P-Card Transactions Report (All Details and Outstanding Details)

This guide will cover:

 

Information

This report displays all procurement card transactions that have ever processed and additionally will display those transactions that have not been completely reconciled based on the procurement card policy (within 30 days of the transaction posted date). Users have the ability to open one report and toggle between the two different reports by their separate tabs displayed at the top of the report.

If you are planning to run a large set out of data, it is recommended you schedule the report to run instead of prompting the report in these instructions. You can find the steps to schedule a report in the QRG for Scheduling a Report to Run Automatically.

 

Step One

Navigating to the Transactional Table of Contents

 

Step Two

Opening and Narrowing Down the P-Card Transactions Report

  • Under the "Procurement and Accounts Payable" Subheader, select the P-Card Transactions (All Details and Outstanding Transactions) hyperlink.

The report will open and two tabs at the top will be displayed.

  • All Details – Returns all P-Card Transactions

  • Outstanding Details – Returns only Outstanding Transactions that have not been completed reconciled

  • Using the left side bar, narrow your report by completing at least one of the prompts. (Ex. By Employees Organization Code and/or Expense Cost Center).

TIP! The prompts can be used for either tab so you can toggle between the two reports with the same prompts filtered. You just have to click Apply after each tab is selected (see the specific tabs detailed further in the document).

 

 

Prompt Name

Prompt Description

Posted Date From

The “from” date in which you want to see transactions beginning from.

Posted Date To

The “to” date in which you want to see transactions through until.

Employee Name

Specific cardholder name if you would like to search by name. This field can be left blank; however, if nothing is entered in this or the organization field, the report will populate with all cardholders.

Employee Department Name

Specific department the employees are currently assigned to pull all outstanding P-Card transactions assigned to individuals within an organization.

Employee Organization Code

The specific organization the employees are currently assigned to pull all outstanding P-Card transactions assigned to individuals within an organization.

Expense Cost Center

Cost center number

Merchant Name

The name of the Merchant the transaction was made with.

Outstanding

Yes or No, Filters transactions by those which are or are not outstanding. Leaving blank will return both.

 

All Details Tab

Running the P-Card Transaction Report for All Details

  • Click on the tab All Details to ensure it’s selected.

 

  • Click Apply once you’ve entered at least one prompt on the left bar.

  • The P-Card All Details Transaction Report is displayed in the right panel:

  • Note: you may need to use the scroll feature on the bottom and far right side to view all charges.

  • The following columns are displayed for the All Details of P-Card transactions report:

Column Name

Column Definition

Employee Name

Name of the employee the P-Card is assigned to

Employee Department Name

Current department the employee(s) are currently assigned to and working for.  Note: This could be different from the expense organization for where the expense is being charged to. 

Employee Org Code

Org Code associated with the department

Masked P-Card Number

16 digit Card number with the first 12  digits masked for security

Outstanding

Shows if the transaction is still outstanding

P-Card Reference Number

Unique reference number associated with the transaction on the backend

P-Card Transaction Status

Status on whether the transaction has been validated or not

P-Card Validation Status

Status on whether the transaction has been validated or not

P-Card Transaction Date

Posted transaction date of the p-card transaction

P-Card Transaction Amount

Amount of the p-card transaction

P-Card Posted Date

The date on which the transaction is posted

P-Card Posted Amount

The amount that posted to the bank for the transaction

P-Card Billed Date

The date the merchant posted the transaction as the billing date

P-Card Billed Amount

The amount that posted to the bank for the transaction

Merchant Name

Name of merchant on the transaction

Merchant City

The city in which the merchant is

Merchant State

The state in which the merchant is

Expense Report Date

The expense report date associated with the P-Card transaction if applicable.

Expense Report Number

The expense report number associated with the p-card transaction if applicable.

Expense Report Last Updated

This date is the last date the expense report was updated if the p-card transaction was added to an expense report, otherwise this date will be blank if the transaction has not been added to a report yet.

