PCards - Allocating PCard Transactions | Scribe

PCards - Allocating PCard Transactions

  • Korinne Dizon |
  • 18 steps |
  • 2 minutes
  • WorksWorks
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Navigate to [https://payment2.works.com/works/session](https://payment2.works.com/works/session)
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Sign into your account. Your Login Name is your BUID number.
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To view the transactions pending sign-off, click "Pending"
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Click on the document number starting with "TXN"
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A drop-down will appear. Click "Allocate / Edit"
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As long as transactions have not mapped (posted to SAP), you can make changes to the following fields.
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Change the description from the default vendor text to a more descriptive identifier.
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The description is the field that shows up in SAP Reporting.
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The GL code defaults to 510010. Most of your transactions will require a different GL.
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Type in the new GL (don't worry if the dropdown doesn't show the GL you entered).
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The cost object will default to your department base account. If the expense should charge a different account, enter the 10-digit SAP account number here.
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*Note:* unlike in Concur, you do *not* need to add "00" before discretionary account numbers.
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Click *Save*.
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Find the *Uploaded Receipt* column and click "No".
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You can upload as many files as necessary. Including the actual receipt, you may also choose to attach email threads, quotes, screenshots, etc. For example, if you're splitting the allocation for a transaction, you may want to add an email thread confirms the split.
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Click "Choose File" to open the file explorer and attach the receipt for the transaction. Receipts must be itemized and show the total purchase amount, the date of purchase, the vendor, and the payment method.
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Enter the date on the receipt.
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A description isn't necessary, but you can add other comments for your supervisor.
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Click *OK*.
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You must review and sign off on your PCard transactions before the monthly posting date. After the posting date, you will not be able to make any changes, except for adding receipts and comments. See the AP website for posting dates: <https://www.bu.edu/pcards/calendar-for-pcard-posting-dates/>