Comp

Self-Service Financials:
PROCUREMENT CARD AND CREDIT CARD

FUNCTIONAL COMPARISONS
Author: S. Dalton
Last Revision: 23-May 2001 cc
(For external circulation)

Contents
1. INTRODUCTION........................................................................................................................... 3
1.1.1 Overview ........................................................................................................................... 3
1.1.2 Purpose of Document......................................................................................................... 3
2. FUNCTIONAL COMPARISONS .................................................................................................. 4
2.1 SETUP ISSUES............................................................................................................................. 5
2.1.1 Credit Card Code Sets window........................................................................................... 6
2.1.2 Credit Card Programs window........................................................................................... 6
2.1.3 Credit Card GL Account Sets window ................................................................................ 6
2.1.4 Credit Card Profiles .......................................................................................................... 6
2.1.5 Credit Cards...................................................................................................................... 7
2.1.6 Expense Report Template................................................................................................... 7
2.2 PROGRAMS AND REPORTS .......................................................................................................... 8
2.2.1 Procurement Card Transaction Validation Report.............................................................. 8
2.2.2 Procurement Card Invoice Interface Summary ................................................................... 9
2.2.3 Distribute Employee Card Transaction Verifications........................................................ 10
2.2.4 Distribute Manager Card Transactions Approvals ........................................................... 10
2.2.5 <Card Name> Transaction Loader.................................................................................. 10
2.2.6 Credit Card Transaction Validation Report...................................................................... 10
2.2.7 Create Credit Card Invoice Interface ............................................................................... 10
2.2.8 Credit Card Outstanding Charges Report......................................................................... 10
2.3 WORKFLOW ............................................................................................................................. 11
2.3.1 AP Procurement Card Employee Verification Workflow ................................................... 11
2.3.2 AP Procurement Card Manager Approval Transaction .................................................... 12
2.3.3 AP Expense Report Workflow........................................................................................... 13
2.3.4 AP Credit Card Workflow ................................................................................................ 13
2.4 USER INTERFACE ..................................................................................................................... 13
2.4.1 Categorize transactions ................................................................................................... 15
2.4.2 Selecting credit card transactions .................................................................................... 15
2.4.3 Enter/Update Accounting Segment Values........................................................................ 15
2.4.4 Split P-Card Transactions................................................................................................ 16
2.5 PAYABLES PROCESSING............................................................................................................ 16
2.5.1 P-Card Windows.............................................................................................................. 16
2.5.2 Expense Reports Window ................................................................................................. 16
2.6 DATA MODEL .......................................................................................................................... 17
2.6.1 Transaction Tables comparison ....................................................................................... 17
2.6.2 P-Card Distribution versus Expense Lines Tables comparison.......................................... 18
2.6.3 Status versus category...................................................................................................... 19
Self-Service Financials: Procurement Cards and Credit Cards Functional Comparisons Page 2
1. Introduction
1.1.1 Overview
Overview of Procurement Cards

Starting with release 11, procurement cards (P-Cards) functionality was first introduced for
both Payables and Oracle self-service web application (OSSWA) users. P-Cards are
provided by business enterprises to their employees so the employees can make routine
purchases of business-related goods and services.
Self-service employees are normally responsible for verifying the validity of the
transactions. In addition, self-service employees can also update the GL accounting for the
cost center and natural account segments, as well as split the transaction over more than one
cost center. After employees have verified the transactions, their managers will approve the
transactions when approval is required. Once the manager has approved the transactions,
then the company can create an invoice due to the credit card issuer to pay for the
transactions.
While self-service users of P-Cards can verify transactions, as well as change accounting
segment values, they do not submit their transactions on expense reports. In short, P-Cards
use a different self-service user interface, different workflow process, and different
processing windows in Payables.
Overview of Credit Cards

