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Chrome river invoice for Finance

to process purchase card expense reports in chrome river first let's do a brief overview of p-card charges the charges will automatically feed nightly into chrome river from the bank there is a two to three day lag time and over weekends there is no feed purchase card charges should be reconciled within 30 days of the date of purchase if a cardholder neglects to properly reconcile charges within 60 days p-card privileges may be suspended repeat violations may result in permanent deactivation of the purchase card account once charges have been reconciled and fully approved in chrome river the expenses feed into banner and will be reflected in department budget reports let's get started by locating p-card transactions in chrome river log in to your chrome river account to get to the dashboard click on the menu in the top left corner and select ewallet it will appear on the right side you will see various items in the wallet such as cash advance credit card transactions and a receipt gallery you can filter types of expenses by selecting the category on the left side by selecting the credit card category on the sidebar we filter our transactions to those that are p-card related you can see more details of each transaction by clicking on the small arrow let's create an expense report to reconcile recent transactions to create a new expense report click the plus new expense report button in the new expense report form you have the option of importing a pre-approval if your department utilizes pre-approvals for non-travel items type the name of the report when naming a report please keep in mind that the report name can later be used as an organization tool when filtering through old reports some departments have a standard naming convention please consult with your supervisor or financial officer for more details i will name this report december p-card purchases next select the report type non-travel expenses from the drop-down travel related items will disappear next you will type a business purpose and select the appropriate gl approver select save to continue your e-wallet will now appear ignore the create new when doing p-card allocations from the left side bar select credit card select all of the transactions you would like to add to the report by selecting the check box on the right click the add button you will be able to allocate each transaction separately select the appropriate expense tile complete the description field if needed adjust the merchant field in this case the merchant is correct select the appropriate account now you will need to add the appropriate index you can split the cost between multiple accounts by clicking the add index button you can split by percent dollar amount or split equally from both accounts to remove any index click on the x on the left side finally an itemized receipt is needed for every p-card purchase click the add attachment button you can upload from your receipt gallery or directly from your computer receipts may be automatically attached if they are not you will need to manually attach them if more than one transaction was selected the next will appear continue to process each transaction until you have completed select save once the transactions have been saved you will see them on the left hand side of the screen notice the pay me amount is zero this is correct as p-card holders are not reimbursed for p-card transactions let's talk about fixing transactions if there is any other icon besides a green check mark next to an expense it means the expense line item is incorrect and needs to be edited in this example a note to the right of the screen is telling us that a receipt is required you may add a response if another p-card expense needs to be added you can click the plus arrow at the top right of the expense report once the expenses are correctly added to the report the report is ready to be submitted hit the submit button you will be asked to certify that the expenses are legitimate business expenses and select submit again the expense report will then route to the gl approver and supervisor the last routing step is accounts payable to track an expense report click on the chrome river logo at the top of the screen this will bring you back to the dashboard on the dashboard you will see several ribbons at the top of the screen in the expenses section you will see drafts returns and submitted reports you may click on any one of these to see the reports click on the tracking button and select an expense the number routing steps allows you to see where the report is sitting in the queue in this example there are four steps but this may vary by department the step status will show as either assigned approved or returned if an approver has questions about your report they may return it to you and ask for clarifications or corrections and you will need to resubmit if you need to edit a report that is pending status you may choose to recall the report which will bring it back to the draft list select the recall button and click yes now if we go back to the dashboard we will see that the report is in draft form please note if the status is exported that means the expenses have been fed to banner exported reports are no longer editable this concludes the creating p-card expense reports tutorial