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ERP Advisory Bank
Integration:
Our PeopleSoft Experience
Ashru Shah
North Carolina State University
Migration
• 1996 - 20 cards with a bank in Delaware
• First Union (Bought by Wachovia 2001)
• Bank III (Bought by Bank IV 2005)
• Mapping existing card information from home grown system to PeopleSoft
• Mapping Bank III fields to PS fields
BP 2004 (Before PeopleSoft)
• Home Grown Application – PERL
• Database Management System - SYBASE
• Bank file sent monthly to mainframe
• File reformatted to load to PERL
• Reconcilers changed fund source and account
• Journal created to increase dept project and decrease AP clearing project. Then loaded to GL
PCard Processing - Old
Pcard data
from bank is
loaded
Bookkeeper
reconciles
transactions
Pcard system
creates a service
unit journal
Increases dept.
expense project
221xxx 52600 $ 100
Decreases 376xxx
clearing project
expense
376xxx 58999 $ -100
Journal
loaded into
Financials
GL
In-Direct Cash
Entry program
moves cash from
expense project to
clearing project
376xxx
Decreases expense
project cash
221xxx 11100 $ -100
Increases clearing
project cash
376xxx 11100 $ 100
AP pays bank credit
card bill
Increase 376xxx
clearing project expense
376xxx 58999 $ 100
Decreases 376xxx
project cash
376xxx 11100 $ -100
• Reconciled transactions create a
minimum of 3 entries: original
distribution, reversal distribution,
and the reconciled distribution.
• Unreconciled transactions are
forced to reconcile at month end.
• Net effect is that the voucher
washes out the pcard credit
balance on 3768xxx 58999 and
reduces cash as well.
After PeopleSoft
• Daily Bank File Transmission
• File Load Process to PeopleSoft
• Daily Reconciliation
• Daily Voucher creation
• Month End Process
• Summary of vouchers matched against Bank Statement
• Accounts Payables authorizes separate payment
PCard Processing - New
Pcard data
from Bank is
loaded
Bookkeeper
reconciles
transactions
PCard system
creates voucher
(1/day)
Increases dept.
expense project
221xxx 52600 $ 100
Decreases expense
accrual
221xxx 22010 $ -100
AP pays all Bank
vouchers around 27th
Increases project accrual
balance
221xxx 22010 $ 100
Decreases project cash
221xxx 11100 $ -100
• The pcard system creates 1
voucher for the bank per day with
all of the reconciled items on it.
• Unreconciled transactions are
forced to reconcile at month end.
• The sum of all pcard vouchers
should equal the bank bill.
New Bank Implementation
• Conversion to new bank’s Card System • Project began October 2006 • Roll out December 2006 • Bank Questionnaire for deployment of card
program managed in its system application • Technical Requirements – NCSU IT team and bank
Implementation team • Organizational Structure - Authorized personnel
in bank application • Card Administration – Card controls and set up
PCard Data Load - the Big Picture
Bank sends daily
transaction file to a
secure FTP site for
NCSU
PCard File Layout
- IT decrypts the
file
Load PCard Stage Process
Load Statement
Reconcile Transactions
Voucher Stage Process Voucher Build Process
Correct Errors
AP pays sum of vouchers
at month end
PCard Data Load Explained
• Daily Bank File Transmission
• File Layout
• Stage Process Process name: PO_CCPCRDSTG
• Correct Errors Card Number
• Load “Statement”
• Reconcile Transactions
Correct Errors
Correct Card Number errors
Load Statement Process
Process name: PO_CCLOADLD
Loads transaction data
Financial Queries to confirm processes
CC_PCARD_LOAD_NO_VCHR
CC_PCARD_LOAD_SUMM_BANK
Reconcile Transactions
Account Distribution
Behind the Scenes……..
Budget Checking PCard
• Transactions are not Encumbered
• Validates Chartfields, Budget Period and Funds
• Activity Log
• Budget Validation Process
Voucher Stage Process
Process name: PO_CCVCHRSTG
Voucher Build Process
Process name: AP_VCHRBLD
PCard Voucher Payment
General Setup
• Card Issuer
• Procurement Card Roles
• Access Rights
• Cardholder Profile
• Assign Proxies
• Assign SpeedCharts
Card Issuer
Procurement Card Roles
Six delivered roles for assigning access rights
Card Holder Profile
Assign Proxies
Assign Speedcharts
Enhancements
“Bolt On”
NCSU Card Center
NCSU Card Center
Reconciler Page
New Card Request
Thank you for attending
Questions?
Ashru Shah PCard Manager
North Carolina State University [email protected]
Tel:919-515-8097