Use the Anonymise PCards Data function and PL/ANONPCD parameter to meet data protection regulations requiring deletion of personal data after employees leave or records age beyond retention requirements.
Configuration
Navigate to Parameter Maintenance.
Locate the PL/ANONPCD parameter.
Enter the number of years to retain PCard holder data before anonymisation in the Value field.
To determine the appropriate value:
Review national/local legal requirements
Consider internal audit requirements
Consult with legal/compliance team
Balance compliance with operational needs
Common Retention Periods
Region | Typical Requirement Period |
GDPR (EU) | 6-7 years after last transaction |
UK Tax Law | 6 years |
US Federal | 7 years |
Internal Audit | 5-10 years |
It is recommended that you set the PL/ANONPCD parameter value to your longest requirement (usually 7 years).
4. Save the parameter.
Review
To review what will be anonymised without making changes, follow the steps below in Report Only mode.
Navigate to Purchase Ledger> Administration > Anonymise PCards Data.
Select Report Only in the Mode field.
Select Process.
Review the report.
Verify results.
Check that expected cardholders are listed
Verify dates are correct
Ensure no active cardholders are included
Look for any surprises
Process
To complete the anonymisation process after review, follow the steps below in Update mode.
WARNING: This action cannot be undone!
Navigate to Purchase Ledger > Administration > Anonymise PCards Data.
Select Update in the Mode field.
Select Process.
Review Confirmation.
Coins ERP+ displays what was anonymised
Shows number of records processed
Lists affected cardholders
Document and file the report.
Record the date anonymisation was run.
Note the number of records processed.
File the report for compliance purposes.