With release 11.0.3, Corporate credit card functionality was added to Oracle Internet
Expenses (OIE) which allowed companies to obtain credit card transaction files directly
from credit card issuers. Once these data files are loaded and validated in the system, OIE
users can select the credit card transactions to be added to their expense report.
In release 11.5.1, the corporate credit card functionality was expanded to provide for
different payment scenarios. While in 11.0.3, the only payment scenario was for the
employees to pay the credit card issuer for all charges. In 11.5.1, two additional payment
scenarios were added: Company Pay and Both Pay.
1.1.2 Purpose of Document
The purpose of this document is to provide a functional comparison between the

procurement cards functionality and the corporate credit card functionality that is provided
with OIE.
2. Functional Comparisons
Areas for Comparisons
The following areas of comparisons are:
1. Setup issues: This section will discuss the setup issues for P-Cards and
credit cards.
2. User Interface: This section will compare the different web application user
interfaces.
3. Workflow: This section will discuss the different workflow processes and
notifications.
4. Payables processing: This section will discuss the windows that are used in
Payables to process P-Cards and expense reports.
5. Reports and Programs: This section will discuss the various concurrent
manager programs that are involved with both processes.
6. Data model: This section will discuss the relevant database tables that are
used by P-Cards and credit cards.
Comparison of P-Cards and Credit Cards

This section outlines the key similarities and differences between P-Cards and
credit cards. Note that not all similarities and differences will be discussed in this
section.
Similarities between P-Cards and Credit Cards

Invoice Creation
For those of you who are familiar with the Company Pay and Both Pay payment
scenarios for credit cards, P-Cards can be considered a blend of the two
approaches in terms of creating the invoice due to the credit card issuers.
P-Cards are similar to the Company Pay in that they both use the same Payables
interface tables to create invoices. In addition, they both use a similar invoice
interface program to load the transactions in the interface tables. Finally, the
invoice due to the credit card issuer can conceivably be created as soon as the data
files that contain the credit card transactions have been received from the credit
card issuer.
P-Cards are also somewhat similar to the Both Pay scenario in that with the Both
Pay process, employees need to categorize the transactions as business or personal
and submit the credit card transactions before the credit card issuer can be paid. In
a similar fashion, P-Cards can be set up so that invoices to the credit card issuer
are not created until the user has verified the transactions, and managers have
approved the transactions.
Categorization
While used for different purposes, both types of card transactions need to be
categorized before they can be fully processed. For P-Cards, the categorization is
the status of the P-Card. As will be seen further in the comparison section, the
status can control when the invoice due to the credit card issuer is created, whether
the employee can select P-Card transactions for processing, and whether the
manager needs to manually approve the transactions or not. For credit cards, users
must categorize transactions before they can be submitted on the expense report.
Differences between P-Cards and Credit Cards

Processing considerations
There are a couple of issues to consider regarding processing.
First, the process flow for P-Cards can be different depending on system setup.
Specifically, it is not mandatory that employees and managers process the
transactions so that the transactions eventually get paid and accounted for in the
GL. If a company so desires, they can set up the system so that employee
verification and manager approval are automatic. There are also a couple of
permutations on this processing issue for P-Cards. In contrast, credit card users
must intervene and add the credit card transactions to their expense report before
the entire processing cycle can be completed.
Second, during verification, P-Card users can change the default account values
for the cost center and the natural account. credit card users currently do not have
this functionality available to them.
Third, P-Card users can split a transaction’s cost center and natural account
distribution into multiple records. For credit card users, while they cannot directly
change the accounting for a credit card transaction, they can indirectly do so by
using the itemization functionality.
Categorization
While categorization was considered a similarity, there are also differences
regarding this functionality. The primary difference is that credit card users
actually categorize the transaction itself and not the distribution record. In
contrast, P-Card users categorize the transaction’s distribution records, and not the
P-Card transaction itself.
Another difference is that credit users categorize credit card transactions as

