Sunflower Project AP Interfaces April 21, 2009

2 Copyright © 2009 Accenture All Rights Reserved. Welcome & Introductions Dean Arzoian – SMART Technical Team Manager Bruce Myers – SMART Technical Team Manager, Accenture Ed Payne – SMART Interface and Data Conversion Coordinator Kurt Meisner – Interfaces Lead, Accenture Nate Hill – Data Conversion Coordinator, Accenture Jo Ann Remp – Accounts Payable, State Shawn Miller -- Accounts Payable, Accenture

3 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART System and Interfaces Overview Accounts Payable – State Agency and Regent Interfaces Vendor Download (INF01) Daily outbound extract of vendor information used for voucher processing. Voucher Load(INF02) Daily inbound voucher load to generate payment vouchers. Payment Information (INF03) Daily outbound payment information for warrants generated in SMART

4 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 – Vendor Download Daily outbound vendor file for loading data into external systems Agencies interfacing vouchers will need to provide valid SMART vendor information on their payment vouchers

5 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART SMART Vendors Regular Vendor – Interfaces with the SMART system on a regular basis and has their information maintained in the SMART vendor tables One Time Vendor – Interfaces with the SMART system only once. Their information is maintained in the SMART system but their effective status is set to “I”, Inactive, after one voucher has been interfaced Single Payment Vendor – Interfaces with the SMART system but does not have their information maintained in the SMART system

6 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Header Record Layout SMART Field Name Description Processing InformationSample Value ROWIDUsed to specify the row type This is a method to separate the multiple row types within the interface file. “001” = (Fixed header value) SETIDUsed to group vendors, all vendors will belong to one global SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_IDThe PeopleSoft Vendor number This will be the identifier used to track vendors in SMART. “ ” VENDOR_NAME_SHORTVendor Short Name A short vendor name that can be used to sort on the add update page in SMART. First ten characters of the vendor name plus “Corporate -001” NAME1Vendor Name This is the name of the vendor that will be maintained in SMART and referenced on payment vouchers. “Corporate Express” NAME2Additional Vendor Name This provides additional name information for the vendor if the Name1 field is not sufficient Medicaid provider number will be listed here. “ B”

7 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Header Record Layout (cont) SMART Field Name Description Processing InformationSample Value VENDOR_STATUSStatus of the vendor in the SMART system This is the vendor status in the SMART system. All vendors entering the SMART system will be unapproved. “A” = (Approved) VNDR_STATUS_PODetermines whether a vendor can be used for purchasing Payment vouchers in SMART can reference a previously established encumbrance. If a vendor can perform this action, it will be noted here. “Y” = (Yes) ENTERED_BYThe OPRID that modified the vendor information This will track which individual has made the most recent updates to a vendor. “bjones” CREATED_DTTMCreated Date This shows when the vendor was created in SMART. Payment vouchers can not reference a vendor who was created after the voucher. “ :30:00:000” CREATED_BY_USERThe OPRID that created the vendor record Vendors will go through a central approval process and this will allow identification of who created this vendor. “rsmith”

8 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Header Record Layout (cont) SMART Field Name Description Processing InformationSample Value LAST_MODIFIED_DATELast Modified Date This is the last time a vendor has been updated. It is important to know if and when your vendor was updated so that you can analyze changes to the vendor. “ ” OLD_VENDOR_IDOld Vendor ID This is the STARS vendor ID field and will serve as a crosswalk for you to identify the new SMART vendor ID’s for your vendor. “ ” DEFAULT_LOCDefault location for Payable and Procurement options. Vendors can only have one default location, but many locations to conduct business. The default location will serve as the primary location in which payment will be sent. “ ”

9 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor ID Numbers Record Layout SMART Field Name Description Processing InformationSample Value ROWIDUsed to specify the row type This is a method to separate the multiple row types within the interface file. “002” = (Fixed value for the Vendor ID Numbers record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_IDVendor Number This will be the identifier used to track vendors in SMART. “ ” STD_ID_NUM_QUALStandard ID Qualifier Indicates whether a vendor has transmitted a W9 form to the agency. “W9” STD_ID_NUMID Number Date the W9 form was transmitted.“ ”

10 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Government Certificate Record Layout SMART Field Name Description Processing InformationSample Value ROWIDUsed to specify the row type This is a method to separate the multiple row types within the interface file. “003” = (Fixed value for Government Certificate Record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_IDVendor This will be the identifier used to track vendors in SMART. “ ” CERTIF_SOURCE Certification Source Source of certification being bestowed upon a vendor. “Federal” GOV_CLASS Government Classification This field will be used for classifying vendors. This field is not being used in SMART. “ EFFDTEffective Date The date the certification is effective in the system. “ ”

