Business Process Procedure
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- Tamsyn Hart
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1 Purpose Use this procedure to reconcile P-Card charges. Trigger Perform this procedure when P-Card purchases have been incurred and need to be reconciled. Prerequisites There must be P-Card charges that need to be reconciled. Menu Path Use the following menu path(s) to begin this transaction: Universal Work List Transaction Code UWL Helpful Hints xxxx within a document represents a variable which may consist of a name, number, etc. In the field description tables, R indicates the action is required, O indicates the action is optional, and C indicates the action is conditional. The following notes maybe used throughout this work instruction: 1/21
2 2/21
3 Procedure 1. Start the transaction using the menu path or transaction code. Upcoming Dates - SAP NetWeaver Portal - Windows Internet Explo - \\Remote 2. tab to view the Universal Work List and reconcile the P-Card charges. 3/21
4 Universal Worklist - SAP NetWeaver Portal - Windows Internet E - \\Remote 3. reconiliation proecss. link label to open the document and begin the Rember to refresh your UWL to see your most current tasks. 4/21
5 SAP - \\Remote 4. document number link in the Doc. Number text box to open the Document. Approver Preview: First Approver is the Reconciler. Second Approver is the Approving Official. 5/21
6 SAP NetWeaver Portal - Windows Internet Explorer provided by C - \\Remote 5. Click in the Posting Date field and enter the current date. For example type 07/19/2013. Note: This is the Vendor number for the P-Card Reconciler. This is the number that links the PCard charges to the cardholder. 6/21
7 SAP NetWeaver Portal - Windows Internet Explorer provided by C - \\Remote 6. Click on the G/L acct field and type the G/L acct number of the funding line. For example type Note: The "Parked Vendor Invoice/Credit Memo" is the record of the P-Card transaction. It is on this document that the P-Card reconciler will add information for the funding and description of the items purchased in order to reconcile the charge in SAP. This message is a warning. You are able to determine that the message is a warning because of the "yellow" color of the icon. This message will not stop you from continuing the reconciliation process, it is only a warning. 7/21
8 SAP NetWeaver Portal - Windows Internet Explorer provided by C - \\Remote 7. Fund and Func Area must be updated with the funding information that the transaction will be charged against. The Cost Center field can only be opened once the G/L acct, Fund and Func. Area fields are changed. Note: The system may require that you press the enter key twice to prompt the account change box. 8/21
9 Information - \\Remote 8. button to continue and enable the additional account assignment fields. SAP NetWeaver Portal - Windows Internet Explorer provided by C - \\Remote 9. As required, complete/review the following fields: Field R/O/C Description 9/21
10 Field Cost Center R/O/C R Description An area of responsibility for capturing costs. Example: 18 The Cost Center field is open, availalble for edit, when the shade of the field has changed from blue to white. SAP NetWeaver Portal - Windows Internet Explorer provided by C - \\Remote 10. button to view additional options. 10/21
11 Desktop 11. link to view/update the P-Card Line Item Details text. Texts in Accounting Document - \\Remote 12. Double-click the item to open the Change P-Card Line Item Detail window. 11/21
12 SAP NetWeaver Portal - Windows Internet Explorer provided by C - \\Remote 13. button to return to the Text in Accounting Document screen. The Line Item information comes from the merchant. Not all merchants provide this information. If there is no text you must type the description of what was purchased in the text lines. 12/21
13 Texts in Accounting Document - \\Remote 14. button to accept the changes and return to the Edit Parked Vendor Invoice/Credit Memo screen. 13/21
14 SAP NetWeaver Portal - Windows Internet Explorer provided by C - \\Remote 15. button to open and view the Objects menu. Desktop 16. Card document. in the menu path Create > Create Atatchment to attach a document to this P- 14/21
15 Import file - \\Remote 17. Select the file that needs to be attached. For example, select the file. Once the file has been selected click the Open button to return to the Edit Parked Vendor Invoice/Credit Memo screen. 15/21
16 SAP NetWeaver Portal - Windows Internet Explorer provided by C - \\Remote 18. button to accept the information entered. It may be necessary to click the "save as completed" button several times to proceed. Note: Invoice transactions are P-Card Charges and Credit Memo transactions are credits/adjustments from the bank. Both of these transactions should be processed the same way. 16/21
17 SAP - \\Remote 19. button to approve and send to the Second Approver (Approving Official). Reconciler can type comments to the Approving Official in this section. The P-Card Reconciler should never Reject a P-Card transaction. 17/21
18 SAP NetWeaver Portal - Windows Internet Explorer provided by C - \\Remote 20. button to close the window and return to the Universal Work List. 18/21
19 Universal Worklist - SAP NetWeaver Portal - Windows Internet E - \\Remote 21. button to refresh the items. 19/21
20 Universal Worklist - SAP NetWeaver Portal - Windows Internet E - \\Remote 22. Note: The transaction that was just processed will no longer be in the list because it has now moved to the PCard 2nd level approver. 20/21
21 Result You have successfully reconciled your P-Card transaction. 21/21
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