business or personal. For P-Cards, users can categorize the status of a P-Card
distribution transaction by selecting from five different status values.
Second, during verification, P-Card users can change the default account values
for the cost center and the natural account. credit card users have no such
functionality available to them.
2.1 Setup Issues
Background
Currently P-Card has more extensive setup requirements than credit cards. While
P-Card uses five different setup windows, credit cards only uses two of these five
windows.
2.1.1 Credit Card Code Sets window
Current Functionality
This window is used to define procurement card code sets that can be used to
create default accounting distributions for transactions that are imported from the
procurement card issuer. These codes usually represent Standard Industry
Classification (SIC) codes or Merchant Category Codes (MCC), which are used to
identify suppliers and supplier types for the transactions employees incur when
they use their procurement cards.
Credit cards do not currently use the functionality provided by this setup step.
2.1.2 Credit Card Programs window
This window is used to define procurement card programs for each card issuer. In
addition, this window is used to setup card programs for credit card programs.
While both types of programs use this window, currently credit cards do not use
the following capabilities:
• Credit Card Code Sets: As discussed in section 2.1.1, card code sets are not
currently used by credit cards.
• Exception Clearing Account: This is the account to which Payables will
record exceptions if the P-Card validation program tries to create a
transaction distribution for an invalid GL account.
• Do Not Pay if Status Is: Companies can control when invoices are created
for P-Card transactions. For example, if a company does not want to create
an invoice until the P-Card transaction has been approved by a manager,
they can set up the system to prevent this from happening.
2.1.3 Credit Card GL Account Sets window
This window is used to create a list of GL natural accounts that self-service
employees can use to change the default accounting for the P-Card transaction
distribution records. This assumes that the system was setup to allow P-Card users
to verify and update these records. The system can also be setup so that the user
either sees only the description associated with the natural account, or the natural
account value itself.
Credit cards does not currently use the functionality provided by this setup step.
2.1.4 Credit Card Profiles
For purposes of this comparison, this window is used to define the following
information for a P-Card card program:
• Card Program Name: The card program name to which this profile applies.
• Default Account Template: This template is used to provide default
account values when the GL accounting distributions are built for the P-
Card transaction distribution records. If any segments are defined for this
account template, then these values are used instead of the employee’s
default expense account code combination defined in Human Resources.
• Build Acct from Code: Select this check box to overlay the employee’s
default expense account and the default account template with the natural
account defined in the Credit Card Code Sets window discussed above.
• GL Account Set Name. Select a GL Account Set Name from the LOV to
be used with this profile. Each credit card profile utilizes one and only one
GL Account Set.
• Allow Status Personal: This check box allows companies to indicate
whether a P-Card transaction can be designated by an employee as personal
or not.
• Allow Direct Account Entry: This check box allows users to manually
enter GL natural account values rather than just selecting the values from a
pop-up list of values that were defined in the GL Account Sets window.
• Employee Notifications: This setup determines whether employees are
notified or not about P-Card transactions in the system. In addition, this
setup determines whether P-Card transactions are automatically verified, or
whether employees must manually verify P-Card transactions.
• Manager Notifications: Similar to the employee notifications, this setup

