Procurement Card - Visa File Processing and Error Correction · 2020. 5. 27. · PeopleSoft, Card Admins are responsible for monitoring Visa Card or File Errors and correcting. If

Procurement Card - Visa File Processing and Error Correction 1 Last Update: 2018-05-23

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 ......................................................................................................................... 13

Corporate Card Loading Inquiry .................................................................................................................................... 17

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


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).


Click Run then click OK on the Process Scheduler Request page


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.


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.


Click the Details link of the process you just ran. Select the Message Log in the Actions area of the page.


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.


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


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.


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.


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.


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.


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.




Pcard Admins then mark the error(s) complete, click Save then the Refresh button. This removes the error(s)

from displaying on the page.


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


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.


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.

Documents

Procurement Card - Visa File Processing and Error Correction · 2020. 5. 27. · PeopleSoft, Card Admins are responsible for monitoring Visa Card or File Errors and correcting. If