Online Monthly Reconciliation Procedures

Reviewing/Expensing & Approving Transactions

Log In

  1. Open internet browser
  2. Enter the following in your address bar: www.paymentnet.jpmorgan.com
  3. Enter the following on the PaymentNet Log In Screen:
    • Organization ID: US63378
    • User ID: <enter ID>
    • Password: (You will receive via email)
    • You may select the box “Remember my Organization ID”
  4. Click Log In
  5. The first time you log in you will be prompted to change your password
  6. The first time you log in you will be prompted to answer 5 security questions
  7. The first time you log in you will be prompted to register your machine
  8. You will then be directed to the Home Page.

*THE FIRST TIME YOU LOG IN TO “TRANSACTIONS”, YOU WILL NEED TO RUN THE FOLLOWING QUERY TO SET AS THE DEFAULT*

  1. Log in to the system
  2. From the Welcome Screen, select “Transactions” > “Manage”
  3. New Query – Select “Advanced”
  4. Date Range – Field = “Post Date”
  5. Operation = “Is Relative”
  6. Value = “Last Days” = type “45” in box
  7. Add the following “Criteria”:
  8. Field = “Exported”
  9. Operation = “Is equal to”
  10. Value = (leave box blank)
  11. Select – “Process”
  12. Select – “Save Query”
  13. Enter: Last 45 Days
  14. Click Save
  15. Click “Set as Default Query”

Reviewing/Expensing Transactions

Cardholders/Designated Preparer:

  1. From the Welcome Screen, select “Transactions” > Manage
  2. From the drop down menu, select “Last 45 Days Default”
  3. Click on a transaction
  4. Compare the transaction details (e.g., amounts) with receipts if available
  5. Review chart string allocations (default chart string will appear)
  6. Enter the appropriate account code (Only the first 100 numbers are defaulted in the system. You MUST delete “none” by back spacing or highlight and type the correct number. Once the number with the correct description appears, click on the correct number and description from the drop down box to populate the cell)
  7. Make any necessary changes to the chart string using the same method as in #6
  8. Add complete business purpose to the Transaction Notes field (not what was charged but why)
  9. Check the “Reviewed” box above
  10. If you are the approver as well, check the “Approved” box below the chart of accounts
  11. Click Save
  12. Use arrows in upper right corner to navigate to the next transaction or click on “List” above the account code box

Splitting Transactions

  1.  From the Transactions screen, click on the transaction
  2. Click, “<Add Lines>”
  3. Type the number of splits in the box > Click> “Add” The amount will be divided evenly among all rows
  4. Add complete business purpose to the Transaction Notes field (not what was charged but why)
  5. Click on the arrow above the “1” to populate the chart of accounts: 
  6. Add Account Code and any changes to that row’s chart string. Split by either percentage or dollar amount. If you are the approver, Click the “Approved” box
  7. Click on the arrow above the “2” to populate the chart of accounts: 
  8. Repeat steps 6
    • Two rows – the remaining amount will be automatically added to the second row
    • Three or more rows – any changes to the first row, whether adding to or subtracting from the amount, will be added to or subtracted from the last row’s amount
    • Deleting rows – Click Delete (Note that this will reset your split amount and remove any previous changes)
    • Canceling a split – to cancel split, click Delete on the extra rows that you want to delete.
  9. Click Save in the upper left hand corner

Approving Transactions

Approvers: If you are the reviewer and approver, this may be done at the same time

  1. From the Welcome Screen, select “Transactions” > “Manage”
  2. From the drop down menu, make sure to select “Last 45 Days Default
  3. Click on a transaction
  4. Review the transaction chart string and notes field (business purpose)
  5. If changes are required, make the necessary changes. Click the “Approved” box and click Save
  6. If changes are not needed, click the “Approved” box
  7. Click Save
  8. Use arrows in upper right corner to navigate to the next transaction or click “List” above the account code box

Next Steps to Complete Reconciliation:

Generating the Monthly Reconciliation Report