Purchasing Card (PCard) Vendor Validation Improvement

Completed

Purchasing Card Vendor Validation Improvement

What we’re doing:

Providing the ability for the user to choose when to apply partial matches found during the statement import vendor validation process.

Why we think you’ll like it:

In Purchasing Cards, when vendor validation is turned on the system will validate if the vendors in the uploaded statement file match vendors in the vendor database. If an exact match is not found the system will look for a partial match and display that information on the validation page during the import process. Previously if partial matches were found and you clicked the ‘Validate Transactions Again’ button, ALL of the partial matches would be applied immediately which may not be the desired result if the PCard Administrator needed more time to verify and change vendors as needed. Now, there is a new option that enables you to control when to apply the partial matches.

Learn more:

During the statement import process with vendor validation turned on if partial matches are detected they will be displayed in the Vendor Issues table.

Step 1: Review all vendor issues and modify the statement vendors that are flagged as ‘does not exist’, or where a partial match is detected but it is not the desired match. Click the associated Review pencil in the grid and make changes (i.e. update to match to a different vendor or add as a new vendor).

Step 2: Once step 1 is complete you can click the Validate Transactions Again button to remove the records that you have updated/added, from the list of issues.

Step 3: When you are ready to accept ALL remaining partial matches, click the Apply Partial Match button and the match of the statement vendor to the vendor in the database will complete and all remaining records in the vendor validation grid will be cleared, completing the import process.