procurementCardDocumentJob

Overview

The procurementCardDocumentJob creates Procurement Card Documents by processing a file receceived from the bank; routes them to the Fiscal Officer or Delegates Action List and if configured, auto approves documents meeting specific criteria. 

Document Create

Parameter SINGLE_TRANSACTION_IND controls how Procurement Card Documents (PCDOs) are created. 

• When set to Y: 
  • PCDOs are created for each transaction.
  • Document Description includes the cardholder name, vendor and last 4 digits of the card number:
• When set to N: 
  • PCDOs are created per cardholder. 
  • Document Description includes the cardholder name and last 4 digits of the card number.

Parameter PROCUREMENT_CARD_ACCOUNTING_DEFAULT_IND controls how accounting lines are created. 

• When set to Y:
  • Accounting line information is populated from Procurement Card Document Default table. 
  • If accounting information does not exist in the reference table for a given credit card, the ERROR_TRANSACTION_CHART and ERROR_TRANSACTION_ACCOUNT_NUMBER parameter values will be used.
• When set to N: the accounting line information on the Procurement Card document is generated from the bank file.

An email summarizing the total spend and the number of transactions and documents created are sent to the email addresses specified in PCARD_BATCH_SUMMARY_TO_EMAIL_ADDRESSES. 

Document Route

Procurement Card documents route to the Fiscal Officer or Account Delegate. 

Document Auto Approve

Procurement Cards are automatically approved if: 

• AUTO_APPROVE_IND is set to Y
• the purchase is not capital and
• the number of days specified in AUTO_APPROVE_NUMBER_OF_DAYS has been exceeded.

An FYI request is sent to the Fiscal Officer.