PCards (PAS)

This help article is related to the Production Accounting Suite

In Wrapbook, production accountants and administrators can manage PCards using either the Production Accounting Suite or Cost tracking. To understand the differences, click here.

PCard access is permission based

To access PCards, your account must have one of the following roles enabled:

• Role: Company Admin, Accountant

• Custom role with: Accounting & Cost Tracking / PCards -  Full access, Manage, or View only

A PCard (purchasing card) is a type of company-issued credit card used by productions to pay for day-to-day expenses.

Managing PCards in Wrapbook (PAS)

In Wrapbook, PCards are managed at the project level via a unified system where you can:

• Connect your PCards for real-time transaction syncing

• Import card transactions automatically

• Review newly imported transactions

• Assign transactions to specific team members

• Group related expenses into envelopes

• Create and post journal entries

• Track transactions as they move from new to journaled status

• Export PCard transaction data for reporting, record keeping, and use with accounting integrations

Access the PCards dashboard (PAS)

With the Production Accounting Suite (PAS) enabled for your company’s account, you can manage PCards on a project’s PCards dashboard:

1. In the left-side navigation, click the dropdown menu

2. Select the project that you want to manage PCards for

3. In the left-side navigation, expand the ACCOUNTING menu, then click PCards

On the PCards dasbhoard are three tabs:

• PCards

• All new transactions

• All journaled transactions

You can click on any tab to see its list of PCard transactions. From any tab, you can use the Search box and filters to find specific transactions.

PCards

Click the PCards tab to see the list of PCards that have been added to a project and connected to their card-issuing banks.

PCards are listed by PCard # and include an overview of the following details:

• PCard # - The identification number for the purchasing card

• Nickname - A user-defined name to easily identify the PCard

• Cardholder - The worker to whom the PCard is issued and who is authorized to make purchases with it

• Custodian - The team member responsible for managing and overseeing the PCard

• Date issued - The date when the PCard was assigned to the cardholder

• New transactions - The current number of recently-imported transactions that have not yet been processed or journaled

• Journaled transactions - The current number of **transactions that have been reviewed, categorized, and entered into the accounting system

• Total spend - The cumulative amount of money spent using the PCard

You can filter the list of PCards that have been added to the project by:

• PCard #

• Cardholder

• Custodian

• Date issued

All new transactions

Click the All new transactions tab to see the list of PCard transactions that have been imported but have not yet been processed or journaled. You can use this tab to review, assign, before creating journal entries for the transactions. Once a PCard transaction is posted, it moves from the All new transactions tab to the Journaled transactions tab on the PCards dashboard.

PCard transactions are listed by PCard # and include an overview of the following details:

• PCard # - The identification number for the purchasing card

• PCard Trans. # - The transaction identification number for the specific purchase

• Trans. date - The date when the transaction occurred

• Merchant - The name of the vendor or store where the purchase was made

• City - The city where the transaction took place

• State - The state where the transaction took place

• Post date - The date when the transaction was posted to the account

• Cardholder - The worker to whom the PCard is issued and who is authorized to make purchases with it

• Description - Details about the transaction

• LO - Location (accounting code)

• PRD - Production (accounting code)

• ACCT - Account code (accounting code)

• SET - Set (accounting code)

• FF1 - Free Field 1, a customizable field for additional transaction categorization

• FF2 - Free Field 2, another customizable field for additional transaction categorization

All journaled transactions

Click the All journaled transactions tab to see the list of PCard transactions that have been reviewed, categorized, and posted.

PCard transactions are listed by Envelope # and include an overview of the following details:

• Envelope # - A unique identifier assigned by the production accountant for grouping related PCard transactions

• PCard # - The identification number for the purchasing card

• PCard trans. # - The transaction identification number for the specific purchase

• Trans. date - The date when the transaction occurred

• Merchant - The name of the vendor or store where the purchase was made

• City - The city where the transaction took place

• State - The state where the transaction took place

• Post date - The date when the transaction was posted to the account

• Cardholder -  The worker to whom the PCard is issued and who is authorized to make purchases with it

• Description - Details about the transaction

• LO - Location accounting code

• PRD - Production accounting code

• ACCT - Account code for categorizing the expense

• SET - Set accounting code

• FF1 - FF4 - Free Fields 1-4, customizable fields for additional transaction categorization

• Receipt - Indicates whether a receipt has been attached to the transaction

• Amount - The monetary value of the transaction

Connect PCards to Wrapbook

When adding PCards to a project, Wrapbook uses Plaid to securely connect with the card-issuing banks. Plaid functions as a trusted financial intermediary that protects your sensitive banking information while enabling seamless integration.

