P-Cards and SMART

1. P-Cards and SMART Presented by Donnita Thomas

2. Security • Roles • provides page access • Cardholder Profile • Associates card to employee ID • Assigns proxy rights to card • Assigns role for that card

3. Security: Roles • Need to submit a security request form http://www.da.ks.gov/smart/SecurityAccessFormRev11_1_10.xls

4. Security: Cardholder Profile • Navigation: Purchasing > Procurement Cards > Definitions > Cardholder Profile

5. Security: Cardholder Profile (Cont.) • Masked Card Number • Some roles have option to display unmasked card numbers • When entering new cards, leave card number masked • Expiry Date • If a card is past expiration it will not show up in the drop down list to select from when creating requisitions/purchase orders

6. Security: Cardholder Profile (Cont.) • Additional Information Tab – Proxies The emplid being given proxy rights to the card must be given one (1) and only one (1) role Only those users with Proxy rights to a card can use that card in SMART.

7. Security: Cardholder Profile (Cont.) • Additional Information Tab • Default Distrib: Single distribution line

8. SpeedCharts • To make speedcharts available for use on PCard transactions the speedchart must be associated to the Emplid/Card.

9. Things to Remember • Employee Leaving Service • do not remove the PCard from SMART • do not reassign PCard to different employee • Cardless Travel/Vehicle Accounts • Information Circular 11-20 http://www.da.ks.gov/purch/11-02Circular.pdf

10. Associate PCard to Requisition A Pcard may be associated to a Requisition and source to a PO if: • the requestor has proxy to the Pcard; and • the Vendor is set up to accept Pcards

11. Associate PCard to Purchase Order • The Pcard will flow to the PO when: • the Pcard is associated to a requisition that sources to a PO, • the vendor is set up to accept Pcards, • the vendor location effective date is less than or equal to the PO Date, • the Buyer has proxy to the Pcard, and • the Pcard has a current expiry date. • If the requisition does not contain a Pcard association, the Buyer may still add a Pcard to the PO if: • the vendor is set up to accept Pcards and • the vendor location effective date is less than or equal to the PO Date, • the Buyer has proxy to the Pcard, and • the Pcard has a current expiry date.

12. Associate PCard to PO (Cont.) • A modification has been implemented that allows a Buyer to add, delete or change a PCard once the PO has been dispatched.

13. Things to Remember • Once a Pcard is associated to a requisition or PO the only POs available during the reconciliation process will be those that show the applicable Pcard. • If a Pcard is NEVER associated to a requisition or PO, ALL POs will show regardless of whether a Pcard is associated or if it’s the correct Pcard. • If a PO has a Pcard associated to it, the PO cannot be pulled directly into a voucher.

14. Reconciliation – No Purchase Order Reconciler: • log into the system, • search for the Pcard transaction they are reconciling, • enter a description of the purchase, • navigate back to the “Transaction” tab and select the “Distribution” icon, • correct and/or validate the chartfield information and select “OK”, • change the status from “Staged” to “Verified” and • select the “Save” button.

15. Reconciliation – No PO (Cont.)

16. Reconciliation – No PO (Cont.) • Statewide Contract Item You must enter the Vendor ID before the Contract Set ID & Contract ID will be available for selection.

17. Reconciliation – No PO (Cont.) Approver: • log into the system, • search for Pcard transactions with a “Verified” status, • review the information and change the status from “Verified” to “Approved” and • select the “Save” button.

18. Reconciliation – No PO (Cont.) Be sure to check the chartfield information. Approving not only the expenditure but also the funding source. Check and make sure that a description has been entered on the Billing tab.

19. Reconciliation: Total PO $ = Total PCard $ For the purposes of this document, we will assume that the Purchase Order is a multi-line purchase order. The Reconciler would take the following steps: • log into the system, • search for the Pcard transaction they are reconciling, • navigate to the “Transaction” tab and place a check in front of the transaction, • select the “Purchase Details” link at the bottom of the page, • select the PO ID using the look-up icon, • select the “OK” button, • when the reconciliation page is displayed the reconciler will see a Pcard transaction for each PO line, even though the original Pcard transaction was one (1) line, • change the status from “Staged” to “Verified” and • select the “Save” button. The Approver would take the same steps as indicated on slide 18.

