Procurement Card

Overview

The Procurement Card (PCDO) document is used to distribute procurement card expenses to the correct account number and object code. It is a reconciliation tool for procurement card transactions.

Unlike other financial transaction documents, the PCDO document is generated automatically by the system by the procurementCardDocumentJob based on an electronic feed of posted transactions from the bank. The PCDO document is routed to the fiscal officer of the default account assigned to the card. 

Use the PCDO document to: 

• Apply procurement card charges to an account number or object code other than the default account and object code associated with the card.
• Identify charges that the cardholder wishes to dispute.

Document Description

The description on Procurement Card will include the cardholder name, vendor and last 4 digits of the card number when parameter SINGLE_TRANSACTION_IND = Y; when N, the vendor name is excluded.

Procurement Card

A PCDO document has its own unique Transaction section within the Accounting Lines tab. 

Clicking on the links within the Transction section will open the following inquiries:

Transaction Credit Card Number

Provides information about the cardholder. This can be populated from the file provided by the bank or derived from the Procurement Cardholder Detail table, when parameter PROCUREMENT_CARD_HOLDER_DEFAULT_IND = Y. 

Vendor Name

Populated from the file provided by the bank. 

Transaction Reference Number

Populated from the file provided by the bank and will contain level 1, 2 or 3 information depending on what's provided by the bank. 

Capital Assets

If the Procurement Card transaction uses a capital asset object code, the Capital Asset tab may be required. Refer to Accounting Lines for Capitalization, Create and Modify Asset tabs for additional information. 

The Dispute Button

The dispute button can be linked to the electronic dispute screen offered by your bank via parameter DISPUTE_URL.

Routing

The PCDO document is initiated by the system and routed to the fiscal officer for the account on the transaction. The fiscal officer may change the account(s) on the PCDO to accounts belonging to other fiscal officer(s).

The PCDO document then routes to all fiscal officers on the document again. This ensures that all fiscal officers get a chance to see any changes other fiscal officers may have made to their accounts during the first pass through fiscal officer routing. In the base configuration this second approval is required even if the fiscal officer approved the document the first time. If you are not creating procurement card documents with multiple account numbers on the same document this second approval is redundant and can be configured to not force the user to take a second action.

After Fiscal Officer approval the document routes based on the account numbers used on the document  and optionally route to Organization Review, Object Code Review, and Sub-Fund. 

The document cannot be disapproved or canceled by anyone in the route log.

Automated Approval

Your institution may use an automated approval function for procurement card documents. For procurement cards that qualify for auto-approval, the system automatically enters Processed status on the day the procurement card is auto approved. The fiscal officer or delegate who normally would have received the document for primary approval instead receives an FYI request in his or her action list.

When parameter AUTO_APPROVE_IND is set to Y, procurement cards enroute for the number of days specified in AUTO_APPROVE_NUMBER_OF_DAYS will be auto approved, unless the procurement card is for capital purchases as defined by the Capitalization parameters. FYIs will be sent to the Fiscal Officers and Delegates.