Approving a Procurement Card Document

The following steps apply to appropriate fiscal officers responsible for approving the procurement card transactions.

1.     Click icon-port-actionlist located in the upper left corner of the screen.

2.     Log into the KFS as necessary.

All procurement card transactions awaiting approval appear in the action list. Notice that the Action Requested shows 'APPROVE'.

3.     Click the Document ID link to open the document you wish to reconcile.

A pre-populated PCDO document appears.

4.     Complete the common financial transaction tabs.

5.     Modify the information in the Accounting Lines tab.

The reconciliation process might include the following activities:

      Verify each transaction against the original receipt

      Review purchase for adherence to the institution's policy

      Change object code from the default object code to one that accurately reflects the charge incurred. Make account redistribution decision and change as needed. Sub-accounts, sub-object codes, or project codes can also be added.

      You may also add additional accounting lines to divide the transactions between several different accounts.

go-arrow-red     For information about the common financial transaction tabs such as Document Overview, Notes and Attachments, Ad Hoc Recipients, Route Log, Accounting Lines and Capital Edit tabs, see Standard Tabs.

6.     Click buttonsmall_approve.

exclaim       The PCDO document cannot be disapproved. Disputes or discrepancies must be referred to the bank's online dispute process discussed earlier in this section. A credit arising from a disputed transaction appears as a negative amount in the PDCO document when the dispute is resolved.

7.     Review the General Ledger Pending Entries tab.

The pending entries include offset generation lines to cash or fund balance object codes.

pencil-small       Expenses related to procurement cards are held on a clearing account until redistributed using the PCDO document. The pending ledger entries show this clearing account being appropriately credited, though the account does not otherwise display on the document.

8.     Review the Route Log tab.

The document is routed to the fiscal officer for each account used in the Accounting Lines, if other than the fiscal officer initiating the PCDO document. Otherwise the PCDO document follows the organization review routing rules. In either case, the Route Status shows 'ENROUTE'.

9.     Appropriate organization reviewers must approve the document.

go-arrow-red     For information about the Route Log tab, see Route Log.