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Credit Card Transaction Listing Reference Guide

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Report Basics What is the purpose of this report? What key business questions does this

report answer? Who uses this report? How often is the report

refreshed with data? The Credit Card Transaction Listing provides a listing of credit card transactions that have been substantiated in Concur, along with related details. Use this report when you need further information beyond what the Transaction Detail by Chartstring or Transaction Extract has provided about a credit card transaction. Note that much of the transaction detail comes directly from the merchant and may vary in quality and consistency.

What credit card transactions are charged to a ChartField or chartstring?

Can I run a report to see credit card transactions only?

How much has my Department charged on the Departmental Purchasing Card or the Travel & Expense Card?

What supporting details exist for the credit transactions charged to my chartstring?

Are there receipts or other documents attached to this credit card transaction? If so, what are they?

Can I see credit card receipts for a particular trip?

What is the credit card expense amount by card holder, expense type, purpose, etc.?

Individuals with Financial Management functions at any level in an academic department program or center, and an administrative or central department.

Individuals responsible for managing or tracking multiple departments, programs, sites or projects.

Nightly


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How do I navigate to the report? 1. Log into the Prime Portal (http://prime.princeton.edu). 2. Click the Reporting button to open the Cognos application. 3. Click the Buying & Paying folder.

Where do I go for additional help? For technical and business questions:

o Until September 30, 2014: Prime Support Center (PSC) Phone (609) 258‐7100 Email [email protected]

o Starting October 1, 2014: Financial Service Center or OIT Help Desk

For training materials, go to the Prime portal (http://prime.princeton.edu) and navigate to Information & Training > Training & Step‐by‐Steps > Financial Management & Reporting.

What tips & tricks can help me use this report effectively?

When you perform a search on the Prompt page, you can enter a wildcard (%) at the beginning, middle, and/or the end of your search criteria. Wildcards are used in place of unknown characters if you do not know the exact value for a prompt.

To specify a Department(s), you can use the Select and Search prompt. Or, to select multiple departments or an entire organization, use the Tree Prompt to drill down through the Department Hierarchy data.

To search by Fund, Account, Program or Project, click Yes under Display Other ChartField Prompts.

Select one of the View in Excel Options to download the report in .xlsx or .csv format. Using Excel features, reformat the report output as needed.

For more information about navigating the Prompt page, refer to the Cognos basic navigation courses.

For more information about chartstrings and ChartFields, refer to the Choose the Right ChartField page on the Prime Portal.


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Using the Report What key prompts should I use to run the report? Field Description

Fiscal year Required field. The 12‐month period used for Princeton financial reporting beginning July 1 and ending June 30.

Accounting period The month in which the financial events took place. July is period 1, August is period 2, September is period 3, and so on.

Card Type Type of credit card: Departmental Purchasing Card or Princeton Travel Card.

Card Holder Name of the employee who is authorized to make purchases on the credit card.

Department Organizational unit responsible for revenues and expenses, and typically contains people and a budget.

Journal ID PeopleSoft unique Journal identification for the transaction.

Journal Date Date the expense amount was posted in PeopleSoft.

Fund Used to track the source of funding. You can run this report for all or selected Funds. When no selection is made, the report returns data for all Funds.

Account The natural classification of revenues (tuition, grant), expenses (salaries, supplies), assets (cash, property), liabilities (accounts payable, accrued liabilities), and net assets. You can run this report for all or selected Accounts. When no selection is made, the report returns data for all Accounts.

Program An activity owned and managed by one or more departments, academic programs, or individuals. The activity typically spans Funds, Accounts and Departments while aggregating expenses and revenues around a common purpose. Program does not disaggregate balances tracked in other ChartFields. Program does not necessarily have a specified beginning and end date. You can run this report for all or selected Programs. When no selection is made, the report returns data for all Programs.

Project A collection of detailed transactional information related to grants, non‐grant sponsored research, and capital projects with specific beginning and end dates. You can run this report for all or selected Projects. When no selection is made, the report returns data for all Projects.


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Sample Report Note: This report is not meant for printing. It contains a lot of fields/columns that cannot be displayed on a single page. To show the complete layout of the report, the sample report is split into three pages.

Note: Sample report displays test data.


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Sample Report (continued)

Note: Sample report displays test data.


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How do I interpret the report? NOTE: Much of the transaction detail comes directly from the merchant and may vary in quality and consistency.

Column Name Description Source

Transaction Date

The date the charges are incurred on the credit card

Merchant

Transaction Posted Date

Date the transaction is posted to the credit card statement

Bank

Receipt Image Image of all the supporting receipts for the expense report

Concur

Vendor Name Name of the vendor Merchant

Expense Type Type of expense (e.g., air fare, hotel, car rental, etc.)

Concur

Expense Sub Type

Sub‐category that further describes the Expense Type

Concur

Business Purpose Description

A purpose that confirms a particular good, service, or activity that is necessary to fulfill the mission of the University and is of primary benefit to the University rather than the individual; a purpose that can be well defended under public scrutiny or audit.

Concur

Card Holder Name of the employee Bank

Transaction Amount

Amount charged on the credit card in the transacted currency

Merchant

Transaction Tax Tax amount in the transacted Merchant


Amount currency. Note that not all merchants use this field and may include tax in the transaction amount field.

Transaction Currency

Currency used to pay for the expense Bank

Transaction Posted Amount

Expense amount posted on the credit card statement in USD

Bank

Journal Amount

Expense amount posted to PeopleSoft General Ledger in USD. May be different from the Transaction Posted Amount if the transaction was split among different ChartFields.

Concur

Accounting Date

Date the expense amount posted to PeopleSoft General Ledger

PeopleSoft

Department Department to which the expense is charged

Concur

Fund Fund to which the expense is charged Concur

Account Account to which the expense is charged. This ChartField is derived from the Concur Expense Type.

Concur

Program Program to which the expense is charged

Concur

Site Site to which the expense is charged Concur

Project Project to which the expense is charged

Concur

Activity Activity to which the expense is Concur


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charged

Fiscal Year Fiscal year the transaction is posted to PeopleSoft General Ledger

PeopleSoft

Accounting Period

Accounting period the transaction is posted to PeopleSoft General Ledger

PeopleSoft

Report Submit Date

Date the expense report was submitted for approval in Concur

Concur

Report Key Auto‐generated Concur number assigned to the report that uniquely identifies an Expense Report

Concur

Trip ID User‐defined value that groups expenses by trip

Concur

Report Name “Statement Report [report date range]” or user‐specified name for the Expense Report

Concur

Card Type Type of credit card: Departmental Purchasing Card or Princeton Travel Card

Bank

Purchasing Card Program Type Code

Short code for the Card Type Bank

Purchasing Card Statement Period Start Date

Start date for the credit card statement

Concur

Purchasing Card Statement

End date for the credit card statement Concur


Period End Date

Credit Card Number

Credit card number Bank

Transaction Reference Number

Unique bank transaction number for the expense.

Bank

Transaction Description

A description of the transaction provided by the Merchant. Not always used consistently by merchants.

Merchant

Merchant Category Code

Merchant code that identifies the Category of Purchase

Merchant

Merchant City City where the merchant conducts business

Merchant

Merchant State State where the merchant conducts business

Merchant

Merchant County

County where the merchant conducts business

Merchant

What else should I consider? Item Description

Drills from which report(s)

Expense Report Transaction Listing

Links to Images of supporting receipts

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