P-Card Reconciliation Reminder (Grace Period Expired Workflow)
Purpose: Use this document as a reference to P-Card Reconciliation Reminder or how to run the Purchasing Procurement Card Grace Period Expired Workflow in ctcLink.
Audience: Procurement Card Administrator
You must have at least one of these local college managed security roles:
- CC_ADMINISTRATOR
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.
P-Card 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 Desk Ticket for assistance with removing them.
Navigation: Setup Financials/Supply Chain > Product Related > Procurement Options > Purchasing > ProCard Card Issuers
Note: In most cases this has already been configured based on implementation decisions. While granted access to this page it is important to not make any other changes.
- The ProCard - Card Issuers page displays. On the Find an Existing Value tab, enter or look up the SetID.
- Enter the Card Issuer or use the 'begins with' look up feature.
- Check the Correct History box.
- Select the Search button.
- The Card Issuer page displays. In the Expiration Graces Days field, enter the amount of days in per your college's business practice decision (i.e. 15 days).
- Select the Save button.
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.
Navigation: Purchasing > Procurement Cards > Process Statements > Grace Period Expired Workflow
- The Grace Period Expired Workflow page displays.
- 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 about 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., WA010_GRACE_PERIOD_WKFLOW (College, Process).
- The Grace Period Expired Workflow page displays. Enter or lookup the Business Unit.
- Select the Run button.
- The Process Schedule Request screen displays. Select the OK button to run the PO_CCEXP_WF process. Select the Process Monitor link to monitor the process. For more information, please see QRG Process Scheduler/Process Monitor.
- When the process runs to 'Success' and Distribution Status is 'Posted' and process is complete, 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.
Within the notification email, select the link to return to reconcile your transactions within PeopleSoft.
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 P-Card Reconciliation Reminder (Grace Period Expired Workflow). This link will open in a new tab/window.
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