33. or last five digits of the P card See the screen captures above for specific criteria required for each report 3 Enter the desired date range and other criteria for the desired report 4 Select save 5 Select Run The Process Scheduler Request screen is displayed March 2010 36 Privileged and Confidential For Internal use Only A UMB inet Using the PS P CARD System ersten esinscane te masones Process Scheduler Request User ID SDAWSON Run Control ID test Server Name ho Run Date 02 20 2005 Ey Recurrence Y Run Time 9 22 19PM Resetto Current Date Time Time Zone po a Process List Select Description Process Name Process Type val Format Distribution Report by Department UMGMRO13 Crystal Web v PDF v Distribution OK Cancel 6 Select 9 The Server Name is automatically populated when the request is saved PSUNX You are returned to the Run Control screen 7 Select the Process Monitor link from the Run Control screen The Process List is displayed i Process List User ID SDAWSON Q Type Last Refresh an cre ai Save On Refresh Status Status Process List Customize Find View All B First H 4 ora l Last Select Instance Seq Process Type User Run Date Time Run status oe 8 Select the Rees button periodically until the Run Status changes to Success and the Distribution Status changes to Posted 9 S
34. ove the charges Note The system will not automatically allocate the charges if you do nothing by the 24 of the month With the PeopleSoft P Card system you are responsible for allocating the charges as well as reallocating the charges if you need to distribute charges among different Chartfield strings March 2010 Privileged and Confidential For Internal use Only UMBC A AN MAMENA UALERRALLIE LE MARLLALD Using the PS P CARD System ae Business Flow Diagram Bank File Staging Table PCard Transaction Tables Error Correction gt Load AP Load GL Review purchases Allocate charges Approve Cardholder e Information User ID Budget Check Default CF Proxy Users Vv y Detail Reports FINWEB Commitment Review Budget Control Procurement Card Business Flow March 2010 Privileged and Confidential For Internal use Only UMBC ax nenons uarvensity iw mama Using the PS P CARD System Module 1 P card Overview By the end of this module you will be able to e Describe the PeopleSoft P card process Navigate to the P card Bank Statement in PeopleSoft Identify the components of the Bank Statement page Define the columns on the Bank Statement Perform the steps to customize the Bank Statement P card Process in PeopleSoft The Procurement Department will grant access to the PS P card system to tho
35. pprove all transactions follow these steps 1 Click the Select All link A checkbox is placed on all transactions 2 Click the Approve button The status is changed from Staged to Approved 3 Click the Save button Note The Select All feature changes the status of ALL transactions not just those displayed on the screen This means that if you have 1 9 of 77 transactions displayed and you select the Select All link all 77 transactions are selected not just the 9 that are displayed on the screen If you accidently select Select All you can click once on Clear All to clear the transactions March 2010 28 Privileged and Confidential For Internal use Only UMB ae U S n g th e PS P CA R D Syste m A SAUS HA VRESITY 1 2 OPELAGR To approve multiple transactions but not all follow these steps Reconcile Statement Procurement Card Transactions Bank Statement Transaction Customize Find View All HH First El 1 3 of FT a Last Billing Card i Transaction Chartfield a Voucher subt Trans Date Merchant Status Mo Currency E Redistrib PERKIN ELMER Staged gt m BOA 041282007 ANALYTICAL Staged 0 00 USO p Er Walid Yes Mo w Boa 04130 2007 ee Staged y pouso ES valid Yes No 3 e BOA 041282007 FISHER SCI ATL Staged 0 00 USO E Valid Yes Po 4 C BOA 04 50 2007 GE HEALTHCARE Staged 0 00 Uso qe ER Recycled Mo Mo 5 E BOA O4fs0f2007 GE HEALTHCARE Staged 0 00 USO Ez Recycled
