IN THIS SECTION P-Card Web Solution RapidRecon P-Card Process

The Purchasing Card Process

Reconciliation

This function automates and facilitates the logging, tracking, and reconciliation by the cardholder of transactions billed to their accounts directly to a company's general ledger. It allows the cardholder to input all information about a P-Card transaction into an On-Line Order Log, which can be automatically "matched" with the electronic feed from the purchasing card provider. It provides the cardholder with an easy way to verify and/or update accounting information, product descriptions and company designated categories, as well as other important information as determined by the customer. Cardholders can keep a complete list of their purchases in the Order Log and automatically match with the electronic statement, input information (if necessary) directly into the statement, or use any combination of the available tools to ensure the accuracy of their reconciliation.

Upon completion of reconciliation, a transaction approval report listing the completed transactions for management review and approval is automatically generated (paper, electronically, or both). All reconciled transactions are made available for cost allocation via the customer's internal financial processing system, without any additional input required by accounting, as all accounting information is validated at the time of entry.

In addition, reports can be generated by the cardholder at any time for all transactions by any combination of supplier, order number, category, costing information, transaction and billing dates, and total charge amount. If the customer desires, transactions can also be automatically reconciled to a predetermined default account code and category.

On-Line Order Log

This feature allows cardholders to record information about their purchasing card orders on-line at the time of purchase for use during receipt and reconciliation. During order placement, The P-Card Solution generates a unique order number, which can be given to a supplier to both identify a transaction upon receipt and be input into a reference field (by suppliers with enhanced data capture capabilities). When combined with the Supplier function (described below), it allows cardholders to search for and locate preferred vendors who have the goods or services they require.

Cardholders can record the supplier, transaction amount and tax charged, line item descriptions, appropriate multiple accounting codes, and any applicable comments. In addition, with the push of a button, cardholders can create a "template" of frequently made purchases for both reference and import into new order log entries. Upon receipt of the electronic statement from the purchasing card provider, cardholders can "match" and import all logged orders (either manually or automatically) with bank transactions on their statement. In conjunction with the Receiving function, receiving departments have the capability to view and/or import information from order logs, making proper receipt and delivery of purchasing card orders a breeze.

Administration

This function automates the application, tracking and maintenance of cardholders during all phases of the P-Card life cycle from card application through card retirement. It allows for global ad hoc reporting by the P-Card Administrator. It also allows for the real-time generation of standard and customized reports including Reconciliation, Sales Tax, Freight, 1099, Cardholder and Supplier statistics, and Card Expiration.

Through the Administration function, the P-Card Administrator can "act as" as any cardholder in the system and establish various user "roles" for control and security purposes. In addition, because you control the database, internal information such as a default internal account code and category, organization code (hierarchy information), card status, Approving Official, and specific comments can be added by the P-Card Administrator to each cardholder's profile and maintained in-house... without ever involving the card provider.

Supplier

This function provides an on-line list of suppliers who accept the P-Card. It allows cardholders to search by Supplier Identification Code (SIC) or Merchant Category Code (MCC) descriptions, preferred status, supplier name, location, or any combination of available fields to find suppliers who accept the card and have the products or services they require. It also provides for enhanced maintenance and reporting of supplier information by the P-Card Administrator, by allowing the administrator to supplement the data available from the provider. This includes "preferred," minority or woman owned, and small business status, as well as FEIN, owner type, and inclusion of a contact name, fax number, business classification, and additional comments. Robust Supplier Statistics reports are also included.

Receiving

The Receiving function automates the logging, tracking and delivery of P-Card shipments. It allows the receiving department (or other designated staff) to compare shipments with information available in the on-line order log and/or enter basic receipt information including quantity of packages received, packing slip, tracking number, shipper name, carrier name, deliver to address, and any comments which might be relevant. Internal routing lists and shipping manifests can be generated to ensure accurate delivery of P-Card shipments. The Receiving function allows the cardholder to look up logged receipts by any combination of pertinent information.

The P-Card Solution Process

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