P-Card Configuration

This page outlines requirements and recommendations to set up your system for efficient and successful P-Card processing.

AP Posting Strategies

Your Services Implementation Specialist guides you through the options to review and set up posting strategies.

APPCBK (Required)

Each P-Card Bank code represents a group of cards whose charges are downloaded, reconciled, processed, and paid together.

The following fields must be considered carefully:

Cycle End Day: What day of the month does the credit card period end?
Card Number Length: How many digits should appear on pages and in reporting? It is recommended to follow the guidelines of Payment Card Industry compliance.
Key Parts: Determine the level used for Department and Division Key Parts.
Do you want new PEID’s created?
Invoice Number: Determine which Key Part to use on a system generated invoice
Set Type:
- OH: Open Hold
- TR: Hand Write, requires a new CKID definition

APOHUPDV (Optional)

Define a separate P-Card Division (for example PCRD) to track transactions after they are sent to AP.

APPCUTMP (Required)

Obtain bank files and create mappings to upload transactions for reconciliation.

APPCCR (Required)

Use the standard template provided to upload cardholder assignments.

Cardholder Upload Template_Sample.xlsx is provided by services during training.

bank_cd

card_number

card_desc

card_type_cd

expire_month

expire_year

card_status_cd

card_begin_dt

card_end_dt

gl_gr

dflt_gl_key

dflt_gl_obj

card_emp_id

card_pe_id

card_user_id

reconciler_id1

reconciler_id2

reconciler_id3

reconciler_id4

card_misc_cd1

card_misc_cd2

gl_dept_cd

gl_div_cd

approval_level

trans_limit_amt

day_limit_amt

month_limit_amt

allowed_mcc

disallowed_mcc

Common Codes

The following Common Codes are used with P-Card processing.

APDS/PCARDREF: Auto-generated and used to instruct the system to populate the GL Secondary Ref with the PO Number. The default without this common code is to use the P-Card Ref as the GL Secondary Ref.
CKID/xx: Required for TR set created by Send to AP process
OHRL/ROLLOVER: Required, used for Card Holder upload
PCEX/xxxx: User-defined exception code on the Reconciliation page. The limit is four characters.
PCM1/xxxxxxxx: User-defined Misc Code 1 on the APPCCR page. The limit is eight characters.
PEAS/PCARDMID: Auto-generated and used to create merchant/vendor mappings in PEUPPE Associations.
PEAS/PCARDOBJ: Auto-generated and used to assign a default object code to a vendor in PEUPPE Associations.
PEAS/PCARDPO: Auto-generated and used to assign a default PO to a vendor in PEUPPE Associations.
PEOW/PCARD: Optional Owner ID for new vendors created by P-Card Import.
SYNO/APEFT.xx: Use the same xx as the CKID/xx entry you created. Used to set starting check number for TR set.
SYNO/PCARDREF: Auto-generated and used to format the P-Card Ref value used to link with the AP transaction created by the Send to AP process.
SYNO/PEIDPCRD: Optional PEID Seed for new vendors created by P-Card Import.

Workflow

Located at program files (x86)/powerschool/wfmodels/PCard

PCARD_APPRAPEX.wdl – Required, transactions notification and approval on ‘Send to AP’ Failure
PCARD_APPRG.wdl – Optional, group level card approval if approvals are required (If set on APPCCK)
PCARD_APPRT.wdl – Optional, transaction level approval if approvals are required (If set on APPCCK)
PCARD_NOTIFYNEW.wdl – Optional, notification on import to reconciler

Attachments (Documents Online)

In Admin Console add an attachment definition if you want to allow the P-Card transaction receipt to be attached to the transactions.

Standard Reports

Located at program files (x86)/powerschool/CDD Reports/ Standard Reports/AP

PCRD1000.czf – Unreconciled Purchase Card Report
PCRD1001.czf – PCard Report – Transactions by Statement Date