determines whether managers will receive notifications or not regarding
verified P-Card transactions. In addition, this setup determines whether a
manager needs to approve the verified records or whether this approval is
automatic.
Credit cards currently do not use the functionality provided by this window.
2.1.5 Credit Cards
Both P-Cards and credit cards use this window for setting up credit cards for
employees.
2.1.6 Expense Report Template
Expense report templates are used by the system as the basic control over various
functionality related to reimbursable expenses. In terms of this document, it can
determine default GL account segment values, and default tax codes. Since the P-
Cards functionality does not use the expense report process flows, P-Cards do not
use the expense report template.
2.2 Programs and Reports
Background
P-Cards utilizes the following concurrent manager programs:
1. Procurement Card Transaction Validation Report
2. Procurement Card Invoice Interface Summary
3. Distribute Employee Card Transaction Verifications
4. Distribute Manager Card Transactions Approvals
In addition, P-Cards has the Procurement Card Test Data Prepopulation report.
(However, no information could be found in the 11i Payables User’s Guide for this
report.)
Credit cards utilize the following concurrent manager programs that are relevant to
this comparison:
5. <Card Name> Transaction Loader
6. Credit Card Transaction Validation Report
7. Create Credit Card Invoice Interface
8. Credit Card Outstanding Charges Report
2.2.1 Procurement Card Transaction Validation Report
The first step to processing P-Card transactions is to load the transaction data files
into the AP_EXPENSE_FEED_LINES_ALL table. After P-Card transactions
have been loaded into this table, the next step is to run the Procurement Card
Transaction Validation Report. To run this program, users must specify a card
program in the parameters list. In addition, they can specify a transaction start
date and transaction end date.
This program is similar to the Credit Card Transaction Validation Report program
documented in section 2.2.6 for credit card transactions. This program is used for
the following purposes:
• Validate P-Card transactions that have been loaded into the table
• Build the default GL accounts for the P-Card distribution records in the
AP_EXPENSE_FEED_DISTS_ALL table
• Establish the status for each distribution record
The validation component of this program is essentially the same validation that is
performed by the credit card validation program. Unlike the credit card validation
program, this program also builds default GL accounts based on system setup.
Also unlike the credit card validation program, this program can automatically
verify and approve P-Card distribution records based on the setup in the Credit
Card Profiles window.
Regarding the status of the transactions, the following matrix shows what the
status of a P-Card transaction will be after the validation program completes. The
status values are based on the notification setup in the Card Profiles window
(ENM stands for employee notification method and MNM stands for manager
notification method).
ENM = None ENM = Notification Only ENM = Verification Required
MNM = None Approved Validated Validated
MNM = Notification Only Verified Validated Validated
MNM = Approval Required Verified Validated Validated
2.2.2 Procurement Card Invoice Interface Summary
This program is used by P-Cards to create the invoice due to the credit card issuer.
Specifically, when this program is run, invoice and invoice line records are created
in the AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE
table respectively.
To run this program, users must specify a card program and whether or not they
want to rollup transactions by account. The latter required parameter determines
whether a single invoice line record is created from each record in the
AP_EXPENSE_FEED_DISTS_ALL table, or whether a single invoice line is
created from multiple P-Card distribution records.
At a functional level, the P-Card program operates almost exactly the same as does
the Create Credit Card Invoice Interface program. There are some differences
between these two programs:
• P-Cards setup is more flexible in terms of which P-Card distribution records
are picked up for invoice creation (see the discussion for Credit Card
Programs setup in section 2.1.2 for information on how this control works.)
• The use of the rollup parameter for P-Cards as discussed in the last
paragraph.
• The P-Card program is used for all P-Card transactions while for credit card
transactions the program is only used when a company uses the Company
Pay payment scenario.
• Related to the last bullet, once the P-Card program has been run, all system-
derived accounting for P-Card activity is complete. In contrast, for the
Company Pay process, the system-derived accounting is not complete until
the invoice created from the employee’s expense report is imported into
Payables.
At a technical level, the primary difference is that the P-Cards program operates
on the P-Card distributions table while the credit cards program operates on the
table that contains the credit card transactions themselves.
2.2.3 Distribute Employee Card Transaction Verifications
This program is used to initiate the AP Procurement Card Employee Verification
Workflow process. For a discussion of the functionality of this workflow process,
see the Workflow comparison in section 2.3.
When users run this program, from the parameters list they can select the card
program, an employee’s name, and a feed distribution status. The possible values
for the feed distribution status are Hold, Rejected, and Validated.
2.2.4 Distribute Manager Card Transactions Approvals
This program is used to initiate the AP Procurement Card Manager Approval
Transaction workflow process. For a discussion of the functionality of this
workflow process, see the Workflow comparison in section 2.3.
2.2.5 <Card Name> Transaction Loader
The loader programs is used only by credit card programs. The program is used
to load the credit card transactions in the AP_CREDIT_CARD_TRXNS_ALL
table. Currently there are four loader programs for each major credit card
provider.
2.2.6 Credit Card Transaction Validation Report
This program is used only by credit card programs. It is designed to validate the
credit cards that have been loaded in the AP_CREDIT_CARD_TRXNS_ALL
table. As noted in section 2.2.1, this program is similar in nature to the
Procurement Card Transaction Validation Report. See section 2.2.1 for a further
discussion of the current functionality for both of these programs.
2.2.7 Create Credit Card Invoice Interface
This program is used only by credit card programs. It is designed to create invoice
records in the Payables invoice interface tables. As discussed in section 2.2.2, it is
similar in nature to the Procurement Card Invoice Interface Summary program.
See section 2.2.1 for a further discussion of the current functionality for each
program.
2.2.8 Credit Card Outstanding Charges Report
This program is used only by credit card programs. It is designed to notify both
managers and employees of credit card transactions that have not been submitted
on an expense report. In addition, it sends notifications to managers to remind
them of unapproved expense reports that have credit card expenses on the expense
report. It also provides information regarding expense reports with credit
expenses that have not been approved/verified by the Accounts Payable
department. In addition to the notifications that are sent, a report is also generated
that provides a complete listing of all credit card transactions and the status of
each transaction.
When a user runs this report, they must specify a card program. In addition, they
can optionally select such report parameter values as whether to send notifications,
minimum transaction amounts, and start and end billing dates.
While P-Card programs do not use this program, the programs discussed in
sections 2.2.3 and 2.2.4 above perform similar notifications activity.
2.3 Workflow
Background
As outlined in the Programs and Reports section above, P-Card programs use two
separate workflow processes:
1. AP Procurement Card Employee Verification Workflow
2. AP Procurement Card Manager Approval Transaction
T&E card programs also use two separate workflow processes:

