VOUCHER INTERFACE
Project EncoreLisa McKeithan – Deputy Business Segment DirectorPatricia Garcia – Statewide Accounts Payable ManagerMarch 9, 2015
Upcoming Town Halls
• Tentatively Scheduled 2 Town Halls
– Late March• Subject: TBD
– Early April• Subject: Position Budgeting / Fiscal Year Funding
PROGRAM CODE - INTERFACES
• 2/18/15 Town Hall – Interfaces will be updated 7/1/15– Accounts Payable (Funding) Alltrans– Accounts Receivable Alltrans– General Ledger Alltrans– Outstanding Orders
PROGRAM CODE - INTERFACES
• Revised Layouts have been posted at:– Cio.ok.gov > Enterprise Business Services (CORE): Financials > Financial
Interface Layouts
OR
– http://www.ok.gov/cio/Customer_Portal/Business_Application_Services_Essentials/Technical/
PROGRAM CODEPROGRAM_CODE DESCR
A0000 MATERNAL & INFANT HEALTHA0001 OBESITYA0002 TOBACCO USEA0003 PRESCRIPTION DRUG & SUBSTANCEA0100 IMMUNIZATIONS & INFECTIOUS DISA0101 ABUSE & INJURYA0102 FOOD & WATER SAFETYA0200 HEALTH SERVICESA0201 BEHAVIORAL HEALTHA0300 CHILD WELFARE SERVICESA0301 AGING SERVICESB0000 CORRECTIONSB0001 INFRASTRUCTUREB0002 EMERGENCY MANAGEMENTB0100 CRIMEB0101 NARCOTICSB0102 TRAFFIC SAFETY & IMPAIRED DRIVB0200 AIRB0201 WATERB0202 LANDC0000 EARLY CHILDHOOD DEVELOPMENTC0001 NEED-BASED AIDC0002 SPECIAL EDUCATIONC0003 ADVANCED OFFERINGS
PROGRAM_CODE DESCRC0100 HIGH SCHOOL COMPLETIONC0101 COLLEGE PREPAREDNESSC0102 WORKFORCE TRAININGC0103 HIGHER EDUCATIONC0200 SCHOOL EXCELLENCEC0201 STUDENT PERFORMANCED0000 OPEN GOVERNMENTD0001 PERFORMANCE RESULTSD0100 ONLINE SERVICESD0101 ENERGY USAGED0102 GOVERNMENT-WIDE SOLUTIONSD0103 STATE PERSONNELD0200 REVENUES & EXPENDITURESD0201 DEBTS & OBLIGATIONSD0202 AUDITS & CONTROLSE0000 ENTREPRENEURSHIPE0001 BUSINESS VITALITYE0002 INNOVATIONE0100 WEALTH GENERATIONE0101 EMPLOYMENT GROWTHE0102 WORKFORCE PARTICIPATIONE0200 AEROSPACE AND DEFENSEE0201 ENERGY PROGRAME0202 AGRICULTURE AND BIOSCIENCESE0203 INFORMATION AND FINANCIAL SERVE0204 TRANSPORTATION AND DISTRIBUTIONP000 No_Program
OUT WITH THE OLD VFRAIN WITH THE NEW UPLOAD
• Program Code• Flexibility– Upgrades– Legislation– Business Practices
• Does not replace the Grant’s Provisioning voucher upload
COMPARISON
Revised Voucher Interface• Delivered/Developed Code• Excel Format• CSV File• 46 Fields – Streamlined• Edit and Load• Voucher Build• PeopleSoft Defaults
