Reference the results in the SumSuppliesAccounts query. Note that these amounts may be a combination of invoices, not just a single invoice amount. Compare these amounts with the results in the "Total FYTD + Adjs" table and pull up the WRS images (using the link in the "Image" column on the far right). Check the corresponding invoice for the following:
- Generally speaking, international transactions are <= 10% of the original charge (before taxes). This can be a clue for where the international transaction fee is supposed to be applied. Transaction dates and cardholder names should also be noted for later.
- Using the "CPSxxxxx..." number in the line description of the international transaction fee you are reconciling, open the financials database and go into the P-Card Transactions table, then filter the "Line Description" filter for descriptions that BEGIN WITH "CPSxxx". This will most likely reveal both the original invoice and the international transaction associated with it, among other results. The original transaction should be tied to an A&D cardholder (either from Monographs, or from Serials for ILL article purchases), and the transaction dates for the original and for the international transaction fee are usually the same. Expect that the account involved will be either 214050 55600 (for Monographic purchase made by Pcard) or 214050 55691 (for Serials journal article Pcard purchase made via ILL process). It could also be attached to a fraudulent charge, which would need to be verified via the WRS, using the image results for the original charge (either for the international transaction fee or the charge associated with the international fee).
- Knowing that international transaction fees are < 10% of the original amount, compare the international transaction fees against the charges that appear in the results. For instance, if Canada's international transaction fee is 3%, and there is an international transaction fee of 44 cents and another charge for $16.07, it could be a potential source for the international transaction fee to be applied to.
- For a possible match involving 55600, additional work in Sirsi will be required. To verify it further, go into Sirsi Invoices Current FY and filter by the amount of the invoice you think is the source of the discrepancy (for this example, you would filter by the $16. 07 amount). Look up the invoice ID in Sirsi, and check the bibliographic record associated with it. Following the current example, if the publisher is in Quebec, then it's likely the right invoice to reconcile.
- Once you think you've located the 55600 invoice, verify it with the Monographs specialist. If it turns out to be an international transaction missing a fee, request that an additional invoice line for the fee is added to the original invoice.
- We can't verify any ILL pcard Pcard purchases made on 55691 in Sirsi, since DPP only adds a comprehensive invoice for the total amount of all ILL articles purchased in the previous month into Sirsi. See Monthly Invoices for ILL purchases.
- Forward any international transaction fee needing a JV to Jigna Patel (F&B) and CC Phyllis Carpenter and Lisa Madden. This will most likely involve moving funds from a 52XXX account to either 55600 or 55691, as appropriate.