To close or reject bank charges

  1. Access P-Card Charge Approval (PD20.1). Inquire on the statement you want to review.
    Note: During setup, the administrator needs to use Lawson security to restrict the ability to close or reject charges. P-Card administrators should have this ability, not cardholders. For more information, see your Lawson Security Administrator.
  2. After the charge was approved, the administrator closes the charge (or rejects it). Use the following guidelines to enter field values.
    Program

    Select the P-Card program to be approved.

    Card Number

    Type the P-Card number.

    Statement

    Select the imported bank statement name.

    Sort

    Select how you want the charges to be sorted (by date, merchant, or amount).

    Filter

    Select the type of charges you want to view (rejected, approved, released, disputed, closed, or all charges).

    Date Range

    Type the beginning and ending date range of charges to display.

    Position To

    Type the date a charge was created to display that charge.

  3. Select the Close or Reject line action, based on the action you want to take, and the Change form action.
  4. Optional. Click the Dtls button to manage bank charge details. P-Card Charge Detail (PD21.1) displays. You may attach comments to the charge by clicking the Comments button on the Details form. You cannot change charge details if the charge is in Unreleased or Closed status.
    1. Select the Charge tab to add information detail about the bank charge. Use the following guidelines to enter field values.
      Charge Amount

      The total amount of the charge (including tax) displays.

      Commodity Code

      Select the commodity code to assign to this charge.

      Diversity Code

      Select the diversity code for the Accounts Payable vendor. You set up diversity codes using Diversity Code (AP13.2) and assign them to vendors using Vendor (AP10.1).

      UNSPSC

      Select the following for the UNSPSC code (Universal Standard Products and Services) for the charge.

      • Segment

      • Family

      • Class

      • Commodity

      You set up UNSPSC codes using UNSPSC Product Codes (IC16.1).

      Income Code

      Select the income code, representing a type of income withholding. You set up income codes using Income Code (AP05.5). Further, you assign an income code to a merchant using P-Card Merchant (PD04.1).

      Manufacturer Information

      Select the manufacturer code, including the manufacturer division and item number. You set up manufacturer codes using Manufacturer Code (IC14.1).

      Tax Amount

      The amount of tax on the charge displays.

      MCC Code

      Select the merchant category code (MCC) for the charge. You assign an MCC code to a merchant group using P-Card Merchant Group (PD05.1).

      Reason Code

      Select the reason code that provides detail on the charge. During program setup, if you required reason codes for disputed charges, you must include a reason code here for a charge that is disputed.

      You set up reason codes using P-Card Reason Code (PD08.1). (Inactive reason codes cannot be assigned to charges.)

      Tax ID

      The Tax ID for the merchant displays.

    2. Select the Accounts tab to enter account information for the charge. Use the following guidelines to enter field values.
      Company

      The Accounts Payable company that is responsible for this charge displays.

      Charge Amount

      The total amount of the charge (including tax) displays.

      Account

      Select the general ledger accounting unit, account, and subaccount to assign to the charge. You set these up using Accounting Units - Accounts (GL20.1).

      Distribution Company

      Select the Distribution company.

      Activity

      Select an activity to associate with this charge. You set up activities using Activity (AC10.1).

      Billing Category

      Select the billing category to assign to this charge. You set up billing categories using Billing Category Rates (BR03.1).

      User Analysis

      Type the user analysis values to assign to this charge.

      Tax Amount

      Type the amount of tax on the charge.

      Account Category

      Select the account category to assign to this charge. You set up account categories using Account Categories (AC05.1).

      Click the Mult button to enter multiple accounts for this charge. P-Card Charge Accounts (PD22.1) displays. Use the following guidelines to enter field values.

      Dist Code

      Select a distribution code to automatically create expense distributions for invoices, or to split an invoice distribution into multiple distributions. You create distribution codes using Distribution Code (AP05.3).

      Tax Amt

      Type the amount of tax on this charge.

      Type

      Select the type of distribution that this represents (goods or tax).

      Account

      Select a general ledger accounting unit, account, and subaccount for this charge.

      Company

      Select the Distribution company for the charge.

      Amount

      Type the amount of the distribution.

      Select the Distribution Detail tab to enter details about the distribution. Use the following guidelines to enter field values.

      Activity

      Select an activity for the distribution.

      Account Category

      Select an account category for the distribution.

      Billing Category

      Select a billing category for the distribution.

      User Analysis

      Type the user analysis values for the distribution.

    3. Select the Purchase Order tab to display purchase order information (the tab is accessible if the charge has a purchase order number).
    4. Select the User Fields tab to add user-defined fields.
  5. Select the Change form action.