PCard Receipt Entry

The PCard Receipt Entry option enables employees to enter receipts from PCard transactions for use in reconciliations. This option only applies if your PCard Profile is set up for receipt entry and employees have the required security resources set up in System Administration.

Following is the information that can be included in a receipt:

PCard Number	Vendor	Commodity
PCard Holder	Reference Number	Summary
Purchase Date	Invoice Number	Description
Purchase Order	Transaction Amount	Financial Information

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

Page Sections

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

Select Records For	Specifies the file format associated with your receipts. Select your card's Bank Layout from the drop-down list.
Search Criteria	Enables you to enter search criteria for locating receipt records associated with the format you selected.
List (untitled)	Displays the transaction records found in a search.
Detailed Transaction Information	Displays data from a receipt record selected in the List section. If you click OK with the receipt selected, you can use the Detailed Transaction Information section to update the receipt. You can also access this section to add a new receipt by clicking Add New.
Financial Information (untitled)	Specifies the budget units/accounts to charge in the Fund Accounting System for a PCard transaction. You can enter accounting distributions in this section when adding and updating receipts.

Action Bar Item

The page's Action Bar displays the following item after you display a list of PCard transactions:

Set Year

Enables you to reset the fiscal year by assigning accounting Period 13, which applies to next year transactions. Clicking the item again enables you to return to the current period and year.

Following are procedures for adding, listing, changing, deleting, and printing PCard receipt records.

Adding PCard receipts

Select PCard Processing > Entry & Processing > PCard Processing > PCard Receipt Entry to display the PCard Receipt Entry page.
In the Bank Layout field, select the format that applies to your PCard transactions.
Click Add New.
In the Detailed Transaction Information section, complete the fields, and then click OK.
Leave the Continuous checkbox selected if you are entering more than one receipt. Otherwise, clear the box.
In the Financial Information section, complete the fields as needed. If you associated the receipt with a purchase order or multiple purchase orders, the financial information will default from the related line items and cannot be accessed. Only the amount may be changed.
Click OK to save the record.
If the Continuous checkbox is selected, repeat Steps 4-6 to enter another receipt.

Listing PCard receipts

Select PCard Processing > Entry & Processing > PCard Processing > PCard Receipt Entry to display the PCard Receipt Entry page.
In the Bank Layout field, select the format that applies to your transactions.
In the Search Criteria section, enter criteria to identify the receipts you want to display. To list all unreconciled receipts for the bank layout selected, leave the fields blank.
Click Find to display the records in the List section.
You can now select a receipt to update or delete. You can also print information on the receipts listed, as indicated in the procedure on generating the PCard Receipt Entry report.

Updating a receipt or completing one you previously started

Complete the procedure for listing PCard receipts.
In the List section, select the receipt to update, and then click OK.
In the Detailed Transaction Information section, change or complete the desired fields, and then click OK.
Leave the Continuous checkbox selected if you are updating more than one receipt. Otherwise, clear the box.
In the Financial Information section, update the displayed distribution information as needed.
You can enter multiple distribution lines, as long as the value in the Transaction Total field at the bottom equals the value in the Detailed Transaction Information section's Transaction Amount field. If you associated the receipt with a purchase order or multiple purchase orders, the financial information will default from the related line items and cannot be accessed. Only the amount may be changed.
Click OK to save the record.
If the Continuous checkbox is selected, repeat Steps 3-5 to update the next receipt. When you finish, click Back to return to the List section.

Deleting PCard receipts

Complete the procedure for listing PCard receipts.
In the List section, select the receipt to delete.
Click Delete.
In the Confirmation dialog, click Yes.

Important

Receipts that have been matched or reconciled cannot be deleted. These records are display only.

Generating the PCard Receipt Entry report

Complete the procedure for listing receipts. Be sure to specify the receipts you want to include in the report.
Click Print.
In the Print window, specify how to generate the report, and then click OK. The report's default file name is pcd_entry.prt.

Fields

Following are the fields in the Select Records For, Search Criteria, Detailed Transaction Information, and Financial Information sections.

