Oracle Credit Card and Pcard Process
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4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
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Oracle applications ‐ Surendranath Subramani
T h ur s day, Dec ember 11, 2014
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Oracle Credit card and Pcard process
Oracle Credit card and Pcard process:
Surendranath Subramani
Credit Process:
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Applicable for r12:
Setup:
1. Create card program
While defining card program (card issuer) make sure card type is chosen has
‘TRAVEL’
Payment due from “Both” this is required to choose.
There are 3 types available:
Blog Archive
► 2015 (2)
▼ 2014 (1)
▼ December (1)
Oracle Credit card and Pcard process
Individual – payments are always made to employee through iexpense
Bank sends credit transactions, employee load the transaction in iexpense and
complete the expense process, once approved employee is paid from employer
Both – 2 payments are made. 1 towards card issuer for all business expenses and
other is done to employee.
Bank sends credit transactions, employee load the transaction in iexpense (it should
be chosen as business purpose for all business related expense) employee can create
personal expenses along with same expense report and send for approval. Once
approved employer pays personal expense to employee and business expense to card
issuer.
Note: in both individual and both pay method employee is liable to pay to bank.
Company – payments are always made to card issuer through iexpense.
Run 'Create Credit Card Issuer Invoice' this program will issue invoice to credit issuer
Bank send credit transaction and for business transaction employer will pay directly
to bank without importing in iexpense for other transaction employee create
expense report and get them reimbursed.
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
1/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
Credit process overview:
a. Once bank send the file, pick the file using custom program or (use standard program if US
Banks/AMEX) and load data to AP_CREDIT_CARD_TRXNS_ALL table
b. 'Credit Card Transactions Validation Program' will validate the loaded transaction.
c. Login to iexpense
d. Create new expense report; you have option to import credit transaction what was loaded
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
2/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
earlier.
e. Once submitted and approved new expense report will be created with same expense report
name ||.1 (this will pay to card issuer) – this is applicable for payment_due_from_code =
both.
f. 'Expense Report Export' program will issue invoice to employee and bank (create invoice
in AP_INVOICES_all table)
a. Run 'Create Credit Card Issuer Invoice' this program will issue invoice to credit
issuer. provided payment_due_from_code='COMPANY'
g. If AP approval has been setup then approval process is initiated and once fully approved
invoice will be ready for payment.
h. Card ID is mandatory for interface table.
i. Interface validates are done by ‘AP_CARD_VALIDATE’
Flow chart for different methods available in credit card process:
Both pay method
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
3/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
Company pay method
Individual Pay method
Credit card technical flow:
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
4/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
Pcard Process:
Setup:
1. Supplier creation:
Navigation: Payables Manager, Supplier
2. Create supplier site
3. Flag site as Procurement Card enabled (so it shows when purchasing team creates PR with
PCARD)
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
5/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
4. Create employee record in HRMS (this is regular nothing special required)
5. Create credit card code set:
Bank maintains card code to identify suppliers and supplier types for the transactions that
your employee incur when using a purchasing card.
Purpose: when importing the information from bank using the card code default account
can be derived.
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
6/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
6. GL Account sets
In the Credit Card GL Account Sets window, enter a GL Account Set Name and
Description.
List the GL accounts that are included in the set. In the Description field, enter the account
name that credit card holders will see when they use Web Employees to change the account
for a transaction, for example, Office Supplies.
e.g.: when employee verifies the transaction using selfservice screen he can overwrite
account with what is defined in GL account set.
7. Create credit card program: use this function to defined card issuer
Make sure card type is chosen has Procurement.
8. Profile:
In the Credit Card Profiles window, define credit card profiles that you assign to credit
cards. Attributes of a credit card profile include credit card program, GL account set, default
GL account, exception clearing account, employee verification options, and manager
approval options. In addition you can record restrictions for credit card codes
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
7/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
For example, a card holder's default employee expense account is 014505800. The default
account template is 5900. This creates a default transaction account of 014505900. If
you have enabled the Build Account From Code option, and the account assigned to the
card code is 6000, then during the Credit Card Transaction Validation report, Payables
assigns 014506000 as the transaction account. During validation, the employee can
overwrite any account segment based on the list of values that you define in the Credit Card
GL Accounts window
9. Credit card:
Create credit card information in the system using this window. You can use profile to the
credit card so that system defaults are performed
10. Transaction adjustment:
When PCARD data is loaded and validated then the validated information will be available
in below screen so admin can verify
Or employee will be notified who can verify the transaction or make change to default
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
8/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
account or split the transaction before verification.
We will go in details on how PCARD transaction are validated, verified and posted to AP.
Once setups are done, it’s time to run a test case.
