This procedure outlines the process to complete a P-Card reconciliation by the Accounts Payable unit.

FASS Agent Step-by-step guide

AiM

Log in to AiM
Print out the AiM PCard Reconciliation report and cross-reference with expense reports in Concur:
1. Select Accounts Payable
2. Select Report Listing
3. Select PCard Reconciliation report
4. Print report
Review report for discrepancies (examples include: wrong PCard, PCard assigned for DuckDepot order)
IF a discrepancy is found in the report:
1. Select the PO to confirm the discrepancy.
  1. If it is a PCard assigned for a DuckDepot order notify the Accounts Payable Specialist who reconciles DuckDepot transactions
  2. If the wrong PCard is assigned it is corrected in the Purchase Order Invoice step
Keep AiM open

Concur

Log into Concur
Top menu - select Open Reports to show all active expense reports listed by credit card number and statement period
Select the desired report to open the Expense Tab
Match the information listed (quantity, dollar amount, vendor information, date of purchase) on the expense report in Concur to the line item on the PCard Reconciliation report
1. IF a discrepancy is found above it is corrected in the Purchase Order Invoice step
Enter the Index that corresponds to the unit the order was placed with
1. Z0SSPC
2. RXNRG
Enter the Account Code
1. Z0SSPC and RXNRG = 65199
2. Note: account code 65199 does not apply if AiM was not used to process the transaction
Repeat and save each Expense Report line item

AiM

Return to AiM homepage
Select Purchasing
Select Purchase Order
Enter Purchase Order number in the PO code field and pull up the Purchase Order that corresponds to the PO listed on the PCard Reconciliation Report
Select View Finder to verify each line item in the PO has been disbursed
Select Disbursed to match line item dollar amounts to the PCard Reconciliation Report
Return to the Purchase Order
Select Purchase Order Invoice
Enter following in the description box from the Concur Expense Report
1. Vendor name
Enter PO number in the Invoice Number field
1. Enter letter after PO number for multiple line items
Enter posting date from Concur Expense Report in the Invoice Date field
Fixing PO Discrepancies in POI
1. Update the PCard information for each incorrectly assigned Line Item in the POI:
  1. Select the Line Item
  2. Select the query icon in the External Reference Code field
  3. This will list all active P-cards cards – select the Visa card associated with the credit card statement
2. 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
3. NOTE: Do not adjust the original PO
Select User Defined Field
Enter last 8 digits of the Concur Report ID number in the Banner Doc Num field
Select Done
Update status to Paid and Save POI
Repeat above steps for each line item in the PCard Reconciliation Report
Keep AiM Open and return to Concur Expense Report
Repeat process until each expense in the expense report has been processed in Concur
Once the expense report is complete, Select Submit Report
A final review prompt will appear - select Accept
1. Concur will require review by a budget authority – enter the name of the designated budget authority
Submit report for final review

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