3. AP Expense Report
4. AP Credit Card
2.3.1 AP Procurement Card Employee Verification Workflow
This workflow is only used by P-Card programs and is used in conjunction with
system setup to notify employees when they have P-Card transactions in the
system. This workflow process is also used in conjunction with system setup to
determine whether employees need to verify the P-Card transactions. The setup is
performed in the Credit Card Profiles window and has the following setup options
(only one of the three options can be selected):
• No Notifications: When this option is selected, then no notifications are
ever sent to the employee regarding P-Card transactions in the system.
Perhaps more importantly, with this setting P-Card transaction distribution
records are automatically set to a status of ‘Verified’ by the system once the
Procurement Card Transaction Validation Report is run (see section 2.2.1
for a discussion of this report).
• Notifications Only: When this option is selected, then employees only
receive notifications regarding P-Card transactions. However, they cannot
perform any updates to the P-Card transaction distribution records. Instead,
the system automatically updates the status to ‘Verified’ once this workflow
process is complete.
• Verification Required: When this option is selected, then employees
receive a notification that indicates they need to verify the P-Card
transaction distribution records listed on the notification. In this case, users
have two ways to verify the transactions. First, they can verify all P-Card
distribution records directly from the notification. Second, they can access
the Verify Open Transactions page and manually change the status to
‘Verified’ for each individual distribution record.
The following table shows what the status would be for a transaction after this
workflow process is complete for a particular transaction (ENM stands for
employee notification method and MNM stands for manager notification method).
ENM = None * ENM = Notification ENM = Verification

Only Required
MNM = None Approved (validation Approved (automatic) Approved (automatic after

program) employee manually verifies)
MNM = Notification Only Verified (validation Verified (automatic) Verified (manual)

program)
MNM = Approval Required Verified (validation Verified (automatic) Verified (manual)

program)
* Note that, when ENM is None, the employee verification workflow has no
impact on the status of the transactions since the status was already set by the
procurement card transaction validation program.
2.3.2 AP Procurement Card Manager Approval Transaction
This workflow is only used by P-Card programs and is used in conjunction with
system setup to determine whether to notify a manager when their direct reports
have verified P-Card transactions. In addition, this workflow process is used in
conjunction with system setup to determine whether managers need to approve the
verified P-Card transactions. The setup is performed in the Credit Card Profiles
window and has the following setup options (only one of the three options can be
selected):
• No Notifications: When this option is selected, then no notifications are
ever sent to the manager regarding their direct reports’ P-Card transactions.
Perhaps more importantly, with this setting P-Card transaction distribution
records with a status of ‘Verified’ are automatically set to a status of
‘Approved’ by the system once this workflow process is complete for the P-
Card transactions.
• Notifications Only: When this option is selected, then manager only
receive notifications regarding P-Card transactions incurred by their direct
reports. Similar to the No Notifications setting, with this setting P-Card
transaction distribution records with a status of ‘Verified’ are automatically
set to a status of ‘Approved’ by the system once this workflow process is
complete for the P-Card transactions.
• Approval Required: When this option is selected, then managers receive a
notification that indicates they need to approve or reject the verified P-Card
transaction distribution records listed on the notification. The manager then
needs to approve or reject the P-Card distribution records.
2.3.3 AP Expense Report Workflow
This workflow is currently used only for expense reports. Therefore, P-Card
transactions do not use this workflow. This is a quite extensive workflow that
manages all aspects of an expense report from the time an expense report is
submitted, up until the Accounts Payable department verifies receipts and
approves the expense report.
2.3.4 AP Credit Card Workflow
When the Credit Card Outstanding Charges Report program is set to send
notifications, this program activates the AP Credit Card workflow. This workflow
can generate six separate processes:
• Unsubmitted Credit Card Charges: This process sends notifications to
inform managers when their direct reports have outstanding credit card
charges that have not yet been submitted on an expense report.
• Unapproved Expense Report: This process notifies managers that expense
reports submitted to them by their direct reports requires their review and
approval.
• Payment to Card Issuer: This process notifies employees when their
company has made a payment directly to the credit card issuer for the
employee’s credit card charges.
• Payment to Employee: This process notifies employees when their
company has made a direct deposit to the employee’s bank account for
credit card charges that the employee incurred and submitted on an expense
report.
Payment to Employee by Check: This process notifies employees when their
company has made a payment by check for credit card charges that the employee
incurred and submitted on an expense report.
2.4 User Interface
Background
The web applications UI for P-Cards is relatively simple. For purposes of
processing P-Cards, users have three application pages to work with: the Search
Open Transactions page, the Open Transactions page, and the Verify Open
Transactions page. After users perform a search, they can do the following to the
distribution records:
• Update the status to one of five values. The primary status value is
‘Verified’. Until a P-Card transaction has a value of ‘Verified’, the P-Card
transaction cannot be approved by the manager.
• Change the default values for the cost center and natural account accounting
segments.
• Users can split transactions into multiple records.
In addition to the different functionality provided for each card program type, there
is one key difference between P-Card transactions processing and T&E credit card
transactions processing. For P-Cards, users perform their processing on the P-
Card transaction distribution records, not on the P-Card transactions themselves.
(For reference purposes, these P-Card distribution records are maintained in a
different database table from the P-Card transactions themselves.) In contrast, for
T&E card transactions, there is no such concept as T&E card distribution
transaction records. Therefore, users process the T&E card transactions
themselves.
As discussed in the Workflow section above, users have an additional option to

