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Published byMerry Watts Modified over 8 years ago
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P-Card Ledger Tutorial P-Card Ledger & Reconciliation
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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
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What is a P-Card Ledger & Reconciliation It is an Excel file on the P-Card website that records every P-Card transaction, tracks the available funds on a P-Card, and matches entries to the Budget Analysis & Outstanding PO Reports in ISIS.
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P-Card Program Requirements & Recommendations A P-Card Ledger is required to be maintained for each P-Card A P-Card Ledger Reconciliation is required and should be performed monthly A clean P-Card Ledger should be downloaded each year from the Forms section of the P-Card Website Copies of the P-Card Ledger & Reconciliation are required to be sent to the P-Card Manager by the 15 th of the month
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Preliminary Steps Access the Finance Dept. website http://www.caswell.k12.nc.us Click on Finance, then Upload Documents, and then P-Card Program
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Click on the P-Card Program folder to access all the P-Card forms.
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All forms that are used in the P-Card program. Click on the P-Card Ledger & Recon that applies to your situation.
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Click on the form you wish to download, then click Save and save the file to your Desktop. Depending on your Internet Options the forms may automatically download and open.
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Step-by-Step Instructions on how to set up & complete the P-Card Ledger
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Step 1: Obtain the Beginning Budget from the P-Card Administrator at the beginning of the year.
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Hint: Watch the Tabs at the bottom. Step 2: Enter the following information into the yellow boxes : School or Department Name and #, School Year, PO Number, Budget Codes, and Beginning Budgets
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Step 3: Click on the P-Card Ledger where you need to record transactions. Step 4: Enter transactions in the Ledger. Sample transactions are shown.
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Step-by-Step Instructions on how to reconcile the P-Card Ledger
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Step 1: Obtain the balances for your P-Card POs by choosing the Outstanding Purchase Orders/Requisition Report in ISIS.
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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.
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The Outstanding PO Report for the school P-Card. Step 4: The line & numbers needed to reconcile the Printing ledger.
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Step 5: Click on the Transaction History Report (THR) to get the details for each transaction
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170 Step 6: Enter the budget code for the PO line you are reconciling and choose the Journal Code: AP Step 7: Click Print.
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Step 8: Verify the transactions on the Transaction History Report (THR) are posted on your ledger card.
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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.
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Step 11: Enter the number from the Balance column in Step 4. Hint: This is the most important step in order to balance correctly.
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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.
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Step 13: If balanced, then you will see this message. If not, please find the difference.
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Step 14: When all P-Card ledgers are balanced, then complete the SunTrust Reconciliation.
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P-Card Ledger & Reconciliation Reminders Double check that every transaction has been entered on the correct ledger Transactions listed on each P-Card Ledger should match transactions listed on the SunTrust Billing Statement & Transaction history report Repeat all steps for other P-Card Ledgers and Reconciliations
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Congratulations!!! You have completed P-Card Ledger Tutorial
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