Date post: | 01-Jan-2016 |
Category: |
Documents |
Upload: | allan-evans |
View: | 213 times |
Download: | 0 times |
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
EditBatch
Transactions
CheckBudget
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
Format Definition Comments
Char CharacterLeft Aligned.
Space filled for fixed length fields.
Num NumericRight Aligned.
Explicit decimal placement.
SNum Signed Numeric
Right Aligned.Explicit decimal placement.
Assumed positive unless minus sign is provided.
SNum 3.2 Example: -999.99
YYYY-MM-DD Date Date Example: 2008-01-01
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 VolumeHow 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 email distributions
– Allows you to email 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
Email results of upload & edits
Trigger Approval workflow list & email
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
– http://myshare.in.gov/sba/encompass
If you are having technical issues, submit them to GMIS
– http://extranet.in.gov/gmis/issue_entry/base/issue_entry.asp