verify P-Card transactions by verifying all P-Card transactions listed on a
particular workflow notification.
Current P-Card Pages Functionality

As noted above, there are three pages that are used when users process P-Card
transactions. The first two pages are the same icx-provided search pages that are
used by OIE for expense report history searches.
The Search Open Transactions page appears the same as the search page provided
for the expense reports history search. The one difference with the P-Card search
is that the attributes provided in the first pop-up list are different from the
attributes provided for expense report searches.
After a user selects their search criteria and performs the search, they are given the
Open Transactions page. For purposes of this document, the columns of
information provided for a P-Cards search is different from the columns provided
by the expense reports search. The first column is the Status column and provides
the user with the status of the P-Card transaction distribution record. The value in
this column has an active link which, when clicked, takes the user to the
Procurement Card Transaction Verification page (name of the page in release 11).
On the Procurement Card Transactions Verification page, the user is presented

with four separate regions:
1. Record information region: This includes the employee name, the card
number, a reference number, and the amount of the distribution record.
2. Status and Accounting Info region: The following fields are available in this
region:
• Status: Users can change the status to Disputed, Hold, Personal,
Validated, Verified.
• Account: Depending on system setup, users can either select a
natural account from a pop-up list. Or, users can directly enter a
natural account value. When the field is a pop-up list, users do not
see the actual number but instead see a description value.
• Cost Center: Users can change the cost center accounting segment
value.
• Amount: Users can use this field in conjunction with the Split region
discussed below.
• Description: Users can enter a description that, for example,
indicates why they placed a transaction on hold.
3. For Split region: This region is used when a user wants to split a single
distribution record into two or more records. The available fields are the
same as the Status and Accounting Info region fields. When a split is
performed, the new amounts need to total the original amount or the user
will receive an on-page error message.
4. Buttons region: Users can select Done, Cancel, or Reset.
Note that users can also “Verify” transactions via notifications generated from the
AP Procurement Card Employee Verification Workflow. See section 2.3. above
for a discussion of this functionality.
2.4.1 Categorize transactions
For P-Cards, the current functionality is discussed in the last section titled ‘Current
P-Card Pages Functionality’.
For credit cards, users currently can only categorize credit card transactions when
they are creating or modifying an expense report. In 11.5.1, this is done when a
user clicks on the Get Credit Card Transactions button.
2.4.2 Selecting credit card transactions
For P-Cards, the current functionality is discussed in a prior section titled ‘Current
For credit cards in Release 11.5.1, users must click on the Get Credit Card
Transactions button to access the Credit Card Transactions page. This page is
used to add credit card transactions to their expense report by selecting from the
list of credit card transactions that is displayed on this page.
2.4.3 Enter/Update Accounting Segment Values
For credit cards, users cannot enter or update the natural account or cost center
segment values. Users can indirectly update the cost center segment value based
on the cost center value at the header level. This value is used for the cost center
segment value only if the expense report template is not setup with a default value
for this segment.
2.4.4 Split P-Card Transactions
For credit cards, users currently use the Receipt Itemization page to split a single
credit card transaction into multiple expense lines.
2.5 Payables Processing
Background
For P-Cards, two separate windows are used to process P-Card transactions:
• Procurement Card Transactions window
• Transaction Distributions window: This window is used to update P-Card
transaction distribution records. The functionality provided on this window
is virtually the same as the functionality provided to self-service users when
they use the Verify Open Transactions page discussed in section 2.4 above.
One key difference is that users can split a record into multiple records at
the same time using this window. In contrast, web apps users can only split
into another single line at the same time.
For credit cards, they are processed on expense reports. Therefore, these
transactions will be found as expense lines on the Expense Reports window.
2.5.1 P-Card Windows
The Procurement Card Transactions window lists all P-Card transactions that have
been loaded in the system. No actual processing can be performed on this
window. Instead, the P-Card transactions can only be queried on this window.
The Transaction Distributions window lists all P-Card distribution records
associated with a single P-Card transaction. This window is used to update P-Card
transaction distribution records. The functionality provided on this window is
virtually the same as the functionality provided to self-service users when they use
the Verify Open Transactions page discussed in section 2.4 above.
2.5.2 Expense Reports Window
For purposes of OIE users, the Expense Reports window exists primarily to allow
the Accounts Payable department to verify receipts and then to approve the
expense report. The AP staff could also update or split expense lines if they feel
that an employee did not properly record or account for an expense line.
2.6 Data Model
Background
For P-Cards, there are two separate database tables:
• AP_EXPENSE_FEED_LINES_ALL:
• AP_EXPENSE_FEED_DISTS_ALL:
For T&E credit card transactions, there is only one table:

