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
  • 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

Load PCard Stage Process

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.

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

  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: Helpful hints on Run Control IDs: 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.
  4. Enter or lookup Card Issuer: JPMC, USB or MasterCard for your college.You Card Issuer and Data Source is dependent upon your local college bank.
Enter Card Issuer
  1. Use the drop down arrow menu to select the Data Source:
    • JP Morgan:  Visa Commercial Format
    • MasterCard:  MasterCard Format
    • 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. 

  1. Select Select File to view available files for upload and select the file.
  2. Save the Run Control ID to retain the path for future runs.
Add Data Source, File path and name
  1. JP Morgan Chase Example:
JP Morgan example format
  1. MasterCard Example:
MasterCard example format
  1. US Bank Example:
US Bank example format
  1. Enter Billing Date if available. Note: Generally, set it to the LAST day of your bank billing cycle. NOTE: While JPMC allows the user to set their billing date, typically set to be the last day of your bank billing cycle, all others, the billing date will default to be the date of the statement that comes in daily. This billing date is used in future processes and in the search menu.
  1. Select the Run button. Please refer to the QRG Process Scheduler/Process Monitor for further instructions.
  2. The Process Monitor will display Run Status = "Success" and Distribution Status = "Posted".
  3. After the process completes successfully, the data will exist in the staging table. At this point your transactions are sitting in the staging tables.  

NOTE: If this process runs to "No Success" that process must be deleted and rerun before attempting to run any further P-Card processes. Please reach out to FIN Customer Support for assistance if you continue to have difficulties.

Load Statement Process

Now that you have your transactions on the staging table, 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.

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

  1. The Load Statement 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: Helpful hints on Run Control IDs: 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_STMT_PROCESS (College, Process).
  3. 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.
  • 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 check box must remain checked 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 or lookup the Business Unit. The number totals will automatically calculate.
  2. Select Run. Please refer to the QRG Process Scheduler/Process Monitor for further instructions.
Load statement page

The Process Monitor will display Run Status = "Success" and Distribution Status = "Posted". After running this process to success, your P-Card transactions will now be ready for reconciling. Please follow the QRG Reconciling P-Card Transactions/Statements.

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.

View Tutorial via Panopto

View the external link to Uploading Procurement Card (P Card) Statement. This link will open in a new tab/window.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.