P Cards

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State of ConnecticutCore-CT Project P-Card
Processing 4 Hours
Updated 04/17/2003
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Getting Started
Welcome

• Welcome to the P-Card Processing course!
• Instructor introduction
• Participant introduction
• Training facility orientation
• Ground rules
• Parking Lot
• To participate in this course, you should have
  completed the following training
• PeopleSoft Navigation Tutorial
• Accounts Payable Overview course

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Objectives
Welcome

• In this training, you will learn to
• Apply the new Purchasing and Accounts Payable
  processes that you learned about in the Overview
  course. We will specifically focus on the
  following processes
• Create P-Card PO
• Reconcile P-Card Statement and Review
• Stage and Build Voucher
• Use Core-CT as a tool in supporting the processes
• Utilize Core-CT functionality to maximize your
  efficiency

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Agenda
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Training Tools
Welcome

• In this training session, we use tools created
  specifically for this course.
• Presentation
• We use a PowerPoint presentation to guide us
  through our discussion of processes and key
  points related to using Core-CT
• Exercises
• We developed exercises that enable you to
  practice the skills you learn in each module
• Training Database
• The functionality in our database mirrors the
  Core-CT production environment closely, though
  some changes will likely be made prior to go-live
  
• Significant changes made after training will be
  communicated to you
• Data is loaded into the Core-CT training database
  to help you learn how to use Core-CT, not to
  reflect a specific agencys transactions
• You can make mistakes and experiment without
  consequence

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Training Tools
Welcome

• We also use a web-based help system during the
  class. This tool is available to you after
  go-live.
• Web Learning Assistant
• Web-based tool that provides help and detailed
  information for specific Core-CT job functions
• Contains concepts, procedures, flows, job aids,
  and a glossary
• The WLA is your primary reference tool (Now and
  once Core-CT goes live)
• The WLA will evolve with Core-CT. As
  functionality changes, so will the content in the
  WLA

Lets walk-through the tool together now. WLA
Browse Path Purchasing, Using P-Cards, Concepts,
Understanding P-Cards
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Training Tools
Welcome

• Job Aids are available to reinforce the
  information introduced in this course. Job Aids
  summarize key information and outline critical
  processes in Core-CT.
• General Job Aids
• Module Specific Job Aids
• Reporting Job Aids

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Core-CT Navigation
Welcome

• Review of Core-CT Navigation
• Universal Navigation Header
• Activity Log in and use the Universal Navigation
  Header to sign off Core-CT
• Left-Hand Navigation Menu
• Activity Use the Left-Hand Navigation Menu to
  step through the various levels of the directory
  structure
• Page Tabs
• Activity Use page tabs to move between pages
  within a component
• Links
• Activity Use links to access and return from
  pages within a component

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Agenda
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Overview
Overview of P-Card Process

• Procurement Cards play a major part in reducing
  the procurement load for Purchasing and Payables.
  Information is passed between the bank, P-Card
  Vendor, DAS P-Card Administrator, and eachP-Card
  Coordinator to successfully complete the process.
  It has many advantages including
• P-Card payments are NOT consolidated by OSC. Each
  agency is responsible for making full payment, on
  one voucher, on-time, each month
• Offering individualized controls on transaction
  and amount limits by Cardholder
• Allowing the State to make timely payments with
  distribution line details from bank statement
  files
• Providing standard reports and supplemental
  information based on setup and transaction data
  to aid in audit analysis

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P-Card Process Flow
Overview of P-Card Process
P-Card Maintenance - DAS
MaintainCardholder/VendorData
Manage P-CardApplications
P-Card Maintenance - OSC
Load P-CardStmt StagingTables
Load P-CardStmts toTrans. Tables
Receive P-CardFile
P-Card Processing - Agencies
Load VoucherStaging Tables
Run VoucherBatch
ProcessVouchers
Review/Edit P-CardStmt Information
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Agenda
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Overview
Create P-Card PO

• A Purchase Order must be created by each Agency
  to encumber funds for P-Card expenditures
• Any requisitions for P-Card purchases must be
  cancelled
• PO is created for the life of the contract
• The P-Card Vendor on contract is the PO Vendor
• Each category of P-Card purchase is created as
  its own PO line item

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Process Flow
Create P-Card PO
Create P-Card PO
Create POHeader
Create POLines (items)
Enter ScheduleDetails
EnterDistribution Lines
Save
BudgetCheck
Dispatch
Approve
Maintain P-Card PO
BudgetCheck
Dispatch
Create POChange Order
Edit Item Lines/Amounts
Save
Approve
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Key Points
Create P-Card PO

• 1 line item / 1 schedule / 1 distribution line
• Distribution method is by amount
• Due date is the last day of the contract
• Must maintain the PO over the life of the
  contract (including PO rollover, change orders
  in new FYs, encumbrances in each FY)
• At least .01 must be left on each distribution
  line at end offiscal year for successful rollover

