Processing Monthly BOA Visa Invoice for P-Cards

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Distribution

Director of Procurement Services

AP Administrator

AP Payment Processor^*

AP P-Card Coordinator^*

Related Procedures

P-Card Administration - Processing Credit Card Transactions [PRO5522U]

Ownership

The Director of Procurement Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University practice.

It is important to ensure that the BOA Invoice is not simultaneously validated. Simultaneously validating the Invoice will result in doubling the amount in grants. To avoid this problem it is critical that the P-Card Coordinator is not in the AP nightly invoice validation program.

The following are the processes used to load the BOA data file into the Integrated System. Processes are to be run by the P-Card Coordinator. (The individual running these processes cannot be in the AP nightly invoice validation program.)

Pre-Oracle Procedures

Log into the BOA Works Application found at https://payment2.works.com/wpm/bookmark

Click Reports---Reports---Spend Reports---select UVA_PCARD-LINES.dat from the report template drop down box. Submit the report.

Download and save the file to the Pcard Lines folder found under S: Purchasing Card/Pcard Lines.

Rename the file with an end of the cycle date (ex: UVA_PCARD_LINES_20090313).

Log into SecureFX 2.2. Click and drag the file into it. ISDS will upload the Authorization file to the Oracle Interface folder, after it is e-mailed from BOA. (This process will be eliminated in 2 or 3 months).

Begin the Oracle Processes at this time.

1. Run UVA-PCards Authorization Data Load BOA (Single Request).

This request loads the BOA Visa Card authorization data into the uva_ap_expense_feed_auth table. There are no parameters for this report.

2. Load the BOA Visa card data file into the Integrated System

Select [UVA – AP P Cards Transaction Data Loading (BOA)] from the list of values (Request set).

There are no parameters on this request.

Click [Submit Request].

This request set runs the following processes:

Loads the BOA Visa card file into the AP_Expense_Feed_Lines_All table
Generates the header information containing the following;

the cardholder
number and transaction amounts

View the request set stages from View ® Requests.

The request set generates the UVA - Credit Card Transaction Data Validation Report that will list the number of records processed and any invalid transactions.

Select the report on the Requests screen and click [View Output].
Verify that the “Total Billing Amount” on this report matches the total amount due on the Monthly BOA Visa Card Statement. If they do not match, contact ISDS and discontinue the process until the problem is resolved.
If the “Total Billing Amount” matches, correct the invalid transactions.
Rerun the [UVA - Credit Card Transaction Data Loading (BOA)] request set.

The [UVA Credit Card Transaction Data Loading (BOA)] request set creates a new file with only the invalid transactions.

Run the [UVA - Credit Card Transaction Data Loading (BOA)] request set repeatedly until all transactions have been corrected and clear.

3. Create Distributions

Run [UVA - Credit Card Create Distributions] request set.

This request set runs the following processes:

Creates the distributions for the Procurement Card Transactions table.
Changes the expenditure type based on the MCC code matching.
Enables the P-card Holder responsibility.
Confirm the total amount agrees with the total from step 3.

Upon completion, send e-mail to users telling them that transactions are now available for editing.

UVA AP P-card Holders can refer to the document Procurement Card - Changing PTAEO Information located on the Integrated System's HowDoI…? section.

After users have edited transactions the following processes move the transactions into the AP Invoice Interface table and create an invoice.

4. Invoice Interface

Run request set [UVA - Credit Card Invoice Interface Summary Set].

This process does the following:

Moves the transaction into the AP Invoices Open Interface table
Disables the P-Card Holder responsibility.

Select the IS responsibility P-Card Coordinator or AP Administrator.
Run the [UVA - Credit Card Invoice Interface Summary Set] as follows.

No parameters are required.

IS Accounts Payable
N ® Other ® Requests ® Run
Submit Request Set

This moves the transactions into the AP Open Interface table.

Access the table as follows:

IS Accounts Payable
N ® Invoices ® Entry
Open Interface Invoices

The transactions can be queried by Source = PCARD.

