Oracle Credit card and P card process:

Credit Process:
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:
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 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 expense) employee can create personal expenses along with
same expense report and send for approval. Once approved employer 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 I expense.
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 I expense for other employee create expense report and get them
reimbursed.

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 I expense
d. Create new expense report you have option to import credit transaction what was loaded
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 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:

Credit card technical flow:

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)

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.

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 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.

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

For example, a card holder's default employee expense account is 01-450-5800. The default
account template is --5900. This creates a default transaction account of 01-450-5900. 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 01-450-6000
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

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 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, its time to run a test case.

PCARD process overview:

a.
b.
c.
d.
e.

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
'Procurement Card Transactions Validation Program' will validate the loaded transaction.
Once loaded the transaction is available in Procurement card transaction form (as described
above).
'Procurement Card Transactions Verification Process' program this will verify employee (who
owns pcard) and send notification to employee to validate the transaction.
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
Once manager is verified the transaction status changes to APPROVED.
'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.
h.
i.

l.
m.

CARD NUMBER and CARD ID are mandatory to populate in interface table.

Interface validates are done by AP_WEB_PCARD_WORKFLOW_PKG

Process flow:

Purchase card technical flow:

Difference between credit and purchase card process:

Credit Card

Purchase Card

Ie I expense Module Is used

selUse self-service functionality is used

M Multiple approvers can be set

On Only one level of approval can be set

N Not applicable

Tr Transactions can be updated with different natural account and cost center

CaCategorization: user can categorize transaction itself not at distribution level Ca Categorization: user can categorize transaction at distribution record
N Not applicable

Tr Transactions can be spitted