PCARD process overview:
a. Once bank send the file, pick the file using custom program (no standard program to load
pcard credit transaction unlike for credit card transaction US Banks/AMEX program are
available) and load data to AP_EXPENSE_FEED_LINES table
b. 'Procurement Card Transactions Validation Program' will validate the loaded transaction.
c. Once loaded the transaction is available in ‘Procurement card transaction’ form (as
described above).
d. 'Procurement Card Transactions Verification Process' program this will verify employee
(who owns pcard) and send notification to employee to validate the transaction.
e. Employee has to login and look for notification and can edit the distribution to correct the
account/cost center, split and verify the transaction.
Workflow name: AP Procurement Card Employee Verification Workflow
f. 'Procurement Card Transactions Approval Process' program will send notification to
manager for approval.
g. Based on the profile setup Manager can either approver or can receive FYI notification or
do nothing. If Approval is required then Manager has to login and look for notification and
can edit the distribution to correct the account/cost center, split and verify the transaction.
Workflow name: AP Procurement Card Manager Approval Transaction
h. Once manager is verified the transaction status changes to APPROVED.
i. 'Create Procurement Card Issuer Invoice' program will to move APPROVED transaction to
ap_invoices_interface table
j. 'Payables Open Interface Import' program will import AP interface transaction.
k. If AP approval has been setup then approval process is initiated and once fully approved
invoice will be ready for payment.
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
9/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
l. CARD NUMBER and CARD ID are mandatory to populate in interface table.
m. Interface validates are done by – AP_WEB_PCARD_WORKFLOW_PKG
Process flow:
Purchase card technical flow:
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
10/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
Difference between credit and purchase card process:
Credit Card
Iexpense module is used
Multiple approvers can be set
Not applicable
Purchase Card
Use selfservice functionality is used
Only one level of approval can be set
Transactions can be updated with different
natural account and cost center
Categorization: user can categorize transactionCategorization: user can categorize transaction
itself not at distribution level
at distribution record
Not applicable
Transactions can be spitted
Posted by Surendranath Subramani at 11:15 AM
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11/12
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Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
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12/12
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
0
More Next Blog»
Create Blog Sign In
Oracle applications ‐ Surendranath Subramani
T h ur s day, Dec ember 11, 2014
About Me
Oracle Credit card and Pcard process
Oracle Credit card and Pcard process:
Surendranath Subramani
Credit Process:
Follow
9
View my complete profile
Applicable for r12:
Setup:
1. Create card program
While defining card program (card issuer) make sure card type is chosen has
‘TRAVEL’
Payment due from “Both” this is required to choose.
There are 3 types available:
Blog Archive
► 2015 (2)
▼ 2014 (1)
▼ December (1)
Oracle Credit card and Pcard process
Individual – payments are always made to employee through iexpense
Bank sends credit transactions, employee load the transaction in iexpense and
complete the expense process, once approved employee is paid from employer
Both – 2 payments are made. 1 towards card issuer for all business expenses and
other is done to employee.
Bank sends credit transactions, employee load the transaction in iexpense (it should
be chosen as business purpose for all business related expense) employee can create
personal expenses along with same expense report and send for approval. Once
approved employer pays personal expense to employee and business expense to card
issuer.
Note: in both individual and both pay method employee is liable to pay to bank.
Company – payments are always made to card issuer through iexpense.
Run 'Create Credit Card Issuer Invoice' this program will issue invoice to credit issuer
Bank send credit transaction and for business transaction employer will pay directly
to bank without importing in iexpense for other transaction employee create
expense report and get them reimbursed.
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
1/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
Credit process overview:
a. Once bank send the file, pick the file using custom program or (use standard program if US
Banks/AMEX) and load data to AP_CREDIT_CARD_TRXNS_ALL table
b. 'Credit Card Transactions Validation Program' will validate the loaded transaction.
c. Login to iexpense
d. Create new expense report; you have option to import credit transaction what was loaded
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
2/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
earlier.
e. Once submitted and approved new expense report will be created with same expense report
name ||.1 (this will pay to card issuer) – this is applicable for payment_due_from_code =
both.
f. 'Expense Report Export' program will issue invoice to employee and bank (create invoice
in AP_INVOICES_all table)
a. Run 'Create Credit Card Issuer Invoice' this program will issue invoice to credit
issuer. provided payment_due_from_code='COMPANY'
g. If AP approval has been setup then approval process is initiated and once fully approved
invoice will be ready for payment.
h. Card ID is mandatory for interface table.
i. Interface validates are done by ‘AP_CARD_VALIDATE’
Flow chart for different methods available in credit card process:
Both pay method
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
3/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
Company pay method
Individual Pay method
Credit card technical flow:
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
4/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
Pcard Process:
Setup:
1. Supplier creation:
Navigation: Payables Manager, Supplier
2. Create supplier site
3. Flag site as Procurement Card enabled (so it shows when purchasing team creates PR with
PCARD)
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
5/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
4. Create employee record in HRMS (this is regular nothing special required)
5. Create credit card code set:
Bank maintains card code to identify suppliers and supplier types for the transactions that
your employee incur when using a purchasing card.
