1

Click on Approving Official from the Main Menu and a drop down box appears.   Click on Proxy Reconciliation and the Reconcile Transactions (BC-605) window appears.  

2

Click on the DATE RECEIVED field for the transaction to be reconciled. Type the date the items were received.

Note:   If no date is entered in this field, it will automatically populate with the date entered in the DATE DELIVERED field from the matching entry in the Purchase Card Order Log (BC-615) window -- after matching this transaction to the order entry.

3

Verify, modify, or split the ACCS.   See Procedure 4.1.2,   "Verifying/Modifying/Splitting the ACCS."

Note:   The transaction is automatically charged to the default ACCS, unless the ACCS is modified or split.

4

Enter accountable property information, if applicable. See Procedure 4.1.3 "Entering Accountable Property Information."

Note:   See the glossary for the definition of accountable property.   All transactions charged to an ACCS with an object class code that begins with 31 are accountable property purchases.

5

Click on "N" (i.e., Not Reconciled) in the OK? field. The Status Codes window appears. Click on "Reconciled." Click on the "OK" button.

A pop-up appears: "Please select the corresponding item from the Purchase Log."   Click on the "OK" button and the Purchase Card Order Log (BC-615) window appears.

6

Click on the order log entry that matches the reconciled transaction.

Note:   If more than one order log entry needs matching, match the first one at this time.   If there is not a transaction to match, you must enter a reason in the Notes field.

7

Click on the "Match to Transaction" button. A pop-up appears: "Are you sure you want to match this log entry to the transaction being reconciled?" Click on the "Yes" button.

A pop-up appears: "Log entry matched to (transaction number); Description Note Created." Click on the "OK" button.   Another pop-up window appears: “Database apply complete: 1 records applied." Click on the "OK" button.   The Reconcile Transaction (BC-605) window appears.

8

If a transaction needs to be matched to more than one order log entry, click on the "Order Log" button at the bottom of the Reconcile Transactions (BC-605) window. The Purchase Card Order Log (BC-615) window appears.

Note:   For example, several GSA orders are logged in as individual Order Log entries, but are processed by the bank and appear in the Reconcile Transaction (BC-605) window as one transaction.

9

Click on the EXIT icon to return to the Reconcile Transactions (BC-605) window.   A pop-up window appears: "Do you want to apply the changes you have made?"   Click on on the "Yes" button.   A second pop-up window appears:   "Transaction complete: (#) records applied and saved."   Click on the "OK" button

Note:   The Approving Official should place a note on the transactions indicating why the AO reconciled on behalf of the Cardholder. Click on the "Note" button to enter the desired message.

10

Click on the EXIT icon to return to the Main Menu.