PCard Entry Reconciliation | PowerSchool ERP

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Use this option to reconcile a PCard file's transactions with receipts entered in the PCard Receipt Entry option. After employees enter receipts and a reconciliation file is imported into the PCard System, you can use the PCard Entry Reconciliation page to reconcile the file's transactions with receipts.

Initially, you select a bank layout format and enter criteria to search for transactions and matching receipts. When you find a match, you can designate the transaction as either Reconciled, Disputed, or Matched. If needed, you can also change certain transaction and receipt information. Once you save a transaction as Reconciled, it can no longer be changed.

Important
Your access to the PCard Entry Reconciliation option depends on whether your PCard Profile allows employees to enter receipts. If not, you must use the PCard Reconciliation option to reconcile a file's transactions.

Menu Path: PCard Processing > Entry & Processing > PCard Processing > PCard Entry Reconciliation

Page Sections

Following are descriptions of the sections in the PCard Entry Reconciliation page:

Select Records For	Specifies the file format associated with your transactions and the type of records to display. Select a record from the Bank Layout field's drop-down list.
Search Criteria	Enables you to enter search criteria for locating transaction records associated with the format you selected.
PCard Bank Records	Includes list and detail sections. The list displays transaction records found in the reconciliation file, while the detail section displays information on a selected transaction. You can select a record for matching by selecting it and then clicking OK to access the PCard Receipt Entry Records section. For details, refer to the Procedure section. You can delete a record by selecting it and then clicking Delete. Deleting a transaction permanently removes it from your database.
PCard Receipt Entry Records	Includes list and detail sections. The list displays receipt records that potentially match a selected transaction in the PCard Bank Records section.

Action Buttons

Following are descriptions of the buttons at the bottom of the PCard Entry Reconciliation page:

Modify PCard Information	Displays the Edit Reconciliation Details page for updating the transaction's vendor, employee, and commodity data. All other information in this page is display only.
Modify Entry Information	Displays the PCard Reconciliation Details page for changing a receipt's information. You cannot change the PCard number, PCard purchaser, or purchase date, but you can select another vendor, change the transaction amount, select a different commodity, and update other information.
View Details	Displays the PCard Reconciliation Details page for viewing transaction and receipt data. In this case, the page has buttons for editing the transaction and receipt information, as well as for displaying the Financial Information page.
View/Update Financial Information	Displays the Financial Information page. If needed you can change the distributions originally recorded for a transaction.
View/Update PO/Encumber Information	Displays the PO/Encumber Financial Information page which allows you to update the purchase order information for a transaction associated with a purchase order.

Action Bar Items

Following are descriptions of the items on the page's Action Bar:

Reconciliation Report	Displays the PCard Reconciliation Report page for generating a report showing transactions that have been designated as Reconciled. For details, refer to PCard Reconciliation Report.
Pre-Reconciliation Report	Displays the PCard Pre-Reconciliation Report page for generating a report showing transactions that are not reconciled. For details, refer to PCard Pre-Reconciliation Report.

Reconciling a transaction

Select PCard Processing > Entry & Processing > PCard Processing > PCard Entry Reconciliation to display the PCard Entry Reconciliation page.
In the Bank Layout field, select the format that applies to your reconciliation file.
Select the following checkboxes to indicate the status of the records to include in your search: Not Cleared, Cleared, Reconciled, and Disputed. You must select at least one box.
In the Search Criteria section, enter criteria to identify the transactions to list.
Click Find to list transactions that match your criteria.
In the PCard Bank Records section, select the transaction to reconcile.
When you select a transaction that has one or more receipts that potentially match it, the receipts display in the PCard Receipt Entry Records section. Besides exact matches, the system displays receipts that are similar in terms of their transaction dates and amounts, depending on the plus/minus percentages and days set in your PCard Profile.
Click OK to advance to the PCard Receipt Entry Records section.
If the transaction does not have any receipts that possibly match, a dialog displays to indicate this.
Use the action buttons below the PCard Bank Records section as needed. For details, refer to the Action Buttons section above.
The View/Update *PO/Encumber Information* button displays a page for reviewing and changing a transaction when it is associated with a purchase order or multiple purchase orders.
Select one of the following radio buttons to indicate the action taken, if any: Reconciled, Disputed, Matched, and N/A.
Transactions set to Disputed, Matched, or N/A can be reset to Reconciled. While you can still change the transaction and its receipt with these settings, you cannot select another receipt.
Click OK to save the record.
Repeat Steps 6-10 for each transaction you want to process.

Fields

Following are descriptions of the fields in the PCard Entry Reconciliation page's Select Records For, Search Criteria, PCard Record Information, and PCard Employee Information sections.

Select Records For Section

Complete the following fields, and then click OK to access the Search Criteria section.

