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NSE Project End User Training. Tcard Reconciliation and Processing Lecture Session Notes October 2007 Version 2. Agenda / Contents. Business Process Overview Slide 3 Tcard Reconciliation: Slide 9 Simple transaction FBT applicable transactions Splitting Lines

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Nse project end user training

NSE Project End User Training

Tcard Reconciliation and Processing Lecture Session Notes

October 2007

Version 2


Agenda contents
Agenda / Contents

  • Business Process Overview Slide 3

  • Tcard Reconciliation: Slide 9

    • Simple transaction

    • FBT applicable transactions

    • Splitting Lines

  • Budget Checking Slide 21

  • Printing Statements Slide 22

  • Disputes Slide 24

  • Email messages Slide 27

  • Reconciliation and Checking Options Slide 28

  • Next steps Slide 32

2


Business process overview
Business Process Overview

Finance AP

Load Statements into NS Finance

If not, do I dispute the transaction?

Reconciler

Cardholder or nominated proxy

NS Finance Tcard Module

Are these my transactions?

Validate transactions

Transaction description in Comments

Business Purpose

Expense Type – account code defaults

Other chartfields

GST code – defaults

FBT calculation

Reconcile transactions

We’ll show you how to do these tasks!

Budget Check transactions

  • All transactions must be:

  • Approved or Closed

  • Valid budget check

  • Valid combination edit

At end of statement period:

Print Statement

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Nse project end user training 1336706

Business Process Overview

At end of statement period:

Print Statement

Do I need FBT Declarations or Travel Diaries?

Cheque for private use

Cardholder

Manual Step

Attach receipts etc to statement

Expenses in statement are correct

Expenses for UNSW business and within policy

Cheque attached for private use

All receipts and tax invoices attached

Travel diary where required

FBT declaration where required

Check and Sign statement

4


Nse project end user training 1336706

Approve?

Business Process Overview

Cardholder

Manual Step

This could include:

Journal entry to correct coding

Repayment of personal spend

Take statement to your supervisor or manager

Take corrective action

Check statement and receipts

Document reasons on statement

Identify transactions with issues

Cardholder Supervisor

Manual Step

N

Send statement and receipts to Finance AP in special purpose blue envelope

Y

Sign statement

5


Nse project end user training 1336706

Business Process Overview

Finance AP

Full compliance check of sample of statements

Tax audit

Signature verification

Check and file statements:

Signed?

Receipts?

Cardholder Supervisor

Manual Step

Send statement and receipts to Finance AP in special purpose blue envelope

Only send statements when fully reconciled and documented

If you cannot complete reconciliation advise aphelp@unsw.edu.au that you are holding the statement until complete

6


Due dates
Due Dates

  • Reconcile within 14 days of end of statement period

  • Statements and receipts etc must be received by Finance AP within 21 days of end of statement period

  • If not reconciled within 35 days of the end of the statement period the card will be suspended

  • If you have a problem let aphelp@unsw.edu.au know

7


Nse project end user training 1336706

Approve?

Business Process Overview

Full compliance check of sample of statements

Finance AP

Load Statements into NS Finance

Check and file statements

Reconciler

Cardholder or nominated proxy

NS Finance Tcard Module

Validate transactions

Transaction description

Business Purpose

Expense Type – account code defaults

Other chartfields

GST code – defaults

FBT calculation

Reconcile transactions

Budget Check transactions

At end of statement period:

Print Statement

Cardholder

Manual

Attach receipts etc to statement

This could include:

Journal entry to correct coding

Repayment of personal spend

Sign statement

Take corrective action

Check statement and receipts

Cardholder Supervisor

Manual

N

Document reasons on statement

Identify transactions with issues

Y

Send statement and receipts to Finance AP in special purpose blue envelope

Sign statement

8


Tcard reconciliation
Tcard Reconciliation

Menu Path:

Purchasing > Travel Card > Reconcile > Reconcile Statement

Hmm, the menu name has changed

9


Tcard reconciliation1
Tcard Reconciliation

Please ensure you select the cardholder to process by selecting the EmplID.

If you leave the employee blank you may find budget checking is very slow.

