PCard Setup Page | PowerSchool ERP

Use this page to add new PCard records. In setting up a PCard, you enter the following:

Bank Layout and PCard Number to identify the card.
Transaction Limits to provide a guideline for how the card will be used, including card (credit), daily, monthly, and transaction limits.
Cardholders. This is optional.

For the procedures for assigning PCards to employees, refer to PCard Employee Link Page.

From the PCard Processing menu, select Reference Tables. From the PCard menu, select PCard Setup.

Page Sections

The PCard Setup page includes the following sections:

Select Records For	Accepts the Bank Layout code associated with the PCard records you want to update. You can enter a code, or select one from the drop-down list.
Search Criteria	Enter search criteria to identify PCard records tied to the Bank Layout code you selected. To access all records, leave the field blank. You can also use query symbols. For example, 12* retrieves all records whose codes begin with 12, and 120:125 retrieves all records with codes in the range 120 to 125.
List (untitled)	Displays the PCard records that match your entries in the Select Records For and Search Criteria sections.
PCard Record Information	Displays data from a selected record in the List section. You can also update a PCard record in these fields.

Action Button

The PCard Setup page's PCard Record Information section displays the following button after you generate a list of PCard records:

Link Employees

Displays the PCard Employee Link page for adding cardholders to a PCard. You can also add employees to PCards using the Employee Link button in the PCard Batch Errors, PCard Reconciliation, and PCard Entry Reconciliation options.

For additional details, refer to PCard Employee Link Page.

PCard Reports

The following reports provide information on PCards:

PCard Limits

Lists cardholders who have exceeded the spending limits defined in the PCard Setup option.

For the procedure and other details, refer to PCard Limits Report.

PCard Setup

Lists the PCard records stored in your database.

For the steps for generating the report, refer below to the Procedures section.

PCard Setup Employee Link

Lists employees assigned to PCards, including their purchasing limits and user classifications (Primary Holders, Card Users, and Card Administrators).

For the procedure and other details, refer to PCard Employee Link Page.

Following are procedures to add, update, delete, and print PCard records. For the procedures for assigning PCards to employees, refer to PCard Employee Link Page.

Add a PCard

On the PCard Setup page, in the Bank Layout field, select the format that applies to the PCard you want to set up. This entry is required, unless you only have one format, in which case, the format defaults.
Select Add New to access the PCard Record Information section.
Complete the following fields:

PCard Number	Enter a code to identify the card. The limit is 25 characters.
Bank Layout	Select a Bank Layout code. If you selected a Bank Layout code before you selected Add New, it populates in this field and can be changed.
Credit Limit	Maximum amount that can be charged against the card.
Monthly Limit	Maximum amount that can be charged during a month.
Daily Limit	Maximum amount that can be charged on a given day.
Transaction Limit	Maximum amount that can be charged for a single transaction.
Primary PCard Holder	During the add process, the field is blank unless an employee is assigned. Displays either the name of the primary cardholder, as designated in the PCard Employee Link page, or the message Not Defined. For related details, refer to the next step.

To add employees to the PCard, select the Link Employees button. You can add the Primary Holder to an individual card, as well as Card Users, and Card Administrators.
For the procedure, refer to PCard Employee Link Page.
Select Accept to save the record.
If the Continuous checkbox is selected, you return to the PCard Number field. To add another PCard, repeat Steps 4-7.

Update PCard Records

On the PCard Setup page, in the Bank Layout field, select the format that applies to the PCard you want to update.
In the Search Criteria PCard Number field, enter the PCard number. To list all PCards for the selected format, leave the field blank.
You can use query symbols in this field to specify more than one PCard:
- 14* selects cards whose codes begin with 14.
- 1460|2350|3620 matches the PCard numbers shown.
- 1000:1200 selects cards 1000 through 1200. Note that the colon should only be used if all your PCard numbers are the same length.
Select Search.
In the List section, select the PCard to update, and then select Accept.
In the PCard Record Information section, update the fields as needed.
To update the employees assigned to the PCard, use the Link Employees button. For the procedures for assigning and updating cardholders, refer to the next section, PCard Employee Link Page.
Select Accept to save the record.

Delete PCard Records

On the PCard Setup page, in the Bank Layout field, enter the format that applies to the PCard you want to delete.
In the Search Criteria PCard Number field, enter the PCard number. To list all PCards for the selected format, leave the field blank.
You can use query symbols in this field to specify more than one PCard. For examples, refer to step 2 of the update procedure.
Select Search.
In the List section, select the PCard to delete.
Select Delete.
In the Confirmation dialog, select Yes.

You cannot delete a PCard that has any transaction activity.

Generate the PCard Setup Report

On the PCard Setup page, in the Bank Layout field, select the format that applies to the report.
In the Search Criteria PCard Number field, enter the PCard number. To list all PCards for the selected format, leave the field blank.
You can use query symbols in this field to specify more than one PCard. For examples, refer to step 2 of the update procedure.
Select Search. The PCards that will be included in the report display in the List section.
Select Print.
In the Print window, specify how to generate the report, and then select OK. The report's default file name is pcd_setup.rpt.

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