Use this option to enter settings related to receipt entry, encumbrances, and reconciliations. The settings in the PCard Profile page can be changed at any time should your procedures change. However, all unfinished reconciliations must be completed before the profile's encumbrance setting in the PCard SubSystem Options section can be changed.
Menu Path: System Administration > Administration > Profiles > PCard Profile
Setting up your PCard Profile
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Select System Administration > Administration > Profiles > PCard Profile to display the PCard Profile page.
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Complete the page's fields.
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Click OK to save the record.
Fields
PCard SubSystem Options Section
The fields in this section are required.
|
Field |
Description |
|---|---|
|
Employees will enter PCard receipt data |
Checkbox determining whether employees will be entering and reconciling receipts. This allows access to the PCard Receipt Entry and PCard Entry Reconciliation options. Select the checkbox to enable employees to run these options. |
|
Site will encumber PCard purchases |
Setting indicating when PCard transactions should be encumbered in the Fund Accounting System. Select: N - No Encumbrance of PCard Data
|
|
Default Partial Or Fixed Flag |
Setting that determines the default status (Payment Type) of PCard purchase order payments when posted to Fund Accounting: Select: P - Partial
This field is only relevant if you encumber payments by either receipt entry or reconciliation. |
|
Important |
With the Null selection, the Payment Type will have to be updated in Batch Accounts Payable to either Partial or Final for every purchase order payment posted. |
Reconciliation Factor Section
This section only applies if employees enter PCard receipts. These fields enable the system to account for possible discrepancies in dates and amounts when users search for transactions in reconciliations.
|
Field |
Description |
|---|---|
|
Match purchase dates within how many days +/- |
Number of days before and after transactions that the system should allow in matching dates. For example, if you enter 5 here and you are looking for a transaction from June 10, the system will display receipts with dates ranging from June 5 to June 15. |
|
Match purchase amounts within what percent +/ |
Percentage the system should allow for matching transaction amounts in searches. For example, if you enter 0.05 (5%) and later look for a 100.00 transaction, the system will retrieve all receipts ranging from 95.00 to 105.00, a $5 (100 x 0.05) variance. This helps users find records where receipts were entered incorrectly or accounts were charged the wrong amounts. |