Allocating and Approving Transactions

All department participants can add Comments to a transaction. This action is performed on the Transaction Review screen:

1. Click the check box to the left of the transaction.
2. Click the COMMENTS button at the bottom of the screen.
3. Select the type of comment (Comment, Dispute, Return).
4. Enter the comment in the text box.
5. Click SAVE.
6. You are returned to the Transaction Review screen: the Merchant Name is now red and underlined, indicating that a Comment has been added.

To View a Comment, simply click the highlighted Merchant Name on the transaction line.
To Modify a Comment, re-select it by clicking the check box and either add to the Comment or delete it.

IMPORTANT NOTE: COMMENTS ARE FOR DEPARTMENT USE ONLY - AN EMAIL IS NOT SENT TO FLEXCARD ADMINISTRATION.

If no use tax adjustment needs to be made, approving a charge to the FlexCard's default LAFSO on the Transaction Review screen (it appears in the upper right corner of the screen) is simple:

1. Select the transaction by clicking the check box to the left of it.
2. Click APPROVE.

If multiple transactions are to be charged to the default LAFSO, click the check boxes in front of each of them, then click APPROVE.

If all transactions on the page are to be charged to the default LAFSO, click the check box in the header row - this automatically selects ALL transactions - then click APPROVE.

If the default LAFSO (even just the object code) is not appropriate, changes are made on the Transaction Allocation screen:

1. Make any required use tax adjustments on the Transaction Review screen and save them. THIS IS IMPORTANT: YOU MAY NOT BE ABLE TO ADJUST USE TAX AFTER REALLOCATING THE TRANSACTION. See the section on RESETTING TRANSACTION STATUS for further information.
2. Re-select the transaction and click the ALLOCATE button at the bottom of the Transaction Review screen.
3. You are taken to the Transaction Allocation screen.
4. If you are allocating the entire charge to another LAFSO, overwrite the existing account-fund-sub-object code information as appropriate.
5. Click SAVE (if you are an Allocator): the changes are made. Click BACK if you wish to return to the Transaction Review screen and select another transaction for processing.
6. Click APPROVE (if you are a Reviewer and certain no further changes need to be made). You are returned to the Transaction Review screen.

Object code changes are made on the Transaction Allocation screen:

1. If you know the correct object code, click the Object Code field and enter it.
2. If you do not know the correct object code, double click within the Object Code field – a pop-up window appears, the 17 most commonly used object codes liisted at the top, followed by the full object code listing.
3. Within the pop-up window, double click the correct object code: it is entered into the field.
4. If no other changes need to be made, either click SAVE (if you are an Allocator) or APPROVE (if you are an Approver).

The Transaction Allocation screen contains field into which you can enter a Reference Number (Speed Type or Gateway PO number), Department Dash Number, Cost Center, Project Code or Cost Type for any transaction, or any distribution line of a transaction.

The Reference Number and Department Dash Number print on the General Ledger (if you leave these fields blank, FLXCRD appears in them); Cost Center, Project Code and Cost Type appear in the Data Warehouse, for use in internal department reports.

Once you have entered the values, if no other changes need to be made, either click SAVE (if you are an Allocator) or APPROVE (if you are an Approver).

NOTE: If you enter one of your department’s active Speed Types, the account, fund, sub and object code fields will be automatically populated with the values established for that Speed Type.

If a transaction needs to be split among multiple LAFSOs (or even different object codes), the Transaction Allocation screen has 5 additional distribution lines; if necessary, additional ones can be created by clicking ADD LINE at the bottom of the page.

To create a new LAFSO, you may:

1. Manually enter information into all of the fields (account, fund, sub, etc.)
2. Click CLONE LINE at the bottom of the page - all original information on the original LAFSO is copied to a new distribution line and you can then make minor changes (different object code, etc.)
3. Enter an active Speed Type into the Reference Number field on a blank line - all the fields will be populated with the Speed Type values

When a new distribution line is created, the GL Total for that line is $0.00. When you enter an amount, the GL Total on the original line is reduced correspondingly.

No line can have a zero GL Total. No line can have an amount greater than the original GL Total.

When re-allocating a credit, the GL Total must be a negative amount.

If your department makes a purchase whose expense is to be shared with another department, this can be accomplished two ways:

1. The second department can authorize (permanently or on a one-time basis) one of your Reviewers to charge expenses directly to their account.
2. Your department can allocate the entire expense to its account and then initiate a TOE to transfer the appropriate amount to the second department. (See the section on TRANSFERS OF EXPENSE for details.)

If you forget to adjust use tax before proceeding to the Transaction Allocation screen and change the LAFSO, when you return to the Transaction Review screen, the fields for entering Non-Taxable Subtotal and Freight are grayed out and data cannot be entered.

The solution is to have someone with Reviewer privileges click the RESET STATUS button at the bottom of the Transaction Review page. A message appears, warning you that all modifications made to the transaction will be cleared and that it will be returned to its original state. Click OK. You can then modify use tax, save, and proceed to the re-allocation of the expense.

You can only RESET STATUS when the status is A. If you have approved the transaction and status is R, corrections can only be made via TOE or a FlexCard Use Tax Reversal Financial Journal.

See the section on SALES AND USE TAX ISSUES for information on adjusting use tax that has been added by the Allocation Module.