Existing Voucher Interface• Developed Code• Very Technical• Data File• 71 Fields – 3 Record Layouts• Edit and Load• No Voucher Build• No PeopleSoft Defaults
Column Column Field Name Field Type Field Length
Required/ Optional
Field Description Example Comments Cross-walk
A 1 BUSINESS_UNITCharacter 5 Required Business Unit 09000 9000 = 09000
ALL RECORDS.AGENCY NUMBER (column 3)
B 2 VENDOR_ID Character 10 Required Vendor ID 0000001101 1101 = 0000001101
HEADER.VENDOR ID (column 156)
C 3 VENDOR_LOC Character 4 Required Vendor Location 0001 1 = 0001 HEADER.VENDOR LOC (column 166)
D 4 INVOICE_ID Character 30 Required Invoice Number XFKNW68R5 Alpha/Numeric/Spaces/Characters
One voucher per invoice ID
FUNDING.INVOICE NUMBER (column 61)
E 5 INVOICE_DT Character 10 Required Invoice Date 03/01/2012 MMDDYYYY FUNDING.INVOICE DATE (column 91)
F 6 GROSS_AMT Number 28 Required Total 13557.28 Positive or Negative
HEADER.TOTAL AMOUNT OF CLAIM (column 35)
G 7 PO_ID Character 10 Optional PO ID 0909014955 PeopleSoftPO ID
HEADER.ORDER NUMBER (column 13)
H 8 LINE_NBR Number 3 Required for PO ID
PO Line Number 001 1=001 FUNDING.PO LINE NBR (column 99)
Column Column Field Name Field Type Field Length
Required/ Optional
Field Description Example Comments Cross-walk
I 9 SCHED_NBR Number 3 Required for PO ID
PO Schedule 001 2 = 002 FUNDING.PO SCHEDULE NBR (column 104)
J 10 PO_DIST_LINE_NUM
Number 3 Required for PO ID
PO Distribution Line
001 3 = 003 N/A
K 11 MONETARY_AMOUNT
Number 26,3 Required Item Total 2688.83 -26.3 If multiple funded claim: FUNDING.AMOUNT FUNDED (column 46)If multiple payee claim: PAYEE.AMOUNT PAID TO PAYEE (column 188)
L 12 ACCOUNT Character 10 Required Account 531350 Begins with 5 or 633
FUNDING.ACCOUNT (column 27)
M 13 SUB_ACCOUNT Character 23
Optional SUB_ACCOUNT maps to PRODUCT
SUB_ACCOUNT = 2
01 - 99 FUNDING.PRODUCT (column 33)
N 14 FUND_CODE Character 4 Required Fund Code 1000 1000 = 1000
FUNDING
O 15 CLASS_FIELD Character 5 Required Class Field 23500 7REG/7EFT if only one 7% class fund is used; vendor file default
FUNDING.CLASS_FLD (column 13)
P 16 DEPTID Character 7 Required Department 1000001 FUNDING. DEPT (column 20)
Column Column Field Name Field Type Field Length
Required/ Optional
Field Description Example Comments Cross-walk
Q 17 BUDGET_REF Character 2 Required Identifies Fiscal Yr 12 Do not default if blank.
FUNDING.BUDGET REF (column 18)
R 18 CFDA Character 10 Optional CFDA# 1720700000 May be less than 10 chars long.
