global business services © 2008 ibm corporation encompass file upload workshop march 27, 2008
TRANSCRIPT
Global Business Services
© 2008 IBM Corporation
ENCOMPASSFile Upload Workshop
March 27, 2008
© 2008 IBM Corporation2
Agenda
Overview of High Volume Process and File Layout How to…
– Setup folder for High Volume
– Upload a High Volume File into PeopleSoft
– High Volume Upload & Build processes do
– High Volume Upload & Build Tables
– Review Batch for Approval
– Print Payment Transmittal Form
– Release Budget & Delete Batch
– International Payments & address formats
© 2008 IBM Corporation3
Agenda
Overview of Voucher Build Process and File Layout How To…
– Setup folder for Voucher Build Process
– Upload a Voucher Build File into PeopleSoft
– Voucher Upload & Build processes do
– Voucher Upload & Build processes Tables
– Review Voucher Build for Problems
– Review Batch for Approval
– Print Payment Transmittal Form
Turn Around File Process Vendor Extract Process
Global Business Services
© 2008 IBM Corporation
High Volume Process / File Layout
© 2008 IBM Corporation
Overview of High Volume Business Process
EditBatch
Transactions
CheckBudget
Run Pay Cycle
AOS Approval
Collate Support
Agency Approval
Print Warrants
Flag Payments
for Distribution
Distribute Payments & Advice
Update Source
Systems
Generate GL
Journals
File Support
Edit COA Combination
Load Batch File into Temp
Tables
AOSAgency
Color Legend
© 2008 IBM Corporation6
Overview of High Volume Process – File Layout
To use the High Volume Payment file layout, the file structure should include at a minimum the following :
– One file control record
• The file control record defines the number of payments and the total amount of the payments contained in the file. This record will ensure the entire file is processed by matching the number of payments expected with the number loaded into the staging tables.
– One Payment Record per payment
– A minimum of one Payment Distribution record per payment record.
• The Distribution record will define the chartfields that are used for each payment transaction. If more than one distribution record is submitted for a payment, the distributed amount must sum to equal the total payment amount for the payment.
© 2008 IBM Corporation7
Overview of High Volume Process – File Layout
File Layout Field Format Key
Format Definition Comments
Char CharacterLeft Aligned.
Space filled for fixed length fields.
Num NumericRight Aligned.
Explicit decimal placement.
SNum Signed Numeric
Right Aligned.Explicit decimal placement.
Assumed positive unless minus sign is provided.
SNum 3.2 Example: -999.99
YYYY-MM-DD Date Date Example: 2008-01-01
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Overview of High Volume Process – File Layout What are the important features/fields of the layout?
– On the File Control Record• Batch Type
– There are only four valid values:> MISC> FSSAWAR> FSSAACH> DORWAR
– Payment Record• Transaction Number (Document ID)• Payment Method
– Only valid method is CHK, except for Child Support• Payment Due Date
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High VolumeHow to…
© 2008 IBM Corporation10
Setup folder for High Volume– Requires at least read access to the PeopleSoft Service Account
• Service Account = ISD-SHARED\1-tuxadm– If you have your own Server / IT staff and are using Active Directory for
security,• Right click the folder on the server you wish to grant PeopleSoft rights to, and left
click Properties• Click the Security Tab• Click the Add button• Enter 1-tuxadm, Click OK• Assign the appropriate
rights – Agency decides if read or read/write
© 2008 IBM Corporation11
Upload a High Volume File into PeopleSoft– Setup a Folder with Access to the PeopleSoft Service Account
(previous slide)
– Navigation - Accounts Payable > High Volume Payments > High Volume Payments Interface
• Setup a Run Control– Add a New Value
> Suggestion: Create a meaningful Run Control ID– Click Add
© 2008 IBM Corporation12
Upload a High Volume File into PeopleSoft
– Enter the UNC (Universal/Uniform Naming Convention) into the File Directory Text Box
• The format for a UNC path is \\server\volume\directory\file and is not case-sensitive.
• For example:– \\Shared1_svr\Shared1\WGroups\Network\Orders.xls
– Enter the File Name in that directory
– Save the Page before clicking Run.
– Click Run.
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Upload a High Volume File into PeopleSoft
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Upload a High Volume File into PeopleSoft
– Options for this job
• Setup as an Ad-hoc job.
• Setup as a recurring job.
– Use the drop down box under Recurrence
> If you need additional choices for scheduling a job, submit a GMIS Ticket
• Setup email distributions
– Allows you to email the output of the job to a set of individuals or make the job details available to other PS users.
