global business services © 2008 ibm corporation encompass file upload workshop march 27, 2008

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


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



High Volume Process / File Layout


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


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.


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


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



High VolumeHow to…


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


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


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.



– 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.


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


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


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


Print HV Payment Transmittal Form

– Accounts Payable > High Volume Payments > Print Payment Transmittal Form


Print HV Payment Transmittal Form


Sample HV Payment Transmittal Form


Release Budget & Delete Batch

– Accounts Payable > High Volume Payments > Release Budget & Delete Batch

– Find/Create

– Save

– Run


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



Voucher Build


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


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.


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



Voucher BuildHow to…


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


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


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


Upload a Voucher Build File into PeopleSoft


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)


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


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


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


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


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


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


Print Voucher Group Payment Transmittal Form


Sample Voucher Group Payment Transmittal Form



Turn Around File Process


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


Turn Around File Process



Vendor Extract File Process


Vendor Extract File Process Vendors >Vendor Export(Vin-Q) > Vendor Export(Vin-Q)


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]


Contact Information (cont.)

ENCOMPASS Website

– http://myshare.in.gov/sba/encompass

ENCOMPASS Email Address

– [email protected]

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



Reminders


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]



Questions?