P-Card = "Purchase Card." The University of Illinois distinguishes between P-Cards for purchases and T-Cards for travel funds. 

For additional information as to what purchases are allowed on each card, check with PCARDRECEIPT@library.illinois.edu.

ABE and Amazon third-party sellers - Order each title individually for P-Card reconciliation purposes (unless same seller, line items can be on same PO)

PDA program titles are purchased only from Amazon (when unavailable through YBP). (program suspended for COVID-19)

When receiving the item, an extra "PDA patron" slip will accompany the item, and is given to a cataloger for rush processing (suspended for COVID-19).

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Placing P-Card Purchases

For each P-Card purchase you should generate:

1. Alma Purchase Order (PO)
2. Purchase Card log
3. 3 copies of vendor receipt
    

ALMA PO

PO Notes

In the POL Receiving Notes include:

• Prepaid p-card  - date and initials (if the PO is being created by someone other than the P-Card holder, indicate the P-Card holder here as well)
• Order # (P-Card holder will have to provide)
• LN# (P-Card holder will have to provide)

If for RBML see also notes needed for Rare Books and Manuscripts Library (RBML) Firm Orders

 

P-CARD LOG

P-Card Log Software: https://pcard.apps.uillinois.edu/

OBFS P-Card Information: https://www.obfs.uillinois.edu/card-services/p-card/

Click "P-Card menu" at top and choose "Order Log"

 

List PO in Dept. Ref #

Vendor name

On each line item, list fund code and PO # (Given space constraints, for reconciler's sake, may need to abbreviate title of item)

 

Click on the line item # to enter correct FOAPA(L) (for us the "L" for Locn is blank)

 

UPDATE WITH LINKS

 

This should highlight the whole number blue, and you can click "Ctrl+C" to copy

Then paste to Notepad or Word

Once the C-FOAPAL on the P-Card Log is correct, click "Save Changes On This Item"

 

If your order has shipping:

(for ABEBOOKS, sometimes an email will be sent saying extra charges have been requested by the vendor, usually for shipping. Accept the charges and update card log for shipping. Be sure and re-copy the 3 order forms and put in appropriate folders.)

Click "Add A Line Item:

 

Add shipping price and in Item Description list "Shipping - post-600"

 

Click the Line Item # to enter the correct shipping C-FOAPAL

 

Always confirm that you have updated the Shipping C-FOAPAL

Shipping C-FOPAL is always:

 

Then click "Save Changes On This Item" 

Then click "Save Changes On This Order"

For Handling Charges, the process is the same for Shipping.  

For Line Item Description use "Handling - hand-601" and the C-FOAPAL is:

 

For Sales Taxes, use the hand-601, but use Sales Taxes - hand-601 for the "Item Description" and the C-FOAPAL above

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Receiving P-Card Purchases

Receive title in Alma

Abebooks.com

Abebooks must be monitored for Rare Books deliveries. Any of these must follow rare books processing guidelines.

Otherwise, for non-rare books Abebooks orders, follow same process as non-PDA Amazon: 

1. Indicate the Purchase Order Number
2. Indicate the Line Item Number from the Purchase Order
3. Stamp with Goods Received date stamp
4. Stamp with "Prepaid by Credit Card" stamp
5. Route to receiving staff to complete receiving

NOTES FOR PO

RBX:

RUSH RBX // DO NOT MARK/CAT // HAND CARRY

MUX - all books scores, etc.

UNCAT TO MUX (in blue crate)

CD/DVD - UNCAT TO MUX

Separate package to shipping

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ORDERS CREATED BY NON P-CARD HOLDERS

(only for rush if no P-Card holders available.  Otherwise, P-Card orders may wait until a P-Card holder is available)

In instances where a P-Card holder and a firm order staff member must coordinate, the following e-mail protocol may be used:

E-mail to P-Card holder:

I have generated PO# using the following funds:

Line 1 = pda0-611

Line 2 = arc0-611

Please place the order on the P-Card and e-mail me back with:

Vendor Order # (if available)

LN# from P-Card Log.

The Order # and LN # should be added to the "Notes" tab of the Voyager PO.