PCard Batch Errors | PowerSchool ERP

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Use this option to correct errors identified by the system when a reconciliation file is imported. A transaction may contain various errors, as indicated by the messages in the PCard Batch Errors page's PCard Record Errors list.

The errors all relate to data that is missing in a file and is required for reconciling individual transactions in the PCard System. The missing data can include:

Table records that have not been set up for PCards, commodities, and financial codes, such as budget units (low organizations), accounts, and projects.
Links that have not been established between vendors and merchants, vendors and bank formats, PCards and bank formats, PCard users and transactions, and PCard users and specific PCards.
Missing transaction amounts, PCard numbers, and merchant codes.

Menu Path: PCard Processing > Entry & Processing > PCard Processing > PCard Batch Errors

Note
If your account structure needs to be changed in accordance with the Every Student Succeeds Act (ESSA), refer to the PowerSchool ERP Financial Applications Every Student Succeeds Act Fiscal Year-End Checklist for details on converting account structures.

Page Sections

The PCard Batch Errors page includes the following sections:

Search Criteria Enables you to search for transaction records based on their layout codes, PCard numbers, and transaction dates.

List (untitled) Displays the transaction records found in a search. You can view or update a record by selecting it and selecting OK. You can also delete a selected record by selecting Delete.

Caution
Deleting a transaction permanently removes it from your database. You will no longer be able to reconcile the record or post its charges.

PCard Record Information (untitled) Displays data from the transaction record currently selected in the List section. You can use this section to update a record's Vendor and Employee fields, as well as its financial distributions.

PCard Record Errors Displays errors found in the record that is currently selected in the List section. These errors can be corrected in either the PCard Record Information section or other PCard pages. For more information, refer to the Error Messages and Corrections section below.

Tip
For a list of errors tied to your records, review the PCard Import Errors report generated when you import a reconciliation file. For details, refer to PCard File Import.

Action Buttons

The PCard Batch Errors page's untitled PCard Record Information section includes the following buttons. For related information, refer to the Procedures and Fields sections.

Vendor Link	Displays the PCard Vendor Link page for linking a vendor to the merchant in a transaction.
Employee Link	Displays the PCard Employee Link page for linking an employee to the PCard user in a transaction.
Financial Information	Displays the Financial Information page for updating the transaction's financial accounting distributions.

Error Messages and Corrections

When you select a record in the PCard Batch Errors page's List section, the errors contained in the record display in the PCard Record Errors section. These same messages also appear in the PCard Import Errors report that is generated when a reconciliation file is imported.

The error messages include:

The PCard number is missing from the record
The PCard is not setup in the card table
A vendor is not linked to merchant id <MERCHANT ID>
There are multiple records linking this vendor to this bank
The PCard merchant is missing from the record
The PCard user is not linked to this PCard
There are multiple records linking this user to this PCard
There are multiple main PCard holders linked to this PCard
There are no users linked to this PCard
There are users linked to this PCard. Please choose one
The transaction amount is 0 or missing
The organization is not on the orgn chart for year XX
The account is not on the account table
The project is not on the project table
The project account is not on the account table
The commodity code is not on the commodity table

Some of these errors can be corrected in the PCard Batch Errors page and its related pages. For example, if a vendor is not linked to a transaction's merchant, you can use the Vendor Link button to display the PCard Vendor Link page and then select a record from the Vendor table.

In other cases, you may need to create records in other parts of the system. For example, if no users are linked to a PCard, you would have to add one or more users to the PCard in the PCard Setup option and then assign one of the users to the transaction using the PCard Batch Errors page's Employee Link button.

Most of the corrections that need to be made should be evident from the error messages. However, if you are uncertain about what action to take, contact your PCard administrator.

