Purchasing Card - Overview

A purchasing card is a form of charge card that allows goods and services to be procured without using a traditional purchasing process. Purchasing Cards (P-Cards) are issued to employees (i.e., cardholders) responsible for making purchases or payments on behalf of their employer; for example, cardholders can order and pay for office supplies for their school or district.

This document is not intended to describe the purpose and usage of purchasing cards but is intended to describe the functionality of the new and enhanced atrieveERP Purchasing Card module.

The Purchasing Card features described in this document include the following:

• Importing purchasing card statements

• Sending notifications

• Viewing transactions (summary and detail)

• Invoicing

• Searching capabilities

• Activity (Audit)

• Setup, including: General settings, Invoice settings, PCard Assignments, and Notification settings

Important Notes:

The existing Purchasing Card module in atrieveFinance can still be used while districts train users on the new version of the module. Access to the existing atrieveFinance Purchasing Card module will be removed in a future release, providing districts with at least one full year to switch all users to the new module.

In order to use the new Purchasing Card module, you will be required to have a document storage solution configured. The new Purchasing Card module includes a history of statement transactions and allows for the attachment of receipts to transactions.