Reconciling P-Card Transactions

This job aid contains guidance on best practices when reviewing and reconciling P-card transactions in ARC.

Last Revision: December 2021

Reviewing Transactions

Click the Buying and Paying tile and click P-Card Reconcile Transactions from the left side menu. 

The Buying and Paying tile.
P-Card Reconcile Transactions tile.

Or Navigate to the NavBar > Main Menu > Purchasing > Procurement Cards > Reconcile > Reconcile Statement. The Reconcile Statement page appears with your P-Card Transactions. 

The Reconcile Statement page appears with your P-Card Transactions.

Details

  1. For each transaction you are reconciling, click the Comments icon to add comments and attach relevant documentation. The ProCard Comments window appears. 
The ProCard Comments window appears.
  • Type any relevant comments regarding the transaction. 
  • Click the Attach button. The File Attachment dialog appears 
The File Attachment dialog appears.
  • Click the Choose File button to search and select the relevant document file and click Upload. 
  • To attach additional documents for the transaction, click the + button. 
  • Click OK.
  1. To view or edit the ChartString associated with the each transaction, click the Distribution icon. 
Chartstring example.
  • If necessary, edit the ChartString. You can scroll to the right to click the + button to add additional Distribution Lines. 
  • Click OK. 
  1. Click the Checkbox next to each Transaction you are reconciling. 
  2. Click the Validate Budget button. The Budget Status field for each transaction should indicate Valid. If Error is indicated, the existing budget for the Distribution indicated is not valid. 
  3. Click the Verify button. The Status of each Transaction will indicate Verified. 
  4. Click Save. 

You can mark a disputed transaction by documenting the amount in dispute. If the records disagree with the billing amount, enter the amount difference. You must follow up with the merchant or Bank of America to settle the disputed amount. You can still Verify the purchase even if the amount is in dispute. 

  1. Click the Billing tab from the Reconcile Statement page. 
  2. Enter the amount difference in the Dispute Amount field. 

Resolving a Disputed Transaction 

  1. Navigate to the NavBar > Main Menu > Purchasing > Procurement Cards > Reconcile > Review Disputes. The Review Disputes page appears. 
The Review Disputes page appears.
  1. Select the Collected checkbox next to the transaction. 
  2. Click the Comments icon to add comments. 
Example of the comments box.
  1. Type your comments and click OK. 
  2. Click Save. 

Note: You may also determine that the charge was correct. Update dispute amount to $0 to resolve the dispute. 

Click the Buying and Paying tile and click P-Card Reconcile Transactions from the left side menu. 

Buying and Paying tile.
P-Card Reconcile Transactions tile.

Or navigate to the NavBar > Main Menu > Purchasing > Procurement Cards > Reconcile > Reconcile Statement. 

If you If you do not have a current statement to reconcile, you can search for past statements using the Reconcile Statement Search. 

Reconcile Statement Search example.

Search for transactions using the following required criteria: 

  • Card Issuer = Procurement Card – Regular 
  • Billing Date = Current Billing Period 
  • Statement Status = Staged or Verified 

You can enter Posted Date From and Posted Date To fields to capture a range of transactions that fall within a particular Posted Date. Reconcilers should set Statement Status to “Staged” to see only those transactions pending reconciliation. Approvers should set Statement Status to “Verified” to see only those transactions that have been reconciled by the Reconciler. 

PRINTABLE VERSION

View and download the Reconciling P-Card Transactions job aid.