2. 2015 16th Annual PABUG Conference Travel and Expenses: How do Concur and Banner fit together? David P Mullen

3. 2015 16th Annual PABUG Conference General Announcements: Please turn off all cell phones/pagers If you must leave the session early, please do so as discreetly as possible Please avoid side conversations during the session Questions will be answered ….. Thank you for your cooperation

4. 2015 16th Annual PABUG Conference To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference website http://pabug.org/pennsylvania-banner-users- group-annual-conference/cpe-credits/ or via the PABUG conference app. For additional questions please contact Kim Fremont CPE - Coordinator http://pabug.org/contact-us/ http://pabug.org/contact-us/ CPE Credits - We’ve gone electronic!

5. 2015 16th Annual PABUG Conference Villanova University

6. 2015 16th Annual PABUG Conference Banner Data to Concur: Vendors Employees/Concur Users Account Indexes Purchase Orders Concur Data to Banner: Expenses - Standard Accounting Extract Cash or Procurement Card

7. 2015 16th Annual PABUG Conference SpridenSprteleSpraddrFtvvendFtvdisc Vendor data is extracted from these five Banner tables

8. 2015 16th Annual PABUG Conference Vendors can be selected by recent activity date: Students or Employees excluded. WHATEVER Address and telephone data by ATYP WHATEVER::::

9. 2015 16th Annual PABUG Conference Vendor Two Step Step one : Create table from Banner tables Step Two : Create CSV file from Concur Vendor TABLE Sqr programs used to accomplish both steps

10. 2015 16th Annual PABUG Conference CREATE TABLE WAREHOUS.FWVCNCR ( FWVCNCR_VENDOR_ID VARCHAR2(9 CHAR) NOT NULL, FWVCNCR_NAME VARCHAR2(60 CHAR) NOT NULL, FWVCNCR_ADDR_LINE1 VARCHAR2(75 CHAR), FWVCNCR_ADDR_LINE2 VARCHAR2(75 CHAR), FWVCNCR_ADDR_LINE3 VARCHAR2(75 CHAR), FWVCNCR_CITY VARCHAR2(50 CHAR) NOT NULL, FWVCNCR_STATE VARCHAR2(3 CHAR), FWVCNCR_ZIP VARCHAR2(30 CHAR), FWVCNCR_PHONE_AREA VARCHAR2(6 CHAR), FWVCNCR_PHONE_NUMBER VARCHAR2(12 CHAR), FWVCNCR_PHONE_EXT VARCHAR2(10 CHAR), FWVCNCR_VENDOR_ADDR_ID VARCHAR2(32 CHAR), FWVCNCR_ATYP_CODE VARCHAR2(2 CHAR), FWVCNCR_SEQNO NUMBER(2), FWVCNCR_PIDM NUMBER(8), FWVCNCR_DAYS NUMBER(2), FWVCNCR_PCT NUMBER(6,3), FWVCNCR_NET_DAYS NUMBER(2), FWVCNCR_DISC_CODE VARCHAR2(2 CHAR), FWVCNCR_TERM_DATE DATE, FWVCNCR_ADDR_ACTIVE_IND VARCHAR2(1 CHAR), FWVCNCR_ACTIVITY_DATE DATE )

11. 2015 16th Annual PABUG Conference write 1 from ===== '200' ===== $after ===== &fwvcncr_vendor_id ===== $after ===== &fwvcncr_name ===== $after ===== ! 'Field 04' ===== $after ===== ! 'Field 05' ===== $after ===== ! 'Field 06' ===== $after ===== ! 'Field 07' ===== $after

