nse project end user training tcard reconciliation and processing lecture session notes october 2007...
Post on 22-Dec-2015
214 views
TRANSCRIPT
NSE Project End User TrainingTcard Reconciliation and Processing Lecture Session Notes
October 2007
Version 2
2
Agenda / Contents• Business Process Overview Slide 3• Tcard Reconciliation: Slide 9
– Simple transaction– FBT applicable transactions– Splitting Lines
• Budget Checking Slide 21• Printing Statements Slide 22• Disputes Slide 24• Email messages Slide 27• Reconciliation and Checking Options Slide 28• Next steps Slide 32
3
Finance AP
Business Process OverviewLoad Statements into NS Finance
Validate transactions
Reconcile transactions
Budget Check transactions
At end of statement period:Print Statement
ReconcilerCardholder or nominated proxy
NS Finance Tcard Module
Transaction description in CommentsBusiness PurposeExpense Type – account code defaultsOther chartfieldsGST code – defaultsFBT calculation
Are these my
transactions?
If not, do I dispute the
transaction?
We’ll show you how to do these tasks!
All transactions must be:-Approved or Closed-Valid budget check-Valid combination edit
4
Cardholder
Manual Step
Business Process Overview
Attach receipts etc to statement
Check and Sign statement
At end of statement period:Print Statement
Do I need FBT Declarations or Travel Diaries?
Cheque for private use
Expenses in statement are correct
Expenses for UNSW business and within policy
Cheque attached for private use
All receipts and tax invoices attached
Travel diary where required
FBT declaration where required
5
Cardholder Supervisor
Manual Step
Business Process Overview
Y
Check statement and receipts
Sign statement
Approve? N
Send statement and receipts to Finance AP in special purpose blue envelope
Document reasons on statementIdentify transactions with issues
Take statement to your supervisor or manager
Cardholder
Manual Step
Take corrective action
This could include:Journal entry to correct codingRepayment of personal spend
6
Cardholder Supervisor
Manual Step
Business Process Overview
Check and file statements:Signed?Receipts?
Full compliance check of sample of statementsTax auditSignature verification
Finance AP
Send statement and receipts to Finance AP in special purpose blue envelope
Only send statements when fully reconciled and documented
If you cannot complete reconciliation advise [email protected] that you are holding the statement until complete
7
Due Dates
• Reconcile within 14 days of end of statement period
• Statements and receipts etc must be received by Finance AP within 21 days of end of statement period
• If not reconciled within 35 days of the end of the statement period the card will be suspended
• If you have a problem let [email protected] know
8
Business Process Overview
Y
Load Statements into NS Finance
Validate transactions
Reconcile transactions
Budget Check transactions
At end of statement period:Print Statement
Attach receipts etc to statement
Sign statement
Check statement and receipts
Sign statement
Approve?
Take corrective action
N
Send statement and receipts to Finance AP in special purpose blue envelope
Check and file statements
Full compliance check of sample of statements
Finance AP
ReconcilerCardholder or nominated proxy
NS Finance Tcard Module
Cardholder Supervisor
Manual
Cardholder
Manual
Transaction descriptionBusiness PurposeExpense Type – account code defaultsOther chartfieldsGST code – defaultsFBT calculation
Document reasons on statementIdentify transactions with issues
This could include:Journal entry to correct codingRepayment of personal spend
9
Tcard ReconciliationMenu Path:
Purchasing > Travel Card > Reconcile > Reconcile Statement
Hmm, the menu name
has changed
10
Tcard Reconciliation
Please ensure you select the cardholder to process by selecting the EmplID.
If you leave the employee blank you may find budget checking is very
slow.
11
Tcard Reconciliation
Hmm,these are
new
Hint: Click the check box for the line you want to reconcile
Work from left to right across page for each transaction
Look at this, the layout is
simpler
12
Business Purpose/Expense Type
1. Select the business purpose that best represents the transaction
2. Select the expense type
13
Line Comments
These are the same as before
Hint: the more detail you provide the better the information the system can provide
For disputed transactions:
Include the reason for the dispute in the Line Comments
14
Distribution
Account Code Defaults from Expense TypeWe can default other chartfields
Hint: 1. Use SpeedChart to enter Fund, Dept and Project2. Always check defaults and hit OK
15
GST
GST will default based on currency and Expense Type.
This transaction is in USD and FRAO has defaulted
Even though GST defaults check that the GST is correct for the transaction
16
FBT
FBT wizard will appear for all FBT applicable expense types.
This will do the calculation, but you still need the raw information about the transaction , ie be able to answer the questions
17
Splitting Lines
Split lines when transaction contains:
1. Multiple GST treatments such as a supermarket docket
2. Personal expenses as well as UNSW expenses
No need to split lines for multiple departments, funds or projects, split distribution instead
18
Splitting Distributions
• Split distribution when transaction is to be charged to more than one combination of chartfields
• Use + at end of line• Nominate number of lines to insert• FBT needs to be recalculated manually
if distribution needs to splitNote: all lines must have same GST
code
19
Splitting Distributions
1. Change amount or percent
2. Click + button
3. Select number of lines to insert
1 2
3
20
Splitting Distributions
4. Check amounts
5. Enter required chartfields
4 5
21
Budget Checking
Status must be verified or approvedBudget check single or multiple linesBudget check on save option
22
Printing StatementMenu Path:
Purchasing > Travel Card > Reports > Print Tcard Statement
Hint: Statements can be printed at any time.
They provide a good record of transactions
23
Printing Statement
1. Select cardholder2. Select billing date of statement to print
24
Disputes
25
Disputes
Remember to include reason for dispute on line comments
Transaction marked as disputed on statement
Finance AP will notify Westpac
26
Disputes
When a credit is received for a disputed transaction update the credit received checkbox on disputes page
Hint: to access closed transactions use Statement Status of Closed when searching for the statement
27
Email MessagesThe following emails may be issued after a certain number of days after the end of the statement period:
7 days: Reminder that transactions need to be reconciled
14 days: Reminder that reconciliation is now due
21 days: Reconciliation overdue
28 days: Suspension is now imminent – your manager gets this one!
35 days: Card suspended – your manager gets this one too!
Remember, if there is a problem with the reconciliation advise [email protected] that you are holding the statement. The 21, 28 and 35 day emails will not be sent and your card will not be suspended
28
Reconciliation & Checking Options
Option 1: Reconcile and Verify
Reconciliation by cardholder or proxy
Transaction checked and verified by second person
Option 2: Full Reconciliation
Reconciliation by cardholder or proxy
No checking prior to statement print
29
Reconciliation & Checking Options
Option 1: Reconcile and Verify
Staged
Reconcile transactions
Verified
Budget Check transactions
Verified
Valid
Check or verify transactions
Approved
Reconciler – cardholder or proxy Checker
To change to this option contact [email protected]
30
Reconciliation & Checking Options
Option 2: Full Reconciliation
Staged
Reconcile transactions Budget Check transactions
Approved
ValidApproved
Reconciler – cardholder or proxy
31
Sending Statements to Finance AP
• Use the blue envelope• If you cannot finalise a statement
please contact [email protected] or extension 53356 and they will record that you are holding the statement
32
Next Steps
• Undertake Tcard UPK course - now available
• Classroom courses now available if you feel you need more training
• NS Finance has now been updated • All card transactions will be processed
the new way• November statement is the first to be
sent to Finance (in early December)