​Introduction

Several issues can contribute to missing transactions in P-Card. These issues include, but are not limited to:

• Cards are not active at the time transactions are downloaded from the credit card company to P-Card.
• Users are not active at the time transactions are downloaded from the credit card company to P-Card.
• The transaction may not be completed by the vendor (e.g. an Internet vendor) until an item is shipped, so that the transactions are not actually processed through the credit card company when you expect them.
• An incorrect card number is added to the user profile.
• Transactions are displayed on multiple pages in P-Card.

Inactive Cards, New, or Replacement Cards

Transaction may not appear because a card is inactive in the application. Also, if you run the All Transactions or a Reconciliation report for a selected date range, a transaction may appear for a new or replacement card that has not been made active, or a card that was made inactive after the transaction came in the download from the credit card company. It is likely that the transaction does not show anywhere else in P-Card.

To correct this problem, the administrator must  open the Admin screen, click Edit next to the user's name who is missing transactions, then check the card as Active. (If a user leaves your agency, make the card active and assign a proxy verifier to the card until all transactions have processed through P-Card and to STARS.)

 Figure 1 - Inactive card

Nonactive Users

In some cases a P-Card user leaves an agency and the P-Card administrator inactivates the user in the P-Card application before all transactions are processed through the vendor and/or the bank. One symptom of this problem is that transactions are found on a report (e.g., the Transactions Not Verified, Reconciliation, or Potential Post Pending report), but cannot be found in the P-Card application itself.

Figure 2 - Find Nonactive users

Figure 3 - Nonactive user

To resolve this, change the user back to Active P-Card User, then a current user that is a Verifier All or Proxy Verifier can verify the transactions and create a transmittal that can then be approved. After the transactions are processed, you can make the user inactive again.

Internet Purchases

Transactions could be missing if they are Internet purchases. Internet purchases typically will not actually be charged to the card until the item ships, which could be several days or weeks after an order was made online. In this case, the transactions simply have not yet been completed by the vendor.

An Incorrect Card Number is Entered

Check the user’s profile and make sure the correct card number was entered. If not, inactivate the incorrect card number and add the correct one. Contact servicedesk@sco.idaho.gov to request the incorrect card number be deleted.

Transactions Displayed on Multiple Pages

Be sure to look for multiple “pages” of transactions in P-Card. The pages are denoted by a month/day date at the bottom of the grid (e.g. “8/5”.) In addition, the Page Size field will be displayed above the transaction grid. You can either select the next page of transactions or increase the page size to see all transactions on one screen (‘page’) or set it to zero.

Figure 4 - Transactions on multiple pages