Loading Procurement Card Statements to Application Tables
This section provides an overview of the ProCard Load Statement process and discusses how to run the ProCard Load Statement process.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
RUN_CC_LOADTRANS |
Run the ProCard Load Statement process to load the statement lines from the staging table into the statement tables and to perform autoreconciliation using the settings that you defined on the Load Statement Options page. |
The ProCard Load Statement Application Engine process (PO_CCLOADLD) has different functions, including:
Automatically reconcile between procurement card statements and Purchase Orders using the criteria you define on the Load Statement Options page and then loading those statements to application tables.
Load the statements to be manually reconciled by you using the Reconcile Statement component.
Once statement lines have been loaded successfully, the status of the lines is set to Staged, and the statement lines are ready for review using the Reconcile Statement component. After loading the statement lines into the statement tables, you can run the Bank Statement workflow process to notify cardholders. However, you are not required to run that process. Each cardholder needs an email ID in order to be notified. For each bank statement line that has not been approved, the system sends an email message to the corresponding cardholder. If the status of the statement line is Staged, then it changes to Initial.
Create prepayment vouchers for the procurement card statements.
After the ProCard Load Statement process runs it creates prepayment vouchers in the voucher staging tables. You will then need to run the Voucher Build process to create the prepayment voucher in PeopleSoft Payables.
Perform budget validation for the statement lines.
This function validates the existing budget rows for the ChartField combinations associated with the procurement cards. This budget validation process has no budgetary impact nor does it validate remaining budget balances.
See Understanding Commitment Control in PeopleSoft Purchasing.
Calculate VAT amounts for the statement lines.
Reconciling Statements Automatically
The system reconciles the statement lines by reconciling:
Transactions based on small amount criteria.
Transactions charged to a supplier card.
Transactions with a valid purchase order ID.
Transactions without a valid purchase order ID.
Note: The primary purpose of the Load Statement Options page is to set up filters to copy purchase order data into the statement tables and set the statement status. For tighter commitment control, you can create purchase orders for procurement card purchases. The automatic reconciliation process reduces the manual efforts to reconcile between these two sets of transactions.
Reconciling Transactions Based on the Small Amount Criteria
To reconcile based on small amount criteria:
If the statement line involves a small amount and is not part of a purchase order, the system only considers the small amount criteria and assigns a statement status associated with When billing amount is <=.
If the statement line fails to meet any of the criteria, the status automatically changes to Staged.
Reconciling Transactions Charged to a Supplier Card
To reconcile transactions charged to a supplier card:
If there is a purchase order with a valid supplier card in the statement, the system automatically copies the entire purchase order including line, schedule, and distribution information into the statement tables.
Note: The information that the system copies from the purchase order includes sales tax and VAT information.
The system splits the statement lines automatically.
If there is a discrepancy between the statement line amount and the purchase order amount, the system prorates the purchase order amount with respect to the statement line amount, because the statement line amount is what you are liable to pay.
If the transaction amount matches the purchase order amount, the system assigns a statement status associated with When purchase order amount is = billing amount.
Because this is a perfect match, you can set the status to Approved, and the cardholder does not need to reconcile it manually.
If the purchase order amount is within the tolerance range (percentage over and percentage under), the system assigns a statement status associated with When purchase order amount is within tolerances.
If the statement amount is neither the same as the purchase order amount nor within the tolerance range, the system considers the small amount criteria and assigns a statement status associated with When billing amount is <=.
If the statement line fails to meet any of the criteria, the status automatically changes to Staged.
Reconciling Transactions with Purchase Order ID
To reconcile transactions with a valid purchase order ID:
If there is a purchase order with a valid ID in the statement, the system automatically copies the entire purchase order including line, schedule, and distribution information into the statement tables.
Note: The information that the system copies from the purchase order includes sales tax and VAT information.
The system splits the statement lines automatically.
If there is a discrepancy between the statement line amount and the purchase order amount, the system prorates the purchase order amount with respect to the statement line amount, because the statement line amount is what you are liable to pay.