11 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Government Certificate Record Layout (cont) SMART Field Name Description Processing InformationSample Value GOV_CERTIF_NBRCertification Number The identifying number for the certification. “ ” CERTIFICATE_EXP_DTCertification Expiration The date when the certification expires and is no longer valid. “ ” CERTIFICATE_BEG_DTCertification Begin Date The date when the certification is in effect. “ ”

12 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Report Element Record Layout SMART Field Name Description Processing InformationSample Value ROWIDUsed to specify the row type This is a method to separate the multiple row types within the interface file. 004” = (Fixed value for the Vendor Report Element record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_IDVendor This will be the identifier used to track vendors in SMART. “ ” VNDR_TYPEType of Vendor Classification used to identify which type a vendor is. “F” = (Hospital)

13 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Address Record Layout SMART Field Name Description Processing InformationSample Value ROWIDUsed to specify the row type This is a method to separate the multiple row types within the interface file. “005” = (Fixed value for the Vendor Address record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_IDVendor This will be the identifier used to track vendors in SMART. “ ” ADDRESS_SEQ_NUMAddress Sequence Number Address that you want placed on a procurement document. A vendor can have multiple address sequence numbers. “001” EFFDTEffective Date The date in which the address was activated or inactivated. “ ” EFF_STATUSEffective Status A-Active I-Inactive The status for the vendor address to identify if a payment can be sent to that address. “A” = (Active)

14 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Address Record Layout (cont) SMART Field Name Description Processing InformationSample Value NAME1Vendor name that prints on payments generated in SMART. This is the name for which the warrant will be printed will still go to the name listed on the header record. “Corporate Express” ID ID The ID for the vendor. ” COUNTRYCountry The country in which the vendor is located. “USA” ADDRESS1Address 1 The address for the vendor where the payment will be sent. “1234 Topeka Blvd” ADDRESS2Address 2 This is an overflow field if the vendor address exceeds the field length of Address 1. “ ADDRESS3Address 3 This is an overflow field if the vendor address exceeds the field length of Address 2. “

15 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Address Record Layout (cont) SMART Field Name Description Processing InformationSample Value ADDRESS4Address 4 Address field used for foreign addresses. Dependent on Country. CITYCity The vendor city. “Topeka” STATEState The state for the vendors address. “KS” POSTALPostal The postal code.“66612”

16 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Address Phone Record Layout SMART Field Name Description Processing InformationSample Value ROWIDUsed to specify the row type This is a method to separate the multiple row types within the interface file. “006” = (Fixed value for the Vendor Address Phone record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_IDVendor This will be the identifier used to track vendors in SMART. “ ” ADDRESS_SEQ_NUMAddress Sequence Number Address that you want placed on a procurement document. A vendor can have multiple address sequence numbers. “001” EFFDTEffective Date The date in which the address was activated or inactivated. “ ” PHONE_TYPE Phone Type What type of phone number is associated with this address. “FAX”

17 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Address Phone Record Layout (cont) SMART Field Name Description Processing InformationSample Value COUNTRY_CODEInternational Dialing Prefix The country in which the phone number is located in if outside of the US. “031” PHONETelephone The main phone number for the vendor. “ ” EXTENSIONPhone Extension The phone number extension for the vendor. “25”

18 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Location Record Layout SMART Field Name Description Processing InformationSample Value ROWIDUsed to specify the row type This is a method to separate the multiple row types within the interface file. “007” = (Fixed value for the Vendor Location record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_IDVendor This will be the identifier used to track vendors in SMART. “ ” VNDR_LOCVendor Location Grouping of vendor addresses under a single location. One default location must be provided for all vendors. “ ” EFFDTEffective Date The date that the location was active or inactive. “ ” EFF_STATUSEffective Status A-Active I-Inactive The status of the vendor location. A address can still be referenced even if a location has been inactivated. “A” = (Active)

19 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Location Record Layout (cont) SMART Field Name Description Processing InformationSample Value PYMNT_TERMS_CD Payment Terms ID The time frame in which the vendor wants to be paid. This field will default if not specified on the vendor. “Net 30” = Due in 30 days REMIT_ADDR_SEQ_NUMRemitting Address determines where payments will be sent. Warrants issued for the vendor will be sent to this address. “001” DESCRLocation Description - from the VNDR_LOC_SCROL record. This is a description of the location of vendor. “San Francisco delivery plant ”

20 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Pay Record Layout SMART Field Name Description Processing InformationSample Value ROWIDUsed to specify the row type This is a method to separate the multiple row types within the interface file. “008” = (Fixed value for the Vendor Pay record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_IDVendor This will be the identifier used to track vendors in SMART. “ ” VNDR_LOCVendor Location Grouping of vendor addresses under a single location. One default location must be provided for all vendors. “ ” EFFDTEffective Date The effective date of the location the payment will be transmitted to. “ ” SEQ_NUM Sequence The address sequence number of the location the payment will be sent to. “001”

