p-cards...p-cards - 16 print your statement (or save it as a pdf) click on "export to pdf"...

p-Cards

p-Cards

Munis1

Add Programs to Favorites 41.1

Purchase Card Statements 61.2

Editing Transactions 91.3

BMO Spend Dynamics - Printing and attaching your p-Card statement 141.4

Approving Purchase Card Statements 211.5

Copy right 2014 Fairbanks North Star Borough School Districtp-Cards - 3

Munis


Add Programs to Favorites

This lesson will demonstrate how to add the Purchase Card Statements program to y our Munis Dashboard f or f uture use.

Open the Tyler Menu

The Ty ler Menu is located on the top, right-hand side of y our dashboard, under y our name.

Locate Purchase Card Statements

Munis > Financials > Accounts Pay able > Inv oice Processing > Purchase Cards > Purchase Card Statements


Add to My Programs

Right-click on Purchase Card Statements and then click on "Add to My Programs". Close the Ty ler Menu.

Locate the program on your dashboard

The program will automatically be added to a header called "Financials". You can leav e it here, or mov e it to something more

meaningf ul to y ou.


Purchase Card Statements

This lesson will explain the f unctionality of the Purchase Card Statements program and demonstrate how to search, edit, and

scan transactions.

Find your statement (s)

1. Click on the magnif y ing glass to search.

2. Enter the "Code" f or the current statement period.

• This will alway s be the statement end date f ormatted MM20YY. This will pull in all of y our cards with transactions f or the

current statement period.

• If y ou hav e access to see more than one person's card, and y ou only want to see that one particular card, y ou may

narrow down y our search by using wildcards, and ty ping a part of their name (f or example *SMITH*).

3. Click on the green checkmark or hit Enter.

This will pull in all the statement that meet y our search criteria. For the purposes of this lesson, we hav e 4 statements.


What is on the Purchase Card Statements page?

1. Each statement is auto-assigned a Statement ID by Munis. This is unique to each indiv idual statement.

2. You should see a masked Card number. I believ e y ou see all XXXs

3. The name on the card. Note - if y ou are looking f or one card, y ou can use an * as a wildcard. Notice that the names are just

as they appear on the card. Be mindf ul of that when y ou are searching.

4. The department = y our school code OR f or y our principal it will be a "P" and y our school code.

5. Code = this is the Statement Code used to dif erentiate each BMO statement. It is alway s the statement period end date.

6. Status - the status should ALWAYS be "New" until af ter the statement period ends and the statement has been reconciled.

DO NOT release the statement until af ter y ou get my monthly email.

7. Dates. The GL Year and Period is what period this statement (and its transactions) will post. The GL Ef f ectiv e date is the

date that these transactions will show as posted. The Inv oice Date is the date that will be on the transactions when y ou see

them in Account Inquiry .

8. Total = the total of all the transactions f or this statement period. At the end of the period this should match the BMO

statement amount.


There is a transaction listing f or each statement.

1. Charge date - the date the purchase was posted to the bank

2. Import date - the date that the transaction was imported f rom the bank into Munis

3. Vendor - where the purchase was made

4. Description - if y ou entered a description to the BMO website, this will import. If not, y ou will hav e the opportunity to add a

description on the transaction page.

5. Amount - this is the amount of the charge.


Editing Transactions

This lesson will demonstrate the steps to take to edit a transaction, including adding a description, updating the account number

and scanning and attaching documentation.

Open the transaction for editing

Once y ou hav e searched and f ound y our statements, click on the Transactions button on the top ribbon.

What do you see in the Transactions page?

You should hav e the same number of records as transaction on the statement.

Each transaction has inf ormation relating back to the statement - again, y ou should see a masked Card number. You will also

see the Current card holder, and the Name on the card (should be the same). Also, y ou can see the Statement ID and the

Statement Code.


1. Just like the unique statement ID, Munis also assigns a unique Transaction ID to each transaction. You can also click on the

"Notes" to enter extra notes f or this transaction.

2. This def aults to the Cardholder name. You can either use the f ield-lev el help (...) or y ou can ty pe ov er the name here to

enter the name of the employ ee who made this purchase.

3. Vendor - If this v endor was already a v endor in Munis, their v endor number will pull in. If they were not already in our

sy stem, the v endor number will be "999986". You will see the Vendor Name. This may or may not be exactly what y ou are

expecting f rom the purchase receipt. For instance, if the v endor uses Pay Pal to accept pay ments, y ou will see "Pay Pal"

instead of the actual v endor.

4. YOU MUST ENTER A CHARGE DESCRIPTION. Descriptions f or trav el MUST INCLUDE the TA#.

5. Charge date is the date the charge was made at the v endor. Post date is the day the charge posted to the credit card. The

import date is the date this charge was imported into Munis.

6. MCC Code - this is imported f rom Munis - it is the Merchant Category Code.

7. The amount of the transaction.

Ev ery transaction comes in with a def ault account of "Suspense". The account numbers that are assigned on BMO do not

import into Munis. By hav ing ev ery account go to the suspense account, I can easily see if someone hasn't updated a

transaction. YOU MUST UPDATE THE ACCOUNT NUMBER!


