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P-Card Card Holder Import - APPCUTCH

Use the P-Card Card Holder Conversion process to load P-Card assignment data from your bank systems to BusinessPlus. The conversion process uses a spreadsheet concept with column headings that tell the system what data needs to be converted.

The conversion process will update the P-Card Assignments page (APPCCR).  

Common Code OHRL / ROLLOVER must exist or an error appears in the tail sheet. The default delimiter is a comma. If you use a different delimiter, you must enter it in Associated Code #3 of the common code.

Available Template Fields for the Flat File

Field Name

Description

Required

allowed_mcc

Use if the card is limited to purchases from certain merchant category codes (MCC). This is informational only.

Optional

approval_level

Workflow approval level. Choices include:

  • Group Level (card holder import group)

  • Transaction Level

  • None

Required

bank_cd

Bank program code. Bank codes are defined on the P-Card Bank Configuration (APPCBK) screen.

Required

card_assign_ref

Reference number. This is not the credit card number. 


card_begin_dt

Date when responsibility begins for the card holder. The date range may not overlap with any other assignment for the card.

Required

card_desc

Short description for the card

The limit is 30 characters.

Required

card_emp_id

HR employee ID. Card can be assigned to either an employee ID or a Person/Entity ID, but not both. Additionally, only active employees defined by PY Status of A are valid for assignment. 

Optional

card_end_dt

Date responsibility ends for the card holder. The date range may not overlap with any other assignment for this card. The end date must also be on or before the expiration date of the card.

Required

card_misc_cd1

Miscellaneous Code for tracking purposes on the card. May be used for Workflow Approval Routing. Code values are defined in Common Codes with a Category of PCM1, and Value is the user-defined code.

Optional

card_misc_cd2

Miscellaneous Reference for the card assignment.

Optional

card_number

The last digits of the card number. The number of digits must match the setting on the Bank Configuration (APPCBK) screen.

Required

card_pe_id

The Person/Entity ID to whom the card is assigned. This is used if the person is not in HR or if the HR module is not used. A card can be assigned to either an employee ID or a Person/Entity ID, but not both.

Optional

card_status_cd

Card status code. Valid options are: AC (active), CA (canceled), and PN (pending).

Required

card_type_cd

Type of Card. Options are:

  • CC: Procurement Card

  • SC: Supplier Card

  • TC: Travel Card

The limit is two characters.

Required

card_user_id

The user ID associated with the cardholder. This is used in the P-Card Approval Workflow Model to compare the approver with cardholder User ID to ensure the cardholder is not approving their own transactions, even when they are not the reconciler. 

Optional

day_limit_amt

Dollar limit per day. This is informational only.

Optional

dflt_gl_key

GL Key to be used as the default account to place on charges imported from the bank. 

Optional

dflt_gl_obj

GL Object to be used as the default account to place on charges imported from the bank. 

Optional

disallowed_mcc

Merchant category codes (MCC) restricted from the card. This is informational only.

Optional

expire_month

Month for the card’s expiration.

Required

expire_year

Year for the card’s expiration. Year must be in the range 2001 to 2050.

Required

gl_dept_cd

Department code for the person assigned to the card.

Required

gl_div_cd

Division code for the person assigned to the card.

Required

gl_gr

GL Ledger to place on charges imported from the bank. This must match the ledger defined for the P-Card program.

Optional

month_limit_amt

Dollar limit per month/statement. This is informational only.

Optional

reconciler_id1

Finance user ID of the person responsible for reconciling the charges for the card and card holder. 

Required

reconciler_id2

Additional Finance user ID of the person responsible for reconciling the charges for the card and card holder.

Optional

reconciler_id3

Additional Finance user ID of the person responsible for reconciling the charges for the card and card holder.

Optional

reconciler_id4

Additional Finance user ID of the person responsible for reconciling the charges for the card and card holder.

Optional

trans_limit_amt

Dollar limit per transaction. This is informational only.

Optional

user_notes

Notes about the card assignment.

Optional

Import Process

This option uses the Common Code to set up the process.

Name of the Flat File: Click the button to locate the file you want to use for the conversion. The remote upload may not be able to handle extremely large input files. Check the tail sheet to verify how many records were read/updated/inserted. If the input file is too large, either split the file up into smaller files, or place the file on the App server in the /admin/data directory, which can handle larger file sizes. When placed on the App server, the file name can be no longer than eight characters, all letters in uppercase, and no file extension.

Trial Mode? (Y/N): Trial mode is selected by default and will handle all the error checking, but not actually insert or update the table. Leave the checkbox is blank (No appears) to process inserts and updates in the selected table.

Table Name: Select the table to be affected by the import.

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