12. 2015 16th Annual PABUG Conference Vendor Data to Concur 100,0,US,CLIENT 200,V00011584,Main Line Trophies,,,,,,,,,,,,,V00011584AP1,USD,15,,,,15,0,,,,Y,PO Box 200,,,Bryn Mawr,PA,19010-0200,US,,,,,,,,,,,,,,,,,,,,,,,,,,,, 200,V00011584,Main Line Trophies,,,,,,,,,,,,,V00011584PV1,USD,15,,,,15,0,,,,N,PO Box 200,,,Bryn Mawr,PA,19010-0200,US,6105254005,,,,,,,,,,,,,,,,,,,,,,,,,,, 200,V00011584,Main Line Trophies,,,,,,,,,,,,,V00011584SA1,USD,15,,,,15,0,,,,Y,835 Conestoga Road,,,Bryn Mawr,PA,19010-1398,US,,,,,,,,,,,,,,,,,,,,,,,,,,,,

13. 2015 16th Annual PABUG Conference EMPLOYEES

14. 2015 16th Annual PABUG Conference First a population of University personnel must establish accounts in Concur. Employees Faculty Students SpridenSpbpersNbbposn

15. 2015 16th Annual PABUG Conference Employee Two Step FWECNCR_ACCT _CODE_EXTERNAL VARCHAR2(10 CHAR), FWECNCR_ACTIVE_IND VARCHAR2(1 CHAR), FWECNCR_ACTIVITY_DATE DATE, FWECNCR_ADJ_SERVICE_DATE DATE, FWECNCR_CONTRACT_TYPE VARCHAR2(1 CHAR), FWECNCR_DESC VARCHAR2(30 CHAR), FWECNCR_ECLS_CODE VARCHAR2(2 CHAR), FWECNCR_ORGN_CODE_HOME VARCHAR2(6 CHAR), FWECNCR_ORGN_CODE_TS VARCHAR2(6 CHAR), FWECNCR_PICT_CODE VARCHAR2(2 CHAR), FWECNCR_PIDM NUMBER(8) NOT NULL, FWECNCR_POSN VARCHAR2(6 CHAR) NOT NULL, FWECNCR_STATUS VARCHAR2(1 CHAR), FWECNCR_SUFF VARCHAR2(2 CHAR), FWECNCR_ETHN_CODE VARCHAR2(2 CHAR), FWECNCR_GENDER VARCHAR2(1 CHAR), FWECNCR_AGE NUMBER(3), FWECNCR_ID VARCHAR2(9 CHAR), FWECNCR_LAST_NAME VARCHAR2(20 CHAR), FWECNCR_FIRST_NAME VARCHAR2(15 CHAR), FWECNCR_MI VARCHAR2(1 CHAR), FWECNCR_CITIZEN VARCHAR2(1 CHAR), FWECNCR_SUFFIX VARCHAR2(20 CHAR), FWECNCR_PREFIX VARCHAR2(20 CHAR), FWECNCR_COAS_CODE VARCHAR2(1 CHAR), FWECNCR_ACCI_CODE VARCHAR2(6 CHAR), FWECNCR_ORGN_CODE VARCHAR2(6 CHAR), FWECNCR_ACCT_CODE VARCHAR2(6 CHAR), FWECNCR_LOCN_CODE VARCHAR2(6 CHAR), FWECNCR_ACTV_CODE VARCHAR2(6 CHAR), FWECNCR_PROG_CODE VARCHAR2(6 CHAR),

16. 2015 16th Annual PABUG Conference File names to Concur MUST be time and date stamped let $filenm1 = getenv('HOME') || '/' || 'vu_to_concur' || '/' || 'EMPLOYEE_p0089406cldu_' || &date || '.txt'

17. 2015 16th Annual PABUG Conference File Name: /banner-prod/home/unit/concur/vu_to_concur/ Employee_20150303170252.txt Data : 100,0,TEXT,UPDATE,EN,N,N 305,Rebecca,,MXX,01634509,rmxx@villanova.edu,villa nova1,rebecca.mxx@villanova.edu,en_US,US,,Villanova University,USD,,Y,226050,,,,,,,,,,,,,,,,,,,,,,,,,,US Group,,,,,,,,,,,,,,,,,0084NNN5,,,,Y,Y,,,,,,,,,Y,Y,,,,,,,,,Y,,,N,US Group,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,

