Reconcile Transactions

The Reconciler or the assigned Delegate can reconcile transactions in the P-Card Web Solution™ (P-Card Software). Transactions must be reconciled even if the amount charged is incorrect, items have not been received, or transaction is fraudulent. Transactions should be reconciled within seven (7) business days, according to best businesses practices.  See OBFS Policies and Procedures (BFPP) Manual, Section 7.6 - The University Purchasing Card (P-Card) for reconciliation requirements. Noncompliant transactions must be reported to the Department Card Manager (DCM) and UPAY Card Services. 

1. Log in to the P-Card Software.


2. Select Reconcile from the Reconciler menu.


3. Select a transaction by clicking the underlined characters in the Order column.
   OR
   A list of names will appear if multiple Cardholders have transactions to reconcile. Select a Cardholder from the list then select a transaction by clicking the underlined characters in the Order column.

4. Click the Modify This Transaction button.


5. Delete any information that auto populates in the Log No field.


6. Click the Order Load/Find button.


7. Click the Load icon that corresponds to the Order Log for the transaction.


8. Verify transaction details with the receipt and update fields and/or Comments as needed.
   
   NOTE: If the total amount posted does not match the receipt, use step 2 from the Miscellaneous Information Section (below) to update the record before completing the reconciliation. Use the TAB key to navigate through the fields.

• Qty (Quantity) - Default is "1" or the total number of specific items purchased. 
• Unit Price - Cost of each item or total amount of order if Quantity is “1”.
• Item Amt (Amount) – Auto calculated total of Unit Price times Quantity.
• Item Description - Details of the commodity or authorized service purchased, including business purpose.
• Expense Start – Enter start date for commodities or authorized services (such as memberships, shipped date, subscriptions and conference registration) that require accrual or deferral expense tracking, determined by Account Code used.
• Expense End – End date is required if expense start date is entered.
• FOAP – Allocation/accounting segment for the expense. To make changes, see the Change the FOAPAL section below. 
• Del (Delete) – The X button deletes the corresponding line item.
• Comments – Additional details or notes about the expense.

9. Select the Yes option next to Reconciled? below the Transaction Status section.
   
   
   • OPTIONAL: Disputed? For internal use only– Selecting Yes allows the transaction to remain in the Reconciler’s queue, after it has been reconciled, to enter follow-up information. It does not dispute a transaction with the bank.


10. Click the Save Changes on This Transaction button.
    
    
    • OPTIONAL: Report – Click the Report button to generate either the Summary or Full Details Transaction Report of all charges in the reconciliation queue.
11. Select another transaction and complete steps 2-10
    OR
    Click the Done button to finalize the reconciliation process for that Cardholder.
    
    IMPORTANT: The reconciliation process is incomplete until the Done button is clicked and the following message appears: "All transactions processed successfully, reconciliation complete!"


12. Repeat steps 2-11 until all transactions have been reconciled and the Reconciler queue is empty.


13. Select Log Off from the File menu.

Change the FOAPAL (C-FOAPAL – Chart, Fund, Org, Account, Program, Activity & Location)

• Click the button under the No column (next to Qty).
• Make the necessary changes to the segments.
• To split order cost between accounts, click Add a FOAPAL.
• Click the Save Changes On This Item button.

Miscellaneous Information Section

Reuse Order Log

Use this function if items are shipped separately resulting in multiple transactions, but only one Order Log is created for the purchase.

• Complete steps 1-7 of Reconcile Transactions process.
• Update the Unit Price to match the Total Charge for the transaction posted, or if multiple line items are listed, delete the line(s) that does not apply to the transaction being reconciled. The Target field must match amount in the Total Charge field and the Unallocated field should equal "0".
• Select the No option next to Order Complete? which allows an Order Log to be used for multiple transactions.
• In the Comments field, add notes explaining there are multiple transactions for a single order. 
• Mark Yes for Reconcile? and click the Save Changes On This Transaction button. 
• Repeat this process until the last transaction for the order has been processed, then select the Yes option next to Order Complete? to stop reusing the Order Log.

Please contact UPAY Card Services for additional assistance.

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Last Updated: May 1, 2019