NIST CAMS Commerce Purchase Card System (CPCS) Cardholder Procedures

NIST CAMS Commerce Purchase Card System (CPCS) Cardholder Procedures
for NIST, NTIA, and TA

4.0 Reconciling Transactions

Introduction:

This procedure describes how to reconcile purchase card transactions. Reconciling involves making sure that each transaction charged to the cardholder's bankcard is correct and assigned to appropriate accounting codes.

Statements should be logged as often as possible or required by a Cardholder’s Bureau. At a minimum, statements must be reconciled and the transactions approved by the approving official within a 22-calendar-day period.

After a transaction has been in the system for about 22 calendar days, the system will sweep transactions that the cardholder has not reconciled. The system will also sweep those transactions that were reconciled by the cardholder but not approved by the cardholder's supervisor.

Users are notified each month of the deadline that represents the last day for transaction approval prior to sweeping.

Window(s) Used in Reconciling a Transaction:

Reconcile Transactions (BC-605)
ACCS (BC-606)
Accountable Property (BC-626)
Cardholder Statement Questioned Items (BC-605)of
Disputed Transactions (BC-608)
Review All Notes (BC-623)
Purchase Card Order Log (BC-615)
Accounting Classification Code Structure (dba094/dba093)
Monitor Outstanding Disputes (BC-625)

4.1 Reconciling a Transaction Process

Use this procedure to reconcile all transactions once they are forwarded by the Bankcard Center to the Purchase Card System Administrator and posted in the Reconcile Transactions (BC-605) window. If a third party receives an order charged to the cardholder's account, the cardholder is still responsible for ensuring the receipt of goods and reconciling the transaction.

Once the cardholder reconciles a transaction and the cardholder's supervisor approves it, the amount associated with the transaction is obligated in the Core Financial System -- usually within 24 hours.

The following is an example of the Reconcile Transactions (BC-605) window:

Screen Shot of the CPCS Cardholder Reconciliation

4.1.1 Changing a Transaction from "Not Reconciled" to "Reconciled"

This procedure is used to reconcile an "N" (Not Reconciled) transaction when the electronic record of charge from the bank matches both its invoice, and the entry in the Purchase Card Order Log (BC-615) window.

STEP	ACTION
1	Click on Cardholder from the Main Menu. A drop down box appears. Click on Reconcile Transactions 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	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.
4	The correct order log entry should be highlighted, click on the order log entry that matches the reconciled transaction.
5	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. Note: If any required fields were not entered into the Order Log prior to reconciliation, the Cardholder will not be able to leave this screen until they have completed all required fields. CPCS will guide the user through incomplete fields.
6	Repeat steps 3 through 5 until all matches are made.

4.1.2 Verifying/Modifying/Splitting the ACCS

Use this procedure when either verifying an ACCS or altering the ACCS to which the transaction will be charged. The following is an example of the ACCS (BC-606) Window:

4.1.2.1 Verifying the ACCS

Use this procedure to verify that the default ACCS is the one you want to use.

STEP	ACTION
1	Click on the transaction to be verified, modified, or split in the Reconcile Transactions (BC-605) window. Click on the "ACCS" button at the bottom of the window. The ACCS (BC-606) window appears.
2	Verify that the ACCS is correct for the purchase card transaction being reconciled. If it is correct, click on the EXIT icon to return to the Reconcile Transactions (BC-605) window. If it is incorrect, go to Procedure 4.1.2.2, "Modifying the ACCS." If you want to add an additional ACCS to split the cost, go to Procedure 4.1.2.3, "Splitting the ACCS."

4.1.2.2 Modifying the ACCS

Use this procedure to modify the default ACCS to which a purchase card transaction is to be charged.

