Duck Depot Card Accounting vs. Regular PCard Accounting
The University of Oregon (UO) has several different procurement cards (PCard) available for use on campus. Recently we introduced a new PCard, the Duck Depot (DD) PCard, that is to be used only on the Duck Depot e-procurement system. Due to the anticipated volume of purchases, we were asked by users to automate the distribution of charges to decrease large accounting entries each month. To facilitate this, two new account codes were introduced – 28996 and B0191.
Previously, there was an automatic Journal Voucher (JV) run weekly for both types of cards. The entry is:
- Index Credit 28995
- Index Debit 20101 or whatever account code you entered in the DD accounting spread
When the PCard bill arrives, Business Affairs then debits account code 28995, in theory, clearing it and paying the bill from central cash.
As of August 1st, 2017, the entry has changed:
- Index Credit B0191
- Index Debit 20101 or whatever account code you entered in the DD accounting spread
When the PCard bill arrives, Business Affairs debits account code B0191, in theory, clearing it and paying the bill from central cash.
Why did we change this?
Since most departments keep track of their balances throughout the month, the transfer from 28995 to other account codes was confusing and gave a false sense of resources still available. Also, since both cards went to 28995, it became increasingly difficult to reconcile.
So when will 28996 be used?
If you do not enter accounting information in Duck Depot or the information is incorrect, DD will default to this account code to make it obvious for individual departments to do their own manual transfers.
What if I forgot to enter accounting information on Duck Depot?
It will default to account 28996 for you to process a manual JV.
What if I order something special that has additional charges for shipping?
Those charges will hit B0191 on your index. This is a General Ledger (GL) code, and will not show up on the Banner form FWIBUDG. You will see these changes as account code 28996. You will need to do an entry JV to move the shipping charge to the correct account code in your index from 28996.
What if I use my regular p-card on Duck Depot?
The reconciliation will be complicated. The weekly transfers will go from B0191 to individual account codes. At month end BAO will transfer the payment for this out of 28995. So you will need to do a JV to reconcile B0191 and 28995. We ask that departments abstain from this practice.
What if I use my Duck Depot Card outside of Duck Depot?
Again, the reconciliation will be complex. You will need to JV charges from account code 28996 to the appropriate account codes. This will be outside your normal budget reports. We ask that departments abstain from this practice.
I returned an item and it showed up on my Duck Depot card statement but my index still shows the charge. What do I need to do?
Duck Depot is a one-way system for ordering only, with returns and additional shipping and handling charges all being processed at the punchout after the order is placed. In cases where you have a return, you will need to identify the original charge and do a JV to reverse the charge.
- Index Credit 20101 or whatever account code you originally entered
- Index Debit B0191 (with your PCard index)
What if I need more help?
Please email duckdepot@uoregon.edu or call our office at 543-346-2419.