18. 2015 16th Annual PABUG Conference Account Indexes

19. 2015 16th Annual PABUG Conference Account Index : One Step Account Indexes go directly to to the SFTP queue. FTVACCI_acci_CODE FTVACCI_TITLE FTVACCI_STATUS_IND &IND ftvacci_activity_date decode(FTVACCI_STATUS_IND,'A','N','I','Y') &STATUS do write_index_file from ftvacci where ftvacci_term_date IS NULL and ftvacci_ORGN_CODE IS NOT NULL and ftvacci_EFF_DATE <= &today and ftvacci_NCHG_DATE > &today and ftvacci_activity_date > (&today - 1) and ftvacci_activity_date < (&today) 'LIST_p0089406cldu_' || &date || '.txt'

20. 2015 16th Annual PABUG Conference Purchase Orders

21. 2015 16th Annual PABUG Conference

22. 2015 16th Annual PABUG Conference SPRIDEN FPBPOHD FPRPODT FGBENCP FGBENCH FTVVEND Purchase Order Data is again Extracted into an Oracle table which is used to create the file used to feed the SFTP process to Concur.

23. 2015 16th Annual PABUG Conference CREATE TABLE WAREHOUS.FWPCNCR ( FWPCNCR_CODE VARCHAR2(8 CHAR) NOT NULL, FWPCNCR_ID VARCHAR2(9 CHAR) NOT NULL, FWPCNCR_VENDOR_ADDR_ID VARCHAR2(32 CHAR), FWPCNCR_PO_DATE DATE NOT NULL, FWPCNCR_VEND_EMAIL_ADDR VARCHAR2(128 CHAR), FWPCNCR_PO_TYPE_IND VARCHAR2(1 CHAR) NOT NULL, FWPCNCR_SHIP_CODE VARCHAR2(6 CHAR), FWPCNCR_ORGN_CODE VARCHAR2(6 CHAR), FWPCNCR_ITEM NUMBER(4) NOT NULL, FWPCNCR_ACCT_CODE VARCHAR2(6 CHAR), FWPCNCR_QTY NUMBER(8,2), FWPCNCR_COMM_DESC VARCHAR2(50 CHAR), FWPCNCR_SUM_ENCUMB NUMBER(19,4), FWPCNCR_UOMS_CODE VARCHAR2(3 CHAR), FWPCNCR_ACCI_CODE VARCHAR2(6 CHAR), FWPCNCR_PIDM NUMBER(8), FWPCNCR_SEQ_NUM NUMBER(4), FWPCNCR_ACTIVITY_DATE DATE

