Purchasing Cards - Set Cardholder to Inactive
Completed
Purchasing Cards - the ability to set a cardholder assignment to inactive for a selected location
What we’re doing:
Providing a way to inactivate a cardholder at a specified location. Reasons you may choose to inactivate a cardholder at a particular location would be if they have permanently left the district i.e. retired, or the employees assignment changes from location 'A' to location 'B'. The historical transaction information for a cardholder is tied to the location and will continue to be searchable at the location where the employee was assigned at the time that the transactions were processed.
Why we think you’ll like it:
The ability to set a cardholder assignment to inactive is especially helpful in the scenario where the cardholders existing assignment has ended and they have a new active assignment at a different location. In this scenario, setting to inactive will ensure that the cardholder summary page only includes active locations for the cardholder reducing any confusion for the cardholder, supervisor(s), and other reviewer(s)
Learn more:
To set a cardholder assignment to inactive, navigate to Finance > Requisitions & Purchasing > Purchasing Cards > Settings > Purchasing Card Assignments
Then select the location and cardholder. Edit the cardholders record and click the Inactive checkbox, then click Update to save.
Details of how the system works with the new inactive option:
Bob Smith is at location A and has 10 processed transactions.
Bob Smith moves from location A to location B, and at location A he is set to ‘inactive’
Location A will retain the history of Bob Smith’s 10 transactions.
Location B will have no historical record of Bob Smith’s 10 transactions at location A
Bob Smith has 5 new transactions at location B
Location A will not see the 5 new transactions, only location B
The Transactions do not go with Bob Smith – they are bound to the location where he was assigned when the transactions were processed – so an Admin at Location A will be able to do a Search for his transactions.
Additional Note:
If an employee does not have an active assignment in HR (i.e. retired, or otherwise left the district) and in Purchasing Cards has been set to inactive, but then a statement is uploaded that includes transactions for the inactive employee, then an error message is displayed on the validations page when importing the statement. The Purchasing Cards Administrator would need to do the following:
Edit the cardholder assignment in Purchasing Card Settings to re-activate the employee (i.e. unclick the Inactive checkbox)
Click to select the Default Supervisor checkbox, so that the transactions are routed to the default supervisor (this is necessary because when an employee does not have an active assignment in HR they also do not have a supervisor). The default supervisor is typically the Final Reviewer.
In the scenario where the cardholder is inactive for one location but active for another then we do not display a warning on import - the system assumes all transactions are for the cardholder at the new active location. If the Purchasing Card Admin determines that this is incorrect, and that some transactions are for the previous assignment then they would need to re-activate the cardholder assignment to process the transactions for that location.