Procurement or Team Card Procedure Visa File Processing and Error Correction

Transcription

1 Procurement or Team Card Procedure Visa File Processing and Error Correction Objectives... 1 Tips and Tricks... 1 Navigation... 1 Overview... 1 Procedure Step-by-Step Instructions to Manually Load the Visa file... 2 Transaction Error Correction Process... 8 Maintenance Error Correction Process Corporate Card Loading Inquiry Objectives By the end of this procedure, you should be able to: Load a Visa file into PeopleSoft Correct Card Maintenance Errors Resolve and Reprocess Transaction Errors Perform a Corporate Card Loading Inquiry Tips and Tricks Check for and correct errors before end of month processing so all transactions are available to users Navigation Main Menu > Travel and Expenses > Corporate Credit Cards > Load External Data Sources Main Menu > Travel and Expenses > Corporate Credit Cards > Credit Card Transaction Errors Main Menu > Travel and Expenses > Corporate Credit Cards > Credit Card Maintenance Errors Main Menu > Travel and Expenses > Corporate Credit Cards > Credit Card Load Inquiry Overview Card transactions (charges) are interfaced from Bank of America into PeopleSoft My Wallet daily. As charges come into PeopleSoft, Card Admins are responsible for monitoring Visa Card or File Errors and correcting. If there are errors, analyze and triage the scenario, then correct transaction errors or seek assistance from the Financial Systems Support contacts. Once errors are corrected Admins will reprocess the Corporate Card and/or Maintenance errors so transactions will load into My Wallet for users to reconcile. a. Visa file is loaded into PeopleSoft via automated process b. Admins analyze Card or File errors and correct c. Run process to reload corrected transactions d. Transactions associated with errors are removed from error panel e. Transactions are ready to for users to reconcile Procurement Card - Visa File Processing and Error Correction 1 Last Update:

2 Procedure Step-by-Step Instructions to Manually Load the Visa file The Visa file will be pulled by USC from the bank administering the cards. Note: Interface time to be determined after discussions with BofA. A batch process will initiate the RUN_EXDATALD run control and pass the filename as the parameter to load the transactions into PeopleSoft via the process named EX_DATA_LOAD (app engine). Procurement Card - Visa File Processing and Error Correction 2 Last Update:

3 Click Run then click OK on the Process Scheduler Request page Procurement Card - Visa File Processing and Error Correction 3 Last Update:

4 Click the Process Monitor link next to the Run button. Click the Refresh button until Run Status updates to Success and the Distribution Status updates to Posted. Procurement Card - Visa File Processing and Error Correction 4 Last Update:

5 a. If there is any process error such as No Success the Pcard Admins shall ask for assistance from Financial Systems Support contacts (i.e. PeopleSoft Consultant or Functional Analyst). b. A notification will be sent to those with SCFEX_PcardAdmin role on failure of the process only. c. On successful completion of the process, the encrypted file will be saved to a processed location. Procurement Card - Visa File Processing and Error Correction 5 Last Update:

6 Click the Details link of the process you just ran. Select the Message Log in the Actions area of the page. Procurement Card - Visa File Processing and Error Correction 6 Last Update:

7 Review the log to see if there are any rows loaded in the Credit Card Error Table A scheduled query based on the EX_VISA_STG_ERR table will be sent to the Pcard Admins listing any transactions in error; this will trigger the error correction process. Note: Maintenance errors shall be expected each run; consequently, no notification of maintenance errors to the Admins shall be necessary. Procurement Card - Visa File Processing and Error Correction 7 Last Update:

8 Transaction Error Correction Process Navigation: Main Menu > Travel and Expenses > Corporate Credit Cards > Credit Card Transaction Errors Pcard Admins review the Visa Stage Error query; triggering them to research the error. Commons Errors that could arise: Invalid ID This typically means the card has not been setup in PeopleSoft. Using the last 4 digits of the card number, the purchasing card admins shall research and update the employee profile with the correct card number. Invalid Expense Type This indicates an MCC has interfaced and is currently not assigned to an expense type. The purchasing card admins need to add the MCC and expense type Procurement Card - Visa File Processing and Error Correction 8 Last Update:

9 New MCC Group Required - If necessary, a new MCC group may need to be added. **Note: Other common errors are transaction and base currency which are not applicable to USC. Procurement Card - Visa File Processing and Error Correction 9 Last Update:

10 After correcting error(s), go back to the Visa Card Errors tab on the Credit Card Transaction Errors page and select the Reprocess Transaction check box then click the Save button. This will flag the transaction(s) to be included when the process to load Pcard data is run again. Procurement Card - Visa File Processing and Error Correction 10 Last Update:

11 Reprocess the card transaction errors. a. Navigate to the Load External Data Sources page. b. Select the Run Control ID you established for this process. c. Verify the check boxes for both Load External Data and Reprocess Corporate Card Errors are selected. The File Name field is not required when reprocessing Corporate Card Errors. d. Click the Run button. e. The Process Scheduler Request page will display, click OK. Procurement Card - Visa File Processing and Error Correction 11 Last Update:

12 Click the Process Monitor link next to the Run button. Click the Refresh button until Run Status updates to Success and the Distribution Status updates to Posted. Procurement Card - Visa File Processing and Error Correction 12 Last Update:

13 Maintenance Error Correction Process Navigation: Main Menu > Travel and Expenses > Corporate Credit Cards > Credit Card Maintenance Errors Maintenance Errors are the result of updates sent to PeopleSoft from Bank of America (BofA) due to changes on the cardholder profiles (i.e. credit limits). They are errors based on the Employee ID in the BofA Works application which does not match the PeopleSoft Employee ID. Therefore, to remove the errors they will have to be manually processed. Maintenance errors are shown on the Credit Card Maintenance Errors page, in the Visa Card Errors tab. Within the Visa Card Errors tab, in the Unmatched Corporate Card Accounts area, there are 3 more tabs for Card Errors, Other Information and Other Errors. Pcard Admins will review the errors using information from all 3 tabs and make manual corrections to the employee profile as necessary. **Note: See the document called Procurement Card Cardholder and Liaison Maintenance for more information on updating employees profiles. Procurement Card - Visa File Processing and Error Correction 13 Last Update:

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16 Pcard Admins then mark the error(s) complete, click Save then the Refresh button. This removes the error(s) from displaying on the page. Procurement Card - Visa File Processing and Error Correction 16 Last Update:

17 Corporate Card Loading Inquiry Navigation: Main Menu > Travel and Expenses > Corporate Credit Cards > Credit Card Load Inquiry Navigate to the Credit Card Load Inquiry page then click the Search button Procurement Card - Visa File Processing and Error Correction 17 Last Update:

18 After the Search Results display, click the link for the corresponding Process Instance number with a File Load Status of Error. The Process Instance number is the unique value assigned to a job when it runs. If the job has run to error (File Load Status) multiple times then you ll need to know what the process instance number is before coming to this. Most of the time, the most recent Process Instance number with a File Load Status of Error will be the one that is causing issues and you can select that one to begin your troubleshooting. Procurement Card - Visa File Processing and Error Correction 18 Last Update:

19 Note the Process Instance from the previous screen then take a screenshot of the File Load Error to be used for communication with the PeopleSoft Consultant or Business Analyst. Procurement Card - Visa File Processing and Error Correction 19 Last Update: