Adding a cardholder

The following procedure explains how to add a cardholder and information that is specific to the P-Card. Administrators use P-Card Cardholder (PD10.2) to approve, reject, or cancel a card request. For each card, the administrator enters a card number, expiration date, and effective date after the card is received from the bank. Then the administrator activates the card, so it is available for the cardholder to make purchases. Cardholders cannot create a purchase order or import a charge until the request has been approved and the card is activated.

Note: Once a card number has been assigned and the card is activated, it cannot be changed. Similarly, a card cannot be cancelled if open charges exist.

When a card is activated, the application audits actions taken on a card or charge, such as a change, approval, reject, or close. You can run P-Card Audit Log (PD260) to report on the actions taken, fields changed, and who revised them.

The administrator makes key decisions for each card, including:

Whether the card is used buy a single person or group of people
Whether the card is limited to taxable purchases (or exempt purchases)
Selecting a merchant group for the card, and whether to include (or exclude) them from transactions
Limiting (or excluding) purchases to items belonging to an item list
Limiting the ability to create purchase orders to buyers belonging to a buyer list
Limiting a single purchase to a maximum transaction amount

Infor Process Automation users have two services available that notify the cardholder that their card was activated, or that their card was rejected by the administrator. (If a card request was rejected, it cannot be resubmitted, but a new request needs to be submitted.)

To add a cardholder

Access P-Card Cardholder (PD10.2).
Type the program name and request number. In the Requested By field, type the user ID of the primary cardholder for reference.
Add the cardholder contact information by choosing the Contacts tab. Use the following guidelines to enter field values.

Note: If a card request already exists, you can inquire on it and make changes as needed.

Cardholder Name

Type the name of the cardholder.

Cardholder Telephone

Type the cardholder's telephone number.

Cardholder E-Mail

Type the cardholder's e-mail address.

Cardholder Note

Type an informational note from the person who is requesting the card.

Cardholder Employee

Type the employee ID of the cardholder.

Proxy Name

Type the name of the proxy.

Proxy Telephone

Type the proxy's telephone number.

Proxy E-Mail

Type the e-mail address for the proxy.
Type the information specific to the card itself. Use the following guidelines to enter field values.

Card Type

Select whether the card is meant for a group of cardholders or a single cardholder.

This field is for reporting purposes only.

Tax Option

Select whether the card is limited to taxable purchases, exempt purchases, or no limitation. This setting is the default taxable status of charges made with this card.

Merchant Group

Optionally select a merchant group for the card. The merchants who belong to this merchant group are the available merchants for this card.

You set up merchant groups using P-Card Merchant Group (PD05.1).

Type

Decide whether to include or exclude the merchant in this merchant group from transactions. If you select Include, only merchants in the list are allowed. If you select Exclude, only merchants not on the list are allowed.

Item List

Select an item list to limit purchases to items that are on this item list. Item lists do not affect ad hoc charges.

You set up item lists using List (MX10.1). For information on attribute lists, see the chapter on Using Attribute Matrix Attributes.

Type

Decide whether to include or exclude the item list specified. If you select Include, only items on the item list can be purchased. If you select Exclude, only items not on the list are allowed.

Buyer List

Select a buyer list to which purchases are limited. Only buyers belonging to this buyer list can create purchase orders using this card. Buyer lists do not affect ad hoc charges.

You set up buyer lists using List (MX10.1). For information on attribute lists, see the chapter on Using Attribute Matrix Attributes.

Single Transaction Limit

Type a maximum amount per transaction that is allowed on this card. If you leave this field blank, there is no limit on the amount for a single purchase (the application does not report on a charge over the limit).

Single transaction limits do not affect ad hoc charges.
Click the Card Companies button to select Accounts Payable companies to use the card. Use the following guidelines to enter field values.

Company

Select the Accounts Payable company that is allowed to use this card.

Account

Select the general ledger accounting unit, account, and subaccount that is the default for all charge expenses for this card.

Users have the option of overriding this account before approving the charge. Once a charge is closed, this account is debited, and the clearing account is credited for the charge expense.

Dist Co

Select the distribution company for this expense account. You must have set up a valid General Ledger company and intercompany relationship first.

Dist Code

Select the distribution code for to be applied for this card. Distribution codes automatically default one or more general ledger distribution accounts to an invoice.

You set up distribution codes using Distribution Code (AP05.3).

Default

Select whether the company that is assigned to this card is the default. If an ad hoc charge is imported into the application without a company, this setting is used to default a company onto the charge.

Activity

Select the activity that is the default for all charge expenses for this card. You set up activities using Activity (AC10.1).

Account Category

Select the account category that is the default for all charge expenses for this card. You set up account categories using Account Categories (AC05.1).
To add user-defined information, select the User Fields tab. You can enter up to five user-defined fields.
Select the Add form action.
Select the Approve form action, if the card request is approved.
After the card is received from the bank, type the card number, effective date, and expiration date.
Select the Activate form action, so the cardholder can use the card to make purchases.

Related reports and inquiries


To	Run
List card requests and cardholders	P-Card Cardholder Listing (PD210)
List P-Card programs, statuses, effective dates, administrators, and vendors	P-Card Program Listing (PD201)
List auditing changes to a card or charge	P-Card Audit Log (PD260)