STEP	ACTION
1	Do one of the following: If modifying only the fiscal year, go to step 2. If modifying any subfields, go to step 6.
2	With the BACKSPACE key, erase the entry in the FISCAL YEAR field.
3	Type the fiscal year in the FISCAL YEAR field.
4	Press the ENTER key. The Accounting Classification Code Structure (dba093/dba094) window appears.
5	Press the "Prev" button. If the ACCS is valid for the fiscal year you entered, the ACCS (BC606) window appears. Click on the EXIT icon and return to the Reconcile Transactions (BC-605) window. The ACCS has been modified. *Note:* If the ACCS is not valid for the fiscal year you entered, the following message appears: "Invalid or inactive project code w/program and fund codes." Click on the EXIT icon and the original fiscal year will remain.
6	Modify the ACCS by double-clicking on the ACCOUNTING CLASSIFICATION CODE field. The Account Classification Code Structure (dba093) window appears.
7	Highlight the code in the subfield to be changed. Do one of the following: Type in the correct code; or Double-click on the field and a list of values appears. Click on the correct value. Click on the "OK"button *Note:* The first OBJECT CLASS subfield must be one of following: 23, 24, 25, 26 or 31. The first two subfields cannot contain all zeroes. The USER DEFINED field must have six zeroes.
8	Repeat step 2 for each subfield to be changed in the ACCS.
9	Click on the "Prev" button to return to the ACCS (BC-606) window.
10	Click on the EXIT icon to return to the Reconcile Transactions (BC-605) window. A pop-up window appears: "Do you want to save the changes made?" Click on the "Save" button. The pop-up appears: "Database Apply complete: 1 records applied." Click on the "OK" button. The Reconcile Transactions (BC-605) window appears.

4.1.2.3 Splitting the ACCS

This procedure allows the user to split the charge for a purchase card transaction among more than one ACCS.

STEP	ACTION
1	Click on the transaction to be split in the Reconcile Transactions (BC-605) window. Click on the "ACCS" button at the bottom of the window. The ACCS (BC-606) window appears.
2	Do one of the following: To modify only the fiscal year, go to Procedure 4.1.2.2 To modify the default ACCS, type in the fiscal year in the FY field and press the ENTER key. Go to step 3. To add an ACCS stored under the "List ACCS Choices" button, type in the fiscal year in the FY field. Go to step 6.
3	Highlight the code in the field to be changed. Do one of the following: Delete the current code with your BACKSPACE key. Type in the correct code; or Double-click on the field and a list of values appears. Click on the correct value. Click on the " OK" button. *Note:* The first OBJECT CLASS CODE subfield must be one of the following: 23, 24, 25, 26 or 31. The first two subfields cannot contain all zeroes. The USER DEFINED field must have six zeroes.
4	Repeat step 3 for each field to be changed in the ACCS.
5	Click on the "Prev" button to return to the ACCS (BC-606) window. Go to step 12.
6	Click on the "List ACCS Choices" button.
7	Select the appropriate ACCS.
8	Click the "OK" button. The Accounting Classification Code Structure (dba093 or dba094) window appears.
9	Highlight the code in the subfield to be changed. Do one of the following: Delete the current code using your BACKSPACE key. Type in the correct code; or Double-click on the field and a list of values appears. Click on the correct value. Click on the "OK" button. *Note:* The first OBJECT CLASSsubfield must be one of following: 23, 24, 25, 26 or 31. The first two subfields cannot contain all zeroes. The USER DEFINED field must have six zeroes.
10	Repeat step 9 for each field to be changed in the ACCS.
11	Click on the "Prev" button to return to the ACCS (BC-606) window. The ACCS selected from the "List ACCS Choices" now appears in the ACCS field.
12	Type the quantity to be charged to this ACCS in the *QTY* field.
13	Click on the appropriate *AMT* field. Delete the entry using the BACKSPACE key. Type the amount charged to each added ACCS.
14	Return to the previous ACCS line(s) and adjust the cost in the *AMOUNT* field (s).
15	Click on the *TOTAL* field to recalculate.
16	If an additional ACCS need to be charged, go to step 2.
17	Click on the EXIT icon to exit the window. A pop-up appears: "Do you want to save the changes you have made?" Click on "Yes." A pop-up appears, "Database apply complete." Click on the "OK" button to return to the Reconcile Transactions (BC-605) window.

