University of Wisconsin System SFS Business Process

AP.2.04 – Mass Voucher Load (XML/CSV)

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Contents Mass Voucher (XML/CSV) Load Process Overview ............................................................................... 1 Process Detail ....................................................................................................................................... 1

I. Request Required Security Roles ............................................................................................... 1

II. Creating the Mass Voucher Load File in Excel ............................................................................ 2

III. Import the Voucher File ............................................................................................................... 2

IV. Run Voucher Build ...................................................................................................................... 8

V. Check and Fix Pre-Edit Errors in Quick Invoice Entry ............................................................... 13

VI. Re-Run Voucher Build .............................................................................................................. 15

VII. Verify That All Pre-Edit Errors Have Been Resolved ................................................................. 19

VIII. Check and Fix Vouchers in Recycle Status ............................................................................... 20 Mass Voucher (XML/CSV) Load Process Overview The Mass Voucher Load functionality (XML/CSV) allows for vouchers to be created from an Excel template and loaded into SFS. Once the file is loaded the Voucher Build process creates postable Vouchers. Process Frequency This process is done on demand per the requirements of the user.

Dependencies This process is a predecessor to Voucher Budget Check, Post, and Pay Cycle processing.

Assumptions It is assumed that the user is proficient in using the Excel template.

Responsible Parties Accounts Payable users are responsible for the Excel template population and load process.

Alternate Scenarios N/A

Process Detail

I. Request Required Security Roles

The SFS User Request Authorization Form is on the UWSA website at: http://web.uwsa.edu/sfs/security/need-access/, click the link for Security Request Form.

• Role UW_UNV_AP_MULTILINE_VCHR_XML needs to be added to the user in order to upload

XML files (for regular vouchers with descriptions).

University of Wisconsin System SFS Business Process

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• Role UW_UNV_AP_SINGLE_LINE_VCHR_CSV must be added to the user in order to upload CSV files (for single payment vouchers).

II. Creating the Mass Voucher Load File in Excel

1. The Mass Voucher Load - XML Template.xlsm file contains a macro that will format the data and create the XML file, and save the file to your desktop. Your template file may have a different name. This file will be used to create regular vouchers and will allow for control of the description field value. To obtain this file contact uwsaproblemsolvers@uwsa.edu. Follow the instructions contained in the Excel template to create the XML file and continue with the import section below.

2. The Mass Voucher Load - CSV Template.xlsm file contains a macro that will format the data and create the CSV file, and save the file to your desktop. Your template file may have a different name. Note: This format is intended for Single Payment Vouchers. To obtain this file contact uwsaproblemsolvers@uwsa.edu. Follow the instructions contained in the Excel template to create the CSV file and continue with the import section below. Note: Payment Handling Code and Origin are campus specific. If you do not know the values for your campus email: uwsaproblemsolvers@uwsa.edu.

III. Import the Voucher File

Navigation: Accounts Payable > Vouchers > Import Vouchers > UW Import Vouchers

1. Click tab 2. Enter a Run Control ID: Example ‘UWImportVouchers’ Note: This can be any

alphanumeric string up to 30 in length with no spaces or special characters.

University of Wisconsin System SFS Business Process

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3. Click

4. Click

5. Click

University of Wisconsin System SFS Business Process

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6. Find the CSV or XML file you just created. By default, it was saved by the macros on the Desktop as Mass Voucher Load-IMPORT FILE.csv or Mass Voucher Load-IMPORT FILE.xml.

7. Click

8. Click

9. Click

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10. The , , and buttons will become display only.

11. Click the Process Monitor link.

Note: If it is an XML file, the Process Name will be EOP_PUBLISHF; if CSV, it will be UW_LOAD_VCHR.

12. Click until the Run and Distribution Status change to ‘Success’ and ‘Posted’. If XML, skip to Step IV - Voucher Build.

13. If loading a CSV, click the Details hyperlink to view load results.

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14. If loading a CSV, click the Message Log hyperlink to verify the count of Vouchers loaded.

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IV. Run Voucher Build

Navigation: Accounts Payable > Batch Processes > Vouchers > Voucher Build

1. Click tab 2. Enter a Run Control ID: Example ‘Voucher_Build’ Note: This can be any alphanumeric

string up to 30 in length with no spaces or special characters.

