9.2 P-Card Grace Period Expired Workflow

Purpose: Use this document as a reference for how to run the Purchasing Procurement Card Grace Period Expired Workflow in ctcLink.

Audience: Purchasing 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

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

This process will send email notifications by Billing Date to procurement card holders stating that the Grace Period for reconciling unapproved P-Card Transactions has expired. P-Card Transactions not in ‘Approved’ status are also waiting for reconciliation. Even if the cardholder has ‘Verified’ the transaction, they will still receive an email notification.

Note: Before running the process for the first time, it is recommended that the P-Card Administrator check for any older transactions in the system that are not approved and are not currently in use (from prior testing, for example).  Please submit a Service Ticket for assistance with removing them.

P-Card Grace Period Expired Workflow

Configure the ProCard - Card Issuer Grace Period Days

Navigation:  Setup Financials/Supply Chain > Product Related > Procurement Options > Purchasing > ProCard Card Issuers

  1. The ProCard - Card Issuers page displays.
  2. On the Find an Existing Value tab, enter or look up the SetID.
  3. Enter the Card Issuer or use the 'begins with' look up feature.
  4. Check the Correct History box.
  5. Select Search.
ProCard - Card Issuers find an existing value
  1. The Card Issuer page displays.
  2. In the Expiration Graces Days field, enter the amount of days in per your college's business practice decision (i.e. 15 days).
  3. Select Save.
expiration grace days on credit card provider record
Run the Procurement Card (P-Card) Grant Period Expired Workflow

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.

Navigation:  Purchasing > Procurement Cards > Process Statements > Grace Period Expired Workflow

Note: Before running the process for the first time, it is recommended that the P-Card Administrator check for any older transactions in the system that are not approved and are not currently in use (from prior testing, for example).  Please submit a Service Ticket for assistance with removing them.

  1. The Grace Period Expired Workflow page displays.
  2. Select the Add a New Value tab.
  3. Enter a new Run Control ID.
  4. Select Add.
Grace Period Expire Workflow add a new value

Once this Run Control is set-up with your specific Business Unit, it can be saved and used for future use.  This will ensure the update will run to  success for your college.

  1. Enter or Look up the Business Unit.
  2. Select Run.
Enter information and select Run on Grace Period Expired Workflow page
  1. The Process Schedule Request screen displays.
  2. Select OK.
process scheduler request page

Note the system will send notifications to the email address saved in the card holder's User Profile.

A separate email notification is created for each Billing Date.

email
  1. 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.

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