UsBank - Reconciliation Process

Transcription

1 UsBank - Reconciliation Process The cardholder is required to reconcile their account activity each billing cycle. The cardholder must reconcile and approve purchases through the U.S. Bank Access Online Transaction Approval Process. Its functionality streamlines the reconciliation process and reduces posting errors. Below are step-by-step instructions on how to complete the reconciliation process. (Logon to Allocate and Approve your Transactions (steps 1 to 6) Select Transaction Management. 1 You may also select an account from the Account Activity box. Click the Transaction List link. From the Billing Cycle Close Date drop down menu select a Cycle Close Date, Open or All to display your transactions. Your transactions will display below. 4 5 To view the transaction detail tabs click on the Approval Status or Trans Date linked item. Allocate your transaction to the appropriate Index and Account code from the Allocations tab. Add the business expense to the Comments tab. Approve your transaction from the Summary tab. You MUST add Comments in the Comments tab for each transaction; it is required when you run the Transaction Detail Report that is submitted with your paperwork to your Business Rep.

2 6 You will be prompted to select an Approver, if you are selecting an Approver for the first time, you will need to utilize the search feature to select your Approver. Leave the LastName and FirstName fields blank, and click the Search button. *The search feature will provide a list of Approvers assigned to your account. After forwarding your transaction to your Approver,your transaction approval status displays Approved. At this point, you can Pull Back your transaction to edit or change as long as your Approver has not approved, rejected, or modified the transaction. Once your Approver approves your transaction, the approval status displays Final Approved.

3 Run a Transaction Detail Report (steps 7 to 11) 7 Click Reporting on the left navigation menu then click 1. Financial Management. Transaction Detail 8 Click the Run Report button to view report 9 In the Date section, choose Cycle Close Date Range and enter the billing cycle dates. In the Transactions Included section, select the Approval Status option and choose ALL to display all activity for the billing cycle. BILLING CYCLE DATES Dec. 7, 011 Jan. 5, 01 Jan. 6, 01 Feb. 7, 01 Feb. 8, 01 March 6, 01 March 7, 01 April 5, 01 April 6, 01 May 5, 01 May 8, 01 June 5, 01 June 6, 01 July 5, 01 July 6, 01 August 7, 01 Sept. 8, 01 Oct. 5, 01 Oct. 6, 01 Nov. 6, 01 Nov. 7, 01 Dec. 6, 01 Note: when the billing cycle date starts or ends on a weekend or a holiday, use the next business date. Note: Do not edit the other parameter fields. 10 In the Additional Detail section, check both options. Display Transaction Comments option to include the comments. This will ensure your comments will display on your report. Click on Run Report 11 Display Allocation Detail to include the Index & Account information. This will ensure your allocation details will display on your report. 4

4 Report Result Transaction date Allocation details Transaction amount Transaction status This is the Comment section that is associated with each allocated transaction. Reconciling for the Purchasing Cards: Forward your Card Reconciliation Form, printed transaction detail report with comments, all original receipts and supporting documentation to your Business Rep for signature and review. All above documentation is to be stored by your Business Rep. and may be requested/reviewed for audit purposes. Reconciling for the Travel Cards: Forward your Card Reconciliation Form, printed transaction detail report with comments, all original receipts and supporting documentation to your Business Rep for signature and review. Submit all above documentation to Regina Beatty, AP Manager. For questions or inquiries call Ext. 855 Note: Failure to provide proper documentation constitutes as a violation against the Cardholder and is deemed as potential misuse/abuse and the card will be suspended. 5

5 Dispute a Transaction You can use Access Online to dispute a transaction, including selecting a reason for the dispute.you can also cancel a disputed transaction as long as the disputed transaction is unresolved. (Logon to 1 Enter PaceU Click Login Enter your user id. Enter your password. You may also select an account from the Account Activity box. Select Transaction Management, then Transaction List Click the transaction date link for the transaction you want to dispute. The Transaction Management: Transaction Detail screen displays with the Summary tab open. 4 Click the Dispute button. The Transaction Management: Select a Dispute Reason screen displays. 6

6 5 Select the radio button for the appropriate dispute reason. Click the Select button. Tip! Read the explanation under each dispute reason until you find the one that is most appropriate for your dispute. The Additional Items Required column tells you what additional information you will need to provide when you submit your dispute request. These requirements are based on Visa and MasterCard dispute rules. Verify or type your name in the Requestor Name field. 6 Type your phone number in the Requestor Phone Number field. In the Comments box, enter additional comments to explain why you are disputing the charge. Click the Continue button. The Transaction Management: Dispute Reason screen displays with a message at the top confirming that your request has been completed. Follow the instructions on the screen to print, sign and fax or mail this form to UsBank. Tip! Disputed transactions display with a D icon to indicate that they were disputed. The D icon remains even after the dispute has been resolved or cancelled. 7

7 To cancel a disputed transaction, navigate to the transaction list. 1 Click the transaction date link for the transaction you want to dispute. The Transaction Management: Transaction Detail screen displays with the Summary tab open Review the dispute detail and make sure the Dispute Status is Unresolved. Click the Cancel Dispute button. A confirmation message displays. Type comments in the Cancellation Comments field. Click the Yes, Cancel Dispute button. You return to the Transaction Management: Transaction Detail screen with the Summary tab open. Tip! If you need to, you can re-dispute the transaction by repeating the Dispute a Transaction steps. 8