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School Information Systems

SISFin and

P-Card

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Benefits of P-Card

• P-Card is a credit card and can be used with any merchant who accepts them.

• Purchases can be made up to the limit the district sets per transaction.

• Replaces the need for check requests in most cases.

• Reduces paperwork and save time.

• Can be used for Internet, phone, U.S. mail, fax and in-person orders.

• Allows merchants to get paid faster.

• Requires only one check from the school at the end of each month.

• Providers (banks) offer a specially designed web site to confirm purchases and adjust budget codes.

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Setup and Use of P-Card

1. Contact bank for info (Commerce Bank, Harris Bank, and US Bank are the banks available at this time.)

2. Setup in SISFIN

3. Implement P-Card in SISFIN

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P-Card Vendor

If a vendor record already exists for the P-Card bank, skip to page 7. If not, continue with the following steps to set up a new vendor.

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Go to Maintain Vendor Info, then click Add Vendor.

Add P-Card Vendor

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Add P-Card Vendor

Select Regular Vendor.

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Add P-Card Vendor

Enter the name of the bank being used for P-Card transactions.

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Mark Vendor as P-Card Vendor

Mark this vendor as the P-Card Vendor.

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Export Accounts

Next you will need to export your Account Numbers to your P-Card bank. Go to Fund Accounts and choose Select By Segment.

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Export Accounts

Click ADD, then scroll down to Object and double-click to select it.

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Export Accounts

Double-click Range.

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Export Accounts

Enter the beginning and ending object numbers to which you want your P-Card purchases posted. (Press enter after keying in the beginning value in order to get to the entry box for the ending value.)

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Export Accounts

Now the fields to be exported must be selected. From the Maintain menu, select Show Fields.

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Export Accounts

Click Change Fields in Grid.

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Export Accounts

Click Remove All, then double-click ACCOUNT CODE to move it to the right side. It is the only field we want to display, so click Done, then click Done again to exit the Show Fields screen.

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Export Accounts

From the Reports menu, select Reports for Current Grid Selection then Export the List to an ASCII File. Choose a name for the file and a location to which you want it saved, then click Save.

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Export Accounts

Once the file has been created, follow the instructions provided by the bank to upload the file to them.

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Caution

Always make a backup

before starting P-Card import

Import P-Card File

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Import P-Card File

Your bank will send a P-Card file for you to import. The bank will instruct you how to download the file in the columnar format SISFin requires. (The file must be saved as .txt)

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Import P-Card

Click Browse for file, then find the P-Card file and double-click to select it.

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Import P-Card Add Vendor ID

Now Vendor IDs must be matched to the Vendor Names in the P-Card file. Use the F7 key to find a vendor ID or add vendors. If account numbers need to be changed, this must be done in the text file from the bank prior to importing into SISFin.

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Import P-Card to SISFIN

When all of the Vendor IDs have been entered, click the Import button to import the data. A window will appear when the import is complete.

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Print Checks

In the Accounts Payable module, select Print Checks.

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Print P-Card Batch

Select the P-Card batch and verify the amounts and total.

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Accounts Payable Print Check

Select the account from which the P-Card check will be written. This is usually the default checking account.

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Accounts Payable Check

One check will be printed to the Bank P-Card Vendor. SISFin postings will be to the original vendors.