State of Connecticut Accounts Payable Ongoing Voucher Interface

AP Ongoing Voucher Interface Page 2  Accounts Payable (AP) Ongoing Voucher Interface – What is it?  Core-CT Configuration Prerequisites  Accounts Payable (AP) Ongoing Voucher Interface Process  Voucher Build (AP_VCHRBLD)  Common Interface Errors  Accounts Payable (AP) Ongoing Process Flow  Next Step - To Begin Processing Accounts Payable Ongoing Voucher Interface Agenda

AP Ongoing Voucher Interface  What is the Accounts Payable (AP) Ongoing Voucher Interface?  A series of processes which begins with accepting XML formatted data from a legacy or a third party system to generate vouchers for State Vendors, Towns, etc. into the Core-CT AP Module  This process should be used with for vouchers to vendors that will be ongoing versus a one time payment  This process is usually used with other systems that will interface the information automatically on an ongoing basis Page 3 Accounts Payable Ongoing Voucher Interface

AP Ongoing Voucher Interface  Business Unit Definitions/Options  Agency’s Business Unit must be established in Core-CT for the AP Module  Vendor ID’s  Vendors must be established in Core-CT and effective prior to the XML file being uploaded. The vendor file SETID will be determined by Core-CT Production Support and OSC Accounts Payable Division  ChartField Values  Chartfield values must be set up by the OSC Chart of Accounts unit  Security Roles  CT VOUCHER PROCESSOR  Voucher Approver Page 4 Core-CT Configuration Prerequisites

AP Ongoing Voucher Interface  How does the AP Ongoing Voucher Interface process work?  Core-CT receives an XML file from an agency through a File Transfer Protocol (FTP) process  The XML file must be received by 5PM to be processed the next day  The Inbound File Mover Process runs and validates the file against the schema  A file that does not pass schema validation will be sent back to the Agency for correction and resubmission.  After schema validation, the AP Ongoing Voucher Interface Process (CTAPI006), loads voucher data into the Voucher Interface staging tables.  Once the data is in the staging tables, the Voucher Build Process (AP_VCHRBLD) creates vouchers in AP and assigns voucher IDs  If the voucher fails voucher build, it will go into ‘Recycle Status’ or ‘Pre-Edit’ Error. These errors will need to be corrected by users. Page 5 Accounts Payable Ongoing Voucher Interface Process

AP Ongoing Voucher Interface  What does the CTAPI006 process validate?  The vendor data is active and approved  The chartfield values are active Core-CT chartfield values  The following fields are validated for accuracy:  ORIGIN  INVOICE_DT  ACCOUNTING_DT  CT_RECEIPT_DT  UNIT_OF_MEASURE  COUNTRY, STATE  OPRID  MESSAGE_CD Page 6 Accounts Payable Ongoing Voucher Interface Process

AP Ongoing Voucher Interface Page 7 Voucher Build Process (AP_VCHRBLD) XML FILE (sample) AP_VCHRBLD VOUCHER

AP Ongoing Voucher Interface  How to Correct Interface Errors?  The Agency’s Accounts Payable Processor is responsible for correcting any errors with the voucher during the Voucher Build Process (AP_VCHRBLD)  Common Errors  ‘ Recycled’– corrected in Voucher Add/Update  Duplicate Invoice Detected  Withholding Checked, and should be Non-Withholding  ‘Pre-Edit’ – corrected in Quick Invoice  Could be an inactive vendor location or address Page 8 Common Interface Errors

AP Ongoing Voucher Interface Page 9 Accounts Payable Ongoing Voucher Interface Process Flow

AP Ongoing Voucher Interface If interested in using the AP Ongoing Voucher Interface process  Please log a Footprints ticket -OR-  Contact the Core-CT Help Desk at Page 10 Next Step – To Begin Processing