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ISRS to SWIFT Interface User Guide 8/3/2011
ISRS Users SWIFT Unofficial Reference Guide (A collaborative effort by MnSCU users of the SWIFT system)
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ISRS to SWIFT Interface User Guide 8/3/2011
Contents
Looking Up Payment Errors in SWIFT ........................................................................................................................................................... 3
Step by Step Screen shots for Looking Up Payment Errors in SWIFT .......................................................................................... 3
Looking Up ‘Batches’ in SWIFT .......................................................................................................................................................................... 7
Step by Step Screen shots For Looking Up ‘Batches’ in SWIFT ....................................................................................................... 7
Getting a check number In SWIFT .................................................................................................................................................................. 13
Step by Step Screen Shots for Getting A Check Number in SWIFT............................................................................................... 13
Check Status in SWIFT................................................................................................................................................................ ......................... 20
Other helpful stuff we stumbled across ....................................................................................................................................................... 22
Agency Origin ................................................................................................................................................................ ..................................... 22
Look up Vouchers in a Recycled status. These are the ones that need fixing: ....................................................................... 23
Vendor Lookup .................................................................................................................................................................................................. 24
CHALLENGES: ................................................................................................................................................................ ......................................... 27
‘Item Description’ field ................................................................................................................................................................ ................... 27
Ship To & Bill To Address in SWIFT .......................................................................................................................................................... 27
How to Check on the Status of a Pending Vendor ............................................................................................................................... 27
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ISRS to SWIFT Interface User Guide 8/3/2011
LOOKING UP PAYMENT ERRORS IN SWIFT
Financial Supply Chain Access Accounts Payable Vouchers Maintain Voucher Build Error Detail: where you will fill in the following fields:
o Business Unit = E2601 o Invoice Date: Choose an option. We chose between and put a begin date of 7/1/2011 and
7/210/2011 for an end date. Then click; Search
Vouchers/payments in a ‘Recycled’ status are transactions with errors waiting to be fixed. Currently Office of the Chancellor Campus Assistance staff fix these and will contact you if they need any other information. For more information try;
Correct Errors Error Summary Tab
STEP BY STEP SCREEN SHOTS FOR LOOKING UP PAYMENT ERRORS IN SWIFT
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ISRS to SWIFT Interface User Guide 8/3/2011
LOOKING UP ‘BATCHES’ IN SWIFT
Financial Supply Chain Access
Accounts Payable
Review Accounts Payable
Vouchers
Voucher
o Entered Date: Enter Payment Date
o Financial Department ID: E26 (for MnSCU) 3 (is always there) 4 digit institution (e.g. Inver Hills = 0157).
Search
Results show all payments for that date and whether their Entry Status. ‘Postable’ seems to mean they are good to go. There is a download to Excel option on this screen as well. Note the Voucher ID here if you want to look up the check number in the next step.
STEP BY STEP SCREEN SHOTS FOR LOOKING UP ‘BATCHES’ IN SWIFT
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ISRS to SWIFT Interface User Guide 8/3/2011
GETTING A CHECK NUMBER IN SWIFT
(Go through the previous exercise to get the voucher id to use here.)
Accounts Payable
Add/Update
Regular Entry
Find an Existing Value tab
In the Voucher ID field choose a drop down option you are comfortable with. We chose ‘contains’ and just put in part of the Voucher ID. If you chose = you would want to be exact with the Voucher ID.
Alternately, you could just search by Vendor here if you know that.
Search
In the results click on the Voucher ID field of the line items you want.
Click OK if the following error appears, “Budget Checking Warnings Exist (18021,90) Budget checking warnings were logged for this document. Please check the budget exception page to view them.
Click the Payments tab.
o ‘Method’ field (found within the Payment Options area): If it says, CHK, scroll down a bit more until you find the following field:
o ‘Reference’ field: holds the check number.
STEP BY STEP SCREEN SHOTS FOR GETTING A CHECK NUMBER IN SWIFT
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ISRS to SWIFT Interface User Guide 8/3/2011
CHECK STATUS IN SWIFT
Payment Inquiry
Reconciliation Status = Unreconciled (we think this means it hasn’t been cashed). If it says ‘Reconciled’ next to it is always has a date and we are pretty sure this is the date the checked was cashed.
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ISRS to SWIFT Interface User Guide 8/3/2011
OTHER HELPFUL STUFF WE STUMBLED ACROSS
AGENCY ORIGIN
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ISRS to SWIFT Interface User Guide 8/3/2011
LOOK UP VOUCHERS IN A RECYCLED STATUS. THESE ARE THE ONES THAT NEED FIXING:
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ISRS to SWIFT Interface User Guide 8/3/2011
CHALLENGES:
We are waiting for demonstrations in the following areas:
‘ITEM DESCRIPTION’ FIELD
Somewhere in SWIFT find the ‘Item Description’ field which holds the MnSCU ISRS serial number.
SHIP TO & BILL TO ADDRESS IN SWIFT
Show us good Bill To & Ship To addresses in SWIFT.
HOW TO CHECK ON THE STATUS OF A PENDING VENDOR
We are hoping someone can show us entering a new vendor and checking on the status of that vendor.