Processing PCard Transactions In APPS

The Automated Procurement and Payment System (APPS) is the mechanism by which pcard transactions flow from our bank into the general ledger system.  Part of the Coordinators vital role is to ensure that pcard charges have the proper university account number assigned to them while in APPS, before the charge is sent to the general ledger. 

Files of pcard data are downloaded from Cornell's bank on Mondays, Tuesday, Wednesday, and Thursdays.  (Downloads do not occur when the university or our bank is closed.)  Although the data is available in APPS immediately after the download, this download process takes place during the evening so Coordinators generally see new data on Tuesday, Wednesday, Thursday and Friday mornings.

All pcards have a default university account assigned to them.  This default account is used to route the transactions in APPS to the appropriate unit's queue.  Coordinators have 10 calendar days to release the charge, or it will be swept from the system automatically and charged to the default account.

Charges released from APPS (or swept automatically) will be posted to the general ledger within a few days.  When a transaction is released, the unit is debiting their account and crediting the university account that is used to pay our bank.  The university pays for all pcard charges centrally from this account.

Processing PCard transactions is described in detail in  "APPS On-line Process: Procurement Card Rebilling System".