Do Not proceed until you have successfully run the [UVA Credit Card Invoice Interface Summary Set].

5. Import

From the UVA Request Logs navigate to Run a Single Request, [UVA Payables Open Interface Import]. This process creates the BOA Visa Card invoice.

The individual running the process cannot be in the AP nightly invoice validation program.

Select [PCARD] from the list of values.
All other parameters should remain the same as shown below.

Click [OK].
Click [Submit].
View the output of the Payables Open Interface by going to [View], [Requests] on the menu bar.
Click [Find].
Select the report and click [View Output].

The report will show rejection reasons. Rejections must be cleared before the invoice is created.

[UVA Payables Open Interface] can be rerun as many times as necessary.

6. Correct rejections

Use this process when the PTAEO errors out on the last step of the BOA Visa Card interface. This is when the code has been closed or will not allow the file process. The bad code will be on the [Payables Open Interface] report.

Contact the Dept to get a new code.

Log in as UVA AP Administrator.
Run the Oracle report called [UVA PTAO Retrieve Record ID] report. Enter the information for the new code to get the corresponding number that needs to be entered on the Open Interface Invoice Lines screen.

Submit this request to run. When it is finished, view output.

The report will look like this. Note the corresponding project number for example: project 120230 is now 81515 and the Award of GC10139 is now 5404.

UVA PTAO Retrieve Record ID Report

Report Parameters:

Project Number : 120230

Task : 101

Award : GC10139

Organization : 31160

Project Id Task Id Task Number

---------- --------- -------------------------

81515 93398 101

Award Id Award Number Status Award Full Name

---------- --------------- ---------- ----------------------------------------

5404 GC10139 ACTIVE The NICHD Study of Early Child Care-

Phase 3

219 31160 CU-Human Svcs

Next go to the Open Interface Invoice screen in Oracle. Use [Query], [Enter] and [Query], [Run] for this action.

Query up the source of ‘PCARD’

If the status of any line is REJECTED you will need to find the dollar amount of the file you need to correct.
Now click on the lines button.
Use [Query], [Enter] functionality and enter the line number from the [Payables Open Interface Import] report. Use [Query], [Run]. The invalid account line should come up.

Enter the new code information that printed when you ran the [UVA PTAO Retrieve Record ID] Report.
Save your work. You will need to rerun the [Payables Open Interface Import] Report to ensure the file will process.

7. Validate BOA Visa Card Invoice

Run: [Invoice Validation] program (Note the individual running the program cannot be in the AP nightly invoice validation program)

Run the Single Request [Invoice Validation].
Select the following parameters:

For Option select: All.
For Entered By: enter your ID. This process will validate the BOA Visa Card Invoice that you created from the UVA Payables Open Interface Import. You must enter your ID before you submit this program. Do not submit this program without limiting it to your ID in the Entered By. Without your ID, the program will validate all departmental invoices and payment vouchers.
You can also limit validation by entering the invoice number as a parameter.

Click OK after you have entered your ID and submit the program.

The invoice validation program may take a few hours to complete given the size of the BOA Visa Card Invoice. You can view the status of the program by going to [View]>[Request] on the menu bar. Once the report is completed query the invoice using the invoice number and view the status to determine the invoice is validated.

8. Apply Payment

Apply The BOA Visa Card Prepayment. See the Navigation Instruction “Applying Prepayments to Invoices”. This process will apply the prepayment and the invoice will be marked as paid.

Note: after the prepayment is applied, the invoice status will go to ‘Needs Revalidation’.

The invoice can be validated on line using the actions button and clicking validate since this validation will be completed in a few seconds.

9. Purge Credit Card Transactions

After you have successfully run the [UVA Credit Card Invoice Interface Summary] successfully:

You should be logged in as the IS Responsibility UVA P-Card Coordinator or UVA AP Administrator.
Run the single request, [UVA - Purge Credit Cards Transactions].

This process will remove all credit card transactions from the Interface Table.

Do Not Run this step until you have successfully run the [UVA Credit Card Invoice Interface Summary Set].