Revised:  02/16/2021

Adding the Voucher ID and Build Date to the Pcard Log

References

• Payment Card Program Safe Manual Policy.

After the Pcard transaction has been closed, the voucher ID must be added to the Payment Card Log. Use the Reconcile Statement Search page to find the paid transaction and its associated voucher ID.

• In OAKS FIN, a voucher will be created, by cardholder, for all transactions that were approved on the same day. The Voucher ID will not be created until the nightly batch processes have run.

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > Nav Bar> Navigator > Purchasing > Procurement Card > Reconcile > Reconcile Statement

1. Click Clear.
   • The Reconcile Statement Search page provides default Transaction Dates . If the cardholder has pending transactions from before the default transaction date period, the transactions will not display.
2. Enter the desired Search parameters.
   • Do not search by Transaction Number, Sequence Number, Line Number, Billing Date, Budget Status, ChartField Status, or Charge Type.
     1. Enter the employee's ID number in the Employee ID  field OR click the Look Up  icon to search for the employee’s name.
        1. To search by name enter it with no spaces and with a comma (e.g., Smith,Joe).
        2. Leave the employee ID blank to retrieve all transactions for all cardholders.
     2. Enter Merchant.
        1. Partial Merchant name can be used if the Exact Match  checkbox is unchecked.
     3. Select "Staged" from the Statement Status dropdown.
        1. There are ONLY four Statement Status (stages) field options recognized in OAKS FIN:
           1. Staged: Transactions from the Pcard issuer are loaded into OAKS FIN and await reconciliation. Always use this option when searching for new transactions.
           2. Verified: Pcard transaction has been reconciled and is awaiting approval.
           3. Approved: The ChartField string has been entered and the approver changes the status to "Approved."
           4. Closed: Pcard transactions have been approved, voucher created and/or payment(s) issued.
     4. Enter Transaction Dates.
        1. The Transaction Date is the date the merchant "swiped" the Pcard through their credit card machine.
     5. Enter Posted Dates.
        1. The Posted Date is the date the bank receives the transaction from the merchant, usually 2 days after the transaction date.
     6. Enter Rows Per Page.
        1. Search results will display 9 rows per page.
     7. Click Auto Save When Scrolling Through Chunks checkbox.
        1. When selected, any changes made to existing transaction lines will be automatically saved without a warning message when scrolling through chunks. Users can get through quick updates and proceed to the next chunk without having to click through a save warning message. When deselected, the user will receive a save warning message when scrolling if any of the current data has changed.
3. Click Search.

4. Locate the desired transaction.

   • The Voucher ID is listed in the 7th column.