Allocation and Sign Off
Anything purchased through your SPCC will eventually be posted to your Bank of America account. By the end of the billing month (which coincides with the monthly folders) you will have to have allocated each purchase to a FOAP as well as signed off on them.
Click the drop down carrot on the ORDER
Click ALLOCATE/EDIT
Fill out the following information:
G01 : Fund
G02 : Organization
G03 : Account
G04 : Program
G06 & G07 : Subscription dates of service (month and year beginning and end)
G09 : Contract number OR exemption code
G10 : Purchase Order Number PO#######
Change the TAX STATUS to NON-TAXABLE
SAVE
CLOSE
Click the drop-down carrot on the ORDER
Click MANAGE RECEIPTS
Upload:
P.O. (from eVA) *
Stamped invoice *
Receipt *
Packing slip
Quotes
*= these are REQUIRED, all else is optional but it doesn’t hurt to add it.
Click the drop-down carrot on the order
Click SIGN OFF
Reconciliation
When the monthly billing cycle is complete, you will receive an automatically generated email from Bank of America stating your monthly statement is available.
Log on and print it.
Check off that everything listed is in your monthly folder. If a charge isn’t on the monthly statement, just move those files into the next month’s folder. It just hasn’t hit your credit card yet, there’s nothing wrong with that.
