Purchasing Card Convenience Check Receipt Imaging Discussion

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Purchasing Card / Convenience Check Receipt
Imaging Discussion

• doug_belliston_at_byu.edu
• steve_sorenson_at_byu.edu

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Receipt Imaging

• Imaged documents now available as links from BOb
  queries and reports
• In last Controllers Meeting receipt imaging came
  up as a possibility
• Currently about 8,000-9,000 transactions each
  month

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Advantages

• Receipt images would be available for access
  directly from BOb reports and queries
• Central repository for receipts, reduced filing
  responsibilities for campus
• Improved transaction auditing efficiency
• Auditors would not interrupt campus to retrieve
  documents

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Disadvantages

• Handling, preparing and sending receipts for
  imaging could be cumbersome
• P-card auditors would not hear how do I
  questions. Audit interaction mainly focused on
  exceptions
• Areas that image locally would duplicate effort
• High volume of receipts at or after month-end
• Merchandise returns could be difficult without
  original receipts

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Overcoming Some Disadvantages

• Controllers Focus Group suggestions
• Receipts could be imaged throughout the following
  month, not critical to have on 4th Workday for
  month-end reports
• Departments could hold receipts for one month to
  allow returns to be completed

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Requirements for Receipt Imaging

• Transaction number must be clear
• Bar Code needed to scanning and retrieve
• Receipts must be taped to 8-1/2x11 sheet to avoid
  jamming
• Some procedural options

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Option 1

• Department receipt custodian (Cost ?/Yr)
• Print a bar code sheet from a web page by
  entering transaction ID
• Tape receipt to that sheet
• Mail several prepared receipts in an envelop to
  Accounts Payable for imaging
• Least opportunity for mistakes
• Financial Services (Cost 7,000/Year)
• Receives and images prepared documents

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Option 2

• Department receipt custodian (Cost ?/Yr)
• Neatly write transaction ID on each receipt
• Put receipts in an envelop and mail to Financial
  Services
• Financial Services (Cost 16,000/ annually)
• Determine transaction ID
• Create Bar Code
• Tape receipts and attach Bar Code
• Image receipts

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Option 3

• Do not Image, Link PaymentNet data instead of
  image
• Transaction Note detail
• Reviewer, Approver names
• Speedtype, account, class
• Dates, etc
• Receipts could either be imaged or not

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Process Discussion

• Variations exist between the two receipt handling
  extremes
• Process comments and questions?
• Receipt imaging process needs to be consistent
  for all of campus
• Lets go to Option Finder!

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