Expense Status

Status of the P-Card transaction and/or expense report. For P-Card transactions not added to a report, it will return a blank cell. For P-Card transactions added to an expense report, it will show the status for the transaction/report.

Expense Cost Center

This is the cost center code in which the transaction has been reconciled to.

Expense Type

The expense type per transaction (a “p-card” expense type is the default for all p-card transactions until it’s updated to the actual expense type )

Expense Description

If the p-card transaction has been updated with the line description field completed, the description will display in this column. If the p-card transaction has not been updated with this information, it will remain blank until updated.

Expense Receipt Amount

Transaction amount

 

Outstanding Details Tab

Running the P-Card Transaction Report for Only Outstanding Transactions

  • Click the Outstanding Details tab at the top of the page

  • Using the left side bar, narrow your results by completing at least one of the prompts. (Ex. By Employees Organization Code and/or Expense Cost Center). Click Apply.

  • The Outstanding Details are displayed in the right panel:

  • Note: you may need to use the scroll feature on the bottom and far right side to view all charges. Report will highlight lines in yellow P-Card Posted Amount and P-Card Posted Currency Code when it is NOT in USD (United States Dollars).
  • The following columns are displayed on the report to determine employee(s) who have outstanding/unreconciled P-Card transactions:

Column Name

Column Definition

Employee Name

Name of the employee the P-Card is assigned to

Employee Email Address

Name of the Department to which the P-Card is assigned

Employee Department Name

Current organization the employee(s) are currently assigned to and working for.

Note: this could be different from the expense organization for where the expense is being charged to.

Employee Org Code

16 digit Card number with the first 12  digits masked for security

Masked P-Card Number

Shows if the transaction is still outstanding

P-Card Reference Number

Unique reference number associated with the transaction on the backend

P-Card Transaction Status

Status on whether the transaction has been validated or not

P-Card Validation Status

Status on whether the transaction has been validated or not

P-Card Transaction Date

Posted transaction date of the p-card transaction

Transaction Age

How long the transaction has been outstanding for

P-Card Transaction Amount

Amount of the p-card transaction

P-Card Posted Date

The date on which the transaction is posted

P-Card Posted Amount

The date on which the transaction is posted

Merchant Name

Merchant name of the transaction

Expense Report Date

The expense report date associated with the P-Card transaction if applicable.

Expense Report Number

The expense report number associated with the P-Card transaction if applicable.

Expense Report Last Updated

This date is the last date the expense report was updated if the P-Card transaction was added to an expense report, otherwise this date will be blank if the transaction has not been added to a report yet.

Expense Report Status

Status of the P-Card transaction and/or expense report. For P-Card transactions not added to a report, it will return a blank cell. For P-Card transactions added to an expense report, it will show the status for the transaction/report. Note: this report filters out all paid statuses to only display results for outstanding/unreconciled transactions that could result in the P-Card being placed on a hold per P-Card Policy.

Expense Cost Center

This is the cost center code in which the transaction has been reconciled to.

Expense Type

The expense type per transaction (a “p-card” expense type is the default for all p-card transactions until it has been updated to the actual expense type).

Expense Description

If the P-Card transaction has been updated with the line description field completed, the description will display in this column. If the P-Card transaction has not been updated with this information, it will remain blank until updated.

Expense Receipt

Transaction amount

Expense Account String

Account string the expense was charged to if on an expense report

Expense Project

Project number the expense was charge to if on an expense report

Posted Currency Code

Projects the currency code for the P-Card

Billed Currency Code

Projects the billed currency code of the P-Card

 

Step Three

Exporting the Data to Excel

  • The options to export and/or print are located on the top right side of the report.

    1. Click on the gear icon

    2. Hover over the Export option

    3. Click on Excel (*.xlsx)

  • Exporting to Excel will allow the user to filter or find P-Card transactions in any of the columns.

 

 

This completes the Running the P-Card Transactions Report Processes.

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Details

Article ID: 52150
Created
Wed 4/18/18 11:53 AM
Modified
Thu 9/22/22 9:36 AM