Procurement Card User Information

The Procurement Card User Information (PRCUI) table is part of the PCard management system. It is designed to store and manage detailed information about users involved in the PCard program, with a specific focus on assigning and maintaining hierarchy levels for coordinators and administrators.

Each section of the PRCUI features a grid/scalar format with the following fields:

  • PCard ID – A required field that allows the Administrator to set the PCard ID.

  • Cardholder Name – A required field that allows the Administrator to set the Cardholder Name. 

  • Administrator ID – A required field that allows the Administrator to set the Administrator ID.

  • 4-Digit Card # – A required field that allows the Administrator to set the 4-Digit Card. 

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

    • 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.

  • Level Code – Required field for Level 1 through Level 7. This is a 5-character numeric field to identify the organization hierarchy.

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

  • Card Type – A required field that allows users to enter the card type for each PCard.  

    • 1 - Visa

    • 2 - MasterCard 

    • 3 - American Express

    • 4 - Diner's Card

    • 5 - Discover

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

    • Ready for Bank

    • Sent to Bank

    • Bank Reviewed

    • Not Reviewed

The Name 1 Inference Logic for Procurement Card User Information (PRCUI) is governed by the Infer Name from HRM flag on Procurement Card Configuration (PCNFG). This inference is applied only when the flag is set to Yes, the employee is not a site employee, and the card type is not a ghost card. Under these conditions, the system infers and assigns the Name 1 field using employee data, prioritizing the HRM record. If no HRM record exists, the system falls back on the non-HRM record. If employee data is unavailable, the Name 1 field remains manually editable, and a warning is issued. When the Infer Name from HRM flag is set to No, the inference applies to all card types. In this case, the Name 1 field on PRCUI will not be inferred and must be manually entered by the user as a required field.

The Name 1 Formatting Logic is based on the Name 1 Character Limit field on PCNFG. The Name 1 Character Limit field is an integer field with a value greater than zero. When inferring the Name 1 field on PRCUI based on the Infer Name 1 setting whether from the HRM application or NON_HRM_PCARD_EMPL the system sets the value in the following order: first name, middle name initial, and last name. If this exceeds the configured size limit, the system adjusts it to first name and last name. If the limit is still exceeded, it further shortens the format to first name initial, middle name initial, and last name. If this remains too long, it uses the first name initial and last name. If necessary, it defaults to only the last name, trimming end characters if needed to comply with the size limit. For manually entered values in the Name 1 field, the system restricts the input to the configured limit, trimming end characters to fit within the constraint.

The Cardholder Name Logic is controlled by the Set Cardholder Name as Name 1 flag on PCNFG. If this flag is set to No, the system infers the cardholder name from the SCUSER table using the cardholder ID. If the flag is set to Yes, the cardholder name is directly assigned using the value in the Name 1 field.

Additionally, the Procurement Card Administration (PCC) transaction can be used to add or modify the PRCUI table. For all the tabs and sections of the PCC transaction, when processing the transaction with Line Action = Modify, the system compares each field value with the value that is on the PRCUI table record. If it is a mismatch, the field on the PCC transaction will be highlighted. The highlighting remains on the Draft and Pending versions of the PCC transaction. This helps users to see which fields they have changed, and Approvers can easily see the changes when approving the PCC transaction. Once the PCC transaction is submitted to Final, it updates the PRCUI table record, and the values on the PCC transaction and the PRCUI table now match.