9.2 Uploading Procurement Card (P Card) Statement

Purpose:  Use this document to upload a Procurement Card (P-Card) File in ctcLink Purchasing.

Audience:  Purchasing/Procurement staff/Finance staff

You must have at least one of these local college managed security roles:

  • CC_ADMINISTRATOR
  • CC_APPROVER
  • CC_RECONCILER
  • CC_REVIEWER
  • CC_USER_PO
  • CC_USER_REQ
  • ZZ Procurement Card Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Uploading Procurement Card (P Card) Statement

1. Load PCard Stage Process

Navigation: Purchasing > Procurement Cards > Process Statements > Load PCard Stage

The process that loads the Procurement Card (P Card) files is the ProCard Stage process. When this process completes, the transactions will be in the staging table.

  1. The Load PCard Stage run control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA040_LOAD_PCARD_STAGE (College, Process).
    • NOTE:  if you are using an existing Run Control ID, make sure the file name is correct.
  3. The Load ProCard Stage page displays. You card issuer and data source is dependent upon your bank provided.
  4. Enter or lookup Card Issuer: JPMC, USB or MasterCard for your college.
Card Issuer lookup pagelet
  1. Enter the Data Source:
    1. JP Morgan:  Visa Commerical Format
    2. MasterCard:  MasterCard Format
    3. US Bank:    USBank Format
  2. Enter the File Path.  

Your college's File Path will always be the same and can be obtained from the ctcLink Finance Support Group. For file path examples, please see steps 9,10 or 11.  Save the Run Control ID to retain the path for future runs.

  1. Select Select File to view available files for upload and select the file.
File List pagelet
  1. JP Morgan Chase Example:
JP Morgan example
  1. MasterCard Example:
  1. US Bank Example:
US Bank example
  1. Enter Billing Date if available.  Note: Generally we keep 1st day of month if you are processing the files for the same month.
  2. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
  3. The Process Monitor will display Run Status = "Success" and Distribution Status = "Posted".
  4. After the process completes successfully, the data will exist in the staging table.
  5. At this point your transactions are sitting in the staging tables.  
  6. Navigate to the Correct Errors page to check for Errors due to incorrect card issuer or card numbers.  Use the navigation below to view and correct those transaction lines.  
    • Purchasing > Procurement Cards > Process Statements > Correct Errors

2. Load Statement Process

Navigation:  Purchasing > Procurement Cards > Process Statements > Load Statement

Now that you have your transactions on the staging table and you have corrected your errors you can then run the Load Statement process.  This process will pull the transaction data from the staging table and populate the credit card application tables.

  1. The Load Statement run control ID search page displays.
  2. If the Run Control ID already exists:
    1. Enter Run Control ID.
    2. Select Search.
  3. If the Run Control ID does not already exist:
    1. Select the Add a New Value tab.
    2. Enter Run Control ID.
    3. Select Add.
Load Statement Add a New Value tab
  1. The Load Statement page displays.

This page will display how many transactions you have in the stage table and those transactions that are not going to load due to errors.  Those transactions in error will not get picked up by the Load Statement process until corrected.  

  • Total Rows in the Staging Table will displays the number of statement line records in the staging table waiting to be loaded into the application table.
  • Total Rows with Error in the Staging Table displays the number of statement line records that did not successfully load from the staging tables to the application tables after the ProCard Load Statement process. Use the Correct Errors page to view and handle these errors.
  • Total Rows to be Loaded displays the total number of records in the staging table that are ready to be loaded.
  • Delete Loaded Rows from the Staging Tables select this check box to delete statement line records from the staging table that were successfully loaded to the statement tables. The “Delete Loaded Rows from the Staging Table” box is optional, but it is recommended that you leave it checked.
  1. Enter the Business Unit.
  2. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
Load statement page
  1. The Process Monitor will display Run Status = "Success" and Distribution Status = "Posted".
  2. After running this process, your transactions will now be ready for reconciling.
  3. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

VIDEO COMING SOON!

View Tutorial via Panopto

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