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:
| 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:
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.