Purchase cards, credit cards, debit cards, and bank accounts can all be linked through our secure Plaid integration.

When you connect a PCard to Wrapbook, the system will only sync transactions that occurred during the project's timeframe and that are associated with the specific card assignment. This ensures that only relevant financial activities are imported and tracked within your project.

To connect a PCard to a project in Wrapbook:

1. In the left-side navigation, click the dropdown menu

2. Select the project that you want to add a PCard to

3. In the left-side navigation, expand the ACCOUNTING menu, then click PCards

4. On the PCards dashboard, click the Link PCards button

5. In the popup, enter your phone number or click Continue as guest

6. Select the name of the bank that issued the PCard. You can scroll through the choices, or enter the bank’s name in the search box.

7. Click the Continue to login button

8. Login to the bank account

9. Choose how you’d like to verify your identity. Your options are based on the bank account’s multi-factor authentication preferences.

10. If you have multiple accounts with the card-issuing bank, you’ll be prompted to select the account(s) that you want to sync with Wrapbook

Once the bank account for the PCard has been successfully linked to a project in Wrapbook, you’ll see it listed on the PCards dashboard in the PCards tab.

Update PCard details in Wrapbook (PAS)

Once a PCard is added to Wrapbook, you can update its details, including who it’s been assigned to, using the following steps:

1. In the left-side navigation, click the dropdown menu

2. Select the project that you want to update PCard details for

3. In the left-side navigation, expand the ACCOUNTING menu, then click PCards

4. On the PCards dashboard, click on the PCard # number of the purchase card that you want to update

5. On the PCard page, click the Edit PCard button to open the Edit PCard drawer

6. In the Edit PCard drawer you can click the fields beneath the PCard # to update its: Nickname, Custodian, Cardholder, and code the  Cardholder advance account

   • Use the Cardholder advance account field to assign the account to which funds are added. When funds are spent and journaled this account will be noted in the  entry that’s created.

7. If you make any changes, be sure to click the Save button before closing the Edit PCard drawer

Envelope and journal PCard transactions (PAS)

Authorized production administrators who’ve been assigned PCard transactions  can use the Envelope and journal feature to group related PCard transactions together for easier processing.

When transactions are journaled, they’ll move from the All new transactions tab to the All journaled transactions tab on the PCard dashboard.

To envelop and journal PCard transactions:

1. Go to the project’s PCard dashboard

2. From the PCards tab, click on the PCard #

3. On the PCard page, click the checkboxes next to the transactions that you want to batch and process, and then click the Envelope and journal button

4. In the Envelope and journal popup, click the Envelope and journal button

   • If a selected PCard transaction doesn’t have a receipt attached, an alert will appear in the popup. You’ll still be able to envelope and journal the transaction, but this gives you an opportunity to add a receipt before journaling.

5. After clicking the button, the transactions will move to the All journaled transactions tab on the project’s PCards dashboard

6. In the left-side navigation ACCOUNTING menu, click Journal entries

7. On the Journal entries page, the PCard transaction and its details will appear as a journal entry with a Post status of Draft

8. To finalize the journal entry and post to the GL, click the dashes under the TRX# to enter the required details. You can click the View envelope link to see the transactions in the All journaled tab of the PCards dashboard. When you’re done finalizing the transaction, click the Save button. An alert will appear confirming that the JE transaction has been saved.

9. Click the Post button and select Go to posting

10. On the Posting page, click to select the journal entry and then click the Post button

11. In the Confirm posting popup, you can configure the post settings, including the option to Generate a post report after posting. When you’re ready, click the Confirm and post button.

Export PCard transaction data in Wrapbook (PAS)

Authorized production administrators can export PCard transaction data in Wrapbook as a CSV or PDF file, allowing for easy integration with external accounting systems and record-keeping purposes.

To export a PCard data:

1. In the left-side navigation, click the dropdown menu

2. Select the project that you want to export PCard data for

3. In the left-side navigation, expand the ACCOUNTING menu, then click PCards

4. On the PCards dashboard, you can export data from either the All new transactions tab or the All journaled transactions tab. To begin your export from either tab, click the Export button. The file will automatically download to your computer and will also be available for future reference in your Downloads drawer.