Updating transaction records

Select PCard Processing > Entry & Processing > PCard Processing > PCard Batch Errors to display the PCard Batch Errors page.
In the Search Criteria section, enter criteria to specify the records to display, and then select Find.
In the List section, select a record, and select OK.
In the PCard Record Information section, complete the Vendor and Employee fields.
- To link a Vendor to the Merchant displayed, select the Vendor Link button.
- To link an Employee to the Purchaser displayed, select the Employee Link button.
  For details on using these buttons, refer to the Vendor and Employee fields in the Fields section.
To enter the transaction's financial accounting distributions, select the Financial Information button to display the Financial Information page. The page's fields are described at the end of the Fields section.
- The page defaults the transaction's Transaction Amount, 1099 information, and description. Enter the Budget Unit and Account, both of which are required. If you use project accounting, enter the Project and Account as well.
- You may enter multiple distributions, if needed. In this case, change the Amount for the first distribution and enter the appropriate amounts for each additional budget unit/account distribution.
If you are correcting more than one transaction, select the Continuous checkbox.
Select OK to save the transaction.
If the Continuous checkbox is selected, you return to the Vendor field. To correct the next record, repeat Steps 5-8. When you finish, select Back.

Deleting a transaction record

Select PCard Processing > Entry & Processing > PCard Processing > PCard Batch Errors to display the PCard Batch Errors page.
In the Search Criteria section, enter criteria to specify the records to display, and then select Find.
In the List section, select the record to delete.
Select Delete.
In the Confirmation dialog, select Yes.

Fields

Following are descriptions of the fields in the PCard Batch Errors page's Search Criteria and PCard Record Information sections. Also included are field descriptions for the Financial Information page. For information on the fields in the PCard Vendor Link and PCard Employee Link pages, refer to PCard Vendor Setup and PCard Employee Link Page.

Search Criteria Section

Use the fields in this section to search for transaction records. All of the fields are optional.

Field	Description
Bank Layout	Code identifying the format associated with your reconciliation file, as defined in the PCard Definition File option. Select a code from the drop-down list to display transactions for a specified bank layout format. Leave the field blank to display transactions for all bank layout formats stored in your system.
PCard Number	Number identifying the PCard used in the transaction in combination with the bank layout code. PCard records are defined in the PCard Setup option. Select a code from the drop-down list. If you leave the field blank, the system will include all PCards, depending on your entries in the section's other fields.
Transaction Date	Date when the transaction was processed. If you are searching for transactions on a specific date, enter the date. Use the colon symbol to specify a range of dates, for example, 06/01/2018:06/30/2018. Leave the field blank to access all transactions regardless of their dates.

Field

Description

Bank Layout

Code identifying the format associated with your reconciliation file, as defined in the PCard Definition File option.
Select a code from the drop-down list to display transactions for a specified bank layout format. Leave the field blank to display transactions for all bank layout formats stored in your system.

PCard Number

Number identifying the PCard used in the transaction in combination with the bank layout code. PCard records are defined in the PCard Setup option.

Select a code from the drop-down list. If you leave the field blank, the system will include all PCards, depending on your entries in the section's other fields.

Transaction Date

Date when the transaction was processed. If you are searching for transactions on a specific date, enter the date. Use the colon symbol to specify a range of dates, for example, 06/01/2018:06/30/2018. Leave the field blank to access all transactions regardless of their dates.

PCard Record Information Section

All of the fields in this section, except Vendor and Employee, are display only.

