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ProCard Approvals in Workday

Managing your ProCard in Workday and ensuring transactions are verified in a timely manner can be tricky. This is an overview of the process along with ways to set up your filters, and some frequently asked questions regarding the ProCard process.

On This Page...

  • ProCard Approval Flow
  • Common ProCard Reconciliation Errors
  • ProCard Filters
    • As the Procurement Data Entry Specialist
    • As the Funding Manager (Cost Center Manager or Grant Manager)
  • Frequently Asked Questions
    • Where can I find additional information on managing ProCards?
    • The Procurement Card Transaction I was working on is missing from my Workday inbox. How to find ProCard transactions I previously worked on?
    • How to resolve errors while reconciling my ProCard?
    • How to create a Workday inbox filter to exclude all ProCard transactions (these steps can be applied to other transactions/ business processes)?

ProCard Approval Flow

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A refresher of the ProCard transaction approval flow:

  • STEP 1: The ProCard holder reconciles their ProCard transaction in Workday and submits for approval (The ProCard holder should STOP here, do not approve as Procurement Data Entry Specialist, you should not be approving your own transactions in Workday).
  • STEP 2: Once submitted, the ProCard transaction will route to the Procurement Data Entry Specialist for compliance review and approval. 
  • STEP 3: If approved, the ProCard transaction will route to the Cost Center Manager/Grant Manager for the funding approval. If approved, the transaction is complete! 

For a visual of a ProCard transaction approval flow, please see the image below.

A visual of the directions applied.

Common ProCard Reconciliation Errors

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To assist with ProCard reconciliations, we’ve compiled common errors and alerts that we’ve seen cardholders run into while reconciling transactions, as well as solutions that have helped units trouble-shoot these errors. If your cardholders are running into any additional errors or alerts that aren’t listed and need additional assistance, feel free to contact teamcas@uw.edu. Cardholders, be sure to also review the How to Manage Procard in Workday job aid, and check out AST’s Create ProCard Transactions nano learning video.

IMPORTANT NOTE: A good rule of thumb for Workday messages is that “errors” ARE a hard stop, but “alerts” are NOT a hard stop.

Common ProCard reconciliation error and alert messages

Why are these error and alerts showing up? How do I get rid of them?

Page Error:

  • FIN_P2P_FDM_FD300, FD999 & FN999
  • Why is this happening?
    • The worktags FD999 and/or FN999 may have been autopopulated by Workday in the transaction details.
  • Solution:
    • Edit the transaction draft and remove all of the current worktags from the transaction details. Then, re-enter your driver worktag (e.g., cost center tag), and the appropriate mapped worktags should autopopulate (i.e., FD and FN tags).
    • Note: If FD999 and/or FN999 still populate, there is an issue with your worktag mapping and you will need to contact teamcas@uw.edu.

Page Error:

  • FIN_P2P_FDM_Gift required for Fund FD207
  • Why is this happening?
    • You may be missing the GF worktag in the transaction details if you need to use FD207 worktag.
    • Alternatively, Workday may have autopopulated different worktags than wanted (e.g., a different cost center that does not have a GF tag).
  • Solution:
    • Double-check the FDM worktags in the transactions. If all of the worktags are incorrect, remove all of the worktags and input the correct worktags that you want for the transaction.

Page Error:

  • Line item description is required
  • Why is this happening?
    • In the transaction details, you may have missed the field to enter a line item description in the “Item and Category” section.
  • Solution:
    • Edit the transaction details to include an appropriate line item description.

Page Alert:

  • FIN_P2P_Sales Tax Collected Y/N?

Note: This is NOT a hard stop and will always be present if your purchase is tax-exempt.

  • Why is this happening?
    • You may have missed the field to indicate whether sales tax was collected or not.
  • Solution:
    • If sales tax was collected, check the “Sales Tax Collected” option.
    • If purchase was tax exempt, do not fill in any tax fields.

If you having difficulties viewing the above "Common ProCard reconciliation error and alert messages" table, please view this Word document instead.

