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How to Reallocate
MSU PCard Charges
A web application has been developed through e+ (formerly Reality!) for Departments who wish to view and/or reallocate PCard charges to other accounts and/or object codes. Departments can designate 1-3 people for access to this application (requests for additional access will be handled on a case by case basis).
Download e+/Reality! "PCard Authorization Request Form"
PCard transactions are processed and collected everyday by the bank. MSU downloads the transactions nightly. The transactions are grouped into monthly cycles. These cycles are the basis for the monthly statements received for payment verification. This web application allows the transactions for a cycle to be viewed. The current cycle transactions can also be updated. The end date for a cycle is referred to as the posting date and is always the 24th of the month. A brief note can be added to each transaction (whether account modification took place or not).
The PCard links is available in the "Other Applications" box of the e+/Reality! "Welcome" page. Two links are provided to offer the customer the choice of viewing current transactions or searching previous cycles. The current transactions link will display a list of cards that have transactions during the active cycle. This link will only display cards registered to the cardholder using the application or all the cards associated to a card contact. If the person signed on to the application is listed as a card contact, they will see a list of all the cards that they have responsibility for and that have transactions for the current cycle. Cards that have not been used in the current cycle will not be displayed. The second link from the "Welcome" page provides the ability to view transactions from prior cycles. No reallocations can be entered for prior cycles.
Upon successful entry into the system make sure the PCard processing function is activated. The links for the PCard application can be found in the "Other Applications" box on the "Welcome" page. There are two choices: "Current PCard Transactions" which will display current PCard transactions available for reallocation, and "Search PCard Information", which will provide the ability to view current and past cycle data.
The "Current PCard Transactions" link will produce a list of all cards available to you with transactions eligible for reallocation. The list will show the Account Number, Truncated Card Number, Name of the cardholder, the status of the transactions, and a "View Trans." button to display the transactions associated to the card.
The status reported could be:
- New – never been updated by the cardholder
- Reviewed – a note has been added by the cardholder
- Locked – the card authority has made changes to the transaction so no further entry is allowed
The list of "New" transactions is presented by clicking on the "View Trans." button.
The list of transactions will display the transaction date, posting date, reference number, MCC code and description, POS code, account number, and amount in a descending transaction date order. Click the "List All" link to view transactions that have been updated along with the unchanged entries. All notes and account number reallocations will display immediately under the original transaction information. The layout of the page is very similar to the monthly statement received for the card.
The list also provides a "GO" link to view and update the information associated to each transaction that is not locked. Cardholders will be able to add a note through this link.
The note can be entered and updated until the card contact locks the record. Enter the message up to 35 characters and click the Process button.
The note, account, and object code can be entered and updated until 5:00 the next business day after the posting cycle close date. Enter a note up to 35 characters. Select up to five account numbers and object codes from the provided list and enter the dollar amount for each combination. The account numbers are associated to the account on the credit card by the common unit code (CUC) in the Chart of Accounts. Click the Process button when all entries have been made.
Clicking the "GO" button for "Search PCard Information" from the welcome page or the "Search" button on "PCard List" pages will present the ability to view previous transactions by posting date. Selecting one of the "GO" buttons will present a list of cards with transactions for that cycle. Cardholders will only see their cards while Card Contacts will see all the cards they are authorized to review that have transactions for the cycle. The pages look similar to the current cycle pages with the exception that all the transactions are locked. The list also offers the ability to download the transactions for the cycle to a Microsoft Excel spreadsheet. Card Contacts can download a full list of transactions for all the cards for which they are responsible. Card holders and card contacts may also download transactions for a specific card when viewing the historical transactions for the card.
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