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R11i/R12: AP: How to setup Procurement Card Data for Testing (Doc ID 413251.1)

APPLIES TO:

Oracle Payables - Version 11.5.10.0 and later

Information in this document applies to any platform.
Procurement Card (PCard)

GOAL

How to setup Procurement Card Data for Testing

SOLUTION

The basic steps to setup Pcard for testing follow below.

Important: The Pcard setup is specific to an organization (org) or operating unit. In AP and OIE, the terms organization and
operating unit can be used interchangeably. Make a note of the org to be setup for Pcard functionality. All associated
responsibilities should be pointing to the same organization (org_id). In AP and OIE the responsibilities are tied to an
organization via the profile option 'MO: Operating Unit'. This profile option is normally set at the responsibility level.

NOTE: In the images below and/or the attached document, user details / company name / address / email / telephone
number represent a fictitious sample (based upon made up data used in the Oracle Demo Vision instance). Any similarity
to actual persons, living or dead, is purely coincidental and not intended in any manner

The test case below was enabled on a 11i Vision Rapid Install. These steps are still applicable to R12 instances. All
responsibilities used in the test setup have the profile option 'MO:Operating Unit' = Vision Operations set at responsibility level.

The responsibilities were assigned to a user account. Note, Vision Operations has an org_id =204.
In this test case below the following responsibilities are used:

Payables Vision Operations (USA),

Internet Expenses (this is the OIE 2nd Gen. resp.)
Procurement Cards
Procurement Cards (Card Profile Administrator)
Procurement Cards (Full Access)
Procurement Cards (Program Administrator)

** Note, name of the responsibilities will change depending upon your iExpenses/AP patchset level **

Create Card Code Set

1. Use Payables Vision Operations (USA) responsibility.

2. Navigate to AP/setup/Credit cards/Procurement Card/Code Sets
Setup Pcard Supplier and Pcard Card Program

1. Use Payables Vision Operations (USA) responsibility.

2. Navigate to AP/suppliers/entry
3. Create a new Pcard Supplier/Supplier Site called 'mfcPcardSupplier'/mfcPcardSite1
4. Navigate to AP/setup/credit cards/card programs
5. Define Pcard card program. Make sure to specify, Card Type = Procurement
6. Card Issuer = Pcard Supplier defined in step 3.
7. Card issuer Site = Pcard Supplier Site defined in step 3
8. Specify your Card Code Set.
9. Specify options under ‘Do not pay if status’

The result is a Card Program for Pcard called 'mfcPcardProgram' for this new Supplier/Supplier Site.

Load Pcard data into ap_expense_feed_lines_all

1. Load 5 Pcard transactions using the following script

NOTE: There are many different ways to execute the script. One possible method is to use TOAD (Tool for Oracle
Application Development, available FREE from http://www.toadsoft.com/). The script can be copied into TOAD. The script
can they be executed from TOAD. The script can be saved in TOAD for future use. The script could also be copied into an
editor and saved as a file. The file would then be ftp’d to your instance and executed via sqlplus.

script begins below this line

-----------------------------

set verify off

accept g_amount prompt 'Enter the amount:'
declare
v_amount number(10):=&g_amount;
v_max_feed number(10);
begin
select NVL(max(feed_line_id),1)
into v_max_feed
from ap_expense_feed_lines_all;
v_max_feed:=v_max_feed + 1;
for i in 1..5 loop
insert into ap_expense_feed_lines_all
( CARD_PROGRAM_ID,
CARD_NUMBER,
FEED_LINE_ID,
REFERENCE_NUMBER,
AMOUNT,
POSTED_DATE,
CREATE_DISTRIBUTION_FLAG,
MERCHANT_NAME,
MERCHANT_NUMBER,
CARD_CODE_VALUE,
LAST_UPDATE_DATE,
LAST_UPDATED_BY,
LAST_UPDATE_LOGIN,
CREATION_DATE,
CREATED_BY,org_id )
values(10000,'1111 2222 3333 4444',v_max_feed,v_max_feed,v_amount,sysdate-1,'Y','XXXX',455,1000,sysdate-
1,-1,-1,sysdate-1,-1,204);
v_max_feed:=v_max_feed + 1;
end loop;
 commit;
end;

----------------
script ends above this line

Note, the following values in the sql script above MUST be changed:

1. Value for CARD_PROGRAM_ID = Use the card_program_id from the newly created 'mfcPcardProgram' (for the test case the
value used was '10131')
2. Value for CARD_CODE_VALUE = For the test case the value used 1000, as a Code Set 'XXXX Purchasing Card' is defined
where Value 1000 maps to Account =1560 even though in the case of the test setup above it was not enable 'Build Acct from
Code' so the code set will not be used in creating the distributions. In other test cases, use any value from the code set that is
attached to the profile.
3. Value for org_id,= The target org_id as discussed above. For the above test case the transactions were assigned to org_id
=204.
4. When prompted for Amount , enter a dollar amount such as $77 used in test case above.

Create Card Profile

Create a new Card Profile called 'mfcPcardProfile'.

1. Use Payables Vision Operations (USA) responsibility.

2. Navigate to AP/setup/Credit cards/Procurement Card/Profiles
3. Define a profile name and select the Pcard program defined in prior steps.
4. Define a default account template using just the natural account segment. The test instance used for this document
contains a 5 chart account code combination, so the value '6100' was used and entered the Default Account Template = -
-6100-- (this default acct template gets overlaid onto the
employee default expense acct). Select a natural account and leave other segments undefined.
5. Do not check 'Build Account from Code' option. If checked, this would overlay the employee default account/default account
template with the natural account define in the 'credit card code set'.
6. Enable Allow Status Personal while will allows users to indicate if a transaction is Personal rather than Business related.
7. Enable Allow Direct Account Entry'.
8. Set Manager Notification Method = Approval Required
9. Set Employee Notification Method = Verification Required
10. Do not define any exclusions

Assign the card number (Example: 1111 2222 3333 4444) to an employee

1. Use Payables Vision Operations (USA) responsibility.

2. Assign card number = 1111 2222 3333 4444 to an employee XXXX (preferably a new employee, who does not have a card
assigned).

Submit Pcard validation report and Distribute Employee Card Transaction Verification

1. Use Payables Vision Operations (USA) responsibility.

2. Submit the Pcard Validation Report
3. Submit the Distribute Employee Card Transaction Verification
** Note, name of the Pcard validation program will change depending upon your iExpenses/AP patchset level **

Confirm the data

1. Login to the core applications.

2. Navigate to Payables Vision Operations/Credit Cards/Procurement Card Transactions.
3. Note that no transactions are visible when form is opened originally.
4. Select F11 to enter query mode.
5. In the card number field enter the value 11%
6. Select CTRL-F11 to execute the query
7. Confirm that the 5 new open transactions are now available.

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