© 2008 IBM Corporation15
Upload a High Volume File into PeopleSoft
© 2008 IBM Corporation16
Upload a High Volume File into PeopleSoft
© 2008 IBM Corporation17
Upload a High Volume File into PeopleSoft
© 2008 IBM Corporation18
Upload a High Volume File into PeopleSoft
© 2008 IBM Corporation19
Upload a High Volume File into PeopleSoft
© 2008 IBM Corporation
High Volume Upload & Build processes do ….
Read the file
Edit the data as it is uploaded
Write to file information to the SOI_HV_XXXXX tables
Email results of upload & edits
Trigger Approval workflow list & email
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High Volume Upload & Build processes Tables
SOI_HV_BATCH – Contains File Control Records
SOI_HV_PAY – Contains Payment Records
SOI_HV_DISTRIB – Contains Payment Distribution Records
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Review HV Batch for Approval
– If you are the approver, the High Volume Batch should show up in your worklist.
– Accounts Payable > High Volume Payments > Review Batch for Approval
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Review HV Batch for Approval
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Review HV Batch for Approval
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Print HV Payment Transmittal Form
– Accounts Payable > High Volume Payments > Print Payment Transmittal Form
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Print HV Payment Transmittal Form
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Sample HV Payment Transmittal Form
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Release Budget & Delete Batch
– Accounts Payable > High Volume Payments > Release Budget & Delete Batch
– Find/Create
– Save
– Run
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International Payments & address formats
– Encompass Website > Encompass Documents > File Layouts
• Countries_States_Postal.XLS
– Contains for PeopleSoft addresses
• Address fields available
• 239 Country Codes & which address fields are used & labeled
• State Codes, if applicable
• Postal Formatting
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Voucher Build
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Overview of Voucher Build Business Process
EditBatch
Transactions
CheckBudget
Post Vouchers
AOS Approval
Collate Support
Agency Approval
Run Pay Cycle
Post Payments
Distribute Payments & Advice
Update Source
Systems
Generate GL
Journals
File Support
Load Batch File
Build Vouchers
AOSAgency
Color Legend
© 2008 IBM Corporation32
Overview of Voucher Build Process – File Layout
To use the claims file layout the file structure should include at a minimum the following:– One file control record
• The file control record defines the number of vouchers and the total amount of the vouchers. This record will ensure the entire file is processed by matching the number of vouchers expected with the number loaded into the staging tables.
– One voucher Header Record per voucher• Each voucher requires a Voucher Header record.
– A minimum of one Voucher Line record per Voucher Header record• Each voucher consists of one or many voucher lines.
– A minimum of one Voucher Distribution record per Voucher Line record • Each Voucher consists of at least one Distribution Record for each Voucher
Line Record. The Distribution record will define the chartfields that are used for each line transaction. The Distribution record also contains the Reference field which is used to store the source system transaction id for reference in Encompass.
– The Voucher Payment Record is optional • The Voucher build process will generate a Payment record for each Voucher
if none are included with the voucher.
© 2008 IBM Corporation
Overview of Voucher Build Process – File Layout
What are the important features of the layout?
– On the File Control Record• Group Vouchers• On Error
– A - Abort (stop processing and delete any staged voucher data for this file)
– C - Continue (delete the data for the voucher with an error and continue to stage vouchers from this file)
– V - Validate (continue to stage vouchers from this file to detect any additional errors then delete all stage vouchers from this file)
• Email ID
– Voucher Header Record• Origin
– Make sure Origin/Business Unit are a valid combination. • Goods/Services Received Date• Invoice Receipt Date
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Voucher BuildHow to…
© 2008 IBM Corporation35
Setup folder for Voucher Build– Requires at least read access to the PeopleSoft Service Account
• Service Account = ISD-SHARED\1-tuxadm
– If you have your own Server / IT staff and are using Active Directory for security,• Right click the folder on the server you wish to grant PeopleSoft rights to, and left
click Properties• Click the Security Tab• Click the Add button• Enter 1-tuxadm, Click OK• Assign the appropriate
rights
© 2008 IBM Corporation36
Upload a Voucher Build File into PeopleSoft– Setup a Folder with Access to the PeopleSoft Service Account (previous slide)
– Navigation - Accounts Payable> Batch Processes > Interfaces > Voucher Build Upload
• Setup a Run Control– Add a New Value
> Suggestion: Create a meaningful Run Control ID– Click Add
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Upload a Voucher Build File into PeopleSoft– Use the Attach file for processing option
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Upload a Voucher Build File into PeopleSoft
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Upload a Voucher Build File into PeopleSoft
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Upload a Voucher Build File into PeopleSoft
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Upload a Voucher Build File into PeopleSoft
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Upload a Voucher Build File into PeopleSoft
© 2008 IBM Corporation
Voucher Upload & Build processes do ….
