PCard in Oracle application with example

Date: 30-Jun-2017

Oracle application instance: 12.1.3

Oracle Data base: 11.2.0.4

Purpose:

In my previous article we saw how pcard works at a high level. In this article we are going to see how it works with an example.

To process a sample pcard we need to enable following setups in payables manager responsibility.

Step 1: Card code:

Bank maintains card code to identify suppliers and supplier types. In this example I am setting for code = M12 the account would be 705001.

You could leave account blank if you don’t want to use this feature. But card code is mandatory to process the pcard transaction.

Step 2: Card program:

Use this function to defined card issuer. Make sure card type is chosen has Procurement.

Card program name:  Give a meaningful name. It can be anything.

Card brank: check with bank what type of card they are issuing.

Card type: Procurement

Card Issuer and Card issuer site: You must define vendor record and vendor site for card issuer. The reason is because when processing pcard transaction invoice would be created and AP would create invoice based on the card issue and card issue site.

You would see that in further in this blog.

Card code set: enter the name you defined in step 1.

Rest all the fields in the form are default.

Step 3: Card profile

Use this function to define approval process.

Profile Name: enter a meaningful name.

Card program name: enter the name defined in step 2.

Manager Notification: if you want approval from manager then choose approval required else you could chose other options. In this example we are going to show you with approval process.

Employee Notification: If you want employee to validate the transaction then choose verification required else choose other options. In this example we are going to see with verification required.

Step 4: Credit Card

Use this function to define credit card to employee

Card program: choose the name defined in Step 2

Card Profile: Choose the name defined in step 3.

Card member name: your employee name (it is a free text field you could enter any name or keep employee name as defined in your HR).

Card Number: enter 15 or 16 digit credit card number which you got from bank.

Employee Name: pick the employee from LOV. The lov is coming from your HR system.

Employee Number: is populated once you pick employee name.

Rest of the form is default.

Step 5: Create vendor with site

You need to identify which vendors you are planning to use PCARD.

In this example I create vendor (PCARD Supplier) and site (PCARD SITE). I will use this vendor in my requisition process and pay through PCARD.

In the site make sure to enable Procurement Card flag.

Step 6: Create requisition

Login to iproc and create requisition.

Pick supplier whose site have pcard flag enabled and select your pcard number in the drop down.

Make sure requisition is approved.

Step 7:  Create Purchase order.

You may use Auto create functionality to do that.

Step 8: PO Receipt:

So far we have paid the bank. Assume that PO Vendor received the payment from bank and they send the goods to receive.

Receive PO.

Step 9: Close PO

Note: Once the PO is received the PO status will be closed. The PO does not wait for invoicing because there is no invoice crated for the PO as we have already created invoice against bank.

For more details refer to oracle support document id: 2091578.1

  

Step 10: Import Pcard transaction sent by bank.

Note: build some custom process to download the transaction sent by bank. Translate the credit card number to card card id (internal id) and populate the data to ap_expense_feed_lines_all table.

Sample insert statement is given below.

 INSERT  
 INTO ap_expense_feed_lines_all  
  (  
   CARD_NUMBER,card_id,  
   FEED_LINE_ID,  
   REFERENCE_NUMBER,  
   CUSTOMER_CODE,  
   AMOUNT,  
   ORIGINAL_CURRENCY_AMOUNT,  
   ORIGINAL_CURRENCY_CODE,  
   POSTED_CURRENCY_CODE,  
   CURRENCY_CONVERSION_RATE,  
   TRANSACTION_DATE,  
   POSTED_DATE,  
   RECORD_TYPE,  
   CREATE_DISTRIBUTION_FLAG,  
   MERCHANT_NAME,  
   MERCHANT_NUMBER,  
   CARD_CODE_VALUE,  
   MERCHANT_CITY,  
   MERCHANT_PROVINCE_STATE,  
   MERCHANT_COUNTRY,  
   SHIP_FROM_POSTAL_CODE,  
   SHIP_TO_POSTAL_CODE,  
   MERCHANT_TAX_ID,  
   TAX_AMOUNT,  
   ALT_MERCHANT_TAX_ID,  
   ORG_ID,  
   LAST_UPDATE_DATE,  
   LAST_UPDATED_BY,  
   LAST_UPDATE_LOGIN,  
   CREATION_DATE,  
   CREATED_BY,  
   CARD_PROGRAM_ID  
  )  
  VALUES  
  (  
   '0123456789' -- &change  
    ,&card_id, --&change  
   AP_EXPENSE_FEED_LINES_S.nextval,  
   'PCARD TEST',  
   '100', -- &optional  
   16,  
   16,  
   'USD',  
   'USD',  
   1,  
   to_date('20-OCT-2014 00:00:00','DD-MON-RRRR HH24:MI:SS'),  
   to_date('20-OCT-2014 00:00:00','DD-MON-RRRR HH24:MI:SS'),  
   NULL,  
   'Y',  
   NULL,  
   NULL,  
   'M12', -- &change  
   NULL,  
   NULL,  
   NULL,  
   NULL,  
   NULL,  
   NULL,  
   NULL,  
   NULL,  
   &org_id,  
   to_date('20-OCT-2014 12:03:11','DD-MON-RRRR HH24:MI:SS'),  
   -1,  
   -1,  
   to_date('20-OCT-2014 12:03:11','DD-MON-RRRR HH24:MI:SS'),  
   -1,  
   &card_program_id -- &change  
  );  

Now you can view the data inserted in below form.

Step 11: Validate transaction

Run 'Procurement Card Transactions Validation Program' program to validate the transaction

You can notice the status changed to VALIDATED

Step 12: Verify transaction

Employee will get notification. Verify the transaction by clicking set and continue button the notification window.

Run 'Procurement Card Transactions Verification Process' program, this will verify transaction and change the status the transaction to VERIFIED.

Step 13: Manager Approval:

Run 'Procurement Card Transactions Approval Process' program, this will send notification to manager for approval

Step 14: Import to AP Open interface

Run 'Create Procurement Card Issuer Invoice' to move APPROVED transaction to ap_invoices_interface table

Step 15: Create invoice

Run 'Payables Open Interface Import' to import AP interface to actual invoice.

Step 16:

Validate the invoice and Pay the invoice. This is a regular payment process you setup in your system.

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