4.1.3 Entering Accountable Property Information

Use this window to enter accountable property information. Once the data is entered and the transaction is reconciled, the data cannot be updated through CPCS.

The following is an example of the Accountable Property (BC-626) window:
Screen Shot of the Accountable Property (BC-626)

STEP	ACTION
1	Click on the transaction in the Reconcile Transactions (BC-635) window to add accountable property information. Click on the "Property" button at the bottom of the window. The Accountable Property (BC-626) window appears. *Note:* All accountable property purchased must be charged to an ACCS that has an Object Class Code that begins with 31. Once accountable propertyinformation has been entered, a "/" appears in the "PROP" column box of the Reconcile Transactions (BC-635) window for that transaction.
2	Click on the ACCS to be charged as accountable property.
3	Click on the LINE NO field in the "Accountable Property Details" section, and type in the line number (i.e., the LN) of the corresponding ACCS. *Note:* The PROP ITEM NO field will populate automatically.
4	Click on the DESCRIPTION field and enter a description.
5	Click on the UNIT PRICE field and enter the unit price.
6	Repeat steps 4 and 5 by clicking on the next line for each accountable property item associated with that ACCS. *Note:* An ACCS for a transaction may have multiple accountable property items.
7	Repeat steps 2 through 6 to charge other accountable property items to additional ACCS.
8	Click on the EXIT icon to return to the Reconcile Transactions (BC-635) window. A pop-up window appears: "Do you want to apply the changes you have made?" Click on the "Yes" button. A pop-up appears: "Transaction complete: (#) records applied and saved." Click on the "OK" button.

4.1.4 Screen Prints

Use this procedure to print a screen.

STEP

ACTION

Click on the PRINT icon to print a screen.

Note: You can print a report of bank transactions by following Procedure 11 "Creating and Printing Bank Transaction Reports."

4.1.5 Adding and Reviewing Notes

Adding notes is an optional feature. Any notes that are added should be added after reconciling a transaction; otherwise, the system will bypass the Purchase Card Order Log (BC-615) window.

Once a note has been saved, it cannot be deleted or edited. However, additional notes may be added. Add a note to a transaction as a message for yourself or to an approving official. View a note as a reminder of important information.

STEP	ACTION
1	Click on a transaction to write or view a note. Click on the "Note" button at the bottom of the window and the Review All Notes (BC-623) window appears. The following is an example of the Review All Notes (BC-623) window: *Note:* *Note:* A "/" in the NOTE field in the Reconcile Transactions (BC-635) window means that at least one note is attached to the transaction.
2	Click the "Add" button to go to the next available line and type in a note in the Abbreviated Note field.
3	Click on the "Prev" button 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 the "Yes" button. Another pop-up appears: "Transaction Complete: 1 records applied and saved." Click on the "OK" button. The Reconcile Transactions (BC-605) window appears.

4.2 Reconciling a Disputed Transaction Process

Use this procedure to reconcile a disputed transaction. Transactions are disputed if the information in the Reconcile Transactions (BC-605) window does not match either Purchase Card Order Log or the invoice.