21 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF01 Vendor Pay Record Layout (cont) SMART Field Name Description Processing InformationSample Value EFF_STATUSEffective Status A-Active I-Inactive The effective status of the payment location “A” = (Active) PYMNT_METHODPay Method This indicates how the payment will be issued “CHK” PYMNT_HOLDHold Payment This indicates whether a vendor has been placed on hold and can not process payment voucher “Y” = (Yes)

22 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 – Voucher Load Agencies will transmit their payment vouchers to SMART Payment vouchers will be approved, budget checked, posted and paid The setoff process will analyze vouchers to determine if they are eligible for setoff Payment vouchers can be placed On Hold

23 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Header Record Layout SMART Field Name Description Processing InformationSample Value ROW_IDThis identifies the voucher header within the file. This is a method to separate the multiple row types within the interface file “001” = (Fixed value for the Voucher Header record) BUSINESS_UNITEach agency will have their own valid business unit. This is the identifier used to differentiate from which agency the payment voucher originated from. “00000” VOUCHER_ID_RELATEDThis field stores an 8 digit related voucher number This field will allow agencies to relate the voucher to another voucher. This would be used in the case of making an adjustment to a voucher or in the case of setoff, relating the credit memo to the original voucher. “ ” INVOICE_IDThis field will contain a unique Vendor Invoice Number. This is to identify the invoice the payment voucher was created for. “Invoice 1234” INVOICE_DTThis field will contain the Vendor Invoice date. This will help determine when your payment voucher is selected for payment. It will be used in conjunction with the payment terms, it is the basis for calculating the Scheduled Pay Date, which is the date the voucher will get picked up for payment. “ ” VENDOR_SETIDAgencies will use the SetID for the centrally maintained vendor database. This is an identifier used for configuration of the vendors in SMART “SOKID” = (State of Kansas ID)

24 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Header Record Layout (cont) SMART Field Name Description Processing InformationSample Value VENDOR_IDThis field will contain a valid PeopleSoft Vendor ID for the Vendor SetID provided above. This will be the identifier used to track vendors in SMART. “ ” VNDR_LOCThis field will contain a valid PeopleSoft Vendor Location for the Vendor ID provided above. Grouping of vendor addresses under a single location. One default location must be provided for all vendors. “ ” ADDRESS_SEQ_NUMThis field will contain a valid PeopleSoft Invoicing Vendor Address Sequence Number for the Vendor ID provided above. Address that you want placed on a procurement document. A vendor can have multiple address sequence numbers. “001” ORIGINThis specifies the approval process that a payment voucher must go through. This value will be specific to each agency and can be hard coded. “001” OPRIDPeopleSoft Operator ID This will be the PeopleSoft ID of the user entering the voucher. If interfacing a voucher, you will populate with a specified value. “Batch” = (Voucher entered through batch process) ACCOUNTING_DTThis field will contain the current date. This is the current date that payment voucher is created on. “ ”

25 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Header Record Layout (cont) SMART Field Name Description Processing InformationSample Value GROSS_AMTThis field will contain the Gross Amount of the Voucher/Vendor invoice. This is the total amount for which the payment voucher is being created. “$ ” PYMNT_TERMS_CDThese are used to schedule payments for invoices and to calculate amounts remitted to vendors. The time frame in which the vendor wants to be paid. In conjunction with the Invoice Date, it is used to calculate the Scheduled Pay Date, which is the date the voucher will get picked up for payment. This field will default if not specified. “Net 30” = (Due in 30 days) DESCR254_MIXEDDescription of voucher. This is a free form field where you can include descriptive information about the voucher. “This is a payment voucher to Corporate Express on April 20 th ” REMIT_ADDR_SEQ_NUMThis field will contain a valid PeopleSoft Vendor Remitting Address Sequence Number for the Vendor ID provided above. This will establish which address the payment voucher will be sent to. “001” VCHR_BLD_CODEThis field will indicate whether a payment voucher is associated with a previously created encumbrance. This field will be left blank if there is no Purchase Order associated with the Voucher to be created. “P” = (Purchase Order)

26 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Header Record Layout (cont) SMART Field Name Description Processing InformationSample Value PYMNT_MESSAGEThis field may contain a free-form payment message. This field will appear on the check stub. The field will be displayed on the ACH and Check Remittance files This will contain information on what purpose the payment voucher was created for. “Office Chairs” PYMNT_HANDLING_CDCriteria to sort payments This will indicate how the payment voucher should be sorted. “CM” = Central Mail PYMNT_HOLDFlag used to see if payment is on hold. This indicates whether a vendor has been placed on hold and can not process payment voucher. If the payment needs to be placed on a Hold Status, then populate the field with 'Y'. “Y” = (Yes) PYMNT_HOLD_REASONReason for payment hold This will specify why a payment will be placed on. “ACC” = (Accounting in Dispute” USER_VCHR_DATEThis field will contain the Last Receipt Date that will be sent by the agencies This will contain a date less than or equal to the current date. “ ” MESSAGE_CDThis field may contain a valid Payment Message Code Agencies will provide their own message codes to help identify the payment vouchers in SMART. “ABC123”