University of Wisconsin System SFS Business Process

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3. Enter a Request ID: Any string up to 10 in length with no special characters. 4. Select Process Option ‘Business Unit’ 5. Select Voucher Source ‘New Voucher Data’ 6. Enter Business Unit ‘UW***’ 7. Select Voucher Build Interfaces ‘XML Invoice’

8. Click

University of Wisconsin System SFS Business Process

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9. Select Server Name: ‘PSUNX’

10. Click

11. In the Process Monitor click until the Distribution Status is ‘Posted’. 12. Click the Go back to Voucher Build Request link

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13. Click tab

14. Click 15. Verify that the number of Vouchers processed equals the number you were attempting to

load.

16. Note the number of Vouchers that are in Postable status or Recycle status.

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17. Click tab 18. Review any Errors

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V. Check and Fix Pre-Edit Errors in Quick Invoice Entry Note: If you had no Pre-Edit Errors, skip this step. Navigation: Accounts Payable > Vouchers > Add/Update > Quick Invoice Entry

1. Select tab. 2. Enter Business Unit: ‘UW***’ 3. Select Build Status: ‘Pre-Edit Error’

4. Click

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5. Click the Review Errors link

6. Note the issue, Click the Correct Errors link.

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7. Address the issue by updating the corresponding field with the correct value.

8. Click

VI. Re-Run Voucher Build

Navigation: Accounts Payable > Batch Processes > Vouchers > Voucher Build

1. Click tab

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2. Enter a Run Control ID Note: This can be any alphanumeric string up to 30 in length with no spaces or special characters.

3. Click

4. Enter a Request ID: Any 10 digit string up to 10 in length with no special characters. 5. Select Process Option ‘Business Unit’ 6. Select Voucher Source ‘Errors/Staged Vouchers’ 7. Enter Business Unit ‘UW***’ 8. Select Voucher Build Interfaces ‘XML Invoice’

9. Click

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10. Click until the Distribution Status is ‘Posted’. 11. Click the Go back to Voucher Build Request link

12. Click tab

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13. Click 14. Verify that the number of Vouchers processed equals the number you were attempting to

correct.

15. Note the number of Vouchers that are in Postable status or Recycle status.

16. Click tab 17. Review any Errors

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VII. Verify That All Pre-Edit Errors Have Been Resolved

Navigation: Accounts Payable > Vouchers > Add/Update > Quick Invoice Entry

1. Select tab. 2. Enter Business Unit: ‘UW***’ 3. Select Build Status: ‘Pre-Edit Error’

4. Click

Note: At this point there should be no search results returned if you addressed all pre-edit errors in the previous steps. If you do encounter additional pre-edit errors return to section V. Check and Fix Pre-Edit Errors in Quick Invoice Entry

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VIII. Check and Fix Vouchers in Recycle Status

Navigation: Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail

1. Enter Business Unit: ‘UW***’ 2. Select Voucher Source: ‘XML Invoices’

3. Click 4. Click result line hyperlink.

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5. Note the Error and Click the Correct Errors link.

Note: For the remaining errors the Correct Errors link should take you to the Voucher Add/Update page where you can make the necessary change and save. The Voucher Entry Status will then change from ‘Recycle’ to ‘Postable’. After the Voucher Entry Status is ‘Postable’, the Voucher can be Budget Checked and Posted. See the Voucher Creation business process document for information about Budget Checking and Posting Vouchers both online and in batch.

Revision History Author Version Date Description of Change Martha Mendoza 1.0 11/19/12 Initial Draft Spencer Kelsay 2.0 04/17/13 Updated Screenshots and Content Mark Flemington 3.0 6/24/2013 Final Updates and Changes Susan Kincanon 3.1 06/27/2013 Final review, formatting and publish Susan Kincanon 3.2 10/16/2013 Updated hyperlink to SFS website, republish Laura Parman 3.2 9-30-2015 Updated Security Roles needed Beth Vereb 3.3 03-11-2016 Added screen shots/instructions to Run Voucher

Build section.