P-Card Send to AP Process - APPCSA
Overview
The P-Card Send to AP utility is used to send the P-Card information over to Accounts Payable to create a set to be processed. After the Transaction is sent to AP, the P-Card Transaction is updated to a status of AP - Sent to AP and AP invoices with a corresponding AP Set ID are created. There is also a direct linkage from P-Card to Accounts Payable via the PC Reference Field, which is present on both transactions.
Transactions may fail the Send to AP process due to a number of business rules in the AP Entry Screens. P-Card transactions are validated against the AP business rules so that we can identify problems that need to be corrected. Many problems are identified during the Reconciliation and Validation stages of the process. Even though we validate, with time, data can change and no longer be valid. An example is a Purchase Order that was initially entered and validated, but then closed by another process prior to sending to AP.
When P-Card transactions fail to send to AP, they are updated with a status code of AX - AP Exception. When a transaction is updated to AX, Workflow sends an email to the Reconciler and any additional users that need this information.
Sometimes the exception is resolved outside of P-Cards by another action, such as re-opening a Purchase Order. If this occurs, then the Transaction stays in AX with the approval flag set, and after the PO is re-opened, this AX status transaction will be picked up again by the Send to AP process with no additional requirement to update the P-Card record.
The exception may need to be updated to reflect correct information. If this occurs, then the transaction status will be updated to RC and then VA when the user changes and validates the record. The Workflow model is designed to remove the approval flag at this beginning of this process, so that it can require another approval on the updated P-Card transaction. Clients may choose to opt in or out of this additional approval, depending on business needs.
P-Card Bank Code: Select the P-Card Bank Code to process.
Statement Date: Statement dates with transactions available to process will be available to select from the drop-down list.
Department Codes: Department Code(s) may be entered as selection criteria.
Division Codes: Division Code(s) may be entered as selection criteria.
Override Due Date: This will override the default due date in Accounts Payable.
When the job has run successfully a report is generated that displays exceptions.
Accounts Payable Set
After the P-Card Send to AP has run successfully, an Accounts Payable set is created. These records can be displayed in the Invoice/Invoice Details tab on the Accounts Payable Set screen (APOHBTUB) and are ready to post.
Invoice: This is brought over with the following naming convention PC.XX.YYMMDD.X (PC- P-Card, XX- division, YYMMDD- statement date, X- iteration).
Receive Date: P-Card transaction date
Authorized Date: P-Card postdate
P-Card Ref: P-Card reference number
Misc Ref: Default P-Card holders’ name
In the P-Card Reconciliation screen (APPCEZ), the records are updated with status AP - Sent to AP.
If the OHBT/CONTROL common code has the ALTPEID setting enabled, when sending PC to AP the vendor of record will be the same as the PEID in the invoice header. This can cause an issue. To resolve the issue, remove the ALTPEID code.
In Common Code CK99/FILEINF2, enter a Y in Associated code (1) to include P-Card payments in reporting. Use N, blank, or no common code at all to exclude P-Card payments from reporting.