Welcome to the Reallocating FOAPs training video. Please make sure to
watch all of our Smart Data training videos at www.gvsu.edu/purchasing
When you apply for your purchasing card, you designate a default FOAP
that all of your p-card transactions will charge to. If you need a
transaction to charge to a different FOAP than your default, you can
reallocate the transaction in your Smart Data account. To do this, you
will login and go to the Account Activity tab and click Transaction Summary.
This will bring you to the search option for your transactions. You
can select a start and end date or choose a Reporting Cycle. The
Reporting Cycle begins on the first business day of the month and ends
on the last business day of the month. It is recommended that this be
used so that no transactions are missed.
When you click search, you will see a screen of all transactions that
occurred during that reporting cycle.
To allocate these transactions, you can do so one at a time by
clicking on the Edit Accounting Codes button and selecting the FOAP.
The FOAPs you have available to choose from should match your access
in Banner. You can also select the appropriate Account Code.
On both of the FOP and Account Code drop downs, you can start typing
to narrow down the list of available options. For example, if we type
in 70, you can see that the list brings up only the Account Codes that
begin with 70.
In addition to viewing these one at a time, an Expand All button is
at the top of the screen and can be used to view all of the
transactions at once. You have the option to add a description to your
transactions here. Please note, this description does not take the
place of the documented business purpose that is required for each
transaction. You must either print out these descriptions, write them
out on the receipts or keep them in a separate log to store with your
After selecting the FOAP you want to reallocate the charge to, you
can click move on to the next one by clicking Edit Accounting Codes
next to that transaction.
Any changes that have been made that have not been saved will be
highlighted in yellow as a warning, so don’t forget to click the Save
icon near the top of the screen.
For your benefit, if all the transactions on the screen are going to
be charged to the same FOAP, you have a Copy to All on Page button
next to the transaction that you’re reallocating. The Copy to All on
Page button will override any reallocations that you made prior to
selecting this option.
If you need to split a transaction to two or more FOAPs, you can do
so by first saving your previous work, and then clicking the Split
Transaction icon next to the transaction you want to split. Enter the
number of FOAPs (or splits) that you need, select whether you want to
split by percentage or dollar amount, and click Add.
You have the option to add a description here – it’s usually best
practice to enter the FOAPs you are splitting to here so that they
appear on your monthly statement.
If you are splitting by percentage, you can enter in the percentages
for each FOAP and Smart Data will automatically calculate the correct
dollar amounts. If you are splitting by amount, you will need to enter
in the dollar value for both fields, Smart Data will not automatically
complete the fields as it does with the percentage option.
Click the Save icon. Next, you can enter in the FOAPs and Account
Codes by clicking on the Accounting Detail icon under the Description
field. Click the Edit Accounting Codes button if the drop downs are
not appearing right away.
If you want to undo or cancel your split, you can check one or all of
the checkboxes and click Remove. Then, click the Save icon and click
the breadcrumb for Transaction Summary to return to the previous screen.
You have the option to utilize the Reviewed checkboxes if you would
like. This is completely optional and is available for your benefit.
By clicking the Reviewed checkbox, Smart Data will lock the
transactions in place after you click Save, and in addition to that on
your home landing page, it will identify how many transactions within
the past thirty days have been reviewed and how many have not.
If you have any questions about reallocating FOAPs or splitting
transactions, please contact a member of our Purchasing Card Program
Staff. Thanks for watching!