9.2 Using the Assign Proxies Page to Assign a Single User to Multiple Procurement Cards

Purpose:  Use this document as a reference for using the Assign Proxies page to assign a single user to multiple procurement cards in ctcLink.

Audience: 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
  • ZD Purchasing Local Cnfig Inq
  • ZZ Purchasing Local Config

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

Note:  The Assign Proxies page allows you to manage proxy assignments from the viewpoint of the proxy, as opposed to the viewpoint of the card or cardholder/custodian when those assignments are made through a Cardholder Profile.

Assigning Proxies

Navigation: Purchasing > Procurement Cards > Security > Assign Proxies to PCard

Note: The user must be set up with a Cardholder Profile in the system prior to using the Assign Proxies process.

The Cardholder Profile can be set up with a placeholder/fake card number and required fields must be populated before it can be saved.

  1. The Assign Proxies search page displays.
  2. Enter User ID or leave fields blank for a list of all values.
  3. Select the Search button.
Assign Proxies search page
  1. The Assign Proxies page displays.
  2. If the proxy does not have any proxy assignments to any cards, the Assign Proxies page is blank.  You can search for the cards to add to a proxy by select the Select Procurement Cards link.
  3. On the ProCard Proxy-Select Cards window, enter Business Unit.
  4. Select Search.  You can see the total number of cards returned in the search record count.  The search will only return cards the user does not already have proxy assignments for.
  5. Check the Selected checkbox for the appropriate cards.
  6. Select OK.
Select PCards window
  1. The ProCard Proxy-Select Cards window disappears.  The updated Assign Proxies page displays.
  2. The selected cards display in the Assign Proxies section of the page.  If a proxy has one applicable assignment Role, Approver via their CC_APPROVER role assignment, all of the added cards are given a Role of "Approver".
  3. If needed, you can also adjust the assignment of one or multiple cards by using the selection check boxes, Assign Role drop-down list and Apply.
  4. Select the Save button to save changes.
Assign Proxies main page

NOTE:  After a proxy has assignments for those cards, the cards will NOT show up in another search to add new cards.  The Select Procurement Cards search will only return cards that are not already assigned to that person.

  1. Process complete.

Video Tutorial

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

VIDEO COMING SOON!

Video Tutorial via Panopto

View the external link to Assign Proxies Page to Assign Single User to Multiple PCards. This link will open in a new tab/window.

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