ProCard

Report
Pro Card Review
Welcome to Training!
• Why PeopleSoft?
– PeopleSoft will help UTEP to grow.
• What’s Your Part?
– We need your skills and expertise in order to utilize
PeopleSoft. It’s a vehicle and you’re the driver!
– Over time you will build your own history with PeopleSoft.
• What to Know About Training?
– Training is an investment in your professional growth.
– Be open to change
2
Setting Expectations
• Only core functionality will be available at go-live.
• We’re starting with limited workflow—we’ll be using processes
outside of PeopleSoft for certain HR & Financial transactions.
• We’ll have to work through the kinks—some functionality may
not work smoothly right at implementation.
• We’ll have to be patient—we’ll need additional time to process
and enter transactions in the beginning.
• We will be using a PeopleSoft simulation environment during
training.
3
What Can You Do?
• Feel free to ask questions and take notes.
• Contact the Help Desk if you encounter a glitch or forget how to
complete a transaction.
• Revisit the training webpage to review training materials and
videos.
• Become your office’s “Go-To” person. Be willing to offer your
help.
• Attend our Go-Live Work Sessions—open lab time you can use to
process live documents/transactions.
4
Define-PeopleSoft Account Conversion
Found at: PeopleSoft.Utep.edu
5
Terminology
• “VP7” (Voucher Payment Pro-Card) is now “Pro-Card” in
PeopleSoft.
• Pro-Card Holder – Individual who’s name appears on the credit
card.
• Pro-Card Reconciler – Individual that reviews and processes the
paperwork to proceed with payment also known as “Proxy” in
PeopleSoft.
• Pro-Card Reviewer – The individual with signature authority. The
final approver in the workflow process.
6
Roles & Responsibilities
• Pro-Card Holder and/ or Account Reconciler (Proxy):
–
–
–
–
Opens billing statement
Review transactions and verify accuracy
Review funding source (Budget PeopleSoft)
Review disputes (if applicable).
• Pro-Card Reviewer (Final Approver):
– Opens statement & reviews items verified by reconciler
– Approves Pro-Card transactions
7
Define Pro-Card Screen
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Navigation to Reconcile/Review
Main Menu> Purchasing> Procurement Cards> Reconcile> Reconcile Statement
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Pro-Card Reconciliation Process
1
2
3
4
1. Select the Accounts Payable-Procard
Recon role.
2. Enter the Employee ID.
• Search employees by clicking the
3. Select the Card Issuer.
4. Click Search.
.
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Pro-Card Reconciliation Process
1
1. Click on
to expand the screen.
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Pro-Card Reconciliation Process
1. Clicking
allows you to add comments to the corresponding
transaction.
2. Verify the Budget Status is Valid and does not require further action.
3. Click on the to view the Account Distribution page.
1
2
3
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Pro-Card Reconciliation Process
1. The Account Distribution page allows you to:
a. Pay out of a different funding source.
b. Add additional funding sources.
c. Correct errors.
2. Click on the to add distribution lines.
2
Pro-Card Reconciliation Process
1.
2.
3.
4.
Click
to change default SpeedChart
Distribute by percent/amount within each line.
Click
to select accounts.
Click on the to select the appropriate chart
fields for Line 2.
5. Click Refresh.
6. Click OK.
Note: For Grants Travel, verify or enter information for PC Business
Unit, Project, and Activity fields. DO NOT include Cost Center.
1
4
2
3
6
5
14
Pro-Card Reconciliation Process
1. Notice how the Budget Status reads Not Chk’d.
1
Pro-Card Reconciliation Process
1. Click Validate Budget.
• The Budget Status changes to Valid.
1
Pro-Card Reconciliation Process
1. Enter a brief Description about the item or service.
2. Any amount that is incorrect can be entered in the
Dispute Amount column.
• The Dispute Amount is the difference between
the statement amount and the actual amount.
1
2
Pro-Card Reconciliation Process
1. Click Select All to select all transaction lines.
2. Click Verify.
• Select each line to verify a line at a time.
1
2
Pro-Card Reconciliation Process
1. Click Save.
1
19
Pro-Card Review Process
2
1
3
4
1. Select the Accounts Payable-Procard
Review role.
2. Enter the Employee ID.
• Search employees by clicking the .
3. Select the Card Issuer from the drop-down
menu.
4. Click Search.
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Pro-Card Review Process
1
1. Click on
to expand the screen.
21
Pro-Card Review Process
1. Click Select All to select all transaction lines.
2. Click Approve.
• Select each line to approve a line at a time.
1
2
Pro-Card Review Process
1
1. Click Save.
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Let us take a break
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Pro-Card UPK Scenarios
• Pro-Card Holder and/ or Reconciler:
– Review transaction, funding source, and a dispute.
• Pro-Card Reviewer:
– Review and approve Pro-Card transactions.
25
References
Additional information and resources can be found on
the PeopleSoft website.
Job Aids
Power Point slides
Quick Guides
Crosswalk
UPKs
PeopleSoft.utep.edu
26
Questions?
Thank You!

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