This article outlines the procedures for DuckDepot P-Card reconciliation.

FASS Agent Step-by-step guide

Definitions

SQ Number (SQXXXXXXXX) - Purchase Order Number assigned by DuckDepot

D Number (D00XXXXX) - The letter D plus the last seven numbers from the SQ Number, this is what is entered in AiM

DuckDepot credit card statements are made available online through US Bank on the 26^th of every month. Accounts Payable Specialist prints out report for the reconciliation process.
AiM: Print out the AiM PCard Reconciliation report list corresponding to the DuckDepot card being reconciled.
1. Log on to Aim
2. From the home page – select Accounts Payable (left-hand menu)
  - Select Report listing
  - Select PCard Reconciliation Report to load the information report
3. Print out the report
Match each line item on the credit card statement to its corresponding line item on the AiM PCard Reconciliation report, this is done by matching the SQXXXXXXXX or PO numbers
- Note: PO numbers in AiM are SQ numbers for DuckDepot transactions
- If amounts do not match, this discrepancy refer to the Fixing PO Discrepancies in POI section
At this point, a Purchase Order Invoice transaction must be created to track payments made in AiM
AiM: Return to the PCard Reconciliation report
Log on to Aim
From the home page – select Accounts Payable (left-hand menu)
- Select Report listing
- Select PCard Reconciliation Report
Select the desired Purchase Order (PO) number in the report to load the specific PO Page
Select Purchase Order Invoice
1. This will load a Purchase Order Invoice transaction (UPDATE SCREENSHOT)
Enter the vendor the POI description box
Enter the D00XXXXX number in the Invoice Number field
1. Add alpha characters at end if D00XXXXX has already been used on a prior POI
Enter the date of the DuckDepot transaction (this can be found on the USBank credit card statement)
Confirm the DuckDepot card is correct in each Line Item in the POI
1. Select the Line Item
2. The DuckDepot card number can be found in the External Reference Code field
Select Done to update the Line Item and return to the POI
Repeat the above step for each Line Item in the POI
Return to the POI
Select User Defined Fields
1. Fill in the Banner Doc Num UDF with D00XXXXX
2. Select Done
Select the query icon on the Status bar
1. Select Approved
Save the PO Invoice
Select the query icon on the Status bar
1. Select Paid
Save the PO Invoice
Repeat procedure until the entire statement has been reconciled and all DuckDepot PO’s have been matched.

Fixing PO Discrepancies in POI

Price or quantity discrepancy

Compare AiM PO, DuckDepot PO, and bank statement to determine the cause of the discrepancy
Make unit price or invoiced quantity change in the POI Line Items
Adjust line item to match actual quantity and price
1. Select the desired Line Item
2. Adjust the quantity or price to match what is listed in the Concur Expense Report
3. Select Refresh Button
4. Select Done to return to the POI

Card discrepancy

Select the Line Item in the POI
The card number can be found in the External Reference Code field
1. Select the query icon next to the External Reference Code field
2. This will list all active P-cards and DuckDepot cards
3. Select the DuckDepot card associated with the credit card statement
Select Done to update the Line Item and return to the POI
Repeat the above step for each Line Item in the POI
1. NOTE: Do not adjust original PO

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