Purchasing Card (PCard) Unique Cardholder Identifier
Completed
Purchasing Card Unique Cardholder Identifier
What we’re doing:
Providing additional options for cardholder unique identifiers to support Purchasing Card Vendors who do not provide the full card number in the transaction statement file.
Why we think you’ll like it:
The Purchasing Card system will now accept statement files that provide either a partial card number or another alphanumeric value as a unique identifier that will link the cardholder to their transactions. In previous versions, the system supported only the full card number. This enhancement allows for greater flexibility when setting up the system and removes the need for manual manipulation of the statement file before import.
Learn more:
To enable this feature, navigate to Finance > Requisition & Purchasing > Purchasing Cards > Settings
On the Settings page, select Purchasing Card Assignments
Options include:
Full Card Number – this is the full, valid and unmasked card number (note that the card number is masked once added or imported)
Partial Card Number - this is a partial card number, for example 5555********1234
External ID Number - this can be any other alphanumeric value and does not need to reflect any portion of the actual card number, for example 1123456
If you change to Partial Card Number or External ID, you will be required to update all cardholders with the new unique identifier before you can upload your next statement file. The unique identifier in the statement file must match what is entered in PCard setup or an error will display when importing the statement file.
You may manually update each employees assignment record, or use the bulk update.
Bulk Update
The file must be in .csv format. There is a sample file that you can download and edit from the bulk upload page
If you create your own file rather than modifying the sample file you must include the following column headers LocationNumber, EmployeeNumber, CardNumber, DefaultGL, ExternalId, PartialCardNumber (exactly as shown with no spaces between words)
All fields are required for the import, except for the DefaultGL, which is optional. CardNumber, ExternalId or PartialCardNumber are required to match your Assignment Unique Identifier. If using CardNumber then the ExternalID, and PartialCardNumber fields can be left blank
Be sure to not directly edit your .csv file in Excel as Excel will by default change the format of the data from text to whole number which results in the dropping of leading zeroes from all fields and it will change the cardholder number to scientific notation, resulting in an error when you attempt to import.
Note: For assistance with Bulk Import contact the Support team.