20. Recon.: Total PO $ = Total PCard (Cont.) • Purchase Order ID, don’t need to enter PO Line or Schedule • Unit Price is a calculated value: • Qty / Transaction Amt = Unit Price • Always starts at line one (1) of PO and works down

21. Recon.: Total PO $ = Total PCard (Cont.) A PCard transaction line has been created for each of the PO lines. The PCard transaction lines inherit the distribution information from the Purchase Order.

22. Recon.: Total PO $ <> Total PCard $ Again we will assume that the Purchase Order is a multi-line purchase Order. In this case, we will say there are six (6) lines on the Purchase Order and line four (4) is on back order. The Reconciler would take the following steps: • log into the system, • search for the Pcard transaction they are reconciling, • navigate to the “Transaction” tab and place a check in front of the transaction, • select the “Split Line” link at the bottom of the page, • on the Split Transaction page, add four (4) lines, • enter the Billing Amount on each of the five lines to match the line amounts on the PO, • select the “OK” button, • when the reconciliation page is displayed the reconciler will see multiple Pcard transaction lines instead of one (1), • one (1) at a time the reconciler will select the “Purchase Details” link at the bottom of the page for each of the Pcard transactions, • select the PO ID using the look-up icon, • select the PO line that reflects the correct merchandise amount, • select the “OK” button, • change the status from “Staged” to “Verified” and • select the “Save” button. The Approver would take the same steps as above.

23. Recon.: Total PO $ <> Total PCard $ (Cont)

24. Recon.: Total PO $ <> Total PCard $ (Cont) • Enter description for 1 line of PO • Enter Billing Amount for that PO line • Select the plus (+) sign to add the next PCard Transaction When you select the “OK” button you will be taken back to the reconciliation page and there will be a PCard transaction line for each of the PO lines to be paid.

25. Recon.: Total PO $ <> Total PCard $ (Cont) • PCard transactions match to PO lines: 1,3,4,5,6,7,8,9 and 10 • For the purpose of this demonstration, PO lines 2 & 11 are on backorder • For the purpose of this demonstration, PO line 12 is actually charged at $70.06 instead of $70.83

26. Recon.: Total PO $ <> Total PCard $ (Cont) • Select the PCard Transaction • Select the Purchase Details link • Select 1 PCard transaction at a time • Enter the PO ID • Select the PO Line number • You will need to associate the PO and PO Line number to each PCard transaction separately • Inherit PO distribution lines, applied by percentage

27. Recon.: Total PO $ <> Total PCard $ (Cont) Unit Price is a calculated field: Quantity / Transaction Amount = Unit Price.

28. Distribution: PO $ < PCard Trans $ In this example the PO line amount is less than the PCard transaction amount. • Distribution: • Percentage • $ Amt 2 decimal points • Percentage rounded to accommodate 2 decimal points for dollar amount

29. Distribution: PO $ > PCard Trans $ In this example the PO line amount is greater than the PCard transaction amount.

30. Things to Remember • Viewing Transactions after Approval: Once a Pcard transaction has been picked up during the voucher stage, the status of the Pcard will be changed to “Closed” status. You must specifically search for Pcard transactions in the “Closed” status under Statement Status to view the closed transactions on-line. If you do not search by “Closed” status, the only results that will appear are “Staged” and “Verified”. • Distribution Chartfield Values: The Chartfield values are inherited from the Purchase Order when a PO is associated to the Pcard transaction. The Distribution Chartfield values cannot be changed if the Pcard transaction is associated to a Purchase Order. • Purchase Details: Purchase Order information must be associated to each Pcard transaction on an individual transaction by transaction basis. • Purchase Details – Purchase Orders: When applying POs to a Pcard transaction, unless specified otherwise, the system will always start with PO line one (1), distribution line (1) and work down from there. This is true regardless of whether or not the PO line had been used against a previous Pcard transaction. • Purchase Details – Unit Price: The Unit Price on the “Purchase Details” page is a calculated price. The system takes the quantity and divides it by the Transaction Amount to come up with the Unit Price.

31. PCard Vouchers • Pcard vouchers are created through batch processes which are run twice weekly. • Monday morning • Thursday morning • Days will change for Holidays • PCard transactions picked up when: • Status – Approved • Budget Status – Valid • Chartfield Status - Valid • Check for Voucher Build Errors: Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail

32. Things to Remember • Do NOT create on-line vouchers to UMB for PCard transactions. You must reconcile all PCard transactions in SMART • Do NOT delete PCard vouchers / PCard voucher lines • If a PCard voucher/voucher line needs to be deleted submit a help desk ticket • Changing Funding at voucher level • No PO: No impact • PO: May create problems at the end of the year