P-Card Ledger Tutorial

P-Card Ledger & Reconciliation

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

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.

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 15th of the month

Preliminary Steps

Access the Finance Dept. websitehttp://www.caswell.k12.nc.us

Click on Finance, then Upload Documents, and then P-Card Program

Click on the P-Card Program folder to access all the P-Card forms.

All forms that are used in the P-Card program.

Click on the P-Card Ledger & Recon that applies to your situation.

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.

Step-by-Step Instructions on how to set up & complete the P-Card Ledger

Step 1: Obtain the Beginning Budget from the P-Card Administrator at the beginning of the year.

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

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.

Step-by-Step Instructions on how to reconcile the P-

Card Ledger

Step 1: Obtain the balances for your P-Card POs by choosing the Outstanding Purchase Orders/Requisition Report in ISIS.

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.

The Outstanding PO Report for the school P-Card.

Step 4: The line & numbers needed to reconcile the Printing ledger.

Step 5: Click on the Transaction History Report (THR) to get the details for each transaction

170

170

Step 6: Enter the budget code for the PO line you are reconciling and choose the Journal Code: AP

Step 7: Click Print.

Step 8: Verify the transactions on the Transaction History Report (THR) are posted on your ledger card.

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.

Step 11: Enter the number from the Balance column in Step 4.

Hint: This is the most important step in order to balance correctly.

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.

Step 13: If balanced, then you will see this message. If not, please find the difference.

Step 14: When all P-Card ledgers are balanced, then complete the SunTrust Reconciliation.

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

Congratulations!!!You have completed

P-Card Ledger Tutorial