This section provides a summary of the procedures used in the PCard System. It is intended as an overview to familiarize you with the functions you and other users will perform. However, do not run the software from this outline.
Setup Procedures
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Use the PCard Profile option to:
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Specify whether cardholders will be able to enter their own receipts.
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Determine whether charges should be encumbered and if so, whether the encumbrances take affect upon receipt entry or reconciliation.
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Set parameters that enable the system to search for receipts within certain dollar amounts and within a range of purchase dates.
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Use the PCard Definition File option to create a format for importing data from the reconciliation files supplied by your PCard provider. The format tells the system how records are stored in a file so it can find the data required for reconciling PCard transactions.
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Use the PCard Setup option to create PCard records and perform the following procedures:
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Assign numbers to identify the cards.
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Set credit limits for users.
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Designate employees as card administrators, primary cardholders, or card users. Card users share a card with a primary cardholder.
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Remove cardholders, delete cards, and re-set spending limits as needed.
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Use the PCard Vendor Setup option to link vendors from Fund Accounting's Vendor List with the merchants identified in reconciliation files.
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These links can also be made while reconciling or posting a file.
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If your PCard provider does not include merchant information in its files, this option enables you to link your vendors to the file format you use.
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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.
Processing Procedures
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Use the PCard File Import option to load the records from a reconciliation file into the PCard System.
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Use the PCard Batch Errors option to correct the errors found when reconciliation records are imported. You can correct up to five different types of errors in this page:
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PCards that are not linked to the layout format you are using.
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Cardholders who are not linked to PCards in a file's transactions.
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Transactions that do not have a cardholder identified.
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Transactions that do not have a vendor defined.
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Vendors that are not linked to merchants in the reconciliation file.
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Use the PCard Receipt Entry option to enter receipts from transactions.
Access to this option depends on whether your PCard Profile allows employee receipt entry. If employees enter receipts, then transactions can be reconciled in the PCard Entry Reconciliation option (Step 4). Otherwise, use the PCard Reconciliation option (Step 5). -
Use the PCard Entry Reconciliation option to reconcile PCard receipts with transactions in a reconciliation file. As part of this process, you can:
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Search for and select receipts that match transactions.
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Select cardholders and link vendors to merchants.
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Modify receipt information.
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Change financial information for encumbering and distributing the transaction in Fund Accounting.
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Use the PCard Reconciliation option to reconcile transactions. This option is used if employees do not enter receipts.
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Use the PCard Pre-Reconciliation Report and PCard Reconciliation Report options as needed to check the status of your transaction records.
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Use the Post PCard Records option to post PCard transactions to Fund Accounting's Batch Accounts Payable option. Prior to posting, you can:
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Search for and list transactions from a reconciliation file.
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Review the transactions' financial information.
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Prevent or allow the posting of individual transactions.
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Set up the batch for posting the transactions.
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Use the PCard Limits Reports option to monitor PCard spending limits. Keep in mind that you can also generate reports in many of the system's setup and processing pages.