Upload
molly-mccarthy
View
218
Download
0
Embed Size (px)
Citation preview
ENCOMPASSVoucher Build Process
Instructor:– Gerri Williams
06/25/2015
2
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
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
5
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 (Columns A-L)• Populating Column A signifies new voucher to be built• Column D automatically calculates based on distribution & voucher lines entered
for that voucher header.– 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 (Column L).– Voucher Line
• If a new voucher line within the voucher is needed, column M must be populated with a description.
• Column N will automatically calculate based on Column O (the distribution information).
• Column O –AG are considered the distribution line
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…
8
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
9
Upload a Voucher Build File into PeopleSoft– Setup a Folder with Access to the PeopleSoft Service Account (previous slide)
– Navigation - Accounts Payable> Batch Processes > Extracts and Loads > Voucher Build Upload
• Setup a Run Control– Add a New Value
> Suggestion: Create a meaningful Run Control ID– Click Add
10
Upload a Voucher Build File into PeopleSoft– Use the Attach file for processing option
11
Upload a Voucher Build File into PeopleSoft
12
Upload a Voucher Build File into PeopleSoft
13
Upload a Voucher Build File into PeopleSoft
14
Upload a Voucher Build File into PeopleSoft
15
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
18
Review Voucher Build for Problems
Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail … Search
19
Review Voucher Build for Problems
Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail … List
20
Review Voucher Build for Problems
Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail .. correct QV
21
Review Voucher Build for Problems
Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail .. correct
22
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
23
Print Voucher Group Payment Transmittal Form
24
Sample Voucher Group Payment Transmittal Form
Turn Around File Process
26
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
27
Turn Around File Process
Vendor Extract File Process
29
Vendor Extract File Process
Vendors >Vendor Export(Vin-Q) > Vendor Export(Vin-Q)
30
Contact Information
ENCOMPASS Website
– http://myshare.in.gov/sba/encompass
If you are having technical issues, submit them to GMIS
– http://extranet.in.gov/gmis/issue_entry/base/issue_entry.asp