Transcript Reconciling Online with Bank of America’s Works application

WORKS LOGIN: https://payment2.works.com/works/
Each Works user logs in to Works using a unique Username and Password.
Important: Both Internet Explorer or Mozilla Firefox are compatible browsers for Works.
Google Chrome is not fully compatible with Works at this time.
Works users can reset their own password by clicking the Forgot your password? link provided
on the Works login page.
 Username contains no spaces and is all CAP’s.
 Password is case sensitive and selected by you.
Individual passwords are considered electronic signatures and may not be shared with others.
Your login information must be kept in a secure location.
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WORKS ALLOCATION AND SIGN OFF OF EXPENSE
Works users can allocate and/or sign off as soon as transactions appears in their Works queue: daily, weekly, bi-weekly
or monthly. The p-card billing cycle begins on the first of the month and ends on the last day of the month. If the last
day is a weekend or holiday, the cycle closes on the Friday before.

On the 3rd of each month cardholders receive a Works email with a reminder that the Cardholder Statement
report is ready.

Cardholders (or assigned reconciler) should complete Works sign off of all previous month expense by the 5th
of the month or due date provided by your department approver. Submit your p-card packet (signed
Cardholder Statement, receipts, and any other required documentation) to your approver on the same due
date to complete the reconciliation process.

Approvers should complete review and sign off of cardholder expense by the 15 th of the month.
P-Card limits reset on the 1st work day of each month. But, limits don’t completely reset until expense from the
previous month is signed off by the cardholder. Delay of previous month expense will delay limit reset and
impact spending.
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Works Home Page View (After successful login)
Action Items is the first
section: It provides quick links
to pending transactions
requiring sign off and reports
ready for download.
Depending on your assigned
Works role(s) you may have
more than one sign off option:
Approver -Click the Pending
link in the Sign Off Approver
row to view, edit and sign off
on accounts assigned to you for
approval.
Accountholder (cardholder or
reconciler)-You will see a
Pending link in the Sign Off
Accountholder row to view,
edit and sign off on your own
account.
Download is a scheduled
Works report ready for
viewing.
Works Home Page Detail
Account information
Training Guides and Videos
Cardholders and
Reconcilers can view
account information in
the Accounts
Dashboard
• Available Credit is
displayed.
• Select the Account
Number drop down
arrow to View
Auth Log. This
provides a list of
recent transactions
which will post
soon and may
impact credit.
• Select Training
Guides or Training
Videos for more
detail regarding
Works.
v
Transactions Pending Sign Off Screen (Accessed from home page by clicking the Pending
link in the Sign Off row)
Works has a variety of
customization tools
available to assist with the
review process.
• Position your cursor on
any column division line
to adjust the width of a
column.
• Drop and drag columns
to rearrange.
• Sort any column by
clicking the header
name.
Using Works Filters
Click >> to view filter
options such as Date,
Account (Cardholder),
Amount etc. Choose your
criteria and select Search.
You can also use the quick
filter boxes under column
heading to search by
Document (TX #), Primary
Accountholder or Vendor
(enter just a portion of the
name or number into the
filter box to use this
option).
• Select Clear Filters (to
the right) to remove
filters
QUICK
FILTER
BOXES
Allocating Expense In Works (several options are available)
Enter the correct accounting codes (Dept ID, Expense, Project, Chartfield) in the GL Field and/or update business purpose for all lines
selected.
Mass allocate allows
you to select one or
several transactions
and apply the same
GL entry to all fields
or just selected fields.
• Select line (or lines)
by placing a check
mark in the first
column (or select
the top box to autocheck all
transactions).
• Select Mass
Allocate.
(You can also sign off on
all or selected transactions
when you’re ready to do
so)
If you are an Approver, you’ll have the option to flag a transaction. This will
return the transaction to the cardholder with a correction request.
Mass Allocate, continued
You don’t need an entry
in every field, but you
can allocate all fields if
necessary. Every line
selected will share the
data you enter.
To enter GL codes:
• Place your cursor in any
GL field (i.e. Dept ID,
Expense Code,
Chartfield, Project) and
click.
• Enter the code you need
if you know it. If not,
select “See More” to
view a complete list of
additional codes and
description detail.
• Select the code you
need from the table
(General Ledger Picker)
to auto-fill field and OK
to complete.
.
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Individual Transaction Allocation is another option for allocation.
You can use this method as your standard allocation method but you need to use it to add additional allocation
lines to a single transaction. Example: You have one transaction to OfficeMax but you need to allocate the
expense to 2 different Dept IDs.
Transaction #
Zoom view
To individually allocate a line:
•
Select the Document number (TX#) and open the drop down menu by clicking on the arrow shown
in the Zoom view above.
•
Select Allocate/Edit.
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Individual Transaction Allocation, continuedYou can add or duplicate the existing allocation line to divide the transaction between multiple expense codes
or Dept ID’s.
• Select Add (or
Duplicate) and
then select
number of lines
needed for
allocation split.
• You can divide
the transaction
by $ Amount or
Percentage
(Select the
option that
works best for
you)
NOTE: Duplicate is similar to Add but you can enter your GL field accounting detail
and business purpose to one line and it will copy the detail you entered on the
original line to the added lines automatically.
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Individual Transaction Allocation, continued
Review all GL field by clicking the left or right arrow scroll bar
•
Enter the accounting codes needed in the GL box (Dept ID, Expense Code, Chartfield, etc.) and a
business purpose for each transaction row in the Allocation Details window. *(If you use the Duplicate
option, you don’t have to reenter all data)
•
If you add too many lines, select the line(s) to be removed, and select Remove.
•
Select Save and Close (you have to do both) and move to the next transaction.
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Sign Off Is The Final Step For Both Cardholder And Approver
Review your allocation
entries, make sure all lines
have 3 green checkmarks,
and sign off on the expense.

Select all transactions
ready for sign off by
placing a check in the
box next to each
transaction or select the
top box to auto-select
all.
 Select Sign Off (no
comment is necessary).
 Select OK to complete.
After sign off the transactions disappear from your Pending Sign Off tab but you can
view them under the Signed Off tab).
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Viewing and Printing Works Reports
The Sign off Status (Excel), Cardholder Statement, and Approver Summary Statement (PDF) are scheduled reports and will appear each month as a report
ready for download depending on your Works role. Users receive email notification from Works which includes a link to the scheduled report once it’s
available. Scheduled reports can be run on demand as well so you don’t have to rely on the email link to access the report.
Report Download:
If you have a new Works
report ready, it appears
in Action Items as a
Download.
• Click the Ready link in
the Download row
under Action Items.
The Completed Reports
view appears.
• Select the PDF link to
open your Approver
Summary Statement
or Cardholder
Statement. (Or select
the XLS link to open
your Sign Off Status
Report)
Once you download the report, you can still run it again directly from the Works Reports generator.
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Run your report again to refresh the data.
From the Works Home Screen
•
Select Reports and Scheduled.
The Schedule Reports screen appears:
•
Select the report name and
Modify/Run.
v
The Create Report screen appears.
Scroll to the bottom right of screen and:
•
Select Submit Report.
You’ll be directed back to Completed Reports:
•
Select the PDF link (or XLS, depending on
report) and then open the file to view/print
the report.
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For assistance with Works, Contact:
University P-Card Administrator:
Purchasing Technician:
Anna Pollworth Ext 6-1795
Leslie Knight Ext 6-2226
Check the online P-Card site for forms, references and other information
http://vpfa.boisestate.edu/pcard/
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