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Legislative Assembly for the ACT: 1999 Week 6 Hansard (22 June) . . Page.. 1681 ..

Entering into Oracle

A corporate credit card Batch will be opened by each cost centre each month.

Corporate Credit Card Batch Naming Convention:

(a) Cost Centre Summary Level Organisation Code (ie ends in zero)

(b) Vendor = American Express

(c) Month/Yr ie C10AMEXMAY96

Invoice numbers will be a consecutive number for each purchase preceded by the initials of the card holder. For example, for Ray Zatorski - invoice numbers would be: RZ001, RZ002 etc.

Vendor must be "American Express"

Site should be the respective Card Holder

Enter purchase Navigate Invoice Entry

Invoice Type Standard

Invoice Description To facilitate useful credit card system reconciliation reports the user must be mindful when entering the description of the purchase in Oracle that the convention will be to enter the Supplier first followed by an asterisk followed by the description of the goods/services ie.,

CWS*General Stationery

Reconciliation of Statements

When the American Express statement is received it must be reconciled against the transactions entered into Oracle. Cost Centres should ensure that the statement is reconciled by someone other than the card holder.

Any transactions on the Statement, but not in Oracle, must be queried with the card holder and, if appropriate, details entered into the system before the next cheque run is initiated by the Resource Management Unit.

Any transactions on Oracle, but not on the Statement, will require the payment date in Oracle to be updated to the following month to ensure that the payment is. not paid by the payment cycle process which will be initiated by the Resource Management Unit.

The reconciled statement and all relevant documentation should be summarised against the relevant accounting flexfields on an Invoice Cover Sheet.

When the next Auto-Approval process is run that batch will automatically go on 'hold' due to the system default of placing all invoices on hold that don't match to a purchase order.

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