Fields

Description

Bank Layout

Code identifying the format associated with your reconciliation file, as defined in the PCard Definition File option. Select a code from the field's drop-down list. Required.

Checkboxes

Checkboxes Identifying the status of the transactions to include in your search. You can select as many boxes as needed, but you must select at least one.
Select:

Not Cleared	Transactions that have not been cleared by the card provider.
Cleared	Transactions that have been cleared by the card provider.
Reconciled	Transactions that have been reconciled with receipts.
Disputed	Transactions with unresolved discrepancies.

Search Criteria Section

Use the following fields to enter criteria defining the records you want to list. All of the fields are optional.

Fields	Description
PCard Number	Number identifying the PCard used in the transaction in combination with the bank layout code. PCard records are defined in the PCard Setup option. Select a code from the drop-down list. If you leave the field blank, the system will include all PCards, depending on your entries in the Bank Layout, Transaction Date, and PCard User fields.
Purchase Date	Date when the transaction occurred, as recorded by the vendor. If you are searching for transaction on a specific date, enter the date. Use the colon symbol to specify a range of dates, for example, 06/01/2018:06/30/2018. Leave the field blank to access all transactions regardless of their dates.
PCard User	Employee name and ID number of the person responsible for the transaction. If you are searching for transactions for a specific PCard holder, select the employee from the drop-down list. To include all cardholders in your search, leave the field blank.

Fields

Description

PCard Number

Number identifying the PCard used in the transaction in combination with the bank layout code. PCard records are defined in the PCard Setup option.

Select a code from the drop-down list. If you leave the field blank, the system will include all PCards, depending on your entries in the Bank Layout, Transaction Date, and PCard User fields.

Purchase Date

Date when the transaction occurred, as recorded by the vendor. If you are searching for transaction on a specific date, enter the date. Use the colon symbol to specify a range of dates, for example, 06/01/2018:06/30/2018. Leave the field blank to access all transactions regardless of their dates.

PCard User

Employee name and ID number of the person responsible for the transaction. If you are searching for transactions for a specific PCard holder, select the employee from the drop-down list. To include all cardholders in your search, leave the field blank.

PCard Bank Records Section

Following are descriptions of the fields in this section, which relate to transaction records. For data on receipt records, refer to the PCard Receipt Entry Records Section.

Fields	Descriptions
PCard Number	Number identifying the PCard used in the transaction in combination with the code displayed in the Bank Layout field. PCard records are defined in the PCard Setup option. Display only.
Bank Layout	Code identifying the format associated with your reconciliation file, as defined in the PCard Definition File option. Display only.
Post Date	Date on which the transaction was processed by your PCard provider. Display only.
Purchase Date	Date on which the transaction was made, as recorded by the vendor. Display only.
Transaction Amount	Total amount of the transaction, including sales and use taxes, if any. Display only.
Vendor	Code identifying the vendor associated with the transaction. Vendor codes are defined in Fund Accounting's Vendor List. You can select a vendor using the Vendor Link button. The button displays the PCard Vendor Link page. Required. This field is display only if the transaction is associated with a purchase order or multiple purchase orders.
Employee	Employee ID and name of the individual responsible for the PCard transaction. Entering an employee and saving the transaction record links the employee to the PCard number and the transaction. Required. You can select an employee using the Employee Link button to display the PCard Employee Link page. For details, refer to PCard Employee Link Page.
*PO Or Encumber*	Purchase order number associated with this transaction. This field will display MULTIPLE if more than one purchase order is selected.
Line Item	The line item associated with the purchase order. If more than one line item or purchase order is selected, this field will display Multiple.

PCard Receipt Entry Records Section

Following are descriptions of the fields in this section, which relate to the receipt record. All fields are display only. However, you can change most data in a receipt using the ModifyEntry Information button.

Fields	Description
Purchase Date	Date when the transaction was made, as entered by the employee.
PCard Number	Number identifying the PCard used in the transaction in combination with the code displayed in the Bank Layout field. PCard records are defined in the PCard Setup option.
PCard Holder	Employee ID and name of the individual responsible for the PCard transaction. Entering an employee and saving the transaction record links the employee to the PCard number and the transaction.
PCard Vendor	Code identifying the vendor associated with the PCard transaction. Vendor codes are defined in Fund Accounting's Vendor List. Entering a vendor and saving the transaction record links the vendor and merchant for this and future reconciliations.
Transaction Amount	Amount of the transaction, as entered by the employee.
*PO Or Encumber*	Purchase order number associated with the transaction, as entered by the employee. May display MULTIPLE if more than one purchase order number is selected.
Line Item	The line item associated with the purchase order. May display Multiple if more than one line item or purchase order was selected.
Radio Buttons	The following radio buttons display at the end of the section to indicate the action taken, if any: Reconciled Indicates the transaction has been reconciled. Disputed Indicates the transaction contains one or more discrepancies that need to be resolved. Matched Indicates the transaction and receipt match. The system does not check if the two records contain the same data when you select this setting. However, if the transaction and receipt amounts do not match, the transaction will appear in the (untitled) Discrepancies section of the PCard Pre-Reconciliation Report. N/A Indicates no action was taken. If needed, you can save the transaction and change this setting later.

