All Library PCard holders have been given access to view their own purchase transactions.

If you are responsible for reallocation and approval of multiple Pcards, you may have access to view multiple Pcard Charges
The Procurement Card Allocation and Reallocation process in PSoft includes:                        

1. Receive and review the procurement card bank charges from VISA library cardholders are able to do this part.

2. Assign the accounting distributions (Allocation)

3. Approve the charges. 

Part 2 and 3 is done by an authorized person in the library. 

To approve the charges: 

1.  

   • Log in into PSoft Finance: Navigation: My UMBC-Topics- Human Resources & Finance - PS Finance - then Log In.
     PS Menue will appear on the left side of the screen. Click on: Purchasing - Procurement Cards - Reconcile - Reconcile Statement

   • Reconcile Statement Search window appears on the screen. Put employees last name into the window Empl ID.

   • Click on Look Up option, and then click Search.

   • All PCard transactions of this particular card holder will appear on the screen.

   • Click on Select All.  A check mark will appear against all transactions, then click on Approve button.  The status of each transaction will change from Staged to Approved.

   • Reallocate transactions to the appropriate account numbers, when this needs to be done.

   • Click on Save button to save all changes.

2. Jen's and Tricia's transactions do not need to be reallocated. They are default to the account numbeer 7110710 - Monograph's.

3. All the rest need a reallocation to different account numbers. So before to save transactions on Julie's, Christina's, Tom's and Linda's cards, they need to be reallocated.

4. Julie's card is default to the account number 7110711 - Serials. The most transactions belong to this account. But she sometimes is also making supplies purchases - account number 7090200

5. Tom's transactions are default to the Gallery Operating fund account 7090200 - Supplies, but he is also paying for all other Gallery needs: Contractual Services 7089900, Printing 7080400.

6. Linda's card is default to 7090200- Supplies, but most of her transations should be reallocated to the Technical and Special needs 7029900

7. Christina's card is default the Library Operating fund account number 7090200 - Supplies.  She is also paying for monthly Cell phonecharges - 7030600, Job Advertizing 7080105, departmental copy machines rental services - 7080800, Repair and Maintenance - 7080900, Contractual Services - 7089900, Computer supplies 7099000.

8. Alla's card is default  to the Library Revolving fund, account number 7090200, some transactions need to be reallocated to 7080800 - Monthly rental fees, 7080900 - Repair and Maintenance, 7089900 - Contractional Services.  Also the following information needs to be added to the appropriate windows: UMBC1 in PC Bus Unit; CV390000 in Project, CNV in Activity; Also Resource type and Category should be picked up from a drop down menue depending of a type of payment.  If everything is done correct, then the Chartfield status will change from Recycled to Valid.

9. All reallocations between account numbers in PS should match to how they are allocated on A&R Ledgers. 

To assign the accounting distribution/reallocate a transaction to an appropriate account number:

• Click on a chartfield status, which normally says Valid on all cards except of Alla's. (It says Recycled) 

• Another screen with one transaction will appear. Change an account number in an appropriate window.

• Click OK

• Reallocate all transactions which need to be reallocated to different account numbers.

• Then click Save.

• Give a printed copy of all approved and reallocated transactions with account numbers handwritten by you to a cardholder to double check and make corrections if they are neccasary. Make all changes and corrections the same day. They will be gone to a General Ledger next day, so it will be late to correct the errors.