Quick Tips for PARIS Administrators

How do I.....

 

Account for North Carolina sales tax for a transaction

North Carolina sales tax that is eligible to be recovered by Duke should be charged to separate accounts (i.e. 1001000 146100 for University departments and 1001000 146300 for Health System departments.) Use the MODIFY screen in Purchases Review to determine if the sales tax amounts are coded correctly. If the tax amount shown on the receipt is already separated in PARIS , simply highlight that line item, change the cost object and g/l account to one of the codes provided above, and then save. If the tax is not separated, follow these steps:

  1. Select the SPLIT button to bring up the options menu.
  2. Use the cursor to select the number of separate line items needed.
  3. Click on the AMOUNT button, highlight a line, and enter the amount for that line.
  4. Enter an amount for each line, including the separate tax line. Be sure the line amounts equal the original amount.
  5. When finished, click on OK and then highlight each line, select edit, and enter the appropriate account codes before saving.

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Change my passwords

Call Employee Travel & Reimbursement at 681-0208, option 1.

 

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Code fraudulent transactions

Fraudulent transactions should be coded to 695600 (Damages and losses) with a note indicating that the transaction is fraudulent. When the offsetting credits are issued by GE, code the credits to 695600. The fraudulent charge(s) and the credit(s) will offset one another.

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Copy notes

Often, several transactions require identical documentation in the Notes section of PARIS . To avoid manually typing the same notes for each transaction, you may copy them from one transaction to another by performing the following:

  1. Highlight the first transaction requiring documentation and select the Notes section.
  2. Click on the Edit button and enter the notes.
  3. Before saving the notes, highlight the notes, click on the right mouse button, and then select Copy.
  4. Save the notes for this transaction by clicking the Save button and then move to the next transaction.
  5. In the Notes section of the next transaction, select Edit, press the right mouse button, and select Paste. The notes will be copied to the new transaction. Save the notes for this transaction.

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Dispute a charge

Have the cardholder complete a Statement of Disputed Items form and fax the form to GE Capital at 1-800-471-9770. In PARIS , code the disputed transaction to G/L account 695600 (Losses and damages) and enter a note indicating that the transaction is being disputed with GE. When the credit for the charge appears, code the credit to 695600 (Losses and damages) with a reference to the post date of the disputed charge.

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Document credits

Credit transactions should reference the post date of the original transaction for which the credit is being received. Likewise, the original transaction should reference the post date of the credit transaction. Additionally, both transactions should provide any required information for the specific transaction type (i.e. travel, entertainment, equipment, etc.) This process ensures an audit trail exists linking the original transaction to the credit transaction.

 

Enter accounting codes for transactions with multiple lines

Some transactions post with multiple lines in PARIS. Each line of the transaction must be coded before the transaction may be approved in PARIS and mapped to the general ledger. At the bottom of the Purchase Review screen, check each line item for proper coding by scrolling down in the Detail section located near the bottom of the screen.

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Enter notes

For transactions requiring additional documentation in Notes, select the Notes tab and then select Edit. After the notes have been entered, click Save

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Find an approved or mapped transaction

After PARIS administrators approve transactions or transactions are mapped, they disappear from the Purchases Review screen. To recall these transactions for review from the Purchases Review screen...

  1. Select SEARCH and click NEW.
  2. For the Field box select CARDHOLDER NAME , for the Operation box select STARTS WITH, and for the Criteria box, enter the person's last name.
  3. Then select ADD.
  4. Next, click on EXECUTE to produce the person's transactions.

You may also perform other types of searches and sort the information to fit your needs.

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Log out of PARIS

PARIS administrators should log out of PARIS when they are finished using the application. To do this properly, follow these procedures:

  1. Close out of the working process using the "close" button.
  2. Select "file".
  3. Select "exit".

Logging out of PARIS allows PARIS users to avoid being "locked out" of the system the next time PARIS access is attempted.

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Run the cardholder transactions with notes report

Follow the menu path below:

  1. From the Administration/Reports section, select the Custom tab
  2. Choose the cardholder name(s) to be included in the report
  3. Select the Preview button
  4. Choose the time frame for the report
  5. Select OK
  6. Report will appear on your screen.

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Run a query in PARIS

Query to edit transactions:

Choose the Administration/Purchase Review menu path and select the SEARCH button. Within Selection Criteria, enter the following:

  1. Field: Post Date
    Operation: Greater Than
    Criteria: Enter the date (mm/dd/yy) from which you want to see all transactions that have posted in PARIS .
    Select: ADD

  2. Field: Exported
    Operation: Like
    Criteria: N (This will capture all transactions that have not exported to the ledger.)
    Select: ADD

  3. Field: Approved
    Operation: Like
    Criteria: N (This will capture all transactions that have not been approved.)
    Select: ADD

  4. Enter the sorting options
  5. Select EXECUTE

Recommended sorting options:

  • Sorting Level 1: Cardholder Name
  • Sorting Level 2: Post Date

Note: Transactions with notes will have an * by the Notes tab.

Query to print transactions:

Choose the Query Wizard/Line Item Data menu path and select the NEW button. Within Selection Criteria, enter the following:

  1. Field: Post Date
    Operation: Greater Than
    Criteria: Enter the date (mm/dd/yy) from which you want to see all transactions that have posted in PARIS .
    Select: ADD

  2. Field: Exported
    Operation: Like
    Criteria: N (This will capture all transactions that have not exported to the ledger.)
    Select: ADD

  3. Field: Approved
    Operation: Like
    Criteria: N (This will capture all transactions that have not been approved.)
    Select: ADD

  4. Enter the sorting options

  5. Select EXECUTE

  6. After the query results are returned, select PRINT

Recommended sorting options:

  • Sorting Level 1: Cardholder Name
  • Sorting Level 2: Post Date

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