24. 2015 16th Annual PABUG Conference 400,2663.94,,,,,,,,,,,,,,,,,,,,,226415,,,,,,,,,,,,,,,,,,, 300,1,1,,,,,7316,18470123 Lenovo TopSeller ThinkPad Yoga 12 Core,2,1331.9700,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 400,334.92,,,,,,,,,,,,,,,,,,,,,226415,,,,,,,,,,,,,,,,,,, 300,2,2,,,,,7316,16446841 Lenovo Topseller Services 3 year Onsite,2,167.4600,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 210,000001,Attn Processing Invoice,Procurement Office,800 Lancaster Avenue,ST Mary Hall Suite 109,Villanova,PA,19341,US,Phone 610 519 4231,Fax 610 519 7716,,,,,,,, 220,UNITME,UNIT- TECH. SUPPORT,-,HEINCER HANK,Bradley Cathleen Proc,Villanova,Pennsylvania,19085,US,,,,,,,,,, 200,P1600305,3377DD3AAEA34F4EAF5A,USD,@00132265,@00132265PV3,2015-06-29,,,,,25,,,,,,N,,,,,CLSD,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 400,171.59,,,,,,,,,,,,,,,,,,,,,216057,,,,,,,,,,,,,,,,,,, 300,1,1,,,,,7316,983 2847 3Yr Ltd. Warranty 3 yr Advanced Exchan,1,171.5900,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 210,000001,Attn Processing Invoice,Procurement Office,800 Lancaster Avenue,ST Mary Hall Suite 109,Villanova,PA,19341,US,Phone 610 519 4231,Fax 610 519 7716,,,,,,,, 220,EXECCC,EXECUTIVE MBA PROGRAM,-,WIESS JENNIFER,Bradley Cathleen Proc,Villanova,Pennsylvania,19085,US,,,,,,,,,, 200,P1600308,3377DD3AAEA34F4EAF5A,USD,V00029231,V00029231PV7,2015-06-30,,,,,25,,,,,,N,,,,,CLSD,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 400,319.98,,,,,,,,,,,,,,,,,,,,,246430,,,,,,,,,,,,,,,,,,, 300,1,1,,,,,7311,P2014H3 Dell 20 Monitor P2014H with 3 Year War,2,159.9900,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 210,000001,Attn Processing Invoice,Procurement Office,800 Lancaster Avenue,ST Mary Hall Suite 109,Villanova,PA,19341,US,Phone 610 519 4231,Fax 610 519 7716,,,,,,,, 220,DEVEDU,DEVELOPMENT OFFICE,-,LEGENDRE PAULETTE,Bradley Cathleen Proc,Villanova,Pennsylvania,19085,US,,,,,,,,,, 200,P1600309,3377DD3AAEA34F4EAF5A,USD,V00029231,V00029231PV7,2015-06-30,,,,,30,,,,,,N,,,,,CLSD,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 400,389.10,,,,,,,,,,,,,,,,,,,,,226411,,,,,,,,,,,,,,,,,,, 300,1,1,,,,,7352, Invoice 96604881; Customer R178997; Order 4,10,38.9100,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 400,881.43,,,,,,,,,,,,,,,,,,,,,226411,,,,,,,,,,,,,,,,,,, 300,2,2,,,,,7352, Item 20; Server Express Support; Serial 6000,1,881.4300,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 210,000001,Attn Processing Invoice,Procurement Office,800 Lancaster Avenue,ST Mary Hall Suite 109,Villanova,PA,19341,US,Phone 610 519 4231,Fax 610 519 7716,,,,,,,, 220,UNITTS,UNIT,-,BROWN BETSY,Bradley Cathleen Proc,Villanova,Pennsylvania,19085,US,,,,,,,,,, 200,P1600319,3377DD3AAEA34F4EAF5A,USD,00206217,00206217PV2,2015-07-01,,,,,2,,,,,,N,,,,,CLSD,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,

25. 2015 16th Annual PABUG Conference Purchase Order File to Concur let $filenm1 = getenv('HOME') || '/' || 'purchase_orders_outgoing' || '/' || 'POINVOICE_p0089406cldu_' || &date || '.txt

26. 2015 16th Annual PABUG Conference Expenses to Banner

27. 2015 16th Annual PABUG Conference let $filenm1 = getenv('HOME') || || 'concur_to_vu' || '/' || 'sae' || '.input'

