Purchasing Card Interface

This interface will import the information supplied by the bank and create an invoice in BAS for each Visa transaction. The interface will try and match each merchant name with one from the BAS vendor file. Any GL accounts or vendors not found in the BAS system must be corrected manually before the interface can be accepted. To run this interface you into option Finance Balancing>Interfaces>Purchase Card Interface

This program can be run on-line or in batch to a printer. If you run on-line and have the Screen Scroller setup, the batch of invoices created by this process will be automatically loaded, giving you the ability to review and print the batch.

This interface requires the following information:

Interface Format

Place your cursor on the interface format to use for this import and click Next. If you only have one format defined, it is automatically filled in.

Directory of Interface File

• Use the upload button to select file from your computer.

The PCARD Upload will allow Multiple Concurrent Uploads to be in progress. When saving an upload, the system will ask for a name for your file and may request a password to reload. This will now allow you to have multiple purchasing card uploads (or utility payments) in process at the same time.

Interface Filename

The file name will automatically load one you select if from your computer.

Accounting Period

Enter the accounting period where the batch of invoices created by this process is to reside. Note: The batch type code is taken from the interface profile. The batch number is the next available batch for this accounting period. Only 99 transactions are created in each batch, then the next available batch is created. The default presented is from the master profile current period value.

Once these 4 prompts have been filled in, the system will retain the responses as defaults for the next interface run. Once you <Enter> on the accounting period field, the system will load in the transactions from the interface file and display them. Note: If you previously saved an interface file, the message 'loading saved entries' will appear.

It is important to understand each field on this screen and from where it imports the information.

Explanation

####  This is the number of the transaction in the file. E.g. 0001, the first document in the file. A maximum of 9999 documents can be entered and created from one interface file.

Account  This is the GL account imported from the bank file. If it cannot find a valid match with the atrieveFinance GL chart of accounts the word <INVALID> appears.

If more than one account number is to be charged for the purchase, the user must press <INSERT> on this field to enter multiple GL distributions.

You will be prompted for the GL accounts and dollar amount distributions. The total of the amount field cannot exceed the invoice total. The <UP> and <DOWN> arrows can be used to move through the list of entries.

Vendor

This is the atrieveFinance vendor number that was matched up based on the vendor name provided by the bank.

The vendor name must be an exact match to what is in the vendor file or <INVALID> appears. If you change a vendor reported invalid, a message will display.

• Enter 'Y' to update the vendor name in the BAS vendor file with the name from VISA. The system automatically reads through the interface file with the change made and corrects any other errors for the same vendor number. We recommend use of this update feature, otherwise this vendor error continues to appear on your interfaces from VISA whenever this vendor is used.

• Enter 'N' to accept the vendor number, but not update the BAS vendor.

If more than one vendor is to be charged for public bodies reporting the user must press <INSERT> on this field and enter the information in the screen below.

You will be prompted for vendor number(s) and the amounts to allocate to each vendor. The total of the amount field cannot exceed the invoice total.

GST

This information is provided by the bank. If not provided by the bank it must be entered manually in the administrative software they provide. The GST will be distributed based on the setup of the GL account number. If multiple GL distributions are used, the GST amount will be distributed based on the first GL account.

Amount *

This information is provided by the bank. This is the entire amount of the purchase including GST.

Error

This column lists any errors it encounters with each record. <INVALID> displays in any field where there is an error.

Note: *
The user cannot change these fields.

The system will display the purchase description, vendor name, cardholder name and transaction date in the window at the bottom of the screen. The information displayed corresponds to the entry that the cursor is sitting on.

Information About the Invoices Generated

The invoice number is automatically generated in the format PC#### where #### is an automatic increment starting from 1. These invoices will be created for the VISA vendor specified in the purchasing card profile.

The vendor or multiple vendor list entered above will be created in the invoice reference field in this format with the description of the invoice at the end.

F/vendor1/amount1/vendor2/amount2/description of invoice

The invoice date will be set to the transaction date on the bank file.

The GL account(s), GST, cardholder name, description of invoice (if available) and invoice amount is taken from the bank file.

Step by Step - Purchasing Card Interface

1. Create your Purchasing Card Profile. This profile only needs to be setup once. You only need to access it again if changes are required.

2. Load down the bank file on to your server into the directory where you wish to access it.

3. Run the purchasing card interface. Correct any errors in the file. Make any changes to GL accounts, vendors or invoice descriptions if necessary.