![Page 1: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/1.jpg)
ERP Advisory Bank
Integration:
Our PeopleSoft Experience
Ashru Shah
North Carolina State University
![Page 2: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/2.jpg)
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
![Page 3: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/3.jpg)
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
![Page 4: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/4.jpg)
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.
![Page 5: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/5.jpg)
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
![Page 6: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/6.jpg)
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.
![Page 7: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/7.jpg)
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
![Page 8: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/8.jpg)
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
![Page 9: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/9.jpg)
PCard Data Load Explained
• Daily Bank File Transmission
• File Layout
• Stage Process Process name: PO_CCPCRDSTG
• Correct Errors Card Number
• Load “Statement”
• Reconcile Transactions
![Page 10: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/10.jpg)
Correct Errors
Correct Card Number errors
![Page 11: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/11.jpg)
Load Statement Process
Process name: PO_CCLOADLD
Loads transaction data
![Page 12: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/12.jpg)
Financial Queries to confirm processes
CC_PCARD_LOAD_NO_VCHR
CC_PCARD_LOAD_SUMM_BANK
![Page 13: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/13.jpg)
Reconcile Transactions
![Page 14: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/14.jpg)
Account Distribution
![Page 15: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/15.jpg)
Behind the Scenes……..
![Page 16: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/16.jpg)
Budget Checking PCard
• Transactions are not Encumbered
• Validates Chartfields, Budget Period and Funds
• Activity Log
• Budget Validation Process
![Page 17: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/17.jpg)
Voucher Stage Process
Process name: PO_CCVCHRSTG
![Page 18: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/18.jpg)
Voucher Build Process
Process name: AP_VCHRBLD
![Page 19: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/19.jpg)
PCard Voucher Payment
![Page 20: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/20.jpg)
General Setup
• Card Issuer
• Procurement Card Roles
• Access Rights
• Cardholder Profile
• Assign Proxies
• Assign SpeedCharts
![Page 21: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/21.jpg)
Card Issuer
![Page 22: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/22.jpg)
Procurement Card Roles
Six delivered roles for assigning access rights
![Page 23: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/23.jpg)
Card Holder Profile
![Page 24: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/24.jpg)
Assign Proxies
![Page 25: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/25.jpg)
Assign Speedcharts
![Page 26: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/26.jpg)
Enhancements
“Bolt On”
NCSU Card Center
![Page 27: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/27.jpg)
NCSU Card Center
![Page 28: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/28.jpg)
Reconciler Page
![Page 29: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/29.jpg)
New Card Request
![Page 30: ERP Advisory Bank Integration: Our PeopleSoft Experience...Migration •1996 - 20 cards with a bank in Delaware •First Union (Bought by Wachovia 2001) •Bank III (Bought by Bank](https://reader035.vdocuments.site/reader035/viewer/2022071603/613daf4cd6303f41db6f11d0/html5/thumbnails/30.jpg)
Thank you for attending
Questions?
Ashru Shah PCard Manager
North Carolina State University [email protected]
Tel:919-515-8097