erp advisory bank integration: our peoplesoft experience...migration •1996 - 20 cards with a bank...

ERP Advisory Bank

Integration:

Our PeopleSoft Experience

Ashru Shah

North Carolina State University

Migration

• 1996 - 20 cards with a bank in Delaware

• First Union (Bought by Wachovia 2001)

• Bank III (Bought by Bank IV 2005)

• Mapping existing card information from home grown system to PeopleSoft

• Mapping Bank III fields to PS fields

BP 2004 (Before PeopleSoft)

• Home Grown Application – PERL

• Database Management System - SYBASE

• Bank file sent monthly to mainframe

• File reformatted to load to PERL

• Reconcilers changed fund source and account

• Journal created to increase dept project and decrease AP clearing project. Then loaded to GL

PCard Processing - Old

Pcard data

from bank is

loaded

Bookkeeper

reconciles

transactions

Pcard system

creates a service

unit journal

Increases dept.

expense project

221xxx 52600 $ 100

Decreases 376xxx

clearing project

expense

376xxx 58999 $ -100

Journal

loaded into

Financials

GL

In-Direct Cash

Entry program

moves cash from

expense project to

clearing project

376xxx

Decreases expense

project cash

221xxx 11100 $ -100

Increases clearing

project cash

376xxx 11100 $ 100

AP pays bank credit

card bill

Increase 376xxx

clearing project expense

376xxx 58999 $ 100

Decreases 376xxx

project cash

376xxx 11100 $ -100

• Reconciled transactions create a

minimum of 3 entries: original

distribution, reversal distribution,

and the reconciled distribution.

• Unreconciled transactions are

forced to reconcile at month end.

• Net effect is that the voucher

washes out the pcard credit

balance on 3768xxx 58999 and

reduces cash as well.

After PeopleSoft

• Daily Bank File Transmission

• File Load Process to PeopleSoft

• Daily Reconciliation

• Daily Voucher creation

• Month End Process

• Summary of vouchers matched against Bank Statement

• Accounts Payables authorizes separate payment

PCard Processing - New

Pcard data

from Bank is

loaded

Bookkeeper

reconciles

transactions

PCard system

creates voucher

(1/day)

Increases dept.

expense project

221xxx 52600 $ 100

Decreases expense

accrual

221xxx 22010 $ -100

AP pays all Bank

vouchers around 27th

Increases project accrual

balance

221xxx 22010 $ 100

Decreases project cash

221xxx 11100 $ -100

• The pcard system creates 1

voucher for the bank per day with

all of the reconciled items on it.

• Unreconciled transactions are

forced to reconcile at month end.

• The sum of all pcard vouchers

should equal the bank bill.

New Bank Implementation

• Conversion to new bank’s Card System • Project began October 2006 • Roll out December 2006 • Bank Questionnaire for deployment of card

program managed in its system application • Technical Requirements – NCSU IT team and bank

Implementation team • Organizational Structure - Authorized personnel

in bank application • Card Administration – Card controls and set up

PCard Data Load - the Big Picture

Bank sends daily

transaction file to a

secure FTP site for

NCSU

PCard File Layout

- IT decrypts the

file

Load PCard Stage Process

Load Statement

Reconcile Transactions

Voucher Stage Process Voucher Build Process

Correct Errors

AP pays sum of vouchers

at month end

PCard Data Load Explained

• Daily Bank File Transmission

• File Layout

• Stage Process Process name: PO_CCPCRDSTG

• Correct Errors Card Number

• Load “Statement”

• Reconcile Transactions

Correct Errors

Correct Card Number errors

Load Statement Process

Process name: PO_CCLOADLD

Loads transaction data

Financial Queries to confirm processes

CC_PCARD_LOAD_NO_VCHR

CC_PCARD_LOAD_SUMM_BANK

Reconcile Transactions

Account Distribution

Behind the Scenes……..

Budget Checking PCard

• Transactions are not Encumbered

• Validates Chartfields, Budget Period and Funds

• Activity Log

• Budget Validation Process

Voucher Stage Process

Process name: PO_CCVCHRSTG

Voucher Build Process

Process name: AP_VCHRBLD

PCard Voucher Payment

General Setup

• Card Issuer

• Procurement Card Roles

• Access Rights

• Cardholder Profile

• Assign Proxies

• Assign SpeedCharts

Card Issuer

Procurement Card Roles

Six delivered roles for assigning access rights

Card Holder Profile

Assign Proxies

Assign Speedcharts

Enhancements

“Bolt On”

NCSU Card Center

NCSU Card Center

Reconciler Page

New Card Request

Thank you for attending

Questions?

Ashru Shah PCard Manager

North Carolina State University ashru_shah@ncsu.edu

Tel:919-515-8097