Global Business Services © 2008 IBM Corporation ENCOMPASS File Upload Workshop March 27, 2008

© 2008 IBM Corporation 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

© 2008 IBM Corporation 3 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

Global Business Services © 2008 IBM Corporation High Volume Process / File Layout

© 2008 IBM Corporation 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

© 2008 IBM Corporation 6 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.

© 2008 IBM Corporation 7 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:

© 2008 IBM Corporation 8 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

Global Business Services © 2008 IBM Corporation High Volume How to…

© 2008 IBM Corporation 10 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

© 2008 IBM Corporation 11 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

© 2008 IBM Corporation 12 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.

© 2008 IBM Corporation 13 Upload a High Volume File into PeopleSoft

© 2008 IBM Corporation 14 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.

© 2008 IBM Corporation 15 Upload a High Volume File into PeopleSoft

© 2008 IBM Corporation 16 Upload a High Volume File into PeopleSoft

© 2008 IBM Corporation 17 Upload a High Volume File into PeopleSoft

© 2008 IBM Corporation 18 Upload a High Volume File into PeopleSoft

© 2008 IBM Corporation 19 Upload a High Volume File into PeopleSoft

© 2008 IBM Corporation 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 &

© 2008 IBM Corporation 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

© 2008 IBM Corporation 22 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

© 2008 IBM Corporation 23 Review HV Batch for Approval

© 2008 IBM Corporation 24 Review HV Batch for Approval

© 2008 IBM Corporation 25 Print HV Payment Transmittal Form –Accounts Payable > High Volume Payments > Print Payment Transmittal Form

© 2008 IBM Corporation 26 Print HV Payment Transmittal Form

© 2008 IBM Corporation 27 Sample HV Payment Transmittal Form

© 2008 IBM Corporation 28 Release Budget & Delete Batch –Accounts Payable > High Volume Payments > Release Budget & Delete Batch –Find/Create –Save –Run

© 2008 IBM Corporation 29 International Payments & address formats –Encompass Website > Encompass Documents > File LayoutsEncompass 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

Global Business Services © 2008 IBM Corporation Voucher Build

© 2008 IBM Corporation Overview of Voucher Build Business Process Edit Batch Transactions Check Budget 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

© 2008 IBM Corporation 32 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. –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.

© 2008 IBM Corporation 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) ID –Voucher Header Record Origin –Make sure Origin/Business Unit are a valid combination. Goods/Services Received Date Invoice Receipt Date

Global Business Services © 2008 IBM Corporation Voucher Build How to…

© 2008 IBM Corporation 35 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

© 2008 IBM Corporation 36 Upload a Voucher Build File into PeopleSoft –Setup a Folder with Access to the PeopleSoft Service Account (previous slide) –Navigation - Accounts Payable> Batch Processes > Interfaces > Voucher Build Upload Setup a Run Control –Add a New Value >Suggestion: Create a meaningful Run Control ID –Click Add

© 2008 IBM Corporation 37 Upload a Voucher Build File into PeopleSoft –Use the Attach file for processing option

© 2008 IBM Corporation 38 Upload a Voucher Build File into PeopleSoft

© 2008 IBM Corporation 39 Upload a Voucher Build File into PeopleSoft

© 2008 IBM Corporation 40 Upload a Voucher Build File into PeopleSoft

© 2008 IBM Corporation 41 Upload a Voucher Build File into PeopleSoft

© 2008 IBM Corporation 42 Upload a Voucher Build File into PeopleSoft

© 2008 IBM Corporation 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)

© 2008 IBM Corporation 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_STG PS_VCHR_DIST_STG PS_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_QV PS_VCHR_DIST_QV PS_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

© 2008 IBM Corporation 45 Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail … Search

© 2008 IBM Corporation 46 Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail … List

© 2008 IBM Corporation 47 Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail.. correct QV

© 2008 IBM Corporation 48 Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail.. correct

© 2008 IBM Corporation 49 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

© 2008 IBM Corporation 50 Print Voucher Group Payment Transmittal Form

© 2008 IBM Corporation 51 Sample Voucher Group Payment Transmittal Form

Global Business Services © 2008 IBM Corporation Turn Around File Process

© 2008 IBM Corporation 53 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

© 2008 IBM Corporation 54 Turn Around File Process

Global Business Services © 2008 IBM Corporation Vendor Extract File Process

© 2008 IBM Corporation 56 Vendor Extract File Process  Vendors >Vendor Export(Vin-Q) > Vendor Export(Vin-Q)

© 2008 IBM Corporation 57 Contact Information  Steve Daniels, State Budget Agency – phone: (317)  Ryan Downham, Auditor of State – phone: (317)  Marilyn Rudolph, State Board of Accounts – phone: (317)  Jim Welsh, GMIS Office –

© 2008 IBM Corporation 58 Contact Information (cont.)  ENCOMPASS Website –  ENCOMPASS Address  If you are having technical issues, submit them to GMIS – We Welcome Your Feedback / Questions / Comments

Global Business Services © 2008 IBM Corporation Reminders

© 2008 IBM Corporation 60 Reminders  Chartfield Mapping due Today  Projects Module mapping due Mar 28  Internal Controls – new roles in PROD Mar 31  Implement Projects Module for those not currently using it – start Mar 01, implement by Apr 30  File Formats testing by April 21  Sandbox Testing April 17 –Submit issues at

Global Business Services © 2008 IBM Corporation Questions?