PCARD - from Mobile App
- Samantha Thor-larsen
- Matt McAllister
Reconciliation Options
The Expenses mobile app allows you to upload expenses from your mobile phone, including photos of receipts.
Purchasing Card Holders have the option to reconcile their BMO Purchase Card Statements on the Web or on Unit4's new expense mobile application on their phone. The biggest difference between the two options is the ability to take photos and attach receipts using your phone on the mobile application.
From the Web - PCARD users that upload their BMO reconciliations from the web, will import all transactions into their BMO Purchase Card Expense. Receipts will be attached (as you would with regular expenses), with work orders and GST being updated on the expense lines. For more information refer to PCARD - from Web
From the Mobile App - PCARD users that upload their BMO reconciliations from the mobile app will have the option to take photos of their receipts and attach to their expense lines. These expense lines will then upload into Unit4 with the receipts attached. BMO reconciliations will need to be completed on the web and sent for approval.
NOTE: The mobile app is optional and not mandatory to use to upload your BMO reconciliations.
Installation
- Install the app.
- When you launch the app for the first time, you will need to enter the URL address for Selkirk.
- Enter your Username, client (SK) and password the same way you would in UBW.
PCARD Entry from Mobile App
- Login to Unit4 Mobile Expenses App. Please refer to the Installation guide above to install and download the app.
- PCARD statement expenses will appear on the main screen after the statement has been uploaded for the month. Each expense line will match the expenses on the BMO statement
3. To upload a receipt to each expense line, click on the expense line and click on the camera. It will give you the option to take a picture of your receipt or upload a picture from your camera roll.
DO NOT update the description line. If you remove this description you will need to restart your BMO reconciliation.
Unlike regular expenses, where you can enter a description for each expense line item, the PCARD transactions must keep the description that has been uploaded by Finance. This is critical for the workflow and for audit purposes. Please do not override or change the description in the mobile app! It's crucial that it remains in the following format:
PCARD GLPERIOD | SEQUENCE - TRANSACTION DATE - EMPLOYEE INITIALS - BANK TRANSACTION DESCRIPTION
Example:
PCARD 202207|0362 10/05/2021 - MM - Amzn Mktp Ca Bw25f9z93 |
4. To add the work order to your expense, click Work Order/Course and it will bring up a search. You can enter the work order manually or search for the work order you need.
You can also add the work order to all of your transactions at once when importing into web! You do not need to apply it to each transaction in the mobile app.
5. A paperclip icon is displayed to the right of the transaction after a receipt is attached. Once all of your receipts are attached, the transactions will be synced with ERP, and will available to import into the Expense Module.
6. Open Unit ERP in your web browser. Navigate to My Employment → Expenses → BMO PCARD expenses.
7. Update the purpose using the following format: "PCARDyearmonth". For example, September purchase card would be PCARD21SEP (no spaces). Leave the date as the default (today). The work order category only needs to be filled in if you did not enter the work orders on the app.
Before you import your PCARD expenses, you can enter a default work order and it will apply to ALL of the expenses that are imported. Use this method if you usually submit the same work order. If you have already entered the work orders on the app, you can leave this field blank.
8. Click on the Show Transactions link to view your PCARD expenses.
If you click on the 'Date' or 'Description' column header the transactions will be sorted chronologically. If you've attached receipts from the mobile app a paperclip icon will appear to the right. Click on
9. Once your expenses have been imported, you can update the Work Order (if needed, the work order will pull from the app if you entered on the app) and the GST/PST.
To add GST/PST click the dropdown arrow on the right hand side of your expense. The GST and PST fields will appear. Enter the total GST/PST from your receipt into the field. NOTE: DO NOT deduct the GST from your total expense line. In this example, the expense before tax was $70.24 and the GST is $3.51. The total after tax is $73.75. Keep the total expense amount on the expense line.
10. Ensure you change the expense category for your BMO purchase card expense. As a default, all expenses will import into Supplies.
11. If more information is required, click on the Add Information box at the bottom of the screen. This will allow you to add extra notes for the AP Clerk and Work Order Manager.
12. Once all your expenses are imported with receipts, work orders and GST lines, you can send for approval.