Purpose: when importing the information from bank using the card code default account
can be derived.
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
6/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
6. GL Account sets
In the Credit Card GL Account Sets window, enter a GL Account Set Name and
Description.
List the GL accounts that are included in the set. In the Description field, enter the account
name that credit card holders will see when they use Web Employees to change the account
for a transaction, for example, Office Supplies.
e.g.: when employee verifies the transaction using selfservice screen he can overwrite
account with what is defined in GL account set.
7. Create credit card program: use this function to defined card issuer
Make sure card type is chosen has Procurement.
8. Profile:
In the Credit Card Profiles window, define credit card profiles that you assign to credit
cards. Attributes of a credit card profile include credit card program, GL account set, default
GL account, exception clearing account, employee verification options, and manager
approval options. In addition you can record restrictions for credit card codes
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
7/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
For example, a card holder's default employee expense account is 014505800. The default
account template is 5900. This creates a default transaction account of 014505900. If
you have enabled the Build Account From Code option, and the account assigned to the
card code is 6000, then during the Credit Card Transaction Validation report, Payables
assigns 014506000 as the transaction account. During validation, the employee can
overwrite any account segment based on the list of values that you define in the Credit Card
GL Accounts window
9. Credit card:
Create credit card information in the system using this window. You can use profile to the
credit card so that system defaults are performed
10. Transaction adjustment:
When PCARD data is loaded and validated then the validated information will be available
in below screen so admin can verify
Or employee will be notified who can verify the transaction or make change to default
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
8/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
account or split the transaction before verification.
We will go in details on how PCARD transaction are validated, verified and posted to AP.
Once setups are done, it’s time to run a test case.
PCARD process overview:
a. Once bank send the file, pick the file using custom program (no standard program to load
pcard credit transaction unlike for credit card transaction US Banks/AMEX program are
available) and load data to AP_EXPENSE_FEED_LINES table
b. 'Procurement Card Transactions Validation Program' will validate the loaded transaction.
c. Once loaded the transaction is available in ‘Procurement card transaction’ form (as
described above).
d. 'Procurement Card Transactions Verification Process' program this will verify employee
(who owns pcard) and send notification to employee to validate the transaction.
e. Employee has to login and look for notification and can edit the distribution to correct the
account/cost center, split and verify the transaction.
Workflow name: AP Procurement Card Employee Verification Workflow
f. 'Procurement Card Transactions Approval Process' program will send notification to
manager for approval.
g. Based on the profile setup Manager can either approver or can receive FYI notification or
do nothing. If Approval is required then Manager has to login and look for notification and
can edit the distribution to correct the account/cost center, split and verify the transaction.
Workflow name: AP Procurement Card Manager Approval Transaction
h. Once manager is verified the transaction status changes to APPROVED.
i. 'Create Procurement Card Issuer Invoice' program will to move APPROVED transaction to
ap_invoices_interface table
j. 'Payables Open Interface Import' program will import AP interface transaction.
k. If AP approval has been setup then approval process is initiated and once fully approved
invoice will be ready for payment.
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
9/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
l. CARD NUMBER and CARD ID are mandatory to populate in interface table.
m. Interface validates are done by – AP_WEB_PCARD_WORKFLOW_PKG
Process flow:
Purchase card technical flow:
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
10/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
Difference between credit and purchase card process:
Credit Card
Iexpense module is used
Multiple approvers can be set
Not applicable
Purchase Card
Use selfservice functionality is used
Only one level of approval can be set
Transactions can be updated with different
natural account and cost center
Categorization: user can categorize transactionCategorization: user can categorize transaction
itself not at distribution level
at distribution record
Not applicable
Transactions can be spitted
Posted by Surendranath Subramani at 11:15 AM
Recommend this on Google
No comments:
Post a Comment
http://oracleappssuren.blogspot.com/2014/12/creditprocessapplicableforr12setup.html
11/12
4/8/2015
Oracle applications Surendranath Subramani: Oracle Credit card and Pcard process
Enter your comment...
Comment as:
Publish
Google Account
Preview
Post a Comment
Newer Post
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Subscribe to: Post Comments (Atom)
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12/12
