PCard Vendor Setup

Use this option to link vendors from the Vendor List table to bank layouts and merchants. These links prevent errors when you import files from your PCard provider. While you can create vendor-merchant links in the PCard Batch Errors page, you may find it easier to use the PCard Vendor Setup option.

The term merchant refers to the specific location where a purchase was made, as defined by your PCard provider. The system cannot recognize a merchant until it is linked to a vendor in the Vendor List. These links are required in reconciling transactions and creating Batch Accounts Payable records.

• If a merchant has multiple locations, you can link all the locations to the same vendor. However, only one vendor can be linked to a merchant.
• After you specify a bank layout, the records displayed in the PCard Vendor Setup include merchant records that are not linked to vendors. You can identify the unlinked records by the fact that they do not have a vendor code.
• If your PCard provider does not identify merchants, you can use the PCard Vendor Setup option to link vendors to the bank layout record.

Menu Path:  PCard Processing > Reference Tables > Reference Tables > PCard Vendor Setup

Page Sections

The PCard Vendor Setup page includes the following sections:

Following are procedures for adding, listing, updating, deleting, and printing vendor-merchant records. If you want to link a vendor to a merchant after importing a reconciliation file, follow the procedures for listing and changing records.

Adding a vendor-merchant record

1. Select PCard Processing > Reference Tables > Reference Tables > PCard Vendor Setup to display the PCard Vendor Setup page.
2. Click Add New.

3. In the Bank Layout Vendor Information section:

   Bank Layout	Select the bank layout format you want to use. This selection provides the link between the vendor and the layout record.
   Vendor Code	Enter the vendor's code. If needed, use Lookup to display the Vendor Search page for selecting a code from the Vendor List.

   The vendor's name and address display when you enter the vendor code. This information can only be changed in the Vendor List.

4. In the PCard Vendor Information section, all of the fields are optional:

   Merchant Code	Code identifying the merchant. Character/25
   Merchant Name	Name of the merchant. Character/30
   Address 1	Merchant’s first address line. Character/30
   Address 2	Merchant’s second address line. Character/30
   City	Merchant’s city. Character/20
   State	Merchant’s state abbreviation, from drop-down list
   Zip	Merchant’s zip code. Character/10

   Leaving the fields in this section blank allows you to link a vendor to a PCard if your reconciliation file does not include merchant information for the vendor's transactions.

5. If you are adding multiple records, select the Continuous checkbox. Otherwise, leave the box blank.
6. Click OK to save the record.
   If the Continuous checkbox is selected, add another record by repeating Steps 3-6.

Searching for and listing PCard vendors

1. Select PCard Processing > Reference Tables > Reference Tables > PCard Vendor Setup to display the PCard Vendor Setup page.
2. In the Search Criteria section's Bank Layout field, enter a code to identify the format associated with the vendors.
   • To select multiple formats, insert the pipe symbol between codes, for example, 1001|2002|3003.
   • Leave the Vendor Number field blank, unless you want to list specific vendors for the formats selected.
3. Click Find to list all vendors associated with the formats.

Important
If a record displays with a Merchant Code but no Vendor Code, then the merchant identified needs to be linked to a vendor before you can reconcile any file containing the merchant. To create the necessary link, follow the next procedure.

Updating merchant information

1. Complete the procedure above for searching for PCard vendors.
2. In the List section, select a vendor, and then click OK.
3. The Bank Layout Vendor Information section is display only if the current record includes a vendor code, whether a merchant is linked or not.
   However, if a merchant is associated with the record but a vendor is not, then you need to add a vendor in the Vendor Code field. This links the merchant with the vendor.
4. In the PCard Vendor Information section, update the fields as needed.
   You cannot change the Merchant Code field. For other information on these fields, refer to Step 4 in the add procedure.
5. If you are adding multiple records, select the Continuous checkbox. Otherwise, leave the box blank.
6. Click OK to save the record.
   If the Continuous checkbox is selected, information for the next vendor in the List section displays. Repeat Steps 3-6 to update the vendor's record.

Deleting a PCard vendor

1. Complete the procedure for searching for PCard vendors.
2. In the List section, select the vendor to delete.
3. Click Delete.
4. In the Confirmation dialog, click Yes.

Generating the PCard Vendor Link Report

1. Complete the procedure for searching for PCard vendors.
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_vendor.rpt.

The report lists the following for each record: vendor code, vendor name, merchant code, and merchant name. The records are sorted by vendor name. If more than one format is specified, the records for each format appear on separate pages.