ProCard Filters

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When Workday inbox filters are not set up properly, this can delay the approval process as folks may not see transactions they need to act on. To assist with finding these transactions awaiting approvals in your inbox, we have written out the steps for two different ProCard filters. Determine if you are approving ProCard transaction as the Procurement Data Entry Specialist or Funding Manager (Cost Center Manager or Grant Manager), then follow the steps to set up the appropriate inbox filter.  

Approving ProCard transactions as the Procurement Data Entry Specialist 

  1. Type in the Workday search bar Create Inbox Filter 
  2. Description: ProCard Approvals - Procurement Data Entry Specialist (You can rename to your preferences
  3. Under View Definition, select Business Process Type(s): enter Procurement Card Transaction Verification Event
  4. (+) Condition, and input the following values:   
    • And/Or: And  
    • Source External Field: Worker (icon with 4 circles) 
    • Relational Operator: any in the selection list  
    • Comparison Type: Value specified in this filter  
    • Comparison Value: [Insert name of ALL workers whose ProCards you are looking to approve] 
      • e.g., John Smith, Mary Doe, etc. 

Below is visual for how the 'Business Process Type(s)' and 'Conditions' should be set up. 

A visual of the directions applied.

Approving ProCard transactions as the Funding Manager (Cost Center Manager or Grant Manager) 

  1. Type in the Workday search bar Create Inbox Filter 
  2. Description: ProCard Approvals - Cost Center Manager/Grant Manager (You can rename to your preferences
  3. Under View Definition, select Business Process Type(s): enter Procurement Card Transaction Verification Event
  4. (+) Condition, and input the following values:   
    • And/Or: And  
    • Source External Field: Workflow Step Security Group 
    • Relational Operator: any in the selection list  
    • Comparison Type: Value specified in this filter  
    • Comparison Value: Cost Center Manager, Grant Manager  
      • Note: AST recommends adding BOTH CCM and GM in your filter to ensure that you're capturing ALL transactions awaiting either approval. Transactions can await either CCM approval or GM approval depending on which worktags used for each transaction.

Below is a visual for how the 'Business Process Type(s)' and 'Conditions' should be set up. 

A visual of the directions applied.

Note: This filter will capture all ProCard transactions that need your approval as the funding manager. This includes transactions that our Pay/Pro team makes on our ProCard(s) for your units as long as the transaction is charged to your unit’s cost center or grant worktag. 

Frequently Asked Questions

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Where can I find additional information on managing ProCards? 

How to Manage ProCard in Workday’ job aid by UW Connect Finance.

The Procurement Card Transaction I was working on is missing from my Workday inbox. How to find ProCard transactions I previously worked on?

If the verification process for a transaction has been started, but not completed, the transaction will go into Draft status. Transactions in draft status will no longer appear under Verify Procurement Card Transactions. Follow the steps by selecting Finding and Editing Draft Procurement Card Transactions in Workday in the 'How to Manage Procard in Workday' job aid.

How to resolve errors while reconciling my ProCard?

Review Common ProCard Reconciliation Errors. To assist with ProCard reconciliations, we’ve compiled common errors and alerts that we’ve seen cardholders run into while reconciling transactions, as well as solutions that have helped units trouble-shoot these errors. If your cardholders are running into any additional errors or alerts that aren’t listed and need additional assistance, feel free to contact us at teamcas@uw.edu.

How to create a Workday inbox filter to exclude all ProCard transactions (these steps can be applied to other transactions/ business processes)? 

You are receiving everyone's ProCard transactions because the Procurement Data Entry Specialist security role is set up enterprise-wide in Workday. If you want to create a Workday inbox filter to exclude all ProCard transactions, here is how you can set one up:  

  1. Type in the Workday search bar Create Inbox Filter 
  2. Description: [Name of your filter]   
  3. Under View Definition, select For All Business Processes 
  4. (+) Condition, and input the following values:    
  5. And/Or: And   
    • Source External Field: Business Process Name   
    • Relational Operator: not in the selection list   
    • Comparison Type: Value specified in this filter   
    • Comparison Value: Procurement Card Transaction Verification Event (You can enter any business process task you do not want to see)

Still Need Help?

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Last Updated: Wednesday, May 22, 2024