Fields	Description
PCard Number	Number of the PCard used in the transaction. PCard numbers are defined in the PCard Setup option.
Bank Layout	Code identifying the file format associated with the PCard, as defined in the PCard Definition File option. The format enables the system to "read" the transaction records in a reconciliation file.
Transaction Date	Date on which the transaction was processed by your PCard provider.
Purchase Date	Date on which the transaction was made, as recorded by the vendor.
Transaction Amount	Total amount of the transaction, including sales and use taxes, if any.
Sales Tax	Amount of sales tax included in the transaction amount.
Use Tax	Amount of use tax included in the transaction amount.
Bank Transaction ID	Code identifying the transaction, as defined by your PCard provider. The code has no effect on your PCard records and appears here for information purposes only.
Description	Text describing the transaction, as it appears in the reconciliation file.
Merchant	Code identifying the merchant associated with the PCard transaction, as defined by your PCard provider. The remaining fields enable you to update the transaction. You cannot access the Purchaser field.
Vendor	Code identifying the vendor associated with the PCard transaction, as defined in Fund Accounting's Vendor List. Select the vendor from the drop-down list. If a vendor is not listed, use the Vendor Link button to display the PCard Vendor Link page: In the Vendor Number field, select the Lookup to search for and select a vendor. select OK after you return to the linking page. Your selection links the vendor to the merchant identified in the PCard Batch Error page's Merchant field. If your file does not contain merchant codes, you must link a vendor to the transaction. If needed, you can select another vendor during reconciliation. For related information, refer to PCard Vendor Setup.
Tip	Merchants that need to be linked to vendors will appear in the PCard Vendor Setup page without a vendor code after you import a file. It is more efficient to use this page to link the merchants than the Vendor Link page. However, you will still need to process the records in the PCard Batch Errors page once their merchants and vendors are linked.
Purchaser	Code identifying the person who made the PCard transaction, as defined by your PCard provider. Display only.
Employee	Employee ID and name of the individual responsible for the PCard transaction. Entering an employee and saving the transaction record links the employee to the PCard and the transaction. Required. You can select an employee from the field's drop-down list. If no cardholders are listed, use the Employee Link button to display the PCard Employee Link page, where you can assign an employee to the transaction: In the page's PCard Holder field, use Lookup to display the Employee Lookup page, where you can search for and select a cardholder. select OK to close the page. Your selection links the cardholder to the PCard as well as to the individual identified in the Bank User ID field (if an ID displays). When you return to the linking page, you can enter spending limits in the Monthly Limit, Daily Limit, and Transaction Limit fields. You can also select a designation in the User Flag field: M - Primary Holder - Responsible for the card. U - Card User (default) - Authorized to use the card. A - Card Administrator - May enter receipts for the card select OK to return to the PCard Batch Errors page. For additional information, refer to PCard Employee Link Page.
Note	If several employees are linked to a card and a primary cardholder is not designated, you must link one of the employees to the transaction. When a primary holder is designated, this employee is automatically linked to transactions, and the transactions do not appear in the Batch Errors page. If needed, other cardholders can be selected during a reconciliation.
Commodity	Code identifying a product or service in Purchasing's Commodity List. If needed, use Lookup to search for and select a commodity.

Financial Information Page

Following are descriptions of the fields for entering accounting distributions in the Financial Information page. You access this page by selecting the Financial Information button.

Field	Description
*Budget Unit*	Number identifying the low organization that should be charged for the transaction, as defined in Fund Accounting’s Organization Chart. Required. If needed, you can distribute the charges among multiple budget units/accounts, as long as the total distributions equal the amount in the Transaction Amount field. As indicated by the asterisks, the title of this field is defined in the Fund Accounting Profile. As a result, the title used in your system may be different from the one in this manual.
Account	Number identifying the account in Fund Accounting where transaction amounts should be encumbered or charged for the PCard transaction.
Project	Number identifying the project in Fund Accounting where transaction amounts should be encumbered or charged for the PCard transaction. This field and the next only apply if you use project accounting. The asterisks before and after the field’s title indicate that the title was defined in the Fund Accounting Profile. As a result, the title in your system may be different from the one used in this manual.
Account	Number identifying the project account in Fund Accounting where transaction amounts should be encumbered or charged for the PCard transaction. Required if a project is identified in the Project field.
Amount	Amount associated with this distribution. Required. If only one distribution applies, enter the value from the Transaction Amount field. If the transaction requires multiple distributions, complete as many lines as needed, as long as the final total equals the transaction amount.
1099	Code indicating whether a 1099 form is issued to the vendor for this and other transactions. Required. The system defaults the 1099 setting from the record in Fund Accounting’s Vendor List. You may change the default if needed. Select: M - 1099-Misc - Unemployment compensation, state/local income tax, qualified state tuition earnings, taxable grants, and agriculture payments. G - 1099-G - Rents, royalties, other income, fishing boat proceeds, medical/health care payments, non-employee compensation, substitute payments, crop insurance proceeds, and attorney fees. I - 1099-Int - Interest income, early withdrawal penalty, interest on U.S. Savings Bonds and treasury obligations, investment expenses, and foreign taxes paid. N - No 1099 - 1099 form does not apply to this vendor.
Description	Brief description of the charge. Character/21
Transaction Total	Display-only total of the amounts entered in the page’s Amount fields. The system prevents you from saving your entries if the their total does not equal the value in the Transaction Total field.