27 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Header Record Layout (cont) SMART Field Name Description Processing InformationSample Value SCHEDULED_PAY_DTScheduled to Pay Date-This field may contain a valid Scheduled Due Date This is the date that a payment voucher is selected for payment. However, this field can be blank and the payment Scheduled Due Date will be calculated by the Voucher Build Process based on vendor payment terms. “ ” VOUCHER_STYLEThis is used to indicate the voucher style of the payment voucher. All regular vouchers the field should be populated with 'REG'. If a voucher is identified as 'SGLP' (Single Pay), a '003' Row Is REQUIRED. “REG” = (Regular) DSCNT_AMTDiscount Amount This field allows for tracking of a discount associated with a payment voucher. Not currently used FREIGHT_AMTFreight Amount This field allows for tracking of freight charges associated with a payment voucher. Not currently used MISC_AMTMiscellaneous Charge Amount This field allows for tracking of miscellaneous charges associated with a payment voucher. Not currently used VOUCHER_IDVoucher ID This will indicate the number assigned to the payment voucher to track it in SMART. “ ”

28 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Line Record Layout SMART Field Name Description Processing InformationSample Value ROW_IDThis is the voucher line identifier within the file This is a method to separate the multiple row types within the interface file. “002” = (Fixed value for the Voucher Line record) BUSINESS_UNITThis field will have the same value as the Voucher Header business unit. The field will be displayed on the ACH and Check Remittance files This is the identifier used to differentiate from which agency the payment voucher originated from. “00001” VOUCHER_ID_RELATEDA unique Record ID for each voucher in the input file. This will be the same number as the one found in the Voucher header that the single payment line depends on This field will allow agencies to relate the voucher to another voucher. This would be used in the case of making an adjustment to a voucher or in the case of setoff, relating the credit memo to the original voucher. “ ” VOUCHER_LINE_NUMThis field will be provided by the agencies. It will contain a unique, sequential number that will be provided for each voucher line to be created for the voucher/vendor invoice This will indicate the individual lines associated with a payment voucher. “00001” BUSINESS_UNIT_POThis is the business unit associated with the purchase order. This field will be left blank if there is no Purchase Order associated with the Voucher to be created. It will be the same PO Business Unit that is found in the Voucher header that the voucher line depends on. “00001”

29 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Line Record Layout (cont) SMART Field Name Description Processing InformationSample Value PO_IDThis is the purchase order ID number This field will be left blank if there is no Purchase Order associated with the voucher to be created. “ ” LINE_NBRThis is the purchase order line number This field will be left blank if there is no Purchase Order associated with the Voucher to be created. The field will contain a valid Purchase Order Line Number for the Purchase Order ID entered above. “ 00001” SCHED_NBRThis is the purchase order schedule number This field will be left blank if there is no Purchase Order associated with the Voucher to be created. This field will contain a valid Purchase Order Schedule Number for the Purchase Order ID and Purchase Order Line Number entered above. “0001” DESCRThis field will contain a description of the good or service provided This is a free form field where you can include descriptive information about the goods or service. “This is for office chairs” MERCHANDISE_AMTThis field will contain the amount of the voucher/ vendor invoice line If the voucher line contains a Line Quantity, Unit of Measure, and Unit Price then the Line Amount must be equal to the product of the Line Quantity and Unit Price. “ ”

30 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Line Record Layout (cont) SMART Field Name Description Processing InformationSample Value ITM_SETIDThis field will contain the SetID of the State is an item is selected from the state item file This is an identifier used for configuration of the vendors in SMART. These values are currently being determined. INV_ITEM_IDThe field will contain a valid Item ID This will be the identifying number for items listed on the voucher line record. “ ” QTY_VCHRThis field may contain a quantity of the goods or services provided by the Vendor This field will be used to indicate the quantity of items being referenced on the payment voucher line. “1.000” UNIT_OF_MEASUREThis will indicate the unit of measurement that is associated with the items on the voucher line. If the line contains a Quantity, then it must contain a valid PeopleSoft Unit of Measure Code. “PER” = (Percentage) UNIT_PRICEThis will indicate the unit price for each of the items on the payment voucher line. If the Line contains a Quantity and Unit of Measure, then it must contain a Unit Price. “ ”

