Transcript How to Improve Pcard reporting

HOW TO IMPROVE PCARD
REPORTING
October 27, 2014
AGENDA
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Introductions
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Mini-Group Discussion
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During Reconcile/Approval process?
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From Leadership?
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Etc.
Whole Group Discussion
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What kind of PCard questions are you trying to answer?
Discuss questions and criteria
Report Demonstration
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How does the report help answer your questions?
QUESTIONS YOU ARE TRYING TO ANSWER
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What transactions did a cardholder have last month?
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What transactions did all of my cardholders have last month?
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What transactions are still in staged/verified status?
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Have users filled in their public purpose/description?
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What Department ID/Account are closed transactions on?
ALL OF THESE QUESTIONS CAN BE ANSWERED BY
THE NEW PCARD REPORT IN ENTERPRISE
REPORTING!
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Data is pushed to Enterprise Reporting’s Data Warehouse every night so the
data is one day old
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New report is a work in progress and will be adjusted as needed to fit the
user’s needs
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As the report goes live, please help by validating the data against the information
in PeopleSoft Financials.
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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.
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Closed Transactions won’t change
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Staged or Verified can still change
PROMPTS FOR NEW REPORT
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Billing Dates are required
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The other fields are optional
ENTERING IN THE PROMPTS ON THE REPORT
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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
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Once you’ve entered the prompts that you want to search by,
click “Run Query.”
THE REPORT TABS
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All the Tabs show all of the data returned based on the criteria
selected. Each one has its own way of sub-totaling:
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Acct Class Summary – Grouped and sub-totaled by Acct Class
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Acct Code Summary – Grouped and sub-totaled by Acct Code
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Employee Summary – Grouped and sub-totaled by Cardholder
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Merchant Summary – Grouped and sub-totaled by Merchant
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Raw Data – All data (with some extra columns (fields) compared to
summary tabs) but not sub-totaled.
THE REPORT FIELDS
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All the fields listed below are contained on the raw data tab
(with most of them being on the summary tabs as well):
Report Fields
Acct Cd
Trans Amt (Includes Sls Tax)
Date Bank Billed NAU
Budget Hdr Status
Deptid
Description
Emplid
Fund Cd
PCARD Merchant
Acct Cl
Acctg Period
FY Based on Bill Date
Potential Use Tax (Trans Amt x 5.6%)
Total Amt
Employee
Date Bank Charged PCARD
Program Cd
Project ID
Public Purpose
Sls Tax Amt (in the Trans Amt)
PCARD Status
Date PCARD used
Trans Nbr
Use Tax Amt
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PeopleSoft Financials Fields
Account
Billing Amount
Billing Date
Budget Status
Dept
Description
Empl ID
Fund
Merchant
Not found in PCard Module
Not found in PCard Module
Not found in PCard Module
Not found in PCard Module
Not found in PCard Module
Name
Posted Date
Program
Project
Public Purpose
Sales Tax
Status
Trans Date
Transaction Number
Use Tax
Are there other fields that would be useful? Let us know by
sending an email to [email protected].
THE REPORT FIELDS - CONTINUED
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Important Notes
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Field names on the report will most likely by adjusted to better match the field
names found in the PCard module in PeopleSoft Financials
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Public Purpose – data is not yet being pulled in but will be shortly
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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
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Trans amt also includes sales tax if the vendor reported it to JP Morgan
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Use Tax Amt – This is the amount of Use Tax as entered by the user in PeopleSoft
Financials
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Total Amt – This is equal to Trans Amt and Use Tax Amt from above
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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.
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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
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The Report has a very useful tool called Input Controls that
function as a report filter.
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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):
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Currently, the report has filters for:
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Acct Class, Acct Code, Acctg Period, Dept ID, Employee, Fund Cd,
State vs Local Funds, PCard Status, and Project
REPORT DEMONSTRATION
CONCLUSION
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Reporting on PCard transactions up until now has been very
difficult.
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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.
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If you find that the report doesn’t have a field that would be useful,
please contact [email protected] and we can see if it is possible
to add.
Once we receive approval to post this report to Enterprise
Reporting, we’ll send out a notification as to where it has been
posted.
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We’re hoping this occurs in the next few weeks.