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Walk-through and Exercise
Create P-Card PO

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Create a P-Card PO
• WLA Path
• Purchasing, Purchase Orders, Maintain Purchase
  Orders
• On your own, complete exercise 2 in your
  Exercise Packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
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Agenda
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Overview
Reconcile P-Card Statement

• P-Card statements from staging tables must be
  loaded into transaction tables. The P-Card
  Coordinator or Cardholder reviews, edits, then
  approves each transaction on the statement. A
  voucher cannot be staged and built unless
  transactions are approved. This process involves
  four pages in Core-CT
• Reconcile Statement Bank Statement page
• enables you to review, manage, and approve loaded
  transactions
• Purchase Order Information page
• enables you to review or associate related
  purchase order to transactions
• Account Distribution page
• enables you to review and update distribution
  information by line for each cardholder

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Reconcile P-Card Statement
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Process Flow
Reconcile P-Card Statement
Reconcile/Review Statement
RetrieveP-CardStatement
Mark asApproved /Verified
Verify/EditDefaultDistributionInfo
Verify PO Information
Select/ReviewIndividualTransactions
ReviewStatement/Verify all TransApproved
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Key Points
Reconcile P-Card Statement

• When reconciling the P-Card Statement, remember
  that
• All transactions must be associated with the
  P-Card PO.
• disputed transactions should be marked and the
  disputed amounts entered, but must be approved
  regardless of the dispute (they must be paid,
  then resolved outside the system)
• transactions may exist on the statement that
  relate to the current billing cycle or the next
  billing cycle (depending on the time of month).

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Walk-through and Exercise
Reconcile P-Card Statement

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Reconcile P-Card Statement
• WLA Path
• Purchasing, Procurement Cards, Reconcile
  Cardholder Info, Reconcile Statement
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
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Overview
Load Voucher Staging Tables

• The P-Card Coordinator is responsible for loading
  the statement transactions into the voucher
  staging tables, which consists of three pages
• Voucher Stage page
• enables you to stage approved P-Card transactions
  into thevoucher staging tables
• Process Scheduler Request page
• enables you to run the Load Voucher Stage process
• Process List page
• enables you to ensure that the process ran
  successfully

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Process Flow
Load Voucher Staging Tables
Run ProcessScheduler
Stage ApprovedTransactions
Refresh ProcessMonitor
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Key Points
Load Voucher Staging Tables

• When staging the voucher, remember that
• this is not an automatic process and must be
  initiated
• Vouchers must be approved prior to staging the
  voucher
• Only one voucher is staged monthly for your
  P-Card payment(per Agency)

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Walk-through and Exercise
Load Voucher Staging Tables

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Load Voucher Staging Tables
• WLA Path
• Purchasing, Procurement Cards, Process
  Statements, Load Voucher Stage
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Agenda
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Overview
Build Voucher

• The P-Card Coordinator is responsible for
  building the voucher, which consists of three
  pages
• Voucher Batch Request page
• enables you to create a run control for the
  Voucher Build process
• Process Scheduler Request page
• enables you to run the Voucher Batch process
• Process List page
• enables you to ensure that the Voucher Batch
  process ran successfully

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Process Flow
Build Voucher
Run ProcessScheduler
Enter Details forVoucher BatchRequest
Refresh ProcessMonitor
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Key Points
Build Voucher

• When building the voucher, remember that
• this is not an automatic process and must be
  initiated
• the voucher must be staged prior to running
  Voucher Build
• only one voucher is built monthly for your P-Card
  payment (per Agency)

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Walk-through and Exercise
Build Voucher

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Run Voucher Batch
• WLA Path
• Accounts Payable, Batch Processes, Vouchers,
  Batch Voucher Request
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance
• Note this is the only P-Card WLA path that is
  in the Accounts Payable area

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Agenda
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Conclusion

• Wrapping Up P-Card Processing
• Summary of Completed Course Objectives
• Overview of P-Card Process (agencies
  involved/duties)
• Create P-Card PO
• Reconcile P-Card Statement
• Stage and Build Voucher
• Final Questions

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Sandbox Goals/ Action Plan/Adjourn

• After this class, Central/Agency users can
• Use the Sandbox environment to reinforce what you
  learned today.
• Use all of the exercises completed here in class
  as job aids in the Sandbox environment when you
  return to your agencies.
• Fill out the Action Plan sheet so the
  participants can plan when they will be utilizing
  the Sandbox and can make the commitment to do so.
• Complete the course evaluation forms.
• Wrap up and Adjourn the class.
• http//www.core-ct.state.ct.us/user/practice/Defau
  lt.htm