Kansas Department of Administration

Default Chartfield for CardHolder Profile

May 3, 2019

As a reminder, when any part of the chartfield assigned to a PCard is inactive or incomplete, it causes the transaction to fail chartfield status validation.

These transactions that cannot pass chartfield status validation cannot be reconciled. These transactions are identified in Reconcile Statement as having a Chartfield Status of ‘Recycled’:

If your agency has a PCard transaction with a Chartfield Status of ‘Recycled’, please review the chartfield information on that PCard to determine the cause.

Navigation to review the chartfield(s) assigned to a PCard:

To review the chartfield(s) assigned to a PCard navigate to: Requisitions & PCards homepage > Procurement Cards tile > Manage PCards > Cardholder Profile 

After entering EmplID select the Card Data tab > Additional Information tab > Default Distib hyperlink

Required fields are:

  • GL Unit
  • Dept
  • Fund
  • Bud Unit
  • Program
  • Account

Each of the above fields must be populated and the chartfield elements applied must be active. For example, if a Department ID in the Dept field has been made inactive, it must be changed to an active Department ID to pass chartfield validation.

Optional fields are:

  • PC Bus Unit
  • Project
  • Activity
  • Source Type
  • Category
  • Sub Category
  • Svc Loc
  • Agy Use
  • ChartField 2
  • Location

If your agency chooses to use any of the above optional fields, the chartfield elements applied must be active. For example, if an Activity on the chartfield has been made inactive, it must be removed or changed to an active Activity to pass chartfield validation.

SpeedCharts may also be used as to provide the default chartfield for a PCard:

Although Account is not a required field for speedcharts, it is required for PCards. Any speedchart applied to a PCard must have an Account value.

If the speedchart used to provide default chartfields for a PCard does not have Account codes included, please see the Enter and Maintain Speedcharts Job Aid for instructions on how to update speedcharts.

For more information please consult Procurement Cards Training Guide – 01-14-14 (pages 19-25) on SMARTWeb

Once the necessary chartfield changes have been made, or if there are any questions, please submit a ManageEngine Service Desk ticket.

« Back

© 2024 Kansas Department of Administration. All rights reserved.