p-cards...p-cards split transaction into gst and non-gst component page 7 workof 13 instruction...

P-cardsSplit transaction into GST and non-GST component

of 13 Work Instruction

Procedure

Overview

You would use this procedure to reconcile the Purchasing Card transactions with the tax invoice/cash register docket, and details of the purchase. This procedure will also show you how to split transaction into GST and non-GST component and enter it into the ProMaster system.

Before you begin...

Ensure that you have the tax invoice/cash register docket for the transaction you want to reconcile. You are required to work out the GST and non-GST component of your invoice. For example you have a

receipt from Woolworth totalling $53.23 with GST shown on the bottom of the receipt as $1.22 (included in the total $53.23).To calculate the components:

1. GST Component - multiply the GST ($1.22) by 11 = $13.422. Non GST Component - deduct the GST component calculated ($13.42) from the total receipt ($53.23

less $13.42) = $39.81

Business / System Rules

You are required to acquit your cards expenditure at least once a month by reconciling the transactions to supporting documentation and submission to the approving officer.

1. Start the task by calculating the GST and non-GST component.

Please note that the data used in this example is intended to demonstrate the procedure. When using the system, the options you see may vary slightly and the selections you make will be specific to the information you need to use at the time.



xxxx

2. ...



ProMaster - Home Page

3. Click on the Verify Transaction icon next to the transaction/expense you wish to verify.

Expense Edit

4. Click on the checkbox if you have a valid tax invoice.



Information Note...

Where supporting documentation is not obtainable or lost, the cardholder must complete the Lost Receipt Statutory Declaration Form found in the credit card policy.

Helpful Hint...

Disregard the Tax Amount displayed on the header of the transaction. To work out the GST and non-GST component use the GST Tax amount displayed on the invoice.

5. As required, complete/review the following fields:

Field R/O/C Description

Purpose Required Description of why you have made the purchase.

Example:Groceries

Description Required A brief description of what you have purchased.

Example:Groceries-GST

6. Click on the Expense Type field.



ProMaster - Expense Type Selection

7. Select the Expense Type for your transaction e.g. click link.

Information Note...

The Cost Centre is pre-populated based on your profile.

The correct assigned Tax Code and Cost Element (GL Code) will automatically populate based on the Expense Type selected. You can change the tax code if required.



Price Required The price of the item purchased.

Example:13.42



Expense Edit

9. Click on the Tax Code field.



Select Tax Codes

10. Select the correct tax code from the right hand side list of options, e.g. click on the link.



Invoice No. Required Invoice number on the suppliers tax invoice.

Example:1569

Information Note...

Depending on what agency you are from you may be required to enter the Internal Order field and/or the Work Breakdown Structure number.



12.Click on the button to add the GST component of the invoice.

Expense Edit



Description Required A brief description of what you have purchased.

Example:Groceries - non GST

14. Click on the Expense Type field.



ProMaster - Expense Type Selection

15. Select the Expense Type for your transaction e.g. click on the link.



Price Required The price of the item purchased.

Example:39.81

17. Click on the Tax Code field



Select Tax Codes

18. Select the correct tax code from the right hand side list of options, e.g. click on the link.



Invoice No. Required Invoice number on the suppliers tax invoice.

Example:1569



Expense Edit

20.Click on the icon.



ProMaster - Expense Details

21.Click on the button.

Information Note...

If the policy of your agency is to attach scanned invoices (as PDF file) to transactions you can:

use the Attachments button when verifying the transactions (one scanned invoice per transaction)

or

you can scan a number of invoices in one PDF file and assign it to multiple transactions. For details please refer to the Attach scanned invoices to transactions procedure.



What Happens Next?

Your transaction is now ready for your supervisor to approve.

p-cards...p-cards split transaction into gst and non-gst component page 7 workof 13 instruction...

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