Procurement Card Hierarchy Levels

The Procurement Card (PCard) administration and setup functionality is based on hierarchical levels. This seven-level authorization structure enables the division of departments and other organizations into pre-approved tiers, allowing for the assignment of application users to these levels. The hierarchy is organized in a parent-child relationship, with Level 1 representing the highest authority and Level 7 the lowest. A user's placement within this hierarchy determines their access level to view PCard records. Additionally, the Procurement Location Pick page will utilize Configure Page (DESIGNER) to ensure a consistent appearance across all pages that incorporate this pick page for Procurement Location (PLOC). The use of the hierarchy tables is optional and if not used, PCard will utilize the Administrator ID associated with the card on the Procurement Card Administration table.

The Hierarchy Level (HIERLVL) table facilitates the addition and storage of all seven hierarchy levels. Its primary purpose is to establish valid hierarchy levels. Once a hierarchy level is defined within the HIERLVL table, coordinators can be assigned to these levels through the Procurement Card User Hierarchy Information (PRCUHI) table. Note: The Procurement Card User Hierarchy Information table will be delivered in a future release.

The HIERLVL table comprises seven hierarchy level components (Level 1 through Level 7), where all records are stored and linked through a parent-child relationship. Level 1 serves as the first parent record, with Level 2 as its child, Level 3 as a child of Level 2, and so forth. When a level component is selected, the system enables users to add or modify each hierarchy level. Each section of the hierarchy level features a grid/scalar format with the following fields:

  • Unique ID – This hidden database field acts as the Primary Key and is populated with a sequential value upon successful record saving.

  • Level Code – Required fields for Level 1 through Level 7, these 5-character numeric fields identify the organization hierarchy. 

  • Description – A required field allowing users to enter detailed descriptions for each hierarchy level. 

  • Request Type – A required field allowing users to enter detailed descriptions for each hierarchy level.

    • New Addition – Identifies newly added records.

    • Modification – Identifies modified records.

    • Deactivation – Indicates records that need to be deactivated.

  • Agency Comments – Agency coordinators can insert comments related to the hierarchy record.

  • Reviewed – This check can be manually populated by the user once the HIERLVL record has been reviewed. 

  • Status – A required field that allows the Administrator to set the status of each hierarchy level.  

    • Requested – Identifies records that have been added but not yet reviewed.

    • Accepted – Indicates when a record has been reviewed and approved. 

    • Rejected – Indicates that a record has been reviewed and rejected.

  • Active – This check box can only be set by Administrators. 

  • Comments – Administrators can insert comments associated with the hierarchy record.

  • User ID – A required pick field linked to the User Information (SCUSER) table from the Advantage Administration application.

  • Name – Displayed from the inferred name of the selected SCUSER record.

  • Site ID – A required pick field linked to the Procurement Location (PLOC) table.

  • Address Information – Protected fields (Address 1, Address 2, City, State, Zip Code, and Country) that store contact information, inferred from the PLOC table based on the provided Site ID. 

  • Email – A protected and required field inferred from the SCUSER table based on the provided User ID.

  • Cycle Credit Limit – This field is only present in the Hierarchy Level 4 table, displaying the credit limit for the Master Billing Account.

  • Bank Status – A hidden database check box (not displayed on the UI) that is always checked when the Active check box changes. The PCard Administration chain job sets this flag to unchecked when the record is extracted to the XML file for the bank. 

  • Standard Change Management section is also added to the page to include:

    • Created By – User ID of the person who created the record.

    • Created On – Date the record was created.

    • Last Modified By – User ID of the person who last modified the record.

    • Last Modified On – Date the record was modified.

The following logic applies to the Hierarchy Levels table: 

  • When a new record is added to any of the seven hierarchy levels and the Request Type is set to New Addition or Modification, the Status is set to Requested, and the Active check box is unchecked.

  • For existing hierarchies, all child records must have the Active check box unchecked before a parent record can be set to unchecked.

  • Level 7 records can only be inactivated if no active card exists on PRCUA.

  • As the HIERLVL table defines valid hierarchy levels, duplicate active hierarchy level combinations are not permitted.

  • Since only one active Hierarchy Level combination is allowed, when a duplicate combination is created and set to Active, the system will automatically set the old combination to Inactive and issue an informational message indicating that an existing record with the same hierarchy level combination has been inactivated.