Managing Purchasing Card (P-Card) Expenses in Dynamics 365 Finance & Supply Chain 

Purchasing cards, or P-Cards, are credit cards that are commonly issued by organizations to employees. These cards offer a convenient method for employees to make business-related purchases directly without having to go through a requisition process to seek budget approval or obtain a purchase order. This reduces administrative overhead and improves the speed of transactions all while enhancing control over purchasing activity.  

However, there can be challenges that arise when getting these expenses into an ERP system.  

SKsoft’s embedded solution automates the import of transactions and expenses into Microsoft Dynamics 365 Finance & Supply Chain. This includes expenses coded into third party systems. Along with importing the transactions, SKsoft also imports images uploaded into your third-party system and links them to the transaction line.   

Within BankFabric, users are able to configure the file import to match their provider’s export, eliminating the need for a custom file to be provided by your credit card provider. This new P-Card solution provides users with a familiar interface and robust functionality. By embedding the P-Card solution directly into D365, we ensure that users can manage their P-Card transactions with the same ease and efficiency as other financial processes within the platform. 

Having a solution like this allows all information concerning P-Cards to be observable and accessible, which allows for things like up-to-date reporting and daily visibility.  

Our P-Card module offers several powerful features designed to enhance the management of P-Card transactions: 

Using the P-Card module is straightforward and intuitive. Let’s walk through a step-by-step guide: 

The first step is to configure your file format in BankFabric.  This involves mapping the fields from your bank’s export file to the associated fields in D365. In addition to this, you need to configure your file location and communications inside of BankFabric.  Next, you would want to configure your P-Card module in TAS. Here, you determine if your offset account will be a ledger account or a vendor account.  Additionally, you will determine if your journal posts automatically upon import.   

The next step is importing a P-Card transaction. This step is done via a recurring batch job, but a user can also import on demand.  By automating the import process, you can ensure timely and accurate data entry. 

After the file is imported, you can view the import history to check that it was imported successfully. You can also see all transactions (and images) in the file and drill-down into the journal that was created.  Just because the journal is automatically created does not mean that it is automatically posted. This leaves you in full control of authorizing any amounts or allocations that are on the P-Card before it gets pushed to a ledger or account. Standard D365 workflow and approval journals can be added if needed. 

During the whole process, if an error does occur, you can view the error log to see detailed information regarding the errors, including the specific lines where issues were detected. If the journal errors are due to a D365 configuration you can adjust your settings and create the journal without having to re-import the file. This is particularly useful for managing large volumes of transactions.  

The P-Card module brings significant benefits to D365 Finance & Supply Chain users, including ramping up efficiency and automation. By automating imports and facilitating the creation of P-Card journals, this solution severely reduces manual workload and speeds up financial processes. This addition to D365 functionality does not come at the cost of a change in user interface, but instead, these parameters allow for straightforward configuration rather than requiring time consuming customization. 

This solution is fully built out yet still improving. The upcoming accrual and reconciliation functionality will further enhance the module’s capability by providing users with comprehensive transaction records.  

You are invited to experience the benefits of our new P-Card module for D365 firsthand. Schedule a demo to see how it can streamline your financial processes and improve transaction management. For more information or to get started, please reach out to our sales team at sales@sksoft.com.