Purchasing cards

Sparkrock 365 includes functionality to help you manage purchasing cards (PCards).

Add purchasing cards and link them to staff

You can maintain a list of purchasing cards and the vendor and user to which each card is linked. This information maps the individual expenses from the purchasing card provider to the mySparkrock user, allowing this user to see and allocate the expenses to the appropriate cost centers.

To add purchasing cards and link them to staff

1. Choose , enter purchasing cards, and then choose the related link.

   The Purchasing Cards page opens.

2. On the action bar, choose New.

   A new row appears.

3. In No., specify the last eight digits from the purchasing card.

   If desired, you can use – as a separator. The full number is not stored for security reasons.

4. In Name, specify a name for the card.

5. In Vendor No., specify the purchasing card vendor that is linked to this card.

6. In mySparkrock User ID specify the mySparkrock user to whom this purchasing card is assigned.

To import a purchasing card file

1. Choose , enter purch. card journal, and then choose the related link.

   The Purch. Card Journals page opens.

2. In Batch Name, specify the batch to be used for the purchasing card vendor for which you are performing an import.

3. On the action bar, choose Home > Import.

   The Select a file to import dialog box appears.

4. Choose Choose, browse to and select the file that you want to import, and then choose Open.

   The Purchasing Card Import page opens.

5. In Option for Handling Invalid Currency Values specify a value.

   If the selected option is Stop with Error and Original Currency Code does not contain a valid currency code, an error is displayed.

   If the selected option is Process and Update Comments and the Original Currency Code field does not contain a valid currency code, the Original Currency Code and Original Currency Amount values are concatenated in the Comments field, in the respective unassigned expense.

   A valid currency is one that exists on the Currencies page and matches the value on the General Ledger Setup page, in LCY Code.

6. Choose OK.

   The lines from the file are imported.

View purchasing card information

After the purchasing card file has been imported, on the Purch. Card Journals page, you can review the information, check for warnings, reconcile the total with the total number of lines and total amount of the batch.

View the warnings

During the import, Sparkrock 365 tests whether a purchasing card line with the same information has already been imported and if this is the case, a warning is displayed in No. of Warning on the line.

To show only lines with warnings, on the action bar, choose Show Lines with Warnings.

Change the user on a line

If during the review of the import, a line is not connected to a user or a user has been mapped incorrectly, you can manually change the user on the line.

Deleting lines

If a line has been imported in error, you can delete individual lines.

If a file has been imported in error you can select all lines and delete the batch.

Processing the Purch. Card Journal page records

After you are comfortable with the information in the journal, on the action bar, choose Home > Home.

The action performs the following tasks:

• Creates an entry on the Purch. Card Registers page. On the Purch. Card Registers page, you can view the history of the imports.

• Creates unassigned purchasing card expenses per purchasing card holder to be available in mySparkrock. Staff can go to mySparkrock, provide additional information, attachments and cost center information for the individual purchasing card expenses to be processed by accounts payable through expense claims.

• Creates a purchase invoice for the purchasing card vendor with line total per purchasing card. If another invoice for this vendor exists, the lines are added to the existing invoice.

Purchasing card register

On the Purch. Card Registers page, you can view the history of all purchasing card imports.

View the purchasing cards import history

1. Choose , enter purch. card registers, and then choose the related link.

   The Purch. Card Registers page opens.

2. To view the unassigned expenses that are linked to the register, on the action bar, choose Register > Unassigned Expenses.

   The Unassigned Expenses page opens.

Revert the import

If you import the wrong file, you have the option to revert the import so long as none of the unassigned expenses have yet been moved to claims.

Reverting the import, performs the following tasks:

• Deletes the unassigned expenses.

• Creates a purchase credit memo for the purchasing card vendor.

To revert an import

1. Choose , enter purch. card registers, and then choose the related link.

   The Purch. Card Registers page opens.

2. Select the import that you want to revert, and then on the action bar, choose Home > Reverse Register.

   The Purchasing Card Reverse Entries page opens and displays the purchasing card lines that are to be reversed.

3. On the action bar, choose Reverse.

Delete historical entries from register

You have the option to delete purchasing card registers after all unassigned expenses that are linked to the register have been moved to claims. This option allows you to delete historical records that are no longer required.

1. Choose , enter purch. card registers, and then choose the related link.

   The Purch. Card Registers page opens.

2. Select the import that you want to delete, and then on the action bar, choose Home > Delete Processed Registers.

   The Delete Processed Purch. Card Registers page opens.

3. Specify values as required, and then choose OK.

Link a purchasing card to a different user

If a purchasing card was assigned to the wrong user, has been reallocated to another user, or is no longer in use, you can link the purchasing card to a different user.

To link a purchasing card to a different user

1. Choose , enter purchasing cards, and then choose the related link.

   The Purchasing Cards page opens.

2. Change the mySparkrock User ID to another user ID or to blank.

   To view the change history, on the action bar, choose Navigate User History.

Reassign purchasing card unassigned expenses

In the event that someone leaves the organization, the unassigned expenses for this user can be moved to another user, such as, accounts payable to be processed and accounted for in the purchasing card reconciliation process.

To reassign purchasing card unassigned expenses

1. Choose , enter purchasing cards, and then choose the related link.

   The Purchasing Cards page opens.

2. Change the mySparkrock User ID to another user ID.

   A dialog box appears and asks if you would like to update the existing unassigned expenses that are linked to this user to the new user.

3. To proceed, choose Yes.

Purchase Card Flow

The following chart illustrates the flow of transactions throughout the purchasing card process.

See also

Set up purchasing cards

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