P-Card Ledger Tutorial
P-Card Ledger & Reconciliation
This tutorial will cover the
following:
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What is a P-Card Ledger & Reconciliation?
P-Card program requirements and
recommendations
Step-by-Step instructions on how to set up
and complete the P-Card Ledger
Step-by-Step instructions on using the
P-Card Ledger Reconciliation
P-Card Ledger & Reconciliation Reminders
What is a P-Card Ledger &
Reconciliation
It is an Excel file on the P-Card
website that records every P-Card
transaction, tracks the available
funds on a P-Card, and matches
entries to the Budget Analysis &
Outstanding PO Reports in ISIS.
P-Card Program Requirements
& Recommendations
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A P-Card Ledger is required to be
maintained for each P-Card
A P-Card Ledger Reconciliation is required
and should be performed monthly
A clean P-Card Ledger should be
downloaded each year from the Forms
section of the P-Card Website
Copies of the P-Card Ledger &
Reconciliation are required to be sent to
the P-Card Manager by the 15th of the
month
Preliminary Steps
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Access the Finance Dept.
website
http://www.caswell.k12.nc.us
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Click on Finance, then Upload
Documents, and then P-Card
Program
Click on the P-Card Program folder to
access all the P-Card forms.
All forms that are used in
the P-Card program.
Click on the P-Card Ledger & Recon
that applies to your situation.
Click on the form you wish to
download, then click Save and
save the file to your Desktop.
Depending on your Internet Options the forms
may automatically download and open.
Step-by-Step
Instructions on how to
set up & complete the
P-Card Ledger
Step 1: Obtain the Beginning Budget
from the P-Card Administrator at the
beginning of the year.
Step 2: Enter the following
information into the yellow boxes :
School or Department Name and #,
School Year, PO Number, Budget
Codes, and Beginning Budgets
Hint: Watch the Tabs at the bottom.
Step 4: Enter transactions in the Ledger.
Sample transactions are shown.
Step 3: Click on the P-Card Ledger
where you need to record transactions.
Step-by-Step
Instructions on how to
reconcile the P-Card
Ledger
Step 1: Obtain the balances for your P-Card POs by choosing
the Outstanding Purchase Orders/Requisition Report in ISIS.
Step 2: Select the following options to see all related P-Card
PO lines: Type of Order: Purchase Orders; Vendor:
SUNTRUST; Sort Order: PO/Requisition Number
Step 3: Click Print.
The Outstanding PO Report for the school P-Card.
Step 4: The line & numbers needed to reconcile the Printing ledger.
Step 5: Click on the Transaction History Report (THR)
to get the details for each transaction
Step 6: Enter the budget code for
the PO line you are reconciling and
choose the Journal Code: AP
170
Step 7: Click Print.
170
Step 8: Verify the transactions on the Transaction
History Report (THR) are posted on your ledger card.
Step 9: Enter the Cycle Ending Date
for the period you are reconciling
on the first reconciliation tab in
your spreadsheet.
Step 10: Click on the Reconciliation for the
ledger you need to reconcile.
Step 11: Enter the
number from the Balance
column in Step 4.
Hint: This is the most
important step in order to
balance correctly.
Step 12: Enter any items on
the P-Card Ledger but not on
the Transaction History
Report (THR) in Step 8.
Transfers automatically
from the P-Card Ledger.
Step 13: If balanced, then you
will see this message. If not,
please find the difference.
Step 14: When all P-Card ledgers are balanced,
then complete the SunTrust Reconciliation.
P-Card Ledger &
Reconciliation Reminders
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Double check that every transaction
has been entered on the correct ledger
Transactions listed on each P-Card
Ledger should match transactions
listed on the SunTrust Billing
Statement & Transaction history
report
Repeat all steps for other P-Card
Ledgers and Reconciliations
Congratulations!!!
You have completed
P-Card Ledger Tutorial