36. ributing to Multiple TransactiON oooooccoccccoccconcnconcnconcncnnnconnncannncnrnrn nn ca nnnnnnnnnnnnnnnas 20 Splitting Distributions vs Splitting TranSacti0nS ooocccccccccccnoccnccnnnoncnnnnonncanncarnnrannnenncoss 22 SOUTH DIStHDUTONS is oleeaieus wed a Ea 23 SPOUT FANS ACTIONS eee ctctace tc oad setae ches e a dedo 24 Approving Multiple TrANSACUONS sinense aie levers ear iael 28 Adding COMM GIS aiina E N mete aetna 30 Localia Comnen S rosenie a a e a a A 32 Disputing a Charge Information only ooccccccccccccconnccnncccnnnonnncnnnononononanncnnnnnonnnnnnnnnnnnnnnonnnannnnnns 32 MODULE 4 P CARD REPORTS nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nne 35 Pead RODOS aia 35 PCa CNG MC OO oa N 37 MODULE 5 GETTING HELP vcia aad a a aea a a aa a 38 SUMMARY p a e OS 40 ra March 2010 Privileged and Confidential For Internal use Only UMBC A AN HOMORS UNIVERSITY IM MARYLAND Using the PS P CARD System intimi Objectives By the end of this class you should be able to e Locate a P card Transaction e Allocate P Card charges to the appropriate Chartfield strings e Split Transactions e Approve P Card transactions e Run P card Reports Overview The Procurement Card Allocation and Reallocation process in PeopleSoft includes e Receive and review the procurement card bank charges from VISA e Assign the accounting distributions Allocation e Appr
37. rmed Currency Siah Redistrib Error 15600 HOA wwww gg37 04 26 2007 EMD CHEMICALS Staged oouso O ER Recycled No No O iaa age C gt Ez Recycled No No 47 Mo D BOA 8937 05 01 2007 FISHER SCIATL Staged 0 00 USD aslo O BOA m8937 05 01 2007 SARSTEDTINC Staged y ov0UsD O Recycled No No 49 Mo E BOA meo 937 05 01 2007 BIO RAD Staged y o 00UsD R Recycled No No src BOA ererer gg37 04 26 2007 EMD CHEMICALS Staged gt o 00UsD ER Recycled No No sro a BOA m9937 05 01 2007 IMGENEX Staged y ooouso EZ Recycled No No ani BECKMAN sus E OB 200 A BORA E EAS o py staged E 0 00UsD ER Recycled No No 5300 BOA eeee gg37 05 02 2007 IA Staged y o 00UsD ER Recycled No No 54 7 DeboraPaticia BOA 9997 05 01 2007 A ea Staged y ovouso ER Recycled No No Y selectall E clear all Approve Search Purchase Details SplitLine Distribution Template E Save Notify Ry Refresh Row Number Select the check box for the line that you would like to review Employee Name The system displays the name of the card holder Card Issuer The system displays the Bank Name who issued the card Card Number The system displays the last four digits of the credit card number Trans Date Displays the date that the transaction occurred The date that you made the purchase Merchant Name Displays the merchant s name the source of the purchased goods The name is a hyperlink to the Merchant Details page March 2010 Privileg
38. s E Recycled Mo Mo O ab a ECA SO 05 01 2007 SARSTEDTINC Staged 0 00 USO qe ES Recycled Mo Mo 4g 6 a BOA 7a 05012007 Blo RAD Staged 0 00 Usb qe ES Recycled Mo Ho so i E a oo ae 041262007 EMO CHEMICALS Staged 0 00 Usb En Recycled Mo Ho Trahsactions sa Fl am a BOA ess pgaf 05 01 2007 IMGENEX Staged 0 00 USO QA ER Recycled Mo Ho an ToC BECKMAN a 52 TI a BOA a937 0501 2007 COULTER 101 OF 01 Staged 0 00 USO qu Ea Recycled No Ho srt O a HOA eee 05 02 2007 ear Staged ooouso G R Recycled No No 54 I a BOA ssgg37 05 01 2007 TS Staged oo0UsD ER Recycled No No Ed Select All Clear All Approve Search Purchase Details SplitLine Distribution Template El Save Notify fu Refresh March 2010 Privileged and Confidential For Internal use Only UMBC A kN HONORS UNIVERSITY IN MARYLAND Using the PS P CARD System iria Reviewing the Bank Statement Page Transaction Tab The system automatically displays the transactions for your EmpllD or for an Employee ID for which you have proxy authority Note The statement will show all charges that have not been approved in current and previous billing cycles Reconcile Statement Procurement Card Transactions Bank Statement Transaction Y Customize Find View 100 HE First EJ 46 54 of 102 O Last l Billing Card i Transaction Chartfield 4 Voucher E e Etun Card Number Trans Date Merchant Status a