Financial Information Page

Following are descriptions of the fields for entering accounting distributions in the Financial Information page. You access this page by clicking the Financial Information button.

Fields	Description
Note	If your account structure needs to be changed in accordance with the Every Student Succeeds Act (ESSA), refer to the PowerSchool ERP Financial Applications Every Student Succeeds Act Fiscal Year-End Checklist for details on converting account structures.
*Budget Unit*	Number identifying the low organization that should be charged for the transaction, as defined in Fund Accounting’s Organization Chart. Required. If needed, you can distribute the charges among multiple budget units/accounts, as long as the total distributions equal the amount in the Transaction Amount field. As indicated by the asterisks, the title of this field is defined in the Fund Accounting Profile. As a result, the title used in your system may be different.
Account	Number identifying the account in Fund Accounting where transaction amounts should be encumbered or charged for the PCard transaction.
*Project*	Number identifying the project in Fund Accounting where transaction amounts should be encumbered or charged for the PCard transaction. This field and the next only apply if you use project accounting. The asterisks before and after the field’s title indicate that the title was defined in the Fund Accounting Profile. As a result, the title in your system may be different.
Account	Number identifying the project account in Fund Accounting where transaction amounts should be encumbered or charged for the PCard transaction. Required if a project is identified in the Project field.
Amount	Amount associated with this distribution. Required. If only one distribution applies, enter the value from the Transaction Amount field. If the transaction requires multiple distributions, complete as many lines as needed, as long as the final total equals the transaction amount.
1099	Code indicating whether a 1099 form is issued to the vendor for this and other transactions. Required. The system defaults the 1099 setting from the record in Fund Accounting’s Vendor List. You may change the default if needed. Select: M - 1099-Misc - Unemployment compensation, state/local income tax, qualified state tuition earnings, taxable grants, and agriculture payments. G - 1099-G - Rents, royalties, other income, fishing boat proceeds, medical/health care payments, non-employee compensation, substitute payments, crop insurance proceeds, and attorney fees. I - 1099-Int - Interest income, early withdrawal penalty, interest on U.S. Savings Bonds and treasury obligations, investment expenses, and foreign taxes paid. N - No 1099 - 1099 form does not apply to this vendor.
Description	Brief description of the charge. Character/21
Transaction Total	Display-only total of the amounts entered in the page’s Amount fields. The system prevents you from saving your entries if the their total does not equal the value in the Transaction Total field.

PO Or Encumber Financial Information Page

To display this page, click the *PO/Encumber* Link button.

Fields	Description
*PO Or Encumber*	Purchase order number associated with this transaction. This field will display MULTIPLE if more than one purchase order is selected. To update the field, use the Action Bar's Update PO/Encumber item.
Line Item	The line item associated with the purchase order. If more than one line item or purchase order is selected, this field will display Multiple.
Transaction Amount	Total of the transaction.
*PO Or Encumber*	Individual purchase order associated with the distribution.
Line Item	Individual line item for the purchase order associated with the distribution.
*Budget Unit*	Number identifying the low organization in Fund Accounting associated with the purchase order/line item.
Account	Number identifying the account in Fund Accounting associated with the purchase order/line item.
*Project*	Number identifying the project in Fund Accounting associated with the purchase order/line item.
Account	Number identifying the project account in Fund Accounting associated with the purchase order/line item.
Amount	Amount to allocate to the budget unit/account and, if used, project/account. Decimal/12,2 You can divide the transaction amount among multiple distributions. The total of all distributions must equal the transaction amount.
1099	Code indicating whether a 1099 form is issued to the vendor for this and other transactions. Required. The system defaults the 1099 setting from the record in Fund Accounting’s Vendor List. You may change the default if needed. Select: M - 1099-Misc - Unemployment compensation, state/local income tax, qualified state tuition earnings, taxable grants, and agriculture payments. G - 1099-G - Rents, royalties, other income, fishing boat proceeds, medical/health care payments, non-employee compensation, substitute payments, crop insurance proceeds, and attorney fees. I - 1099-Int - Interest income, early withdrawal penalty, interest on U.S. Savings Bonds and treasury obligations, investment expenses, and foreign taxes paid. N - No 1099 - 1099 form does not apply to this vendor.
Description	First 21 characters of the description for the line item associated with the purchase order.
Transaction Total	Display only total of the amounts entered in the PO/Encumber Financial Information page’s Amount field. The system prevents you from saving your entries if their total does not equal the value in the Transaction Amount field.