FUNDING.CFDA / Chartfield1 (column 35)
S 19 CHARTFIELD2 Character 10 Optional Reserved Usage N/A
T 20 PROGRAM_CODE Character 5 Required Statewide Program Code
NP000A0000
Statewide Program Code
N/A
U 21 PROJECT_ID Character 15 Optional Project 29000000202FY11290000000000000
All existing entries are 15 chars in length
N/A
V 22 ACTIVITY Character 15 Optional Activity 0000000600 All existing entries are 10 chars in length
N/A
W 23 RESOURCE_TYPE Character 5 Optional Source Type SUB_1 N/A
X 24 RESOURCE_CATEGORY
Character 5 Optional Category 0015, INHR N/A
Y 25 RESOURCE_SUB_CAT
Character 5 Optional Subcategory DIRCT N/A
Z 26 OPERATING_UNIT Character 8 Optional Oper Unit 2600 Up to 8 chars but could be less
N/A
AA 27 KK_CLOSE_PRIOR Character 1 Optional Finalize N N/A
Column Column Field Name Field Type Field Length
Required/ Optional
Field Description Example Comments Cross-walk
AB 28 VOUCHER_STYLE Character 4 Default to REG
Voucher Style REG Column for JVs in 9.2
N/A
AC 29 VOUCHER_ID_RELATED
Number 8 Required if JV
Related Voucher 00085124 Column for JVs in 9.2
N/A
AD 30 REMIT_VENDOR Character 10 Required if different from Vendor
Remit to 0000300518 PAYEE.VENDOR ID (column 281)
AE 31 REMIT_VNDR_LOC Character 4 Required if different from Vendor Loc or if Remit_Vendor different from Vendor
Location 0001 1 = 0001 PAYEE.VENDOR LOC (column 291)
AF 32 BANK_ACCT_KEY Character 4 Optional Account 7REG Required for manualwarrants.
N/A
AG 33 PYMNT_METHOD Character 3 Optional Method MAN Required for manualwarrants
N/A
AH 34 PYMNT_MESSAGE Character 70 Optional Message Policy #A1114222
Included on remittance advice and checks
PAYEE.MESSAGE 1 & MESSAGE 2 (columns 301 & 340)
Column Column Field Name Field Type Field Length
Required/ Optional
Field Description Example Comments Cross-walk
AI 35 PYMNT_GROUP_CD
Character 2 Optional Pay Group - To be populated with the next business day.
MO 7F can only be used with class 7REG or 7EFT
N/A
AJ 36 PYMNT_SEPARATE
Character 1 Optional Separate Payment Y Default to N
FUNDING.SEPARATE CHECK FLAG (column 141)
AK 37 PYMNT_ID_REF Character 9 Optional Reference 024180128 To be used with 7REG bank and MAN method
PAYEE.WARRANT NUMBER (column 209)
AL 38 NAME 1 Character 40 Required for specific 11XX vendors
Payee Name John Doe Only used for payees not maintained in the vendor file
PAYEE.NAME
AM 39 RECEIVER_ID Number 10 Optional Receiver ID 0000002384 0000002384
N/A
AN 40 RECV_LN_NBR Number 3 Optional Receiver Line Number
001 1=001 N/A
AO 41 RECV_SHIP_SEQ_NBR
Number 3 Optional Receiver Schedule 001 1=001 N/A
AP 42 RECV_DIST_LINE_NUM
Number 3 Optional Receiver Distrib Ln001 1=001 N/A
Column Column Field Name Field Type Field Length
Required/ Optional
Field Description Example Comments Cross-walk
AQ 43 Bank_ID_Num Character 9 Optional Bank Routing Number
123456789 Higher Ed only
PAYEE.BANK ROUTING INFORMATION (Column 222)
AR 44 Bank_Account_Number
Character 17 Optional Bank Account Number
65265613 Higher Ed only
PAYEE.BANK ACCOUNT NUMBER (Column 231)
AS 45 Bank_Account_Type
Character 2 Optional Checking/Savings 02 - Savings 03 - Checking
Higher Ed only
PAYEE.BANK ACCOUNT TYPE (Column 221)
AT 46 CROSS_REFERENCE
Character 254 Claim # Required
Claim Number and Non PS PO Number
Record in the voucher, voucher line, and payment xref tables
ALL RECORDS.CLAIM NUMBER (column 6)
AU 47 OCP_FIELD3 Character 20 Optional Extra Field Used for validation of length
N/A
NECESSARY ACTIONS TO IMPLEMENT
• OMES to complete code development and testing
• Agencies to complete interface mapping• Target date 07/01/2015– Training– Exemptions
QUESTIONS
• Accounts Payable InquiriesPatricia [email protected]
• Other Program Code InquiriesLisa [email protected]
• OMES Service Desk(405)[email protected]