A revised version of the “Adding & Maintaining P-Card Holder Profiles” Job Aid has been posted to the SMART web site: http://www.da.ks.gov/smart/Training/JobAid_PO_PCardAdmin.doc

There have been three major updates to the document:

1. Using Speedchart Keys for the default distribution information: The ‘Account’ chartfield value is a required field for P-Card transactions. P-Card transactions will NOT split correctly if the Account ChartField is left blank (empty); however,the account code is NOT a required field in a Speedchart key. To ensure appropriate distributions are reflected on P-Card transactions be sure that the Speedchart key has an Account code value if the Speedchart is going to be used as a default on a P-Card.

1. Not being able to search for P-Card transactions using the Employee ID: A possible reason for not being able to search for P-Card transactions by Employee ID is due to the P-Card single-line distribution values not being populated on the P-Card Holder profile. The Single-Line Distribution page MUST be completed in order for users to be able to search for P-Card transactions using the Employee ID. If the default needs to be a SpeedChart Key, first fill in the Single-line Distribution page, then select the “Use Multi-Line Distribution” option and set up the default using the desired SpeedChart Key.

1. Agencies can no longer delete P-Cards from the P-Card Holder profile in SMART: When P-Cards are deleted from the P-Card Holder profile in SMART, P-Card transactions charged to the deleted P-Cards and Purchase Orders associated to the deleted P-Cards are no longer accessible on-line. To address this issue, a modification has been made to remove the ‘-‘ button functionality from the P-Card Holder Profile page in SMART. If a P-Card number is entered and saved incorrectly, please submit a Service Desk ticket and a Central P-Card Administrator will assist you in correcting the P-Card number.