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Pro Card Review. Welcome to Training!. Why PeopleSoft? PeopleSoft will help UTEP to grow. What’s Your Part? We need your skills and expertise in order to utilize PeopleSoft. It’s a vehicle and you’re the driver! Over time you will build your own history with PeopleSoft.

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Presentation Transcript
welcome to training
Welcome to Training!
  • Why PeopleSoft?
    • PeopleSoft will help UTEP to grow.
  • What’s Your Part?
    • We need your skills and expertise in order to utilize PeopleSoft. It’s a vehicle and you’re the driver!
    • Over time you will build your own history with PeopleSoft.
  • What to Know About Training?
    • Training is an investment in your professional growth.
    • Be open to change
setting expectations
Setting Expectations
  • Only core functionality will be available at go-live.
  • We’re starting with limited workflow—we’ll be using processes outside of PeopleSoft for certain HR & Financial transactions.
  • We’ll have to work through the kinks—some functionality may not work smoothly right at implementation.
  • We’ll have to be patient—we’ll need additional time to process and enter transactions in the beginning.
  • We will be using a PeopleSoft simulation environment during training.
what can you do
What Can You Do?
  • Feel free to ask questions and take notes.
  • Contact the Help Desk if you encounter a glitch or forget how to complete a transaction.
  • Revisit the training webpage to review training materials and videos.
  • Become your office’s “Go-To” person. Be willing to offer your help.
  • Attend our Go-Live Work Sessions—open lab time you can use to process live documents/transactions.
define peoplesoft account conversion
Define-PeopleSoft Account Conversion

Found at:PeopleSoft.Utep.edu

terminology
Terminology
  • “VP7” (Voucher Payment Pro-Card) is now “Pro-Card” in PeopleSoft.
  • Pro-Card Holder – Individual who’s name appears on the credit card.
  • Pro-Card Reconciler – Individual that reviews and processes the paperwork to proceed with payment also known as “Proxy” in PeopleSoft.
  • Pro-Card Reviewer – The individual with signature authority. The final approver in the workflow process.
roles responsibilities
Roles & Responsibilities
  • Pro-Card Holder and/ or Account Reconciler (Proxy):
    • Opens billing statement
    • Review transactions and verify accuracy
    • Review funding source (Budget PeopleSoft)
    • Review disputes (if applicable).
  • Pro-Card Reviewer (Final Approver):
    • Opens statement & reviews items verified by reconciler
    • Approves Pro-Card transactions
navigation to reconcile review
Navigation to Reconcile/Review

Main Menu> Purchasing> Procurement Cards> Reconcile> Reconcile Statement

pro card reconciliation process
Pro-Card Reconciliation Process

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  • Select the Accounts Payable-Procard Recon role.
  • Enter the Employee ID.
    • Search employees by clicking the .
  • Select the Card Issuer.
  • Click Search.

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pro card reconciliation process1
Pro-Card Reconciliation Process

Click on to expand the screen.

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pro card reconciliation process2
Pro-Card Reconciliation Process

Clicking allows you to add comments to the corresponding transaction.

Verify the Budget Status is Validand does not require further action.

Click on the to view the Account Distribution page.

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pro card reconciliation process3
Pro-Card Reconciliation Process
  • The Account Distribution page allows you to:
    • Pay out of a different funding source.
    • Add additional funding sources.
    • Correct errors.
  • Click on the to add distribution lines.

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pro card reconciliation process4
Pro-Card Reconciliation Process

Click to change default SpeedChart

Distribute by percent/amount within each line.

Click to select accounts.

Click on the to select the appropriate chart fields for Line 2.

Click Refresh.

Click OK.

Note: For Grants Travel, verify or enter information for PC Business Unit, Project, and Activity fields. DO NOT include Cost Center.

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pro card reconciliation process5
Pro-Card Reconciliation Process

Notice how the Budget Status reads Not Chk’d.

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pro card reconciliation process6
Pro-Card Reconciliation Process
  • Click Validate Budget.
    • The Budget Status changes to Valid.

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pro card reconciliation process7
Pro-Card Reconciliation Process
  • Enter a brief Description about the item or service.
  • Any amount that is incorrect can be entered in the Dispute Amount column.
    • The Dispute Amount is the difference between the statement amount and the actual amount.

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pro card reconciliation process8
Pro-Card Reconciliation Process
  • Click Select All to select all transaction lines.
  • Click Verify.
    • Select each line to verify a line at a time.

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pro card review process
Pro-Card Review Process

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  • Select the Accounts Payable-Procard Review role.
  • Enter the Employee ID.
    • Search employees by clicking the .
  • Select the Card Issuerfrom the drop-down menu.
  • Click Search.

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pro card review process1
Pro-Card Review Process

Click on to expand the screen.

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pro card review process2
Pro-Card Review Process
  • Click Select All to select all transaction lines.
  • Click Approve.
    • Select each line to approve a line at a time.

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pro card upk scenarios
Pro-Card UPK Scenarios
  • Pro-Card Holder and/ or Reconciler:
    • Review transaction, funding source, and a dispute.
    • Pro-Card Reviewer:
    • Review and approve Pro-Card transactions.
references
References
  • Additional information and resources can be found on the PeopleSoft website.
    • Job Aids
    • Power Point slides
    • Quick Guides
    • Crosswalk
    • UPKs

PeopleSoft.utep.edu