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The PCard Processing menu includes three types of options for running the system:
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Entry & Processing
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Reports
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Reference Tables
In addition, before you can run the PCard System you must set up the following option:
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PCard Profile
PCard Profile
Menu Path: System Administration > Administration > Profiles > PCard Profile
The PCard Profile option enables you to enter system settings related to receipt entry, encumbrances, and reconciliations. The Profile must be set up before you can use other options in the PCard System.
For details on this option, refer to PCard Profile.
PCard Entry & Processing Menu
Menu Path: PCard Processing > Entry & Processing > PCard Processing > select an option
Following are description of the PCard Entry & Processing options, which enable users to enter and process PCard records:
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PCard Batch Errors |
Displays the PCard Batch Errors page, where you can correct any errors identified when importing a PCard file. After correcting the errors, you can reconcile the file's transactions. For details, refer to PCard Batch Errors. |
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PCard Entry Reconciliation |
Displays the PCard Entry Reconciliation page. In this page, you can reconcile transaction records with receipts entered in the PCard Receipt Entry option. If your PCard Profile does not allow receipt entry, you must use the PCard Reconciliation option to reconcile transactions. For details, refer to PCard Entry Reconciliation. |
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PCard File Import |
Displays the PCard File Import page, which enables you to load reconciliation files. For details, refer to PCard File Import. |
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PCard Receipt Entry |
Displays the PCard Receipt Entry page, where employees can enter receipts from their PCard transactions. Access to this option depends on the following checkbox in the PCard Profile: Employees will enter PCard receipt data. For details, refer to PCard Receipt Entry. |
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PCard Reconciliation |
Displays the PCard Reconciliation page, which enables you to reconcile PCard files if your PCard Profile does not allow employees to enter receipts. For details, refer to PCard Reconciliation. |
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Post PCard Records |
Displays the Post PCard Records page, where you can post PCard transactions to Fund Accounting's Batch Accounts Payable option. For details, refer to Post PCard Records. |
PCard Reports Menu
Menu Path: PCard Processing > Reports > PCard Reports > select an option
Following are descriptions of the PCard System's report options:
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PCard Limits Report |
Lists employees and PCards that have exceeded the spending limits defined in the PCard Setup option. For details, refer to PCard Limits Report. |
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PCard Pre-Reconciliation Report |
Lists transactions that have not been reconciled. For details, refer to PCard Pre-Reconciliation Report. |
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PCard Reconciliation Report |
Lists transactions that are reconciled. As an option, you can also include transactions that are disputed. For details, refer to PCard Reconciliation Report. |
Additional reports can be generated in PCard pages that have List sections. You can run these reports using the Print items that appear on the pages' toolbar.
PCard Reference Tables Menu
Menu Path: PCard Processing > Reference Tables > Reference Tables > select an option
Following are descriptions of the PCard References Tables options:
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PCard Definition File |
Displays the PCard Definition File page. This option is usually used around the time your software is installed. It enables setting up a format record for reading the reconciliation files sent to you periodically by your PCard provider. You must create this record before using other setup and processing options. For details, refer to PCard Definition File. |
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PCard Setup |
Displays the PCard Setup page. This option enables you to assign PCards to employees and set monetary limits on their card use. The system supports three levels of users: Primary Holders, Card Users, and Administrators. For details, refer to PCard Setup. |
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PCard Vendor Setup |
Displays the PCard Vendor Setup page. This option enables you to associate vendors with a PCard format and link them to the merchants in reconciliation files. For details, refer to PCard Vendor Setup. |