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P-Card Payments Demystified: Streamlining Transactions for Efficiency

Over the years, P-card spending has rapidly increased & this trend is expected to continue. According to the 2017 RPMG P-Card benchmark survey, purchase card spending is expected to grow cumulatively by 52.3% by 2021. Between 2014 and 2016, North America’s P-Card spending grew from $267 billion to $318 billion. 

Definition

P-card stands for procurement card or purchasing card. It is the physical payment mechanism used to transfer money from your business to suppliers and providers, such as when making a purchase order.

Traditionally, employees would use a personal credit card, before going through the lengthy reimbursement and approval process at work. But with a P-card program, the cardholder does not incur any personal costs and all transactions can be approved or denied using automation. Moreover, integration with accounting software means that the finance team can cut the time spent on paperwork, such as expense reports.

P – Cards Streamlining Transactions for Efficiency

If you are wondering what is a p-card, a p-card is a type of company card that employees can use to charge goods and services on behalf of their employers without having to go through the traditional purchase request and approval process. They are also known as purchasing cards or procurement cards.

More businesses are using procurement cards within their companies to help lower the transaction costs for day-to-day items.

 According to the National Association of Purchasing Card Professionals, the transaction costs for processing a request and approval are the same no matter how much an item is worth and average between $50 to $200 per transaction. This means that transaction costs may often exceed the value of small items that companies need.

Mastering Procurement: Here is the related video about P-Card

What makes P-Cards a big seller in the Market?

According to the 2005 Purchasing Card Benchmark Survey (Palmer and Gupta, 2007):

PCard spending increased from $80 billion in 2003 to $110 billion in 2005

43% of e-procurement transactions are paid via check

By 2008 over 70% of all organizations will have a PCard program, up from 60% in 2005

Immediate Transaction Recording:

  • P cards offer real-time transaction recording, providing instant visibility into company expenditures.
  • This immediacy streamlines the record-keeping process and facilitates more timely financial reporting.

Reduced Reliance on Traditional Invoices and Paper Receipts:

  • P cards minimize the need for traditional invoices and paper receipts, reducing paperwork and associated administrative efforts.
  • This contributes to a more efficient and eco-friendly accounting process.

Simplified Record-Keeping:

  • P cards simplify record-keeping by consolidating transactions into electronic statements.
  • This simplification aids in tracking and categorizing expenses, making financial management more straightforward.

Transaction Cost Savings:

  • The use of P cards can lead to cost savings by streamlining the payment process and reducing the need for manual invoicing.
  • This can be particularly advantageous for companies with a high volume of transactions.

Enhanced Visibility and Control:

  • P cards provide enhanced visibility into spending patterns, allowing organizations to monitor and control expenses more effectively.
  • Real-time insights enable proactive decision-making and budget management.

Diving into the Mysteries of P – Cards

P-cards and corporate cards serve as valuable tools for businesses to manage payments and expenses. While P-cards focus on streamlining the payment process with specific restrictions, corporate cards provide greater flexibility but require more detailed expense reporting and approval processes. Both options contribute to improved efficiency and transparency in financial management.

Corporate cards offer greater flexibility in terms of usage, allowing employees to cover a wide range of business-related expenses. However, this flexibility comes with the responsibility of adhering to company policies and accurately reporting expenses.

P-cards simplify the payment process by providing a more efficient alternative to traditional methods like checks or manual invoicing. They offer a quick and automated way for businesses to make purchases and payments.

An Analysis Drawing Pitfalls

Misuse and Fraud Risks:

  • P cards carry the risk of misuse or fraudulent activities, especially if adequate controls are not in place.
  • Unauthorized or inappropriate purchases can occur, highlighting the importance of robust oversight.

Non-Compliance with Policies:

  • Employees may unintentionally or intentionally violate company policies when using P cards.
  • Ensuring clear guidelines and regular communication about proper card usage is essential to mitigate this risk.

Data Security Concerns:

  • P cards involve the handling of sensitive financial data. Therefore, data security is a critical consideration to prevent unauthorized access or breaches.
  • Encryption and secure processing systems help safeguard financial information.

Lack of Documentation:

  • Without proper documentation, reconciling transactions and ensuring compliance can be challenging.
  • Implementing software solutions that automate documentation and reporting processes can address this concern.

Corporate purchase cards or p-cards refer to commercial cards issued by companies for employee purchases. Using these cards, employees can buy small items and bypass the typical procurement process. P-cards have a revolving list of names including purchase cards, procurement cards, or payment cards. 

Forecasts expect the P-card market to continue to grow by 8% from 2018 to 2023.

References

ControlHub. (2024, February 20). Pcard meaning: how to unlock efficiency and control in corporate spending? Article. https://www.controlhub.com/blog/p-card-what-is-a-purchasing-card 

Advancing commercial card and payment practices and professionals. (n.d.). https://www.iocpnow.com/page/PCardProcess