ENCOMPASS High Volume Process Instructor: –Gerri Williams 8/17/2011

2 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

High Volume Process / File Layout

Overview of High Volume Business Process Edit Batch Transactions Check Budget 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

5 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.

6 Overview of High Volume Process – File Layout File Layout Field Format Key FormatDefinitionComments CharCharacter Left Aligned. Space filled for fixed length fields. NumNumeric Right Aligned. Explicit decimal placement. SNumSigned Numeric Right Aligned. Explicit decimal placement. Assumed positive unless minus sign is provided. SNum 3.2 Example: YYYY-MM-DDDateDate Example:

7 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 Volume How to…

9 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

10 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

11 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.

12 Upload a High Volume File into PeopleSoft

13 Upload a High Volume File into PeopleSoft –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 distributions –Allows you to the output of the job to a set of individuals or make the job details available to other PS users.

14 Upload a High Volume File into PeopleSoft

15 Upload a High Volume File into PeopleSoft

16 Upload a High Volume File into PeopleSoft

17 Upload a High Volume File into PeopleSoft

18 Upload a High Volume File into PeopleSoft

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  results of upload & edits  Trigger Approval workflow list &

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

21 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

22 Review HV Batch for Approval

23 Review HV Batch for Approval

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

25 Print HV Payment Transmittal Form

26 Sample HV Payment Transmittal Form

27 Release Budget & Delete Batch –Accounts Payable > High Volume Payments > Release Budget & Delete Batch –Find/Create –Save –Run

28 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

Turn Around File Process

30 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

31 Turn Around File Process

Vendor Extract File Process

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

34 Contact Information  ENCOMPASS Website –  If you are having technical issues, submit them to GMIS –