Pcard Reports

Procurement Card Transactions

(Click on the title above to run the Web Report)

Description: Displays a listing of PCard transactions (one transaction per line) according to the entered search criteria.

Sample Report: Procurement Card Transactions

To run the report, the following must be selected/entered

  1. Search criteria - choose one of the following from the drop-down menu:
    • Cardholder McGill ID
    • Departmental PCard Reconciler (Default FOAPAL)
    • (Default FOAPAL) for FST, Fund, Organization Code, or FFM/PI McGill ID
    • (Posted FOAPAL) for FST, Fund, Organization Code, or FFM/PI McGill ID
  2. Corresponding search value - enter a value to match the selection above*
  3. Transaction Status - choose one of the following from the drop-down menu: [Transaction Status explained]
    • All
    • Unreconciled
    • Waiting for approval
    • Disputed
    • Approved
    • Auto-approved
  4. Starting purchase date - enter in the format dd/mm/yyyy or click on the Calendar icon
  5. Ending purchase date - enter in the format dd/mm/yyyy or click on the Calendar icon
  6. Excel Friendly - choose one of the following from the drop-down menu:
    • Yes
    • No

*NOTE: If searching by the combination default FOAPAL and entering a fund code, the report may return no results. This happens when the entered fund code does not fall within your Fund/Org Security. If this happens, refresh the report and instead of entering the fund code, enter the FFM/PI McGill ID.

Procurement Card Usage

(Click on the title above to run the Web Report)

Description: Displays a summary of purchases by Card Holder, with a further breakdown by Merchant (number of purchases and total amount spent), according to the entered search criteria.

Sample Report: Procurement Card Usage

To run the report, the following must be selected/entered

  1. Search criteria - choose one of the following from the drop-down menu:
    • Cardholder McGill ID
    • FST, Fund, Organization Code, or FFM/PI McGill ID
  2. Corresponding search value - enter a value to match the selection above
  3. Start Date - enter in the format dd/mm/yyyy or click on the Calendar icon
  4. Purchase End Date - enter in the format dd/mm/yyyy or click on the Calendar icon

Further information about the report

This report is specifically designed to support the directive from the Audit Committee of the Board of Governors to reduce the amount of Purchasing Cards (P-Cards) in circulation within the McGill Community. Please take careful note of the following:

  • Data is based on the default FOAPAL associated to each individual p-card.
  • Active p-cards that have never been used in a purchase transaction will NOT be represented here.
  • Cancelled p-cards have been excluded.
  • Only approved and posted transactions are shown here.
  • This report is not suitable for reconciliation purposes.

Login Instructions & Running Web Reports

  1. Click on a "Web Report Link".
  2. A Log On to InfoView window will appear: (If running multiple reports in one sitting, you will be prompted to enter information on this screen only once.)
    • Enter your McGill Username (first [dot] last [at] mcgill [dot] ca) if it is not already displayed
    • Enter your McGill Password (more information)
    • Below the McGill Password field, ensure that Authentication is set to LDAP
  3. Click Log On. (If you have data warehouse access, and are unable to proceed past this step, contact the Finance Help Desk at 514-398-3463| fishelp [dot] acct [at] mcgill [dot] ca (email).)
  4. A Database Logon screen for banrep will appear:
    • Enter your Banner UserID (User ID field)
    • Enter your Banner password. (more information)
  5. Click OK.
  6. At the prompt, enter your report parameters. Remember to complete all fields.
  7. Click OK.
  8. The report will open in a new window/tab.
  9. Use the icons in the Crystal Reports web browser to navigate through the pages, print, save, and export the report.

    Consult the IT Knowledge Base for troubleshooting tips (supported browsers, printing issues, etc.).

NOTE: If you cannot scroll through pages/down the page of a report, you may need to run the report in a different browser. More information about supported browsers is available in the IT Knowledge Base.

 

Exporting data from Web Reports & Saving a Web Report as a Crystal Report

  1. Run the report
  2. On the upper left corner, click on the diskette/paper icon called “Export this report” 
  3. Export
    • File Format:
      • Crystal Reports (RPT) – To save a copy of the web report as a Crystal Report (once saved, you will need the Crystal Report software to open this report)
      • Microsoft Excel (97-2003) Data-Only – Preferred excel version (formatting will not be preserved)
    • Page Range: All Pages 
  4. Click Export 
  5. File Download: Click Save 
  6. Select Location where to save and option, change file name 
  7. Click Save

Note: These steps were performed using Internet Explorer. For other browsers, steps 5 to 7 may differ.

 

Login Instructions & Running Crystal Reports

  1. Open the Crystal Reports software on your computer
  2. Select File > Open
  3. Select a saved report and click Open
  4. Click the Refresh button (F5) to run the report.
  5. At the prompt, enter your report parameters. Remember to complete all fields.
  6. Click OK.
  7. An Oracle Server window will appear:
    • Ensure the Service field displays banrep.mcgill.ca.
    • Enter your Banner UserID (User ID field)
    • Enter your Banner password. (more information)
  8. Click Finish.

TIPS:

  • Click the Print icon to print the report.
  • To refresh the report or run the report with new values, click the Refresh button (F5).
  • To toggle between pages, click the arrows located at the top right of the page.
  • To save the report click the Save button.
  • In the Crystal Reports environment you may edit or manipulate the report.

 

Exporting data from Crystal Reports

  1. Run the report using the Excel friendly option
  2. On the menu bar, select File > Export > Export Report
  3. Format: Microsoft Excel (97-2003) Data-only
  4. Destination: Application
  5. Click OK
  6. Excel Format: Custom
  7. Click on “Options >>>” if Options selection not available
    • Optional: Check Export Object Formatting – to keep the colour formatting from Crystal Reports
    • Uncheck Export Images
    • Uncheck Use Worksheet Functions for Summaries
    • Uncheck Maintain Relative Object Position
    • Uncheck Maintain Column Alignment
    • Uncheck Export Page Headers and Page Footer
    • Uncheck Simplify Page Headers – to export column headers
    • Uncheck Show Group Outline
  8. Click OK

 

Need HELP?

  • You will only be able to run these reports once you have FIS access and Data Warehouse Access (DWH). (If you received DWH access today, you will only be able to run the reports tomorrow.)
  • The data warehouse is Fund/Org secure. You will only see data (transactions) for the funds to which you have query access.
  • For help running the reports, contact the Finance Help Desk: 514-398-3463 | fishelp [dot] acct [at] mcgill [dot] ca (Email)