AIS: How do you process a Bank of America PCard statement that has a credit for the month?

Assumption

You have a PCard and access to AIS.

Steps

There are two options when you have a PCard statement that is in the negative for the month, which occurs when you have more credits then debts.

1. When the statement is available in AIS, you will NOT complete the voucher load and voucher build process for the month. There is nothing owed to BOA, and the transactions will be accessible in AIS for reconciliation.  There will also not be a voucher load or build done for the ATV either; this process will need to wait until the following month or until you receive a master statement that is in the positive. 
   1. Also, do not APPROVE any transactions as the Program Admin; they need to be a staged or verified state until the following months ATV run.
   2. The following month you will process both files as one, and everything should process correctly.
2. If you have already posted the voucher load and voucher build before realizing you have a negative balance, you will need to do the following:
   1. There will be no voucher generated for the prepayment; you will complete the reconciliation and proceed.
   2. Once the reconciliations are completed and in an Approved state, you will run the voucher load and voucher build.
   3. Locate all the transactions for the vendor BOA under Regular entry, sort by the newest file, and you will see a large dollar prepayment. This prepayment is a payment for the full amount of the BOA file for VCCS. This voucher will need to be deleted the same day by the SSC, as it is a bug in the system. 
   4. Then wait for the next month’s statement to be downloaded into AIS. Once you have a BOA file that is in the positive, you make complete the BOA payment. You will see that the amount owed is not the correct amount that due to BOA, as it is missing the credits from the past month(s). You will need to adjust the prepayment under regular entry to reflect the correct amount owed. The only way to do this is the edit the original line; there is not a + or – sign to add a new line.  Lastly, we would suggest entering a comment in the comment section for future reference.