Report Basics What is the purpose of this report? The Credit Card Listing provides a listing of credit card transactions that have been substantiated in, along with related details. Use this report when you need further information beyond what the Detail by Chartstring or 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 key business questions does this report answer? 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.? Who uses this report? 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. How often is the report refreshed with data? Nightly Revision 01 Page 1 of 8
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 prime@princeton.edu 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. Revision 01 Page 2 of 8
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 Card Type Card Holder Department Journal ID Journal Fund Account Program Project The month in which the financial events took place. July is period 1, August is period 2, September is period 3, and so on. Type of credit card: Departmental Purchasing Card or Princeton Travel Card. Name of the employee who is authorized to make purchases on the credit card. Organizational unit responsible for revenues and expenses, and typically contains people and a budget. PeopleSoft unique Journal identification for the transaction. the expense amount was posted in PeopleSoft. 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. 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. 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. 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. Revision 01 Page 3 of 8
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. Revision 01 Page 4 of 8
Sample Report (continued) Note: Sample report displays test data. Revision 01 Page 5 of 8
Sample Report (continued) Note: Sample report displays test data. Revision 01 Page 6 of 8
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 Posted Receipt Image The date the charges are incurred on the credit card the transaction is posted to the credit card statement Image of all the supporting receipts for the expense report Vendor Name Name of the vendor Expense Type Expense Sub Type Business Purpose Description Type of expense (e.g., air fare, hotel, car rental, etc.) Sub category that further describes the Expense Type 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. Card Holder Name of the employee Amount Amount charged on the credit card in the transacted currency Tax Tax amount in the transacted Column Name Description Source Amount Currency Posted Amount Journal Amount Accounting Department currency. Note that not all merchants use this field and may include tax in the transaction amount field. Currency used to pay for the expense Expense amount posted on the credit card statement in USD Expense amount posted to PeopleSoft General Ledger in USD. May be different from the Posted Amount if the transaction was split among different ChartFields. the expense amount posted to PeopleSoft General Ledger Department to which the expense is charged PeopleSoft Fund Fund to which the expense is charged Account Program Account to which the expense is charged. This ChartField is derived from the Expense Type. Program to which the expense is charged Site Site to which the expense is charged Project Project to which the expense is charged Activity Activity to which the expense is Revision 01 Page 7 of 8
Column Name Description Source Column Name Description Source Fiscal Year Accounting Period Report Submit Report Key Trip ID Report Name Card Type Purchasing Card Program Type Code Purchasing Card Statement Period Start Purchasing Card Statement charged Fiscal year the transaction is posted to PeopleSoft General Ledger Accounting period the transaction is posted to PeopleSoft General Ledger the expense report was submitted for approval in Auto generated number assigned to the report that uniquely identifies an Expense Report User defined value that groups expenses by trip Statement Report [report date range] or user specified name for the Expense Report Type of credit card: Departmental Purchasing Card or Princeton Travel Card Short code for the Card Type Start date for the credit card statement End date for the credit card statement PeopleSoft PeopleSoft Period End Credit Card Number Reference Number Description Category Code City State County Credit card number Unique bank transaction number for the expense. A description of the transaction provided by the. Not always used consistently by merchants. code that identifies the Category of Purchase City where the merchant conducts business State where the merchant conducts business County where the merchant conducts business What else should I consider? Item Drills from which report(s) Links to Description Expense Report Listing Images of supporting receipts Revision 01 Page 8 of 8