Procurement Card

My PCard report is missing

A blank report is typically caused by 1 of 2 things

1. An invalid Run Contol - the Run Control ID can not have any spaces or numbers in it. When she first navigates to eProcurement > Procurement Card Center > Reports > Purchase Details, the system will allow her to Find an Existing Value or Add a New Value. As long as the Run Control ID is valid, you can use a previously created one. "PurchDetail" would be a valid name.

2. The billing date is off. Double check to make sure the year did not change, as it gets cut off sometimes and is hard to see. It has to be the exact billing date.

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I'm tying to get a Procurement Card Details Report from the new system. I am following the Job Aid step by step, and it's not working, why?

This is a Crystal report, and it will not run on the PSUNX server (which is the default). Please leave the server blank on the second screen of your Run Control when running Crystal reports. If you have a Crystal report process stuck in queued status, cancel the request, if you can, through the Process Monitor.

Steps to cancel a process through the Process Monitor. (pdf)

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How can I look up old documents that were processed via the procurement card?

Eprocurement>Procurement Card Center>Reconcile >Reconcile Statement
Search by role name, emplID #, and statement status as closed.

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I am trying to reconcile a Procurement Card statement. I received an error on a line and cannot go back and fix it. How do I do that?

The preparer needs to ask the approver to restage the transaction so a correction can be made.

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PCard Processing Calendar

The new PCard processing calendar has been released.

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Will Procurement Card transactions done in foreign currency show up on my reconciliation report in the foreign currency or will it be converted to U.S. Dollars?

Just as it was with the old ECARs and CARs in Financial FormsNirvana, all transactions will be already converted into U.S. Dollars using the appropriate exchange rates for the date of the activity.

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Procurement Card Reconciliation Tips

1. In the ChartField string, the Account value will default to 721101, but must be changed. When updating the Account value, make sure to tab out of each ChartField value to ensure the system has accepted the value. If you do not tab out of the field, it could return to the "default" Account value. If this occurs, the budget validation will be incorrect.
2. Validate the Budget before changing the transaction status from Staged to Verified. By doing so, the ChartField string can be changed if it is invalid.
   • If the ChartField string is validated or saved and is invalid, it will "gray out" and you will not be able to change it. As a result, the approver will need to reset the status to Staged in order to proceed.
   • If a transaction is grayed out or inaccessible for other reasons, call your approver to have him/her set the transaction back to a Staged status.
3. The checkbox is powerful! Each transaction's checkbox must be checked in order to Save.
4. After the 15th of each month, run the Purchase Details report to see what was forced reconciled.
5. Purchase Details Report: turn off pop-up blocker, be aware the report will sort by vendor and may include vendors in the next billing cycle.
   • Note: There is no sorting between what will be force reconciled versus what is a new transaction for the current billing cycle
6. If the reconciliation deadline is not met, there are two possible outcomes:
   • If the reconciler entered the justification and entered valid and appropriate ChartField values but the approver did not approve the transaction, the transaction will post to the general ledger using the ChartField string the reconciler applied it to. The approver must still approve the force reconciled transaction(s) by signing the Purchase Detail Report that is printed after force reconciliation. No journal entry is required.
   • If the ChartField string is not valid (either incorrect entry or the default Account value was not changed/reconciled), the transaction will be forced swept and a journal entry must be completed.

-Training Services, Revised 10-13-08

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