Pay for Procurement Card Purchases by Batch

A procurement card is a charge card (i.e., Visa, MasterCard) that may be used to purchase goods for business purposes. The card can be used with any merchant that accepts the charge card.  The payment request for procurement card purchases are generally created by a chain job. However, users may create them manually (see section Create Payment to Payee). The steps to be followed for generating payment request of procurement card purchases are detailed below:

Establish the Procurement Card ID, Card Number, an associated Accounting Template or Accounting Profile, Administrator information, Cardholder information, and spending limits on the PRCUA table.

1. Load the flat file received from the credit card company to the ExportImport folder located in the RTFiles folder of the Advantage application.

2. Run the PCard Chain job.

   Navigate to Job Manager accessing the BATRUN from the page search. Select the PCard Chain Job located under Accounts Payable. Click Schedule a new chain Job Click Continue scheduling a job. Select the Application Server from the pick list Enter the Job name. Click Save. Click Edit Parameters for Jobs in the chain. Select Edit Job Parameters for each job and provide the job parameters. Most of the required parameters have a default value established. The required parameters that do not have a default value established is detailed below: The Flat file to XML job has a default value established for all required parameters. For the Unprocessed Procurement Card Load process, the export location does not have any default value and this need to be provided. This is the location where the xml file will be placed once it is created by the first chain job. It is generally placed in the ExportImport folder. For the Payment Creation job, the following fields are required: Document Code Document Department Payee Vendor Code Miscellaneous Vendor Code Use the Dept & Unit from PRCUA table are required fields that do not have any default value and would need to be provided. If you are not familiar with this process, read the notes below before submitting the chain job. Notes: The PCard Chain job has five jobs in the chain. The first job, Pcard Flat to XML process converts the flat file sent by the credit card company into XML format. The second job, Unprocessed Procurement Card Load Process loads the XML file generated from the PCard Flat File to XML process to the Unprocessed Procurement Card Activity table.  The process also deletes the records from this table that are marked for deletion and creates a report of the deleted records. Unprocessed Procurement Card Load Exception Report will be created for this batch process.  If the bank file is not loaded successfully for this job, an error message will be sent to the exception report for this job.  The message will indicate that the file did not load successfully.  In addition, if the PCard ID is not found on the PRCUA table, the system will write out the values from the bank file to the report and issue an error message. The third job, Procurement Card Payment Creation initiates payments to the credit card company for purchases made using a procurement card.  This offline process generates only an XML file to create a Payment Request in the draft version.  Payment Creation Exception report is added to display the Administrator ID, Account No, PCard ID, and Error Message. The fourth job, PRC Load loads the XML file into the system with a status of Ready or Draft as defined by batch parameters. The fifth job, PRC Submit process submits the Payment Request Documents that were created in the Procurement Card Payment creation job. The Payment Request document number (ID) is an automatic sequential number is assigned using the Automatic Document Numbering (ADNT) table.  The PR document ID can be ascertained using the Document Reference feature from the PO document. The PCard chain job generates PRC documents.

    

3. If errors exist on the generated documents, fix the errors and repeat Step 2.