28. 2015 16th Annual PABUG Conference EXTRACT|2015-05-19|154|29801.0200 DETAIL|270|2015-05-19|1|00012944|Warrick|Catherine|E|US Group|216028||||||||45.0000|8AEA6E7E3D0642BFAF80|5307|Villanova University|USD|UNITED STATES|2015-05- 13|2015-05-13|2015-05-18|Faculty Congress Facultas plaque|Y|N|N|100.4000|100.4000|*V - US Expense Policy||246005||||||C|2015-05-13|2015-05-13||||||||||||||||||36962|REG|Gifts |2015-05- 08|USD|1.0000|M|N|award plaques||Main Line Trophies|Y|N||||246005||||||||||||||||||||||||||||||||||||||||||||0.0000|45.0000|45.0000|45.0000|45.000 0|CASH|Cash|||||||||||||||||||||||||||||||||HOME|||Company|Company/Employee Pseudo Payment Code|Employee|Company/Employee Pseudo Payment Code|7349|DR|+45.0000|985133|||||||||||||||||||48669|100.0000|246005||||||||||||||||||||45.0000|||||| |||||||||||||||||||||||||||||0.0000|45.0000|0.0000|45.0000|Cash|||||| DETAIL|270|2015-05-19|2|00012944|Warrick|Catherine|E|US Group|216028||||||||55.4000|8AEA6E7E3D0642BFAF80|5307|Villanova University|USD|UNITED STATES|2015-05- 13|2015-05-13|2015-05-18|Faculty Congress Facultas plaque|Y|N|N|100.4000|100.4000|*V - US Expense Policy||246005||||||C|2015-05-13|2015-05-13||||||||||||||||||36963|REG|Gifts |2014-11- 24|USD|1.0000|M|N|award plaques||Main Line Trophies|Y|N||||246005||||||||||||||||||||||||||||||||||||||||||||0.0000|55.4000|55.4000|55.4000|55.400 0|CASH|Cash|||||||||||||||||||||||||||||||||HOME|||Company|Company/Employee Pseudo Payment Code|Employee|Company/Employee Pseudo Payment Code|7349|DR|+55.4000|985132|||||||||||||||||||48670|100.0000|246005||||||||||||||||||||55.4000|||||| |||||||||||||||||||||||||||||0.0000|55.4000|0.0000|55.4000|Cash|||||| DETAIL|270|2015-05-19|3|00017265|Glenn|Mary Lou||US Group|246010||||||||37.3800|4F73C8E129344D93AF07|5151|Villanova University|USD|UNITED STATES|2015-05- 08|2015-05-08|2015-05-18|IAB Travel -pd by personal card|Y|N|N|173.7500|173.7500|*V - US Expense Policy||246010||||||C|2015-04-28|2015-05-01|Princeton, NJ (Steel ORCA)|||||||||||||||||36147|REG|Personal Car Mileage|2015-04-28|USD|1.0000|M|N|Attend IAB

29. 2015 16th Annual PABUG Conference Concur SAE file is processed into TWO type of expenses CASH and COMPANY PAID FXBCBCP FXBCNPY

30. 2015 16th Annual PABUG Conference SQR Program to Create Banner FXRAPAY Table begin-select fxbcnpy_vendor_id (+1,5) fxbcnpy_invoice_numb (,+1) ===== fxbcnpy_debt_cred_ind (,+1) ===== fxbcnpy_carrier_deliver (,+1) ===== fxbcnpy_invoice_date (,+1) ===== fxbcnpy_comm_desc (,+1) ===== fxbcnpy_qty (,+1) ===== fxbcnpy_uoms_code (,+1) ===== fxbcnpy_unit_price (,+1) ===== fxbcnpy_disc_amt (,+1) ===== fxbcnpy_extended_amt (,+1) ===== fxbcnpy_tax_amt (,+1) ===== fxbcnpy_charge_numb (,+1) ===== fxbcnpy_activity_date (,+1) ===== fxbcnpy_status_ind (,+1) ===== spriden_pidm (,+1) ===== spriden_last_name (,+1) ===== spriden_first_name (,+1) ===== spriden_id (,+1)

31. 2015 16th Annual PABUG Conference FXUAPAY.pc Creates tables for Banner Invoice processing. FABINVH FABINVC FABINVA FARINVC

