ENCOMPASS File Upload Workshop

1. ENCOMPASSFile Upload Workshop March 27, 2008

2. 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

3. 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 3

4. High Volume Process / File Layout

5. Overview of High Volume Business Process Load Batch File into Temp Tables Edit Batch Transactions Edit COA Combination Check Budget Agency Approval Collate Support AOS Approval Run Pay Cycle Print Warrants Flag Payments for Distribution Generate GL Journals Distribute Payments & Advice File Support Update Source Systems Color Legend Agency AOS

6. 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.

7. Overview of High Volume Process – File Layout 7

8. 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 8

9. High Volume How to…

10. 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 10

11. 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 11

12. 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. 12

13. Upload a High Volume File into PeopleSoft 13

14. 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. 14

15. Upload a High Volume File into PeopleSoft 15

16. Upload a High Volume File into PeopleSoft 16

17. Upload a High Volume File into PeopleSoft 17

18. Upload a High Volume File into PeopleSoft 18

19. Upload a High Volume File into PeopleSoft 19

20. 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

21. 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

22. 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 22

23. Review HV Batch for Approval 23

24. Review HV Batch for Approval 24

25. Print HV Payment Transmittal Form Accounts Payable > High Volume Payments > Print Payment Transmittal Form 25

26. Print HV Payment Transmittal Form 26

27. Sample HV Payment Transmittal Form 27

28. Release Budget & Delete Batch Accounts Payable > High Volume Payments > Release Budget & Delete Batch Find/Create Save Run 28

29. 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 29

30. Voucher Build

31. Overview of Voucher Build Business Process Load Batch File Edit Batch Transactions Build Vouchers Check Budget Agency Approval Collate Support AOS Approval Post Vouchers Run Pay Cycle Post Payments Generate GL Journals Distribute Payments & Advice File Support Update Source Systems Color Legend Agency AOS

32. 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. 32

33. 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

34. Voucher Build How to…

35. 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 35

36. 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 36

37. Upload a Voucher Build File into PeopleSoft Use the Attach file for processing option 37

38. Upload a Voucher Build File into PeopleSoft 38

39. Upload a Voucher Build File into PeopleSoft 39

40. Upload a Voucher Build File into PeopleSoft 40

41. Upload a Voucher Build File into PeopleSoft 41

42. Upload a Voucher Build File into PeopleSoft 42

43. 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)

44. 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_STGPS_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_QVPS_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

45. Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail … Search 45

46. Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail … List 46

47. Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail .. correct QV 47

48. Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail .. correct 48

49. 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 49

50. Print Voucher Group Payment Transmittal Form 50