Path: Material > P-Card > P-Card Transaction
The P-Card Transaction window is used to record purchases made by the card holder. Add these records in WebTMA when the P-Card holder informs you of a purchase.
When you add Parts to this window, the Warehouse access restriction applies. The logged-in user must have access to the Warehouse where the Part is stored in order to record a new Part record. The same rule applies for existing records; if the user does not have access to the Warehouse associated with a Part, he or she can see a line item but cannot edit or delete the line.
Once the record is saved, WebTMA creates an On-hand Adjustment record with an Adjustment Type Code of 25.
How to Add P-Card Transactions
The following steps describe this window in Add mode. In Add or Edit mode, choose the edit icon for a line item to view the Detail Entry flyout. The contents of the flyout window vary depending on the purpose of the transaction.
From the P-Card Transaction window:
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Choose Add on the WebTMA toolbar.
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Complete the required fields: Vendor, Transaction Type, and Card #.
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Select the Add Line link in the Details Section to open the Detail Entry flyout.
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Choose the Purchase Reason. These options are set by WebTMA and limited to the following: Issue to Work Order, Issue to Sales Order, or Purchase for Stock.
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Select the related Stocked or Non-stocked radio button that matches the reason for purchase.
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Complete the other fields on the window. The fields change based on your selection of Stocked or Non-stocked. See P-Card Transaction Purposes for more explanation.
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Choose the Save button on the flyout.
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Select Save on the WebTMA toolbar.
P-Card Transaction Purposes
P-Card transactions support different purposes classified as Purchase Types. Purchase Types are defined as follows:
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Parts Purchased for Stock
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Stock Parts Issued to Work Order
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Non-stock Parts Issued to Work Order
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Stock Parts Issued to Sales Order
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Non-stock Parts Issued to Sales Order
Since each of the listed purchase types has different requirements, the available fields vary. The following topics discuss these options.
Reminder: The Warehouse access restrictions apply to P-Card Transactions, i.e., the logged-in user must have access to the Warehouse in order to add Parts to it.
Parts Purchased for Stock
This purchase type does not support the WebTMA Plus No Charge option.
The Part Code field on the Detail Entry flyout must include a valid Part code and a valid Warehouse code; however, the Part is not required to have been stocked previously in that Warehouse.
Stock Parts Issued to Work Order
P-Card transactions for stocked items issued to a Work Order can only be applied to existing Work Orders.
Work Order attributes applied to the item include: chargeable status, applicable tax rate, and freight cost.
The window supports the WebTMA Plus No Charge field, which applies to the distribution portion of the transaction not the purchase portion.
The Account field represents the credit account for the Work Order line item. The account number is enforced as a required field. If the item is distributed to a chargeable Work Order, the transaction must be reconciled before the Work Order can be posted.
The Part Code field on the Detail Entry flyout must include a valid Part code and a valid Warehouse code; however, it is not required that the Part be stocked previously in that Warehouse.
Non-stock Parts Issued to Work Order
P-Card transactions for non-stocked items distributed to a Work Order can only be applied to existing Work Orders.
Work Order attributes applied to the item include: chargeable status, applicable tax rate, and freight cost.
P-Card purchase of non-stocked items supports the WebTMA Plus No Charge check box, which applies to the distribution portion of the transaction not the purchase portion.
The Account field represents the credit account for the Work Order line item. If the item is distributed to a chargeable Work Order, the transaction must be reconciled before the Work Order can be posted. However, an item is not eligible for posting until the P-Card transaction is reconciled.
The lines are added to the Work Order / Costs–Other Charge Section. If the charge type has a markup, it is added to the cost of the Part on the Other Charge Section charge lines.
Stock Parts Issued to Sales Order
A Sales Order is automatically created when a P-Card transaction is saved for stocked items distributed to a Sales Order.
The required fields for the Sales Order window are populated along with the item details. Like other Sales Orders, limited editing is allowed from the Sales Order window to modify information such as the chargeable status, the charge account number, the applicable tax rate, etc.
Details about the item purchased may be modified directly from the P-Card Transaction window. Rate schedules in WebTMA Plus are not supported for Sales Order; therefore, they are not applicable to this window.
This purchase type does not support the WebTMA Plus No Charge option.
The Account or Charge Account fields are required if the Chargeable check box is marked on the Detail Entry flyout. An item will not post until the P-Card transaction is reconciled.
If the Sales Order changes to chargeable status, the Sales Order will not post until charges are supplied.
The Part Code field on the Detail Entry flyout must include a valid Part Code and a valid Warehouse Code; however, the Part is not required to have been stocked previously in that Warehouse.
Non-stock Parts Issued to Sales Order
A Sales Order is automatically created when a P-Card transaction is saved for non-stocked items distributed to a Sales Order.
The required fields for the Sales Order are populated along with the item details. Like other Sales Orders, limited edit is allowed on the Sales Order window to modify information such as the chargeable status, the charge account number, the applicable tax rate, etc.
This purchase type does not support the WebTMA Plus No Charge option.
The Account or Charge Account fields are required if the Chargeable check box is marked on the Detail Entry flyout. An item will not post until the P-Card transaction is reconciled.
If the Sales Order changes to chargeable status, the Sales Order will not post until charges are supplied.
Non-stocked items process through WebTMA in the same fashion as an OTS (One-Time Sale). For reports, use the Part Type field to classify non-stocked purchases.
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