Edit the transaction

Click on the Update button.

Update the Cardholder for Transaction

Click on the (...) or ty pe ov er the school card name and enter the name of the person who used the card f or this transaction.

Enter a description

Enter enough of a description that someone looking at the transaction doesn't hav e to wonder. If this transaction is f or

TRAVEL, start the description with TA#XXXXXX and a description of the trav el. Think about what y ou would enter if this was a

purchase requisition. May be include the purchaser's name.

Change the account number

YOU MUST CHANGE THE ACCOUNT NUMBER. This program also checks the budget in the account y ou'v e entered, if it is a

budgetary account.

You can enter as many lines here as y ou need to. So, if y ou need to split a particular transaction between sev eral accounts,

y ou can do that. Hit Enter or the green check mark when y ou are done.


Attach documentation.

Click on the paperclip to open TCM.

Select "Purchase Card Transaction", then click on "View Documents"

Click on the "New" button


You can choose to scan f rom y our scanner to add a document, or y ou can attach a document already sav ed on y our

computer.

Click on "Sav e"

Click on "Close Viewer"

Continue updating transactions

Use the arrow key s to mov e on to the next transaction f or this statement. When y ou hav e edited all the transactions, y ou can

close the transaction window.

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SPEND DYNAMICS - PRINTING AND ATTACHING YOUR P-CARD STATEMENT

This lesson will walk you through printing your p-Card statement from Spend Dynamics and attaching it in Munis.

Print your BMO Statement

Our statement period is from the 21st of the month through the 20th of the month. When statements are available to download from Spend Dynamics , our office will send out an email letting everyone know they are ready to print as well as setting a timeline for finishing up the current statement period. Please do not hit the release button on your Munis statement until you have received the email that statements are ready and you have downloaded and attached your p-Card statement along with all supporting backup for all transactions.

Log on to Spend Dynamics - Go to https://www.bmospenddynamics.com

Enter your Username and password. Click on "Sign in".Enter the answer to the security question you previously set up. **To turn this feature off, select the box below the security question, "Remember this computer", so it will no longer prompt you when logging in.

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Click on eStatements

Choose the current month statement

Once the correct statement period is selected, Click the OK button.

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Print your statement (or save it as a PDF)

Click on "Export to PDF" located on the top left hand side of the statement. The following box will pop up on the bottom right hand side of your screen.

When exporting to PDF, all exports are saved in your Report Outbox.

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Accessing reports in the Report Outbox

Select Report Outbox located in the left-hand side menu.

Locate your statement in the Folder Report Outbox

Click on the download folder icon located on the far right of the Folder Report Outbox.

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Here you can choose to either open the file and print the statement, or you can save the file.

Attach Statement in Munis

After you have verified that your BMO Statement agrees to the total on your Munis statement, you should attach the BMO statement. In the Purchase Card Statement program , click on the paperclip to attach your statement.

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Choose "Purchase Card Statement" and then click "View Documents" on the bottom left hand side of your screen.

Click on "Create New Document".

Either click on "Import" or "Scan" depending on your method of attaching the backup.

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Save the document after attaching, and close TCM Viewer.

Release your statement into work flow

Click on "Release" to release a single statement into work flow, or "Mass Release" if you have completed a set of statements.


Approving Purchase Card Statements

If y ou are a workf low approv er and y our school or department is using p-Cards, or someone has used their p-Card to charge a

purchase to an account y ou are responsible f or, y ou will receiv e workf low notif ications of ty pe APC to approv e purchase card

statements.

Approv al Notification

In y our approv al queue, y ou will see a ty pe of APC. This is a Purchase Card Statement.

Click on the drop down arrow next, and then choose "More Inf o"

Was there more than one APC in your Approv als list?

Click on "My Approv als" to pull in all the statements that y ou need to approv e.


What should you rev iew?

Rev iew the purchases on the statement f ace. Is there a description f or each? If any of the transactions are f or trav el, is the

TA# ref erenced in the description?

Click on "Transactions" to reiv ew indiv idual transactions.

Has the account number been updated f rom the def ault 999-10-99-9999-999-99999 -0?

Click on the paperclip.


Choose "Purchase Card Transaction". Ensure that there is a receipt attached f or each transaction.

Make sure the statement is attached

In the Purchase Card Statements program, click on the paperclip.


Choose "Purchase Card Statement". Make sure this statement ties to the Munis statement.

Approv e, Reject or Forward

Af ter y ou hav e rev iewed the transactions and the statement, y ou can either Approv e, Reject or Forward the Purchase Card

Statement. If y ou Reject or Forward the statement, y ou will need to enter a comment.

If y ou are approv ing, y ou can just click on the green check mark. If y ou are rejecting or f orwarding, y ou must enter a

comment bef ore clicking on the green check mark.


Continue through y our approv als until they are complete.