Post PCard Records

On this page:

Use this option to set up a batch file for posting reconciled PCard transactions to Fund Accounting's Batch Accounts Payable option. The PCard Post to Batch Accounts Payable page enables you to:

Search for and list transactions from a reconciliation file.
Prevent or allow specific transactions to be posted.
Review the transactions' financial information.
Generate a pre-post report to check for errors that would prevent posting.
Post the transactions to Batch Accounts Payable.

Menu Path: PCard Processing > Entry & Processing > PCard Processing > Post PCard Records

Page Sections

The PCard Post to Batch Accounts Payable page includes the following sections:

Information	Describes the purpose of the Post PCard Records option.
Select Records For	Specifies the file format associated with your transactions. Select a record from the Bank Layout field's drop-down list.
Search Criteria	Enables you to enter search criteria for locating transaction records associated with the format you selected.
List (untitled)	Displays the transaction records found in a search and allows you to prevent selected records from being posted.
Record Information	Displays accounting information on selected transaction record. The section also includes the following buttons: View Charging - Displays a page showing the transaction's full distributions. View PO/Encumber Charging - Displays a page showing the transaction's purchase order distribution information.
Batch Accounts Payable Information	Enables you to define the batch file for posting the records to Batch Accounts Payable in Fund Accounting.

Tracking PCard Transactions in Fund Accounting

After you post PCard transactions and process payments to your PCard vendor in the Fund Accounting's Vendor Checks option, you can review the transactions by using the following menu paths and selecting the options indicated.

Fund Accounting > Entry & Processing > Detailed Displays > select an option:

Vendor Transactions
Transactions

Fund Accounting > Reports > Accounts Payable Reports > select an option:

Vendor Payment History
Check Register
Outstanding Check Report
Check Register with System Voids

Fund Accounting > Reports > Audit Trails > select an option:

GL Transaction Analysis
Expenditure Transaction Analysis
Revenue Transaction Analysis
Project Transaction Analysis

Posting reconciled PCard records to Batch Accounts Payable

Select PCard Processing > Entry & Processing > PCard Processing > Post PCard Records to display the Post PCard Records page.
In the Bank Layout field, select the format that applies to the records you want to post.
In the Search Criteria section, enter criteria to select transactions for possible posting.
Click Find to list reconciled transactions that match your selection criteria.
In the List section:
- To prevent a record from posting, select its Hold checkbox.
- To change the payment type, change the selection in the Payment Type field. The default is from the Default Partial/Final Flag field of the PCard Profile. For transactions that are not encumbered or that are not associated with a purchase order, the default will be Not Applicable.
- To display details in the Record Information section from an individual transaction record, select the record in the List section. If a record has more than one distribution line, the distribution fields in the Record Information section display the code Multiple.
- To display the Financial Information page for viewing a transaction's distribution information, select the record, and then click View Charging.
- To display the PO/Encumber Financial Information page to see a transaction's purchase order distribution information, select the record, and click View *PO/Encumber Charging{*}.
Click OK after finishing your selections.
In the Batch Accounts Payable Information section, complete the Control Number, Cash Account, and Due Date, all of which are required. The Approval and Bank Account fields may also display depending on your Fund Accounting Profile.
To generate the PCard Pre-Post Edit List report, click Print.
In the Print window, enter your report settings, and then click OK. The report's default file name is pcd_prepost.rpt. Review the report for any error messages. If errors are found, correct these, and then re-run the Post PCard Records option.
Click OK.
In the Post Records dialog, click Yes to post the records.

Fields

Following are descriptions of the fields in the PCard Post Batch Accounts Payable page's data sections: Select Records For, Search Criteria, List, Record Information, and Batch Accounts Payable Information.

Select Records For Section

This section only includes one field, which is required:

Field	Description
Bank Layout	Code identifying the file format associated with the PCard transactions that you want to post.

Search Criteria Section

The fields in this section enable you to identify the transaction records that you want to post. If any additional records are selected in the search, you can place a hold on these in the List section.

Field	Description
PCard Number	Number identifying the PCard used for a transaction. Enter the number of a specific card, or use the pipe symbol to enter multiple numbers, for example, 1425\|1690\|2025. Leave the field blank to reference all PCards associated with the selected bank layout format.
Transaction Date	Date when the transaction was processed. If you are searching for transactions on a specific date, enter the date. Use the colon symbol to specify a range of dates, for example, 06/01/2018:06/30/2018. Leave the field blank to access all transactions regardless of their dates.
PCard Holder	Number identifying the employee who made the transaction. Enter the number of a specific card holder, or use the pipe symbol to enter multiple numbers, for example, 01950\|11732\|12028. Leave the field blank to reference all PCard users associated with the selected bank layout format.

Record Information Section

The following display-only fields provide information on the List section's current PCard transaction.

Field	Description
*Budget Unit*	Low organization that will be charged for the current transaction in Fund Accounting. As indicated by the asterisks, the title of this field is defined in your Fund Accounting Profile.
Account	Code identifying the account that will be charged for the current transaction, in combination with the Budget Unit.
Encumbrance Number	Number identifying the encumbrance of the current transaction's amount in Fund Accounting. This field applies if the Site will encumber PCard purchases field in your PCard Profile is set to E - When Users Enter PCard Data or R - When PCard Data is Reconciled or if the transaction was associated with an existing purchase order.
*Project*	Code identifying the project that will be charged for the current transaction. As indicated by the asterisks, the title of this field is defined in your Fund Accounting Profile. The Project and Project Account fields only apply if you use project accounting.
Project Account	Code identifying the account that will be charged for the current transaction in combination with the Project field.
Encumbrance Period Or Year	Fiscal period and year for encumbering the current transaction's amount. This field only applies if the Site will encumber PCard purchases field in your PCard Profile is set to E - When Users Enter PCard Data or R - When PCard Data is Reconciled.

Batch Accounts Payable Information Section

Use the following fields to set up the batch file for posting your PCard transactions to Batch Accounts Payable in Fund Accounting. All of the fields in this section are required, except Batch Total and Previously Posted, which are display only.

Field	Description
Control Number	Enter a number to identify the file being posted to Fund Accounting. Character/8
Bank Account	If the Print Checks by Bank Account option is selected in the Fund Accounting profile, the Bank Account field appears. Select the relevant bank account from the drop-down list. The bank account will be used to determine the Cash Account Number that will be used to create the Batch Accounts Payable while posting p-card transactions. The Print Checks by Bank Account option is available in PowerSchool ERP release 22.4 and higher.
Cash Account	Code identifying the cash account to charge for the transactions in Fund Accounting. The field defaults the cash account specified in the Fund Accounting Profile. You may change this if you need to use another cash account.
Due Date	Date payment is due on the transactions included in the batch. The field defaults today’s date. You may change this, if needed.
*Approval*	Code identifying the approval group responsible for approving the transaction. Select a group from the field’s drop-down list. Your entry assigns a default approval group to the batch’s transactions in Fund Accounting’s Batch Accounts Payable option. The actual approval process, however, is performed in Approve/Deny Payables or Payable Entry. As indicated by the asterisks, this field’s title is defined in the Fund Accounting Profile.
Important	This field only applies if PCard transactions are subject to approval, as determined by the Fund Accounting Profile. If approvals do not apply, the field does not display, in which case, you should generate the Pre-Post Edit List report before completing the Due Date field.
Batch Total	Display-only field showing the total dollars-and-cents amount for the transactions being posted.
Previously Posted	Display-only field showing the total dollars-and-cents amount for the control number entered if there are current batch accounts payables records for the same control number.