Employee Procurement Card Support in Fusion Self Service

Procurement
One of the most common and frequent queries from customers is about how and if the
Procurement Card (P-Card) related feature is supported in Self Service Procurement. There is
continued interest among customers on how to configure a procurement card and how to
select a procurement card when creating a requisition and so on.

This article discusses the above aspects in a bit more detail.

What is supported?

What is supported in the P2P flow is the use of employee procurement cards to make
purchases from suppliers who accept procurement cards as a payment method.

 You can choose to indicate your intent to use your P-card when creating a requisition.
 Once the requisition is approved, a PO is generated and issued to the Supplier. The
status of the PO moves into Closed for Invoicing since no invoices will be created
because the supplier will be paid via the P-card.  
 Supplier sends goods or materials and once the receipt is recorded, the PO status
becomes Closed for Receiving.

Note: Currently, the ability to support Supplier P-cards for purchases made through the Self
Service Procurement flows and its integration with Account Payables is not available. You
can up vote the idea if you have similar requirement:
https://cloudcustomerconnect.oracle.com/posts/e9823c9a9a

How to configure?

You can create Corporate Cards for employees through the Manage Corporate Cards task. To
create a corporate card, you must have a corporate card program configured with card type
Procurement. It must have company accounts defined to choose on the card program.

When you are creating the card, enter the following data:

 Corporate card program

 Company account name
 Token or masked corporate card number
 Employee name and number
 Expiration date
 Maximum amount per transaction
 Maximum amount per billing period

Note: Corporate cards are company account specific. For example, if an employee transfers
to another organization within your company and the organization belongs to another
company account, you must create the corporate card again with the applicable company
account name.
How to select a P-card on the Requisition?

The ability to use a Procurement Card is not enabled in Self Service Procurement out of the
box. You must enable it in the Edit Requisition page using the page composer.

Steps to enable P-Card on the Edit Requisition page:

To enable page composer, from the user menu options select Edit Pages, and create and enter
a Sandbox with Page Composer checked.
Once you are in the Sandbox, navigate to the Edit Requisitions page and edit the page.

Click on the Structure tab and slide up the horizontal black bar present at the bottom of the
page to see the structure.

Click on Justification or any other field in the header and Edit the component. It will take you
the tree structure and select Procurement Card in the panelFormLayout. Click on Edit.

In the Procurement Card component properties check Show Component checkbox. Click on
Apply followed by OK.
The field is now displayed. Click on Close in Page composer.
Publish your sandbox so that the changes are saved and applicable over the site.

If the preparer has any P-cards that are eligible to be used, then it will be available for
selection on the requisition.

An employee procurement card will be available in the Procurement Card drop down if ALL
the following are true:

 The Procurement Card belongs to the preparer.

 The Procurement Card belongs to a card program of type Procurement.
 The Procurement Card is not expired. (Expiration date > current date)
 The Procurement Card is active. (Inactive date >= current date)
 The Procurement Card’s card program is active. (Inactive date >= current date)

These pages will show the P-card by default:

 Manage requisitions - The 'Procurement Card' column in the search results table
displays the procurement card number associated with requisition.
 Requisition details page
 Requisition PDF
 Requisition Life Cycle - The Payments region will be displayed for flows where
procurement card is used for payment (when purchase order with a procurement card
 reference is approved). The procurement card displayed here is the procurement card
used on the purchase order.

What type of requisitions are supported with P-Card?

Even though the Procurement Card is selected on the requisition header, it will be applied
only when:
a) The requisition line is added with Source Type = Supplier and Destination Type =
Expense
b) The supplier site on the line is Procurement Card enabled
c) The line doesn’t contain any projects associated.

Put another way, ANY of the following cases prevents any Procurement Card from being
applied to a requisition line:
 The destination type of the line is inventory. Inventory replenishment cannot be
charged to Procurement Card.
 At least one of the distributions of the line is assigned to a Project.
 The supplier site of the line is not Procurement Card enabled.
 The requisition line is for an internal transfer (i.e., source type is Inventory).
 The requisition line has work order as its destination type.
 The requisitioning BU is enabled for Budgetary Control and Encumbrance
Accounting.

Note: Negotiation flows using a P-Card as payment cannot coexist because upon negotiation
creation, the P-card on the requisition is dropped and is not carried forward to the
downstream purchase order.

How to set transaction limits when using P-Cards on requisition?

You can set the maximum amount allowed per transaction for each employee procurement
card in the manage corporate cards. The transaction limit specifies how much can be spent on
purchases using that Procurement Card. If the card limit doesn't exist, there will be no
transaction limit

The sum of amounts (not including tax) of all lines that have the Employee Procurement Card
assigned must be less than the transaction limit of the Employee Procurement Card. If this
validation fails, requisition submit won’t be allowed.

How to route requisition approvals based on P-card?

You can use line level attribute ‘Procurement Card’ to route the requisition approvals.

The line level Procurement Card attribute can have one of the following values:
 Yes - Employee Procurement Card is applied to the line.
 No - No Procurement Card is applied.