P-Card Ledger Tutorial P-Card Ledger & Reconciliation

This tutorial will cover the following: What is a P-Card Ledger & Reconciliation? P-Card program requirements and recommendations Step-by-Step instructions on how to set up and complete the P-Card Ledger Step-by-Step instructions on using the P-Card Ledger Reconciliation P-Card Ledger & Reconciliation Reminders

What is a P-Card Ledger & Reconciliation It is an Excel file on the P-Card webpage that records every P-Card transaction, tracks the available funds on a P-Card, and matches entries to the Outstanding PO & Transaction History Reports in LINQ.

P-Card Program Requirements & Recommendations A P-Card Ledger is required to be maintained for each P-Card A P-Card Ledger Reconciliation is strongly recommended and should be performed monthly A clean P-Card Ledger should be downloaded each year from the Forms section of the P-Card Website No copies of the P-Card Ledger & Reconciliation are required to be sent to the P-Card Manager

Preliminary Steps Login to the TCS website http://www.tcs.k12.nc.us Click on Departments then Finance Click on Purchasing Card Program Locate the file needed under Purchasing Card Forms

Click on the P-Card Ledger & Recon that applies to your situation to download a clean ledger card each year

Step-by-Step Instructions on how to set up & complete the P-Card Ledger

Step 1: Obtain the Beginning Budget from the Finance Department at the beginning of the year.

Step 2: Enter the following information into the yellow boxes : School Name & # or Department Name, School Year, PO Number, Budget Codes, and Beginning Budgets. Account Descriptions are optional. Hint: Watch the Tabs at the bottom.

Step 4: Enter transactions in the Ledger. Sample transactions are shown. Step 3: Click on the P-Card Ledger where you need to record transactions.

Step-by-Step Instructions on how to reconcile the P-Card Ledger

Step 1: Obtain the balances for your P-Card POs by choosing the Outstanding Purchase Orders/Requisition Report in LINQ.

Step 2: Select the following options to see all related P-Card PO lines: Type of Order: Purchase Orders; Vendor: SUNTRUST; Sort Order: PO/Requisition Number Step 3: Click Print.

The Outstanding PO Report for the P-Cards. Step 4: The line & numbers needed to reconcile PO Line #4. Make sure to match your budget codes with correct PO lines.

Step 5: Click on the Transaction History Report (THR) to get the details for each transaction.

Step 6: Enter the budget code for the PO line you are reconciling and choose the Journal Codes: AP & PO. Step 7: Click Print.

Step 8: Verify the P-Card summary transactions on the Transaction History Report (THR) are posted on your ledger card for each month. Remember, transaction posting is one month behind (i.e. April’s transactions are paid in May).

Step 9: Enter the Cycle Ending Date for the period you are reconciling on the first reconciliation tab in your spreadsheet. Step 10: Click on the Reconciliation for the ledger you need to reconcile.

Step 11: Enter the number from the Balance column in Step 4. Hint: This is the most important step in order to balance correctly.

Step 12: Enter any items on the P-Card Ledger but not on the Transaction History Report (THR) in Step 8. Transfers automatically from the P-Card Ledger.

Step 13: If balanced, then you will see this message Step 13: If balanced, then you will see this message. If not, please find the difference.

Amount on the green bar in SunTrust (must have transactions). Transfers automatically from all P-Card Ledgers. Step 14: When all P-Card ledgers are balanced, then complete the SunTrust Reconciliation.

P-Card Ledger & Reconciliation Reminders Double check that every transaction has been entered on the correct ledger; watch split transactions Transactions listed on each P-Card Ledger should match transactions listed on the SunTrust Billing Statement & Transaction listing Repeat all steps for other P-Card Ledgers and Reconciliations

Congratulations!!! You have completed P-Card Ledger Tutorial