Type of Work Instructions Reports Original Author Cheryl Corbeille Date 1/28/11 Work Instructions Updated Author Karrie Revolinski Date 2/20/15

Transcription

1 Brown County JP Morgan Chase Work Instructions Reports Program PCard End User Cardholder Type of Work Instructions Reports Original Author Cheryl Corbeille Date 1/28/11 Work Instructions Updated Author Karrie Revolinski Date 2/20/15 Table of Contents Scope... 1 Terms & Definitions... 2 Section 1: About Scheduling Reports... 2 Scheduling a Report... 2 Section 2:... 3 Run Once... 4 Monthly... 4 Section 3: Viewing Scheduled Reports Section 4: Deleting Scheduled Reports Section 5: Viewing Completed Reports Scope Brown County s Purchasing Card (P-Card) provider is JP Morgan Chase Bank. Chase Bank utilizes the Smartdata credit card system website to manage PCard transactions. All cardholders are required to review their credit card transactions on-line in the Smartdata system on the JP Morgan Chase website. The data contained in Smartdata will be uploaded monthly to record the activity into Logos. In order to upload the data to Logos, all transactions are required to be assigned a general ledger account number & description, reviewed by the cardholder, approved by supervisor and reviewed by an accountant. 1 of 6 Pages X:\PURCHASING CARD\10 Cardholder.Reviewer Work Instructions\04 Cardholder.Reviewer_Reports.Statements\Reports_ docx

2 Terms & Definitions Terms Accounts Account Group Manager (AGM) Approvers Cardholders G/L Account Number JP Morgan Chase Non-Outlay Reviewers Outlay MCC Definitions Refers to Cardholders A user whom manages more than one card for Review or a person whom manages the approval function The function that cardholders perform by approving that the reviewers/cardholders correctly assigned G/L accounts and a specific/concise short description for each procurement card transaction. Approvers will also verify that the purchase was in compliance with Brown County s Procurement Card Policy. Also referred to as the Reviewer when processing the Review Function Online This is the General Ledger Number assigned to the transaction which will later appear in LOGOS after the upload 3 rd party administrator for County s MasterCard is defined as a purchase for non-outlay items between $1,000 and $5,000 can be purchased with the P-Card. The function that cardholders perform by assigning G/L accounts and a specific/concise short description for each procurement card transaction. Purchases that fixed asset account numbers can be purchased using the P-Card. Please reference the Addition of Fixed Assets Form found on the Intranet at the link below: Click here to be redirected to the Administrative Forms page for Additions of Fixed Assets Form Merchant Category Codes are the codes that merchant s use when processing transactions. Section 1: About Scheduling Reports You can schedule an existing report to run as frequently as needed. You can schedule it to run any of the following intervals: Once Fixed number of times Regular basis, such as every week or every month After you schedule a report, it appears in the Scheduled Reports. Once a report has run, it moves to Completed Reports. Click the report name to download or delete the report. A report is available for 30 days. After 30 days, the report is deleted. To keep copies of a report longer than 30 days, download the report. Scheduling a Report Scheduling or generating a report involves selecting the required report and scheduling it. The system provides a variety of reports to choose from. Before you begin Depending on the type of report being scheduled, a user may have varied steps and options throughout the report scheduling. The progress bar on the left side of the screen shows a summary of the Schedule Report steps, including steps you have completed. The options available on the report screen s are dependent on your user access in the reporting structure as well as the chosen report. Pages 2 of 6

3 Section 2: 1. Select Account Activity > Schedule Report. FIG 1, AS SHOWN BELOW: The Schedule Report: Choose Report screen displays the application-supplied reports. FIG Select a Report The Schedule Report: Entity screen appears. Select the Account Statement (Version 2) to run the Monthly statement FIG 3, AS SHOWN BELOW: FIG 3 To view more information about a specific report, hover over the name of the desired report Modify the Schedule Report: Options fields (1) Date Type: Posting Date (2) Delivery Options: System Inbox (3) Report Format: Adobe PDF (4) Number Format: XX,XXX.XX (1) (7) (5) Date Format: MM/DD/YYYY (6) Description: (a) If running a reoccurring report, enter in the name of the report and when the report will expire. (b) The PCard website allows a max of 12 reoccurring reports to schedule at a time (7) Notify Me At: Verify this is your address Click Next. FIG 5, AS SHOWN TO RIGHT: FIG 5 Pages 3 of 6

4 The Schedule Report: Frequency screen appears. This screen allows you to run a report once, daily, weekly, monthly, or by reporting cycle (if available). 6. Run Once Choose the applicable frequency options Run Once Daily Weekly Monthly 1.1 From Date: xx/27/20xx FIG To Date: xx/26/20xx FIG Schedule Offset (in days): 1 FIG 1.3 Monthly 2.1 From Day: 27 FIG To Day: 26 FIG Months to Run: 12 FIG Schedule Offset (in days): 1 FIG Click Save. FIG 7, AS SHOWN BELOW: FIG 1.1 FIG 1.2 FIG 1.3 FIG 2.1 FIG 2.3 FIG 2.2 FIG 2.4 FIG 7 Pages 4 of 6

5 Section 3: Viewing Scheduled Reports When a report has been scheduled, it appears on the Scheduled Reports screen where you can confirm the exact date and time it will run. 1. Select Account Activity > Scheduled Report. 2. Review the information about the report. Section 4: Deleting Scheduled Reports The steps explain how to delete a report that has been scheduled Select Account Activity > Scheduled Report. Click the radio box next to the appropriate report name. FIG 4.2 Click Delete icon. FIG 4.3 FIG 4.2 FIG 4.3 A delete confirmation message appears. 4. Click Ok. FIG 4.4 FIG 4.4 Pages 5 of 6

6 Section 5: Viewing Completed Reports When a report has run, it will appear in the Inbox on your Home page under Completed Reports, and on the Completed Reports screen. 1. On the Home page, click Completed Reports. FIG 5.1 FIG In the Completed Reports section, click the report name link. FIG Click Open or Save to view and save the report. Pages 6 of 6