31 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Line Record Layout (cont) SMART Field Name Description Processing InformationSample Value BUSINESS_UNIT_RECVThis is the business unit associated with the receiver. This field will be left blank if there is no receiver associated with the voucher to be created. “00001” RECEIVER_IDReceiver ID This field will be left blank if there is no receiver associated with the voucher to be created. “ “ RECV_LN_NBRReceiver Line Number This field will be left blank if there is no receiver associated with the Voucher to be created. The field will contain a valid Purchase Order Line Number for the Purchase Order ID entered above. “ 00001“ RECV_SHIP_SEQ_NBRReceiver Shipping Sequence This field will be left blank if there is no receiver associated with the Voucher to be created. This field will contain a valid receiver shipping sequence number for the Purchase Order ID and Purchase Order Line Number entered above. “ 001“ BUS_UNIT_RELATEDBusiness Unit Related This field is being reserved for future use and is not currently being used, “00001 “

32 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Line Record Layout (cont) SMART Field Name Description Processing InformationSample Value WTHD_SWWithholding Application Indicates that a voucher is 1099 applicable. “Y” SPEEDCHART_KEYSpeedchart Key This field will be used to distribute the amounts of a payment voucher to different account strings. “Supplies” WTHD_TYPEWithholding Type The type of 1099 that the voucher is. “1099M” = (Miscellaneous) WTHD_CLASSWithholding Class This is the box on the 1099 which indicates the type of withholding. ''07” = (Non employee compensation)

33 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Distribution Record Layout SMART Field Name Description Processing InformationSample Value ROW_IDThis is the voucher distribution line identifier within the file This is a method to separate the multiple row types within the interface file. “002” = (Fixed value for the Voucher Line record) BUSINESS_UNITThis field will have the same value as the Voucher Header business unit. The field will be displayed on the ACH and Check Remittance files This is the identifier used to differentiate from which agency the payment voucher originated from. “00001” VOUCHER_ID_RELATEDA unique Record ID for each voucher in the input file This field will allow agencies to relate the voucher to another voucher. This would be used in the case of making an adjustment to a voucher or in the case of setoff, relating the credit memo to the original voucher. “ ” VOUCHER_LINE_NUMThis will indicate the individual lines associated with a payment voucher. This field will be provided by the agencies. It will contain a unique, sequential number that will be provided for each voucher line to be created for the voucher/vendor invoice. This will be the same number found in the Voucher Line that the distribution line depends on. “00001”

34 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Distribution Record Layout (cont) SMART Field Name Description Processing InformationSample Value DISTRIB_LINE_NUMThis is used to indicate the distribution records contained in a single voucher line. The distribution lines will contain the accounting information for the voucher line This field will be provided by the agencies. If the agencies want to send multiple distribution lines for a single voucher line then this number needs to be incremented for each distribution line. “00001” BUSINESS_UNIT_GLThis field will contain the valid PeopleSoft General Ledger Business Unit value This filed will be used to indicate which General Ledger business unit the payment voucher is associated with, “00001” ACCOUNTThis will be the account value for the payment vouchers being entered into the system Account is used to define the purpose of the transaction and specify the balance sheet account or operating account (i.e. expenditure or revenue object codes) on financial transactions. Values are currently being determined. DEPTIDThis will be the department ID value that will be referenced on the payment voucher This chartfield identifies the financial management organizational entity associated with a financial transaction. The State will use this chartField to capture the State and agency organization chart. Values are currently being determined. QTY_VCHRThis field may contain a quantity of the goods or services provided by the Vendor that is attributable to the Voucher Distribution Line This field will be used to indicate the quantity of items being referenced on the payment voucher line. “1.000”

35 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Distribution Record Layout (cont) SMART Field Name Description Processing InformationSample Value DESCRThis field may contain a description about the voucher distribution line This is a free form field where you can include descriptive information about the voucher distribution line. “Accounting information” OPERATING_UNITN/A This field is not currently used in SMART.“ PRODUCTN/A This field is not currently used in SMART.“ FUND_CODEThis will be the accounting entity that will be referenced on the payment vouchers being entered into the system The Fund ChartField defines a fiscal and accounting entity with a self-balancing set of accounts. It records cash and other financial resources, together with related liabilities and residual equities or balances, and any corresponding changes. Values are currently being determined. CLASS_FLDThis is the service location value referenced on the payment voucher The Service Location ChartField will be used to capture the concept of location (state, county, city, district, building, etc.). This will allow the State to track spending in relation to a geographic designation. Values are currently being determined.

