Use the Procurement Card Transactions window to review and update procurement card transaction distributions.
During Payables Open Interface Import, Payables converts transaction distributions into invoices with distributions. When you load transactions from the card issuer, each transaction has one distribution. You can use this window to split a transaction distribution into multiple distributions, which you can then process separately. For example, an employee receives a bill for a hotel room. Instead of charging the $100 corporate rate, the hotel charged $130. You can create two distributions for the transaction, one for $100, and one for $30. You can assign a status of Disputed for the $30 transaction and process the $100 distribution as usual.
Attention: To prevent payment of a transaction distribution with a status of Disputed, you also need to check the Disputed check box in the Don't Pay If Status region of the Card Programs window. See: Card Programs Window.
Card holders can create multiple distributions per transaction in the Open Credit Card Transactions page of Self-Service Web Applications. You can also use the Distributions region of the Procurement Card Transactions window in Payables to split distributions. The total amount of the transaction distributions must equal the transaction amount.
Card Number. Card number of the procurement card that incurred the transaction.
Transaction Date. Date that the transaction posted to the card account.
Reference Number. The reference number that the card issuer assigned to the transaction.
Currency. Currency of the procurement card statement.
Amount. Amount of the transaction in the procurement card statement currency.
Card Program. Card program assigned to the procurement card used for the transaction.
Card Code. Card code (supplier or supplier type) of the transaction.
Employee Name. Card holder's name.
Merchant Name. Merchant that processed the transaction.
Status. Current status of the transaction. Card holders can update their own transactions, either in the Open Procurement Card Transactions page or by responding to a workflow notification, and managers can approve the transactions of their direct reports. In addition, you can update the status of transactions in the Procurement Card Transactions window. The statuses you select for the Do Not Pay If Status Is option in the Card Programs window determine whether Payables will allow you to pay a transaction with a particular status.
Approved. All approvals are complete and the transaction is ready for procurement card issuer invoice creation.
Disputed. A card holder or manager assigns this status to a distribution to indicate that there is a dispute over the transaction.
Hold. A card holder assigns this status to a distribution to indicate that there is a problem with the transaction.
Personal. A card holder uses this status to indicate that a transaction was personal.
Rejected. Workflow assigns this status to a transaction if the manager denies approval for the transaction.
Validated. The Procurement Card Transactions Validation program assigns this status to a transaction if it was successfully validated.
Verified. The card holder has verified the transaction either in the Procurement Card Transactions Verification page or by using workflow.
Amount. Amount of the transaction distribution.
Account. Account to which the transaction distribution will be charged. The Procurement Card Transactions Validation program builds accounts depending on how you set up your card profile. Card holders can change the default account by using the Procurement Card Transactions Verification page. In addition, you can override the account in this window.
Description. Description of the transaction distribution. This will be the invoice distribution description (unless you summarize by GL Account when you submit the Create Procurement Card Issuer Invoice program).
Account Description. Payables displays the description of the account.