PCard Employee Link Page

After you enter information for a PCard record, you can assign employees to the card in the PCard Employee Linking page. This page displays when you click the Link Employees button in the PCard Setup page. You can use this button when you are adding or updating a PCard record.

To allow employees to perform receipt entry, their user login ID's must be entered in the User Login field of the Employee Information page's General section.

Caution
Before removing an employee from a PCard, you should process any transactions or receipts that exist for the employee that have not been reconciled.

Menu Path:  PCard Processing > Reference Tables > Reference Tables > PCard Setup > select a bank layout format > search for and select a PCard > click Link Employees

You can also access the PCard Employee Link page from the following pages: PCard Batch Errors, PCard Reconciliation, and PCard Entry Reconciliation.

PCard User Classifications

The PCard System supports three classifications of employees, as determined by the PCard Employee Link page's User Flag field:

Following are procedures for assigning an employee to a PCard and changing, deleting, and printing existing PCard records.

Assigning an employee to a PCard

1. Select PCard Processing > Reference Tables > Reference Tables > PCard Setup to display the PCard Setup page.
2. In the Bank Layout field, select a format.
3. In the PCard Number field, enter criteria identifying the PCards to include. To select all PCards associated with the 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.
4. Click Find to list the records that match your criteria.
5. In the List section, select a PCard, and then click Link Employees to display the PCard Employee Linking page.
6. If no employees are assigned to the PCard, you immediately advance to the PCard Holder field in the PCard Linking Information section.
   or
   If one or more employees are already assigned, click Add New to access the PCard Linking Information section.

7. In the PCard Linking Information section, complete the following fields:

   PCard Holder	Enter the employee’s ID.
   Bank User ID	Enter the number used by the PCard provider to identify the cardholder. If a user ID is not used, leave the field blank. Character/25
   Monthly Limit	Enter the maximum amount the cardholder can purchase during a month.
   Daily Limit	Enter the maximum amount the cardholder can purchase on a given day.
   Transaction Limit	Enter the maximum amount the cardholder can purchase in a single transaction.
   User Flag	Select a code to set the cardholder’s user classification: M - Primary Holder Responsible for the card. A card can have only one primary holder. U - Card User Authorized to use the card and enter receipts. A - Card Administrator May enter receipts for the card.

   Important
   The system cannot prevent purchases that exceed limits, since the transactions have already occurred.

8. In the Continuous checkbox, leave the box selected if you are adding more than one user to the card. Otherwise, clear the box.
9. Click OK to save the record and link the employee to the card.
   If the Continuous checkbox is selected, you return to the PCard Holder field. To add another employee, repeat Steps 7-9. After you add the last employee, click Back.

Updating an employee's PCard record

1. Display the PCard Employee Link page by completing Steps 1-5 of the add procedure.
2. In the List section, select the employee whose record you want to change, and then click OK.
3. In the PCard Linking Information section, update the fields as needed.
4. In the Continuous checkbox, select the box if two or more employees are assigned to the card and you want to update more than one record. Otherwise, leave the box blank.
5. Click OK to save the record.
   If you selected the Continuous checkbox, repeat Steps 3-5 to update the next record.

Deleting an employee's PCard record

1. Display the PCard Employee Link page by completing Steps 1-5 of the add procedure.
2. In the List section, select the employee whose record you want to delete.
3. Click Delete.
4. In the Confirmation dialog, click Yes.

Caution
Before removing an employee from a PCard, you should process any transactions or receipts that exist for the employee that have not been reconciled.

Generating the PCard Setup Employee Link report

1. Display the PCard Employee Linking page by completing Steps 1-5 of the add procedure.
2. Click Print.
3. In the Print window, specify how to generate the report, and then click OK. The report's default file name is pcd_empllink.rpt.