36 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Distribution Record Layout (cont) SMART Field Name Description Processing InformationSample Value PROGRAM_CODEThis is the program value referenced on the payment voucher Used to capture the enterprise program concept. The Program Chartfield will enable the State to capture activity within an agency's organization that is intended to provide a specific good or service in response to an identified social or individual need or problem. Values are currently being determined. BUDGET_REFThe Budget Unit ChartField identifies the appropriation and financial control structure This is the budget reference value referenced on the payment voucher. Values are currently being determined. CHARTFIELD1This is the agency use value referenced on the payment voucher The Agency Use ChartField will be used to fulfill agency-specific reporting requirements, as they relate to cost centers, activities and tasks not captured in another ChartField. Values are currently being determined. CHARTFIELD2N/A This field is not currently used in SMART.“ CHARTFIELD3N/A This field is not currently used in SMART.“

37 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Distribution Record Layout (cont) SMART Field Name Description Processing InformationSample Value MERCHANDISE_AMTThis will contain the amount for the payment voucher distribution line This field will contain the Amount of the Voucher/Vendor Invoice that is attributable to the Voucher Distribution Line. If the Voucher Distribution Line contains a Distribution Line Quantity, then the Distribution Amount must be equal to the product of the Distribution Quantity and Unit Price (from the Voucher Line). “ ” BUSINESS_UNIT_POThis filed will be used to indicate which Purchase Order business unit the payment voucher is associated with, if it references an existing encumbrance This field will be left blank if there is no Purchase Order associated with the Voucher to be created. It will be the same PO Business Unit that is found in the Voucher line that the voucher distribution line depends on. “00001” PO_IDThis is the purchase order ID number This field will be left blank if there is no Purchase Order associated with the voucher to be created. “ ”“ ”

38 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Distribution Record Layout (cont) SMART Field Name Description Processing InformationSample Value LINE_NBRThis is the purchase order line number This field will be left blank if there is no Purchase Order associated with the Voucher to be created. The field will contain a valid Purchase Order Line Number for the Purchase Order ID entered above. “ ”“ ” SCHED_NBRThis is the purchase order schedule number This field will be left blank if there is no Purchase Order associated with the Voucher to be created. This field will contain a valid Purchase Order Schedule Number for the Purchase Order ID and Purchase Order Line Number entered above. “ ”“ ” PO_DIST_LINE_NUMThis is the purchase order distribution line number This field will be left blank if there is no Purchase Order associated with the voucher to be created. If there is a Purchase Order the this field will contain a valid Purchase Order Distribution Line for the PO ID, Line Number, and Schedule Number entered above. “ ”“ ”

39 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Distribution Record Layout (cont) SMART Field Name Description Processing InformationSample Value PROJECT_IDThis is the project ID value referenced on the payment voucher The Project ID ChartField will be used to capture grant and project transactions. All grant and project transactions will be tracked in this ChartField to facilitate enterprise-wide reporting. This ChartField is designed to track grant and project financial activity, which can cross budget years, funds and departments. It is the gateway to the project costing module functionality. Values are currently being determined. ASSET_FLGAssets Applicable This indicates if a payment voucher is tied to an asset. “Y” = (Yes) BUSINESS_UNIT_AMAM Business Unit This is the identifier used to differentiate from which agency the payment voucher originated from. This will match the accounts payable business unit. “00001” ASSET_IDAsset ID This is an identifier to relate the payment voucher to the asset the system will create. “Next” PROFILE_IDProfile This field stores the identifier for the applicable asset books and associated depreciation information. “AUTO”

40 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Single Pay Record Layout SMART Field Name Description Processing InformationSample Value ROW_IDRow ID. This identifies the single payment line within the file This is a method to separate the multiple row types within the interface file. “002” = (Fixed value for the Voucher Line record) BUSINESS_UNITAP Business Unit. Each agency will have their own valid business unit. The field will be displayed on the ACH and Check Remittance files This is the identifier used to differentiate from which agency the payment voucher originated from. “00001” VOUCHER_ID_RELATEDA unique Record ID for each voucher in the input file. This will be the same number as the one found in the Voucher header that the single payment line depends on This field will allow agencies to relate the voucher to another voucher. This would be used in the case of making an adjustment to a voucher or in the case of setoff, relating the credit memo to the original voucher. “ ” NAME1Vendor Name as it will appear on the printed Warrant This is the name for which the warrant will be printed will still go to the name listed on the header record. “Corporate Express” COUNTRYCountry Code as it will appear on the printed Warrant The country in which the vendor is located. “USA”

41 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Single Pay Record Layout (cont) SMART Field Name Description Processing InformationSample Value ADDRESS1Address as it will appear on the printed Warrant The address for the vendor where the payment will be sent. “1234 Topeka Blvd” ADDRESS2Address as it will appear on the printed Warrant. This is an overflow from Address 1 This is an overflow field if the vendor address exceeds the field length of Address 1. “ ADDRESS3Address as it will appear on the printed Warrant. This is an overflow from Address 2 This is an overflow field if the vendor address exceeds the field length of Address 2. “ CITYCity as it will appear on the printed Warrant. The city for the vendor. “Topeka” STATEState as it will appear on the printed Warrant. This will be the two character state ID The state for the vendor. “KS” POSTALPostal Code as it will appear on the printed Warrant The postal code for the vendor.“66612”