Field	Description
Select Records For Section	Complete the following field, and then click OK to advance to the Search Criteria section.
Bank Layout	Code identifying the format associated with your PCard transactions, as defined in the PCard Definition File option. Select a code from the field's drop-down list. Required.
Search Criteria Section	Use the following fields to enter criteria for searching for PCard transactions associated with the format selected in the Bank Layout field. All of the criteria fields are optional.
PCard Number	Number identifying a PCard. Use the drop-down list to select the PCard related to the receipts you are seeking.If you leave the field blank, the system displays all transactions for all PCards associated with the format selected, depending on your entries in the other search fields. To search for records based on multiple PCard numbers: Use the pipe ( \| ) symbol to specify individual card numbers. For example,1542\|1981\|2204 locates cards identified by these numbers. Use the asterisk symbol to search for records that begin with the same numbers. For example, 10* finds all records that begin with 10. Use the colon (:) symbol to search for a range of card numbers. For example, 1000:2000 finds all PCards with numbers ranging from 1000 through 2000.
PCard Holder	Number identifying a cardholder. To search for and select a specific PCard user, click Lookup. You can use query symbols, as noted with the PCard Number field.
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.
*PO Or Encumber*	Number of the purchase order or encumbrance associated with a receipt. You can use query symbols, as noted with the PCard Number field. This field's title is defined in the Fund Accounting Profile.
Reference Number	Reference number associated with a receipt. If you are searching for a receipt based on a specific reference number, enter the number. You can use query symbols, as noted with the PCard Number field.
Invoice Number	Invoice number associated with a receipt. If you are searching for a receipt based on a specific invoice number, enter the number. You can use query symbols, as noted with the PCard Number field.
Vendor	Code identifying the vendor associated with the transaction. To search for and select a specific vendor, use Lookup. Otherwise, leave the field blank. Vendor codes are defined in Fund Accounting's Vendor List.
Status	Indicates the status of the receipts. Select one of the following if you wish to limit the search to receipts with the desired status: 2 - Not Matched - Receipts have not yet been matched to a bank transaction. 3 - Matched - Receipts have been matched to a bank transaction. 4 - Reconciled - Receipts have been reconciled with a bank transaction. 5 - Disputed - Receipts matched to transactions with unresolved discrepancies. 6 - Posted - Receipts have been posted to Batch Accounts Payable in Fund Accounting. You can use the pipe (\|) symbol to search based on multiple status codes, for example, 2\|4\|5.

Detailed Transaction Information Section

The following fields define a PCard receipt. To access the section for adding a receipt, click Add New. To update a receipt in this section, select the receipt in the List section, and then click OK. This section also displays a receipt’s data when you select the receipt in the List section.

Field	Description
PCard Number	Number identifying a PCard. Select the record for the PCard tied to the receipts you are entering. Required.
PCard Holder	Code identifying a PCard user. Required. Select the record that identifies either you or the PCard holder for the receipts you are entering. The selections in the field’s drop-down list include all of the cardholders assigned to the PCard.
Purchase Date	Date that the transaction was recorded by the vendor. Required.
*PO Or Encumber*	Purchase order number associated with this transaction. Enter the number, or use Lookup to search for one or more purchase orders. If more than one purchase order is selected, the field will display MULTIPLE.
Line Item	The line item associated with the purchase order. If more than one line item or purchase order is selected, the field will display Multiple.
Vendor	Code identifying the vendor associated with this transaction. The name displays when you enter a code. Required. These codes are defined in Fund Accounting’s Vendor List. Enter the code, or use Lookup to search for and select a code. This field is display only if the receipt is associated with a purchase order or multiple purchase orders.
Reference Number	Number identifying a transaction on a PCard receipt. Character/25 A reference number can be any number that appears on a receipt other than an invoice number. It can also be an arbitrary number, such as a department number.
Invoice Number	Number identifying a transaction. The number may appear on a PCard receipt or on a separate invoice provided by the vendor. Character/25
Transaction Amount	Total amount of the transaction, as it appears on your PCard receipt, including sales and use taxes, if any. Required. Decimal/12,2 You may change the displayed value if needed. If a purchase order or multiple orders are selected when adding a new receipt, this field will be calculated based on the total for the line items selected. The field will not be recalculated when you update a receipt.
Commodity	Code identifying the product or service purchased. These codes are defined in the Purchasing System’s Commodity List. Enter a code, or use Lookup to search for and select one. If you do not use the Commodity List, leave the field blank.
Summary	Brief description of the transaction. Character/35
Description	Detailed description of the transaction. If you use the Commodity field, the description defaults from the Commodity Code table. Character/476

Financial Information Section

This section defines the distribution of charges for a PCard transaction in the Fund Accounting System. If the receipt is associated with a purchase order or multiple purchase orders, the distribution defaults from the selected line items, and all fields with the exception of Amount and 1099 will be display only.

Field	Description
*PO Or Encumber*	Purchase order number associated with the distribution, if entered in the Detailed Transaction Information section of the receipt. This field is display only if the receipt is associated with a purchase order.
Line Item	Line item for the purchase order associated with the distribution. This field displays only if the receipt is associated with a purchase order.
*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.Decimal/12,2 If only one distribution applies, enter the value you entered in the Transaction Amount field. If the transaction requires multiple distributions, complete as many lines as needed, as long as the final total equals the value in the Transaction Amount field.
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 Amount fields. The system prevents you from saving your entries if their total does not equal the value in the Transaction Amount field.