39. se employees who have 1 submitted a specialized access form http www umbc edu procurement to Financial Services and 2 submitted a P card Proxy Authorization Form http www umbc edu procurement to Procurement The Bank of America charges are downloaded on a daily basis to UMBC The charges are loaded into PeopleSoft and are available to view via the PeopleSoft P card Bank Statement Once charges are loaded into PeopleSoft it is the user s responsibility to review and approve each transaction before they are sent to the General Ledger Below is the overall PeopleSoft P card process Navigate to the Review the Bank PeopleSoft Bank gt Charges to ensure Statement they are accurate Complete the BOA Yess Dispute Form and fax to Procurement Problems with a Charge No Select a transaction Allocate expenses m to the appropriate gt Save Changes gt chartfield A Yes Additional transactions Approve Transaction m Save Changes gt ll You can view all procurement card transactions for which you have been granted authority to access on the Bank of America statement page If you do not have access to the appropriate data the Procurement Department will make adjustments to the Employee Profile Proxy page whenever they receive a completed Procurement Card Maintenance Form http www umbc edu procure
40. sition Management categories that reflect the business processes in which PeopleSoft is used The full task based manual is still in development Additional categories and questions will be added as they are made available The full manual is expected to be completed by January 2007 How to use this online manual 1 Please use the navigation menu at the left to navigate to the question and answer page you want to view dz SA 2 To print out a page just click the printing icon SS at the top of each answer page to get a hard copy If you are unable to view the navigation menu on the left check the following lf a yellow information bar displays at the top of this page click on the information bar and select the allow blocked content option The left side navigation menu should appear Click once on the P card menu item A list of P card related questions are displayed Click ona specific question to display the answer in the main window March 2010 39 Privileged and Confidential For Internal use Only A UMB ae U Si n g th e PS P CA R D Syste m ad MAD MA NRLSITYS 16 HOLA LR Summary e PeopleSoft P card bank statement is updated daily e Since a transaction is not sent to the General Ledger until you approve that transaction you must change the status of a transaction from Staged to Approved The system will not automatically charge the transaction to your department fund or project after the 24 of the month
41. tatus Redistrib Erai 19 bh BOA m9937 04 27 2007 Sigma Aldrich Approved y 0 00UsD Eg vaid Yes No IA PERKIN ELMER fy l 20 b BOA B937 04 27 2007 PERKIN ELN Approved y ovouso vaid Yes No 21 T b Boa e937 04 27 2007 N Approved y ovouso Ee vaid Yes No gt a 22 2 I BOA m9937 04 27 2007 BIO RAD Approved y ooouso Eg vaid Yes No 23 D BOA e9937 04 28 2007 BIO RAD Approved ooouso vaid Yes No 24 r I BOA 9937 04 27 2007 BD BIOSCIENCES Approved y ooouso vaid Yes No MSCIJL we 25 O b BOA 9997 04 26 2007 INDUSTRIAL Approved y o 00UsD Eg valid Yes No SUPPLY 26 I BOA m9937 04 30 2007 en Staged y 0 00 USD AD pestes No No 27 i BOA 8937 04 28 2007 FISHERSCIATL Staged y ovo0UsD E Recycled No No i SelectAll A Clear All Approve Search Purchase Details SplitLine Distribution Template E Save E Notify Refresh l 2 Click once on the Distribution icon 54 for the desired transaction The Account Distribution screen is displayed 15 March 2010 Privileged and Confidential For Internal use Only UMBC oe SOLLST SALESBLLSS 4 04904455 Using the PS P CARD System Reconcile Statement Account Distribution Line 1 PO Qty 1 0000 UOM EA Billing Date 05 09 2007 Biling Amount USD 349 00 Unit Price 349 00000 speed hart E Distribute by Amount f Distributions f Chartfields Asset Information Y Statuses Dist Percent Amount Currency GL Unit TCODE Fund Prog Dept
