Adaco: Setting up P Cards – Fourth & HotSchedules Customer Success Portal

Overview

Using Purchasing Cards (or P-Cards) can help streamline the procurement process, freeing up time for employees and vendors alike. This article will guide through the process of setting up P-Cards as a payment method within the Purchasing & Inventory system.

Suppliers must be able to accept credit card payments in order for P-Card transactions to be successful.

Setting up P-Card Payment Method

Property Level

Go to Property > Setup > Accounting > Payment Methods
Select New to create a new payment method
In the Payment Method* field, enter P-CARD as a name
Make sure the AP System Export tick-box is not selected - this will restrict the P-Card Invoice from being exported to AP during batch export
Save

Fig.1 - Adding P-CARD as a Payment Method

Vendors

P-Card can be set as default payment method for suppliers who accept it as preferred mode of payment.

Go to Property > Vendors
Search for a Vendor and double-click it to bring up Vendor Details
Select P-Card from the Payment Method drop-down menu
Save

Fig.2 - Setting P-CARD as Payment Method for a vendor

Receiving

At the time of receiving, P-Card must be selected on the invoice if it is to be the method of payment.
If P-Card is set as the default payment method for the Vendor already, this step should not be necessary.

When receiving an order, go to the Invoice tab
If not set already, select P-CARD as the Type

The received invoice will close out on the P-Card and not be exported to Accounts Payable for payment.

Fig.3 - Selecting P-CARD on the invoice dab during receiving

Invoice Reconciliation

For P-Card reconciliation an Invoice Log report can be generated.

Go to Report Center > Report Module: Accounting
Double-click the Invoice Log report
Select P-CARD from the Invoice Type drop-down menu
Generate the report

Fig.4 - Invoice Log Report

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