Accounts Payable P-Card Reconciliation (AiM)

Owned by Sara Yilmaz
Last updated: Aug 04, 2022Version comment
3 min read

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

FASS Agent Step-by-step guide

AiM

  1. Log in to AiM
  2. 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
  3. Review report for discrepancies (examples include: wrong PCard, PCard assigned for DuckDepot order)
  4. 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
  5. Keep AiM open

Concur

  1. Log into Concur
  2. Top menu - select Open Reports to show all active expense reports listed by credit card number and statement period
  3. Select the desired report to open the Expense Tab
  4. 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
  5. Enter the Index that corresponds to the unit the order was placed with
    1. Z0SSPC
    2. RXNRG
  6. 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
  7. Repeat and save each Expense Report line item

AiM

  1. Return to AiM homepage

  2. Select Purchasing

  3. Select Purchase Order
  4. 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
  5. Select View Finder to verify each line item in the PO has been disbursed
  6. Select Disbursed to match line item dollar amounts to the PCard Reconciliation Report 

  7. Return to the Purchase Order
  8. Select Purchase Order Invoice
  9. Enter following in the description box from the Concur Expense Report
    1. Vendor name
  10. Enter PO number in the Invoice Number field
    1. Enter letter after PO number for multiple line items
  11. Enter posting date from Concur Expense Report in the Invoice Date field

  12. 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
  13. Select User Defined Field
  14. Enter last 8 digits of the Concur Report ID number in the Banner Doc Num field
  15. Select Done
  16. Update status to Paid and Save POI
  17. Repeat above steps for each line item in the PCard Reconciliation Report 
  18. Keep AiM Open and return to Concur Expense Report
  19. Repeat process until each expense in the expense report has been processed in Concur
  20. Once the expense report is complete, Select Submit Report
  21. 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
  22. Submit report for final review