42. these steps 1 Open your Bank Statement Reconcile Statement Procurement Card Transactions First El 19 27 of 102 0 Last Bank Statement Customize Find View 100 ME Transaction Billing Card Transaction Chartfield _ Voucher Employee Name 9 Card Number Trans Date Status ransaci R currency stamens voucher Empl e Name AUDE Card Number Trans Date Merchant Status cur Curren Status Redistrib Error 9 1 BOA www g37 04 27 2007 Sigma Aldrich Approved y 0 00UsD Eg vaid Yes No THe PERKIN ELMER O a E 20 3 BOA 8937 04 27 2007 ANALYTICAL Approved 0 00 USD a ER Valid Yes No ani Y 1 BOA ee gg37 04 27 2007 ora Approved y ovouso vaid Yes No gt aia 2071 0 1 BOA eeeeg37 04 27 2007 BIO RAD Approved y o 00UsD Eg vaid Yes No 23201 E 1 BOA eee g37 04 28 2007 BIO RAD Approved y ooouso Eg vaid Yes No 24 01 a 2 BOA 9937 04 27 2007 BDBIOSCIENCES Approved y o 00UsD Eg vaid Yes No E MSCIL a 501 A 1 BOA eeewg37 04 26 2007 INDUSTRIAL Approved y 000UsD valid Yes No SUPPLY 2 0 1 BOA se rgg97 04 30 2007 AR Staged y 0 00UsD EZ Recycled No No 70 2 BOA 9937 04 28 2007 FISHERSCIATL Staged y o00USD O ER Recycled No No Y selecta Ll Clearall Approve Search Purchase Details SplitLine Distribution Template E Save Notify fy Refresh 2 Select the transaction to approve by clicking in the checkbox to the left of the Employee Name Note The Chartfield St
43. ual When prompted on the search screen select the Statement Status of Closed You can further narrow the search by date or other criteria if desired Transactions with comments can be identified by the Comment icon with text lines inside 2 Click once on the comment icon to open the comments Please note that you should not make any changes after the transaction has been approved Disputing a Charge information only lf a charge on your bank statement needs to be disputed you should complete the Bank of America Dispute Form located on the Procurement web page Fax the completed dispute form to procurement at x51009 If desired you can identify transactions which are in dispute with Bank of America in PeopleSoft To identify transactions in dispute via PeopleSoft follow these steps Note This is an optional activity and is not required when disputing a charge Reconcile Statement Procurement Card Transactions Customize Find View All E First El 1 9 of 77 E Last Bank Statement Transaction Reference Description y Ps Currency Prepaid Ref Dispute Amount Pc d 1 Office Supplies 0S 09 2007 570 00 USD 00 F 2 Po o 05092007 1985 00 USD Po 00m M 3 Po 09 2007 16 42 USD ooo 4 Po 5092007 536 00 USD Po 00m M 5 Po OO9 2007 24 95 USD o F 6 Po 05092007 45 66 USD 00m M 7 P 05092007 69 30 USD on F 8 Po 80092007 305 00 USD 00m M 9 Po 05092007 350 00 USD o0 F vi Selecta Ll clear Al Approve
44. ultiple P card Charges Locating a Statement Users can locate an entire Statement or a specific transaction on a Statement via the Reconcile Statement Search screen The two most common search fields are the Employee Name and the Card Number To locate a statement for an employee follow these steps 3 Locate the Employee Name field and click once on the search icon i A list of the employees that you have access to view are displayed 4 Click once on the name link of the desired employee You are returned to the Search screen and the Empl ID field and the Employee Name field are populated with the selected employee data 5 Click on Search Your Bank Statement page is displayed on the screen March 2010 Privileged and Confidential For Internal use Only UMBC an wowons unrvcesity rw rra Using the PS P CARD System Identifies the Aine number of Reconcile Statement as Procurement Card Transactions Billing Tab PON Customize Find view 100 El First El 46 54 of 102 KA Last Bank Statement Z Transaction Y Billing Card a Transaction Chartfield a Moucher cmployee Mame Lard Number Irans Date Merchant matus n CUNTency oat ARISTA O Empi e Hame Sener Card Number Trans Date Merchant Status AGU Curren Status Redistrib Er a BAGA T PAETE reas 041262007 EMO CHEMICALS Staged 0 00 USO En Recycled Mo Ho Transaction Tab a BOA Heee 051012007 FISHER SCIATL Staged 0 00 Usb L
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