Configuration Options

The Purchasing Card system can be configured to best suit your districts needs. Below are some examples of how the system can be setup:

Option 1 - District Level Review and Final Processing

With this configuration, one or more employees at the district will be provided with the ability to import the purchasing card transaction statement, review as needed (i.e. updating GL's, descriptions or uploading supporting documents) and then complete the process by generating the invoice. Cardholders will not have access to review or update their individual transactions.

Option 2 – Card Holder Review followed by District Level Review and Final Processing

With this configuration, one or more employees at the district will be provided with the ability to import the purchasing card transaction statement, and then they will send out email notifications to all cardholders with transactions linked to the imported statement. Individual cardholders will receive notification that they have transactions to review and update as needed (i.e. updating GL's, descriptions or uploading supporting documents). Once the cardholder completes their review they will submit for final processing. Once all cardholders have completed their review, the district level user can complete the process by generating the invoice.

Option 3 – Cardholder Review followed by Supervisor Review followed by District Level Review and Final Processing

With this configuration, one or more employees at the district will be provided with the ability to import the purchasing card transaction statement, and then they will send out email notifications to all cardholders with transactions linked to the imported statement. Individual cardholders will receive notification that they have transactions to review and update as needed (i.e. updating GL's, descriptions or uploading supporting documents). Once the cardholder completes their review they will submit to their Supervisor for review. The Supervisor will review the transactions and then submit for final review, where the district level user can complete the process by generating the invoice

Location Reviewer

In addition to each of the configuration options above you may also add a Location Reviewer. A location reviewer has access to all transactions at their assigned location(s). The location review permission could be assigned to a Principal at a school or anyone else in the office or administration of the school like a Vice Principal, Secretary, or other. A user with this permission is granted a higher level of authority and will not only be able to view and update transactions (as needed), they will also be able to bypass both the cardholder and supervisor reviews and submit any/all transactions at their location to the district reviewer for final processing and invoice generation.