Setting up a P-Card program

Type the name of the bank procurement card program.

Type the name of the card program.

Select a procurement group associated with the program. You set up procurement groups using Procurement Group (PO01.1)

Type the date that the P-Card program becomes effective.

Assign an administrator for the P-card program. Administrators handle card requests, set up and activate P-Cards, and close or reject charges.

Select the Accounts Payable vendor that represents the bank to pay. All invoices created to pay P-Card charges are created for this vendor. You set up vendors using Vendor (AP10.1). The vendor must be a member of the procurement group's vendor group.

Select whether to mask all but the last four digits of the card number on reports and display fields, for security purposes.

Select whether to require a reason code on bank charges that are disputed. You define reason codes using P-Card Reason Code (PD08.1).

You can dispute charges using P-Card Charge Approval (PD20.1).

Select whether to have P-Card Invoice and Release (PD130) automatically approve bank charges that it successfully invoices. Otherwise, charges are approved manually using P-Card Charge Approval and Maintenance (PD20.1). The options available are:

• No (requires the user to manually approve all charges

• Ad hoc only (allows the application to automatically approve charges that were imported without purchase order numbers)

• PO Based only (allows the application to automatically approve charges that were imported with purchase order numbers)

• Both Ad Hoc and PO Based (allows the application to approve all charges)

Select whether to have the application automatically close bank charges when they are approved using P-Card Invoice and Release (PD130) or P-Card Charge Approval and Maintenance (PD20.1). Otherwise, charges need to be manually closed. The options available are:

• No (requires the user to manually close all charges

• Ad hoc only (allows the application to automatically close charges that were imported without purchase order numbers)

• PO Based only (allows the application to automatically close charges that were imported with purchase order numbers)

• Both Ad Hoc and PO Based (allows the application to close all charges)

Select Yes to allow PCard User IDs to be established at the time of Request approval or activation (PD10.2). Select No if Card Users IDs are to be established in PCard Users (PD00.1) only.

Select Yes to have P-Card Charge Import (PD570) add merchant names into the application as charges are imported from the merchant. Select No to add merchants manually using P-Card Merchant (PD04.1).

Select the P-Card program that you want to assign to an Accounts Payable company.

Select the Accounts Payable company that you want to assign to this program. This company is the one that creates the invoices to pay the credit card company.

You define Accounts Payable companies using Company (AP00.4).

Select the general ledger expense accounting unit, account, and subaccount to default onto the invoice for ad hoc charges (a temporary holding account).

Select the distribution company to default onto the bank's invoice for goods and tax amounts. You must have set up the company previously in the General Ledger application and created a valid intercompany relationship.

Select a code representing the person or department responsible for approving a registered invoice. This authority code defaults onto P-Card invoices.

You set up authority codes using Authority Code (AP05.6).

Select the general ledger accounting unit, account, and subaccount to default onto the invoice for tax charges.