PCards

PCards

Introduction

Launching

Search

Viewing

Editing

Posting

Introduction

Pcards application helps the Business office import data from our pcard vendors, in this case Bank of America's Works.

Launching

Before you run pcards application, you must upload the works csv file to https://compass-ed.org/files/

In the directory “PcardData”, the file must be named 'pcard.csv'. Please rename the existing one to another name that is convenient for you or delete it. How ever you archive this file, please know, the first time it is opened by thePcards Application, all new items will be added to the Compass database. pcard.csv must exist at all times or the application will error when you start it up.

Pcards is located in the Compass Client menu under “Items” → “Purchasing”

When you launch Pcards, it will import the pcard.csv file you have uploaded into the compass database. After this, you can modify Pcards as needed and then post the data back into compass. Posting will create journal and invoices for each entry listed and if the use tax is set to a value higher than 0.00, separate entries for journl and invoice will also be created for use tax.

Searching

The search bar has been changed for PCards. Typing in it will search the listed items for matches. This will make searching longer lists easier, specifically after they have been posted. It searches all columns, the columns are matched exactly and is case insensitive. i.e. 1503 will not match TXN0001503, but txn0001503 will match TXN0001503.

Viewing

When you launch PCards, the table will show all of the entries that have not been posted yet, or as I call them 'unposted'. 

From the 'View' menu you can choose between 'Posted' and 'Unposted' Views.

Posted are Pcard Items already that have been posted and unposted are pcard items that need to be posted. Unposted is the default view. Posted is a 'Read Only' view, you can not save or import data from the table to the database.

By default, 'unposted' is editable so you can change the values you need to before posting.

'Posted' items are readonly by default. See Code Correction for editing these items. Posted items will contain all the items for the current fiscal year. Switching fiscal years will allow you to view posted items from the previous years. When viewing the previous years, there needs to be a pcard file with the name "pcardYY.csv" where the YY is the fiscal year. For example if you want to work in the 2012-13 fiscal year, it should be named 'pcard12.csv'.

When Posting, the only fields that are required are a valid Account Code, Merchant and Card Holder, Business Office and Yuma Union High Sch District cardholders are valid. The rest is optional. Invalid data will have it's cell highlighted in a color in the table: Light Blue for cardholders, Light Yellow for Account Codes, Light Green for Merchants.

Editing:

Editable Fields:

• PO number
• Use Tax
• Account Code
• Card Holder
• Merchant
• Ref Number

Account Codes must be valid account codes, when entering them.

Cardholders can be entered as person id's, names, etc.. Pcards will search for users like the other applications in compass.

When you post, errors in columns will be shown in a list form, by pressing “Ok” you still can post the valid items, while the invalid items are skipped.

Code Corrections

For code corrections to work, choose 'Posted' From the 'View' Menu.  This will allow you to check the 'Code Correction' menu item under 'Edit'.

'View'->'Posted' 

'Edit'->'Code Correction'

doing that will put a check next to 'Code Correction', add 'Code Correction' to the title bar and turn the header background to red and make the fields editable.

Click the account code you want to change,  Edit it as you want, hit enter. This will initiate the change, you need not do anything more.

if you want to leave 'Code Correction' mode, select it from the 'Edit' menu and click it again.