42 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF02 Voucher Single Pay Record Layout (cont) SMART Field Name Description Processing InformationSample Value BANK_ID_QUALBank ID qualifier for location of the bank This field is required for ACH processing. This value is currently being determined. BANK_ACCT_TYPEBank Account Type This field is required for ACH processing. “10” = (Business Account) BANK_ACCOUNT_NUMBank Account Number where payment will be electronically deposited This is the account number for the vendor at the bank. This value is currently being determined. DFI_ID_QUALA banking industry convention identifier utilized to drive data validation for a given bank/counterparty This field will be used for data validation.This value is currently being determined. DFI_ID_NUMBank Routing Number-Vendor's Bank Routing number This is the bank routing number.Federal reserve assigned.

43 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF03 – Outbound Payment Agencies will receive a file containing paid warrants Agencies may receive updated payment information as a payment status or reconciliation status changes

44 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF03 Outbound Payment Header Record Layout SMART Field Name Description Processing InformationSample Value ROW_IDPayment Header Record This is a method to separate the multiple row types within the interface file. “001” = (Fixed value for the Payment Header record) PYMNT_DTThe date the payment was created This will be the date on the payment for when the payment is created. “ ” BUSINESS_UNITAP Business Unit. Each agency will have their own valid business unit. The field will be displayed on the ACH and Check Remittance files This is the identifier used to differentiate from which agency the payment voucher originated from. “00001” PYMNT_ID_REFThe check or ACH number This will indicate the reference number used to track a payment in SMART. “1234” PYMNT_AMTThe amount of the payment. This field will contain the amount of the payments generated in SMART. “ ” PYMNT_METHODThe method of payment CHK - Check/Warrant ACH - Electronic Payment MAN - Manual check This will indicate the form in which the payment was generated. “CHK” = (Check/Warrant)

45 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF03 Outbound Payment Header Record Layout (cont) SMART Field Name Description Processing InformationSample Value RECON_STATUSThe reconcilation status of the Payment This is the reconciliation status to indicate is a check has been reconciled or redeemed. “REC” = (Reconciled) PYMNT_RECONCILE_DTThe date the payment was reconciled This will indicate the date that the payment was reconciled. “ ” PYMNT_STATUSThe status of the Payment This indicates the status of the payment generated in SMART. “V” = (Void) CANCEL_DATEDate Canceled This will indicate the date that the payment was cancelled. “ ” PYMNT_IDPayment ID This is an internal PeopleSoft number for tracking payments in the system. “ ” BANK_SETIDBank SETID This is an identifier used for configuration of the banks that will be interacting with SMART. This value is currently

46 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF03 Outbound Payment Header Record Layout (cont) SMART Field Name Description Processing InformationSample Value BANK_CDBank Code This is an identifier used for tracking the bank in the SMART. Values are currently being determined. BANK_ACCT_KEYBank Account Key The bank account. Values are currently being determined. REMIT_VENDORRemit Vendor This will indicate the vendor to whom the payment will be issued. “Corporate Express” NAME1Vendor Name This is the name of the vendor that will be maintained in SMART and referenced on payment vouchers. “Corporate Express” NAME2Vendor Name2 This provides additional name information for the vendor if the Name1 field is not sufficient Medicaid provider number will be listed here. “ B” = (Medicaid Provider) ADDRESS_SEQ_NUMAddress Sequence Number Address that you want placed on a procurement document. A vendor can have multiple address sequence numbers. “001”

47 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF03 Outbound Payment Header Record Layout (cont) SMART Field Name Description Processing InformationSample Value ADDRESS1Vendor Address1 The address for the vendor where the payment will be sent. “1234 Topeka Blvd” ADDRESS2Vendor Address2 This is an overflow field if the vendor address exceeds the field length of Address 1. “ ADDRESS3Vendor Address3 This is an overflow field if the vendor address exceeds the field length of Address 2. “ CITYVendor City The city in which the vendor payment will be sent. “Topeka” STATE Vendor State The state in which the vendor payment will be sent. “KS” POSTAL Vendor Postal Code The postal code for which the payment voucher will be sent. “66612”