32. 2015 16th Annual PABUG Conference # Banner extracts too CONCUR ===== ===== 15 17 * * 1-5 /banner-prod/home/unit/concur/cron_jobs/vendors/refresh fwuvend ===== 29 17 * * 1-5 /banner-prod/home/unit/concur/cron_jobs/vendors/refresh swrvext ===== ===== # Creates table of all vendors so po will process ===== 59 17 * * 1-5 /banner-prod/home/unit/concur/cron_jobs/vendors/refresh fwuvall ===== # CLOSED Purchase Orders daily feed Mon Tue Wed Thurs Friday ===== 10 18 * * 1-5 /banner-prod/home/unit/concur/cron_jobs/purchase_orders/refresh fw ===== 20 18 * * 1-5 /banner-prod/home/unit/concur/cron_jobs/purchase_orders/refresh sw ===== # OPENED Purchase Orders daily feed Mon Tue Wed Thurs Friday ===== 05 17 * * 1-5 /banner-prod/home/unit/concur/cron_jobs/purchase_orders/refresh fw ===== 25 17 * * 1-5 /banner-prod/home/unit/concur/cron_jobs/purchase_orders/refresh sw ===== # creates the table extract of new indexes ===== 30 17 * * 1-5 /banner-prod/home/unit/concur/cron_jobs/indexes/refresh swracci ===== ===== #Concur to banner processing of PO invoices - Normal schedule ===== 30 05 * * 0-3 /banner-prod/home/unit/concur/cncrposrc/goconcur ===== 25 08 * * 4 /banner-prod/home/unit/concur/cncrposrc/goconcur ===== 45 05 * * 5-6 /banner-prod/home/unit/concur/cncrposrc/goconcur ===== ===== #Concur to banner processing of PO invoices Schedule -first week of new fiscal y ===== #30 05 * * 0-3 /banner-prod/home/unit/concur/cncrposrc/goconcur1 ===== #25 08 * * 4 /banner-prod/home/unit/concur/cncrposrc/goconcur1 ===== #45 05 * * 5-6 /banner-prod/home/unit/concur/cncrposrc/goconcur1 ===== ===== # FWUUPEM creates a vendor record for all new employees ===== 51 17 * * 1-5 /banner-prod/home/unit/concur/cron_jobs/employees/refresh fwuupem ===== ===== # creates the table fwecncr just for New employees and swreext creates.csv ===== 56 17 * * 4 /banner-prod/home/unit/concur/cron_jobs/employees/refresh fwuempl ===== 59 17 * * 4 /banner-prod/home/unit/concur/cron_jobs/employees/refresh swreext ===== ===== # recreate the table fwrecncr just the terminated employees ===== 35 18 * * 4 /banner-prod/home/unit/concur/cron_jobs/employees/refresh fwuterm ===== 40 18 * * 4 /banner-prod/home/unit/concur/cron_jobs/employees/refresh swretrm ===== # Travel and expense from concur ===== # Runs Mon thru FRI at 7 Am ===== 15 07 * * 1-5 /banner-prod/home/unit/concur/concur_to_vu/rename ===== 17 07 * * 1-5 /banner-prod/home/unit/concur/concur_to_vu/refresh fwrinpt ===== 19 07 * * 1-5 /banner-prod/home/unit/concur/concur_to_vu/refresh fxuvini ===== 21 07 * * 1-5 /banner-prod/home/unit/concur/concur_to_vu/run_fxuapay ===== 41 07 * * 1-5 /banner-prod/home/unit/concur/concur_to_vu/removeit ===== # The Changes to Employees are not to be moved to CONCUR as of SEPT 2015 ===== # I took the programs out of the job stream but the programs still exist ===== # compares table fwmcncr to pwrempl creates fwccncr ===== #10 18 * * 4 /banner-prod/home/unit/concur/cron_jobs/employees/refresh fwuemet

33. 2015 16th Annual PABUG Conference

34. 2015 16th Annual PABUG Conference

35. 2015 16th Annual PABUG Conference

36. 2015 16th Annual PABUG Conference Please take time to complete our Conference and Session evaluations. YOUR INPUT MATTERS!!!

37. 2015 16th Annual PABUG Conference Open to the Floor Questions Comments