If the transaction amount matches the purchase order amount, the system assigns a statement status associated with When purchase order amount is = billing amount.
Because this is a perfect match, you can set the status to Approved, and the cardholder does not need to reconcile it manually.
If the purchase order amount is within the tolerance range (percentage over and percentage under), the system assigns a statement status associated with When purchase order amount is within tolerances.
If the statement amount is neither the same as the purchase order amount nor within the tolerance range, the system considers the small amount criteria and assigns a statement status associated with When billing amount is <=.
If the statement line fails to meet any of the criteria, the status automatically changes to Staged.
Reconciling Transactions Without Purchase Order ID
To reconcile transactions without a valid purchase order ID:
If you do not select Allow System to match and populate PO data, the system does not attempt to copy purchase order information into the statement tables for these transactions.
If the statement line amount meets the small amount criteria, the system assigns a statement status accordingly. The distribution information comes directly from the cardholder profile.
If you select Allow System to match and populate PO data, the system attempts to match the statement line with purchase order by header, then by line, and finally by schedule based on the settings in the Load Statement Options.
If the match results in no purchase order or multiple purchase orders, the system does not bring in any purchase order information, and it uses the distribution information from the cardholder profile.
If there is a purchase order whose date and amount is the same as the transaction date and amount on a statement line, then the system brings in the entire purchase order information including line, schedule, and distribution.
If there is no purchase order with the same date and amount, but there is a purchase order with the same date and the amount is within tolerance range, then the system also brings in the entire purchase order information including line, schedule, and distribution.
If there are multiple purchase orders that meet the matching criteria, the system does not copy the purchase order information and must reconcile this statement line manually.
However, when you are reconciling this statement line manually those purchase orders become candidates for you to pick from on the purchase order information page.
If the statement line fails to meet any of the criteria, the status automatically changes to Staged.
In cases where there is no purchase order available to copy to the transaction, the system applies any field defaults from the appropriate defaulting hierarchy, including the cardholder profile and the VAT defaulting hierarchy, to complete the data on the Procurement Card transaction. These data elements are available to review and override on the Reconcile Statement - Procurement Card component.
Note: When a procurement card transaction is linked to a purchase order, all VAT default fields are copied from the purchase order. In cases where a purchase order is not linked to the transaction, the system uses the following logic to derive the Ship To Address, Ship From Address, and Seller's Location fields in order to complete the VAT defaulting and calculation process:
Ship To Address: Use the ship to address on the CC_TRANS_LINE table to derive the ship to country and state. This appears by default from the cardholder profile.
Seller's Location: If the merchant address is available in the CC_TRANS_LINE, use the merchant country and state to derive the seller's country and state. Otherwise, if the merchant supplier cross-reference exists, use the ordering address of supplier in the CC_TRANS_LINE to derive seller's country and state.
Ship From Address: If the merchant and supplier relationship does exist, use the default ship from location defined in the supplier to determine the Ship From Country and State fields. If this relationship is not available, the Merchant Address fields are used. Finally, if no merchant address was transmitted on the transaction, use the ship to address.
Use the Load Statement page (RUN_CC_LOADTRANS) to run the ProCard Load Statement process to load the statement lines from the staging table into the statement tables and to perform autoreconciliation using the settings that you defined on the Load Statement Options page.
Navigation:
Field or Control |
Description |
|---|---|
Total Rows in the Staging Tables |
Displays the number of statement line records in the staging table waiting to be loaded into the application table. |
Total Rows with Error in the Staging Tables |
Displays the number of statement line records that did not successfully load from the staging tables to the application tables after the ProCard Load Statement process. Use the Correct Errors page to view and handle these errors. |
Total Rows to be Loaded |
Displays the total number of records in the staging table that are ready to be loaded. This includes the total rows in the staging tables and the total rows with errors in the staging tables. |
Delete Loaded Rows From the Staging Tables |
Select this check box to delete statement line records from the staging table that were successfully loaded to the statement tables. |