10


Tcard reconciliation2
Tcard Reconciliation

Look at this, the layout is simpler

Hmm,

these are new

Hint: Click the check box for the line you want to reconcile

Work from left to right across page for each transaction

11


Business purpose expense type
Business Purpose/Expense Type

  • Select the business purpose that best represents the transaction

  • Select the expense type

12


Line comments
Line Comments

For disputed transactions:

Include the reason for the dispute in the Line Comments

These are the same as before

Hint: the more detail you provide the better the information the system can provide

13


Distribution
Distribution

Account Code Defaults from Expense Type

We can default other chartfields

Hint: 1. Use SpeedChart to enter Fund, Dept and Project

2. Always check defaults and hit OK

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Nse project end user training 1336706
GST

GST will default based on currency and Expense Type.

This transaction is in USD and FRAO has defaulted

Even though GST defaults check that the GST is correct for the transaction

15


Nse project end user training 1336706
FBT

FBT wizard will appear for all FBT applicable expense types.

This will do the calculation, but you still need the raw information about the transaction , ie be able to answer the questions

16


Splitting lines
Splitting Lines

  • Split lines when transaction contains:

  • Multiple GST treatments such as a supermarket docket

  • Personal expenses as well as UNSW expenses

  • No need to split lines for multiple departments, funds or projects, split distribution instead

17


Splitting distributions
Splitting Distributions

  • Split distribution when transaction is to be charged to more than one combination of chartfields

  • Use + at end of line

  • Nominate number of lines to insert

  • FBT needs to be recalculated manually if distribution needs to split

    Note: all lines must have same GST code

18


Splitting distributions1
Splitting Distributions

1

2

  • Change amount or percent

  • Click + button

  • Select number of lines to insert

3

19


Splitting distributions2
Splitting Distributions

4

5

4. Check amounts

5. Enter required chartfields

20


Budget checking
Budget Checking

Status must be verified or approved

Budget check single or multiple lines

Budget check on save option

21


Printing statement
Printing Statement

Menu Path:

Purchasing > Travel Card > Reports > Print Tcard Statement

Hint: Statements can be printed at any time.

They provide a good record of transactions

22


Printing statement1
Printing Statement

  • Select cardholder

  • Select billing date of statement to print

23



Disputes1
Disputes

Remember to include reason for dispute on line comments

Transaction marked as disputed on statement

Finance AP will notify Westpac

25


Disputes2
Disputes

When a credit is received for a disputed transaction update the credit received checkbox on disputes page

Hint: to access closed transactions use Statement Status of Closed when searching for the statement

26


Email messages
Email Messages

The following emails may be issued after a certain number of days after the end of the statement period:

7 days: Reminder that transactions need to be reconciled

14 days: Reminder that reconciliation is now due

21 days: Reconciliation overdue

28 days: Suspension is now imminent – your manager gets this one!

35 days: Card suspended – your manager gets this one too!

Remember, if there is a problem with the reconciliation advise aphelp@unsw.edu.au that you are holding the statement. The 21, 28 and 35 day emails will not be sent and your card will not be suspended

27


Reconciliation checking options
Reconciliation & Checking Options

This is new!

Option 1: Reconcile and Verify

Reconciliation by cardholder or proxy

Transaction checked and verified by second person

Option 2: Full Reconciliation

Reconciliation by cardholder or proxy

No checking prior to statement print

This what we are doing now

28


Reconciliation checking options1
Reconciliation & Checking Options

Option 1: Reconcile and Verify

Reconciler – cardholder or proxy

Checker

Verified

Valid

Approved

Staged

Verified

Reconcile transactions

Budget Check transactions

Check or verify transactions

This is the new option!

To change to this option contact aphelp@unsw.edu.au

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Nse project end user training 1336706

Reconciliation & Checking Options

Option 2: Full Reconciliation

Reconciler – cardholder or proxy

Approved

Valid

Approved

Staged

Budget Check transactions

Reconcile transactions

This will continue until you tell us otherwise

30


Sending statements to finance ap
Sending Statements to Finance AP

  • Use the blue envelope

  • If you cannot finalise a statement please contact aphelp@unsw.edu.au or extension 53356 and they will record that you are holding the statement

31


Next steps
Next Steps

  • Undertake Tcard UPK course - now available

  • Classroom courses now available if you feel you need more training

  • NS Finance has now been updated

  • All card transactions will be processed the new way

  • November statement is the first to be sent to Finance (in early December)

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