HOW TO IMPROVE PCARD REPORTING October 27, 2014

AGENDA o Introductions o Mini-Group Discussion What kind of PCard questions are you trying to answer?  During Reconcile/Approval process?  From Leadership?  Etc. o Whole Group Discussion Discuss questions and criteria o Report Demonstration How does the report help answer your questions?

QUESTIONS YOU ARE TRYING TO ANSWER What transactions did a cardholder have last month? What transactions did all of my cardholders have last month? What transactions are still in staged/verified status? Have users filled in their public purpose/description? What Department ID/Account are closed transactions on?

ALL OF THESE QUESTIONS CAN BE ANSWERED BY THE NEW PCARD REPORT IN ENTERPRISE REPORTING! Data is pushed to Enterprise Reporting’s Data Warehouse every night so the data is one day old New report is a work in progress and will be adjusted as needed to fit the user’s needs  As the report goes live, please help by validating the data against the information in PeopleSoft Financials. o We’ve evaluated the data and it looks good but you know your PCards and Department ID’s so please let us know if anything looks incorrect Data reflects what is currently (as of yesterday) listed in the PCard module in PeopleSoft Financials.  Closed Transactions won’t change  Staged or Verified can still change

PROMPTS FOR NEW REPORT Billing Dates are required The other fields are optional

ENTERING IN THE PROMPTS ON THE REPORT Let’s say I want to run a report for all the cardholder’s on a particular Department ID for September through the most recent Billing Date in October. Here’s how the prompts would look:

RUNNING THE REPORT Once you’ve entered the prompts that you want to search by, click “Run Query.”

THE REPORT TABS All the Tabs show all of the data returned based on the criteria selected. Each one has its own way of sub-totaling:  Acct Class Summary – Grouped and sub-totaled by Acct Class  Acct Code Summary – Grouped and sub-totaled by Acct Code  Employee Summary – Grouped and sub-totaled by Cardholder  Merchant Summary – Grouped and sub-totaled by Merchant  Raw Data – All data (with some extra columns (fields) compared to summary tabs) but not sub-totaled.

THE REPORT FIELDS All the fields listed below are contained on the raw data tab (with most of them being on the summary tabs as well): Are there other fields that would be useful? Let us know by sending an to Report FieldsPeopleSoft Financials Fields Acct CdAccount Trans Amt (Includes Sls Tax)Billing Amount Date Bank Billed NAUBilling Date Budget Hdr StatusBudget Status DeptidDept Description EmplidEmpl ID Fund CdFund PCARD MerchantMerchant Acct ClNot found in PCard Module Acctg PeriodNot found in PCard Module FY Based on Bill DateNot found in PCard Module Potential Use Tax (Trans Amt x 5.6%)Not found in PCard Module Total AmtNot found in PCard Module EmployeeName Date Bank Charged PCARDPosted Date Program CdProgram Project IDProject Public Purpose Sls Tax Amt (in the Trans Amt)Sales Tax PCARD StatusStatus Date PCARD usedTrans Date Trans NbrTransaction Number Use Tax AmtUse Tax

THE REPORT FIELDS - CONTINUED Important Notes  Field names on the report will most likely by adjusted to better match the field names found in the PCard module in PeopleSoft Financials  Public Purpose – data is not yet being pulled in but will be shortly  Trans Amt – Is really Billing Amount from PeopleSoft Financials since that is in US Dollars. Transaction Amount from PeopleSoft Financials is listed in whatever currency the transaction was charged in: Pesos, Yen, etc o Trans amt also includes sales tax if the vendor reported it to JP Morgan  Use Tax Amt – This is the amount of Use Tax as entered by the user in PeopleSoft Financials  Total Amt – This is equal to Trans Amt and Use Tax Amt from above  Sales Tax – This is the amount of sales tax for the transaction if the vendor reported it to JP Morgan. 99% of the time the vendor will not report it even though it really was charged and is listed on receipt. If reported here, it is included in the Trans Amt above. This is provided for informational purposes only.  Potential Use Tax (Trans Amt x 5.6%) – This is provided for informational purposes to be a tool in assisting in calculating Use Tax on a transaction. This is calculated based on the Trans Amt so if Sales Tax was included, or the Trans Amt includes non-taxable items such as shipping, you will need to adjust the Use Tax amount as necessary before entering it into PeopleSoft Financials.

INPUT CONTROLS The Report has a very useful tool called Input Controls that function as a report filter. For example, if you pulled a report for all of your cardholders but you want to be able to view just the transactions from one cardholder, you can deselect the other cardholders (see below): Currently, the report has filters for: Acct Class, Acct Code, Acctg Period, Dept ID, Employee, Fund Cd, State vs Local Funds, PCard Status, and Project

REPORT DEMONSTRATION

CONCLUSION Reporting on PCard transactions up until now has been very difficult. However, This new report will provide you all of the information that you need to approve transactions, provide usage reports to leadership, and find any other data needed regard PCards.  If you find that the report doesn’t have a field that would be useful, please contact and we can see if it is possible to Once we receive approval to post this report to Enterprise Reporting, we’ll send out a notification as to where it has been posted. We’re hoping this occurs in the next few weeks.