PCard Unfinalised Transactions

About this report

Information

Data Sources: Expense 8

Updated: Daily (Data in this report is current at the close of business the day prior)

Designed for

The PCard Unfinalised Transactions Report gives DELs, Principals, Business Managers, and School Administrative Managers a view of all PCard transactions that have not yet been finalised by PCard holders in their network or school.


Benefits

How can I use this report?

The report allows detailed viewing of all PCard transactions, including the current transaction status, cost, reason for purchase and the length of time taken to acquit. This report supports the PCard Utilisation Report which is also available.

What should I look for?

This report allows users to view individual details based on PCard utilisation for the network or school. Identify and limit unfinalised transactions to reduce budget/spending implications. Act on unfinalised transactions or make changes to transactions unfinalised that have not yet been posted to a general ledger account. The report also helps to investigate rejected PCard transactions and understand patterns in spending based on employees or suppliers.

Report Overview
Image: Report Overview

Using the report

Select results with slicers

The slicers allow selections to be made in order for the desired information to be displayed in the chart and tables.

Selecting a school is necessary for the report to generate meaningful results. Select the school, year, and cardholder.

Selection slicers
Image: Selection slicers

These slicers are important for the transaction detail section of the report. Data can be refined by Acquittal range, Merchant name, Cost center, GL account, WBS, or internal order.

Slicers for Transaction Details
Image: Slicers for Transaction Details

Note: for all of the slicers, a blank selection will be treated in the same way as selecting all of the options for that slicer. For example, not selecting a year will display results for all the years.

Snapshot

The top right section of the report provides a quick snapshot of total unfinalised transactions, average days to submit, and the average number of days to review submitted transactions for selected school and year.

An example of school snapshot
Image: An example of school snapshot

View the charts

Your selections will automatically be applied to the charts available on this report.

Unfinalised transactions by month and amount

The graph indicates the number of unfinalised transactions in the correlating month. The black line will give an indication of the amount spent in that month. Hover over any segment of the graph to display unfinalised transactions and expense amounts for the month.

An example of unfinalised transactions by month and amount
Image: An example of unfinalised transactions by month and amount

Unfinalised transactions by status

The graph indicates the number of transactions at various statuses for selected school and year. Hover over any segment of the graph to display the number of transactions.

An example of unfinalised transactions by status
Image: An example of unfinalised transactions by status

Unfinalised transactions by cardholder

The bar graph outlines cardholders with one or more unfinalised transactions. This allows the school to implement support to the employee to have this finalised as quickly as possible including setting up preparers as appropriate. Hover over on any segment will display the number of transactions.

An example of unfinalised transactions by cardholder
Image: An example of unfinalised transactions by cardholder

Unfinalised transactions by age

The horizontal bar graph displays unfinalised transactions since the expense date. Hover over on any segment of the graph will display the number of unfinalised transactions by various date ranges.

An example of unfinalised transactions by age
Image: An example of unfinalised transactions by age

Transaction detail report – All Transactions

This section of the report provides details of all the PCard transactions, including current transaction status, cost, reason for purchase, and length of time taken to submit. Table data can also be filtered by tapping on any transaction status available above the table.

An example of transaction details
Image: An example of transaction details

Other tips for tables

  1. Hovering over the chart or table will reveal additional options icons. Clicking on the chart or table title will make these icons switch to become always visible.
  2. Use the slicers provided to filter reports data.

Export the results

The information from this report can be exported easily. Hover over a chart or table and select the ‘More options’ ellipsis icon once it appears. Then select ‘Export data’.

This will bring a confirmation box to download the current names in the table as a spreadsheet for editing and printing.


Reset to default

If you wish to remove selections you have made and return to the initial view of the report, select ‘Reset to default’.

Reset to default
Image: Reset to default

Need Further Help?

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