STEP	ACTION
1	Click on Cardholder from the Main Menu. A drop-down box appears. Click on Reconcile Transactions 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 for the matching entry in the Purchase Card Order Log (BC-615) window -- after matching this transaction to the order entry.
3	Click on “N” (i.e., Not Reconciled) in the OK? field of the transaction to be disputed. The Status Codes window appears.
4	Click on “D” (i.e., Disputed). 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.
5	Click on the order log entry that matches the dispute. Note: If multiple log order entries needs matching, match the first one at this time.
6	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 Cardholder Statement of Questioned Items (BC-605) window appears. Note: When matching a transaction to multiple order log entries, the Reconcile Transactions (BC-605) window appears, not the Questioned Items (BC-605) window. Click on the “Order Log” button and the Purchase Card Order Log (BC-615) window appears. Repeat steps 7 and 8 until all matches are made.
7	Double-click on the DISPUTE CODE field. A pop-up list of values appears. Click on the appropriate code and click on the “OK” button. Note: A dispute subcode may appear depending upon the dispute code selected.
8	Double-click on the DISPUTE SUBCODE field, if necessary. A pop-up list of values appears. Select the appropriate subcode. Click on the “OK” button.
9	Click on the REASON field. Type a brief summary of the dispute. Note: Only some dispute code/subcode combinations require a reason. If required, "<<Reason>>" appears at the bottom of the window.
10	Click on the VENDOR CONTACT DATE field. Enter the date the vendor was contacted about the dispute. Note: Only some dispute code/subcode combinations require a date. If a date is required, "<<Date>>" appears at the bottom of the window. This date must be between the purchase date and the current date, inclusive.
11	Click in the DISPUTED AMOUNT field. Type the disputed amount. Note: The amount disputed is typically the amount that the buyer is overcharged. For example, you were charged $100 for a purchase. The charge should have only been $80. The disputed amount is $20.
12	Click on the EXIT icon. A pop-up window appears, “Do you want to save the changes before exiting?” Click on the “Yes” button. The Reconcile Transactions (BC-605) window appears.
13	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 Transactions (BC-605) window as one transaction. Note: After the user matches the transaction to all order log entries, the user will be at the Reconcile Transactions (BC-605) window.
14	Click on the EXIT icon. The Main Menu appears.
15	Click on Cardholder from the Main Menu. A drop-down box appears. Click on Monitor Outstanding Disputes and the Monitor Outstanding Disputes (BC-625) window appears.
16	Click on the disputed transaction.
17	Click on the “Run Report” button. The report appears.
18	Click on the “OK” button. The report prints.
19	Click on the “Close” button. The Monitor Outstanding Disputes (BC-625) window appears.
20	Click on the EXIT icon to return to the Main Menu.
21	Place the printout of the Cardholder Statement of Questioned Item form in an envelope and send to: D.O.C. Bankcard Center 1510 E. Bannister Road Room PE122 Kansas City, MO 64131 *Note:* If the form is faxed, it still needs to be mailed. The fax number is 816-823-3850.

4.3 Reconciling a Credit Without a Matching Disputed Transaction Process

Use this procedure to reconcile a credit without a matching disputed transaction. The credit transaction is treated the same as a not reconciled transaction that needs to be reconciled.

If there is no entry in the Purchase Card Order Log (BC-615) window that shows a credit is expected, you must add a note before changing the "N" in the "OK" field to an "R."

STEP	ACTION
1	Click on Cardholder from the Main Menu. A drop-down box appears. Click on Reconcile Transactions; 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 RECEIVED field for the matching entry in the Purchase Card Order Log (BC-615) window after you match this transaction to the order entry.
3	Check 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 “R.” 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.
7	Click on the “Match to Transactions” 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 Transactions (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 Transactions (BC-605) window as one transaction.
9	Repeat steps 7 through 9 until all matches are made.
10	Click on the EXIT icon. A pop-up appears: “Do you want to save the changes you have made?” Click on the “Yes” button. Another pop-up appears: “Transaction complete: 1 records applied and saved.” Click on the “OK” button to return to the Main Menu.

4.4 Reconciling a Credit With a Matching Disputed Transaction Process

Use this procedure to reconcile a credit to a transaction that is being disputed. The credit transaction is processed similarly to a not-reconciled transaction that needs to be reconciled.

