Processing ad hoc charges

  1. Import the charges by running Interface Procurement Card Statements.
  2. Select Procurement Card Statement Interface Maintenance to add and maintain distributions. Review errors that are encountered.
  3. Release the charges and create an invoice by running Invoice And Release Procurement Card Statement. One invoice is created for the entire statement.
  4. Approve or dispute the charges in Procurement Card Statements on the Invoiced tab. Approvals can be made in both statement and transaction levels. Comments can be added in Details.
  5. Process the invoice in Payables. The Payables invoice distribution is added to the original invoice when the charge is approved. After approval, the administrator can close or reject the charges. If rejected, the cardholder can create changes and re-approve the charge.
  6. Send the payment to the bank.
    The statement name is used in the CSV file as a label for a group of charges that will be paid together. The invoice name is the name of the Payables invoice that is created by running Invoice And Release Procurement Card Statement.

    If an imported charge contains a purchase order number, then it is not included in the invoice that is created. Purchased Order-based charges are already processed and paid. PO charges are released for approval and reporting.

  7. Send the payment to the bank. The vendor is paid when the procurement card is used.