P-Card Custom Statement Import - APPCUTSI
Use the P-Card Statement Import process to load P-Card statement data from your bank system to BusinessPlus. The conversion process works based on a mapped file concept that tells the system what data needs to be converted. This process is to be used with a bank statement that matches a format file defined in the P-Card Data file format webform https://<server>/IFAS/webforms/PcardFormatInfo.aspx, which is available from the P-Card Statement Mapping Tool (APPCUTMP) page.
This conversion process updates the P-Card Statement pages.
Statement Import Menu
A job launch dialog appears and requires responses before you submit a job.
Name of the Flat File: Click the upload button and select the file to upload to the Finance server. The file can have any name and file extension but must match the file format designated on the Bank Card configuration screen (APPCBK).
Trial Mode? (Y/N): Select the desired option.
Data file format: Select a file format.
Bank Code: Select the corresponding Bank Code. Only bank codes for which you have read access will be listed.
Delete Prior Import? Select YES if you want to delete a prior import before you reload the same file. If you select YES, then a prompt appears for the Import Date to Delete. Use this option to clear and re-import a failed import.
Import Date to Delete: If you selected YES for the previous prompt, this question appears. Select a prior import date to delete before you load the new file. The drop-down list displays the last five import dates where some transactions are still in new (NW) status.
Import Results
The import process creates unreconciled transactions that are ready to process. Transactions are loaded into one or more of the reconciliation pages, depending on your organization's setup: APPCEZ, APPCRC, and APPCTR. An exception report lists transaction messages and a summary of the imported data.
Possible exception messages for a transaction:
| Message Title | Message | Occurrence |
|---|---|---|
| Missing Card Assignment | New assignment was created with dates MM/DD/YYYY-MM/DD/YYYY | There was no card assignment aligned with the date of the transaction. The system creates a basic assignment record on the Card Setup page (APPCCR), which can be edited to reflect the actual card holder, reconciler, and other data. The date range of the card assignment defaults to the statement period covering the transaction date. |
| Missing Card Definition | New card was created | There was no card definition for a transaction. The system creates a card definition on the Card Setup page (APPCCR), which can be updated with the actual card type and expiration date. |
| Duplicate Transaction | Record already exists with reference 123456789012345 | The bank-assigned transaction reference number already exists in the system. This is an indication that the bank file contains transactions that have already been imported. Duplicate transactions are not imported. |
| Created New Vendor | Created new Vendor: <PEID> | Appears when the Bank Code on the APPCBK page has Create New Vendors selected and an existing vendor match could not be found. |
Vendor Matching
During the import process, the system attempts to match each P-Card merchant with an active vendor in the Person/Entity module. The system looks first for a merchant/vendor mapping (PE Association code PCARDMID) and skips inactive vendors. These mappings can be created manually by user entry, automatically by the import when a vendor is found by matching the TIN, or when a new vendor is assigned on the APPCRC page.
If a vendor is not found using the merchant ID, the system will then attempt to find a vendor with a matching TIN. If found, a merchant/vendor mapping is automatically created.
If both attempts to locate an existing vendor are unsuccessful, then the system performs one of two actions depending on the Create New Vendors setting on the Bank Configuration page (APPCBK). If Create New Vendors is selected, then the system uses the related settings to create a new vendor ID on the Person/Entity Information page (PEUPPE). If Create New Vendors is not selected, then the Default Vendor ID is assigned to the P-Card transaction. No merchant/vendor mapping is created in this case.