P-Card View/Report

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Cast & Crew Entertainment Services, in an effort to maximize efficiency with regard to a Production's purchasing needs, offers its Purchasing Card (P-Card) service.  Through this system, in conjunction with Wells Fargo Bank, a Production is able to request Purchase Cards for members of the crew which can be used anywhere major credit cards are accepted.  Productions are then able to reconcile these transactions in PSL3 using the P-Card View/Report [pcardlp] program.  Within this program, you are able to view transactions by specific Card Number and date selection, make coding assignments and then export into either A/P Entry [apte] or an Excel Spreadsheet for further modification through the Import an Excel File [xlint] screen.

 

 

Note

NOTE:

 

Please note not all databases are setup with the P-Card View/Report [pcardlp] program.  Please contact Cast & Crew's Finance Department at pcard@castandcrew.com or by phone at (818) 848-6022 to be setup to use P-Cards in PSL3 for your Production.

 

Also, for information on the administration of the Wells Fargo Commercial Card Expense Reporting (CCER) system including adjustments to credit limits, please contact Cast & Crew's Finance Department at pcard@castandcrew.com or by phone at (818) 848-6022.

 

 

 

Open:

 

To access the P-Card View/Report [pcardlp], click the 'P/C' module from the menu tree (see following screen shot).

 

You can also access this screen by typing the screen or acronym name in the blue prompt bar located above the 'Setup' menu.  Then, press Enter.

 

 

 

The screen then appears.

 

 

 

Card Information:

 

Card Number - Valid Card Numbers with purchases made are listed here.  Press the F2 Key or right click to select a Card Number. You can also choose multiple Card Numbers by holding down the Control Key and simultaneously using the mouse to select. To select all Card Numbers, leave this field blank.

 

 

Note

NOTE:

 

Please note Card Numbers are usually not listed right away after making purchases as it takes a couple of days for P-Card transactions to post to the bank and appear in this screen.

 

 

 

Transaction Date Selection:

 

Start Date and End Date - Dates to include for viewing the P-Card transactions. Press the F2 Key or right click in either date field for the calendar selection to appear. To restrict the screen to only include information for a single date, input the same date in both the Start Date and End Date fields. To select all dates from inception to future, leave both fields blank.

 

 

 

 

Include:

 

New - Select to only include data which has not previously been exported by P-Card View/Report [pcardlp] into either the A/P Entry [apte] or Import an Excel File [xlint].

 

Exported - Select to only include data which has previously been exported by P-Card View/Report [pcardlp] into either the A/P Entry [apte] or Import an Excel File [xlint].

 

Both - Select to include both New and previously Exported data.

 

 

Sort By:

 

'Transaction Date', 'New on top', 'Exported on top' are all sorting options available for you to select per your preference.

 

 

Amounts:

 

Total Billing Amount ($US) - Displays the total dollar amount billed in U.S. Currency for the selected Card Number(s).  Please note you can not access this field.

 

Total Marked for Export - Displays the total dollar amount marked for export for the selected Card Number(s).  Please note you can not access this field.

 

 

Start to populate data:

 

To proceed with the exporting process, press the F1 Key, then 'S' option or select 'Start' located in the top right hand corner of the screen.   Once you select 'Start', the transaction details at the bottom of the screen are displayed.  You are then able to mark a transaction for export and select the account number and Envelope Number (if any).

 

 

P-Card Transaction Details:

 

Export - Check mark to indicate that a given line item should be part of the A/P Entry [apte] or Import an Excel File [xlint] export process.

 

Account Number - Chart of Accounts number associated with a given transaction. Press the F2 Key or right click to choose the account number.  If the account number doesn't exist in PSL3, you can add it by pressing the F5 Key or selecting the 'Zoom' icon located on the toolbar.  This zooms into the Chart of Accounts Entry [glca] screen in which you can add the account number immediately.  Once saved, press the F1 Key, then 'F' option or select the 'Fetch' icon to fetch the account back to the P-Card View/Report [pcardlp] screen.

 

Envelope Number - User-defined code or number associated with a given transaction to correspond with receipts submitted to the accounting office.   This field can hold up to eight alpha/numeric characters.

 

ST (Status) - Exported status of the transaction.  Status types are as follows:

 

N (New) - The transaction status is New and has not been previously exported in P-Card View/Report [pcardlp]

 

E (Exported) - The P/O transaction status is Exported and has been previously exported in P-Card View/Report [pcardlp].

 

PSL3 updates the status automatically when exporting to either A/P Entry [apte] or Import an Excel File [xlint]. Please note you can not access this field.

 

Transaction Date - Displays the Transaction Date for a given line item. Please note you can not access this field.

 

Card Number - Displays the Card Number for a given line item. Please note you can not access this field.

 

Merchant Name - Displays the Merchant Name for a given line item. Please note you can not access this field.

 

Billing Amount ($US) - Displays the transaction dollar amount billed in U.S. Currency.  Please note credit amounts will appear in parentheses; for example (100.00). Please note you can not access this field.

 

 

Helpful Hints:
To save this entry, select either 'Save' icon located on the toolbar.        

 

You can also press the F1 Key, then 'U' option to Update which saves and remains on screen or press the F1 Key, then 'A' option to Accept which saves and clears the screen (most common).

 

 

 

 

Print/Preview the Report: Located in the top right hand corner of the screen, you can choose the following options to export and generate the report:

 

Print - Opens the Print Dialogue box and sends the report directly to the printer.

 

Preview - Generates a PDF format report and appears instantly on your screen.  You are still able to print from the PDF format.

 

Spreadsheet - Generates an Excel format report and appears instantly on your screen.  You are still able to print from the Excel format.  Please note if you select this option, you are able to have additional sorting options within Excel.

 

A/P Export - Allows you to export the selected transactions directly to A/P Entry [apte] in which you can post thereafter.  Please note the selected transactions must have an account number input before exporting to A/P Entry [apte] or else you will receive the following warning message:

 

 

 

 

Once all account numbers have been input, the Export to A/P screen appears in which you can apply coding to the transaction.  Input all white required fields and select the 'OK' option located in the top right hand corner of the screen.  An A/P transaction is created and the A/P Entry [apte] Reference Number displays on the screen.  Please note the purpose of the Export to A/P screen is to apply default codes to the transactions contained within a particular P-Card export.  Each individual line item may be recoded with its one attributes once the export reaches the A/P Entry [apte] screen as the transaction exports with an unposted status.  For field details in the Export to A/P screen, please refer to A/P Entry.

 

 

 

 

XLINT Export - Allows you to export the selected transactions directly into an Excel Spreadsheet specifically formatted to be re-imported back into PSL3 through the Import an Excel File [xlint] screen.  The data which can be coded in the Excel Spreadsheet is as follows:

 

Account Number
Series Code
Location Code
Set Code
1099 Code
Insurance Code
Free Field 1-4
Distribution Description
Amount *
Envelope Number
Transaction Date *
Card Number *
Merchant Name *

 

* Please note these items (marked with an '*' asterisk) are populated in the Excel Spreadsheet by P-Card View/Report [pcardlp] and it is recommended that they are not changed.  For details and step by step directions on the Import an Excel File [xlint] process into the Transaction Type of your choice, please refer to Import an Excel File.