Read the file and check for pre-edit errors
Write to file information to the VCHRxxxxSTG tables
Edit the VCHRxxxxSTG tables
Copy the information to the VCHRxxxxQV tables
Fill in PO/Receiver information and default information
Edit the VCHRxxxxQV tables (some problems stop here)
Copy the information to the VCHRxxxx tables (some vouchers problems stop here)
© 2008 IBM Corporation
Voucher Upload & Build processes Tables The Custom Edit process populates custom temp tables. These tables are deleted each time the
process is run successful or not.
Once the SOI_VCHR_BLD process is complete the Voucher Staging Tables are populated. They are:– PS_VCHR_HDR_STG
PS_VCHR_LINE_STGPS_VCHR_DIST_STGPS_VCHR_PYMT_STG
Once you start the Voucher Build process the staging tables will be deleted and the Vouchers will be put in "process". Certain edit errors will place the vouchers into the Quick Invoice tables once the Voucher Build process is completed. The quick invoice tables are the same ones that you can access via the Quick Invoice Entry page. These tables are:– PS_VCHR_HDR_QV
PS_VCHR_LINE_QVPS_VCHR_DIST_QVPS_VCHR_PYMT_QV
The Voucher tables are populated if no major edit errors occur although the Voucher could be in a Recycle status. These tables are:– PS_VOUCHER– PS_VOUCHER_LINE– PS_DISTRIB_LINE– PS_PYMNT_VCHR_XREF
© 2008 IBM Corporation45
Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail … Search
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Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail … List
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Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail .. correct QV
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Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail .. correct
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Review Voucher Batch for Approval
Two different ways to Approve Vouchers
– Control Groups (Grouped Vouchers)
• Accounts Payable > Control Groups > Approve Control Group
– Individual Vouchers
• Accounts Payable > Voucher > Approve Voucher
Two different ways to Review Vouchers
– Control Groups (Grouped Vouchers)
• Accounts Payable > Control Groups > Group Information
– Individual Vouchers (Many other methods as well)
• Accounts Payable > Voucher > Add/Update > Regular Entry > Find an Existing Value
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Print Voucher Group Payment Transmittal Form
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Sample Voucher Group Payment Transmittal Form
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Turn Around File Process
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Turn Around File Process Accounts Payable > Batch Processes > Interface > AP
Turnaround File
Payment Reference = Auditor of State’s Warrant Number
– Going to a 9 digit warrant number.
Source Transaction
– HV01 = High Volume Transactions
– VHCR = Accounts Payable Voucher
Legacy Transaction ID
– Number Provided in a High Volume Batch
Invoice ID
– Number provided in a Voucher Build File / Online Voucher
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Turn Around File Process
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© 2008 IBM Corporation
Vendor Extract File Process
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Vendor Extract File Process Vendors >Vendor Export(Vin-Q) > Vendor Export(Vin-Q)
© 2008 IBM Corporation57
Contact Information
Steve Daniels, State Budget Agency– e-mail: [email protected] phone: (317) 232-2974
Ryan Downham, Auditor of State– e-mail: [email protected] phone: (317) 234-1626
Marilyn Rudolph, State Board of Accounts– e-mail: [email protected] phone: (317) 234-4929
Jim Welsh, GMIS Office– e-mail: [email protected]
© 2008 IBM Corporation58
Contact Information (cont.)
ENCOMPASS Website
– http://myshare.in.gov/sba/encompass
ENCOMPASS Email Address
If you are having technical issues, submit them to GMIS
– http://extranet.in.gov/gmis/issue_entry/base/issue_entry.asp
We Welcome Your Feedback / Questions / Comments
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Reminders
© 2008 IBM Corporation60
Reminders
Chartfield Mapping due Today
Projects Module mapping due Mar 28
Internal Controls – new roles in PROD Mar 31
Implement Projects Module for those not currently using it – start Mar 01, implement by Apr 30
File Formats testing by April 21
Sandbox Testing April 17
– Submit issues at [email protected]
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© 2008 IBM Corporation
Questions?