48 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF03 Outbound Payment Detail Record Layout SMART Field Name Description Processing InformationSample Value ROW_IDType of Record. This information mainly consist of Distribution line information therefore it's record type is 001 This is a method to separate the multiple row types within the interface file. “002” = (Fixed value for the Payment Detail record) BUSINESS_UNITThis is the identifier used to differentiate from which agency the payment voucher originated from Each agency will have their own valid business unit. The field will be displayed on the ACH and Check Remittance files. “00001” PYMNT_ID_REFCheck or ACH number This will indicate the reference number used to track a payment in SMART. “1234” VENDOR_IDThe PeopleSoft Vendor number This will be the identifier used to track vendors in SMART. “ ” INVOICE_IDThis is the invoice number to identify the invoice the payment voucher was created for Associated to the voucher of the payment. One payment may reference multiple invoices. The field will be displayed on the ACH and Check Remittance files. “Invoice 1234” INVOICE_DTThe Invoice Date This will help determine when your payment voucher is selected for payment. “ ”

49 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF03 Outbound Payment Detail Record Layout (cont) SMART Field Name Description Processing InformationSample Value PYMNT_MESSAGEThe Payment Message field will be displayed on the ACH and Check Remittance files This will contain information on what purpose the payment voucher was created for. “Office Chairs” PYMNT_MESSAGE_CDMessage Code Agencies will provide their own message codes to help identify the payment vouchers in SMART. “ABC123” VOUCHER_IDVoucher ID. This will indicate the number assigned to the payment voucher to track it in SMART. “ ” VOUCHER_ID_RELATEDThe related Voucher Number This field will allow agencies to relate the voucher to another voucher. This would be used in the case of making an adjustment to a voucher or in the case of setoff, relating the credit memo to the original voucher. “ ” VOUCHER_LINE_NUMThe line number of the voucher. A voucher can have multiple lines associated to it This will indicate the individual lines associated with a payment voucher. “00001” DISTRIB_LINE_NUMThe distribution line number of the voucher. A voucher can have multiple distribution lines associated to it This is used to indicate the distribution records contained in a single voucher line. The distribution lines will contain the accounting information for the voucher line. “00001”

50 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF03 Outbound Payment Detail Record Layout (cont) SMART Field Name Description Processing InformationSample Value MERCHANDISE_AMTThis is the amount of each distribution line item This is the total amount for each of the distribution lines. “ ” ACCOUNTThis will be the account value for the payment vouchers being entered into the system The Account ChartField is used to define the purpose of the transaction and specify the balance sheet account or operating account (i.e. expenditure or revenue object codes) on financial transactions. Values are currently being determined. FUND_CODEThis will be the accounting entity that will be referenced on the payment vouchers being entered into the system The Fund ChartField defines a fiscal and accounting entity with a self-balancing set of accounts. It records cash and other financial resources, together with related liabilities and residual equities or balances, and any corresponding changes. Values are currently being determined. DEPTIDThis will be the department ID value that will be referenced on the payment voucher This Department ChartField identifies the financial management organizational entity associated with a particular financial transaction. The State will use this ChartField to capture the State and agency organization chart. Values are currently being determined.

51 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF03 Outbound Payment Detail Record Layout (cont) SMART Field Name Description Processing InformationSample Value PROGRAM_CODEThis is the program value referenced on the payment voucher The Program ChartField is used to capture the enterprise program concept. The Program ChartField will enable the State to capture the cost of providing a specific good or service in response to an identified social or individual need or problem. Values are currently being determined. PROJECT_IDThis is the project ID value referenced on the payment voucher The Project ID ChartField will be used to capture grant and project transactions. All grant and project transactions will be tracked in this ChartField to facilitate enterprise-wide reporting. This ChartField is designed to track grant and project financial activity, which can cross budget years, funds and departments. It is the gateway to the project costing module functionality. Values are currently being determined. CLASS_FLDThis is the service location value referenced on the payment voucher. The Service Location ChartField will be used to capture the concept of location (state, county, city, district, building, etc.). This will allow the State to track spending in relation to a geographic designation. Values are currently being determined.

52 Copyright © 2009 Accenture All Rights Reserved. Interfacing with SMART INF03 Outbound Payment Detail Record Layout (cont) SMART Field Name Description Processing InformationSample Value CHARTFIELD1This is the agency use value referenced on the payment voucher The Agency Use ChartField will be used to fulfill agency-specific reporting requirements, as they relate to cost centers, activities and tasks not captured in another ChartField. Values are currently being determined. BUDGET_REFThis is the budget reference value referenced on the payment voucher The Budget Unit ChartField identifies the appropriation and financial control structure. Values are currently being determined. OPERATING_UNITThis field is not currently used in SMART This field is not currently used in SMART. “ ACTIVITY_ID Activity This field identifies the activity in PeopleSoft Payables that generated the asset transaction. Values are currently being determined. RESOURCE_TYPE Resource Type This field identifies the resource type in PeopleSoft Payables that generated the asset transaction. Values are currently being determined. CHARTFIELD2 Chartfield2 This field is not currently used in SMART.“ CHARTFIELD3Chartfield3 This field is not currently used in SMART.“