• AP_CREDIT_CARD_TRXNS_ALL
This section will document similarities and differences between the relevant tables.
For section 3.6.1, a comparison will be performed between the
AP_EXPENSE_FEED_LINES_ALL and the AP_CREDIT_CARD_TRXNS_ALL
table. For section 3.6.2, a comparison will be made between the
AP_EXPENSE_FEE_DISTS_ALL and the
AP_EXPENSE_REPORT_LINES_ALL table.
2.6.1 Transaction Tables comparison
The AP_EXPENSE_FEED_LINES_ALL table is where all P-Card transactions

are loaded. Similarly, the AP_CREDIT_CARD_TRXNS_ALL table is where all
T&E credit card transactions are loaded. Therefore, since each of these tables
represent the actual credit card transactions, it will be helpful for the overall
comparison to understand the similarities and differences between the two tables.
Similarities
Some of the key similarities between the two tables include the following:
• Both tables contain many of the same data elements. For example, both
tables list the card and card program information; transaction amounts,
currency conversion rates, and posted amounts; merchant information such
as name, address, and merchant tax id; and merchant industry identifiers
(card_code_value in the P-Cards table and mis_industry_code and sic_code
in the T&E table).
• Both tables are loaded with the transaction data files obtained from the
credit card issuers.
• Both tables are processed after loading into the tables using a concurrent
manager program.
Differences
Some of the key differences between the two tables include the following:
• The P-Cards table is not used during UI processing of P-Cards. In contrast,
the credit cards table contains the transactions that employees select to be
added to their expense reports.
• Categorization of transactions for credit cards is performed in this table. In
contrast, the “categorization” (status) of P-Card is not performed on these
records.
• The credit cards table contains many more columns than does the P-Cards
table. The majority of these additional columns relate to specific travel-
related data such as information about hotels, car rentals, airlines, etc.
2.6.2 P-Card Distribution versus Expense Lines Tables comparison
The AP_EXPENSE_FEED_DISTS_ALL table is where all P-Card transaction

distribution records are held. For P-Cards users, when they perform their updates
on records, it is the records in this table that get updated.
The AP_EXPENSE_REPORT_LINES_ALL table contains the records related to