STEP	ACTION
1	Click on Cardholder from the Main Menu. A drop-down box appears. Click on Reconcile Transactions and the Reconcile Transactions (BC-605) window appears.
2	Click on the *DATE RECEIVED* field corresponding to the transaction to be reconciled. Type the date the items were received. *Note:* You can identify credits by the minus (i.e., "-") sign preceding the number in the AMOUNT field in the Reconcile Transactions (BC-605) window. If no date is entered in this field, it will automatically populate with the date entered in the DATE DELIVERED field for the matching entry in the Purchase Card Order Log (BC-615) window-- after matching this transaction to the order entry.
3	Double-click on the *MATCHED DISPUTE NO* field of the credit to be reconciled. The Disputed Transactions (BC-608) window appears.
4	Click on the disputed transaction that you want to match to the credit.
5	Click on the "ACCS" button. The ACCS (BC-606) window appears. *Note:* The ACCS associated with the credit must be the same as that associated with this disputed transaction.
6	If there is property information associated with this disputed transaction, note the property information, since this information must also be entered for the matching credit transaction. Click on the “Property” button. The Accountable Property (BC-626) window appears.
7	Click on the EXIT icon to return to the ACCS (BC-606) window.
8	Click on the EXIT icon to return to the Disputed Transactions (BC-608) window.
9	Click on the "Match Dispute to Credit" button and the credit will be attached to the dispute. A pop-up window appears: "Remember to reconcile this dispute if this is the last credit needed." Click on the "OK" button. Another pop-up appears: "Do you want to save the changes you have made?" Click on the "YES" button to return to the Reconcile Transactions (BC-605) window.
10	With the matching transactions selected, check the ACCS. See Procedure 4.1.2, "Verifying/Modifying/Splitting the ACCS." *Note:* The ACCS should be the same as that found in step 5. The default ACCS is automatically assigned to a transaction unless the ACCS is modified or split.
11	Enter accountable property information, if applicable. See Procedure 4.1.3, "Entering Accountable Property Information." *Note:* The property information, if any, should be the same as that found when performing step 6. 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.
12	Click on "N" (i.e., Not Reconciled) in the OK? field and the Status Codes window appears. Click on "R" and 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.
13	Click on the order log entry that matches the reconciled transaction. *Note:* If more than one log order entry needs matching, match the first one at this time.
14	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 Transactions (BC-605) window appears.
15	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 Transactions (BC-605) window as one transaction.
16	Repeat steps 13 through 15 until all matches are made.
17	Click on the EXIT icon. A pop-up appears: Do you want to save the changes you have made?" Click on "Yes" button. Another pop-up appears: "Transaction complete: 1 records applied and saved." Click on the "OK" button to return to the Main Menu.
18	Click on Cardholder from the Main Menu. A drop-down menu appears. Click on Monitor Outstanding Disputes. The Disputed Transactions (BC-625) window appears.
19	Select the disputed transaction that you want to reconcile.
20	Click on "D" (i.e., Disputed) in the OK? field and the Status Codes window appears. Click on "Reconciled." Click on the "OK" button.
21	Click on the EXIT icon. A pop-up appears: â€œDo you want to save the changes you have made?" Click on the "Yes" button. Another pop-up appears: "Transaction complete: 1 records applied and saved." Click on the "OK" button to return to the Main Menu.

4.5 Reconciling a Swept Transaction Process

The system will sweep a transaction if the cardholder has not reconciled it within approximately 22 calendar days after the Commerce Department receives the transaction from the bank. The sweeping process places these transactions into the Core Financial System (CFS) for payment. The transactions are charged to the default ACCS.

The cardholder must still reconcile swept transactions (they appear in the Reconcile Transaction (BC-605) window as an "S" in the OK?). The user may also add accountable property information, change the transaction's ACCS, and add notes to a swept transaction.

The approving official must still approve all reconciled swept transactions. In addition, a new ACCS and other changes made after a transaction has been swept won't be corrected in the CFS until the cardholder's approving official approves the transaction.

STEP

ACTION

Click on Cardholder from the Main Menu. A drop-down box appears. Click on Reconcile Transactions and the Reconcile Transactions (BC-605) window appears.

Do one of the following:

If reconciling a transaction, see Procedure 4.1, Reconciling a Transaction.

If reconciling a disputed transaction, see Procedure 4.2, Reconciling