MasterCard (Procurement Card) Processing

Owned by Kathleen Avery (Deactivated)
Last updated: Aug 03, 2016
3 min read

MasterCard (procurement Card) Processing

Description:

From The Purchasing web site:  The University Purchasing Card issued by, JP Morgan Chase, is a credit card which acts as a procurement tool offering an alternative to the existing University procurement processes. It provides an extremely efficient and effective method of purchasing and paying for goods and services with a value less than $4,999.00. 

Processing:

 

A .cdf file is sent to UConn, daily, usually around 3PM, from MasterCard.  The ProCard file name begins with GUC3571C (distribution id).  The file is placed on the prod batch server PCdrop/inbound/prod.  PRD-KFS-ProCard_data_xfer runs to transfer the file to the Kuali production batch server staging/fp/masterCardInput.  The ProCard file contains cardholder data and transactional data.  

LoadMasterCardFileJob runs at 7pm each evening (Sunday thru Friday) to process the file.  Cardholder data is used to create or update information on the procurement cardholder table.  Transactional data and data from the procurement cardholder table is used to create an .xml file.  A MasterCard Summary report is sent to the Procurement Card Administrator(s), giving a detaill list of transactions on the ProCard file, sent from MasterCard.

ProcurementCardDocumentJob runs following loadMasterCardFileJob to create PCDO documents, using the .xml file as input.  Each PCDO document has one accounting line with a department account and an object code of 7130 (procurement clearing).  The documents are routed to the cardholder reconciler. 

The cardholder reconciler must then reallocate the PCDO documents from object code 7130 to an object code that is valid for PCDO documents. The reconciler may change the account number as well as the object code or even split the charge between several accounts.  In all cases the object code must be changed from 7130 to an object code that is valid for PCDO documents.

Once the PCDO document has been modified and approved by the reconciler, it will route to the Fiscal Officer(s) of the account for approval.  The PCDO document will become final, after receiving approval from the Fiscal Officer(s). 

 Additional Information:  

  1. A ProCard administrator issues a new credit card.  Information is filled into the bank software, including the default Account Number.
  2. The bank sends several type of transactions in the daily file, which is a .cdf file.  The file is encrypted on the server.  LoadmasterCardFileJob processes the transactions to build the ProcurementCardHolder records and to create a .xml file for any transactions. 
  3. A ‘4300’ transaction type contains Procurement Cardholder data.  When the job encounters this transaction type, it will add a new Cardholder record to the  procurement card holder table or modify an existing cardholder record.  The key to the table is the credit card number.  Org code is not a data field populated by the mastercard file but Account number is populated.  The Procard Adminstrator must fill in org code, cardholders Net ID, and the reconciler Group after the procurement cardholder record is created.  The default account number is verified to see if it exists in KFS.  If the default account number does not exist on the account table, an error message will be generated “Mastercard 4300 record for card number (last 6 of card number) and cardholder name (name) has invalid account number”.  This error message will appear on the MasterCard_KFS_Input.summary.ccyymmdd-hh-mm-ss-nnn.txt.
  4. A transaction type ‘5000’ is the actual credit card transaction.  The job takes these transactions and create an .xml file to be used as input to the ProcurementCardDocumentJob.  The account information is taken from the procurement cardholder table.  If the credit card number on the transaction does not have matching procurement cardholder record, then the message “MasterCard 500 record with Card number (last 6 of card number) does not exist in the card holder detail table” will appear on the MasterCard_KFS_Input.summary.ccyymmdd-hh-mm-ss-nnn.txt.  No account validation is done at this point.
  5. Transaction type ‘5000’ has many addendums.  The data on these addendums is used to populate the different tabs on the PCDO document.
  6. ProcurementCardDocumentJob runs, using the .xml file to create PCDO transactions.