the expense lines that users enter on an expense report.
Similarities
Some of the key similarities between the two tables include the following:
• Both tables contain GL account distribution information about each record.
• Related to the first bullet, the records in each table relate to the eventual
invoice distribution records.
• Records in both tables represent records upon which users perform most of
their work. For P-Cards, all work is performed on records in the P-Cards
table.
Differences
Some of the key differences between the two tables include the following:
• While both tables maintain GL account distribution information, how this
information is determined is quite different, at least in terms of the timing of
when it happens. For P-Cards, the default GL account distribution occurs
once the records are first created which is when the P-Card validation
program is run. In contrast, the distribution information is not created for
expense lines until the transactions have been added to an expense report
AND the expense report is submitted for manager approval.
• Related to the last bullet, and as indicated throughout this comparison, the
defaulting mechanism for the P-Cards GL account distributions is different
from that used for credit cards. To summarize, for P-Cards, the GL account
distributions are derived based on the setup at the card program level. In
contrast, the GL account for expense lines is determined based on the setup
in the expense report template and/or the employee’s HR setup.
Additionally, P-Cards have a more robust defaulting mechanism.
• Also related to GL accounting, for P-Cards users can update the natural
account and cost center segment values. For credit cards, OIE users cannot
update these values. Only AP personnel can update these values.
• The status of the records is different. For P-Cards, each distribution record
has a status. For T&E cards, the status is determined based on where the
expense report is in the workflow process (See the following section for
additional information about the status).
2.6.3 Status versus category
As outlined earlier, there are a number of similarities and differences between the
P-Card Status functionality and the credit card Category functionality. For P-
Cards, the Status value maps to the status_lookup_code column in the
AP_EXPENSE_FEED_DISTS_ALL table. For credit cards, the Category maps to
the category column in the AP_CREDIT_CARD_TRXNS_ALL table. The issues
to keep in mind are:
• For P-Cards, the status values can determine when the invoice is created for
the credit card issuer, how the transactions are processed in the P-Card
workflows, and whether or not employees can verify the transactions and
whether managers can manually approve them.
• For P-Cards, the status is associated with the P-Card transaction’s
distribution records. As discussed above, these distribution records are
maintained in a separate database table from the P-Card transactions
themselves. For credit cards, the categories are for the credit card
transactions themselves. There is no separate table for credit card transaction
distribution records.
• Related to the last bullet, the transactions themselves do not maintain any
accounting information in the AP_CREDIT_CARD_TRXNS_ALL table.
Accounting distributions are only established for a credit card transaction
once the transaction has been added to the expense report.
• For P-Cards, there are a total of seven different values for the Status. For
credit cards, there are only two values.
• For P-Cards, one of the values for the status is Validated. Validation for
credit card transactions is handled by a different column in the database
table.

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Self-Service Financials:

PROCUREMENT CARD AND CREDIT CARD

Last Revision: 23-May 2001 cc

(For external circulation)

Overview of Procurement Cards

Overview of Credit Cards

1.1.2 Purpose of Document

The purpose of this document is to provide a functional comparison between the

Comparison of P-Cards and Credit Cards

Similarities between P-Cards and Credit Cards

Differences between P-Cards and Credit Cards

Another difference is that credit users categorize credit card transactions as

2.1 Setup Issues

2.1.2 Credit Card Programs window

2.1.3 Credit Card GL Account Sets window

2.1.4 Credit Card Profiles

• Manager Notifications: Similar to the employee notifications, this setup

2.1.5 Credit Cards

2.1.6 Expense Report Template

2.2.1 Procurement Card Transaction Validation Report

ENM = None ENM = Notification Only ENM = Verification Required

MNM = None Approved Validated Validated

MNM = Notification Only Verified Validated Validated

MNM = Approval Required Verified Validated Validated

2.2.2 Procurement Card Invoice Interface Summary

2.2.4 Distribute Manager Card Transactions Approvals

2.2.5 <Card Name> Transaction Loader

2.2.6 Credit Card Transaction Validation Report

2.2.7 Create Credit Card Invoice Interface

2.2.8 Credit Card Outstanding Charges Report

T&E card programs also use two separate workflow processes:

2.3.1 AP Procurement Card Employee Verification Workflow

ENM = None * ENM = Notification ENM = Verification

MNM = None Approved (validation Approved (automatic) Approved (automatic after

MNM = Notification Only Verified (validation Verified (automatic) Verified (manual)

MNM = Approval Required Verified (validation Verified (automatic) Verified (manual)

2.3.2 AP Procurement Card Manager Approval Transaction

2.3.3 AP Expense Report Workflow

2.3.4 AP Credit Card Workflow

2.4 User Interface

As discussed in the Workflow section above, users have an additional option to

Current P-Card Pages Functionality

On the Procurement Card Transactions Verification page, the user is presented

2.4.1 Categorize transactions

2.4.2 Selecting credit card transactions

2.4.3 Enter/Update Accounting Segment Values

2.4.4 Split P-Card Transactions

2.5 Payables Processing

2.5.1 P-Card Windows

2.5.2 Expense Reports Window

2.6 Data Model

For T&E credit card transactions, there is only one table:

2.6.1 Transaction Tables comparison

The AP_EXPENSE_FEED_LINES_ALL table is where all P-Card transactions

2.6.2 P-Card Distribution versus Expense Lines Tables comparison

The AP_EXPENSE_FEED_DISTS_ALL table is where all P-Card transaction

The AP_EXPENSE_REPORT_LINES_ALL table contains the records related to

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