Module: Invoice Processing Topic: Invoice Processing Purchase Card Statements APC Purchase Card Statement Munis Version 11.1 How to Reconcile a Purchase Card Statement For Cardholders and Approvers Objective This document describes the steps taken to reconcile a Purchase Card Statement in the Munis system. It is intended for a basic Munis user that is responsible for reconciliation and/or approval of purchase card transactions and statements in the Munis system. Overview Approval/Reconciliation of Purchase Card Transactions in Munis allows your organization to track and evaluate purchases made with the purchase card. Prerequisites Before you can successfully use this feature, you must ensure that the necessary settings and codes are in place. If settings and codes are not set up, or not set up correctly, you may need to contact your Munis system administrator or department manager to have them updated or added into the Munis system. Page 1 of 12 Updated 02/15/2016
Field Descriptions Procedure For Cardholders --To approve/reconcile a purchase card statement: 1. Open the Purchase Card Statements. Click your Tyler Menu Financials > Accounts Payable > Invoice Processing > Purchase Card Statements U Updated 02/15/2016 Page 2 of 12
2. Once you select Purchasing Card Statements, The screen below will open. 3. Click Search. (Using browse will show you all of the card statements that you have the ability to view in an excel type format, highlight the statement you are going to reconcile and Click Accept.) Using Search, you can narrow the statements that come up by the search criteria you enter. Using a status of New will allow you to pull up only statements that have not yet been Reconciled and Released. Once the Search criteria is entered Click Accept different statements.. You can use the arrows at the bottom of the screen to flip through Page 3 of 12
4. After you choose the statement you are reconciling, under the Transactions Box, Double Click OR Highlight and Click Accept the transaction you wish to review. You must open each transaction to reconcile / approve prior to release of the statement into approval workflow. 4. Verify/Review the transaction information including the vendor (non-editable), Charge Description, etc. BE SURE TO UPDATE THE CHARGE DESCRIPTION WITH A MEANINGFUL DESCRIPTION OF THE PURCHASE. Click Update and then click in the field you wish to edit, if you click the Tab key you will be taken to the next editable field. 5. Input the commodity code as it relates to the purchase (You can Type in the 3-digit code or select a 5- digit). If you purchased multiple commodities during the transaction use the commodity code of the item that the majority of the funds were spent on in the transaction. Type in your commodity code or use the ellipsis key to select (If you use the ellipsis remember to click accept once you select the commodity code that best describes your transaction.). Input of the 3-digit Commodity Code is REQUIRED. Page 4 of 12
6. The Transaction Amount will prepopulate with the TOTAL amount of your invoice (including tax, etc.). 7. Complete the Sales Tax Amount, IF YOU PAID SALES TAX ON YOUR PURCHASE. 8. Pre-Tax Subtotal will prefill once the Sales Tax line has been completed. 9. Complete the Use Tax Amount, IF THE ITEMS PURCHASED WERE TAXABLE BUT YOU DID NOT PAY SALES TAX ON YOUR PURCHASE. (No more typing in USE). To do so Click Update Use Tax on the ribbon: Choose your Use Tax Group and Tab Forward and all fields will prepopulate. Then Click Accept to return to the transaction information Page 5 of 12
10. Allocation Code, Contract, PO Year/number/line, Work Order, Work Order task, and Document number are NOT being used at this time. 11. Under Allocations: Be sure to change the account allocation, as p-card transactions come into a default p- card account. If you need to separate your purchase between several accounts once you complete the first account allocation tab to the next line to enter your next account and amount. Continue as needed. 12. Click Accept to save your update to your transaction information. You will now need to upload your Pcard transaction documentation next. This includes sales receipt, invoices, packing slips, billing statement, quotes (as required by HCPR). 13. To Load P-Card Transaction documentation, Click on Attachments button on the Tyler ribbon (While in the transaction). The Document Mappings Box will pop-up. Page 6 of 12
14. Select Purchase Card Transaction from the Document Mapping Pop up Box. 15. Select View Documents. TCM will open. I. Select NEW on the Tyler TCM Ribbon II. Choose to SCAN (if you are scanning items in) or IMPORT (if you are importing a document you have already saved on your computer). i. To SCAN, Choose the SCAN icon on the Tyler TCM Ribbon>Select your scanner from the Scanner Settings Dialog Box >Load documents in scanner> Click OK>Follow on Screen Prompts>Once SCAN has completed select SAVE on Tyler TCM Ribbon. ii. To IMPORT: Select NEW>IMPORT>Select file on your computer that you wish to attach to the transaction> Click Open> Once complete Click SAVE on the Tyler TCM Ribbon. III. *Upload of related transaction documents is required regardless of the dollar amount.* IV. Once ALL documentation is saved in TCM Click Close Viewer. 16. You will now return to the Transaction where you added your attachment. Once you are sure all updates to the transaction are complete and all documentation has been attached to the transaction in TCM, Click Return. It will bring you back to the initial screen where you saw all of the transactions against the purchasing card for this statement. Begin the same process for all other transactions on this statement. If there are not any other transactions to reconcile/approve for the purchase card, Click RELEASE. *You have now released the Purchase Card Page 7 of 12
Statement into workflow for further approval. A workflow notification will be sent to the next purchase card approver who must manually approve the purchase card statement.* 17. To see where your transaction is in workflow. Click Approvers after the transaction has been released to see where your workflow 16. Once you Click Approvers a list of workflow approvers will pop-up showing you who has already approved your statement and who needs to approve your statement next. Page 8 of 12
For Approvers --To approve a purchase card statement: You will see a notification on your Munis Dashboard. You can click on that notification to get you to your approval screen for that statement or you can open the Purchase Card Statements from your Tyler Menu. Page 9 of 12
A. Click on MY APPROVALS on the bottom left of your Purchasing Card Statement Screen. B. Once you Click MY APPROVALS, you will see APPROVE, REJECT, FORWARD and HOLD light up. C. Click Transactions at the top of the Screen to view each transactions information and the transaction screen will pop-up and allow you to flip between transactions using the arrows at the bottom of the screen. Page 10 of 12
D. You can Click Attachments on the Tyler Ribbon to view all attachments associated with the transaction you are reviewing. Highlight Purchase Card Transaction from the Document Mappings Box and Click View Documents. This will show you all documents that have been attached to the transaction. If there are multiple documents associated with the transaction. Double Click on each attachment listed in the Documents box on the right hand side of the screen. E. After reviewing the attachments Click Close Viewer to return to the transaction information. F. Once you are finished reviewing the transaction, Click Return to return to the statement. Page 11 of 12
G. Begin the same process for all other transactions on this statement. H. Once the statement review is complete. Select the action which you wish to take at the bottom of the screen [APPROVE, REJECT, FORWARD, HOLD]. This will move the statement to the next reviewer in workflow. *If you Reject a PCard statement/transaction, the user that released it for approval will receive an email notification in their outlook inbox.* Results The purchase card statement is now Released and/or Approved by users in the workflow. Once all approvals are complete and the statement is Posted, you will be able to view transactions by vendor. Status Change Purchase card statements awaiting approval are set to a status of 6 Released. Approved purchase card statements have a status of 8 Approved. GL Impact The money for the chosen accounts is encumbered, decreasing the available budget for the entered accounts. Other Munis Modules Impact Once the purchase card statement is completed, approved, and posted, you can reference the transactions in the Purchasing module. What s Next? Released purchase card transactions require workflow approval. Approved purchase card statements will be Posted by Finance. Page 12 of 12